Civil Enforcement Services

Description

Reading Borough Council (RBC) invited tenders for the provision of Civil Enforcement Services. The tender was split over 3 Lots:Lot 1: Civil Enforcement ServicesLot 2: Civil Parking Enforcement Penalty Charge Notice (PCN) and Permit Software and Associated Hardware.Lot 3: Combined Bid (Lot 1 and Lot 2)Bidders could submit bids for any/all Lots. RBC reserved the right to award using either Lot 1 and Lot 2 or Lot 3. Regardless of the Lots used separate contracts would be awarded. Contracts commenced 01/08/23. Service delivery commences 01/11/23. The initial period for both contracts expires 31/10/27, extendable by 2 further periods of 3 years. Extension options will be taken independently.The estimated maximum value is £20.5million, based on the maximum value of both Lots, including take up of all options and services. Following receipt of tenders, contracts were awarded using Lot 1 and Lot 2. No award was made using Lot 3. Lot Lot No. 1: Lot 1 - Civil Enforcement Services RBC sought responses from suitably qualified and experienced suppliers who can provide a full on-street and off-street Parking Civil Enforcement Service, to support RBC deliver its parking enforcement activities under the Traffic Management Act 2004.The scope of the service includes:• The provision of an appropriate solution, including staffing and associated equipment, to deliver civil enforcement services for all of RBC’s on-street and off-street parking enforcement activities, across Reading Borough.• The management and operation of the Penalty Charge Notice software, provided by the IT Services Supplier, for use on handheld devices, or other such items, provided by RBC and any third-party Suppliers.• Provision of a cash collection service from the P&D machines.• Maintenance of RBC’s current Pay & Display machines, including managing the supply and installation of new P&D machines.• At RBC’s discretion, undertaking the administration of the processing of PCNs and some permit management activities.• At RBC’s discretion, the undertaking of additional services including but not limited to the provision and operation of ANPR based enforcement activities and the clamping or removal of vehicles parked in contravention.The full specification was provided in the tender document set.The estimated value of this contract is in the region of £1.5million per year. Therefore, the estimated value of the initial contract period is £6million and the estimated value of the total contract period (including all extensions) is £15million. In the event that the contract is used to deliver additional parking services, the estimated value of the contract could increase by a further £200,000 per year for vehicle clamping and removal services, and by a further £90,000 per year for additional parking administration services. Lot Lot No. 2: Lot 2 - Civil Parking Enforcement PCN and Permit Software and Associated Hardware RBC sought responses from suitably qualified and experienced suppliers who can provide a parking management back-office IT System for the issuing of Penalty Charge Notices (PCNs) and permits, and receiving payments. This Lot also included providing suitable hardware to enable on-street and off-street enforcement staff to issue PCNs.The scope of the service includes:• The supply and maintenance of a suitable cloud-based software service for RBC’s PCN and parking permit activities.• The supply of the hand-held devices, supporting software and associated maintenance for these devices, software, and any other relevant hardware used by RBC’s internal and external staff in the delivery of the parking service. The hand-held devices and any other physical assets will be the property of RBC.• The supply of additional services, at RBC’s discretion, to include the administration of processing PCNs and services relating to permit management activities.The full specification was provided in the tender document set.The estimated value of this contract is in the region of £250,000 per year. Therefore, the estimated value of the initial contract period is £1million and the estimated value of the total contract period (including all extensions) is £2.5million. In the event that the contract is used to deliver additional PCN and permit administration services, the estimated value of the contract could increase by a further £90,000 per year. Lot Lot No. 3: Lot 3 – Combined bid: Civil Enforcement Services (Lot 1) and Civil Parking Enforcement PCN and Permit Software and Associated Hardware (Lot 2) RBC sought responses from suitably qualified and experienced suppliers who can provide:• A full on-street and off-street Parking Civil Enforcement Service, to support RBC deliver its parking enforcement activities under the Traffic Management Act 2004 that includes:o The provision of an appropriate solution, including staffing and associated equipment, to deliver civil enforcement services for all of RBC’s on-street and off-street parking enforcement activities, across Reading Borough.o The management and operation of the Penalty Charge Notice software, provided by the IT Services Supplier, for use on handheld devices, or other such items, provided by RBC and any third-party Suppliers.o Provision of a cash collection service from the P&D machines.o Maintenance of RBC’s current Pay & Display machines, including managing the supply and installation of new P&D machines.o At RBC’s discretion, undertaking the administration of the processing of PCNs and some permit management activities.o At RBC’s discretion, the undertaking of additional services including but not limited to the provision and operation of ANPR based enforcement activities and the clamping or removal of vehicles parked in contravention.AND• A parking management back-office IT System for the issuing of Penalty Charge Notices (PCNs) and permits, and receiving payments that includes:o The supply and maintenance of a suitable cloud-based software service for RBC’s PCN and parking permit activities.o The supply of the hand-held devices, supporting software and associated maintenance for these devices, software, and any other relevant hardware used by RBC’s internal and external staff in the delivery of the parking service. The hand-held devices and any other physical assets will be the property of RBC.o The supply of additional services, at RBC’s discretion, to include the administration of processing PCNs and services relating to permit management activities.The full specifications for the Lot 1 and Lot 2 services were provided in the tender document set.Bids were invited from:• Suppliers who direct deliver all aspects of the combined specification• Joint bids from two organisations, one delivering Lot 1 services, the other delivering Lot 2 services, who, when working together, can leverage their commercial relationship to deliver additional benefit and value to RBC.The award of contracts using Lot 3 will result in the use of two separate contracts, covering the Lot 1 and Lot 2 services respectively. Bids that sought to alter this contracting structure, for example by seeking an award on a lead contract and sub-contract basis, were not be accepted.The value of Lot 3 is the combined value of the Lot 1 and Lot 2 services.No award was subsequently made under this Lot 3.