Issue - meetings

Tender and Award of Transport Contracts under the Dynamic Purchasing System for Transport

Meeting: 10/11/2021 - Cabinet (Item 6)

6 Tender and Award of Transport Contracts under the Dynamic Purchasing System for Transport pdf icon PDF 174 KB

Additional documents:

Decision:

Cllr Philip Robinson, Cabinet Member for  Economy, Education and Skills sought Cabinet approval for The Procurement and Award of Transport Contracts under the Gloucestershire County Council Passenger Transport Dynamic Purchasing System (DPS). This included  all public transport and home to school transport contracts, with an expected total contract value of over £250k, a threshold at which contracts require sign off by the lead cabinet member (£250k - £500k) and full cabinet approval (over £500k).

 

Having considered all of the information. Cabinet noted the report and

 

RESOLVED to:

 

1) Delegate authority to the Lead Commissioner Community Infrastructure in consultation with the Cabinet Member for Economy, Education and Skills to:

 

a) Conduct a competitive procurement process under the Gloucestershire County Council Passenger Transport Dynamic Purchasing System (DPS) (the “Transport DPS”) in respect of each of the proposed contracts for transport services set out in Appendix 1 to this report. Each such contract shall continue for a period of 7 years commencing on the contract start between 22 November 2021 and 31 March 2023;

 

b) Award each such contract to the relevant preferred tenderer.

 

2) Note the update set out in Appendix 2 to this report from the Integrated Transport Unit summarising transport contracts awarded to date using the Transport DPS since its launch in February 2020, as required by the Cabinet decision of 24 July 2019.

 

 

 

Minutes:

Cllr Philip Robinson, Cabinet Member for  Economy, Education and Skills sought Cabinet approval for The Procurement and Award of Transport Contracts under the

Gloucestershire County Council Passenger Transport Dynamic Purchasing

System (DPS). This included  all public transport and home to school transport contracts, with an expected total contract value of over £250k, a threshold at which contracts require sign off by the lead cabinet member (£250k - £500k) and full cabinet approval (over £500k).

 

All contracts listed were re-procurements i.e. the request was approval  for a continuation of the services, no new services were being created. If approval was not granted then the services would either have to be stood down or contracts would need to be procured for a shorter term which would mean a higher daily price.

In July 2019 Cabinet had  approved the establishment of the second Dynamic Purchasing System (DPS) by the Integrated Transport Unit (ITU), for the procurement of transport contracts using the DPS. This report was solely for contracts with a value of over £250k.

Whilst most contracts had a lifetime cost of less than £250,000, some did exceed this level and the July 2019 Cabinet report included a commitment that decisions about such services would be taken by Cabinet as part of the approval of annual transport contracts forward plan. The alternative would be a series of individual Cabinet decisions throughout the year.

All contracts would be procured via the DPS which was a fully compliant system that met all requirements regarding procurement and use of public funds.

The Council’s scope to reduce overall costs of bus service and home to school provision and minimise reductions in services was enhanced by being able to procure longer term contracts, typically of up to 7 years’ duration. This provided operators with greater certainty over investment decisions, such as whether to purchase new vehicles. However, it did mean that total contract values were more likely to exceed £500,000. The Council could still terminate all such contracts in line with the contractual notice terms (currently a period of 90 days).

 

Having considered all of the information. Cabinet noted the report and

 

RESOLVED to:

 

1) Delegate authority to the Lead Commissioner Community Infrastructure in consultation with the Cabinet Member for Economy, Education and Skills to:

 

a) Conduct a competitive procurement process under the Gloucestershire County Council Passenger Transport Dynamic Purchasing System (DPS) (the “Transport DPS”) in respect of each of the proposed contracts for transport services set out in Appendix 1 to this report. Each such contract shall continue for a period of 7 years commencing on the contract start between 22 November 2021 and 31 March 2023;

 

b) Award each such contract to the relevant preferred tenderer.

 

2) Note the update set out in Appendix 2 to this report from the Integrated Transport Unit summarising transport contracts awarded to date using the Transport DPS since its launch in February 2020, as required by the Cabinet decision of 24 July 2019.