ANNEX TO ITEM 4 Bus Shelter Maintenance Draft Specification (CU2432) 1. Specification of Services 1 Introduction: 1.1 Milton Keynes Council proposes to enter into a Contract or Contracts with experienced Contractors for the maintenance of bus shelters within the Borough. 1.2 Milton Keynes is an innovative, can-do borough in the South East of England, about 49 miles North West of London. Its unique layout and structure has helped support growth making Milton Keynes the most successful new town in the United Kingdom, and possibly the world. Milton Keynes is economically successful, home to many international companies and organisations including Santander, the Open University, British Petroleum, Mercedes Benz, Red Bull Racing, and it attracts major sporting and music events. Milton Keynes is situated approximately half way between London and Birmingham, and nearly 18 million people live within one and a half hours travel time of the borough. 1.3 Milton Keynes is expected to grow rapidly over the next twenty years. It is essential that as the borough grows, so does the transport choice available to residents and visitors alike. Making better use of existing roads infrastructure, improving highway connectivity and providing an attractive public transport network are key. This will allow Milton Keynes to continue to prosper and provide an excellent quality of life for all of its residents and a positive experience for visitors. 1.4 As well as the new town of Milton Keynes the borough also includes a significant rural area to the north-east of the M1. 1.5 The specification that follows covers the maintenance of bus shelters within the Borough, excluding any advertising media on the shelter. 2 Bus Stops and Shelters: 2.1 Within the borough, there are approximately 995 stops recorded in the NaPTAN database. 2.2 Of these 650 have bus shelters that have been provided by the Council, parish councils within the borough, by developers as part of s106 agreement and there are others that have been provided by private landowners (eg the Hospital). 2.3 The present agreement for the sale of advertising space and maintenance of 573 bus shelters will terminate on 31st March 2015. The new Contract for the 1
maintenance of bus shelters will commence on 1st April 2015 and for a term of five years. 2.4 In addition to the 573 shelters maintained under the previous agreement there are 77 shelters outside the agreement which are being maintained by the council, a number that will reduce as shelters that are served by very few journeys or none at all are removed. 2.5 It is expected that the Contractor will take on the maintenance of all bus shelters within the Borough where these are currently owned by the Council, whether maintained under the previous agreement or not. 2.6 Schedule 1 attached lists all bus shelters within the Borough, whether maintained under the previous agreement or not and sets out which bus shelters are to be maintained under this new contract. 2.7 The existing shelters within the borough broadly fall into five categories, of which the first 4 are maintained by the council or its contractor: Type 1. For locations outside the City Centre: New standard design (QBI style) in grey or black. Type 2. For location outside the City Centre: Old previous standard design (green). Type 3: Bespoke shelters for locations within the city centre and other strategic locations. Type 4: Non-standard shelters at various locations across the borough. Type 5: Non-standard shelters at various locations across the borough provided by and maintained by others. 2.8 The Council is seeking to improve the standard of public transport infrastructure across the borough and as a result shelters in Types 2 and 4 are being replaced where funds allow with Types 1 and 3. In addition, where shelters are added by a s106 agreement, these will be usually be of Types 1 and 3. When such works are carried out, specialist kerb improvements, e.g. Bus Boarder and Raised Kerbs are also provided. 2.9 In view of the considerable investment that has been made it is not anticipated that the contractor will be replacing shelters, unless the contractor can demonstrate a compelling reason for doing so. 2.10 It is expected that all new shelters installed by the Council, or through a s106 agreement will be added to this contract through the mechanism set out below. 2.11 Adding additional shelters [text to be added]. 2.12 A separate contract will be let for the sale of advertising space on 260 advertising sites on bus shelters. 2
