United Kingdom-Matlock: Repair and maintenance services

Type of document: Invitation to tender
Country: United Kingdom
OJEU Ref: (2016/S 085-150560/EN)
Nature of contract: Supply contract
Procedure: Restricted procedure
Regulation of procurement: EU – with participation by GPA countries
Type of bid required: Global bid

Contract notice
Supplies
Directive 2004/18/EC
Section I: Contracting authority
I.1) Name addresses and contact point(s):
Derbyshire County Council
County Hall
Matlock
Postal code: DE4 3AG
United Kingdom
Contact points(s): Transformation Service
For the attention of: Lisa Holleworth
Phone: +44 1629536860
Email: lisa.holleworth@derbyshire.gov.uk
Internet Address(es):
General address of the contracting authority: www.derbyshire.gov.uk
Address of the buyer profile: www.sourcederbyshire.co.uk
Electronic access to information: www.eastmidstenders.org
Electronic submission of tenders and requests to participate: www.eastmidstenders.org
Further information can be obtained from: The above mentioned contact point(s)
Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)
Tenders or requests to participate must be sent to: The above mentioned contact point(s)
I.2) Type of the contracting authority:
Regional or local authority
I.3) Main activity: General public services
I.4) Contract award on behalf of other contracting authorities/entities:
The contracting authority is purchasing on behalf of other contracting authorities: No
Section II: Object of the contract:
II.1) Description:
II.1.1) Title attributed to the contract by the contracting authority/entity:
TS13038 Supply of a Fleet and Workshop Management Solution and Associated Support Services.
II.1.2) Type of contract and location of works, place of delivery or of performance:
Supplies
Type of supplies contract: Purchase
Nuts code: UKF1
II.1.3) Information about a public contract, a framework agreement or a dynamic purchasing system (DPS):
The notice involves a public contract
II.1.4) Information on framework agreement:
II.1.5) Short description of the specific contract:
Derbyshire County Council is seeking Tender Responses to provide an internally hosted Fleet and Workshop Management Solution and Associated Support Services to efficiently manage a fleet including full vehicle life cycle.
County Transport operates from 5 workshops located throughout Derbyshire by 70 staff. The Councils fleet consists of 800 Council vehicles with an additional 600 vehicles maintained on behalf of other organisations.
Requirements include, as a minimum:
Implementation;
Existing data migration;
Training;
Consultancy;
Asset Acquisition, including asset purchase and creation of acquisition records;
Asset Lifetime, asset replacement programme and records management evidencing compliance with legislation enforced by the DVSA, DVLA, the Health and Safety Executive and any other statutory body;
Asset Disposables;
Asset Licensing, including Goods Vehicle Operator Licensing;
Asset Insurance Management, including incident claim management;
Workshop Asset Maintenance, scheduling of workshop appointments and statutory tests i.e. MOT and LOLER tests;
Workshop Asset Maintenance Facilities, including automated planning, processing and work-flow:
Workshop Parts Provisioning and Stock Control; and
Financial Aspects including invoice processing.
This requirement is not separated into lots as the Council has a single requirement for technical reasons, seamless integration, Council resources and implementation.
The contract term will be 5 years from successful Go-Live with options to extend annually up to 5 additional years taking the contract up to a maximum of 10 years from Go-Live.
II.1.6) Common procurement vocabulary (CPV): 50000000, 48000000, 72000000, 50111100
II.1.7) Information about Government Procurement Agreement (GPA):
The contract is covered by the Government Procurement Agreement (GPA): YES
II.1.8) Lots:
The contract is divided into lots: No
II.1.9) Information about variants:
Variants will be accepted: NO
II.2) Quantity or scope of the contract:
II.2.1) Total quantity or scope:
The initial contract term is 5 years with options to extend annually to take the contract up to a maximum period of 10 years.
It is expected that the contract will be a maximum value of 132 000 GBP for the initial contract term of 5 years, but the estimated range of 50 000 GBP includes all possible annual extensions and options.
Estimated value excluding VAT:
Range: between 132 000 and 182 000 GBP
II.2.2) Information about options:
Options:yes
Description of these options:An option to extend annually to take the contract up to a maximum total of 10 years.
II.2.3) Information about renewals:
This contract is subject to renewal: no
II.3) Duration of the contract or time limit for completion:
Duration in months: 120 (from the award of the contract)
Section III: Legal, economic, financial and technical information
III.1) Conditions relating to the contract:
III.1.1) Deposits and guarantees required:
As described in the PQQ documents which are available to download for completion by interested organisations who register on the Councils electronic tendering system at: www.eastmidstenders.org
III.1.2) Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
As described in the PQQ documents which are available to download for completion by interested organisations who register on the Councils electronic tendering system at: www.eastmidstenders.org
III.1.3) Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
As described in the PQQ documents which are available to download for completion by interested organisations who register on the Councils electronic tendering system at: www.eastmidstenders.org
However, joint and several liability will be required.
III.1.4) Other particular conditions:
The performance of the contract is subject to particular conditions: no
III.2) Conditions for participation:
III.2.1) Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers:
Information and formalities necessary for evaluating if the requirements are met: As described in the PQQ documents which are available to download for completion by interested organisations who register on the Councils electronic tendering system at: www.eastmidstenders.org
III.2.2) Economic and financial ability:
Information and formalities necessary for evaluating if the requirements are met: As described in the PQQ documents which are available to download for completion by interested organisations who register on the Councils electronic tendering system at: www.eastmidstenders.org
Minimum level(s) of standards possibly required: As described in the PQQ documents which are available to download for completion by interested organisations who register on the Councils electronic tendering system at: www.eastmidstenders.org
III.2.3) Technical capacity
Information and formalities necessary for evaluating if the requirements are met: As described in the PQQ documents which are available to download for completion by interested organisations who register on the Councils electronic tendering system at: www.eastmidstenders.org
Minimum level(s) of standards possibly required: As described in the PQQ documents which are available to download for completion by interested organisations who register on the Councils electronic tendering system at: www.eastmidstenders.org
III.2.4) Information about reserved contracts:
III.3) Conditions specific to services contracts:
III.3.1) Information about a particular profession:
Execution of the service is reserved to a particular profession: yes
Reference to the relevant law, regulation or administrative provision:

