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W2W County Durham specification for quotes may 2016

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Tender document to run W2W in County Durham

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W2W County Durham specification for quotes may 2016

  1. 1. Wheels 2 Work County Durham Charitable Incorporated Organisation Registration Number 1160215 Contract for: Delivery of Wheels to Work in North Durham Page 1 of 6
  2. 2. 1. Introduction Wheels 2 Work County Durham CIO wishes to appoint an organisation to set up and operate a Wheels to Work (W2W) scheme to cover the North Durham area. Figure 1 shows the areas to be targeted through the scheme, which are the areas covered by the Chester- le-Street, Stanley and Mid-Durham Area Action Partnerships (AAPs) of Durham County Council (DCC). Detailed maps can be found on the DCC website: http://www.durham.gov.uk/AAPs This scheme will provide an innovative way of overcoming transport barriers by loaning scooters to people for a short period, until a longer term transport solution can be found. This will make it easier for people to access employment, training or education, particularly for people living in areas where there is limited access to transport. Figure 1 – Areas to be targeted through the scheme The scheme will provide scooters and equipment for hire within the target areas by people who meet an agreed set of criteria. This includes Chester-le-Street District (minimum of 12 scooters), Stanley and Mid-Durham (both have a minimum requirement for 6 scooters each). Scooters will be available to those who have a job offer and following a transport assessment have no other viable transport options. Members will contribute to hire costs on a weekly basis. Hire will be for a maximum period of 6 months during which time they will be expected to save for their own transport. Durham Wheels to Work CIO has secured capital funding for the purchase of scooters and revenue funding to operate the scheme for 18 months from the start of the contract. Page 2 of 6
  3. 3. 2. Contract Requirements Overview Quotations are invited from organisations to set up and operate a Wheels to Work (W2W) scheme to cover the North Durham area. It is an overarching requirement that the provider operates on a not for profit basis and is able to demonstrate how they will reinvest surplus back into the scheme. This contract will be for a period of 18 months in the first instance. It is hoped to extend the contract subject to further funding and satisfactory performance. Provision and Maintenance of Scooters To provide a range of 50cc- 125 cc new scooters. These must be suitable for long distance, travel by dual carriageway and powerful enough to deal with uphill journeys in the County Durham terrain. Consideration must also be given to the ease of obtaining spare parts, timeframe of all warranties and the ease of general maintenance by both the client as well as a qualified mechanic. Quotes must specify the manufacturer and model of vehicle to be purchased and the anticipated re-sale value of a well maintained scooter at the end of three years. Quotes should be based over an 18 month period with a capital budget of £50,000. Your quote should specify: • Number of scooters to be provided • Make and model of scooters • Warranty for each scooter • Maintenance arrangements • Storage facilities for scooters not hired • 24 hour breakdown recovery • Road Tax • Insurance • Estimated re-sale value of well-maintained scooter after 3 years use by this scheme Client Management The contractor is also required to provide a fully managed end to end service for individuals who have been referred to the W2W scheme from the point of assessment to the close of a hire period. It is envisaged that the provider will ensure that all systems are in place for the training of clients, provision of safety and security equipment for clients and out of hours recovery of vehicles. Page 3 of 6
  4. 4. The contractor is also expected to market and promote the scheme to potential referral agencies and to local residents. The client pathway should, as a minimum, include: a) Receive referrals and assess the suitability of clients to join the W2W scheme. In particular, undertake a one-to-one assessment that will: i. Verify a potential job offer ii. Develop a travel plan based on the place of work and times of work iii. Assess the suitability of the home and client to safely store a vehicle and to undertake routine maintenance of it b) If approved for the Wheels to work scheme, to put a suitable agreement in place that sets out the expectations upon clients and the weekly hire charges. c) Arrange for CBT training of all clients d) On satisfactory completion of CBT training, arrange for the safe delivery of vehicle and accompanying safety and security equipment e) Maintain regular contact with each client on the programme to ensure that the scooter is maintained to agreed standards and properly used, that employment is being sustained and hire charges are paid up to date f) Provide signposting to relevant partners including credit union to enable clients to save up for their own vehicle once the scooter hire period has ended and to identify other training opportunities that support employability g) Ensure that there is a clear system in place in the case of accidents or breakdowns for the recovery of vehicles and the temporary loan of another vehicle in order to ensure continuity of employment by the client h) Deal with all insurance claims made as the result of accidents etc i) Ensure that there is a rolling programme of clients into the scheme. It is expected that there will be two clients per scooter per year. We anticipate that there will be a minimum of 25 scooters in the scheme. j) Respond to emergency call outs/accidents etc out of hours k) Provide quarterly monitoring reports to trustees of the Wheels to Work CIO l) Monitor client satisfaction and impact of the scheme The contractor will also be required to show the added value that they would bring to this project. Most especially, how they will work with the W2W CIO to generate other income streams including distinct payments from the job centre and perhaps from charitable trusts. There will be separate support in place to provide for this component of work. All quotes should outline previous experience of delivering in this or a comparable role and at least two referees, one of whom should be a manager of a recent comparable contract. Page 4 of 6
  5. 5. 3. Costs Costs should be broken down into the following areas (additional costing options will be considered). a) Total cost of providing 25 scooters (including make and model) b) Total cost of maintaining each scooter for 18 months (including vehicle insurance, breakdown cover, servicing and repairs, road tax and storage) c) Total cost of CBT training per client d) Total cost of protective clothing per client e) Total cost of managing the scheme for 18 months 4. Your Quotation Quotes should be returned to Belinda Lowis by post to Bullion Hall, South Approach, Chester-le-Street, County Durham DH2 2DW as well as an electronic copy to belinda.lowis@bullionhall.com by 9am Monday 6th June. Please address any queries you may have to the above e-mail address. We intend to interview those providers shortlisted with a date scheduled for Monday 20th June 2016. Your quotation should include the following: a) Details of costs as set out above. b) Evidence of relevant experience in relation to the following key elements: i. Outline of your organisation including your experience of delivering comparable wheels to work projects. (maximum 200 words) ii. Details of how you would deliver this contract in North Durham including ensuring a local presence and out of hours service. (maximum 1000 words) iii. Details of how you would support investment in the scheme monitor and evaluate the outcomes of the project. (maximum 500 words) iv. Provide examples of completed or continuing projects, which demonstrate your experience of the key elements above. There must be sufficient detail provided in your response to adequately demonstrate your experience of each of these key elements. (maximum 500 words) Page 5 of 6
  6. 6. Evaluation Criteria Quotations will be assessed based on the demonstration of the organisation's experience and ability to fulfil the contract as presented in the responses combined with the competitiveness of the costs quoted. Points Criteria 0 No response is provided or a response is provided that is of no relevance to the key elements of this project. 1 The response provided is of little relevance to the key elements of this project or does not adequately demonstrate experience with sufficient detail. 2 The response provided adequately demonstrates experience with sufficient detail of some (but not all) of the key elements in the context of a previous project or projects. 3 The response provided adequately demonstrates experience with sufficient detail of key elements, but these were spread across two or more previous projects. No single project incorporated all elements. 4 The response provided adequately demonstrates experience with sufficient detail having worked on one previous project that individually incorporated all of the key elements. 5 The response provided adequately demonstrates experience with sufficient detail having worked on two previous projects that each individually incorporated all of the key elements. Page 6 of 6
  7. 7. Evaluation Criteria Quotations will be assessed based on the demonstration of the organisation's experience and ability to fulfil the contract as presented in the responses combined with the competitiveness of the costs quoted. Points Criteria 0 No response is provided or a response is provided that is of no relevance to the key elements of this project. 1 The response provided is of little relevance to the key elements of this project or does not adequately demonstrate experience with sufficient detail. 2 The response provided adequately demonstrates experience with sufficient detail of some (but not all) of the key elements in the context of a previous project or projects. 3 The response provided adequately demonstrates experience with sufficient detail of key elements, but these were spread across two or more previous projects. No single project incorporated all elements. 4 The response provided adequately demonstrates experience with sufficient detail having worked on one previous project that individually incorporated all of the key elements. 5 The response provided adequately demonstrates experience with sufficient detail having worked on two previous projects that each individually incorporated all of the key elements. Page 6 of 6

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