Award of contract for MPS vehicle hire

Report: 19
Date: 20 November 2003
By: Commissioner

Summary

The MPS has a requirement for a contract to provide a method of procuring flexible transport resources at short notice by using hire vehicles to supplement the permanent vehicle fleet. In order to replace the existing contract, which ends early in 2004, a competitive tendering exercise has now been successfully completed. The MPA is requested to authorise the award of the contract to the preferred bidder.

A. Recommendation

That the Committee authorises the award of a contract for the supply of hire vehicles to the preferred bidder as detailed in the linked exempt report. The contract will be for 2 years, from February 2004, with an option to extend it for up to a further year.

B. Supporting information

1. The MPS has a requirement to supply hire vehicles to supplement temporarily its permanently leased and owned vehicle fleets. At the April 2003 Finance Committee meeting, the MPA approved procurement by an OJEC competitive tender for an enabling vehicle hire contract.

2. Expressions of interest were received from 9 companies. These were assessed against the criteria of each company’s capability to carry out the work, experience and financial strength. Four companies were eliminated on the grounds of insufficient annual turnover. The remaining 6 companies were invited to tender for the contract.

3. The tenders were assessed against both detailed commercial and technical criteria. The commercial criteria included the pricing of different categories of vehicles and the availability of volume and prompt payment discounts. The technical criteria covered the following areas:

• Quality Systems.
• Sub-contracting.
• Diversity, Equal Opportunity and Human Rights policies.
• Size of fleet and locations within the M25.
• Management information and systems.
• Innovation in service delivery.
• Environmental Policy.
• Experience in similar contracts.
• Service provision and support including contingency plans.

4. The name of the preferred bidder and further details of the selection process are contained in the exempt appendix to this report.

C. Equality and diversity implications

1. Diversity, Equality and Human Rights policy issues were specifically addressed as part of the technical assessment. From the information provided, there are no equality or diversity issues with the company recommended to be the contractor.

D. Financial implications

Details are provided in the exempt appendix to this report.

E. Background papers

Report to the MPA Finance Committee: ‘New Enabling Contract for the Provision of Hire Vehicles for the MPS’ dated 10 April 2003.

F. Contact details

Report author: Stuart Middleton, Director of Transport Services, MPS.

For more information contact:

MPA general: 020 7202 0202
Media enquiries: 020 7202 0217/18

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