Phoenix 3 - White Fleet Management Services

Concepts

• fleet management
• bristol
• vehicle fleet management
• white fleet management
• white fleet management services
• centralised white fleet management
• fleet management information system
• rental booking management
• white fleet
• an online fleet management information system

Location

United Kingdom: Various sites around the UK and some overseas

Description

The Authority is seeking to engage a suitable Supplier to deliver centralised White Fleet Management in the UK and overseas. Planned contract award is November 2025. This contract shall replace the existing contract, which is due to expire in February 2026. The initial contract term shall be 5 years, with the option of extending for up to five one-year periods. As such, the contract shall have a total possible duration of 10 years. The total estimated Project Value is £1,773,000,000.00 (£1.773bn) excluding VAT. The time limit for completion of the DPQQ is 18/11/2024, 12:00 (GMT).

Total Quantity or Scope

The Authority is seeking to engage a suitable Supplier to deliver centralised White Fleet Management in the UK and overseas. White Fleet shall consist of both lease and rental, and cover various type of vehicles: passenger car, minibus, coach, light van, cargo, (light and heavy including trailers). The chosen Supplier shall undertake White Fleet Management Services, this includes: (1) Procurement Agent services; acting on behalf of the Authority to source vehicles through Government Frameworks (where available and best value for money) and providing end-to-end contract management. The Supplier shall source the Authority's requirements via Government Frameworks OR via tender on behalf of the Authority if the requirement is outside of the Government Framework's scope, or better value for money from can be obtained. In exceptional circumstances, the Supplier may be able to fulfil requirements via their own supply chain only if better value for money can be evidenced and, (2) Fleet Management - the Supplier shall be responsible for ensuring the Authority's fleet of vehicles is managed efficiently, both in terms of cost and operational delivery, with the aim to improve efficiency, reduce costs and provide compliance with Government legislation and, (3) Implementation and maintenance of an online Fleet Management Information System (FMIS). The FMIS shall include information regarding the operation of their fleet, including, but not limited to, the management of lease vehicles, rental booking management, invoicing, telematics data, producing reports and monitoring the usage of the fleet. Planned contract award is November 2025. This contract shall replace the existing contract, which is due to expire in February 2026. A suitable transition period has been included to ensure continuity of supply. … The estimated total value is £1,773,000,000.00 (£1.773bn) excluding VAT. The Fleet Management Services (total estimated at £92.065 million excluding VAT across 10 years) forms a relatively small portion of the Contract value with the majority of cost being driven by 'pass-through charges' for the cost of the vehicle hire or lease (total pass-through charges estimated at circa £1.681bn excluding VAT, across 10 years). The costs of the vehicle hire or lease shall be paid to the vehicle Suppliers. The Contract includes provisions for the Supplier to take advantage of Gainshare opportunities. The bidder shall request to participate via completion of the Dynamic Pre-Qualification Questionnaire (DPQQ). The DPQQ and the criteria for passing the DPQQ (DPQQ Guidance) is accessible on the Defence Sourcing Portal (DSP). The DSP link for the DPQQ is set out above in this Notice. The time limit for completing the DPQQ is 18/11/2024, 12:00 (GMT). Following successful completion of the DPQQ, the Authority may invite the successful bidder/s to tender through release of the Invitation to Tender (ITT). The ITT is planned for release early December. The Authority will shortlist a maximum of four suppliers through to the next stage of the procurement process. In the case of a tie the Authority reserves the right to increase the maximum number being invited to tender at its discretion. Following release of the ITT, a Tenderer's Conference shall be scheduled. It is anticipated that the conference will be held on 18/12/2024. Please note that this date is subject to change and will be confirmed upon ITT release. Supplier attendance is actively encouraged. The Cyber Risk Profile of the Contract is assessed as High, as defined in Def Stan 05-138.

CPV Codes

• 50111000 - Fleet management, repair and maintenance services
• 48810000 - Information systems
• 48813000 - Passenger information system
• 48813200 - Real-time passenger information system
• 50111100 - Vehicle-fleet management services

Indicators

• An E-Auction will not be used.
• Deposits and guarantees may be required.
• Economic restrictions apply.
• Financing restrictions apply.
• Bidders must have a specified legal form.
• The operator's personal situation may be considered.
• Technical restrictions apply.

Other Information

The Contracting Authority intends to use an e-sourcing system (Defence Sourcing Portal) in this procurement exercise, please visit www.contracts.mod.uk for full details and to register your interest in this procurement. Suppliers Instructions How to Express Interest in this Tender: 1. Register your company on the eSourcing portal (this is only required once) - Browse to the eSourcing Portal - Click the “Click here to register” link - Accept 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 tender - Login to the portal with the username/password - Click the "PQQs Open to All Suppliers" link. (These are Pre-Qualification Questionnaires open to any registered supplier) - Click on the relevant PQQ to access the content. - Click the “Express Interest” button in the “Actions” box on the left-hand side of the page. - This will move the PQQ into your “My PQQs” page. (This is a secure area reserved for your projects only) - Click on the PQQ code, you can now access any attachments by clicking the “Settings and Buyer Attachments” in the “Actions” box 3. Responding to the tender - You can now choose to “Reply” or “Reject” (please give a reason if rejecting) - 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 PQQ - 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 please consult the online help, or contact the eTendering help desk. For transparency, the Contracting Authority notes that external consultants are supporting the Authority to administer this procurement. This includes commercial and project staff to administrate the DPQQ and ITT.