Transcript Change Programme Powerpoint Template

The Sustainable Travel Group
Welcome to:
Taxi Operators’ Forum
7th May 2013
Taxi Forum
Introductions
Dave Smith (Chair)
Team Leader – Quality Team
Mark Watters
Team Leader – Business Development & Support
Ashley Holland
Team Leader – Contracts
Peter Haines
Quality Officer – Quality Team
Nick Chadwick
Quality Officer – Quality Team
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Agenda
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Housekeeping
– Please turn mobiles off, no fire drills expected
– Please hold all questions until the very end
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Review of the year
Presentations from myself, Mark, Ash, Peter and
Nick
• Questions and Answers / Your Views session
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Review of 2012/13 (with the help of the Working
Group)
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Many schools changing to Academies
Changes to SEN Policy
eAuction Pilot (October 2012)
Renewal of the SV3 Framework
Yet more CRB/DBS changes
More guidance issued: Contact visits; Safeguarding
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Small Vehicle Framework SV3
• Welcome to new operators
• Framework started 1st May 2013
• Summary of results
– 325 operators applied
– 8 duplicate applications
– 317 operators accepted onto the Framework
(30% more than on SV2)
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Forthcoming Taxi Opportunities
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Summer Reviews
Email Tenders
eAuctions
Training
DRT (Demand Responsive Taxis)
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Proposals are subject to political approval
A few (bus services) into many (DRT)
Opportunities for work after 09:30 and before 15:30
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Email tendering issues
We have had a number of contractors who have recently
not been fully completing email tender returns.
Example:
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Email tendering issues
Please remember to fully complete Section A before
returning your email tender.
If you do not you may not win the tender even if you are the
lowest price i.e. if we do not know who you are or what you
can offer in respect of vehicles and escorts etc; we cannot
chase round seeking clarification. In these cases we may
simply go to the next nearest lowest quote from an operator
who has completed the form correctly.
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Changes to SEN Policy
from September 2013
• Introduction of charges to under 5s and
16+
• Application of 2 mile and 3 mile rules in
line with Mainstream policy
• Transport will only be provided to and
from one main home address
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DBS & Safeguarding Update
• Continuous monitoring will be introduced in the
‘summer’
• Heightened public awareness of ‘safeguarding’
concerns
• Make sure you do not put yourselves or your
drivers and escorts at risk
• Beware of how sensitive carers can be!
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Compliance – Issues of the moment 1
• Reporting any changes to contract details (which have not been
passed to you by STG). Taxi companies should always seek STG
permission for any change – even if there is no change in the
contract price.
• We have become aware of cases where the student has moved
address but has continued to be transported – only discovered when
the contract was re-tendered. A previous example landing the
operator with a large bill as the child ceased to be eligible as an
address change took them out of the County.
• Another example was when a child started to travel in a wheelchair
but as the taxi operator incidentally supplied a wheelchair accessible
vehicle he did not inform STG.
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Compliance – Issues of the moment 2
• Licencing - not only do vehicles and drivers need
to have the relevant licences and insurances –
so do operators to actually hold a contract with
the Council. We have identified contractors
whose Private Hire Operators Licence has
lapsed since securing contracts. In such case we
have to terminate the contracts they hold and
suspend them from securing further.
• Novation of Contracts and company changes.
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Compliance – Issues of the moment 3
• Subcontracting
• Operators are expected to seek the prior
approval before subcontracting Council contracts
• The operator holding the contract remains
responsible for the operation of the contract
• This includes making sure the vehicle and
driver/escort used are suitable and the reliability
of operation (and the following of contract
instructions).
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Compliance – Issues of the moment 4
• Driver and Escort Identity Badges
• Drivers are expected to wear their taxi driver ID badges
when on LCC contract in such a way as the badge is
clearly visible.
• Escorts should wear their LCC issued ID badge, clearly
visible when working on LCC contracts. These badges
have a safety snap away feature
• All staff used on LCC contracts should be declared to
STG so that brief details can be held on our driver and
escort database (this also records incidents on contract ,
training attended).
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Child Safety
Issue:
The importance of fitting child seats correctly.
A demonstration of proper fitting.
Nick Chadwick.
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Training Update
• STG will run more ‘Helping Hands’ courses
during the year, both during school terms and in
school holidays
• The content of these courses is constantly being
refreshed to keep abreast of changes affecting
contract operation
• The courses continue to be free of charge for all
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Safer Travel
• Safer Travel are looking at the new SEN intake to assess
their transport needs for August.
• Whilst we will try to give as much ‘helpful’ information as
possible operators will very quickly know more than we
do about how a child responds to their new transport
environment.
• Operators can help us by telling us those things that
have not appeared on the ‘official order’ but which need
to be properly addressed, e.g. child travels with
medication, possibility of fitting, allergy etc.
