Report - Provision of Transportation Services

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					                                                Renfrewshire Council
 Report to:              General Management and Finance Policy Board
 On:                     24 September 2008
 By:                     Director of Finance & I.T.
 Concerning:             Provision of Transportation Services
 I.       List of Background Papers
          (1)       None

          The foregoing background papers will be retained within Enter department name for inspection by the public
          for the prescribed period of four years.

          The contact officer within the department is Linda Lindsay, Procurement Supervisor

 II.      Consultation Checklist
          Implications                     None      Minor    Significant    Officer Consulted
          Financial                                         
          IT                                                
          Legal                                                           Alistair Macrae
          Personnel                                         
          Property                                          
          Health and Safety                                
          Other Departments                                               Finance & I.T. Dept, Insurance Section, Colin
                                                                             Bayne
                                                             
          Social Inclusion                                  
          Modernising Government                            
          Sustainable Development                           
          The appropriate officers within the relevant departments have been consulted and have approved the contents
          of the report for their own interest.

 III.     The following Community Planning Partners have been consulted in the preparation of this report.

                             Partner Organisation                                      Officer Consulted




 IV.      The following forums have been/are to be* consulted on the contents of this report:

          disability, ethnic minorities, carers, elderly, youth, tenants *

 V.       A race equality impact assessment has been carried out/is not required* in terms of the Council's race equality
          scheme.


 VI.          This report has been authorised for inclusion in the agenda of the above meeting by:


              Signed                                           and      Councillor Allan Noon (Convener)
          Tom Burns (Head of Development)
* delete as appropriate




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                                                                                Agenda Item No   .....
                                 Renfrewshire Council
To:       General Management and Finance Policy Board

On:       24 September 2008

                                             Report
                                               by
                                 Director of Finance & I.T.

                     Provision of Transportation Services
1. Summary
1.1. In accordance with Contract Standing Order No. 8.1 and 11.2 and the provisions of the EU
     Services Directive 2004/18/EC a notice of open invitation to tender was placed in the
     Official Journal of the European Union (OJEU) on 2nd July 2008, inviting suitably
     experienced firms to tender to participate in a framework agreement for the Provision of
     Transportation Services.
1.2. The purpose of the framework agreement is to consolidate all of Renfrewshire Council’s
     requirements for taxi services and coach hire under a single, corporate arrangement. The
     framework agreement shall be for a minimum period of 12 months and a maximum period
     of 3 years and shall commence on 6th October 2008. The estimated value of the
     framework agreement is in the region of £2 million per annum.
1.3. The tender document consisted of five parts:
1.3.1 Pre defined routes for school transportation – requirements for the transportation of
      school children where the details of the requirement, e.g. dates and pick up times are
      known.
1.3.2 Pre defined routes for Social Work – requirements for the transportation of Social Work
      clients where the details of the requirement, e.g. dates and pick up times are known.
1.3.3 Pre defined routes to swimming pools – requirements for the transportation of school
      children to and from school and swimming pools where the details of the requirement,
      e.g. dates and pick up times are known.
1.3.4 Pre defined adhoc routes – requirement for transportation services where the pick up
      point and drop off point are known but the frequency of requirement, dates and pick up
      times are not known.
1.3.5 Adhoc routes / new requirements – tenderers were invited to detail the vehicle types
      they could provide and the rates which would apply should an adhoc journey, not
      covered by any of the above, be required.
1.4. Following an analysis of the tender responses received it is recommended that all twenty
     four firms having submitted complete tender responses to the Council’s Invitation to
     Tender be included on the framework agreement. Contracts awarded under the
     framework agreement shall be based on the most economically advantageous offer
     received for the routes in question.
1.5. The initial evaluation of the twenty four tender responses received highlighted that not all
     pre defined routes detailed within the tender document received bids covering the routes
     and there was limited competition on other routes.



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1.6. In accordance with Public Contracts (Scotland) Regulations 2006 14.1a(i) and 14.1a(ii),
     where received bids are not deemed to offer best value, the Council is allowed to re-
     negotiate with existing tenderers or go back out to the market. Consequently it is
     recommended that the Council negotiate with firms, including those to be included in the
     new framework contract, to provide a service to those routes not covered and/or improve
     the competition for those routes where limited competition exists. The firms submitting the
     most economically advantageous offers for these routes shall be awarded those contracts.
     If those firms are not already part of the framework agreement for the Provision of
     Transportation Services, they shall be accepted onto the framework agreement.

2. Recommendations
2.1. It is recommended that the twenty four firms who submitted complete tender responses to
     the Council’s Invitation to Tender be included onto the framework agreement for the
     Provision of Transportation Services. It is further recommended that the Council negotiate
     in order that all routes can be provided for.

