Section one: Contracting authority
one.1) Name and addresses
Reading Borough Council
Civic Offices, Bridge Street
Reading
RG1 2LU
Contact
Emma Glynn
Country
United Kingdom
NUTS code
UKJ11 - Berkshire
Internet address(es)
Main address
Buyer's address
https://in-tendhost.co.uk/reading/aspx/Tenders/Current
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://in-tendhost.co.uk/readingbc/aspx/Tenders/Current
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted to the above-mentioned address
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Civil Enforcement Services
Reference number
RBC P 00001542
two.1.2) Main CPV code
- 98351110 - Parking enforcement services
two.1.3) Type of contract
Services
two.1.4) Short description
Reading Borough Council (RBC) is inviting tenders for the provision of Civil Enforcement Services. The tender is split over 3 Lots:Lot 1: Civil Enforcement ServicesLot 2: Civil Parking Enforcement Penalty Charge Notice (PCN) and Permit Software and Associated Hardware.Lot 3: Combined Bid (Lot 1 and Lot 2)Bidders can submit bids for any/all Lots. RBC reserves the right to award using either Lot 1 and Lot 2 or Lot 3. Regardless of the Lot(s) used separate contracts will be awarded. Contracts commence 01/08/23. Service delivery commences 01/11/23. The initial period for both contracts expires 31/10/27, extendable by 2 further periods of 3 years. Extension options will be taken independently.The estimated maximum value is £20.5million, based on the maximum value of both Lots, including take up of all options and services. The tender programme is:Tender return: 28/04/23Demonstrations: 31/05/23-01/06/23Standstill ends: 29/06/23Contracts commence:01/08/23Services commence:01/11/23
two.1.5) Estimated total value
Value excluding VAT: £20,500,000
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
two.2) Description
two.2.1) Title
Lot 1 - Civil Enforcement Services
Lot No
Lot No. 1
two.2.2) Additional CPV code(s)
- 98351110 - Parking enforcement services
- 79800000 - Printing and related services
- 75112000 - Administrative services for business operations
- 75242100 - Public-order services
- 50118110 - Vehicle towing-away services
- 79940000 - Collection agency services
two.2.3) Place of performance
NUTS codes
- UKJ11 - Berkshire
two.2.4) Description of the procurement
Short description: RBC is seeking responses from suitably qualified and experienced suppliers who can provide a full on-street and off-street Parking Civil Enforcement Service, to support RBC deliver its parking enforcement activities under the Traffic Management Act 2004.The scope of this service includes:• The provision of an appropriate solution, including staffing and associated equipment, to deliver civil enforcement services for all of RBC’s on-street and off-street parking enforcement activities, across Reading Borough.• The management and operation of the Penalty Charge Notice software, provided by the IT Services Supplier, for use on handheld devices, or other such items, provided by RBC and any third-party Suppliers.• Provision of a cash collection service from the P&D machines.• Maintenance of RBC’s current Pay & Display machines, including managing the supply and installation of new P&D machines.• At RBC’s discretion, undertaking the administration of the processing of PCNs and some permit management activities.• At RBC’s discretion, the undertaking of additional services including but not limited to the provision and operation of ANPR based enforcement activities and the clamping or removal of vehicles parked in contravention.The full specification is provided in the tender document set.The estimated value of this contract is in the region of £1.5million per year. Therefore, the estimated value of the initial contract period is £6million and the estimated value of the total contract period (including all extensions) is £15million. In the event that the contract is used to deliver additional parking services, the estimated value of the contract could increase by a further £200,000 per year for vehicle clamping and removal services, and by a further £90,000 per year for additional parking administration services.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £17,900,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
120
This contract is subject to renewal
Yes
Description of renewals
The contract includes an initial period commencing 01/08/23 with services commencing 01/11/23. The contract has the option to extend by up to 2 further periods, each for 3 years, taking the total extension period to a maximum of 6 years.Extension options will be taken independently of any other contracts awarded via this tender and extension of one contract does not guarantee extension of another
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
The contract includes an initial period commencing 01/08/23 with services commencing 01/11/23. The contract has the option to extend by up to 2 further periods, each for 3 years, taking the total extension period to a maximum of 6 years.Extension options will be taken independently of any other contracts awarded via this tender and extension of one contract does not guarantee extension of anotherAdditional services that may be utilised via this contract include:• Parking administration processes to include:o Review of ANPR and static camera PCN evidence packso PCN processingo Permit processing• Vehicle clamping and removal servicesThese additional services do not form a core service of the specification but have been included in the event that these services are required in the future.Parking administration processes will be performed by RBC staff, however these services may be required during times of high volumes or a lack of capacity within RBC due to staff absence etc.Currently RBC does not clamp and remove vehicles, but this may be an option that is utilised in the future.