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eAuctions - overview
• Works like eBay™ in reverse, but requires
‘live bidding’ at a preset day and time
• Requires operators to be registered on the
‘web portal’
• Will still be tendering by email as can only
eAuction the more ‘stable’ contracts – will
give longer termination notice too
• Pilot was successful last Oct
• Full support will be given by STG and online
training also available
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eAuctions
Operator Benefits
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Operators are able to submit numerous bids
Operators are able to react in a live environment
Able to calculate a price for a contract prior to the eAuction
Operators may win a contract at a higher price than the price
you would have won during a normal tender
Open and transparent
Operators know almost immediately if they are in contention to
win a contract or not and can focus their resources accordingly
Contracts will remain in place if there are no significant
changes
Notice period of contracts tendered through the eAuctions will
be extended to 1 calendar month by either party
Become eligible to be considered for an annual inflationary
price increase
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eAuctions
How it works
• Due North Web Portal
• Tenders will be grouped into areas based on the
Leicestershire Districts where possible
• Contracts published on LCC website before the
auction
• Interested operators must register to participate
• Registered participants will then be invited to
participate in the event
• Training eAuction available prior to live event
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eAuctions
How it works – Bidding
• Bidding for all contracts in the eAuction will start and
finish together
• The eAuction will last initially for 30 minutes
• All bidding is legally binding and all bidding is anonymous
• Participants must not get carried away with the bidding,
and keep a close eye on their rank position
• Participants in winning position will be notified that they
are in position “1”
• If more than one participant has submitted the lowest
price, then they will be notified that they are in position
“=1”
• Note that there is a minimum £250 penalty if you win an
eAuction and withdraw before the start of the contract or
within a month of its start
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Invoicing – The EMSS project
Leicestershire County Council and Nottingham City Council have
entered into a partnership - East Midlands Shared Services (EMSS) - to
provide finance and HR/Payroll transactional services to their respective
councils.
• One aspect of this partnership is an improved, streamlined process
for ordering and paying for goods and services.
• Cheque payments being phased out, new payments will be made by
BACS
• All invoice queries should be directed to the EMSS in the first
instance on 0300 30 30 222
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Invoicing
• Template and instructions are on our website
• Reminder that contract payment terms are 30 days (unless you want to
join the 1% discount scheme).
• Please note that we also expect operators to bill in good time – very late
invoices won’t be paid (12+ months)
• Audits across all services
– Contacting schools/parents/carers to confirm travel
– Spot checks on site (also for quality compliance)
– Returning incorrect invoices (thus delaying payment)
• If your contract changes – please tell us!
• Note that August (1 or 2 days only) school transport invoices should be
added to September’s bill.
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Invoicing
Mainstream, SEN and Social Care Invoices should be sent to:
Invoices
Business Development & Support Team
Sustainable Travel Group
Environment & Transport Department
Leicestershire County Council
County Hall
Glenfield
Leicester LE3 8RJ
Do NOT use our PO Box 1151 address
(This PO Box address no longer exists)
Do NOT email invoices
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Invoicing
DRT Invoices should be sent to:
Leicestershire County Council
PO Box 507
Sale
M33 0DJ
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These invoices should clearly display the purchase order number
Monitoring forms can continue to be posted, emailed or faxed to
the Sustainable Travel Group
Invoices will not be paid without corresponding monitoring forms
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1% Scheme details
• Started in June 2012
• Only for schools (mainstream and SEN) and
social care services
• Will pay within 14 days of invoice receipt in
exchange for 1% discount
• Operators can withdraw with 1 month’s
notice
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Concessionary Travel Vouchers
• At the moment no change in policy
• Current vouchers expire 31st August
• Operators have 2 weeks after that to reimburse
them with us.
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Working Group nominations
• Remit of the working group:
– For both the Authority and taxi companies to gain an insight and
understanding of the aspects of contract work that are important to them
and work together to address any general issues that may arise
– For LCC to pass on information on relevant policy or legislative changes,
duty of care issues and general information affecting the taxi market
– To discuss new ways of working and to work in partnership
– To look at all aspects of LCC contract work for mutual benefit
– To share the discussion with all in the market via the published minutes
• Please contact a member of staff in the STG with your nomination.
• We are looking for 1-2 people from up to 10 companies to form the
2013/14 working group to meet 3 times between now and April 2014.
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Q & A Session
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Working group nominations and further information
 See us at the end of this meeting or make an appointment
 By phone: 0116 3050001 and ask for the Business Development & Support
Team
 By email: [email protected]
 In writing:
Business Development & Support Team
Sustainable Travel Group
Environment & Transport Department
Leicestershire County Council
County Hall
Glenfield
Leicester LE3 8RJ
Our website:
www.leics.gov.uk/highways/passenger_transport