Services - 310426-2017

08/08/2017    S150    - - Services - Contract notice - Open procedure 

United Kingdom-Newport: Repair, maintenance and associated services of vehicles and related equipment

2017/S 150-310426

Contract notice


Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Newport City Council
Civic Centre
NP20 4UR
United Kingdom
Contact person: Peter Dixey
Telephone: +44 1633656656
NUTS code: UKL21

Internet address(es):

Main address:

Address of the buyer profile:

I.2)Information about joint procurement
The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via:
I.4)Type of the contracting authority
Regional or local authority
I.5)Main activity
General public services

Section II: Object

II.1)Scope of the procurement

Maintenance of Vehicles Operated & Managed by Newport City Council.

Reference number: NCC-2017-005
II.1.2)Main CPV code
II.1.3)Type of contract
II.1.4)Short description:

Newport City Council (NCC) is inviting tenders from suitably qualified and experienced contractors for the provision of fleet maintenance services for vehicles owned and managed by the Council.

II.1.5)Estimated total value
Value excluding VAT: 4 375 000.00 GBP
II.1.6)Information about lots
This contract is divided into lots: no
II.2.2)Additional CPV code(s)
II.2.3)Place of performance
NUTS code: UKL21
Main site or place of performance:

Within the boundary of Newport City Council.

II.2.4)Description of the procurement:

Newport City Council (NCC) is inviting tenders from suitably qualified and experienced contractors for the provision of fleet maintenance services for vehicles owned and managed by the Council. The contract is for the supply of premises, equipment, vehicles, labour and all other associated equipment and items required to execute the works. The successful contractor will be required to maintain, service, inspect and test (MOT's) vehicles operated and managed by the Council, and provide, when requested, early morning mobile maintenance services at both designated depots, as well as providing breakdown services.

In order for the Council to maintain essential services and to minimise disruption to Council operations and officers, as well as ensuring that Council vehicles do no incur any costs associated with unnecessary wear and tear and fuel usage whilst vehicles are taken for servicing etc., it is a requirement of the contract that the Contractors maintenance facility, and any sub-contractors facility is located within the boundary of Newport City Council.

II.2.5)Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value
Value excluding VAT: 4 375 000.00 GBP
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Start: 02/04/2018
End: 31/03/2023
This contract is subject to renewal: yes
Description of renewals:

The initial contract is required to run from April 2018 to March 2023 inclusive, with the option to extend the contract for a further 2 periods of 12 months.

II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.12)Information about electronic catalogues
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

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
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.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:

As stated within the tender documentation.

III.2.3)Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure

IV.1.1)Type of procedure
Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction
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
IV.2.2)Time limit for receipt of tenders or requests to participate
Date: 06/10/2017
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
IV.2.4)Languages in which tenders or requests to participate may be submitted:
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: 06/10/2017
Local time: 14:00

Newport City Council.

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: yes
Estimated timing for further notices to be published:

If the contract extension options are not exercised, then Summer 2022.

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:

Suppliers Instructions How to Express Interest in this Tender.

1. Register your company on the etenderwales portal (this is only required once).

— Browse to the eSourcing Portal:

— Click the ‘Suppliers register here’ link.

— Agree to the terms and conditions and click ‘continue’.

— Enter your correct business and user details.

— Note the username you chose and click ‘Save’ when complete.

— You will shortly receive an email with your unique password (please keep this secure).

2. Express an Interest in the Project.

— Login to the portal with the username/password.

— Click the ‘ITTs Open to All Suppliers’ link. (These are Invitation to Tenders open to any registered supplier).

— Click on the relevant ITT (itt_61219 available from 9th August 2017)to access the content.

— Click the ‘Express Interest’ button in the ‘Actions’ box on the page.

— This will move the ITT into your ‘My ITTs’ page. (This is a secure area reserved for your projects only).

— Click on the ITT code to access the content.

3. Responding to the tender.

— You can now choose to ‘Create Response’ or ‘Decline to Respond’ (please give a reason if declining).

— You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification.

— Note the deadline for completion, then follow the onscreen instructions to complete the ITT.

— There may be a mixture of online & offline actions for you to perform (there is detailed online help available).

If you require any further assistance use the online help, or the BravoSolution help desk is available Mon — Fri (8:00 am — 18:00 pm) on:

— email:

— Phone: 0800 368 4850.

Note: the authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at

Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority's economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:

Newport City Council have established a Work Based Learning Academy in order to work with clients and suppliers to embed Community Benefits into appropriate contracts for supplies, services and works. The Council would therefore like to work with the successful contractor in order to deliver community benefits, initially around work place training, apprenticeship opportunities, work experience and other initiatives that would benefit NEET's (‘NEET’ stands for young people aged 16-24 Not in Education, Employment or Training). Tenderer's are therefore required to provide a Community Benefits Plan as part of their tender submission, stating what actions they would take in order to support this initiative. Whilst it is a requirement that tenderer's must provide a Plan, the Plan will not be scored as part of the tender evaluation. The Plan submitted by the successful contractor however, will be incorporated into the contract and must be honoured and delivered.

(WA Ref:69186)

The buyer considers that this contract is suitable for consortia.

VI.4)Procedures for review
VI.4.1)Review body
Newport City Council
Civic Centre
NP20 4UR
United Kingdom
Telephone: +44 1633656656

Internet address:

VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained
VI.5)Date of dispatch of this notice: