Section one: Contracting authority
one.1) Name and addresses
Durham University
South Road
DURHAM
DH13LE
Contact
Catherine Chrichard
catherine.chrichard@durham.ac.uk
Country
United Kingdom
NUTS code
UKC1 - Tees Valley and Durham
Internet address(es)
Main address
Buyer's address
http://events.transaxions.com/service.aspx?event=6822
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
http://events.transaxions.com/service.aspx?event=6822
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
http://events.transaxions.com/service.aspx?event=6822
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Education
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Coach & Mini-bus Hire
Reference number
ITT21-010
two.1.2) Main CPV code
- 60172000 - Hire of buses and coaches with driver
two.1.3) Type of contract
Services
two.1.4) Short description
Durham University organises a variety of student field trips, airport travel and Sports Club travel to a wide range of destinations from the surrounding local area, to as far north as the Isle of Skye and as far south as Exeter throughout the academic year. The requirements of each booking varies according to the individual needs of the trip and its travellers.
The University is looking for tenders to support the supply of its Coach and Mini Bus needs. Looking at spend analysis, Durham University has spent on average £310,000 per annum in hiring coaches and mini buses over the last 3 financial years.
The main objective of the contract is to provide a high quality transport service for staff, students and visitors within the University. The key considerations include, but not limited to, health & safety of all passengers, reliability and flexibility of service, staff, student, and visitor satisfaction, and promoting positive relations with the wider community.
In addition to the above, we are striving to appoint operators who can demonstrate capability in helping us meet our duty of care to our staff and students. The University expects that the successful operators will have a duty of care when carrying passengers and it is essential that passenger safety and passenger care are the top priority for operators to follow.
We are aiming to put together a framework agreement for coach and mini bus hire with a small number of operators so that we can work with coach operators, and increase the possibilities of creating better working relationships between the University and coach operators.
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
General Coach & Mini-bus Requirements
Lot No
1
two.2.2) Additional CPV code(s)
- 60172000 - Hire of buses and coaches with driver
two.2.3) Place of performance
NUTS codes
- UKC1 - Tees Valley and Durham
two.2.4) Description of the procurement
Lot 1 - General Coach and Mini-bus Hire
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 August 2021
End date
31 July 2025
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2) Description
two.2.1) Title
Lot 2a - Coach and Mini-bus Hire for Durham University General Sports Fixtures
Lot No
2
two.2.2) Additional CPV code(s)
- 60172000 - Hire of buses and coaches with driver
two.2.3) Place of performance
NUTS codes
- UKC1 - Tees Valley and Durham
two.2.4) Description of the procurement
This lot is to facilitate the transport needs of Durham University's student sports teams (Team Durham) who travel far and wide for sporting fixtures. It is intended that Lot 2a and Lot 2b will be awarded to a single supplier (not necessarily the same supplier) for the duration of the contract term. Where additional requirements are needed and the appointed supplier is unable to fulfil this request, suppliers appointed to Lot 1 will be approached to fulfil the booking.
To fulfil these requirements the university require coaches and mini buses to transport Team Durham to and from various sporting events that are held over the academic year usually between October and March.
The coach sizes will vary from 8 to 57 seats. On occasion more than one vehicle maybe required per event.
Unless otherwise stated on a given journey, the start and end points will be The Sports and Wellbeing Park, Maiden Castle, Stockton Road, Durham, DH1 3SE. Some destinations may have multiple drop off points, this will be confirmed in the schedule at the beginning of each academic year.
The initial pick up time is usually around 7 am however this will be confirmed.