3 Bus shelters Advertising sites: 3.1 The present agreement for the sale of advertising space and maintenance of includes 260 advertising sites on bus shelters and the advertising rights on 41 free standing advertising units. 3.2 Schedule 1 indicates which shelters are advertising sites. 3.3 A contract for the sale of advertising space on bus shelters is the subject of a separate procurement process, and is outside the scope of this specification. 4 Bus shelters Public Transport Information: 4.1 Nearly all the bus stops within borough display essential information for the guidance of bus passengers. 4.2 The installation, maintenance and management of these units falls outside the scope of this Contract and as such the Contractor will allow the Council s chosen third party provider to install these within any or all shelters provided throughout the contract period. The successful tenderer will however be responsible for the cleansing of the display cases in which they have been installed. 4.3 The Council also operates a Real Time Passenger Information (RTPI) System, which is presently operational in around 70 shelters. The installation, operation, maintenance and management of these units falls outside the scope of this Contract. The successful tenderer will however be responsible for the cleansing of the RTPI displays where fitted. 4.4 Additional RTPI displays are anticipated to be further provided around the borough and as such the Contractor will allow the Council s chosen third party provider to install these within any or all shelters provided throughout the contract period. All new shelters installed by the Council or its contractors and maintained by the contractor under this Contract shall be RTPI-compatible, that is they shall be of a design that allows the installation of a shelter-mounted RTPI display of the type currently in use in Milton Keynes, without need for modification. 4.5 Currently Type 1 and Type 3 shelters may be considered appropriate for the installation of RTPI displays. Type 2 shelters are not appropriate. 5 Scope of Contract 5.1 The scope of this Contract shall include but not exclusively the following: The maintenance, cleaning and repair of all bus shelters (excluding advertising media) indicated in Schedule 1 in accordance with the regime set out in section 6 below. The cleansing of display cases used for public transport information. The cleansing of RTPI display units (restricted to structure only but may include repair following accidental / vandal damage as required) 3
Undertaking safety checks on the shelter (including liabilities) Electrical (lighting) etc. The Contractor shall be responsible for complying with the provisions of the New Roads & Streetworks Act 1991 if necessary at any stage during the contract period. The Contractor shall be responsible for the payment of business rates if required. Each shelter shall be clearly labelled with a shelter location name at both ends of a minimum pt size of 40 and 24-hour 365-day incident response number/website. It shall include the name of the company responding, and a shelter reference number. These labels will be maintained over the term of the Contract A Freephone, 24-hour hotline available for members of the public to report any incidents of vandalism/damage Displaying the telephone number of the company that maintains the shelter, at the shelter, so that passengers can report incidents of vandalism or graffiti. All shelters which require a no-smoking advice sticker shall be correctly labelled. 5.2 The scope of this Contract does NOT include the following: The installation/replacement of bus shelters unless unless the contractor can demonstrate a compelling reason for doing so. The provision/installation of display cases used for public transport information. The provision/installation of RTPI display units. The provision/installation of power supplies to the shelter. The sale of advertising space. 5.3 The contractor will be expected to allow: The Council or a third party to install/repair display cases used for public transport information. The Council or a third party to install/repair Real Time Information (RTPI) display screens and aerials on shelters as required. Authorised Council officers, contractors or bus company staff to attach bus stop flag brackets or no waiting/clearway plates these to the shelter as required. The selected advertising contractor to install/repair the advertising media on shelters as required. The Council or a third party to maintain/install/repair electrical equipment within the shelter. 4
5.4 For the purposes of maintenance, repairs and cleaning, shelters included within this specification are defined as: Those included in Annex 1 to the specification. All new shelters installed by the Council, or through a s106 agreement will be added to this contract. 6 Maintenance of Bus Shelters Option A Regular visits: 6.1 Standard locations: A general shelter inspection and carry out a light clean of each shelter every ten working days (every two weeks). A deep clean six monthly. 6.2 Key locations as defined in Schedule 1: A general shelter inspection and carry out a light clean of each shelter every five working days (every week), including clean down of all side glazing. A deep clean three monthly. Bi-annual visit to jet wash and clean down polycarbonate roof panels. Option B Regular visits: 6.3 Standard locations: A general shelter inspection and carry out a light clean of each shelter every twenty working days (every four weeks). A deep clean annually. 6.4 Key locations as defined in Schedule 1: A general shelter inspection and carry out a light clean of each shelter every ten working days (every two weeks), including clean down of all side glazing. A deep clean six monthly. Bi-annual visit to jet wash and clean down polycarbonate roof panels. Options A and B: 6.5 The general shelter inspection and carry out a light clean means sweeping and washing as necessary the area in and around the shelter and ensuring that all lighting units are working correctly and removing any items on the roof. The Contractor shall also record all notifications of damage, graffiti and fly posters, including the times of notifications received. 5
