1. Home to School Transport Contracts Providers Information Session Nicola Scribens– Facilitator (Procurement Consultant - NSC) Terri Knowlton (Transport Manager - NSC) 4 th February 2016

2. Introduction and Overview Introductions Apologies about the heating! Holding two sessions today First session for new Providers Second session is a Refresher session Covering Procurement Process/Portal/Routes Questions as we go An opportunity to ask questions at the end

3. Home to School Transport - Scope This Procurement is being managed by using the Open Tendering Route. A one stage process whereby the Pre-Qualification, Quality and Pricing is evaluated within one evaluation process. This procurement is for the provision of a range of Home to School Transport Contracted routes starting in June 2016. The terms of the contracts on offer differ dependent on the type of vehicle in use on the route. The work available includes Taxi’s, MPV 6 Seaters, 16 seat minibuses and accessible vehicles. The routes available are divided into 2 categories, Mainstream and SEN and there is a separate list of routes for each. Category 1 is for the provision of planned Home to School Transport services operating on defined routes to mainstream schools and with a specified minimum vehicle capacity or type, carrying pupils between specified addresses and/or wayside stops as specified on the schedule supplied at Appendix 1.

4. Scope – Cont. Category 2 is for the provision of planned Home to School Transport services operating on defined routes to Special schools and with a minimum vehicle capacity or type, carrying pupils between specified addresses and/or wayside stops as specified on the schedule supplied at Appendix 1. Some of the service users will require presence of an additional adult passenger assistant, specialist restraint equipment or accessible vehicles as indicated in the Route details in Appendix 1.

5. Agenda Timescales for this Tender The Portal New Government Standard PQQ Evaluation Criteria A breakdown of each sections Tips for a successful submission Questions?

6. Outline Procurement Programme ProcessTimescale Tender issued on Portal2 nd February 2016 Open Tender Submission Deadline13:00 Thursday 3 rd March 2016 Evaluation PeriodMarch 2016 Award NotificationMarch/April 2016 Contract Start Date6 th June 2016

7. The portal

8. By now you will have all registered and hopefully expressed your interest in this contract via the portal? The Tender documents will have been made immediately available for you to access – ITT Volume One (Instructions) – ITT Volume Two (to be completed and returned) – Appendix 1 Pricing Schedule and Route detail – Appendix 2 Quality Assessment Document – Appendix 3 Specification of service – Appendix 4 Contract Conditions We request that all communications are managed through the messaging section on the portal This presentation will also be made available via the portal. This creates a full audit trail and allows us to answer any questions publicly where applicable to ensure that all interested parties receive the same information. Please do not identify your organisation when asking a question We will endeavour to answer all questions within 24 hours

9. The PQQ Stage For this procurement the PQQ stage is integrated into the ITT stage (Open Tender) The new standard Government PQQ which we are using is predominantly a self-certification section. In essence you are pre-qualifying yourself by agreeing to the questions. We will only ask for evidence of H&S Policies/Insurances etc. from those Tenderers who win routes. This was introduced as part of the Lord Young Reforms in 2015 to make the procurement process easier on small businesses.

10. The PQQ Stage The key bit for us here is the timing, at the end of the evaluation process we ask that if you are successful in winning a route that you respond in a timely manner when policies are requested. These will be requested via the portal. This does mean that unless you fail any of the initial pass/fail checks (mandatory and discretionary exclusion questions) then your submission will be evaluated for quality and pricing. Please ensure you take the time to read the guidance which is provided at the end of the ITT Volume One - Instruction The Criteria used in this Procurement is 50/50 for Quality and Price

11. Evaluation Criteria – Quality Weightings Mainstream Routes Key Section Question/s OutlineWeighting % Appendix 2Technical & Professional Ability 1.1Maintenance Schedules20 1.2Contingency Arrangements20 1.3Training20 1.4Dealing with delays20 1.5Dealing with breakdowns20 Total Score100

12. Evaluation Criteria – Quality Weightings SEN Routes Key Section Question/s OutlineWeighting % Appendix 2Technical & Professional Ability 1.1Maintenance Schedules15 1.2Contingency Arrangements15 1.3Training15 1.4Dealing with delays15 1.5Dealing with breakdowns20 1.6Children with complex needs20 Total Score100

13. Part A ITT - Section One Supplier Information Purpose: to gather all of the information we need to identify your organisation and the key contacts within it 1.4 Licensing and Registration – Please state your PSV or Private Hire Operators Licence Number. Or in the case of Community Transport Providers, as Section 19 Permit or a Community Bus Permit.

