Section one: Contracting authority
one.1) Name and addresses
Portsmouth City Council
Civic Offices, Guildhall Square
PORTSMOUTH
PO1 2AL
Contact
Procurement Service
procurement@portsmouthcc.gov.uk
Telephone
+44 2392688235
Country
United Kingdom
Region code
UKJ31 - Portsmouth
Justification for not providing organisation identifier
Not on any register
Internet address(es)
Main address
https://www.portsmouth.gov.uk/services/business/procurement/contract-opportunities-with-us/
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://in-tendhost.co.uk/portsmouthcc/aspx/Home
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://in-tendhost.co.uk/portsmouthcc/aspx/Home
Tenders or requests to participate must be submitted to the above-mentioned address
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at
https://in-tendhost.co.uk/portsmouthcc/aspx/Home
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
Contracted Bus Services - Portsmouth
Reference number
P00004825
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
Portsmouth City Council- the 'council' - is seeking tenders from suitably qualified and experienced Contractors for the provision of contracted supported bus services to ensure a continuous provision of socially desirable bus routes where there are no commercial services but there is a demand from residents and visitors who otherwise would be unserved by public transport.
Under the contracting model the successful Contractor/s will finance operation of the services through a combination of subsidy provided by the Council fixed at point of tender and passenger fare income.
The services relate to six existing routes which are currently operated by First Hampshire & Dorset. Each route is being tendered as a specific Lot with the Council entering into an individual contract for each Lot / Route. Each Lot includes for Sub-Lot options comprises of the current route timetable (Sub-Lot Option A) along with further specified timetable reduction / addition options.
The Lots and Sub-Lot options are set out within Section II.2. Summary data in respect of Lot specific fare revenue & Council subsidy values for period 1st April 2022 - 31st March 2023 plus patronage / passenger numbers for period December 2021 - November 2022 is also included within Section II.2.
Tenderers / Contractors may submit tenders for any or all Lots and Sub-Lot options in any combination. For each Lot only one Sub-Lot option will be awarded from, multiple Sub-Lot option awards will not be made from any of the Lots.
The council is targeting to have awarded contracts for all routes by 20th June 2023 with services commencing for all routes from 30th July 2023.
Each contract will run for a base term of 3 years and each will have an option to extend by a further 5 years in increments to be agreed, subject to agreement and performance of both parties, up to a maximum total term of 8 years as permitted under the Transport Act (1985).
Tenderers should note that the contract values stated within this notice have been issued solely for the purposes of form submission requirements and are legally non-binding upon the Council.
The value published under Section II.1.5, of £9,184,184 has been calculated by summing reported revenue and Council subsidy values for each of the Lots / Routes for period of 1st April 2022 to 31st March 2023 and then multiplying by a factor 8 in line with the maximum extended total term that each of the contracts may run for.
The Council will run the procurement process in accordance with the 'Open Procedure' as set out within the Public Contracts Regulations (2015). The procurement timetable is set out below:
• Contract notice published on Find a Tender - 21st April 2023
• Procurement documents available on In-tend - 21st April 2023
• Deadline for requests for clarification - 10th May 2023 - 23:59
• Tender return deadline - 22nd May 2023 - 12:00
• Award Decision Notification - 8th June 2023
• Standstill period starts - 9th June 2023
• Standstill period ends - 19th June - 23:59
• Contract Award - 20th June 2023
• Commencement of Services - All Lots / Routes - 30th July 2023
The Council reserves the right at its absolute discretion to vary the timetable at any point during the procurement. Should the Council make any changes to the procurement programme notification will be issued to all Tenderers via In-tend.
The Council will administrate the procurement process using its e-sourcing system In-tend. The In-tend system can be accessed free of charge via the following web address:
https://intendhost.co.uk/portsmouthcc/aspx/home
Tenderers that are not familiar with the In-tend system are advised to refer to the Supplier Guidance included within the procurement documents and accessible via the Help area of the In-tend system.
Tenders must be submitted no later than the submission deadline stated above and must be returned via In-tend following the process set out within the Supplier Guidance document.
two.1.5) Estimated total value
Value excluding VAT: £9,184,184
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:
In assessing the responses the Council will award no more than a single contract against each of the 5 lots .
It is the Council's intention to commission a contract in each of the 5 lots, although should tender returns not fit within the Council's overall budget for these services then it may award fewer contracts i.e. not award in some of the lots.
In deciding upon which Sub-Lot options to award from, the Council's intention in all instances shall be to award from the Sub-Lot option which provides for the highest levels of daily coverage and timetable frequency.
If due to affordability issues the Council has to consider running reduced services the Council will prioritise maintaining the highest levels of service on the Lots / Routes which have the lowest subsidy to passenger ratio values.
Tenderers should refer to the procurement documents accessible via In-tend for further information regarding the tender evaluation process and award options.
two.2) Description
two.2.1) Title
Lot 1 - Route 12 - Tipner - Fratton Way
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
- UKJ31 - Portsmouth
two.2.4) Description of the procurement
Lot 1 - Route 12 Tipner - Fratton Way
Period 1st April 2022 - 31st March 2023
Fare Revenue = £30,162, Subsidy = £45,781
Period December 2021 - November 2022
Patronage = 23,808
Sub-Lot Options
o Sub-Lot Option 1A - Existing Service
o Sub-Lot Option 1B - Reduced Service - No Saturday Service
Tenderers should refer to the procurement documents accessible via In-tend for the detailed Specification and Lot / Route specific requirements timetable options.
