Operator application form new by 6NaX84

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									Operator application form
To become an approved operator for Arriva sub-contracted road transport operations.

Please complete the questions below which will be interpreted as your expression of interest in supplying the
above services and will be used to asses your suitability to become an approved supplier….

Full business name _____________________________________________________________________

Trading name (if different) ________________________________________________________________

Contact person ________________________________________________________________________

Contact address         ___________________________________________________________________

                        ___________________________________________________________________

                        Postcode        ______________________________________________________

Landline contact telephone number       ______________________________________________________

Mobile contact number, if applicable, ______________________________________________________

Fax number                              ______________________________________________________

E-mail address                          ______________________________________________________

Website                                 ______________________________________________________

Registered office address (if different) ______________________________________________________

                        ___________________________________________________________________

                        Postcode        ______________________________________________________

Company registration number (if applicable) _________________________________________________

Date of incorporation                        ___________________________________________________

Please select your company type:
        □ Private Limited company (LTD)                          □ Public Limited Company (PLC)
        □ Limited company which is a subsidiary of a PLC         □ Sole trader
        □ Partnership                                            □ Limited Liability Partnership (LLP)
        □ Community Interest Company (CIC)                       □ Other - please detail

Full names of all Directors, Company secretary, Partners or sole traders:
Name                                                             Position
_________________________________________________                __________________________________

_________________________________________________                __________________________________

_________________________________________________                __________________________________
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Full name of any holding/parent company __________________________________________________
Public Service Vehicle Operators or Private Hire licence/s details
Licence number          Expiry/Review date       Area of issue                   No. vehicles authorised

_________________       _________________        ________________________        ___________________

_________________       _________________        ________________________        ___________________
If you hold a Public Service Vehicle licence please give details of all Transport Managers specified on
your licence/s
Name                            Licence                 Other licences person is also specified on
________________________        __________________ ________________________________________

________________________        __________________ ________________________________________

Please give details of any disciplinary and/or prosecution action which your company (including any
of your licences) have been subject to in the past 6 years:




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Please give full details of all your operating bases:

Address                                         Nearest main         Number of       On site          24/7
                                                town                 vehicles        engineering      Control
                                                                     based here      facilities Y/N   Y/N




Please give details of your insurance policies as follows:

                                                                                           Maximum level
Cover type               Insurer (not broker)       Policy number      Expiry date         of cover in one
                                                                                           single claim (£)

Motor vehicle


Employers liability


Public liability


Other (please specify)
Please give details of your total fleet, as follows…

                                                 Number
TAXIS, CARS, MPV’s       Total number in         available all day      Number             Notes (such as
and MINIBUSES            fleet                   on weekdays (i.e.      available at       extra facilities)
                                                 not peak contract or   weekends
                                                 schools vehicles)
Taxi type
(FX4/Metrocab)
vehicles
Saloon/Estate car
Private Hire Vehicles


MPV’s (up to 8 seats)


Minibuses 8-16 seats

Number of the above
which have wheelchair
access
COACHES                  Total number in fleet   No. av. in peaks       No. av. weekends   Notes
Minicoaches 16-33
seats


Coaches 33-40 seats

Standard coaches (40-
57 seats)

Executive Coaches
(45-57 seats with
toilet)

Double deck coaches

Number of the above
which have wheelchair
access
BUSES                    Total number in fleet   No. av. in peaks       No. av. weekends   Notes

Minibuses 16-33 seats

Midi buses 33-40
seats


City buses 40-53 seats


Double deck buses

Number of the above
which have wheelchair
access
Please attach a copy of your fleet list showing the following details:

       Registration number
       Make and model
       Type (i.e. taxi, single deck coach, bus etc...)
       If fitted with seat belts
       Vehicle age
       EURO emissions standard reached (PSV only)
       If LEZ compliant (PSV only)
       Any additional features such as air conditioning, wheelchair accessibility etc…

Please give details of your MOT pass rate (PSV vehicles), for the past twelve months, as follows….

