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Published 25 Oct 2021, 15:49 BST

Official UK procurement notice

YPO - 001092 Vehicle Hire Lease and Purchase Portal

Official notice

Authority: YPO

Framework agreement2 lotsGoodsOpen procedure
Sectors: Transport Equipment & Vehicles (34)Software Packages & ERP (48)Repair & Maintenance (50)
+1 moreTransport & Passenger Services (60)
 Delivery: UK
Framework ceiling (notional)£30,000,000total for 2 lots · framework ceiling, not attributable revenue
Submissions closed 24 Jan 2022awarded 11 Feb 2022
Lots 2see the lot list below
Framework period 4 yrsends 27 Feb 2026 · extension options published · starts 28 Feb 2022

What is being bought2 lots · detail below

Published requirement description

YPO are looking for Providers to be appointed onto a Framework Agreement for the

provision of Vehicle Hire, Lease and Purchase Portal. The Framework is designed to meet the

needs of all public sector organisations which includes YPO’s internal requirements. This

Framework is contractual where the end customer will place orders directly with the

Provider on a “contract” basis and the Provider will deliver direct to the end customer on an

agreed basis.

  • Recurrence: There is a possibility that this Framework will be subject to renewal after 3.5 years from the commencement date

CPV: Heavy-duty motor vehicles · Hire of passenger transport vehicles with driver · Motor vehicles for the transport of 10 or more persons · Motor vehicles for the transport of goods · Passenger cars · Software package and information systems · Transport equipment and auxiliary products to transportation · Vehicle-fleet management services

How this framework works

From the published notice
Bids received
2 bids on the busiest of 2 lots · 2 suppliers appointed
Framework period
4 yrs from 28 Feb 2022

Lots and requirements (2)Procurement structure

2 lots · no lot values published · same evaluation weights on every lot
Lot #1Car and LCV Hire (Including Mini-Buses)AwardedRenewal 4 yrs

Lot 1: - YPO are seeking a Sole Supplier to provide a managed service consisting of (but not limited to) comparison website taking data from major Car & LCV hire suppliers live databases giving customers “live” pricing, vehicle availability, customisation, booking, payment, delivery and confirmation of a wide range of vehicles. As part of the managed service the website must transparently provide all costs associated with the hire (including all elements such as Road Fund Licence (RFL), delivery, collection and other ancillary charges that may be applicable) which should also include all fees for the website Provider and YPO’s commission bundle into the final hire price.

Contract period: 28 Feb 2022 – 27 Feb 2026 (4 yrs)
Delivery: UK
Extensions: The Framework Agreement will cover the period from 28th February 2022 to 27th February 2024 with two options to extend for an additional 12 months each. The first decision to extend the contract period will be taken by the end of November 2023 and will be dependent on satisfactory completion of all aspects of the contract to date, the current market conditions for this category and YPO’s contracting structures. The maximum contract period will therefore be 4 years, from 28th February 2022 to 27th February 2026 (subject to an annual review and KPI performance). · There is a possibility that this Framework will be subject to renewal after 3.5 years from the commencement dateVariant bids: not allowed
34110000 Passenger cars34120000 Motor vehicles for the transport of 10 or more persons34130000 Motor vehicles for the transport of goods34140000 Heavy-duty motor vehicles48000000 Software package and information systems50111100 Vehicle-fleet management services
Lot #2Car and LCV Lease and Purchase (Including Mini-Buses)AwardedRenewal 4 yrs

Lot 2: YPO are seeking a Sole Supplier to provide a managed service consisting of (but not limited to) a website to provide a configurable search engine which details lease and purchase costs for a range of cars and LCV’s taking data from major Car & LCV lease and purchase companies live databases giving customers “live” pricing, vehicle availability, customisation, order placement, delivery and confirmation of a wide range of vehicles. This website must provide all costs associated with the lease and purchase including all fees for the website Provider and YPO’s rebate bundled into the final lease/purchase price. The period of Lease shall vary from 1 year, 2 year, 3 year and 4 year with the option for maintenance if required.

Contract period: 28 Feb 2022 – 27 Feb 2026 (4 yrs)
Delivery: UK
Extensions: The Framework Agreement will cover the period from 28th February 2022 to 27th February 2024 with two options to extend for an additional 12 months each. The first decision to extend the contract period will be taken by the end of November 2023 and will be dependent on satisfactory completion of all aspects of the contract to date, the current market conditions for this category and YPO’s contracting structures. The maximum contract period will therefore be 4 years, from 28th February 2022 to 27th February 2026 (subject to an annual review and KPI performance). · There is a possibility that this Framework will be subject to renewal after 3.5 years from the commencement dateVariant bids: not allowed
34110000 Passenger cars34120000 Motor vehicles for the transport of 10 or more persons34140000 Heavy-duty motor vehicles48000000 Software package and information systems50111100 Vehicle-fleet management services

What it takes to win
i

How this buyer will score bids.

The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more
How bids were scored · same split on all 2 lots
Quality: 60%Price: 30%Social value: 10%
Published sub-criteria (3)
  • Quality: 60%
  • Cost: 30%
  • Social Value and Sustainability: 10%
Published award criteria (3)
  • Quality: 60%
  • Social Value and Sustainability: 10%
  • Cost: 30%
Conditions of participation1
  • Suitability

    Organisations must ensure that they are not in breach of any of the mandatory or discretionary exclusions contained in Regulation 57 of the Public Contracts Regulations 2015. Please refer to the Tender Documentation/Online Tender located on our E-Procurement system. The web address can be found under ‘Procurement Documents’ in the ‘Communication’ section of this notice.

