Refuse and Associated Specialist Electric Vehicles - Dynamic Purchasing System

Concepts

• vehicles
• portsmouth
• associated specialist electric vehicles
• refuse vehicles
• refuse collection vehicles
• provision of electric refuse vehicles
• specialist electric vehicles
• electric refuse collection vehicles
• dynamic purchasing system
• supplier dynamic purchasing system

Location

The DPS will be available for all public sector bodies / contracting authorities within England and Wales as identified within Section VI.3 to utilise.

Description

Portsmouth City Council ('the council') is inviting applications from suitably qualified suppliers for admission onto a multi-lot multi-supplier Dynamic Purchasing System (DPS) for the provision of Electric Refuse Vehicles, Other Specialist Electric Vehicles along with associated supplies and services. The DPS will be available for all public sector bodies / contracting authorities within England and Wales as identified within Section VI.3 to utilise. The DPS will be operational from 1st June 2021 and will run for a minimum period of 5 years extendable on a rolling basis without limitation to the number and duration of extension periods activated. A total of 8 Lots as set out below will be available at commencement of the DPS for purchase of vehicles & associated services, suppliers may apply for admission onto any or all of the Lots. Over the term of the DPS the Council may add new Lots and vary, suspend or remove existing Lots. • Lot 1 - Electric Refuse Collection Vehicles up to 12 tonnes • Lot 2 - Electric Refuse Collection Vehicles 12 to 18 tonnes • Lot 3 - Electric Refuse Collection Vehicles exceeding 18 tonnes • Lot 4 - Electric Street Cleaning and Sweeping Vehicles • Lot 5 - Mounted Platform Electric Vehicles • Lot 6 - Electric Cage Tippers • Lot 7 - Electric Gritting Vehicles • Lot 8 - Second Hand/refurbished Electric vehicles that fall within the scope of lots 1 to 7. Whilst no binding commitment or guarantee can be made in respect of spend via the DPS, an upper estimate of £260M based upon significant take up by contracting authorities over the term of the agreement. The Council currently has a waste collection fleet comprising 29 diesel vehicles which it will be seeking to replace with electric vehicles over the next 2-3 years via call off from the DPS. Further information is included within Section VI.3. Once operational further suppliers may apply for admission onto the DPS and existing suppliers may update company, product and commercial information on a dynamic basis without restriction. Call off contracts may be let from commencement of the DPS and may be sourced via both direct award and mini-competition. No upper or lower constraints will be applied in respect of individual call off contract values or term durations, which may exceed the overarching term duration of the DPS. No restrictions will be set in respect of purchasing and contracting options available for letting call off contracts which may include, but are not limited to: • Purchase • Hire / Purchase • Short-Term Hire / Rental / Lease • Stage Payments Purchase • Trial / Pilot Call off contracts may be let using any form of contract as relevant to the requirements in question and may include, but are not limited to, supplier terms, contracting authority terms, industry / market specific forms, etc. Further information regarding call off options are included within Section VI.3. The Council will run the procurement process for establishment of the DPS in general accordance with the Restricted Procedure but will allow for the submission of commercial information in respect of both applications and updating of information as per the Open Procedure. This will allow for development over time of an 'e-catalogue' type information repository. Further information in respect of operation of the DPS in this respect is included within Section VI.3. The DPS will be established in accordance with the following programme: • Issue Find a Tender Notice / Publish DPS Call for Applications - 10.03.21 • Clarifications Deadline - 01.04.21, 23:59 • Application Return Deadline - 16.04.21, 14:00 • Notification of DPS Admission Results - 04.05.21 • DPS Operational Commencement - 01.06.21

Lot Division

Renewal Options

The Lot will run for an initial period of 5 years, however the duration of the Lot may be extended beyond this term on a rolling basis in increments to be determined without limitation in respect of number and length of extension periods applied. No upper or lower contract constraints will be applied in respect of individual call off contract term durations in respect of this Lot which may exceed the overarching term duration of the DPS. See description of renewals above.

