Crown Commercial Service Vehicle Purchase Framework Industry Boot Camp

1. Crown Commercial Service Vehicle Purchase Framework Industry Boot Camp 4th March 2014, 11am – 3.30pm

2. Agenda Vehicle Purchase Framework Industry Boot Camp

3. Housekeeping & Introductions Vehicle Purchase Framework Industry Boot Camp

4. Objectives for Boot Camp • Purpose • To explain scope and technical requirements to potential providers • To shape requirement based on industry feedback • Objectives • To gain potential provider awareness, engagement and opinion • To explain buying landscape and relationship with other frameworks • To understand risks and issues • To inform of the procurement process • Deliverables • Industry will be informed and prepared to respond to OJEU Advert & Tender Vehicle Purchase Framework Industry Boot Camp

5. Overview of Crown Commercial Service (CCS) • CCS combines into one organisation, Government Procurement Service (GPS), the commercial function of the Cabinet Office, and common goods/services procured by departments • Act on behalf of the Crown to drive further savings for the taxpayer and to improve quality of commercial and procurement activity across the public sector • Integrated procurement service forGovernment and the UK public sector, includingHealth, Local Government, Devolved Administrations, EducationandNot for Profit organisations • Executive agency of the Cabinet Office operating as a Trading Fund set up under the Government Trading Funds Act 1973 • Frameworks mandated for use by Central Government Vehicle Purchase Framework Industry Boot Camp

6. What do We do? • Deliver Procurement Services for UK public sector • Provision of Frameworks across 11 categories • Offer variety of approaches for end to end procurement aggregation • In 2012/13 managed £12bn of public sector spend, delivering savings of £3.8bn, which is forecast to grow to £22bn by Q4 2016/17 • Over 14,500 customers across 1,400 organisations • Goods/Services delivered by > 2,600 suppliers, of whom more than 50% are SMEs • Fully UK Public Procurement Regulations and EU-compliant agreements • Centralisation, Standardisation & Aggregation Vehicle Purchase Framework Industry Boot Camp

7. Current Vehicle Purchase framework (RM859) Vehicle Purchase Framework Industry Boot Camp

8. Current Fleet Frameworks • RM859 – Vehicle Purchase • RM858 – Vehicle Lease • RM956 – Vehicle Conversion & • Reconditioning Services RM955 –Supply & Fit of Tyres • RM807 – Vehicle Hire Services Vehicle Purchase Framework Industry Boot Camp

9. Current Lotting Structure Vehicle Purchase Framework Industry Boot Camp

10. Vehicle Purchase Framework Strategy • Contracting model for the supply of range of vehicles • In general, based on minimum % discount against MRP • Accessed via: • Direct Award (including use of Fleet Portal) • Further Competition (including aggregation through eAuction) • Central Government Strategies determined by The Fleet Stakeholder Forum and The Technical Board • Standardisation of Vehicle Specifications Vehicle Purchase Framework Industry Boot Camp

11. Spend, Savings & Strategy • eAuctions 3 times per annum • User Chooser Scheme & Operational Vehicles • Circa 80% vehicles subsequently leased • SME strategy designed for supply via local nominated • dealership Vehicle Purchase Framework Industry Boot Camp

12. The Fleet Portal • Online system which collates technical data including that from CAP for Cars & LCVs • Allows customers to search for vehicle quotes to determine the best value solution and support Direct Award • Manufacturer % discounts applied to MRP for purchase • Direct link to Vehicle Lease suppliers (RM858) for live financing quotes • > 75,000 quotes per annum • > 800 Organisations registered • > 900 Site Users Vehicle Purchase Framework Industry Boot Camp

13. Management Fee • 0.5% Management fee charged against Reported Spend • Supports Fleet Portal and other procurement process tools • Dedicated CCS Fleet Category Team support for framework management and delivery (both customers and suppliers) • Support from CCS Customer Relations team and Service Desk for customer engagement • Supports provision of compliant framework and reporting • Supports running of periodic eAuctions under framework • Spend Audited through annual self declaration of accuracy and completeness of income and periodic Audit reviews • Non-profit making as a Trading Fund Vehicle Purchase Framework Industry Boot Camp

14. Link to other CCS Fleet Frameworks • Ancillary terms (i.e. Discount terms) available to both: • i) Vehicle Lease (RM858) and • ii) Vehicle Conversion and Reconditioning Services (RM956), on behalf of eligible customers • Fleet Management companies are able to access the ancillary terms for Vehicle Purchase Vehicle Purchase Framework Industry Boot Camp