What this means for your bid
  • Price carries 30 of 100 points: a 10% discount moves about 3 points. The method statement decides this lot, not the discount.
  • “YPO - 001092 Vehicle Hire Lease and Purchase Portal” is a framework: the contest is a place on its panel, not a single contract.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record · publisher note attached
Procedure method
Open procedure
Legal basis
CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
Procurement category
Goods
Notice status
Awarded
Procurement threshold
Unspecified in notice
Regulatory regime
Standard
Commercial structure
Framework agreement
Who may use this agreement
Not stated in the notice; call-off rights may be limited to the establishing authority
Competition type
Competitive procedure
GPA / WTO covered
Yes (GPA)
Recurring procurement

Yes · There is a possibility that this Framework will be subject to renewal after 3.5 years from the commencement date

First published
25 Oct 2021, 15:49 BST
Last source update
23 Feb 2022, 12:05 GMT
Award evaluation window
24 Jan 2022 – …
Authority reference
001092
FTS notice number
2022/S 000-005057
Classification (CPV)
Heavy-duty motor vehiclesHire of passenger transport vehicles with driverMotor vehicles for the transport of 10 or more personsMotor vehicles for the transport of goodsPassenger carsSoftware package and information systemsTransport equipment and auxiliary products to transportationVehicle-fleet management services
Delivery area
UK
Official registry OCID
ocds-h6vhtk-02efa6 Find a Tender
Contract terms
Performance terms

Please refer to the Framework Agreement Terms and Conditions located in our E-Procurement system. The web address can be found under ‘Procurement Documents’ in the ‘Communication’ Section in this notice.

Publisher note: YPO are purchasing on the behalf of other contracting authorities. Please see the below link for details: https://www.ypo.co.uk/about/customers/permissible-users YPO will incorporate a standstill period at the point of notification of the award of the contract is provided to all bidders. The standstill period will be for a minimum of 10 calendar days, and provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into. The Public Contracts Regulations 2015 provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).

How it was run

Official notice
Run through: ProContract (Due North) · Who buys & how to bid on ProContract
Supplier login requiredLanguage: EN
Access & registration note: Free · short registration with manual review; public opportunity list
Appointment period ends
24 Jan 2022, 12:00 GMT
Submission channel
{"electronicSubmission"}
Accepted languages
en
Bid validity
90 days from the deadline
Bids opened
24 Jan 2022, 12:00 GMT
Detailed submission instructions & authority contactsFrom official release

procontract.due-north.com/register ↗

Timeline

26 Nov 2021 → 28 Feb 2022 · 5 dates
  1. Next notice expected
    26 Nov 2021
  2. Admission / appointment period endsperiod end, not a bid countdown
    24 Jan 2022, 12:00 GMT
  3. Bids opened
    24 Jan 2022, 12:00 GMT
  4. Notice published
    23 Feb 2022, 12:05 GMT
  5. Contract starts
    28 Feb 2022

Notice history

4 events · 3 releases on Find a Tender · since 16 Dec 2021
  1. Status changed to active
    16 Dec 2021, 16:40 GMT
  2. Procurement method changed
    16 Dec 2021, 16:40 GMT
  3. Deadline published: 24 Jan 2022, 12:00 GMT
    16 Dec 2021, 16:40 GMT
  4. Status changed to complete
    23 Feb 2022, 12:05 GMT

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Suppliers appointed 2admitted to the panel · see the list ↓
Bids received 2busiest of 2 lots
Contracts signed 2latest 11 Feb 2022

2 suppliers are admitted to this framework without individual award values or dates, see the supplier list below.

Contracts

All 2 of these contracts carry the same published figure, £30,000,000, the framework's maximum for the whole notice, not each contract's own value. They are not eleven separate sums.

  • Car and LCV Hire (Including Mini-Buses)

    Signed
    11 Feb 2022
    Value
    ceiling above
    Period
    … – 27 Feb 2026
    Status
    active

  • Car and LCV Lease and Purchase (Including Mini-Buses)

    Signed
    11 Feb 2022
    Value
    ceiling above
    Period
    … – 27 Feb 2026
    Status
    active

Bid statistics published by the authority

LotBidsSMEVCSEValid bid range
1 · Car and LCV Hire (Including Mini-Buses)2bids———
2 · Car and LCV Lease and Purchase (Including Mini-Buses)1bids———

Contracting authority & participating public bodies

YPO

Contracting authorityBody governed by public lawGeneral public services 41 Industrial Park, Wakefield, Yorkshire & Humber, WF2 0XEContact name, email, phone Published organisation website ↗

Dispute resolution & review bodies

  • High Court of England and WalesReview body London

Framework contractors & participating bidders

2 commercial parties on the notice

Official documents & specifications (2)

Official links; attachments are not copied

Tender pack and attachments

  • Economic and financial selection criteriatenderEconomic and financial selection criteria
  • Technical selection criteriatenderTechnical selection criteria