User Guide - Supplying the South West
Contents
1. Ref EEE Resgistration Tender Submitted Contact Name Phone Number Email Web Tender Correspondence Address Lot1 Lot2 Lot3 Lot4 Lot5 Liabiliy Liability 1 4585987 825705722 __ AL VAC UK LTD Mr Mike Howard Mike Howard 01202 668001 mike al vac co uk Beecroft Nursery Harvey Road Wimbof_A No No _ 5M 10M 2 1864090 507815347 __ Arriving Ltd Tas APPAVERS Mr Andrew Woodhead Andrew Woodhead 01889 560920 andrew appavers co uk www appavers co uk Paver House Dovefields Industrial Esta No No No A Nof 5M 10M 3 444569 GB 209 5687 97 Ashtead Plant Hire Co Ltd A Plant Miss Lucie Affleck Lucie Affleck 01925 281082 tenders aplant com piel ent Dalton Avenue Birchwood Park W No A u 5M 10M 4 s 634 6512 44 B T Wood Miss Danna Sorrell Donna Sorrell 01297 678258 woodsorrell aol com www btwoodplanthire co uk B T Wood Plant Hire Higher Park Far A_ PA u 5M 10M 5 1008351 997320973 Brandon Hire Ltd Mr Nigel Strickland Nigel Strickland M 07545921167 nigel strickland brandonhire co uk www brandonhire co uk Brandon Hire Ltd 30 New Borough Wi 5M 10M Mr Benjamin Frank 01929 552989 2281264 504522385 Bredon Construction and Haulage Wareham Limited Crew2. Managing hotmail co uk Station Garage Northport Wareham DI 5 Director 07855 538704 7 Partnership 634327645 i i i Alastair Dennis T 01404 861226 i Sunnyfield Yarcombe Honiton Devon No No No A No 5M s 730241578 dave menally jcb hire mr david menally Dave McNally e Ne Peverell Road Hamworthy Poole o a No Wo No No sm 9 1540286 GBE34466333 eagle plant wessex eagle Itd MR MICHAEL GRIMOLDBY _ Mr Michael Grimold i deat 0 Great Western Business Centre Beech No A A No 10 4002143 658742691 Fletchamoore Ltd Mr Kevin Rigler Kevin Rigler enat kevin fletchamoore co uk fletchamoore co uk North House Farm Huntick Road Lyte No no no a No 5M 10M 11 sole trader 704654738 G amp P Agricultural Services Mr Geoffrey Martin Mrs Patricia Martin 07977432328 pimms_ 54 hotmail com n a 1 Plover Close Milborne Port Sherborn A U U Ul Ul 12 1906911 323 6526 70 G Crook and Sons Mr Roger Ferris Michelle Handel 01305 852064 Stafford House Prince Of Wales Road fa aA u 5M 10M 13 198823 259793107 Gap Group Mr Sam Moore Louise Crush 0141 225 4600 Blenheim Place Dunston industrial Estd No a Nol A 5m 10M 14 2220727 376290333 Garic Limited shal odie Tel 0161 766 8808 rhianw garic co uk www garic co uk GARIC LTD HEAD OFFICE KINGFIS no no no no A 5M 10M Gemma Jarrett C045681 762 0698 17 Hewden Miss Suzanne Parkin PQQ amp Tender 07785 7706672 Gemm
3. In the event that ordered plant or vehicles require cancellation the Council shall notify the contractor by 2 00pm the day prior to the commencement of hire and no charges shall apply for such properly made cancellations Where the Council cancels a hire period for plant or vehicles after 2 00pm the day prior to the commencement of the hire period and the item of plant or vehicle has already been delivered as specified or is in the process of being delivered the contractor shall be entitled to a delivery fee which shall not exceed one day s hire charge Where the contractor has attempted to collect an item of plant or vehicle as agreed with the Council and the item of plant or vehicle is not available the contractor shall be entitled to a collection fee which shall not exceed one day s hire charge To avoid any misunderstanding the Contractor must notify the Council where a collection has been arranged but the item of plant or vehicle is not available The contractor shall process any amendments or cancellations of orders and notify the Council in advance of cancellation fees arising 15 Timesheets For hire periods the contractor s employee must complete the Council s official timesheet This completed timesheet must be approved and signed by the Council s representative and must accurately record actual hours worked including non core hours worked and shall clearly indicate rest periods down time and any other time agreed not to be pa
4. of plant or vehicle within the delivery location will be the Council s responsibility The Council reserves the right to relocate an item of hired plant or vehicle and will notify the contractor by the following working day of any such move 13 Collection For operated and self operated plant the Council will provide reasonable notice to the contractor of the anticipated off hire date Self Operated Plant will only be off hired when officially released through verbal confirmation by the Council s representative For operated plant the hire period ends when the vehicle and operator are released by the Council s representative from the specific task The contractor shall ensure that where an item of plant or vehicle has ended its hire period the item of plant or vehicle is removed promptly at a time agreed with the Council or by the next working day at the latest The contractor will be bound by all obligations under this contract until such time as the vehicle is off hired by the Council Responsibility for the security of off hired items of plant and vehicles will transfer to the contractor when collected from the premises or at 4 00pm on the next working day following the day that the hire period ended if the off hired items have not been collected The Contractor shall provide an off hire reference number for each item of plant equipment and vehicles that the Council off hires 14 Cancelled or abortive delivery and collection
