Transcript Operator Information Meeting Presentation 23.02.2012

Welcome to:
Operator Information Meeting
Thursday 23rd February 2012
Tender for Framework Agreement BB2
(Large Vehicle Passenger Transport Services – 9+ Passenger Seats)
Introductions
Mark Watters
Team Leader - Business Development & Support, STG
Ashley Holland
Team Leader – Contracts, STG
Janna Walker
Senior Contracts Manager – Contracts, STG
Arnold Lupunga
Procurement Officer – Corporate Resources
Housekeeping & Agenda
• Mobiles off please
• Emergency exits
• Hold questions until the end
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Background – Why?
How it works & key facts
The Tender Form – what are we looking for
Questions and Answers
Where to get more help from
Background
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Overall process is the same as last time
Only slight changes to the actual documents
Need to comply with EU regulations
A “Framework” means we can cut down
individual tender times
• BB1 was extended for 3 years (max allowed).
Therefore new Framework needed
How it works and key facts
• See the INFORMATION sheet
• Today’s information & Q&As will be available on our
website
• The Framework sets up a “Standing List”
• Tenders within the Framework will be the same as
those now:
– eAuctions
– Online tenders returned in paper format
– Emergency quotes by email outside the Framework
The Tender Form
What are we looking for?
• You must answer every question
• Be honest, concise and clear
• We are not expecting Nobel Prize winning essays!
• Note that some of the questions are in the future
tense and that we may wish to see proof before
awarding any contracts
• The following gives an idea of the type of
information you should consider when completing
your tender (changes to existing framework
highlighted as NEW)
The Tender Form
Questions 1 & 2: about your company
• Licence details and CPC holder info NEW
• Operational base(s)
• How you will operate if you are remote from
Leicestershire
• Do you operate wheelchair accessible vehicles or escorts
• Size of your current fleet by vehicle type
The Tender Form
Question 3.1
“Provide a brief overview of your organisation and how it
could best provide the services required by the Council”
• How long have you been in business
• Do you currently operate contracts for LCC or other
authorities or businesses
• Are you familiar with the requirements of schools and
other work
• What is the general makeup of your business – types of
services you operate: coaching, private hire, local bus etc
• What sort of management do you have – operational,
workshop, bookings, administration, financial
The Tender Form
Question 3.2
“Have any of the Directors of your company and/or any
person with the power of representation been convicted
of any of the offences listed under Regulation 23 (1) of
the Public Contracts Regulations 2006”
• If in doubt – declare it
The Tender Form
Question 3.3
“Please indicate with details if your company or any of its
owners or directors have been involved in any
disciplinary proceedings by any Traffic Commissioner
or equivalent body in respect of the operation of a
passenger transport business within the last 5 years”
• Appearances in Traffic Court with details and outcome
• Not interested in other convictions or traffic offences
e.g. SP30 (unless these have resulted in Traffic
Commissioner proceedings in relation to your
business)
• If in doubt – declare it
The Tender Form
Question 3.4 – Operational Quality
“How will you ensure vehicles will be adequately maintained
according to the manufacturer’s specification and in a
roadworthy and legal condition?”
• Do you have a contract with a maintenance company – who, and what
are the details
• Do you do your own maintenance – how many mechanics do you
employ
• How frequently do you do regular vehicle inspections
• How does your driver’s walkaround check system work
• Do you have a workshop manager or similar
• Who are you insured with and what level of cover, excess etc
The Tender Form
Question 3.5 – Operational Quality
“How will you ensure drivers are aware of the individual
needs of the passengers and the route, particularly if
having to cover a regular driver who is unavailable”
• What customer care training have your drivers had and
to what standard
• Do you have a route learning programme
• Do you draw up “route cards” etc.
• Do you have driver cover arrangements in the event of
sickness etc.
The Tender Form
Question 3.6 – Operational Quality
“What arrangements will you have in place for vehicle
breakdowns?”
• Spare vehicles
• Arrangements with other companies/hire arrangements
• County Hall cover
The Tender Form
Question 3.7 – Operational Quality
“What arrangements does your organisation have in
place for staff development and training?” NEW
• What training have your drivers had and to what standard
– CPC etc.
