SPFA for the Provision of Six (6) Company Vehicles Under Full-Service Lease Agreement

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

2. Scope of Work

This tender seeks to establish a single-party framework agreement for the provision and management of six new, unregistered, right-hand-drive petrol self-charging hybrid saloon vehicles under a fully maintained operating lease arrangement. The contract will encompass vehicle supply, delivery, motor tax, servicing, maintenance, repairs, tyre replacement, breakdown assistance and recovery, replacement vehicles, roadworthiness testing, accident repair administration, and all associated fleet management services.

The framework agreement will be for a duration of four years, with individual vehicle leases operating on 48-month terms. The initial requirement is for six vehicles, each with varying annual mileage requirements and specific delivery locations across Ireland. The framework does not guarantee any specific volume or value beyond the initial six vehicles; additional requirements may be procured under its terms.

Key activities and deliverables include:

• Vehicle Provision: Supply of six new, right-hand-drive petrol self-charging hybrid saloon vehicles.
• Specifications: 5 seats, cloth or leather, 4580mm-4680mm length, 95g/km-105g/km CO2 emissions, 1.8 litre petrol self-charging hybrid engine, manual/automatic gearbox, reverse camera, air conditioning, driver's airbag, ABS & EBD & VDC, immobiliser, remote central locking.
• Lease Management: Fully maintained operating lease arrangement for each vehicle.
• Lease Term: 48 months per vehicle.
• Annual Mileage Variations: Two vehicles at 15,000 km, two at 23,000 km, one at 33,000 km, and one at 40,000 km.
• Servicing and Maintenance: All servicing, maintenance, and repairs to be completed through local and/or franchised workshops.
• Tyre Replacement: Tyres to be replaced when tread depth reaches 2.5mm or less.
• Breakdown Assistance: Nationwide 24/7/365 coverage with a maximum 90-minute response time from an independent third-party provider.
• Replacement Vehicles: Comparable replacement vehicles to be provided during servicing, maintenance, repairs, or warranty work at no additional cost.
• Roadworthiness Testing: Lessor to arrange and bear the cost of all statutory roadworthiness testing and associated administration.
• Accident Repair Administration: Administration and claim management for bodywork repairs to be coordinated by the lessor through an RSA-approved body shop.
• Motor Tax: Included within the lease agreement for the full contract duration.
• Fleet Management: All associated fleet management services, including regular performance reporting and proactive identification of improvement opportunities.
• Delivery Locations: Vehicles to be delivered to Limerick, Leitrim, Galway, and Dublin.
• Contract Management: Nomination of a dedicated Contract Manager responsible for overall contract delivery, communication, and performance monitoring.

3. Background & buyer context

The Rehab Group is a charity focused on championing diversity and inclusion for people with disabilities or disadvantages. Its mission is to empower individuals towards greater independence, community contribution, and inclusion, supporting them in workforce participation and health and wellness. The organisation provides services across over 250 locations in Ireland and the UK, employing over 3,100 staff. Services include health and social care, training and education, rehabilitation, and commercial activities.

This procurement is driven by the need to provide company vehicles for operational purposes across its various services, including National Learning Network (NLN), RehabCare, and Rehab Enterprises. These vehicles are essential for staff to deliver services to over 17,000 people annually. The current procurement aims to establish a framework agreement for the supply and management of six new vehicles under a fully maintained operating lease. This initiative aligns with the organisation's operational requirements to support its widespread service delivery network.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered for evaluation:

• Turnover requirement: Confirmation that the tendering party's turnover exceeded €150,000 for each of the last three years. Pro-rata turnover is acceptable for more recently established firms, provided they have been in existence for at least one year.
• Insurance: Confirmation of existing Employer’s Liability, Public Liability, and Product Liability insurance. Bidders must agree to implement the following levels if not promptly available on award:
• Employer's Liability: €13 million
• Public Liability: €6.5 million
• Product Liability: €6.5 million
• Certifications: Not specified for this tender.
• Past experience: Tenderers must provide information demonstrating successful delivery of three previous comparable contracts.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

Additionally, tenderers must demonstrate compliance with relevant statutory obligations in Ireland or equivalent legislation if operating outside Ireland. They must also confirm tax compliance with the Irish Revenue Commissioners.