5. of the contractor s employees or sub contractors Where a third party is responsible for any loss or damage arising to a vehicle or item of plant and the Council has provided to the contractor full details of the incident including where available the third party s insurance details the contractor will not pursue the Council for any payment but will handle any claim directly through their own or the third party s insurance 22 Drivers and operators For hire of plant and vehicles with operator the contractor shall ensure that operators hold all licences and certificates relevant to the vehicle on hire and valid for the hire period in line with current relevant legislation The contractor shall ensure that where required by law all its operators receive appropriate levels of driver CPC and CPCS training 23 Penalties and fines The contractor shall pay all penalties and fines incurred by a vehicle when operated by the contractor s employees sub contractors or other representatives including parking fines and road traffic offences 24 Environmental compliance The contractor shall comply with current relevant legislation concerning the handling of waste and shall cooperate with the Council in respect of recycling and re use initiatives The contractor shall comply with the Council s waste management policies and procedures and shall take all necessary measures to prevent pollution of water land and air The contractor shal
6. 930 151629570 Speedy Asset Services Limited Miss Sarah Dawson Tony Kilroy 01942 327388 tony kilroy speedyserices com www speedysemices com Chase House 16 The Parks Newton le No A A No A 25 4420885 846504715 The Surfacing Company Mr Barry Draper Will Hadfield ee Sei will thesurfacingcompany co uk www thesurfacingcompany co The Surfacing Company Ltd Unit 2 104 No No No A David Smith 2829115 623 8012 67 Tripod Crest Ltd Mr Steve Cooper South West Area 01270324 Dave smith tripodcrest co uk 07764 152817 26 Manager 7 T 01935 873217 5 37 Partnership 634 6521 43 Turner Mr Graham Turner Mr G L Turner M 07582439860 louise_turner101 hotmail com Sam Ward 356 7008 48 Willsher Plant Miss Ruth Willsher Commercial PAESI aii sward willsherplant com war 10M 07795464778 28 Manager A M 07976 239122 5 29 3599155 717660623 WT Construction Poole Ltd Mr Peter Whelan Mr Peter Whelan T 01202 620541 wtconstructions btconnect com www wt construction co uk Selby s Yard Huntick Road Lychett Md 10M Jo Tender Submitted Jno Tender Prices Offered CA Framework Awarded E Tender Unsuccessful Operation of the Framework 1 Use of Framework 1 1 1 2 Contracting Bodies are permitted to use the Framework as below in accordance with Regulation 19 of the Public Contracts Regulations 2006 and any subsequent amendment or re enactment thereof Unless specifically advised otherwise g
7. Dorset County Council Sse User Guide Framework for Operated and Self Operated Plant Hire Reference SWCE 9EAE7N Issue No 1 1 July 2014 to 30 June 2016 Provision to extend further 2 years User Guide Introduction This User Guide outlines the Framework Agreement in respect of the following Framework for Operated and Self Operated Plant Hire Reference SWCE 9EAE7N Lots The Framework is split over the following Lots Plant amp Operator Self Drive Plant Small Plant Planers and Pavers Portable Building Hire i Awarded Contractors full details on page 5 In Alphabetical order only Lot 1 Al Vac UK Ltd B T Wood Bredon Construction amp Haulage Ltd G amp P Agriculture Services G Crook amp Sons Hewden Mark Farwell plant Hire Ltd Roy Stroud amp Co Ltd S R Willmore Plant Hire Turner Dave Mcnally Langley Civil Engineering Ltd M B Wilkes Ltd Lot 2 Ashtead Plant Hire Co Ltd G Crook amp Sons Gap Group Hewden One Call Hire Ltd Selwood Ltd Speedy Asset Services Ltd Wessex Eagle Plant Lot 3 Ashtead Plant Hire Co Itd Brandon Hire Ltd Gap Group Speedy Asset Services Ltd Wessex Eagle Ltd Lot 4 Arriving Ltd B T Wood Fletchamoore Ltd G Crook amp Sons Jet Plant Hire Ltd Mark Farwell Plant Hire The Surfacing Company Tripod Crest W T Construction Poole Ltd Willsh
8. a Jarrett Hewden co uk www hewden co uk Floor 9 Trafford House Chester Road 9 5M 10M 15 Manager R y 3 01626 365 912 on F c o TETLAW Signal Buildings Brunel sda cos lao efm fme a ne 16 2445559 GB 551 3328 64 Jet Plant Hire Ltd Mr Eddie Bower Eddie Bower 07764 420 094 eddie jetplant co uk www jetplant co uk Road NEWTON ABBOT T012 4FD 5M 10M 17 4114458 777332993 ley civil engineering Itd Mr Darren Lang Darren Langle 01725 517139 info langleyceltd co uk www langleyceltd co uk Units 2 amp 3 Manor Farm Cranbourne A No No Nof 5M 10M pe a ree Pa ae fi een om 18 2940486 634 5362 42 Mark Farwell Plant Hire Ltd Mrs Amanda Farwell Martin Farwell 1258 455219 mfanwell btconnect com _markfanwellplanthire co R A T 01258 857645 F p 19 795269 186 2946 24 mb wilkes Itd mr david fletcher Dave Fletcher M 07738 739786 dave mbwilkes com www mbwilkes com 3987596 GB 756532318 One Call Hire Ltd Mr Andy Green Tom Gleeson jT 0208443 7125 tom gleeson onecallhire com www onecallhire com 20 M 07803 263377 A 5 i 21 552595 186474132 __ Roy Stroud amp Co Ltd Mr William Stroud Mr Bill Stroud Mand01460 240541 bill stroud hotmail com 22 586 399665 S R Willmore Plant Hire Mr Stewart Willmore Mr Stewart Willmorel 07778 210847 Billywillmore hotmail co uk i 23 494547 188 7246 15 Selwood Ltd Mr Depesh Dayal Depesh Dayal 02380 250111 depesh dayal selwood co uk www selwood co uk Bournemouth Road Chandlers Ford Eq U 24 6847