6.6 The deep clean means a deep clean of the whole of the shelter including the roof. 6.7 Wherever possible maintenance vehicles should not obstruct bus stops or park on bus stop clearways. 6.8 The Contractor shall dispose of all rubbish on completion of the cleaning works. 6.9 The Contractor shall be responsible for painting and refurbishing shelters as necessary to ensure aesthetic standards are maintained. 6.10 If a shelter installed with an RTPI display sustains damage such that the RTPI display is made, or needs to be made, inoperative then the Contractor shall notify the Council immediately upon becoming aware of the situation. 6.11 The Contractor shall notify the Council of any proposed shelter maintenance activity that may require interruption to the operation of an RTPI display. In this case, notification shall be provided by the Contractor no later than midday on the previous working day to the proposed activity. Any temporary removal of the display shall be carried out at the Contractor s expense and in accordance with the Method Statement supplied by the Council s RTPI supplier. 6.12 Upon Award of Contract, the Council will identify a suitable point of contact for the Contractor to notify any interruption to operation of an RTPI display as described above. 6.13 The Contractor shall undertake any general (that is, non-emergency) repairs to the shelter within 5 Working Days. 6.14 Non obscene and non-offensive graffiti to be removed within 1 Working Day of notification to the Contractor. 6.15 Fly posters to be removed within 1 Working Day of notification to the Contractor. 6.16 The Contractor shall arrange to make good and fully reinstate any damage committed to the highway as a result of any incident involving the shelter to the satisfaction of the Highway Authority. 6.17 The removal of any damaged shelter together with all damaged or unsupportable peripheral equipment shall be to a location to be specified and agreed with the Council. 6.18 If a witness statement is available vandalism is to be reported as criminal damage to Thames Valley Police. 6.19 Ensure that spare materials are available to ensure response times can be met. Emergency Repairs*: 6.20 If damage to a shelter is notified to the Contractor between and including 0500 hours and 1500 hours, the Contractor must arrange to make safe within three hours of notification of such damage. If notified between 1500 hours and midnight, the Contractor must arrange to make safe by 0800 hours the following day. If notified between midnight and 0500 hours, the Contractor must arrange to make safe by 0800 hours the same day. The area around the damaged shelter must be left in a clean and safe condition. The Contractor shall make good all such damage with a 6
permanent repair within a reasonable time and in any case no later than five Working Days. 6.21 Where damage to any powered unit or power supply within the shelter is notified to the Contractor between and including 0600 hours and 1600 hours, the Contractor must treat this as an emergency and arrange to make safe within two hours of notification of such damage. If notified between 1600 hours and midnight, the Contractor must arrange to make safe by 0800 hours the following day. If notified between midnight and 0600 hours, the Contractor must arrange to make safe by 0800 hours the same day. The Contractor shall arrange to isolate the source of any danger as soon as reasonably possible. The Contractor shall make good all such damage with a permanent repair within a reasonable time and in any case no later than five Working Days. 6.22 * For avoidance of doubt emergency repair response includes weekends and public holidays and is defined as any incident or report of damage that may injure a member of the public and obscene or offensive graffiti. Notification to the Contractor s personnel shall be deemed notification to the Contractor. 6.23 In addition to the regime outlined above, the shelters at the XX key locations indicated in Schedule 1 shall also have: Weekly visit to clean down all side glazing. Bi-annual visit to jet wash and clean down polycarbonate roof panels. Annual visit for full maintenance check inclusive of minor running repairs, light test, oil seat and cleansing stainless steel structure. Monthly highlight report covering status of each shelter and sign off of any work undertaken, especially where replacement materials and/or electrical connections are concerned. 6.24 It should be noted that most shelter glazing is in the form of polycarbonate panels. Some shelters at the key locations indicated in Schedule 1 so have glass panels and this should be borne in mind in your pricing. The council may consider the wider use of glass panels in future. 7 Entry and Exit Protocol: 7.1 The Contractor shall be responsible for the cleaning, maintenance and repair of all bus shelters as listed in Annex 1. 7.2 The Council shall update Annex 1 at regular intervals during the Contract term with details of additional shelters added or changed due to the ongoing upgrade process or s106 agreements. 7
