United Kingdom-Warrington: Vehicle-fleet management services

Type of document: Invitation to tender
Country: United Kingdom
OJEU Ref: (2017/S 094-183453/EN)
Nature of contract: Supply contract
Procedure: Open procedure
Regulation of procurement: EU – with participation by GPA countries
Type of bid required: Global bid

Contract notice
Supplies
Directive 2014/24/EU

Section I: Contracting authority
I.1) Name and addresses
Official name: Procurement for Housing
Postal address: 2 Olympic Way, Woolston Grange Avenue, Birchwood
Town: Warrington
Postal code: WA2 0YL
Country: United Kingdom
Contact Person: Marc Lajeunesse
Telephone: +44 8458645100
Email: mlajeunesse@procurementforhousing.co.uk
Fax: +44 8458645115
Nuts code: UK
Internet address(es):
Main address:
Address of the buyer profile:

The contract is awarded by central purchasing body
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge,at:www.mytenders.org
Additional information can be obtained from:
the above mentioned address
Tenders or requests to participate must be submitted:
electronically via:www.mytenders.org
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
General public services

Section II: Object
II.1) Scope of the procurement
II.1.1) Title: ML/Vehicle Lease, Contract Hire, Fleet Management & Associated Services/2017.
II.1.2) Main CPV code: 50111100
II.1.3) Type of contract: Supplies
II.1.4) Short Description: Procurement for Housing Limited (PfH) is establishing a Framework Agreement for the provision of Vehicle Lease, Contract Hire, Short Term Contract Hire & Daily Rental of Cars, Light commercial and medium commercial vehicles up to 12.5t, Vehicle Racking & Conversion, Telematics, Fleet Management Services, Fuel Cards, and all Associated Services. The framework agreement will be divided into lots and is for use by, but not limited to
(1) Housing Associations, Local Authorities, Councils, Registered Social Landlords, Arm’s Length Management Organisation and other public sector organisations.
(2) All 750 plus current members of Procurement for Housing (PfH) and any future members of PfH.
The above are located throughout the UK, including England, Scotland, Wales and Northern Ireland.
II.1.6) Information about lots:
The contract is divided into lots: Yes
Tenders may be submitted for all lots
II.2) Description
II.2.1) Title: Vehicle Lease, Contract Hire and Associated Products & Services

Lot No:1
II.2.2) Additional CPV code(s)
50111110, 34100000

II.2.3) Place of performance
Nuts code: UK
II.2.4) Description of the procurement:
This will include as a minimum the provision of the lease/contract hire of cars and commercial vehicles of up to 12.5 tonnes including but not limited to electric, petrol, diesel, hybrid and hydrogen vehicles.
Leases/contract hire services may also need to incorporate but not be limited to:
— Advising on vehicle specifications and recommendations,
— Grant/funding options, e.g. annual/quarterly/months in advance or quarterly/monthly in arrears, sale & leaseback etc.,
— Road fund licence,
— First registration,
— Delivery and collection,
— Service, maintenance and repair,
— MOT management,
— Breakdown cover,
— Relief vehicle / courtesy cars / pre-contract vehicles,
— Livery,
— Racking,
— Telematics,
— Insurance database management,
— Accident and claims management,
— Glass replacement services,
— Tyre replacement services,
— Winter Tyres (fit & storage),
— Traffic offence management,
— Fuel cards,
— Driver licence verification,
— Cherished transfers,
— Daily rental.
This will allow end to end implementation of fully managed vehicle fleet solutions.
II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.7) Duration of the contract,framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: no
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted: no
II.2.11) Information about options
Options: no
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:no
II.2.1) Title: Short Term Contract Hire & Daily Rental

Lot No:2
II.2.2) Additional CPV code(s)
34100000, 34115200

II.2.3) Place of performance
Nuts code: UK
II.2.4) Description of the procurement:
This will include as a minimum the provision of short term contract hire/daily rental of cars and commercial vehicles of up to 12.5 tonnes including but not limited to electric, petrol, diesel, hybrid and hydrogen vehicles.
Rentals may also need to incorporate but not be limited to;
— Advising on vehicle specifications and recommendations,
— Road fund licence,
— First registration,
— Delivery and collection,
— Service, maintenance and repair,
— MOT,
— Breakdown cover,
— Telematics,
— Insurance,
— Accident management,
— Traffic offence management,
— Driver licence verification.
Short term contract hire/daily rental periods may vary from an expected minimum 1 day to an expected maximum of 84 days.
II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.7) Duration of the contract,framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: no
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted: no
II.2.11) Information about options
Options: no
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:no
II.2.1) Title: Vehicle Racking & Conversion

Lot No:3
II.2.2) Additional CPV code(s)
34328200, 50117100, 50117000

II.2.3) Place of performance
Nuts code: UK
II.2.4) Description of the procurement:
This will include but is not limited to the provision of computer aided drawings (CAD) design, manufacture, supply, fit/installation of new racking and/or conversion of existing racking by removing from existing vehicles to another vehicle. Service, maintenance and repair of racking, ensuring racking complies with Health & Safety regulations and meets any other necessary regulatory compliance.
The provision of racking and associated services may also need to incorporate but not be limited to;
— Racking/conversion consultancy services;
— Bespoke conversions;
— Roof racks;
— Glass racks;
— Roof ladders;
— Spray lining;
— Lighting technology;
— Bulkheads;
— Plylining;
— Towbars;
— Electric steps;
— Night heaters;
— Fuel heaters;
— Handwash units.
II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.7) Duration of the contract,framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: no
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted: no
II.2.11) Information about options
Options: no
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:no
II.2.1) Title: Vehicle Telematics

Lot No:4
II.2.2) Additional CPV code(s)
32441300, 64226000, 38548000, 42961300

II.2.3) Place of performance
Nuts code: UK
II.2.4) Description of the procurement:
This will include but is not limited to the provision, installation and on-going management of GPS navigation, integrated hands-free phone, wireless safety communications, automatic driving assistance systems, fleet reporting tools, vehicle tracking, driving style management, fleet management and fuel management and ensuring that all equipment complies with current Health & Safety regulations and meets any other necessary regulatory compliance.
The provision of racking and associated services may also need to incorporate but not be limited to;
— Satellite navigation;
— Real-time tracking devices & software;
— Bluetooth kits;
— Parking aids, sensors;
— Reversing cameras;
— Dashboard cameras;
— Panic buttons;
— Mobile handsfree kits;
— CCTV (e.g. within rear space of vehicle);
— Driver style technology & software;
— Online web portals for fleet managers — standard & bespoke;
— Mobile applications for fleet managers;
— Hard wired units;
— Plug-in units;
— Driver ID;
— Data archive 6/12 months data;
— Configurable dashboards;
— Driver feedback (alerts);
— Navigation with messaging functionality;
— Back office systems integration;
— Driver behavioural systems.
II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.7) Duration of the contract,framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: no
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted: no
II.2.11) Information about options
Options: no
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:no
II.2.1) Title: Fleet Management Services

Lot No:5
II.2.2) Additional CPV code(s)
50111000, 50111100, 50111110

II.2.3) Place of performance
Nuts code: UK
II.2.4) Description of the procurement:
This will include but is not limited to the provision of fleet management services for PfH members or other organisations that wish to procure fleet management services not connected to a leasing contract (e.g. for organisations that procure vehicles or have multiple leasing arrangements across their fleet). Services will include but not be limited to:
— Advising on vehicle specifications and recommendations,
— Sourcing of vehicles (based on outright purchase),
— Management of existing owned vehicles,
— Management of existing leased/hired vehicles,
— Vehicle decommissioning, sale/disposal,
— Road fund licence management,
— First registration,
— Delivery and collection,
— Service, maintenance and repair,
— MOT management,
— Breakdown cover,
— Relief vehicle / courtesy cars,
— Tyre replacement services,
— Winter Tyres (fit & storage),
— Livery,
— Racking/conversion,
— Telematics,
— Glass replacement services,
— Insurance database management,
— Accident and claims management,
— Traffic offence management,
— Fuel cards,
— Driver licence verification,
— Maintain driver records,
— Cherished transfers,
— Daily rental management.
II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.7) Duration of the contract,framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: no
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted: no
II.2.11) Information about options
Options: no
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:no
II.2.1) Title: Fuel Cards & Associated Services

Lot No:6
II.2.2) Additional CPV code(s)
30163100

II.2.3) Place of performance
Nuts code: UK
II.2.4) Description of the procurement:
This will include as a minimum the provision of fuel cards and may also incorporate multiple fuel options, smart-chip technology, fleet efficiency / MPG reporting, mileage monitoring, fuel expenses management, monitoring of transactions.
II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.7) Duration of the contract,framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: no
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted: no
II.2.11) Information about options
Options: no
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:no

Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents

Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure:
Open procedure
IV.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement
Framework agreement with several operators
Envisaged maximum number of participants to the framework agreement:23IV.1.8) Information about the Government Procurement Agreement(GPA)
The procurement is covered by the Government Procurement Agreement: yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date: 2017-06-16 Local time: 08:00
IV.2.4) Languages in which tenders or requests to participate may be submitted:EN
IV.2.7) Conditions for opening tenders
Date: 2017-06-16 Local time: 08:00

Section VI: Complementary information
VI.1) Information about recurrence:
This is a recurrent procurement: no
IV.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information:
This Framework Agreement may be used by any contracting authority listed in or referred to in the OJEU notice.
This includes:
— all current members of PfH at the time of the OJEU notice for this procurement;
— any registered provider of social housing (or Welsh registered social landlord, or Scottish registered social landlord) that becomes a member of PfH during the period of the Framework Agreement;
— any public authority (as defined in the Freedom of Information Act 2000 for public authorities in England, Wales, Northern Ireland and UK-wide public authorities based in Scotland, or as defined in the Freedom of Information (Scotland) Act 2002 for Scottish public authorities) that becomes a member of PfH at any time during the period of the Framework Agreement;
— any local authority (as defined in the Local Government Act 1972 for public authorities in England and Wales, or as defined in the Local Government (Scotland) Act 1973 for Scottish local authorities, or as defined in the Local Government Act (Northern Ireland)1972 for local authorities in Northern Ireland) that becomes a member of PfH at any time during the period of the Framework Agreement;
— any housing Arm’s Length Management Organisation that becomes a member of PfH during the period of the Framework Agreement;
— any wholly owned subsidiary of any of the above organisations; and
— any other contracting authority listed on the following page of the PfH website — at the time of the OJEU notice for this procurement.
Note: to register your interest in this notice and obtain any additional information please visit the myTenders Web Site at
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
Note: to register your interest in this notice and obtain any additional information please visit the myTenders Web Site at
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
(MT Ref:197592).
VI.4) Procedures for review
VI.4.1) Review body
Official name: Procurement for Housing
Postal address: 2 Olympic Way, Woolston Grange Avenue, Birchwood
Town: Warrington
Postal code: WA2 0YL
Country: United Kingdom
Telephone: +44 8458645100
Fax: +44 8458645115
Internet address:
VI.5) Date of dispatch of this notice:2017-05-12