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Lot 2 - Civil Parking Enforcement PCN and Permit Software and Associated Hardware
Lot No
Lot No. 2
two.2.2) Additional CPV code(s)
- 32500000 - Telecommunications equipment and supplies
- 48000000 - Software package and information systems
- 48300000 - Document creation, drawing, imaging, scheduling and productivity software package
- 48311000 - Document management software package
two.2.3) Place of performance
NUTS codes
- UKJ11 - Berkshire
two.2.4) Description of the procurement
RBC is seeking responses from suitably qualified and experienced suppliers who can provide a parking management back-office IT System for the issuing of Penalty Charge Notices (PCNs) and permits, and receiving payments. This Lot also includes providing suitable hardware to enable on-street and off-street enforcement staff to issue PCNs.The scope of this service includes:• The supply and maintenance of a suitable cloud-based software service for RBC’s PCN and parking permit activities.• The supply of the hand-held devices, supporting software and associated maintenance for these devices, software, and any other relevant hardware used by RBC’s internal and external staff in the delivery of the parking service. The hand-held devices and any other physical assets will be the property of RBC.• The supply of additional services, at RBC’s discretion, to include the administration of processing PCNs and services relating to permit management activities.The full specification is provided in the tender document set.The estimated value of this contract is in the region of £250,000 per year. Therefore, the estimated value of the initial contract period is £1million and the estimated value of the total contract period (including all extensions) is £2.5million. In the event that the contract is used to deliver additional PCN and permit administration services, the estimated value of the contract could increase by a further £90,000 per year.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £3,400,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
120
This contract is subject to renewal
Yes
Description of renewals
The contract includes an initial period commencing 1/8/23, with a go-live date of 1/11/23. The contract includes the possibility to extend by up to two further periods, each for 3 years, taking the total extension period to a maximum of 6 years. The decision to extend the contract period will be taken independently of the decision to extend any other contract award awarded through this tender.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
The contract includes an initial period commencing 1st August 2023, with a go-live date of 1st November 2023. The contract includes the possibility to extend by up to two further periods, each for 3 years, taking the total extension period to a maximum of 6 years.The decision to extend the contract period will be taken independently of the decision to extend any other contract award awarded through this tender process. Additional services that may be utilised via this contract include:• Parking administration processes to include:o Correspondence handlingo Review of ANPR and static camera PCN evidence packso PCN processingo Permit processingThese additional services do not form a core service of the specification but have been included in the event that these services are required in the future.Parking administration processes will be performed by RBC staff, however these services may be required during times of high volumes or a lack of capacity within RBC due to staff absence etc.