9. and Plant and vehicles are to be 98 vehicle made available within the availability timescales stated in Paragraph 12 Vehicle All vehicles and plant supplied 100 roadworthiness shall be roadworthy Operator All drivers and operators shall 100 competence have current valid licences and certificates allowing them to legally safely and efficiently operate the vehicle Plant and All vehicles delivered shall be in 98 vehicle a Clean safe and fit for purpose condition condition and supplied with a full tank of fuel unless otherwise agreed with the Council s representative Complaints to bookings ratio The contractor will record the number of bookings and register complaints made for each calendar month lt 1 complaints to bookings ratio per calendar month Complaints The contractor will provide a 100 of resolution copy of their complaints log on a complaints to be monthly basis detailing the responded to nature of complaints and within 24 hours of remedial action taken including receipt of timescale to satisfactory complaint resolution 98 of complaints to be resolved or have an agreed action plan in place within 3 working days Plant and The contractor to ensure that off 98 vehicle hired plant and vehicles are collection collected within 8 working hours of the end of the hire period Invoicing The contractor shall provide the 98 accuracy rate Cou
10. ax 01305 22 1269 Or via Email to j r griffiths dorsetcc gov uk Dorset County Council Sse Dorset County Council Acknowledgement To be completed by DCC Name Position Signature Date Appendix 3 Feedback Form External bodies only internal users contact Dorset Procurement Framework for Operated and Self Operated Plant Hire This form is available as a separate electronic document Please email j r griffiths dorsetcc gov uk Name of Contracting Body End User Organisation Your Details Name Title E mail address etc 1 Name of Contractor engaged by your organisation 2 Approximate value of business placed with the Contractor per annum 3 Method of procurement Direct call off Further Competition 4 If via Further Competition exercise how many Contractors submitted a bid 5 Assessment of overall performance of the Contractor Excellent O Adequate Good O Poor 6 Assessment of the Contractor performance Excellent O Adequate Good O Poor 5 Assessment of Contractual Management performance Excellent O Adequate Good O Poor 6 Quality of Contractor s communication quotations etc Excellent O Adequate Good O Poor 7 Any other feedback Notes Access to Framework Other Contracting Bodies Before conducting any activity under this Framework it is a requirement for potential Users to complete the User Agreement App
11. be the entire responsibility of the Council Upon notification by the Council by telephone of any breakdowns or faults that render the item of hired plant or vehicle unfit for use the contractor shall attend the location of the hired plant or vehicle within 2 hours to commence remedial work necessary The Council shall be permitted reasonable access to the contractor s vehicle and plant inspection and DVSA formerly VOSA Operator Compliance and Risk Score records upon request 18 Fuel Plant and vehicles hired shall be delivered with a full tank of fuel and the Council will off hire plant and vehicles with a full tank of fuel unless otherwise agreed in advance The Council will not pay fuel charges unless evidenced by the Council s representative at the point of hire or upon its off hire For hired plant and vehicles with operator the contractor shall at his own expense refuel the item of plant or vehicle with sufficient frequency to ensure that the item of plant or vehicle is operable during the hire period 19 Damage caused to hired plant and vehicles If damage is caused to hired plant and equipment where it is proven that the damage is due to the acts or negligence of the Council or its representative then the Council will be liable for the reasonable cost of repairs to the value of the item in the condition immediately prior to the damage Any damage to plant and vehicles will be notified and evidenced to the contractor within 24
12. ctive exhaust silencers and that all parts of exhaust systems are maintained in good repair so that extraneous noises from mechanical vibration creaking squeaking etc shall be reduced to a minimum 8 Lifting equipment The contractor s attention is drawn to the Lifting Operations and Lifting Equipment Regulations 1998 Where applicable lifting equipment hired under this contract shall be CE marked possess a Declaration of Conformity and comply with the UK Supply of Machinery Safety Regulations Inspection frequencies must comply with the Lifting Operations and Lifting Equipment Regulations 1998 The contractor shall fully cooperate with the Council to ensure that all lifting operations involving the use of lifting equipment hired under this contract is properly planned by a competent person appropriately supervised and carried out in a safe manner All lifting equipment shall be clearly marked with the safe working load SWL 9 Provision and Use of Work Equipment Regulations 1998 PUWER The contractor s attention is drawn to the Provision and Use of Work Equipment Regulations 1998 PUWER For operated plant and vehicles the operator is responsible for carrying out daily inspections and updating routine maintenance logs For self operated plant and vehicles the contractor is responsible for providing sufficient daily inspection sheets to cover the hire period For operated and self operated plant where new items are suppl
13. ead to reductions in hire expenditure and plant and vehicle emissions 4 Hours of Service Normal core operating hours in relation to the provision of services shall be 8 hours per day between 07 00 to 18 00 Monday to Saturday excluding Bank and Public Holidays Non core hours are those authorised by the Council for the contractor to work outside of the core hours Any core and non core hours worked by the contractor that have not been authorised by the Council will not be paid for The Contractor shall comply with all current relevant rules relating to drivers hours and the keeping of records This contract provides for the following rest periods for the contractor which may be taken in whole or in part during the period of the working hours Up to 8 hours worked 7 hours on a Friday 30 minutes rest period 8 hours or over worked 7 hours on a Friday 45 minutes rest period 4 5 hours driving 45 minutes rest period There may be exceptions to these working hours for example response to emergencies where hours of work cannot be determined prior to commencement of the hire period An out of hours service may be required by the Council from time to time for any collection delivery recovery or maintenance of plant and vehicles An out of hours emergency contact telephone number shall be provided by the contractor 5 Personal protective equipment The contractor must ensure that his employees and sub contractors are issued and w
14. ear at all times appropriate safety clothing and equipment which is CE marked in accordance with the Personal Protective Equipment Regulations 2002 and other relevant legislation This clothing and equipment must be in good order and be stored used and worn correctly Upon request the Council may supply the contractor with personal protective equipment which will be charged accordingly 6 Hand arm and whole body vibration The contractor s attention is drawn to the requirements of the Control of Vibration at Work Regulations 2005 and the Code of Practice for Noise and Vibration Control on Construction and Open Sites BS 5228 2 2009 Exposure action values and exposure limits must be clearly indicated through means of HAV tags on relevant items of plant hired to the Council under this contract 7 Control of Noise The contractor s attention is drawn to The Control of Noise at Work Regulations 2005 the Code of Practice for Noise and Vibration Control on Construction and Open Sites BS5228 1 2009 and Sections 60 and 61 of the Control of Pollution Act 1974 All activities with plant and vehicles hired under this contract with must be operated so as to minimise noise emissions Any plant or vehicles in intermittent use shall be shut down during periods of inactivity or where this is not practical shall be throttled back to a minimum The contractor shall ensure that items of plant and vehicles hired under this contract are fitted with effe
15. endix 2 and return it to Dorset County Council User Guide We have endeavoured to outline basic information within this User Guide however if further details are required or you have a query on any aspect of this agreement then please do contact the lead below Contact Justin Griffiths Senior Category Manager Highways Waste Environment Email j r griffiths dorsetcc gov uk Tel 01305 22 1269 Dorset County Council Sse Dorset Procurement County Hall Colliton Park Dorchester Dorset DT1 1XJ
16. er Plant Curtis Contractors Lot 5 Brandon Hire Ltd Gap Group Garic Ltd Hewden Speedy Asset Services Ltd Framework Point of Contact We have endeavoured to outline basic information within the User Guide however if further details are required or you have a query on any aspect of this agreement then please do contact the lead below Contact Justin Griffiths Senior Category Manager Highways Waste amp Environment Email j r griffiths dorsetcc gov uk Tel 01305 22 1269 Dorset County Council Sse Dorset Procurement County Hall Colliton Park Dorchester Dorset DT1 1XJ Contents Awarded Contractor s Details Operation of the Framework 1 Use of Framework 2 Calling Off Direct Award 3 Conducting Further Competition Award Criteria Details of Framework Agreement Background Scope Structure Duration Potential Contract Bodies End User Establishments and Geographical Areas Classification of End User Organisations Pricing Terms for Other Contracting Bodies aPon gt NOD Specification Appendix 1 Call Off Terms and Conditions Appendix 2 User Agreement external bodies only Appendix 3 Feedback Form external bodies only Notes Appendix 4 Lots 1 to 5 Schedule of Rates separate document separate document Awarded Contractors Details Company VAT Public Employer
17. he Contractor in respect of sales accrued by other Contracting Bodies Specification for Dorset County Council Hire of Operated and Self Operated Plant framework 2014 Tender Schedule 1 Specification and Lots Awarded FINAL V5 3 April 2014 1 Scope of the service During the Term of the framework the Council may require a range of plant and vehicles to supplement its own in house resources Due to uncertainties surrounding future budgets for highway maintenance and on going investigations into purchasing rather than hiring some items of small plant the Council provides no guarantees as to the volume or value of hire periods and any quantities referred to are provided for indicative purposes only A contractor may be approached with the Council s requirements and asked if he is able to provide the particular services required at that time If the contractor is able to meet the Council s requirements and their previous performance has been satisfactory then the Council s representative will issue a purchase order for the provision of the required services at the Contract rates and prices A tenderer is only required to submit rates and prices for those items of the service for which he wishes to be considered Throughout this Specification the following definitions shall apply Council shall mean Dorset County Council Bournemouth Borough Council and Borough of Poole Driver or Operator shall mean t