CPV Codes

• 34144510 - Vehicles for refuse
• 34144511 - Refuse-collection vehicles
• 34144512 - Refuse-compaction vehicles
• 34144900 - Electric vehicles
• 34300000 - Parts and accessories for vehicles and their engines
• 50111000 - Fleet management, repair and maintenance services
• 50114000 - Repair and maintenance services of trucks
• 50117100 - Motor vehicle conversion services
• 50117300 - Reconditioning services of vehicles
• 34144400 - Road-maintenance vehicles
• 34144410 - Gully emptiers
• 34144420 - Salt spreaders
• 34144430 - Road-sweeping vehicles
• 34144431 - Suction-sweeper vehicles
• 34144700 - Utility vehicles
• 50113000 - Repair and maintenance services of buses
• 34142100 - Elevator-platforms trucks
• 34144710 - Wheeled loaders
• 34134100 - Flatbed trucks
• 34134200 - Tipper trucks
• 34143000 - Winter-maintenance vehicles
• 34144440 - Gritter vehicles
• 34144500 - Vehicles for refuse and sewage

Indicators

• Restrictions apply to the lot award allocation.
• Bids should cover one or more lots.
• Bids should cover the whole contract.
• Options are available.
• Renewals are available.
• Award on basis of price and quality.

Other Information

Applications are to be submitted via the Council's e-sourcing solution InTend which will be used to administrate the establishment and on-going operation of the DPS and can be accessed at the following address: https://in-tendhost.co.uk/portsmouthcc/aspx/home Whilst not mandatory suppliers are encouraged to also submit additional commercial information which may include but is not limited to the information types set out below when submitting or updating applications either at the initial call for applications or at any point over the operational life of the agreement. This will enable to development of the DPS on an e-catalogue basis in general accordance with Regulation 36 (11 - 13) which will assist in informing and streamlining direct award call off contract processes. • Company/product promotional materials • Accreditations, awards, quality documentation, etc. • Product information • Starting point contractual terms and options • Pricing and purchasing options • Engagement process and lead times • Additional service options such as servicing and maintenance PUBLIC CONTRACTS REGULATIONS (2015) The Council will establish the DPS in general compliance with Regulation 34 of the Public Contracts Regulations (2015), however the Council wishes to bring a number of divergences from the regulations to the attention of suppliers. It is the Council's position that in subsequently submitting applications for inclusion onto the DPS that the divergences transparently stated below have been accepted and therefore cannot be subsequently challenged via the seeking of remedies set out within Part 3 of the Public Contracts Regulations (2015). In establishing and operating the DPS there will be a level of divergence from Regulation 34 (5) in that suppliers will have the option of submitting commercial information which may include but is not limited to the information types listed below at point of application or future update. • Company/product promotional materials • Accreditations, awards, quality documentation, etc. • Product information • Starting point contractual terms and options • Pricing and purchasing options • Engagement process and lead times • Additional service options such as servicing and maintenance This will enable to development of the DPS on an e-catalogue basis in general accordance with Regulation 36 (11 - 13) which will assist in informing and streamlining direct award call off contract processes. The direct award options for letting call off contracts and use of sifting briefs as required for mini-competitions as detailed within the Call Off Options section below represent a level of departure from Regulations 34 (21-24). DPS CONTRACTING AUTHORITY ACCESS This DPS Agreement is for use by Contracting Authorities in England and Wales that exist on 10.03.21 and which fall into one or more of the following categories: 1. Any of the following: (a) Ministerial government departments; (b) Non ministerial government departments; (c) Executive agencies of government; (d) Non-Departmental Public Bodies (NDPBs), including advisory NDPBs, executive NDPBs, and tribunal NDPBs; (e) Assembly Sponsored Public Bodies (ASPBs); (f) Police forces; (g) Fire and rescue services; (h) Ambulance services; (i) Maritime and coastguard agency services; (j) NHS bodies; (k) Educational bodies or establishments including state schools (nursery schools, primary schools, middle or high schools, secondary schools, special schools), academies, colleges, Pupil Referral Unit (PRU), further education colleges and universities; (l) Hospices; (m) National Parks; (n) Housing associations, including registered social landlords; (o) Third sector and charities; (p) Citizens advice bodies; (q) Councils, including county councils, district councils, county borough councils, community councils, London borough councils, unitary councils, metropolitan councils, parish councils; (r) Public corporations; (s) Public financial bodies or institutions; (t) Public pension funds; (u) Central banks; and (v) Civil service bodies, including public sector buying organisations. 