![Page 1: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/1.jpg)
TENDER FOR THE SCHOOL AND PUBLIC
TRANSPORT FRAMEWORK
AGREEMENT
2016
![Page 2: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/2.jpg)
Introduction
• What do we need to achieve?
![Page 3: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/3.jpg)
Contents
• Transport Unit Overview
• Framework Agreement
• Explanation, benefits, what’s included and
excluded
• Procurement
• Contract, timescales
• Videos – how to tender, hard copy documents
• E-auctions – explanation, support available
• Signposting
• Q&As
![Page 4: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/4.jpg)
Overview of contract costs
Target of 15% reduction
![Page 5: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/5.jpg)
Obligations
• School transport – statutory
• Public transport – discretionary
• But rural and equality implications have to be taken into account
![Page 6: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/6.jpg)
Consultations
• Councillors
• Communities
• Aim – to generate inputs to be considered during the development of the route specifications
![Page 7: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/7.jpg)
What governs how we procure
goods and services?
![Page 8: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/8.jpg)
Procurement Principles
• Equal treatment
• Without discrimination
• Transparent and proportionate manner
• Public Contracts (Scotland) Regulations
2012
• Council’s Contract Standing Orders
![Page 9: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/9.jpg)
What is a Framework?
• Effectively a list of “approved suppliers” who will be invited to tender for Routes as and when they arise – within the geographical areas/vehicle types the supplier has said they are interested in;
• Only the approved suppliers can be invited to tender for these Routes.
![Page 10: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/10.jpg)
How long will the Framework
last for?
• Four years – until 31 January 2020;
• Individual contracts awarded under the Framework may last longer and may vary in duration.
– For example it is anticipated that the majority of the March Mini-Competition routes will have an end date of 31/12/21;
– Other Mini-Competitions could have a contract period of weeks.
![Page 11: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/11.jpg)
What are the benefits?
• One larger process to get on to the framework –
after that, quicker and easier responses to
routes as and when they arise;
• You specify which geographical areas and
vehicle types you’re interested in;
• We don’t need to ask you a lot of questions
every time;
• We can respond quicker to school pupil
requirements – e.g. new school year needs
![Page 12: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/12.jpg)
What does the framework cover?
• All school and public related routes;
• All sizes and types of vehicles;
• Contracts due to expire on 31/12/16 –
where there is still a need for the route.
![Page 13: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/13.jpg)
What does the framework exclude?
• The routes awarded during 2015 within the
Sutherland area through:-
– SPPT Sutherland 2015
– SPPT Sutherland T.01 Kinlochbervie 2015
– SPPT Sutherland Negotiated 2015
Routes awarded are in place until 31/12/2021 (with an
option to extend for 12 months);
• School Meals Conveyancing 2015 – unless
terminated early;
• Parental routes.
![Page 14: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/14.jpg)
How do I get on to the framework?
• Respond to the tender opportunity
– Complete the Qualification Response
– Complete the Technical Response
– Submit pricing for 1 scenario (fictional)
route.
• Tenders will be assessed and if
successful you will be offered a place.
![Page 15: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/15.jpg)
Mini Competitions
Successful suppliers will be invited to submit route
specific information and pricing.
• Licence Info, Motor Insurance/MOT
• A Route Information Table
– Publicity Information (public only);
– Additional Support Needs Information (ASN only);
– Food Safety and Health and Safety information
(school meals only);
– A proposed timetable (school only);
• A Schedule of Prices and Rates.
![Page 16: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/16.jpg)
Conducting a Mini-Competition
We will:-
Produce a specification for the requirements
Provide details of any TUPE information provided by a current contractor(s)
or in-house provision for a Route(s)
Produce a Schedule of Prices and Rates for the requirements
Invite the supplier(s) awarded on to the Framework Agreement who match
the requirements identified in their tender submission
Set a time limit for receipt of submissions
![Page 17: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/17.jpg)
Contract Conditions
![Page 18: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/18.jpg)
Structure of Contract
Section 1 – Standard Conditions • Schedule A – All Services • Schedule B – Transport of School Children
Some guidance in current (2011-2016) contract will move into Conditions.
Section 2 – Specification Section 3 – Administration Instructions
Section 4 – Schedule of Prices and Rates
![Page 19: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/19.jpg)
Price Adjustment
• All pricing fixed for between 7 and 18 months
• Thereafter annual adjustment available – you
must apply it will not be automatic;
• Index for price adjustments similar to now Labour 50%
Petrol & Oil 35%
Vehicle Tax & Insurance 5%
Consumer Price Index 10%
• Contract states the exact tables to be used
![Page 20: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/20.jpg)
School Transport
• Some closed school routes
• Some open to public
• All sizes of vehicle
• At the Mini-Competition stage we will ask you to submit a timetable.