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: £607,544
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
96
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: Yes
Description of options
The contract will run for a base term of 3 years with an option to extend by a further 5 years in increments to be agreed, subject to agreement and performance of both parties, up to a maximum total term of 8 years, as permitted under the Transport Act (1985).
two.2) Description
two.2.1) Title
Lot 2 - Route 13/14 - City Centre - Baffins
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
- UKJ31 - Portsmouth
two.2.4) Description of the procurement
Lot 2 - Route 13 / 14 City Centre - Baffins
Period 1st April 2022 - 31st March 2023
Fare Revenue = £186,678, Subsidy = £9,849
Period December 2021 - November 2022
Patronage = 155,712
Sub-Lot Options
o Sub-Lot Option 2A - Existing Service
o Sub-Lot Option 2B - Reduced Service - No Sunday Service
o Sub-Lot Option 2C - Reduced Service - No Saturday or Sunday Service
Tenderers should refer to the procurement documents accessible via In-tend for the detailed Specification and Lot / Route specific requirements timetable options.
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: £1,572,216
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
96
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: Yes
Description of options
The contract will run for a base term of 3 years with an option to extend by a further 5 years in increments to be agreed, subject to agreement and performance of both parties, up to a maximum total term of 8 years, as permitted under the Transport Act (1985).
two.2) Description
two.2.1) Title
Lot 3 - Route 18 - Paulsgrove - Southsea
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
- UKJ31 - Portsmouth
two.2.4) Description of the procurement
Lot 3 - Route 18 Paulsgrove - Southsea
Period 1st April 2022 - 31st March 2023
Fare Revenue = £530,309, Subsidy = £36,296
Period December 2021 - November 2022
Patronage = 344,005
Sub-Lot Options
o Sub-Lot Option 3A - Existing Service
o Sub-Lot Option 3B - Reduced Service - Reduced Frequencies
o Sub-Lot Option 3C - Reduced Service - No Sunday Service
o Sub-Lot Option 3D - Enhanced Service - Enhanced Frequencies
Tenderers should refer to the procurement documents accessible via In-tend for the detailed Specification and Lot / Route specific requirements timetable options.
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: £4,532,840
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
96
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: Yes
Description of options
The contract will run for a base term of 3 years with an option to extend by a further 5 years in increments to be agreed, subject to agreement and performance of both parties, up to a maximum total term of 8 years, as permitted under the Transport Act (1985).
two.2) Description
two.2.1) Title
Lot 4 - Route 22 - Highbury - Farlington
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
- UKJ31 - Portsmouth
two.2.4) Description of the procurement
Lot 4 - Route 22 Highbury - Farlington
Period 1st April 2022 - 31st March 2023
Fare Revenue = £53,200, Subsidy = £42,650
Period December 2021 - November 2022
Patronage = 44,890
Sub-Lot Options
o Sub-Lot Option 4A - Existing Service
o Sub-Lot Option 4B - Reduced Service - No Sunday Service
Tenderers should refer to the procurement documents accessible via In-tend for the detailed Specification and Lot / Route specific requirements timetable options.
Tenderers / Contractors should note that the route for Lot 4 / 22 covers particularly narrow roads and a tight turning circle at the end of Medina Road near Parr Road, which should be considered when reviewing vehicle options.
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: £766,800
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
96
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: Yes
Description of options
The contract will run for a base term of 3 years with an option to extend by a further 5 years in increments to be agreed, subject to agreement and performance of both parties, up to a maximum total term of 8 years, as permitted under the Transport Act (1985).
two.2) Description
two.2.1) Title
Lot 5 - Route 25 - The Hard - Hayling Ferry
Lot No
5
two.2.2) Additional CPV code(s)
- 60172000 - Hire of buses and coaches with driver
two.2.3) Place of performance
NUTS codes
- UKJ31 - Portsmouth
two.2.4) Description of the procurement
Lot 5 - Route 25 The Hard - Hayling Ferry
Period 1st April 2022 - 31st March 2023
Fare Revenue = £95,498, Subsidy = £117,600
Period December 2021 - November 2022
Patronage = 71,579
Sub-Lot Options
o Sub Lot A - Existing Service
o Sub Lot B - Reduced Service - No Sunday Service and later Service
o Sub Lot C - Reduced Service - No Sunday Service
Tenderers should refer to the procurement documents accessible via In-tend for the detailed Specification and Lot / Route specific requirements timetable options.
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: £1,704,784
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
96
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: Yes
Description of options
The contract will run for a base term of 3 years with an option to extend by a further 5 years in increments to be agreed, subject to agreement and performance of both parties, up to a maximum total term of 8 years, as permitted under the Transport Act (1985).
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
Tenderers / Contractors must be able to evidence that they hold a Public Service Vehicle (PSV) Contractors licence at point of tender submission.
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
Date
22 May 2023
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
22 May 2023
Local time
12:01pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
six.4) Procedures for review
six.4.1) Review body
The High Court of Justice
The Strand
London
WC2A 2LL
Telephone
+44 2079476000
Country
United Kingdom