Prior information notice
This notice is for prior information only
Section I: Contracting
authority
I.1) Name and addresses
Portsmouth City Council
Civic Offices
PORTSMOUTH
PO1 2AL
UK
Contact person: Procurement Service
Telephone: +44 2392688235
E-mail: procurement@portsmouthcc.gov.uk
NUTS: UKJ31
Internet address(es)
Main address: https://www.portsmouth.gov.uk/ext/business.aspx
I.3) Communication
Additional information can be obtained from the abovementioned address
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Dynamic Demand Response Transport (DDRT) - Portsmouth
II.1.2) Main CPV code
60000000
II.1.3) Type of contract
Services
II.1.4) Short description
Portsmouth City Council - the 'Council' - will be undertaking a procurement process at the beginning of February 2025 to pilot a Dynamic Demand Response Transport service (DDRT).
The Council is envisaging awarding the contract mid-March 2025 with a contract commencement no later than 2nd June 2025. The pilot service will initially operate until 31st March 2026.
This service will be to only cover areas where there is currently no existing commercial services or contracted bus service. The additional service would be to benefit residents and businesses who otherwise would be unserved by public transport. The initial area identified to provide the DDRT service is within the Paulsgrove / Port Solent area in the north of the city.
The successful operator will be required to provide a flexible demand responsive service 6 days a week, Monday to Saturday (excluding Sundays and Bank Holidays) between the hours of 09:00 and 19:00.
The successful operator will need to provide a minimum of two vehicles and drivers. One of the vehicles will need to be wheelchair accessible, both vehicles will need to have the capacity to carry 4 or more passengers.
The operator will also need to have business continuity arrangements in place including for access to an additional vehicle and driver to cover any unavailability of the main vehicles, the additional vehicle must have the same accessibility as the unavailable vehicle. All vehicles must have the relevant operator licence or permit. Full details of vehicle requirements will be included in the specification.
The operator will need to provide a fixed cost for all elements other than fuel cost which will be paid for on a evidenced cost reimbursable basis.
Depending on any future funding availability, success of the pilot and demand, at the Councils option the service could be extended on a year-by-year basis to a maximum period of 7 years.
In addition to extending the term of the contract the council may also extend the service into additional areas of the city and number of dedicated vehicles allocated to the service.
The council will be using Bus Service Improvement Plan funding of approx. £350,000 to cover the initial approx. 10 month pilot period, although this will be confirmed when the procurement formally commences.
Whilst the council can provide no guarantees that it would extend the term, geographical coverage and number of vehicles as this will be subject to review of demand and availability of funding if all of these options were taken up spend via the contract could equate to approx. £1M per annum. This figure is based upon a position where the council expands the service to another area of the city and increase number of vehicles for both areas from 2 to 3.
II.1.5) Estimated total value
Value excluding VAT:
7 500 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
60112000
60120000
60130000
60140000
60170000
II.2.3) Place of performance
NUTS code:
UKJ31
II.2.4) Description of the procurement
In order to award the contract, the Council will undertake a procurement process in accordance with the Open Procedure as set out within the Public Contract Regulations (2015). The current draft programme is set out below:
Issue FTS Contact Notice - 3rd February 2025
Issue Invitation to Tender - 3rd February 2025
Tender return deadline - 6th March 2025
Completion of standstill - 27th March 2025
Contract Award - 28th March 2025
Service Commencement - No later than 2nd June 2025
After publication of the project and all associated documents the Council will host an online Bidders Briefing which will be held remotely via Microsoft teams on Monday 10th February 2025 between 12:00 - 13:00.
Draft Agenda
• Procurement programme and envisaged process
• Contract Duration
• Contract Terms
• Service Levels
• Mobilisation
• Pricing Instruction
• Reporting & Information requirements
• Account Management
At this stage we are not looking for potential operators to book spaces for the meeting, the date and time are being provided to enable interested parties to put a hold in their diary. Full booking instructions will be subsequently included within the tender pack due for issue on 3rd February 2025.
The council will be administering the forthcoming procurement process using its e-sourcing system In-tend.
The In-tend system can be accessed free of charge via the following web link: https://intendhost.co.uk/portsmouthcc/aspx/home
Tenderers who are not already registered on the In-tend system are encouraged to register their details now in order to access the procurement documentation, raise clarification requests and return tender submissions when the procurement formally commences.
II.3) Estimated date of publication of contract notice:
03/02/2025
Section IV: Procedure
IV.1) Description
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
Section VI: Complementary information
VI.5) Date of dispatch of this notice
21/01/2025