18. he employee or sub contractor hired to operate the vehicle Plant and or Vehicle shall mean any item hired under this framework 2 General The contractor shall provide a reliable and cost effective plant and vehicle hire solution to the Council fully meeting the Framework and Call Off Contract requirements Hire periods usually last between 1 and 28 days however there are occasions when hire periods will be up to 12 months During the hire period no mileage or other usage restrictions shall apply and costs and arrangements for fuel operated plant only routine maintenance and servicing are the entire responsibility of the contractor The contractor will follow the Council s reasonable instructions during the hire period and vehicles and plant will solely be employed on Council business during hire periods 3 Contractor s obligations The Contractor shall as a minimum Oversee the provision of services to ensure that they are delivered in accordance with the provisions of this contract eWork with the Council to identify and implement cost saving initiatives as appropriate eProvide advice on best options prices answering queries dealing with complaints etc eProvide and review Key performance Indicator information reports and other management information including attendance at quarterly contract review meetings as required eAdvise the Council on innovations and improvements industry best practices which may l
19. hours Retrospective claims for repairs to damage will not be reimbursed and any claim for damage will need to be evidenced and authorised by the Council representative in advance 20 Replacement plant and vehicles In the event of a breakdown accident or similar occurrence which renders the vehicle unfit for use the contractor shall provide a replacement within 2 hours following the initial 2 hours to respond to a breakdown unless otherwise agreed with the Council s representative Where plant and vehicles require collection and replacement either temporarily due to PUWER checks or more permanently due to damage the discounted rates for long term hire will remain in place for the direct replacement item 21 Accident and incident reporting and insurance All accidents which must be reported under the Reporting of Injuries Diseases and Dangerous Occurrences Regulations 2013 must be reported immediately to the Council and the Health and Safety Executive with a copy of the written report to the Council The Contractor will retain responsibility for insuring operated plant and vehicles hired under this Contract During the hire period the Council shall offer to the contractor the same degree of security to the plant or equipment as it would for its own items of plant or vehicles or similar value The Council shall not be responsible for any costs arising from loss or damage to a vehicle or item of plant caused by the actions or negligence
20. id for In addition the timesheet must clearly display a correct purchase order number Timesheets are available either from the place of hire indicated on the purchase order or from one of the Council s depots At the commencement of the hire period the Council s representative will inform the contractor of the process for ensuring timesheets are completed accurately and authorised signed Where practicable to do so timesheets will be made available to the contractor in advance of the hire period Completed timesheets must be returned to the Council s representative by 10 00am each Monday or sooner if the hire period ends before that It is the contractor s responsibility to ensure that timesheets are completed in an accurate and timely manner Failure to properly complete timesheets and secure authorisation may result in hours worked or services provided not being paid for or delayed payment The Council will not make deductions for stoppages beyond the control of the contractor e g resulting from winter maintenance duties or call outs to deal with emergency situations This is applicable to non core hours worked unless agreed prior to the commencement of hire by the Council s representative Invoices relating to contractor s employee hours worked must include a copy of the relevant timesheet 16 Vehicle specification All vehicles shall e Conform to the manufacturer s minimum UK specification including where app