14. Part A ITT - Section Two Grounds for Mandatory Exclusion You will be excluded from the procurement process if there is evidence of convictions relating to specific criminal offences including, but not limited to, bribery, corruption, conspiracy, terrorism, fraud and money laundering, or if you have been the subject of a binding legal decision which found a breach of legal obligations to pay tax or social security obligations (except where this is disproportionate e.g. only minor amounts involved). If after reading this section you answer ‘yes’ to any questions please get in contact before continuing

15. Part A ITT - Section Three/Four Grounds for Discretionary Exclusion After assessing responses to this section the Council may exclude any Provider who answers ‘Yes’ to any of the questions in this section. Again, please let us know if you are answering ‘yes’ so we can advise

16. Part A ITT - Section Five Economic and Financial Standing 5.1 – Please provide one of the following to demonstrate your economic/financial standing – Copy of audited accounts for the most recent 2 years – A statement of turnover, profit & loss account, current liabilities and assets and cash flow for the most recent year – Statement of the cash flow forecast for the current year and a bank letter outlining the current cash and credit position – Alternative means if you are unable to provide the above The Finance department will check the following: – The Provider has been in business/providing services for last two years – The provider has not been making losses/ been in deficit for the last two years – The Provider has had a positive bank balance over the last two years This is a Pass/Fail

17. Part A ITT - Section Six Technical & Professional Ability Please provide details of up to three contracts, in any combination from either the public or private sector. They must be relevant to the Council’s requirement. These must have been from the last three years They could include existing contracts with North Somerset, contracts with another Local Authority or private contractual arrangements with either the private or public sector. If you canot provide the above, you should explain the reason for this. This section is also a Pass/Fail.

18. Part A ITT - Section Seven Additional PQQ Modules A – Project specific questions to assess Technical and Professional Ability – Sit within a separate document, please only use this document to answer – Questions 1.1 – 1.5 are for submitting a bid for the Mainstream routes – Question 1.6 must be answered by those wishing to submit a bid for the SEN Routes only – Different weightings apply as already seen

19. Part A ITT - Section Seven Additional PQQ Modules We are using a scoring matrix of 0-5, all questions will be scored by the evaluation panel using this matrix ScoreMarking Guidelines 0Where question was not answered or response unsatisfactory to the scope of the requirement. 1Where response meets a few aspects of the requirement, but in the main is unsatisfactory. 2Meets requirements but lacking in detail and/or examples 3Where response is very close to satisfying requirement but lacking in some detail and/or examples 4Meets full requirements, with no reservations 5Meets full requirements and exceeds expectations

20. Part A ITT - Section Seven Additional PQQ Modules B – Insurances – please confirm that you have these in place, or will have. C – Compliance with Equality Legislation D – Environmental Management E – Health & Safety E1 – you will be required to provide your policy if you are awarded and routes

21. Part A ITT - Section Eight Additional PQQ Modules Declaration that everything you have completed thus far in the document is accurate to the best of your knowledge – please sign There are several other forms for you to read, agree to and sign. Please ensure that you do sign these. Please also indicate in Section F which Category you are interested in, Mainstream, SEN or both. Section I (initially omitted) should also be completed which indicates to the Council how many routes in total you can manage should you win more

22. Section B ITT –Pricing Schedule The Pricing Schedule can be found at Appendix 1 and is also the list of routes available. This comprises of two work sheets. The first work sheet details all of the routes available for Lot 1. The second work sheet details all of the routes available in Lot 2. The Schedule includes: – route number – school(s) served – serving area and frequency – minimum vehicle size required – Expected number of pupils (including wheelchair) – Single trip distance – Contract Duration – Column for your price submission

23. Section B ITT –Pricing Schedule cont. All routes available are Monday to Friday inclusive unless otherwise stated For those routes that you wish to Tender for, please provide a ‘single trip price’ only You are welcome to tender for as many routes as you like, even if this is more than you can manage Your Maximum route statement will be in used in conjunction with your tender to ensure that you are not awarded more than you can manage. Please only put bids against those routes that you know you are able to fulfil. i.e. if one route indicates that a 12 seat mini bus is required and you do not have one, please do not bid against this route, unless your intention is to purchase one in time for the contract start. Please leave the route blank if you do not wish to quote for it. Please ensure that you sign and date the pricing schedules.

24. Tips for a successful submission! Please ensure that you read all of the questions and provide everything requested If the questions asks for evidence or detail, please tailor your response accordingly. Before uploading please check that you have answered all of the questions and signed all of the statements required. Please consider that a sentence in response to a capability question may not be enough to warrant a high score. The scoring matrix is 0-5 It is highly recommended that you make yourself familiar with Section 18 of Volume One of the ITT. This guidance will help you to complete your Tender. When answering a question never assume that the Council will know that you provide something or can already do something i.e. for existing contractors. Chances are some of the Evaluation panel will not know who you are and what you can do. Do NOT leave your Tender submission to the last minute. We recommend uploading your documents the day before. Unless there is evidence from the portal providers of technical issues, we will NOT extend the deadline.

25. Tips for a successful submission! The following documents must be uploaded as a minimum by 13:00 March 3 rd – ITT Open Volume 2 Home to School Transport Contracts January (with all forms signed ) All questions answered Declaration signed Section C/D/E signed and dated Section F – Confirmation of Category Interest Section I – Completed Maximum number of routes statement completed – Completed Pricing Schedule for either Mainstream or SEN or both (signed) – Completed set of questions in Appendix 2 Quality Assessment 1.1 - 1.5 or 1.1 - 1.6. – One of the Financial documents listed at 5.1 to demonstrate your economic/financial standing

26. Questions ?