III.3.2) Staff responsible for the execution of the service:
Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: NO
Section IV: Procedure
IV.1) Type of procedure:
IV.1.1) Type of procedure:
Restricted
IV.1.2) Limitations on the number of operators who will be invited to tender or to participate:
Envisaged number of operators:5
Objective criteria for choosing the limited number of candidates:
As described in the PQQ documents which are available to download for completion by interested organisations who register on the Councils electronic tendering system at: www.eastmidstenders.org
IV.1.3) Reduction of the number of operators during the negotiation or dialogue:
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiatedYES
IV.2) Award criteria:
IV.2.1) Award criteria:
IV.2.2) Information about electronic auction:
An electronic auction will be used: no
IV.3) Administrative information:
IV.3.1) File reference number attributed by the contracting authority/entity:
TS13038
IV.3.2) Previous publication(s) concerning the same contract:
No
IV.3.3) Conditions for obtaining specifications and additional documents or descriptive document:
Time limit for receipt of requests for documents or for accessing documents:16.05.2016 – 23:59
Payable documents: No
IV.3.4) Time limit for receipt of tenders or requests to participate:
02.06.2016 – 11:00
IV.3.5) Date of dispatch of invitations to tender or to participate to selected candidates:
19.7.2016
IV.3.6) Language(s) in which tenders or requests to participate may be drawn up:
EN
IV.3.7) Minimum time frame during which the tenderer must maintain the tender:
IV.3.8) Conditions for opening of tenders:
Date: 2.6.2016 – 11:00
Persons authorised to be present at the opening of tenders: yes.
Additional information about authorised persons and opening procedure: Officers of the Council authorised for the purpose.

Section VI: Complementary information
VI.1) Information about recurrence:
This is a recurrent procurement: No
VI.2) Information about European Union funds:
The contract is related to a project and/or programme financed by European Union funds: No
VI.3) Additional information
The date of dispatch of invitations to tender is a best estimate at the time of despatch.
VI.4) Procedures for appeal:
VI.4.1) Body responsible for appeal procedures:
Derbyshire County Council
County Hall
Matlock
Postal code: DE4 3AG
United Kingdom
Phone: +44 1629536860
Internet address: www.derbyshire.gov.uk
VI.4.2) Lodging of appeals:
Precise information on deadline(s) for lodging appeals:Derbyshire County Council will incorporate a minimum 10 calendar day standstill period at the point information on the award of contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. If an appeal regarding the award of contract has not been successfully resolved, the Public Contracts Regulations 2015 provide for aggrieved parties who have been harmed or are at risk of harm by breach of the rules to take action in the High Court (England, Wales and Northern Ireland).
VI.5) Date of dispatch of this notice:
28.04.2016