Team Durham may need to have additional dates added if the team make it to any finals.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 August 2021
End date
31 July 2025
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2) Description
two.2.1) Title
Lot 2b - Coach Hire for Long Distance Sports Team Fixtures
Lot No
3
two.2.2) Additional CPV code(s)
- 60172000 - Hire of buses and coaches with driver
two.2.3) Place of performance
NUTS codes
- UKC1 - Tees Valley and Durham
two.2.4) Description of the procurement
This Lot is to fulfil bookings for longer distance sports team fixtures currently for the following teams:
Men's Rugby
Women's Rugby
Hockey Teams
Cricket Team
As these journeys are longer the university need to ensure the well-being of their students during this time is taken into account. The successful supplier's coaches should have areas available where students are able to rest and study during travel times. This means there are certain facilities required on the coaches as standard as part of this lot. These requirements are as follows:
Fully Fitted Kitchen
Microwave
Fridges on both upper and lower deck
Separate seating area on lower desk
Tables to enable study on the move
All seats should recline and should be fitted with seat-belts as standard
Tea / Coffee Facilities
Toilet and Wash Facilities
DVD Player with LCD repeater screens
Unless otherwise stated on a given journey, the start and end points will be The Sports and Well-being Park, Maiden Castle, Stockton Road, Durham, DH1 3SE. Some destinations may have multiple drop off points, this will be confirmed in the schedule for the forthcoming year.
Team Durham may need to have additional dates added if the team make it to any finals, these will be confirmed as soon as they are available.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 August 2021
End date
31 July 2025
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2) Description
two.2.1) Title
Lot 3 - International Arrivals
Lot No
4
two.2.2) Additional CPV code(s)
- 60172000 - Hire of buses and coaches with driver
two.2.3) Place of performance
NUTS codes
- UKC1 - Tees Valley and Durham
two.2.4) Description of the procurement
This lot is to enable the transportation of international students to the Durham Campus. This lot will be awarded to a single operator for the duration of the contract to ensure continuity.
In normal non-Covid circumstances the University welcomes a large intake of overseas students. These students arrive into Newcastle Airport and the University operates a Meet and Greet service. Students who are required to complete one of the 2 pre-sessional language courses will normally arrive on a Saturday in both mid-July and mid-August. Students who are not required to attend language courses will normally arrive on a Wednesday and Thursday in late September immediately prior to Induction Week.
In 2020, as a response to the Covid Pandemic there was a requirement for students to quarantine and there were limited flights available which meant that arrival arrangements had to be adapted. Pre-sessional language students were not required to arrive early and instead studied online. The main arrival period was mid-September to mid-October with the Meet and Greet service was offered across 9 days from Newcastle Airport. In addition, over a similar time period, the University chartered flights into Manchester Airport and coaches were required for pick up there.
At present it is not clear how Covid will impact on arrivals in 2021 and thereafter. The period for arrivals is not currently determined nor is it clear as to whether the meet and greet Services will be offered from both Newcastle and Manchester Airports.
Under normal circumstances the University operates a meet and greet service for two different categories of students:
Pre-sessional Students - these are overseas students who are attending pre-term language courses prior to the autumn term. If the pre-sessional students are arriving early then the University will require coaches and trailers on 2 Saturdays, one in mid-July and one in mid-August from Newcastle Airport; if this is not the case then these students will form part of the main Autumn Arrival.
Autumn Arrivals - this is for the start of the main academic year and students will usually arrive in late September prior to Induction Week; in 2021 this will be Wednesday 22nd and Thursday 23rd September. However, depending on Covid restrictions, coaches, trailers and minibuses may be required over a 4 week period (as in 2020), a shorter period or the normal 2 days from Newcastle Airport and possibly from Manchester Airport as well.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 August 2021
End date
31 July 2025
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
List and brief description of selection criteria
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
List and brief description of selection criteria
Selection criteria as stated in the procurement documents
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
Included within tender documentation
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
Date
26 May 2021
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
26 May 2021
Local time
1:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.4) Procedures for review
six.4.1) Review body
Durham University
University Office, Palatine Centre
Durham
DH1 3LE
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
This authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. The communication will be in the form of a letter which will be issued electronically. The letter will provide a full debrief and contact details should a tenderer wish to appeal the decision.
The timescale for appeals will be detailed in the letter. If an appeal regarding the award of a contract has not been successfully resolved the Public Contracts Regulations 2006 (SI2006 No 5) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).
Any such action must be brought promptly (generally within 3 months).Where a contract has not been entered into the court may order the settling aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into the court may only award damages.