![Page 21: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/21.jpg)
Public Transport
• Fixed timetable routes
• Demand responsive routes (dial-a-bus and subsidised taxi)
• 5% increase (approx) in maximum fares
• Consider: • How can usage be increased? • Publicity • Meeting wider range of needs – if
affordable
![Page 22: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/22.jpg)
Vehicles – public service
routes (A3)
• All buses ≥ 23 seats on public service routes must
be wheelchair accessible;
• Less accessible buses will be allowed as
duplicates only where capacity is needed for
school pupils;
• Coaches will be allowed on some long routes;
• Buses <23 seats - we will aim to have accessible
buses subject to needs and affordability.
![Page 23: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/23.jpg)
When will the procurement
happen?
![Page 24: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/24.jpg)
Framework Key Milestones
Milestone Target Completion
Date
Tender deadline noon on 24/11/2015
Evaluations w/c 18/1/2016
Framework awards 5/2/2016
Framework starts 8/2/2016
![Page 25: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/25.jpg)
2016 Mini-Competition Key Milestones
Milestone Target Completion Date
Mini-Competition documents
issued
w/c 29/2/2016
Tender deadline 18/4/2016
Practice E-auctions 20/6/2016
Live E-Auctions 4/7/2016
Award End September 2016
![Page 26: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/26.jpg)
Other Mini-Competitions
• As and when required
![Page 27: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/27.jpg)
Mini-Competitions
How will we decide which
supplier wins a route?
![Page 28: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/28.jpg)
Evaluation Process
Most Economically Advantageous
• Pass/Fail Threshold questions
• Quality/Technical questions
• Price – from tenders
• Price – e-auctions
![Page 29: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/29.jpg)
How do I tender?
![Page 30: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/30.jpg)
Videos
![Page 31: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/31.jpg)
PCS Video
How to Register on Public Contracts
Scotland (PCS)
https://www.youtube.com/watch?v=QbT0nT
v4xsY
Useful for finding future tender opportunities.
![Page 32: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/32.jpg)
PCS Tender Registration video
How to Register on Public Contracts
Scotland Tender (PCS T)
https://www.publictendersscotland.publiccon
tractsscotland.gov.uk/esop/pts-
host/public/pts/supplierhelppage/
![Page 33: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/33.jpg)
How to Tender via PCS T
https://www.youtube.com/watch?v=ltcpyoqJ
X5c
![Page 34: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/34.jpg)
Will I be able to submit a Hard
Copy Document?
![Page 35: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/35.jpg)
Hard Copy Documents
• Council’s preference is electronic
• If unable to action electronically then we can
email the documents out for you to print out.
Only if you have no email will we post the
documents
Email submissions back?
Participate in the e-auction?
![Page 36: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/36.jpg)
E-auction
![Page 37: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/37.jpg)
E-auction Benefits
• Visibility on what the best bid received is;
• Ability to submit a lower pricing;
• Can encourage more competition;
• Potential budgetary savings;
• Secure process.
![Page 38: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/38.jpg)
E-Auction
• What routes might be auctioned?
– Those identified where the service costs
appear high
• Current costs
• Cost per pupil or cost per mile
– There is competitive pricing from two or more
tenderers for a Route or Route Option.
![Page 39: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/39.jpg)
E-Auction
• Who will be invited to take part? – Electronic tenderers
– Hard copy tenderers – who are PCS T registered can
be included
• You can not be invited to take part if you are not PCS T
registered and/or haven’t bid for a route or route option
being auctioned.
![Page 40: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/40.jpg)
E-Auction Support
• To be circulated to appropriate suppliers when
invited to participate in an e-auction;
– Video for you to watch
– Practice auction to take part in
– Guidance notes
• Sustainable pricing –you need to remain in
operation and we need you to as well!!
![Page 41: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/41.jpg)
Tender Queries
• Only either through Public Contracts
Scotland Tender (PCS T)
or
or
01463 785150
![Page 42: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/42.jpg)
Signposting
• VAT Registration?
• You may need to seek guidance from:-
– Your accountant
– HMRC - https://www.gov.uk/vat-
registration/overview
– Business Gateway -
http://www.bgateway.com/search?keywords=
vat
![Page 43: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/43.jpg)
Business Gateway
• http://www.bgateway.com/
• Presentation slides from Business
Gateway are available in the PSC T
attachment folder and
• http://www.highland.gov.uk/transportprovid
ers
![Page 44: TENDER FOR THE SCHOOL AND PUBLIC TRANSPORT … · Contents • Transport Unit Overview • Framework Agreement •Explanation, benefits, what’s included and excluded • Procurement](https://reader036.vdocument.in/reader036/viewer/2022063023/5feaf7eb849b303f0b1d167c/html5/thumbnails/44.jpg)
Any Questions