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/entity: Dynamic Purchasing System for the Provision of Passenger Transport.

Simplified contract notice on a dynamic purchasing system

This notice is covered by: Directive 2004/18/EC

Section I: Contracting authority/entity

I.1)Name, addresses and contact point(s)

Cardiff Council
County Hall, Atlantic Wharf
For the attention of: Lucy Williams
CF10 4UW Cardiff
Telephone: +44 2920873732

Internet address(es):

General address of the contracting authority/entity:

Address of the buyer profile:

Electronic access to information:

Electronic submission of tenders and requests to participate:

I.2)Type of the contracting authority
Ministry or any other national or federal authority, including their regional or local sub-divisions
I.3)Main activity
General public services
I.4)Contract award on behalf of other contracting authorities/entities
The contracting authority/entity is purchasing on behalf of other contracting authorities/entities: no

Section II: Object of the contract

II.1)Title attributed to the contract by the contracting authority/entity:
Dynamic Purchasing System for the Provision of Passenger Transport.
II.2)Type of contract
II.3)Short description of the specific contract:
On 9th July 2014 Cardiff Council established a Dynamic Purchasing System (DPS) under which to operate all procurement activity for the provision of high quality and cost effective Passenger Transport via the Proactis portal

The total value of the DPS over the contract period for all four Lots is GBP 28,000,000.
Cardiff Council has a duty to provide transport in accordance with The Learner Travel (Wales) Measure 2008. The Council is responsible for providing a safe and secure transport service for approximately 850 Special Educational Needs (SEN) pupils and 6,000 mainstream pupils. This is an essential service that Cardiff Council offers to children and families across the city.
The type of transport the Council provides includes Home to School transport service for children in mainstream education and children with Special Educational Needs (SEN), Children and Adult Services, County ride bus services, Ad Hoc Taxis and Minibus / Coach hire, and any other passenger transport services (excluding Park & Ride services, which are managed separately). On certain routes there is a requirement for regular drivers, and/or passenger assistants/escorts. All aspects relating to the above passenger transport requirements are managed by the Council's in-house passenger transport team. The Council also has powers to provide scheduled local bus services to meet public transport requirements which would otherwise not be met; these are scheduled public passenger transport services that transport citizens within the boundary of Cardiff County Council and across neighbouring council boundaries, when the Council provides additional subsided services.
It is the intention of the Council to use reverse e Auctions to award new contracts through the Dynamic Purchasing System.
Cardiff Council is managing this procurement process in accordance with the Public Contracts Regulations 2006 (the "Regulations”) as amended.
The DPS is split into four Lots; suppliers will be able to bid for one or more Lots as follows -
- Lot One Vehicle over 17 Seats,
- Lot Two Vehicles 8 - 17 Seats including Specially Adapted Vehicles,
- Lot Three Taxis with a Regular Driver,
- Lot Four Ad Hoc Taxis.
To express an interest in this opportunity please go to

Suppliers who have previously completed the tender and failed to be accepted onto the DPS will now need to express an interest again and complete the tender questions. Please note some questions maybe pre populated. Please review all questions.

Note: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at

II.4)Common procurement vocabulary (CPV)

60120000, 60130000, 60140000, 60170000

II.5)Quantity or scope of the specific contract:
The DPS individual route requirements for Lot Three - Taxis with a Regular Driver are attached; please see the attached documents to this notice.
The value of the Routes will be GBP 1 463 000 per annum for 3 years.
Suppliers have until 12:00 on 24.7.2014 to complete a tender response via the Proactis Portal to be able to submit prices for Lot 3 requirements at this stage.
Successful tenders will then be able to submit prices for the individual routes by 12:00 on 30.7.2014.
If the Council receives 3 or more bids for a route we reserve the right to carry out a reverse e - Auction.
The reverse electronic auctions will be structured in 2 stages:
Stage one:
Invitation to Tender - submitting a price for each route.
Stage two:
A reverse e - Auction will take place at the specified date and time (please see additional attachments for Lot 3 timetable)
The DPS requirements for Lot Four Ad Hoc Taxis will be published on the portal W/C 18.8.2014.
Suppliers will need to complete pricing for Lot Four on a mileage basis. The value is GBP 150 000 per annum of one year.