21. ied in additionally the contractor shall ensure compliance in relation to CE marking and Declaration of Conformity In all cases plant and vehicles supplied under this contract shall Be fit for purpose and correctly installed eSafe to use and inspected regularly to ensure that it is maintained in a safe condition eProvided with appropriate safety and usage instructions eAccompanied by suitable health and safety protection measures eOnly be used by operators who have received adequate information instruction and training The Council s recommended inspection frequency is 6 monthly and this is the minimum requirement for plant and vehicles hired under this contract 10 Sites and Depots The contractor shall comply with specific site safety rules for Council depots This includes signing in traffic management arrangements and personal protective equipment requirements For specific work sites a contractor providing operated plant will require to be inducted and follow site specific safety rules and cooperate full with the Council in the observance of relevant method statements and risk assessments Failure to observe Council safety rules and instructions relating to site and depot method statements and risk assessments will result in the removal of the contractor from the site 11 Ordering arrangements The contractor shall provide systems which allow the Council to hire plant and vehicles by means of e mail and electronic purchas
22. ing systems In certain circumstances orders may initially be via telephone then backed up by e mail Orders can only be confirmed by an official purchase order from the Council which must then be quoted on the contractor s invoice raised for the corresponding hire period Purchase orders will contain the following information The official order number as at clause 6 2 of the call off terms The contractor s name and address The name of the Authority hiring the plant or vehicle A named individual requiring the hire the Council s representative The contact telephone number of the Council s representative The types and numbers of plant or vehicles required The date time and place of commencement of the hire period and duration If a vehicle or plant requested is not available the contractor may by agreement provide a suitable alternative with similar or greater performance If an upgrade is provided the hire rate for 7 the originally requested item shall be charged by the contractor however if the item provided is a lower standard the cost of hire shall be from the lower performance category The contractor shall seek approval for any such changes prior to the commencement of the hire period Following a booking the contractor shall make requested vehicles and plant available within the timescales indicated within the pricing schedule A summary of all items of hired plant and vehicles on hire at that time only shall be sup
23. itions of the Framework cannot be renegotiated and the specification used in setting up the Framework cannot be substantively changed Price The Council may conduct further competition based on evaluation of 100 price where it is seeking best price from Contractors to meet the particular circumstances of the individual Call Off Contract and no element of quality is to be evaluated Price and Quality The Council when conducting further competition may at its option vary the weighting ratios of Price and Quality as part of any further competition if both quality and price are to be evaluated The Council may wish to conduct further competition to reflect particular circumstances for the individual call off and weigh the evaluation award criteria according to the Council s requirements Examples of possible requirements are particular delivery timescales particular invoicing arrangements and payment profiles additional security needs incidental charges particular mixes of rates and quality where the terms include a price mechanism individual special terms e g specific to the particular products services that will be provided to meet a particular requirement under the Framework Tenderers are further advised of the following in respect of further competitions The Council may opt to use electronic methods for running further competitions and evaluation of tenders will be included within the electronic process Equa
24. l be a registered waste carrier and shall cooperate with the Council to ensure that either season ticket annual waste transfer notes or standard waste transfer notes are completed for all movements of waste Road planings remain the sole property and responsibility of the Council who will utilise the vast majority generated through road reconstruction works in Council recycling schemes 25 Management information The contractor shall make available to the Council reasonable management information reports as requested from time to time The contractor shall be responsible for the integrity of this data at all times Management information may include but not be limited to order line summaries and spend data Lots Awarded 26 Key Performance Indicators The contractor shall at all times comply with the service levels outlined Measurement of compliance performance will be monitored through key performance indicators KPIs detailed in the table below Monthly KPI reports will be submitted by the contractor to the Council s representative and will be considered in detail at quarterly review meetings Regular failures in performance may result in the Council opting for alternative suppliers on the framework Item Key Specification Target performance indicator 1 Replacement The contractor will provide 98 plant and replacement plant and vehicles vehicles when required within the timescales stated in paragraph 20 2 Plant