3. Background
3.1. A tender exercise was previously carried out for transportation services during 2007 but
    due to a lack of responses and to fulfil the continuity of the service required a further
    tender exercise was required to be undertaken.
3.2. By the closing date set for the return of tenders, 12 noon on Tuesday 12 th August 2008,
     twenty four firms submitted an electronic tender response. The twenty four e-tenders
     were opened on Wednesday 13th August 2008 at 10.30 a.m. in accordance with Contract
     Standing Order No. 20.
3.3. The twenty four electronic tender responses received were submitted by:-


     ABC Taxis (Inverclyde) Ltd
     Abbey Coaches Ltd
     Arthurlie Taxis
     Boyd Coach Hire Ltd
     Bradley’s Contractors
     C. Graham
     David Millen
     G. Russell Transport
     Gibson Direct Ltd
     Gryffe Radio Cars
     Hardies Coaches
     John Anderson
     Johnstone & District Taxi Owners
     Marbill Coach Services Ltd
     Marleigh Hire Services Ltd
     Mossedge Radio Cars
     Paisley Cab Co T/A Renfrewshire Cab Co.
     Paisley Mini Cab

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     Philip Hunter
     Raymond Milton
     Robert McGeachy Transport
     Ryan Kidd Hires
     Skyedale Ltd
     West Renfrewshire Cars
     It is confirmed that tenders were invited and received in accordance with various
     provisions of the Council’s Standing Orders relating to Contracts.

4. Evaluation of Tenders
4.1. The assessment of tenders received was based upon the under noted criteria with the
    recommendation being that all compliant tenderers be accepted onto the framework
    agreement :
     Compliance with general conditions of contract;
     Compliance with special conditions of contract;
     Compliance with specification;
     Track record and experience;
     Satisfactory financial review (where required);
     Compliance with insurance liability requirements.


4.2. It should be noted that compliance with the specification included the condition that all
     vehicles proposed for any route required under the contract must meet all relevant
     standards of safety in connection with their intended use and that all vehicle seats must be
     fitted with lap and diagonal inertia reel seat belts. In addition all firms under the framework
     have confirmed they have the required documentation and relevant licences for all
     vehicles and operators and vehicles conform fully with the relevant Road Traffic and
     Transport Acts.
4.3. Contracts awarded through the framework agreement for named routes will be made on
     the basis of the most economically advantageous offer received, the criteria and scoring
     for which being:
     Lowest overall cost for that contract – 90%
     Social benefits – 5%
     Additional services – 5%
4.4. Call offs made through the framework for adhoc journeys will be made on the basis of the
     most economically advantageous offer, the criteria for which being the lowest overall cost
     for that journey. Orders shall be placed with the firm whose rates represent the lowest
     overall cost for that journey. Should the firm be unable to provide transportation services
     as required, the Council will then proceed to the firm offering the next lowest overall cost
     for that journey and so on.
4.5. Where a new requirement arises under the framework agreement and it is advantageous
     to do so, all suitable firms on the framework agreement will be invited to participate in a
     mini competition exercise to determine the most economically advantageous offer for that
     requirement.
4.6. As a framework agreement, it cannot be determined at this stage the level of business
     which will be given to each firm under the framework agreement. As there is no financial

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      risk to the Council in respect of this contract it is recommended that the twenty four firms
      who submitted complete tender responses to the Council’s Invitation to Tender as detailed
      at 3.3, be accepted onto the framework agreement.




Implications of this report

 1.           Financial Implications
              The department of Social Work and the Department of Education & Leisure
              Services have confirmed that financial provision for this expenditure will be
              contained within the relevant year’s departmental revenue estimates.

 2.           Personnel Implications
              There are no Personnel Implications

 3.           Community Plan Implications
              Social Inclusion The framework agreement will provide transportation services
                               for clients with special needs thus allowing those clients to
                               participate in a wide range of activities within the community.

              Modernising         The framework agreement will consolidate the Councils
              Government          transportation requirements into a single arrangement thus
                                  ensuring best value.

              Sustainable         None.
              Development

 4.           Legal Implications
              There are no Legal Implications

 5.           Property Implications
              There are no Property ImplicationsEnter description

 6.           Information Technology Implications
              There are no Information Technology Implications

 7.           Equal Opportunities Implications
              There are no Equal Opportunity Implications

 8.           Health and Safety Implications
        -     It should be noted that compliance with the specification included the condition
              that all vehicles proposed for any route required under the contract must meet all
              relevant standards of safety in connection with their intended use and that all
              vehicle seats must be fitted with lap and diagonal inertia reel seat belts.



Enter reference text here
(author:      Linda Lindsay/ 842 5097)




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