Concession for operating the Vehicle Wash facility at Cardiff Council

Descriptions

Cardiff Council is seeking to appoint a suitably qualified and experienced contractor to manage and operate the vehicle wash facility at its Coleridge road depot on an initial 12 months with an option to extend for a further 24 months. (The two 12 month extension will be subject to annual reviews based on contractor’s satisfactory performance).The vehicle wash facility comprises of 4 elements:- A full HGV automatic brush wash- A fully automatic under/chassis wash- A full length driver on concrete ramp with steam cleaning facility- A separate low level wash area with a high level work platform.The contractor will be responsible for the operation at site to include:- Meet all health and safety regulations (wearing appropriate PPE, visible ID and follow COSHH).- Carry out risk assessments at regular intervals during the contract and prior to contract commencement.- Be responsible for managing, maintaining, calibrating and servicing of all equipment at the site in line with industry guidelines.- The cleaning and maintenance of all waste interceptors and filtration systems used in conjunction with the vehicle wash water recycling system.- Provide the Council and display quality assurance and operating procedure at the site.- Responsible for all utility bills in relation to the wash plant. (sub meters to be installed at Councils cost)- The contractor will be responsible for any damage and repairs to equipment.- Responsible for the operation including managing all bookings, liaising with customers and responsible for all vehicles coming in and off site to use these services.- The contractor will be required to work alongside Cardiff Council staff at the facilities to avoid any disruption and communicate booking so council can understand traffic flow.- Must wash specified Council vehicles i.e. gritting fleet when required to ensure vehicles are maintained correctly (rates to be agreed).- The contractor must dispose of any waste or residue in a manner compliant with any relevant legislation.- Subcontracting of the operation is not permitted.- Must be SSIP accredited throughout the term of the contract.- Use of any Council facilities for staff and procedure / guidelines to be agreed prior to awardThe Council invites the market place to inform the Authorities' procurement process and to this end would welcome any written submissions (not exceeding 4 sides of A4 paper) from potential suppliers indicating:(i) Their likely interest in bidding for such procurement(ii) Potential technical and commercial options (include marketing / and other opportunities)(iii) The commercial proposal should include:- Potential costs for running the operation- Potential minimum revenue that you could generate from operating the vehicle wash facility. (Fixed fee or fixed fee with percentage of income)- How you would manage the operation in terms of bookings, staff etc(iv) Any other factors considered relevant.This Prior Information Notice serves to alert the marketplace to this opportunity and the council invites interested prospective contractors to lodge an initial expression of interest for this opportunity electronically to Shauket Ali at shauketali@cardiff.gov.uk.PLEASE NOTE all submissions must be submitted before 12:00 noon on Wednesday 16th August 2017.Following consideration of the written submissions the Council may wish to engage in further discussions with the respondents. Also dependent on the level of such initial interest the Council may host a Provider Information Day to undertake some soft market testing and preliminary discussions with potential providers which may also further help to inform the subsequent Invitation to Tender documentation that will need to be produced.Please note, the Authority intends to use the information gathered to shape the proposed procurement process and specification for this project and all responses will be treated in a confidential manner. Participating in this market sounding exercise will not guarantee short-listing at a later stage in the procurement, and the Authority reserves the right not to proceed with the procurement process. The Authority will not meet any costs incurred by any party in responding to this notice. This PIN does not constitute a commitment by the Council to undertake a procurement exercise in the future. For upcoming tender opportunities, please register with Cardiff County Council's electronic tendering websitehttps://www.proactisplaza.com/SupplierPortal.NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=69628.