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Construction Contract Leads

Section I: Contracting authority

I.1) Name and addresses

Newport City Council

Civic Centre

Newport

NP20 4UR

Email

procurement [at] newport.gov.uk

Telephone

+44 1633656656

Country

United Kingdom

NUTS code

UKL21 - Monmouthshire and Newport

Internet address(es)

Main address

Buyer's address

I.3) Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at

Additional information can be obtained from the above-mentioned address

Tenders or requests to participate must be submitted electronically via

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

I.4) Type of the contracting authority

Regional or local authority

I.5) Main activity

Other activity

Transport

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

NCC202402157 - Newport City Council – Fleet Maintenance Contract

Reference number

NCC202402157

II.1.2) Main CPV code

• 50111000 - Fleet management, repair and maintenance services

II.1.3) Type of contract

Services

II.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.

II.1.5) Estimated total value

Value excluding VAT: £4,702,007

II.1.6) Information about lots

This contract is divided into lots: No

II.2) Description

II.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

II.2.3) Place of performance

NUTS codes

• UKL21 - Monmouthshire and Newport

II.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.

II.2.5) Award criteria

Quality criterion - Name: Quality / Weighting: 60

Quality criterion - Name: Social Value / Weighting: 10

Cost criterion - Name: Price / Weighting: 30

II.2.6) Estimated value

Value excluding VAT: £4,702,007

II.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.

II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: No

II.2.13) Information about European Union Funds

The procurement is related to a project and/or programme financed by European Union funds: No

Section III. Legal, economic, financial and technical information

III.1) Conditions for participation

III.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.

III.1.2) Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3) Technical and professional ability

Selection criteria as stated in the procurement documents

III.2) Conditions related to the contract

III.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 IV. Procedure

IV.1) Description

IV.1.1) Type of procedure

Open procedure

IV.1.8) Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: Yes

IV.2) Administrative information

IV.2.1) Previous publication concerning this procedure

Notice number: 2017/S 150-310426

IV.2.2) Time limit for receipt of tenders or requests to participate

Date

30 October 2024

Local time

12:00pm

IV.2.4) Languages in which tenders or requests to participate may be submitted

English

IV.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)

IV.2.7) Conditions for opening of tenders

Date

30 October 2024

Local time

12:00pm

Section VI. Complementary information

VI.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.

VI.2) Information about electronic workflows

Electronic ordering will be used

Electronic invoicing will be accepted

Electronic payment will be used

VI.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

(WA Ref:144144)

VI.4) Procedures for review

VI.4.1) Review body

High Court

Royal Courts of Justice, The Strand

London

WC2A 2LL

Telephone

+44 2079477501

Country

United Kingdom