Vehicle type             Total number of        No. of clean test      No. of PRS test       No. of test
                         vehicles tested        passes                 passes                failures
Single deck
buses/coaches


Double deckers


Please tick to indicate what type/s of work you would be interested in undertaking

□ Railway replacement bus & coach services               □ Airline flight divert services

□ Special event transport services                       □ Sub-contracted private hire operations

□ Train crew & customer taxi services                    □ Executive car services

Is any part of your operation manned on a 24/7 basis?             □ Yes (give details below)        □ No

Do you operate an on-call 24/7 contact procedure?                 □ Yes (give details below)        □ No

Details of your 24/7 (out of hours) manning and contact resource:




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Would you be willing to undertake out of hours short notice emergency work                  □ Yes   □ No

Health, Safety and Environmental
Please give the details of the person/s within your business that is/are responsible for the
management of Health & Safety and Environmental matters and any support personnel or
consultants/advisors

Name                                    Position                          Relevant qualifications
_______________________________ _________________________ ___________________________

_______________________________ _________________________ ___________________________

_______________________________ _________________________ ___________________________
Do you have in place a written Summary policy/statement of Health and Safety?

□ Yes (please attach a copy to this document)             □ No
Do you have in place a written Environmental Summary policy/statement?

□ Yes (please attach a copy to this document)                     □ No

Please give full details of any Health & Safety Executive or Environment Agency inspections,
improvement notices, prohibitions or prosecutions your business has been subject to within the past
6 years




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Do you have any fuel or energy efficiency monitoring, reduction or management systems in place
(such as the Safe and Fuel Efficient Drivers Scheme)?       □ Yes (give details below)  □ No




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If you are an operator of full size coaches or buses please give full details of what measures you
have in place or steps you take to prevent low bridge and over height obstacle collisions




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Please give details of any communication systems fitted to your vehicles (i.e. radio, hands free
mobile phones etc…)




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General outline of your business
Please give a brief description of your business and the types of work undertaken




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Please give details of your management team (or attach an Organisation Chart)




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Please give details of any professional accreditations, memberships and/or awards gained by your
company

Awarding body/Organisation              Item                       Date of award Expiry date
                                                                                    (if applicable)
_______________________________ _________________________ ____________ _______________

_______________________________ _________________________ ____________ _______________

_______________________________ _________________________ ____________ _______________

_______________________________ _________________________ ____________ _______________

_______________________________ _________________________ ____________ _______________

Please give details of how good customer service delivery is important to your business and how
any issues are resolved




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Do you make daily use of Information Technology (Computers) in your business?
□ Yes (give details below)                                         □ No




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Are any of your vehicles fitted with GPS tracking?                                □ Yes           □ No


Driving staff and legal compliance

Are your driving staff subject to an induction?                    □ Yes (please attached details) □ No

How frequently are driver licence checks undertaken?              __________________________ months

Are any special checking processes in place? □ Yes (details__________________________) □ No

Please give details of any on-going driver training programs (such as in-house courses, NVQ’s and
including, if appropriate, how your business will deal with the requirements of the PCV drivers CPC)




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What systems do you have in place for monitoring and managing the driving and working hours of
your employees (Give details of both driver’s hours and overall hours for the Working Time Directive)?




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Do you employ part time ad-hoc casual drivers?                     □ Yes          □ No
If yes then how are the working hours of these staff in any primary or secondary jobs taken into
account in your drivers’ hours records and legal hours requirements?




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Do your drivers wear a uniform?                 □ Yes (give brief description below) □ No (give details below)




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Please give details of all contingencies you have in place to cover for driver problems (such as
sickness, no show etc…)




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Vehicles and maintenance
Are all your vehicles in a fleet livery         □ Yes (give a brief description below) □ No (give details below)




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Please give details of your vehicle cleaning regime




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Do you operate a drivers’ first use vehicle walk round check system?          □ Yes           □ No

If yes then please attach an example of the walk round check sheet to this form.

Please give full details of how vehicle defects highlighted by drivers are reported, rectified and
recorded




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Do you undertake your own vehicle maintenance?                                □ Yes           □ No

If no then please give full details of your maintenance contractor (and attach a copy of the vehicle
maintenance contract). If yes then please briefly describe your maintenance facilities and staffing




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How frequently are your vehicles inspected for maintenance purposes (Preventative Maintenance
Inspections/Safety Inspections)

___________________ days / weeks / months (Delete as appropriate)

Please attach an example (does not need to be a completed example) of the vehicle inspection sheet
used to record these inspections.

Please give details of your vehicle wheel nut and tyre maintenance and management systems,
including details of any contractors used in this process




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Please give details of all contingencies you have in place to cover for a vehicle breakdown (including
spare vehicles and roadside assistance resource)




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Other information
Please give details of any previous experience you have of providing railway replacement, flight
divert, special event and/or train crew road transport work




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Would you be willing to provide service co-ordination/control staff?                  □ Yes □ No

Would you be willing to provide car park barrier and luggage assistance staff?        □ Yes □ No

If yes to either of the above then please give details of your previous and/or similar relevant
experience of providing such staff?