25. licable spare wheel or equivalent wheel brace and jack e Be maintained according to the manufacturer s recommendations e Be fit for purpose roadworthy and meet all legal compliance requirements currently in force e Where applicable meet all VOSA operator licensing requirements and display a valid O Licence disc e Where applicable display the appropriate road fund licence on the windscreen e Where reasonably possible be compliant with best industry practice available at the commencement of hire e Where reasonably possible all commercial vehicles to comply with Euro 5 standards as a minimum e Identify their plant and equipment clearly with the company name contact details and identity reference 17 Vehicle and plant maintenance The contractor shall provide a comprehensive breakdown recovery and repair service for all items of hired plant and vehicles at all times and with no additional cost to the Council For vehicles hired under this contract the contractor shall be responsible for arranging at it s own cost for all repairs and routine maintenance of plant and vehicles in accordance with the manufacturer s recommendations including but not limited to tyre battery and exhaust replacements Payment and arrangement of puncture repairs to tyres on operated plant in Lot 1 and 4 will be the entire responsibility of the contractor Payment and arrangement of puncture repairs to tyres on self operated plant in Lot 2 will
26. ll Off Contracts under the Framework Agreement and that the Contracting Authority is not responsible or accountable for the conduct of the End User Organisation in relation to the Framework Agreement or for the performance or non performance of any Call Off Contract between the End User Organisation and any framework provider e will indemnify defend and hold harmless the Contracting Authority against all actions claims costs expenses and damages arising from any claim by or against any framework provider pursuant to entering into a Call Off Contract under the Framework Agreement e will co operate with the Contracting Authority to provide all such information as may be required by the Contracting Authority to monitor a framework provider s performance under the Framework Agreement Definition Contracting Authority means Dorset County Council on behalf of the Pro5 Group I confirm am authorised to enter into this Agreement on behalf of the User Organisation detailed below Name of User Organisation Address Telephone E mail Name Position Signature Date Coniractor s of Interest if all then state All Lots Lot 1 Lot 2 Lot 3 Lot 4 o0 o0 o o a Lot 5 Return this form to Via Post Justin Griffiths Dorset County Council Dorset Procurement Level 3 NE Wing County Hall Colliton Park Dorchester Dorset DT1 1XJ Or Via F
27. lly the Council may opt to use non electronic methods Interview presentations and or site visits may be required as part of the process of further competition An electronic reverse auction may be conducted as part of the contract award process at further competition stage even though an e auction was not used to appoint Contractors onto the Framework itself Whilst further competition is likely to be conducted by the Council further competition may also be run by the Council on behalf of a collaboration or group of End Users where necessary or desired Award Criteria Submitted tenders were evaluated to find the most suitable Tenderer who can meet the Specification and provide competitiveness of price Evaluations were carried out by officers of the Council who followed systematic and comprehensive process in accordance with the Council s procedures using the following evaluation criteria and weightings 1 Plant amp Operator 5 25 70 2 Self Drive Plant 5 25 70 3 Small Plant 5 25 70 4 Planers and Pavers 5 25 70 5 Portable Building Hire 5 25 70 Weighting out of 100 Health and Safety 30 Service Delivery 30 Environment Protection 20 Capability amp Administrative 20 Details of Framework Agreement 1 1 1 Background The Council placed a contract notice in the Official Journal of the European Union OJEU ref 2014 S 069 118984 publication date 08 04 2014 seeking ex
28. ncil with accurate invoices each month each month Appendix 1 Call Off Terms and Conditions Please refer to stand alone document Plant Hire Framework Terms and Conditions Appendix 2 User Agreement External bodies only Framework for the Operated and Self Operated Plant Hire This form is available as a separate electronic document Please email j r griffiths dorsetcc gov uk TO BE COMPLETED BY THE END USER ORGANISATION Before conducting any activity under this framework please complete this form and return it by post fax or email to Dorset County Council return details below USER AGREEMENT confirm that the End User Organisation detailed below wishes to access the above mentioned Framework Agreement and that in doing so the End User Organisation e will act in accordance with the guidance and instructions set out in this User Guide and in accordance with the Public Contracts Regulations 2006 as amended e will comply in all respects with the Framework Agreement and the Call Off Contract terms and conditions which it is deemed to accept in entering into this Agreement and will not do anything that may put the Contracting Authority in breach of its obligations under the Framework Agreement e will inform the Council immediately if it becomes aware of any issue that may give rise to a breach of the Framework Agreement e accepts that it is independently responsible for the conduct of its award of Ca
