1. Supplier Briefing Session Wheelchair Accessible Vehicle Framework

2. Agenda Housekeeping Introduction Explanation of the documentation How to Apply The Framework (compliance and operational matters) Questions and Answers

3. Housekeeping Toilets In case of fire… Timescales for today’s session

4. Introduction This framework will be the means by which all wheelchair accessible vehicles for taxi routes are procured by the county council. Even if you or your organisation is already part of the existing general taxi framework agreement, you must apply successfully to this new framework to receive opportunities to bid on wheelchair accessible vehicles in future.

5. Introduction The Framework Agreement is 4 years' in duration which commences around July or August 2014 and will cease in or around July/August 2018. The Framework will reopen in March 2015 to allow further operators to apply. This Framework Agreement will be re-opened annually until its expiry in July/August 2018.

6. Explanation of the documentation Please read all the documents Section 1 Invitation to Tender Instructions for tenderers Evaluation criteria The tender deadline (2 May 2014 at 10am) Section 2 Specification Section 3 Service Agreement Section 4 Form of tender Both parts to be completed and returned Supporting information will be requested to validate your submission before you receive any routes to quote for. Appendices Health and Safety Safeguarding Example documents

7. Register with the etendering website Access the tender documents Complete the tender documents Return the tender documents –Paper (hardcopy) –Electronically How to Apply

9. Brian Derbyshire Integrated Transport Services Compliance Manager

10. Wheelchair Accessible Vehicle Framework Some of the Key Changes to the Existing Integrated Transport Framework

11. Operators wishing to be included on the Integrated Transport Services Framework for Wheelchair Accessible Vehicles must demonstrate their understanding of the service required by attending an operator briefing delivered by the Integrated Transport Services on the Safe Transportation of Passengers in Wheelchairs.

13. The Safe Transportation of Passengers in Wheelchairs briefings will take place at various locations throughout the county and successful bidders

14. Successful bidders and drivers carrying out contracts under this Framework will be expected to have attended a briefing within the first 6 months of being admitted onto the Framework

16. Any operator not having attended a briefing within that time will be excluded from bidding for new Wheelchair Accessible Vehicle contracts until they have attended a briefing

17. ……………..and shall be a circumstance permitting the Authority to terminate any such contracts they are already operating pursuant to Clause 2.4.

18. Clause 2.5.1 The Price shall remain fixed for the period of operation, except as provided for in Clause 2.5.3.

19. Clause 2.5.3 Contract mileage may be varied by the Authorised Officer during the period of the contract. For increases / decreases of less than 1 mile per trip, there will be no variation in the Price. For increases / decreases of 1 mile or more per trip, the original Price per day will be revised as follows: For each complete mile in excess of 1 mile: £1.00 per mile for vehicles up to 8 passenger seats, £1.50 per mile for vehicles of 9 or more passenger seats.

20. Clause 2.6 Where the Authority requires an increase or decrease in the size of the vehicle the following variations will apply; Private Hire & Hackney Carriage & PCV Vehicles Increase from a)2 wheelchair spaces plus contracted seated passengers to a)3 wheelchair spaces plus contracted seated passengers 10% increase to current contract price

21. Private Hire & Hackney Carriage & PCV Vehicles Increase from a)3 wheelchair spaces plus contracted seated passengers to a)4 wheelchair spaces plus contracted seated passengers 10% increase to current contract price

22. Private Hire & Hackney Carriage & PCV Vehicles Increase from a)2 wheelchair spaces plus contracted seated passengers to a)4 wheelchair spaces plus contracted seated passengers 20% increase to current contract price

23. If there is a requirement to decrease a vehicle size the reverse process will apply with a reduction in contracted price.

24. 16.11 Subject to the provision of the minimum seating capacity or vehicle type required in the Specification, the Service Provider may choose the allocation of vehicles to be used in the provision of the Services, subject to suitability for use for the Services, with the exception of wheelchair accessible vehicles, which must be inspected by the Authority's "Fleet Management Unit" prior to use.

25. 16.11.1 All Accessible Vehicles must be pre-registered with the Authority as outlined in Fig. 1 below. Fig 1: WHEELCHAIR ACCESSIBLE VEHICLES ONLY 8 Passenger Seats or less 9 or more Passenger Seats (PSV Licence)Maximum Capacity Operator (Trading As) Vehicle Registration Private Hire Plate Number Hackney Carriage Plate Number Full PSV Operator's Licence Number Restricted PSV Operator's Licence Number Section 19 Permit Number Number of Passenger Seats Maximum Number of Wheelchair Spaces Please indicate whether Ramp or Passenger Lift If Lift - Last LOLER Inspection Date

26. 16.11.2If the operator acquires additional wheelchair vehicles during the lifetime of the Framework the vehicle must be entered on the operator's list of registered vehicles and be inspected by the Authority's "Fleet Management Unit" prior to use. 16.11.3If the operator disposes of a vehicle on the Accessible Vehicles register the Authority should be informed so that vehicle can be removed from the register.

27. 16.11.4Operators will have the freedom to introduce new vehicles (subject to a satisfactory inspection) or remove existing vehicles from the register throughout the life of the Framework. 16.11.5An operator who is found to be using a vehicle that is not on the Authority's Register of Wheelchair Accessible Vehicles will be subject to disciplinary procedures which may result in the termination of the contract forthwith under clause 2.4.1

28. 17.10The Service Provider shall ensure that by July 2016 (24 months of the start of the new Framework) at least one nearside entrance/exit to the saloon area must have a maximum first step height of 250mm from ground level which may be achieved by an additional step permanently fixed to the vehicle.

29. 17.11Subsequent step risers shall be no more than 300mm. 17.12Suitable vertical handrails shall be provided for the use of passengers entering and exiting the vehicle.

30. 17.13 The service shall provider shall provide a minimum wheelchair space of 1200mm long by 700mm wide, with an internal saloon head room height of 1400mm available for each wheelchair to be carried.

31. 20.41Drivers must wear Hi Viz safety vest or jackets over their outer clothing at all times when loading or unloading passengers via a rear door or deploying the passenger lift.

32. 31. FINANCIAL CONTROL 31.1 Invoicing and Payment 31.1.3 Invoices must be submitted within 30 days of a payment period via a method of the Authorities choosing. This may include electronic submission.

33. 31. FINANCIAL CONTROL 31.1 Invoicing and Payment 31.1.5 Invoices received more 30 days after the end of the payment period will be deemed to be in dispute following which period the operator will be paid at the contracted daily rate.

34. 31. FINANCIAL CONTROL 31.1 Invoicing and Payment 31.1.9 Consistent failure to submit accurate and timely invoices may lead to termination of the contract under clause 2.4.1 and removal of the Operator from the Framework

35. 31. FINANCIAL CONTROL 31.1 Invoicing and Payment 31.1.10 Where payments have been made to operators which subsequently are deemed to be overpayments as the result of journeys not being made; corrective deductions may be made from any other outstanding payments due to the operator.

36. 31. FINANCIAL CONTROL 31.1 Invoicing and Payment 31.1.14Where an operator is informed by the Authority, the Service User or their agent before the commencement of a journey that the journey is not required no payment will be made for that journey.

37. 31. FINANCIAL CONTROL 31.1 Invoicing and Payment 31.1.15 Where an operator is informed after the commencement of a journey that the journey is not required the standard contract payment will be made for the trip.