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Rate cards
Please complete the rate information requested on the following four pages for the types and vehicles you
wish to be considered for the supply of.

All rates supplied will be assumed to be valid for a period of no less than 6 months from the date of
submission of this document.

                 Please note that it is not necessary to submit prices for every element.
                     Only give prices for the items you would be willing to supply.



Pre-planned rates
These are purely indicative as actual work will be tendered on a job by job basis.


Coach and bus operators
Please supply a sample price for a duty (per vehicle type) running for 10 hours (depot to depot times),
covering 140 miles and operating during the normal traffic day on an average weekend.

£______________ Minibuses 8-16 seats

£______________ Minibuses/coaches 17-29 seats

£______________ Standard buses 30-40 seats

£______________ Standard coaches 30-40 seats

£______________ Standard buses over 41 seats

£______________ Standard coaches over 41 seats

£______________ Executive coaches – 45-57 seats with toilet

£______________ Double deck coaches

£______________ Double deck buses




Taxi/car operators
Please supply a sample price for on a movement local to your operating area, lasting for 45 minutes and
covering 30 miles.

£______________

If you work off of a set rate card then please enclose details.
Emergency rates
Please complete the rate card on the next page.

This is essential if you wish to undertake short notice and emergency response work for our train franchises
or flight divert operations. These rates will form a pre-agreed (contractual) pricing scale for such work, the
details of which will be highly variable but the starting point will usually be in your local area. The depot to
depot charging points are from your base/depot. If you are a taxi operator and work from a rank then this can
be a rank or if you work on a set hours/miles basis per job basis then this can equally be the starting and
finishing points of the journey.

You will have an opportunity to review and amend such rates on an ongoing basis (limited to once per year
or any periods of +/- 15ppl variances in the price of diesel, reviewed on a monthly basis and based on the
‘Typical retail and annual average prices of petroleum products and a crude oil price index’ report as
published by the Department for Business, Enterprise and Regulatory Reform), but you must submit a
charging mechanism and rates which we agree to before you will be added to our emergency operators list
and any work can be undertaken. Operators will be ranked in order of price and quality so any subsequent
alterations to your emergency rates may affect your preference as an operator.

For coach/bus operators our preferred charging mechanism would be for you to have an initial call out
charge (covering anywhere between the first one to four hours) which will cover most/all of your initial base
costs and a subsequent hours charge (for after the period covered by the initial call out) which covers
additional use of fuel, vehicle wear and tear (i.e. tyres, oil) etc…

Our preference is for a fixed hourly rate, and example (and we stress example) being £140.00 call out
covering the first three hours and £40.00 per hour thereafter.

Using such a charging scale should ensure that the rate is proportional no matter how long or short the time
the job lasts.

Should you have any further questions then please do not hesitate to contact us on 029 2072 0580.
Emergency/short notice Road Transport rate card and hire details
Operator name:__________________________________________________________
Office phone:________________________________ Fax: ________________________________ E-mail: ________________________________
Out of hours contacts:          Name:_______________________________ Phone number/s:____________________________________________
                                Name:_______________________________ Phone number/s:____________________________________________

Location of depots
Number of vehicles at location
DEPOT TO DEPOT (OR RANK TO RANK) CHARGING:
                              Total     No. available                       Hours and/or                                 Any additional
EMERGENCY HIRE                          all day (i.e. not   Initial call                       Charge for subsequent
                            number in                                       miles included                             night/bank holiday   Notes
CHARGES                                 peak contract or    out charge                          hours and/or miles
                              fleet     schools vehicles)                  in initial charge                                charges

Taxis /Cars

MPV’s (up to 8 seats)

Minibuses 8-16 seats
Minibuses/coaches
(17-29 seats)
Standard buses (30-40
seats)
Standard coaches (30-
40 seats)
Standard buses (over
41 seats)
Standard coaches
(over 41 seats)
Executive Coaches
(45-57 seats with toilet)
Double deck coaches

Double deck buses



Signed__________________________________________                Name____________________________________________       Date____________________________
If you are also interested in supplying non driving staff then please complete the details below:

Coach/bus service co-ordinators
Sensible, experienced staff that would be responsible for the management and co-ordination of bus/coach
services and additionally assist with the customer transfer experience.