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedureOpen
IV.2)Administrative information
IV.2.1)File reference number attributed by the contracting authority/entity:
IV.2.2)Previous publication (Contract Notice) providing more information about the dynamic purchasing system

Notice number in the OJEU: 2014/S 100-175001 of 24.5.2014

IV.2.3)Time limit for submission of indicative tenders for the specific contract
24.7.2014 - 12:00
IV.2.4)Language(s) in which tenders may be drawn up

Section VI: Complementary information

VI.1)Additional information:

On 9th July 2014 Cardiff Council established a Dynamic Purchasing System (DPS) under which to operate all procurement activity for the provision of high quality and cost effective Passenger Transport via the Proactis portal

All Contractors who wish to participate must register and access the ITT via the below portal:

Steps to follow:
a) Click on link:

b) To register - Click on ‘Register Now' button
- Enter the information requested and click on the ‘Register' button to start the process
- An activation email will be sent to the email address of the primary contact.
- Click on the link contained in the email to activate your account
- The supplier will then be asked to provide basic organisational information and register against the relevant CPV codes and select Cardiff Council as a buyer
c)To access an opportunity - Click on ‘Opportunities'(only have to log on to bid, can view opportunity without logging on)
- Once logged in click on Opportunities tab at the top of the page
- Click on advanced search and a box will appear - in the buyer box type in Cardiff
- Find opportunity and click on ‘view'
You will be able to see the opportunity notice tab, Items tab (each Lot) and the documents tab (IITT)
Click on ‘Register Interest'
d)To create a response - Click on ‘Request from Buyers' within the opportunity tab
- Select the opportunity that you have registered against
- Select ‘Create a Response'
- Run through the wizard to create a response
e)To complete a Response
The response is made up of 5 tabs:
- General - This is where you can note any additional information for the buyer
- Item - This is where you will select the Lot/s you are NOT interested in
- Questionnaire - This is where you answer questions related to the procurement (please click on the'?' whenever you see the symbol as this provides you with question specific information). Question response types will vary between attachments; drop down list, numerical or text input.
- Attachments - This is where you can attach any additional documents
- Reference Fields - Not applicable
Save your response regulary
Helpful Hints and Tips - Please Read
Important: Please read this section before completing any questions.
- Read all Instructions - Please ensure that you read and understand all the required instructions/actions and appropriate deadlines and any subsequent communication.
- Secure login - Please treat your Proactis portal logins securely. If you believe you have lost your password please log on to the website and click 'Forgotten Password'.
- Save regulary - For security reasons your access to the portal will 'time out' if inactive for 20 minutes if you do not click 'save changes' within this time. Failure to do so will mean you risk losing your work.
- You are able to Save your response and come back to it at any time.
- Communication / Messages: To write or read any messages use the secure messaging to communicate with the Council and to seek clarification, this will provide an audit trail for all discussions and clarifications.
Please click on the opportunity and click the ‘view messages' button.
- Response time - Do not leave your response until the last minute or hours before the deadline. If you experience connection problems you will miss the deadline and your response may be deemed non-compliant and rejected. Always upload generic information early to avoid last minute time pressure.
- Attachment size - Size attachments should be no larger than 16MB.
Please note depending on the time of day and internet traffic, the submission of large electronic files may take some time. The speed at which your submission is received will also depend on the size of the file and the internet bandwidth available to you. Allow sufficient time when tendering electronically. As a general guide, a simple two page text file should take less than 30 seconds to transmit. A large file (i.e. one approaching 4MB file size) may take several minutes to transmit.
ALL of the submission Must be received prior to the submission deadline.
If your transmission is part received when the deadline is reached, the submission will fail. As a general rule, if the transmission process has not completed within 10 minutes, it has been unsuccessful.
- Submitting responses - Please submit your response when completed. This will submit your response to the Council.
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(WA Ref:12247)
VI.2)Date of dispatch of this notice: