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Vehicle Lease and Fleet Management

Contract ID: RM3710

Start Date: 16/05/2015

End Date: 15/05/2019

Description

Synopsis: Lease and manage vehicle fleets. Includes associated services.

 

Full description: This 3-lot agreement enables any public sector organisation to lease and manage fleets of vehicles. It includes associated services, such as service, maintenance and repair, sale and lease back, and salary sacrifice.

As this framework expires in May 2019 a procurement exercise is underway to replace it - the OJEU notice and further information can be viewed here

 

Benefits

  • Nominate a preferred local dealership for delivery
  • Consolidation of vehicle lease and fleet management in one agreement
  • Integration with vehicle telematics to improve fleet utilisation and manage risk effectively
  • Supplier access to manufacturer discounts via the Vehicle Purchase agreement (RM1070)
  • Provision for reduced pricing supported by vehicle purchase eAuctions
  • Support for the Clean and Energy Efficient Vehicles Directive 2009-33-EC.

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Access

For standard specification vehicles from lot 1 you have two options:

  1. Get an online quote from the fleet portal and make a direct award to your chosen supplier.
  2. Run a further competition. You can do this using the CCS eSourcing tool or whatever method your organisation already uses. Read Framework Schedule 5 for more detail (see attached documents).

If you need a vehicle from lot 1 with non-standard specification (for example, a fast response vehicle) you must run a further-competition outside of the fleet portal.
Buying from lots 2 or 3, is by further competition. Email fleet[at]crowncommercial.gov[dot]uk for lot 3 prices.

When you receive your bids from suppliers please evaluate them using the criteria in Framework Schedule 6 (see attached documents).

Placing an order
There are two options you can use:

  • The vehicle agreement contained in part B of the master lease call off contract schedule 2
  • Your organisation’s order form.

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Savings

Savings can be baselined in a number of ways:

  • Based on customers’ previous prices
  • Against approved benefits methodologies in line with Cabinet Office guidance on baseline costs
  • By use of the fleet portal (online vehicle quotation tool)

Savings achieved against the approved benefits methodologies for the previous Vehicle Lease and Fleet Management agreements in 2014/15 were £34.4m against a spend of £244m.

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Background

This agreement was developed to replace the previous Vehicle Lease agreement which expired on 15 May 2015 and the previous Fleet Management agreement which expired in November 2013. In developing the new agreement a number of needs were addressed:

  • More flexible, clear and concise route to market by consolidating two separate agreements into one and reduction of lots from 11 to 3
  • Greater level of transparency of costs to drive through savings initiatives
  • Review and development of the fleet portal to improve customer and supplier interfaces to support increased spend and savings
  • Introduction of a matrix approach for fleet management in order to attract/retain SMEs and additional customers
  • Opportunity for improved technology such as telematics to improve fleet utilisation and manage risk effectively
  • Opportunity to introduce improved management information to provide greater visibility of the customers’ fleet structure and spend
  • Introduction of optional service offerings e.g. salary sacrifice

A stakeholder group of customers across both central government and the wider public sector was formed to shape the requirements of the new agreement.

The procurement was undertaken using the Open Procedure with the OJEU notice and Invitation To Tender (ITT) being published on 13 December 2014 via the CCS eSourcing portal.

The return date for the ITT was 26 January 2015 and following full compliance checks, tenders were evaluated in accordance with the published evaluation process.

The framework agreement will be managed in accordance with the CCS process for Supplier Relationship Management (SRM)

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Lot details

Lot Number Lot Name Lot Category Number of Suppliers Contract Expiry
All suppliers 19 - click here to view suppliers
1 Lease of passenger motor vehicles and light commercial vehicles up to 3.5 tonnes with the option to convert the vehicle where required Fleet 12 - click here to view suppliers 15/05/2019
2 Lease of commercial vehicles 3.5 tonnes and above including buses, coaches, trailers and municipal vehicles Fleet 5 - click here to view suppliers 15/05/2019
3 Provision of fleet management services, including the management, sourcing and supply of passenger cars, motorcycles, light commercial vehicles up to 3.5 Fleet 13 - click here to view suppliers 15/05/2019

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Framework Manager Contact Details

James Rodgers

fleet@crowncommercial.gov.uk

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