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Lot 3 – Combined bid: Civil Enforcement Services (Lot 1) and Civil Parking Enforcement PCN and Permit Software and Associated Hardware (Lot 2)
Lot No
Lot No. 3
two.2.2) Additional CPV code(s)
- 98351110 - Parking enforcement services
- 48000000 - Software package and information systems
- 48300000 - Document creation, drawing, imaging, scheduling and productivity software package
- 50118110 - Vehicle towing-away services
- 32500000 - Telecommunications equipment and supplies
- 75112100 - Administrative development project services
- 75242100 - Public-order services
- 48311000 - Document management software package
- 79800000 - Printing and related services
- 79940000 - Collection agency services
two.2.3) Place of performance
NUTS codes
- UKJ11 - Berkshire
two.2.4) Description of the procurement
RBC is seeking responses from suitably qualified and experienced suppliers who can provide:• A full on-street and off-street Parking Civil Enforcement Service, to support RBC deliver its parking enforcement activities under the Traffic Management Act 2004 that includes:o The provision of an appropriate solution, including staffing and associated equipment, to deliver civil enforcement services for all of RBC’s on-street and off-street parking enforcement activities, across Reading Borough.o The management and operation of the Penalty Charge Notice software, provided by the IT Services Supplier, for use on handheld devices, or other such items, provided by RBC and any third-party Suppliers.o Provision of a cash collection service from the P&D machines.o Maintenance of RBC’s current Pay & Display machines, including managing the supply and installation of new P&D machines.o At RBC’s discretion, undertaking the administration of the processing of PCNs and some permit management activities.o At RBC’s discretion, the undertaking of additional services including but not limited to the provision and operation of ANPR based enforcement activities and the clamping or removal of vehicles parked in contravention.AND• A parking management back-office IT System for the issuing of Penalty Charge Notices (PCNs) and permits, and receiving payments that includes:o The supply and maintenance of a suitable cloud-based software service for RBC’s PCN and parking permit activities.o The supply of the hand-held devices, supporting software and associated maintenance for these devices, software, and any other relevant hardware used by RBC’s internal and external staff in the delivery of the parking service. The hand-held devices and any other physical assets will be the property of RBC.o The supply of additional services, at RBC’s discretion, to include the administration of processing PCNs and services relating to permit management activities.The full specifications for the Lot 1 and Lot 2 services are provided in the tender document set.Bids are invited from:• Suppliers who direct deliver all aspects of the combined specification• Joint bids from two organisations, one delivering Lot 1 services, the other delivering Lot 2 services, who, when working together, can leverage their commercial relationship to deliver additional benefit and value to RBC.The award of contracts using Lot 3 will result in the use of two separate contracts, covering the Lot 1 and Lot 2 services respectively. Bids that seek to alter this contracting structure, for example by seeking an award on a lead contract and sub-contract basis, will not be accepted.The value of Lot 3 is the combined value of the Lot 1 and Lot 2 services.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £20,500,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
120
This contract is subject to renewal
Yes
Description of renewals
The contracts include initial periods commencing 01/08/23 with services commencing 01/11/23. Each contract has the option to extend by up to 2 further periods, each for 3 years, taking the total extension period to a maximum of 6 years. Extension options will be taken independently and extension of one contract does not guarantee extension of another.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
The contract includes an initial period commencing 1st November 2023 for Lot 1 services, and commencing 1st August 2023, with a go-live date of 1st November 2023 for Lot 2 services. Each contract includes the possibility to extend by up to two further periods, each for 3 years, taking the total extension period to a maximum of 6 years.The decision to extend the contract period will be taken independently of the decision to extend any other contract award awarded through this tender process. Additional services that may be utilised via this contract include:• Parking administration processes to include:o Correspondence handlingo Review of ANPR and static camera PCN evidence packso PCN processingo Permit processing• Vehicle clamping and removal servicesThese additional services do not form a core service of the specification but have been included in the event that these services are required in the future.Parking administration processes will be performed by RBC staff, however these services may be required during times of high volumes or a lack of capacity within RBC due to staff absence etc.Currently RBC does not clamp and remove vehicles, but this may be an option that is utilised in the future.
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
Delivery of Lot 1 services requires membership of the British Parking Association or equivalent.
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Originally published as:
Date
28 April 2023
Local time
2:00pm
Changed to:
Date
2 May 2023
Local time
5:00pm
See the change notice.
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
28 April 2023
Local time
2:01pm
Place
Reading Borough Council via In-Tend portal
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.4) Procedures for review
six.4.1) Review body
Royal Courts of Justice
The Strand
London
WC2A 2LL
Telephone
+44 2079477882
Country
United Kingdom
Internet address
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
The relevant deadlines depend on the specific nature of the remedies required and are defined in Regulations 93 & 94 of the Public Contracts Regulations 2015.
six.4.4) Service from which information about the review procedure may be obtained
The Cabinet Office
70 Whitehall
London
SW1A 2AS
Country
United Kingdom