5. Award criteria & scoring

The framework will be awarded on the basis of the Most Economically Advantageous Tender (MEAT), considering cost and qualitative factors. The weighting is as follows:

The lowest cost tender meeting all qualitative minimum requirements will receive the maximum score for the cost criterion. Qualitative criteria are scored using a system where less than 50% is considered unacceptable, and 90-100% is outstanding.

6. Submission requirements

Bidders are required to submit the following:

• Declaration of Bona Fides: As per Appendix 1.
• Declaration of Statutory Obligations: As per Appendix 2.
• General and Financial Information: As per Appendix 3, including contact details, company overview, and information on sub-contractors/consortium members.
• Financial Capacity Confirmation: Including tax compliance, financial standing (turnover), and insurance details.
• Technical Capacity Information: As per Appendix 4, demonstrating previous contracts, quality assurance, health & safety systems, and environmental management systems.
• European Single Procurement Document (ESPD): May be accepted as evidence for selection criteria.
• Form of Tender: As per Appendix 5A.
• Pricing Schedule: Not explicitly detailed, but cost is a key award criterion.
• Case Studies: Not specified for this tender.
• Mandatory Site Visit: Not specified for this tender.
• Submission Portal: Via eTenders. Specific format rules are not detailed here but will be within the tender documents.
• Tender Validity: A period of 12 months is required from the submission deadline.

7. Key dates & process

8. Contract terms that matter

• Term: The framework agreement is for four years, subject to performance, business needs, and budget. Contracts awarded under the framework may extend beyond the framework expiry date.
• Payment Terms: Not specified in detail, but lease costs are inclusive of all services.
• SLAs/KPIs: Performance will be continually monitored. Specific SLAs are not detailed but include breakdown response times and provision of replacement vehicles.
• Liquidated Damages: Not specified for this tender.
• Termination: The Contracting Authority may terminate the agreement for material breach, failure to perform obligations, insolvency, or cessation of business.
• IP Ownership: Not applicable to a vehicle leasing agreement.
• Sub-contracting: Tenderers may rely on the resources of other entities. If successful, a consortium must establish legal personality and appoint a single responsible supplier.
• Guarantees/Bonds: Not specified for this tender.

9. Risks, red flags & unusuals

• Single-Party Framework: This is a single-party framework, meaning only one supplier will be appointed for the duration. This limits competition for the ongoing supply of vehicles.
• No Guaranteed Expenditure: While an estimated value is provided, there is no guaranteed expenditure under the framework beyond the initial six vehicles.
• Potential for Off-Framework Procurement: The Contracting Authority reserves the right to procure requirements outside the framework without reference to the appointed member.
• Tender Validity: A 12-month tender validity period is required, which is substantial for a vehicle leasing tender.
• Vehicle Specification: The requirement for "petrol self-charging hybrid saloon vehicles" is specific and may limit the pool of eligible vehicles and suppliers.

10. SME fit assessment

This tender is structured as a single-party framework agreement, which typically favours established suppliers with significant operational capacity and financial standing.

• Credible Bidders: Viable bidders would be established vehicle leasing companies with a strong track record in fleet management, particularly operating leases. They must demonstrate the financial capacity to meet the turnover requirement and possess the necessary insurance levels. Experience in managing diverse fleets and providing comprehensive maintenance and breakdown services nationwide is crucial.
• Consortium/Sub-contracting: The tender explicitly allows tenderers to rely on the resources of other entities. SMEs are encouraged to form relationships with other SMEs or larger enterprises to meet capacity requirements. A consortium, if successful, must appoint a single supplier responsible for the framework agreement.
• Indicative Bid-Prep Effort: Preparing a compliant bid will likely require significant effort, estimated at 10-20 days, due to the detailed financial, technical, and contractual requirements, including demonstrating past performance and outlining comprehensive service delivery models.
• Pwin Signal: The single-party framework structure suggests a competitive process to select one preferred supplier. The absence of an incumbent mention implies a potentially open field, but the specific vehicle type and geographic spread could favour suppliers with existing networks in those regions.

11. Where to dig deeper

• Source RFT Filename: Invitation to Tender- Provision of Six (6) Company Vehicles Under Full-Service Lease Agreement.pdf
• eTenders CFT ID: Not specified in the provided text.
• Contact / Clarification Portal: Via queries submitted through eTenders, as per the tender process.
• Most Important Attachments:
• Appendix 6 – Draft Framework Agreement
• Appendix 4 – Technical Capacity Information
• Appendix 5B – Relating to Qualitative Award Criteria