• Who provides the training
• Are they all trained – if not what is your plan to get them
all trained
The Tender Form
Question 3.8 - Financial
“Has your company ever had to pay financial penalties or
contractual damages levied in respect of a failure to
perform to the terms of any Contract or had any Contract
terminated (under the terms of the Contract) in the last
three years?” NEW
• Includes Council and private contracts
• Credit check will be done for entry onto Framework and
as deemed necessary throughout
• If in doubt – declare it
The Tender Form
Question 3.9 - Environment
“What steps have you taken to reduce the
environmental impact of your organisation and its
services?” NEW
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See schedule 2A – paragraph 27b
Newer vehicles with cleaner emissions
Defensive driving training
Speed limiters or tracking
Recycled water in vehicle washes
Proper disposal of waste oil, batteries etc.
Office and buildings – solar energy etc
The Tender Form
Question 3.10 – Business Continuity
“Please provide details of your Business Continuity plans
that will enable you to maintain your service delivery with
the minimum of disruption even in the event of
unexpected circumstances. If you already have a
Business Continuity plan for your company, you can
attach it” NEW
• See Schedule 2A paragraph 38
• Who does what and when
• What happens if your garage burns down
• What if all of your drivers report in sick
• “Recovery times”
The Tender Form
Question 4: Pricing
• We must ask a question on pricing but it only accounts for 10% of
your score and may NOT be used in any subsequent variations
• You must provide at least one price
• Perhaps think of an example:
– include what extra money you would need to cover all your costs to
do an extra mile
– perhaps think of an example of an average school contract e.g.
contract operates for 10 live miles a day; how much would you need
per mile if the Council asked you to add a new pick-up on to the start
of the route that was 2 miles away from the current start
• Please remember that the price you quote here is NOT the price you
would expect to get paid for an individual contract – you will still be
asked to quote a separate price for each new contract we tender.
The Tender Form
Question 4: Pricing
Specific note for taxi companies.
We have opened up the Large Vehicle Framework to
operators of smaller vehicles who can provide a combined
capacity of 9 passenger seats or more:
– Sometimes need minibus-type operation and taxi
operators may be able to provide this for us using
more than one vehicle
– Please price based on any combination of vehicles in
the 9-16 seat box on the price matrix
Tender Submission
• We strongly suggest hand delivery and get a receipt or send
recorded delivery. See Appendix 3.
• Use the envelope template provided
Award Criteria
See Appendix 1
• Cost – 10%, Quality 90%
• Simple 0, 1 or 2 points
• 40% minimum
• Last time only 3 operators did not get on the
Framework
Changes to Contract Conditions
As part of the renewal we have updated and revised CCs.
Bus Operators’ Working Group has informed these.
Key changes (other small changes also made):
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Legislation e.g. Bribery Act 2010, Equality Act 2010
Environmental policy NEW
CRB update
Payment terms update inc better payment terms for adverse
weather/strikes etc
Clarification on roadworks payments
School bus terminations now a simple 2 calendar months
Novation conditions – NEW
Primary school contracts – must have height adjustable seatbelts
or lap belts NEW
Retro-sign up to these new contract conditions will be required
for existing contracts.
Other information
• Bus Operators’ Forum
– Thursday 17th May 2012 Council Chamber 10.00am
• Taxi Operators’ Forum
– Thursday 24th May 2012 Council Chamber 11.00am
• Note our PO Box address is no longer valid –
please do NOT send your invoices there!
Q & A Session
Further questions & information
• By phone or in person : call 0116 3056626 and ask for Ashley,
Janna or Mark
• By Fax: 0116 3057181
• By email: [email protected]
• In writing:
Ashley Holland, Contracts Team,
Sustainable Travel Group,
Dept of Environment and Transport,
County Hall,
Glenfield,
Leicester LE3 8RJ.
• Q&As and other documents are on the website: www.leics.gov.uk
Finally…….
Please do not
forget to tender!
Closing Date for tender submission:
Friday 20th April 2012