15. Proposed New Vehicle Purchase framework (RM1070) Vehicle Purchase Framework Industry Boot Camp

16. Proposed Lotting Structure Vehicle Purchase Framework Industry Boot Camp

17. Overseas Vehicles • Requirement for: • BOTH supply of suitably specified vehicles for customer to export and supplier to offer after sales support • AND for supplier to supply vehicle, export and offer after sales • Variety of vehicle specifications and operating locations • Importance of after sales support and continued warranty • Advice and expertise to help customers navigate any tax/customs/duty and import/export issues for supply • Structured into global regions (continents) Vehicle Purchase Framework Industry Boot Camp

18. Key Contract Terms • Access to Vehicle Purchase Ancillary terms by CCS Vehicle Lease Framework suppliers only (current and future) • Continued access by Fleet Management companies of Vehicle Purchase Ancillary terms • Requesting Bodies, acting on behalf of eligible customers, to have full access to Vehicle Purchase framework Terms and Conditions (for purchase of vehicles) • Reviewing content of Ancillary terms to reflect more specification requirements e.g. 2 sets of keys, fuel upon delivery etc Vehicle Purchase Framework Industry Boot Camp

19. Key Contract Terms • CCS Vehicle Purchase framework representing best value for vehicles for UK public sector (standard discount terms) • Discount for Manufacturer/Factory Fit Options to be in line with base vehicle discount terms • Standard Terms and Conditions for Lots 1 – 6 (inclusive), some amendments for Blue Light Lots (7 – 13) • Management Fee of 0.5% of Spend for all 13 Lots • Encourage appointed suppliers to list sub-contractors, including any dealerships which may be used in supply chain • Management Information and Reporting requirements, as part of a range of KPIs Vehicle Purchase Framework Industry Boot Camp

20. Sustainability – update of Transport Government Buying Standard (GBS) • GBS are easy-to-use product specifications to enable public sector to develop tenders which procure sustainably • DEFRA & OLEV have appointed TRL to develop a more comprehensive Transport Buying Standard, which will be integrated into the CCS procurement process • Likely to include a tool to incentivise buyers to consider ultra low emission vehicles, where appropriate • GBS is mandatory for Central Government to follow; best practice for Wider Public Sector • Mix of regulatory compliance and best practice guidance Vehicle Purchase Framework Industry Boot Camp

21. The Tender Process Vehicle Purchase Framework Industry Boot Camp

22. The Tender Process • Follows UK Public Procurement Regs for tender Procedures • Open procedure • Issue of PIN (Prior Information Notice) • eTendering via CCS eSourcing system • OJEU Contract Notice and Formal Tender issue • Communication channelled through CCS eSourcing system Vehicle Purchase Framework Industry Boot Camp

23. Timescales • * May be subject to revision Vehicle Purchase Framework Industry Boot Camp

24. Things you can do now... • Register with Contracts Finder and Tenders Electronic Daily (TED) for alerts relevant to your business area • Monitor Contracts Finder andTenders Electronic Daily (TED) for alerts to the relevant opportunity • Register on CCS eSourcing toolusing DUNS number • Familiarise yourself with eSourcing in advance of tender (use Guidance docs) • Participate in eSourcing Training Supplier Webinars (use schedule of webinars) • Monitor CCS Procurement Pipeline pages for more information (CCS website) Vehicle Purchase Framework Industry Boot Camp

25. Tenders Electronic Daily (TED) Search Options Register

26. CCS eSourcing Suite Information required to register Log-in / register Link to guidance document

27. CCS eSourcing Suite Log-in Register for portal Forgot log-in details

28. Responding to the tender... • Access the tender on CCS eSourcing tool • Thoroughly review all tender documentation including Invitation to Tender (ITT), Terms and Conditions, Evaluation Criteria and Guidance for use of eSourcing tool • Ensure all communication is via the eSourcing tool • Key Contacts: • Crown Commercial Service Customer Service: • Email: supplier@ccs.gsi.gov.ukTel: 0345 010 3503 • Crown Commercial Service eSourcing tool: • Email: eEnablement@ccs.gsi.gov.uk Vehicle Purchase Framework Industry Boot Camp

29. Useful links • CCS website: • http://ccs.cabinetoffice.gov.uk/ • I am a Supplier Section on CCS website: • http://ccs.cabinetoffice.gov.uk/i-am-supplier • CCS eSourcing Suite: • https://gpsesourcing.cabinetoffice.gov.uk/sso/jsp/login.jsp • Tenders Electronic Daily: • http://ted.europa.eu/TED/main/HomePage.do

30. Q & A Session Vehicle Purchase Framework Industry Boot Camp