8 Financial Arrangements: 8.1 Please refer to the Pricing Schedule. 9 Key Performance Indicators and monthly reporting: 9.1 The Contractor is required to provide a good standard of performance and associated performance monitoring, and is expected to demonstrate a culture of continuous improvement. Detailed performance monitoring requirements will be specified by the Council and may be varied during the term of the service provision. 9.2 For the purposes of such performance monitoring, basic performance activities as listed in the table below shall be met. 9.3 As with all aspects of contract management, the performance monitoring system must be simple, objective, transparent and auditable. It must be directly linked to the performance management framework in a clear and unambiguous way, and is therefore set against the output indicators as set out in this Specification. The identification of these outputs is essential for successful service delivery management, and demonstrates the Council s and the Contractor s understanding of the service requirements within the Agreement. 9.4 The performance monitoring system ensures that improved performance is encouraged and rewarded where relevant and becomes the scoring framework for the risk and reward scheme as detailed in the table. 9.5 Note: in respect of all six performance activities, the respective payments profiles shall be aggregated and applied to only the next monthly Guaranteed Fixed Net Income payment following the reporting of the Key Performance Indicators. From the example of application given below, the payment payable for the relevant month would be 8 per cent applied to one twelfth of the Guaranteed Fixed Net Income. 9.6 The following tables contains the Key Performance Indicators reportable on a monthly basis to the Council. The indicators reported shall refer to the last calendar month prior to the report. 8
The maintenance of bus shelters excluding the advertising media. Indicator (1) Percentage of shelters cleaned every ten days: (2) Percentage of key location shelters cleaned every week: (3) Percentage of shelters made safe in accordance with X.X (4) Percentage of shelters made safe electrically in accordance with X.X (5) Percentage of shelters which have had offensive or obscene graffiti removed in accordance with X.X (6) Percentage of shelters which have had general repairs carried out within 5 working days of notification: see X.X (7) Percentage of shelters which have had non obscene and non offensive graffiti and fly posters removed within 1 working day of notification: see X.X Standard Target met/not Payment profile Target met 90% Met No change Not met -3% 95% Met No change Not met -5% 90% Met No change Not met -4% 95% Met No change Not met -4% 95% Met No change Not met -3% 90% Met No change Not met -3% 90% Met No change Not met -3% 9
Example of application of the above payment profile: Indicator (1) Percentage of shelters cleaned every ten days: (2) Percentage of key location shelters cleaned every week: (3) Percentage of shelters made safe in accordance with X.X (4) Percentage of shelters made safe electrically in accordance with X.X (5) Percentage of shelters which have had offensive or obscene graffiti removed in accordance with X.X (6) Percentage of shelters which have had general repairs carried out within 5 working days of notification: see X.X (7) Percentage of shelters which have had non obscene and non offensive graffiti and fly posters removed within 1 working day of notification: see X.X Payment profile to be applied to the next payment following the reporting of the KPIs: Standard Target met/not Payment profile Target met 90% Met No change 95% Not met -5% 90% Met No change 95% Met No change 95% Not met -3% 90% Not met -3% 90% Met No change -11% 9.7 A report detailing the following must be provided to the Council on each anniversary of the commencement date of the Contract: Inventory of shelters, identifying which shelters have been replaced/upgraded and showing shelters added or deleted since the previous inventory. 10
Service delivery improvement plan Sub-contractors used Details of shelter structural checks 9.8 A report detailing the following must be provided to the Council Monthly: Maintenance work undertaken Vandalism / Fly posting Graffiti by area Contractual issues Key Performance Indicators 9.9 The exact format of these reports is to be agreed. 9.10 In all correspondence and discussion with the Council, when referring to shelters the Contractor shall use the bus stop reference codes defined in the National Public Transport Access Nodes (NaPTAN) database. 11