2. Those listed and maintained by the Government on their website at https://www.gov.uk/government/organisations or any replacement or updated web-link. 3. Those listed and maintained by the Office of National Statistics (ONS) at https://www.ons.gov.uk/economy/nationalaccounts/uksectoraccounts/datasets/public... or any replacement or updated web-link. 4. Those bodies in England, Wales or Northern Ireland which are within the scope of the definition of "Contracting Authority" in regulation 2(1) of the Public Contracts Regulations 2015 (PCR) and/or Schedule 1 PCR. PORTSMOUTH CITY COUNCIL - FUTURE DPS DEMAND It is envisaged that the Council will replace its existing fleet of 29 diesel vehicles with electric refuse collection vehicles. This will coincide with the commencement of the new domestic waste collection contract which is due to be tendered in 2021/2022 and to commence in 2023. Prior to this the purchase of one electric vehicle in the next 12 months could be undertaken. This will allow the Council to run an EV on the current routes and assess suitability. The Council's primary requirement will be to replace its existing fleet: • 22 x 26 tonne vehicles. All Dennis Elite trucks. • 4 x 7.5 tonne vehicles. A Mercedes Tipper, 2 DAF food waste vehicles and 1 Mitsubishi Fuso food waste vehicle. • 2 x Vans. A Fiat Dublo and a Mercedes Vito. • 1 x 3.5 tonne vehicles. A Mercedes Tipper. An ongoing feasibility study is being undertaken to see if the size of the 26 tonne vehicles could be reduced, but due to the nature of the city rear loading vehicles are currently the only viable vehicle option. It is likely that further electric vehicles that fall within the scope of the DPS will be sourced by the Council using this agreement such as street cleaning & sweeping vehicles and gritting vehicles required for undertaking highways maintenance. DPS OPERATION & ADMINISTRATION Following operational commencement of the DPS suppliers may apply for entry onto the DPS in respect of any or all Lots and request update of company / product /commercial information on an ongoing open basis. The Council will ensure that all applications and information update requests are processed and confirmed within 10 working days as per Regulation 34 (16) of PCR 2015. The Council will administrate the DPS electronically using its e-sourcing solution InTend. If the DPS is significantly altered via for example via expansion / addition / termination of Lots, the FTS Notice will be updated as required via publication of a Corrigendum Notice which may, dependent upon the nature of the additions, open additional further structured calls for competition subject to minimum time periods for submission of applications in accordance with Regulation 32 (9) of the Public Contracts Regulations (2015) (PCR 2015). DPS CALL OFF CONTRACTING MODELS … DPS CALL OFF PROCESS OPTIONS Where contracting authorities are calling off from the DPS they have the ability to undertake additional financial checks, company & product accreditations / approvals, supplier experience and client reference checks as relevant and proportionate to the scale and complexity of requirements. All call-offs will be let electronically either directly by the contracting authority or via a sourcing arrangement with the Council. A number of call-off mechanisms may be used to award contracts via the DPS once in operation which include for: • Single stage mini competition (with or without sifting brief) • Multi stage mini competition with negotiation / dialogue • Direct Award • Direct award with negotiation The choice of call-off route is at the discretion and risk of the contracting authority seeking to call off a requirement. MINI-COMPETITION • For mini-competition call-offs all suppliers from the relevant DPS Lot(s) will be invited to submit applications either in the form of full bids or initial sifting brief applications. • Once final mini-competition documentation has been issued suppliers will typically be given a period of 14 to 21 days in which to submit returns and no less than 10 calendar days in accordance with Regulation 32 (11) of PCR 2015. • This period may increase or decrease dependent upon the complexity and urgency of the requirements and / or contracting strategy. • An initial sifting brief may also be issued to establish which DPS suppliers within a relevant Lot(s) are able to provide particular requirements based on, for example, unusual vehicle type or size, complexity, short lead times, high volumes, operational requirement, specification, etc. • The sifting brief would be issued to all suppliers appointed onto the relevant Lot(s) with those that are able to evidence of ability to meet the stated requirements then invited to submit formal mini-competition bids. • Multiple stage mini-competitions may also be utilised which may be based around simplified versions of the Competitive Dialogue and Competitive Procedure with Negotiation as defined within Regulations 30 and 29 of PCR (2015). • The preferred bidder will be the most economically advantageous tender, evaluated in accordance with the published mini-competition criteria. No restrictions will be placed on quality/cost ratios and each contracting authority will be able to set these in accordance with their requirements. DIRECT AWARD A direct award may be used on the following grounds and subject to risk assessment by the Contracting Authority which is undertaking the call off: • Repeat Supply Basis - This may apply where the supplier has fulfilled very similar requirements in terms of either vehicle specification / application, purchasing / contracting structure, etc. either via a contract let via the DPS or via alternative means of sourcing, and either in relation to a commission undertaken for the Contracting Authority undertaking the call off or for another UK Contracting Authority. • 'Catalogue' Draw Down Basis - This applies where the Contracting Authority is able to identify the supplier who is best placed to fulfil the requirements by review of commercial information regarding product information, pricing, terms, lead times, etc. submitted by suppliers at DPS application or via information update request. Contracting Authorities will have the ability to source best and final offers via negotiated process in respect of both of the direct award options set out above.