29. nted 29 suppliers to the Framework across all 5 lots Details of the framework award are detailed under awarded contractor s details 4 Duration 4 1 The Framework shall be for an initial 2 year period commencing on 1 July 2014 and ending on 30 June 2016 There is a provision to extend by a further 24 months at 12 month intervals subject to satisfactory performance 5 Potential Contracting Bodies End User Establishments and Geographical Area 5 1 The following authorities were specifically named on the OJEU notice Bournemouth Borough Council Borough of Poole 5 2 Regions in England Main Regions South West See link http www swcouncils gov uk media documents Local Authorities in the South West 2010 list pdf Classification of End User Organisations 6 1 Local Authority Councils County Unitary District and Borough Councils Parish and Community Councils are also permissible users See link http www direct gov uk en DI1 Directories Localcouncils index htm 7 Pricing Terms for Other Contracting Bodies 7 1 The authorities named at 5 1 may access the Framework based on an agreed schedule of rates 7 2 Other potential contracting bodies may access the Framework based on an agreed schedule of rates plus 1 uplift The rates would be sought from the framework provider in accordance with the individual contracting bodies requirements 7 3 The 1 provides for the retrospective rebate payable to the Council by t
30. oods and services will be delivered directly to the Contracting Body concerned in accordance with the Specification contained within this Invitation to Tender and Framework Agreement or the updated Specification contained within a Contracting Body s specific tender document if the Contracting Body chooses to run further competition 2 By Direct Award 2 1 2 2 2 3 If the Council decides to source Services through the Framework Agreement it may award a Call Off Contract in accordance with the terms of the Framework Agreement without reopening competition The Council may carry directly award a Call Off Contract if a comparison is possible between the Contractor s provision which for this Framework will primarily be in consideration of the rates submitted as set out in the Price Schedule and the Contractor has capacity plus the ability to meet the requirements of the Call Off Contract such as delivery Using this approach the Council may not reopen competition under the Framework and will not engage in substantive negotiations with the Contractor 3 By Conducting Further Competition 3 1 1 3 1 4 3 2 3 2 1 3 2 2 3 2 3 3 2 4 Where the terms laid down in the Framework Agreement are not precise or complete enough for the particular call off further competition will be held amongst all those Contractors on the Framework Agreement that are capable of meeting the particular requirement The basic terms and cond
31. plied by the contractor to the Council s purchasing team by 10 00am each Monday 12 Delivery The contractor shall supply the item of plant or vehicle or vehicle and operator on the date time and location specified in the purchase order and in accordance with the instructions of Council at the prices agreed in the contractors tendered rates The hire period shall commence at the time requested or when the vehicle or vehicle and operator arrive at the specified location whichever is later provided the Council does not choose to exercise its right to refuse a late delivery Delivery costs are as stated in the contractor s tendered rates and for the avoidance of doubt are one way only Hired plant and vehicles delivered by the contractor to the Council must be signed for by the Council s representative Under no circumstances shall the contractor deliver an item of hired plant or equipment without it being properly received and signed for by the Council s representative and such plant and vehicles will be treated as undelivered For plant or vehicles with operators only hours worked on site during the hire period will be paid at the contractor s tendered rates No travel time to and from site will be paid by the Council The contractor shall be responsible for the delivery unloading and generally making fit for use the item of hired plant or vehicle ready for the commencement of the hire period Subsequent movement of the hired item
32. pressions of interest from providers for operated and self operated plant hire The Council sought tenders to establish a Framework Agreement with suitable Contractors to supply and deliver operated and self operated plant In setting up the Framework the Council is acting as lead authority on behalf of the Contracting Bodies who may access the Framework The requirements are predominantly for the following Council Authorities Dorset County Council Dorset Highways Operations Borough of Poole Bournemouth Borough Council A framework agreement is an agreement which establishes the terms under which the Contractor will enter into one or more contracts call off contracts with the Council in the period during which the framework applies Being appointed onto a framework is not a guarantee of business 2 Scope 2 1 Dorset County Council DCC Dorset Highways Operations DHO hires operated and self operated plant machinery and equipment to supplement the Dorset County Council DCC owned fleet and equipment This framework is for the provision of operated and self operated plant hire mainly for use by Dorset Highways Operations but is available to use by other Departments within the Authority The framework lot structure is as follows Lot 1 Plant amp Operator Lot 2 Self Drive Plant Lot 3 Small Plant Lot 4 Planers and Pavers Lot 5 Portable Building Hire 3 Structure 3 1 The Council has appoi
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