2. Tender Evaluation Criteria The maintenance of bus shelters excluding the advertising media. Each Tender will be scored initially by the evaluation team against each of the evaluation Areas in Table 1: Table 1 Area* Evaluation Area Weighting (%) 1 Tender Price 60% 2 Functional and Technical Compliance with the Specification 10% Please demonstrate how the submission will will ensure use of compliant materials when maintaining the bus shelters provide the reporting required, and the methodology for tracking work done. The submission should include: a method statement detailing the types of activity covered, with a schedule of rates, labour and materials. An example of typical scheduling programmes. 3 Relevant Experience/References 10% Please provide evidence of your experience in carrying out preventative and corrective maintenance on bus shelters including scheduled inspections; cleaning and graffiti removal. Your submission should include up to three references covering similar activities for other local authorities, ideally of a similar size and profile to Milton Keynes. 4 Quality Assurance & Communication 20% Provide details of quality assurance, contract management and customer guarantee for the works. Make reference to appropriate Health and Safety plans, relevant certification and accreditation for undertaking work on the highway/with electricity. Please also detail your communication strategy, including but not limited to; communications with the Authority and members of the public, detailing how work will be communicated at all stages, and how you propose to manage complaints and requests for information. 5 Social Value 5% What elements of social value can bring to Milton Keynes through this contract (eg work experience for young people or the provision of apprenticeships). 12
In respect of evaluation Areas 3 and 4 (non price elements) a score will be awarded on a system of 0 10 in accordance with the scoring scale in Table 2: Table 2 No. of Definition Points 0 Response does not meet requirements and/or is unacceptable 2 Response partially meets requirements but contains material weaknesses, issues or omissions and/or is inconsistent. 4 Response meets requirements to a minimum acceptable standard, however contains some weaknesses, issues or omissions. Lacking detail and/or clarity. 6 Fit for purpose. Good in many respects. No significant weaknesses, issues or omissions. 8 Response meets requirements to a high standard. Robust and detailed in all material respects. Minimal weaknesses, issues or omissions. 10 Response meets requirements to an exceptional standard. Robust and detailed in all material respects. The Council reserves the right not to consider further Tenders which do not achieve the threshold score of 3 out of 10 in respect of any of the individual criteria. The score for each of the evaluation criteria will be multiplied by the weighted factor as follows to give an overall initial score: Actual score / maximum score x weighting from Table 1. Evaluation of the Tender Price payable to the Council: Evaluation Area 1 will be evaluated in accordance with Table 3 below using 60% price as an example: Table 3 Income from Proposal ( ) Calculation Points Tender 1 100,000 60 Tender 2 165,000 100,000/150,000 x 36.4 60% Tender 3 200,000 100,000/200,000 x 30 60% Tender 4 220,000 100,000/220,000 x 27.3 60% The scores achieved for the income payable and the non-price elements will be added together and the Bidder achieving the highest score will be successful. Note: failure to provide the required information requested may lead to your tender being rejected. 13
3. Price Schedule CU2432: The maintenance of bus shelters excluding the advertising media. Figure 1 Please provide your figure for the total GROSS costs for cleaning, repairs and maintenance for Year 1 of the contract based on the total number of shelters set out in schedule 1. The sum you provide for total gross costs shall be subject to variation on an annual basis (up or down) in accordance with RPIX. Current total of 650 shelters plus WP1/WP2/WP3, less any further removals (4 April 2014). Option A ( ) Option B ( ) Figure for evaluation purposes Figure 1a ( ) ( ) Please provide the average price per shelter for the total GROSS costs for cleaning, repairs and maintenance for Year 1 of the contract based on the total number of shelters set out in schedule 1, for Figure for information purposes Standard location Key Location Figure 1b ( ) ( ) Please indicate the percentage premium on the average price per shelter for the total GROSS costs for cleaning, repairs and maintenance for Year 1 of the contract based on the total number of shelters set out in schedule 1, for Figure for information purposes Standard location if glass panels are used Key Location if glass panels are used 14
Figure 2a ( ) ( ) Please provide a firm figure for the total annual GROSS costs for cleaning repairs and maintenance for additional Standard Location shelters if added to the contract: These figures to be subject to variation on an annual basis (up or down) in accordance with RPIX. Figure for information purposes 1 shelter 2-5 shelters 5-10 shelters 10-20 shelters NB if the number of shelters falls below the current total of 650 these figures will be used as the basis of a discount to MKC Figure 2b ( ) ( ) Please provide a firm figure for the total annual GROSS costs for cleaning repairs and maintenance for additional Key Location shelters if added to the contract: These figures to be subject to variation on an annual basis (up or down) in accordance with RPIX. Figure for information purposes 1 shelter 2-5 shelters 5-10 shelters 10-20 shelters NB if the number of shelters falls below the current total of 650 these figures will be used as the basis of a discount to MKC SIGNED. POSITION WITHIN THE COMPANY. FOR AND ON BEHALF OF.... ADDRESS DATE. 15