Please supply a price for Coach/bus service co-ordinator staff in the locality of your operating area, as
follows…


Rate per hour (based on a 4-6 hour shift)                          £__________________ + VAT @ 17.5%

Rate per hour (based on an 8-12 hour shift)                        £__________________ + VAT @ 17.5%

Overnight charge, if working more than 80 miles from base          £__________________ + VAT @ 17.5%

Mileage charge (per mile if more than 80 miles from base)          £__________________ + VAT @ 17.5%

Any other charges? Details___________________________              £__________________ + VAT @ 17.5%

Customer service and information assistants
Staff to assist with the customer transfer experience, provide information to our customers and any physical
assistance (i.e. elderly, disabled) where required.

Please supply a price for Customer Service and Information assistant staff in the locality of your operating
area, as follows…


Rate per hour (based on a 4-6 hour shift)                          £__________________ + VAT @ 17.5%

Rate per hour (based on an 8-12 hour shift)                        £__________________ + VAT @ 17.5%

Overnight charge, if working more than 80 miles from base          £__________________ + VAT @ 17.5%

Mileage charge (per mile if more than 80 miles from base)          £__________________ + VAT @ 17.5%

Any other charges? Details___________________________              £__________________ + VAT @ 17.5%


Car park barrier and/or luggage staff
Staff to man temporary station forecourt barriers stopping private vehicles from entering the station forecourt
area and opening the barrier to let railway replacement coaches and buses into the pick up and drop off
areas. Also to assist with the loading and unloading of passengers luggage.

Please supply a price for Car park barrier and luggage assistance staff in the locality of your operating area,
as follows…


Rate per hour (based on a 4-6 hour shift)                          £__________________ + VAT @ 17.5%

Rate per hour (based on an 8-12 hour shift)                        £__________________ + VAT @ 17.5%

Overnight charge, if working more than 80 miles from base          £__________________ + VAT @ 17.5%

Mileage charge (per mile if more than 80 miles from base)          £__________________ + VAT @ 17.5%

Any other charges? Details___________________________              £__________________ + VAT @ 17.5%
References

Please provide details of two referees we can contact regarding your business. These must be
existing long term and regular contract customers such as Local Authorities, Train Operating
Companies or Tour agencies and/or corporate businesses with whom you hold regular contracts

                                Referee 1                               Referee 2

Contact person ___________________________________        __________________________________

Position         ___________________________________      __________________________________

Company          ___________________________________      __________________________________

Address          ___________________________________      __________________________________

                 ___________________________________      __________________________________

                 ___________________________________      __________________________________

                 ___________________________________      __________________________________

Phone            ___________________________________      __________________________________

Fax              ___________________________________      __________________________________

E-mail           ___________________________________      __________________________________

Number of years of trading relationship     _________                                 ________

Outline of work undertaken      _______________________                 _____________________

                 ___________________________________      __________________________________




Please ensure that you enclose copies of the following with this form…

          All Public Service Vehicle and/or Private Hire licences relevant to this
           application
          Certificates of Motor and Public Liability Insurance
          Fleet list, showing the details requested above
          A copy of your letterhead (can be covering letter) showing your business
           details and particulars
          Written summary policy/statement of Health & Safety (if you have one)
          Written Environmental summary policy/statement (if you have one)
          Example of vehicle first use/walk round check sheet (if you use one)
          Copy of vehicle maintenance contract (if your maintenance is undertaken by a
           third party contractor)
          Example of vehicle maintenance safety inspection sheet
          Please also attach any other relevant policy and procedure documents which
           you feel will support your tender submission
Declaration

I sign to confirm that the information supplied above and attached to this document is true and
accurate.

I confirm that the submission of this document represents our wish to receive Road Transport
Tenders and (subject to the terms and conditions) to enter into a legally binding supply agreement
with Arriva UK Trains and its operating subsidiaries should we become an approved supplier.

I understand that our business and its operations may be the subject of an on-site audit as part of
the approved operator award process and that should we be awarded such a status then Arriva UK
Trains Limited have the right to undertake audits and request the delivering up of relevant
operational and legal documents in relation to the business from time to time and on an ongoing
basis. This may also include requesting that you obtain and forward to us historic MOT test, roadside
check and OCRS (for PSV operators) data from the VOSA Data Care department (Such data will be
treated confidentially and not shared with any party outside of Arriva UK Trains and its subsidiary
Train Operating Companies).


Signed:_______________________________ Full name: ______________________________________


Position in company: ______________________________________ Date:_______________________
                      Must be a Director, Company Secretary, Partner or Proprietor


Please return this form, with all enclosures, in a sealed envelope to:


                                        Arriva Road Transport Section
                                               St. Mary’s House,
                                               47 Penarth Road,
                                               Cardiff. CF10 5DJ

								
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