Home to School Transport Services - Portsmouth City Council - Dynamic Purchasing System

Portsmouth City Council (the council) is inviting applications from transport providers to deliver home to school transport services on behalf of the council.

These services are required to support the council fulfil its statutory responsibility to transport children and young people who meet specific criteria from home to both mainstream and special schools.

The majority of routes start and end in Portsmouth, however there are occasions when longer routes, starting and/or ending outside of the authority will be required.

The total value of call-offs to be awarded via the DPS is estimated to be in the region of £1.5million per annum. The initial term of the DPS will be 5 years with the option to extend in increments to be decided, on a rolling basis with no maximum term set.

The majority of call-offs will be awarded via mini-competition across all DPS suppliers. However, the council reserves the right to award call-offs without a mini-competition in the following circumstances:

• Where time is of the essence
• Where the child or young person's needs are specific to mean that only one supplier can fulfil the requirements
• Where a route will not run regularly or will be subject to significant change

Awards made without mini-competition will be based on factors including but not limited to the needs of the child or young person, vehicle type available, price per mile and supplier performance.

There is no minimum term for call-offs. While most call-offs will be awarded for at least the academic year, there may be changes to circumstances which require routes to be terminated, changed or awarded mid-year.

Call-offs will be awarded for a maximum term of 3 years, with the option to extend in increments to be agreed, to a maximum of 5 years. In exceptional circumstances call-off contracts may be extended beyond 5 years. These circumstances include:

• Where the needs of a child or young person can only be met by a specific vehicle type and this is held by one operator only and these needs will not change
• Where changes to the service would cause significant disruption to a child or young person's ability to attend school
• Where conditions in the wider environment mean extensions are required to prevent service disruption. For example, where local or national polices directly impacting service delivery are in the process of being updated, or where global political situations significantly increase the cost of fuel or other operating costs resulting in unaffordable cost increases for the council.

To assist suppliers with their application, the council is holding a supplier briefing on 14 June 2021 at 10:30am. This will include an explanation of service requirements, driver conduct, performance expectations, documentation, the application process and how the DPS will operate. Suppliers wishing to attend the session or receive a copy of the recording should refer to the tender documents.

This DPS is being established to replace and update Lot 1 of the council's existing DPS for home to school transport. Lot 1 of the original DPS will be de-activated, with no new applications accepted and no further call-offs awarded via the DPS.

The existing DPS includes for Lot 2 which covers ad hoc travel and which will remain open. The council reserves the right to add additional Lots to this new DPS in the future, particularly in respect of ad-hoc travel requirements the council may have. If established, Lot 2 of the existing DPS will be closed.

The procurement will run to the following timetable:

• Supplier briefing - 10:30 on 14 June 2021
• Return date - 10:00 on 5th July 2021
• DPS established - 16th July 2021
• First mini-competition launched - week commencing 19th July 2021

While the DPS will remain open for applications, suppliers wishing to be included within the mini-competitions for new routes for the 2021/22 academic year must submit their applications by 10:00 on 5th July 2021.