KCC Home to School Transport – Bulk Route Contracts & DPS Bidder Briefing April 2017

House keeping

Introductions Stephen Brown – Procurement Manager Shane Bushell – Client Transport Manager

Purpose of today Current position of the Council Overview of the approach; Explanation of the procurement process; Questions

Current Position Budgets Programme of change SEN transport- is forecasted to be over spent by in excess of £2 million for 2016/17 Further reductions in funding from central government for 2017/18- £80million reduction. Programme of change We are approaching the halfway stage of our programme…

Strategic outcomes and key benefits Children and young people in Kent get the best start in life. Ensure students arrive to school in a fit state to learn. Key benefits: Improved customer experience and communication (Clients & Schools) Greater understanding of client needs Collaboration with schools to deliver awareness training to operators. Single points of contact for operators. Value for money Efficiencies in network by maximising purchased capacity Reduction in annual spend to alleviate budget pressures Creating greater competition in the market.

Delivery models Lot strategies & route planning How did we develop the strategies? Feedback from market Clustered into areas Lots broken down for PSV and Non-PSV operators DPS- schools selected for individual routes. Route planning Officers use planning tools to devise routes with maximum ride times set. Collaboration with schools to understand client’s needs to ensure arrangements are appropriate.

Delivery models- bulk route contracts

Delivery models- DPS single route contracts

Delivery models for operators There are three different options: Supplying 100% of the services. Subcontracting; permitted ensuring the operator utilised is approved by the Council. Consortia arrangements; formed of several operators which may include but not limited to, pooling resources to deliver the service. Special purpose vehicle (SPV) may be used- please contact us prior to using this model for further advice.

Programme of Schools- Summer 17 To start September 2017 Cage Green C P School One School contract bundle, excluding PSV and long distance clients 15 Cage Green Centre For Autism Ridge View School Aspen Roots Aspen Satellite at Aylesham Aspen Unit I Aspen Unit II Whitfield & Aspen School Broomhill Bank School (north) DPS- individual routes Caldecott Community School Canterbury Academy Elms School Malling School Tydeman Centre (Malling School) Meadows 16+ Meadows School Oakley Tonbridge Oakley Tunbridge Wells Quest School, The Stone Bay School Joy Lane Autism Unit Learning Opportunities Centre Ringwould Longfield Academy Spectrum Centre Meadowfield School

Procurement of Bulk Route Contracts Event Anticipated Date Last date for tender clarification W/C 29th May 2017 Closing date and time for Tender submissions W/C 05th June 2017 Final clarification meeting W/C 12th June 2017 10 day standstill W/C 3rd July 2017 Contract award W/C 17th July 2017 Issue Contract documentation for signature Contract mobilisation period 24th July – 3rd September 2017 Service commences W/C 4th September 2017

Lots As a minimum, bidders must bid for a least on entire lot. Bidders cannot just bid for one route, the individual routes will be published on the DPS. Bidders can bid for as many lots as they wish. Example below: Lot School Vehicle Type No. Routes No. Consignments 1 Wyvern School PSV 4 41 2 3 22 Non PSV 11 31 Broomhill Bank School 5 14 5 Broomhill Bank School Non PSV 3 13 6 18 7 PSV 52 8 Ifield School 69 9 10 44 Forelands School 78 11

Documentation Instructions Forms for Completion Appendix A – Pricing Schedule Terms and Conditions – Council’s standard T&Cs you MUST agree to them in order to be able to tender for work with KCC.

Forms for Completion Selection criteria – Documentation – Very Similar to DPS Financial Standing Documentation – Anti Collusion Certificate Form of Tender Commercially Sensitive information Award Lot Rank Preference Core Requirements – Specification Mobilisation plan

Pricing Schedule

Pricing Schedule For the purposes of Evaluation the following scenario will be used - Annual Price + 3 Additional Vehicles + 5 additional passenger assistants

Clarifications Any questions you may have regarding the documentation MUST be raised through the Kent Business Portal. If you feel it is commercially sensitive please state in the message. All clarifications will be anonymised before being published.

Portal Upgrade Please be aware that the portal will be unavailable between the 19th and 22nd May. The system will look slightly different Expect further communication in the coming weeks.

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Any Questions?

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