Framework Agreement for the Provision of Short Notice Transport

1. On completion of the evaluation process, Suppliers will be ranked within Lots according to the total score out of 100% they achieved for each service type they bid for.
2. The Council will produce a supplier matrix, showing which Suppliers have been appointed to the framework, what Lots they have been appointed to, the transport services they have been appointed to deliver, the price per mile rate and the Suppliers ranking within each Lot.
3. When the Council has a requirement for short notice transport it will inspect the supplier matrix to ascertain who is the first ranked Supplier within the appropriate Lot for the type of transport service required.
4. Lot selection will be based on the starting point of the journey. Where any journey starts outside of a Leicestershire postcode the nearest Leicestershire postcode to the start point will be used for Lot selection purposes.
5. The Council will contact the Supplier ranked first within the appropriate Lot (i.e. the Supplier with the highest total score) for the provision of that service type to offer that Supplier the available contract. If the Supplier ranked first cannot provide the required transport, the Council would approach the second highest ranked Supplier and offer that Supplier the contract and so on until a Supplier is identified who can provide the transport required.
6. Due to the short notice time constraints initial contact will be by telephone with verbal agreement of the contract award, at which point the contract will be formed, to be followed by the issue of an official order form from the Council as soon as practicably possible.
7. In circumstances where telephone contact cannot be made with the first ranked Supplier (e.g. the first ranked Supplier does not answer the telephone), the Council reserves the right to immediately contact the second ranked Supplier to offer that Supplier the contract and so on until a Supplier is identified who can provide the transport required. This is to ensure the transport requirement is met in the short timescale required.
8. Prior to awarding a contract to a Suppler, the Council reserve the right to inspect and re-assess the Supplier's compliance documents (such as insurance certification, licence documents and DBS documents etc.) to ensure the Supplier remains in compliance with the compliance requirements of the framework agreement.

Further Competition

9. The Council may, on rare occasions, conduct a further competition to determine which Supplier to award a call-off contract to. When conducting a further competition under the Framework Agreement the Council shall:

• identify the relevant Lot(s) that the service requirements fall into
• identify the Framework Suppliers capable of performing the Contract for the Services required (under the relevant Lot)
• supplement and refine the deliverables/call-off Terms and Conditions to reflect its requirements
• invite identified Framework Suppliers to submit methodologies and prices for the provision of the Services in accordance with the Council's requirements and in particular:

(a) consult in writing the Framework Suppliers capable of performing the Contract for the Services and invite them within a specified time limit to submit a Supplemental Tender

(b) set a time limit for the receipt by it of the Supplemental Tenders which takes into account factors such as the complexity of the subject matter of the Contract and the time needed to submit tenders

(c) keep each Supplemental Tender confidential until the expiry of the time limit for the receipt by it of the Supplemental Tenders

(d) set the award criteria within the ranges set out in the table below and apply the same to any compliant Supplemental Tenders submitted through the further competition

(e) determine if the Framework Supplier is an excluded supplier or excludable supplier (including by reference to an associated person) as set out in Section 57 of the Procurement Act 2023; and only proceed with the award if the Supplier is not an excluded supplier; and

(f) place a request for services with the successful Framework Supplier.

Further Competition Award Criteria*

Award Criteria Range (%)

Price 60 - 100%

Quality 0 - 40%

*The Authority shall set out the detailed award criteria, methodology and any applicable sub criteria in the invitation to participate in the mini competition, provided always that such criteria are within the scope of, and do not materially depart from, the award criteria applied at Framework award stage and comply with the Procurement Act 2023.