Section one: Contracting entity
one.1) Name and addresses
Southern Water Services Ltd.
Southern House
Worthing
BN13 3NX
paul.knight@southernwater.co.uk
Telephone
+44 1903264444
Country
United Kingdom
NUTS code
UKJ - South East (England)
Internet address(es)
Main address
https://www.southernwater.co.uk
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://southernwater.bravosolution.co.uk/
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://southernwater.bravosolution.co.uk/
Tenders or requests to participate must be submitted to the above-mentioned address
one.6) Main activity
Water
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Fuel & Fuel Card Services
Reference number
prj_2424
two.1.2) Main CPV code
- 30163100 - Agency fuel cards
two.1.3) Type of contract
Supplies
two.1.4) Short description
Southern Water is going to market for its fuel & fuel card service. This will likely be a 3 year contract, with an option to extend for a further 2 years.
Region/Network - Southern Water’s region covers Kent, Sussex, Hampshire and Isle of Wight.
Fleet Size - Southern Water has a requirement for approximately 850 fuel cards. Cards to be issued to a single vehicle, being linked and traceable to a said vehicle (standard requirement). By exception and as requested, a card may be issued to an individual.
Average litres used per annum – 1.16m litres.
The Goods and Services which the Service Provider will be asked to provide under this agreement are as listed below:
Supply of fuel cards
Service provider shall provide SW fuel cards to be used in SW’s commercial vehicle fleet and HGVs.
Fuel cards need to:
• Work as a means of payment at all of the covered stations for the purchase of fuel, oil and Ad Blu
• Have the ability to activate a solution for the purchase of alternative fuels
• Allow the purchase of fuel with the prices/pricing methodology agreed in the contract
• Disallow the purchase of any other goods than fuel oil and Ad Blu
• Be linked and traceable to a single vehicle (standard requirement), or an individual where required. Or a Bearer card will be requested.
• Be chip and pin enabled with mileage and registration input.
• Be able to be limited to certain stations
Helpdesk (email and telephone) available Monday to Friday, 9-5pm
Website/online portal available 24/7
Reporting
Data is critical. Service provider shall report as a minimum, monthly, the fuel transactions for all cards, broken down by manager, including the data of refuelling transactions line by line. Details of what should be included in the reports will be included in the requirements/contract documents.
Card management
Service provider shall make sure that it’s possible within a defined lead time to: report lost/stolen cards, stop cards, replace PINs, request replacements, create new fuel cards, change costs centres.
Invoicing
Invoicing monthly, including cost centre details
Account Management
Service provider shall appoint an account manager, who will be a single point of contact regarding all commercial questions or other issues regarding the fuel cards. They will also attend regular meetings as detailed in the requirements/contract.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 30163100 - Agency fuel cards
two.2.3) Place of performance
NUTS codes
- UKJ - South East (England)
two.2.4) Description of the procurement
Southern Water will shortly be going to market for its fuel & fuel card service. This will likely be a 3 year contract, with an option to extend for a further 2 years.
Region/Network - Southern Water’s region covers Kent, Sussex, Hampshire and Isle of Wight.
Fleet Size - Southern Water has a requirement for approximately 850 fuel cards. Cards to be issued to a single vehicle, being linked and traceable to a said vehicle (standard requirement). By exception and as requested, a card may be issued to an individual.
Average litres used per annum – 1.16m litres.
The Goods and Services which the Service Provider will be asked to provide under this framework agreement are as listed below:
Supply of fuel cards
Service provider shall provide SW fuel cards to be used in SW’s commercial vehicle fleet and HGVs. This can be a request from Southern Water or our Fleet Management provider. Fuel cards need to:
• Work as a means of payment at all of the covered stations for the purchase of fuel, oil
• Have the ability to activate a solution for the purchase of alternative fuels
• Allow the purchase of fuel with the prices/pricing methodology agreed in the contract
• Disallow the purchase of any other goods than fuel oil and Ad Blu
• Be linked and traceable to a single vehicle (standard requirement), or an individual where required. Or a Bearer card will be requested.
• Be chip and pin enabled with mileage and registration input.
• Be able to be limited to certain stations
Helpdesk (email and telephone) available Monday to Friday, 9-5pm
Website/online portal available 24/7
Reporting
Data is critical Service provider shall report as a minimum, monthly, the fuel transactions for all cards, broken down by manager, including the data of refuelling transactions line by line. Details of what should be included in the reports will be included in the requirements/contract documents.
Card management
Service provider shall make sure that it’s possible within a defined lead time to: report lost/stolen cards, stop cards, replace PINs, request replacements, create new fuel cards, change costs centres.
Invoicing
Invoicing monthly, including cost centre details
Account Management
Service provider shall appoint an account manager, who will be a single point of contact regarding all commercial questions or other issues regarding the fuel cards. They will also attend regular meetings as detailed in the requirements/contract.
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
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
extension by up to 24 months
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
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
See 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
30 November 2021
Local time
5:00pm
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
1 December 2021
Local time
10:00am
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
Southern Water Services Limited
Worthing
Country
United Kingdom