Section one: Contracting authority
one.1) Name and addresses
Newport City Council
Civic Centre
Newport
NP20 4UR
Telephone
+44 1633656656
Country
United Kingdom
NUTS code
UKL21 - Monmouthshire and Newport
Internet address(es)
Main address
Buyer's address
https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0273
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://etenderwales.bravosolution.co.uk/home.html
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://etenderwales.bravosolution.co.uk/home.html
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://etenderwales.bravosolution.co.uk/home.html
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
Other activity
Transport
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
NCC202402157 - Newport City Council – Fleet Maintenance Contract
Reference number
NCC202402157
two.1.2) Main CPV code
- 50111000 - Fleet management, repair and maintenance services
two.1.3) Type of contract
Services
two.1.4) Short description
The current contract for Fleet Maintenance is due to expire on the 31st of March 2025 and therefore NCC are required to tender for a new contract. This is a statutory requirement, and the successful contractor will need to be approved by the UK Traffic Commissioner as one of the terms and conditions of NCC’s Goods Vehicle Operators Licence, without which NCC would be unable to operate any large goods vehicles.
This tender is for the full maintenance of Newport owned fleet including the EV fleet. A full and detailed specification can be found within the attachments section.
two.1.5) Estimated total value
Value excluding VAT: £4,702,007
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 50111000 - Fleet management, repair and maintenance services
- 50111100 - Vehicle-fleet management services
- 50111110 - Vehicle-fleet-support services
- 34300000 - Parts and accessories for vehicles and their engines
- 50100000 - Repair, maintenance and associated services of vehicles and related equipment
- 50110000 - Repair and maintenance services of motor vehicles and associated equipment
- 50116000 - Maintenance and repair services related to specific parts of vehicles
- 50116200 - Repair and maintenance services of vehicle brakes and brake parts
- 50116300 - Repair and maintenance services of vehicle gearboxes
- 50116400 - Repair and maintenance services of vehicle transmissions
two.2.3) Place of performance
NUTS codes
- UKL21 - Monmouthshire and Newport
two.2.4) Description of the procurement
The key contract specification is for the contractor to operate from a facility within the city boundary in order to minimise transport time between their facility and NCC’s two main hubs at Telford Street Depot and the Waste Disposal Site. This helps to maximise operational efficiency by reducing travel time, the time vehicles are non-operational (down-time) and minimises emissions from diesel/petrol vehicles.
The contractor will be required to carry out both scheduled maintenance as specified by NCC and unplanned maintenance to vehicle faults/breakdowns as they are reported and provide a 24/7 breakdown and vehicle recovery service.
Planned maintenance comprises scheduled safety inspections, services and MOT’s as required by law and in accordance with terms and conditions of NCC’s Goods Vehicle Operators Licence at specified intervals dependant on the type of vehicle and to attend to any vehicle at any time when requested to do so by NCC.
As part of the scheduled maintenance process, the contractor is required to submit their hourly labour rate and specify times taken to carry out various tasks for each category of vehicle. This allows NCC to calculate how much the annual planned maintenance of the fleet will cost.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 60
Quality criterion - Name: Social Value / Weighting: 10
Cost criterion - Name: Price / Weighting: 30
two.2.6) Estimated value
Value excluding VAT: £4,702,007
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
Yes
Description of renewals
The contract is to be renewed in 4 years time, unless terminated earlier for any reasons as per the Terms and Conditions.
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
As per the qualification envelope within e-Tender Wales.
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
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
The terms and conditions with e-Tender Wales specify the KPI's that will be monitored throughout the duration of the contract.
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.2.1) Previous publication concerning this procedure
Notice number: 2017/S 150-310426
four.2.2) Time limit for receipt of tenders or requests to participate
Date
30 October 2024
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: 4 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
30 October 2024
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: Next notice will be published 3.5 years unless the contract is terminated for any reason as per the Terms and Conditions.
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
NOTE: The authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=144144
(WA Ref:144144)
six.4) Procedures for review
six.4.1) Review body
High Court
Royal Courts of Justice, The Strand
London
WC2A 2LL
Telephone
+44 2079477501
Country
United Kingdom