Navigating East Mids Taxi Tenders: Your Guide

For taxi and private hire operators across the East Midlands, securing local authority contracts represents a significant opportunity for stable work and business growth. Leicestershire County Council, a prominent local authority in the region, regularly seeks reliable transport providers for a variety of essential services. Understanding the tendering process, particularly for small vehicle passenger transport, is paramount for any operator looking to expand their reach and contribute to vital community services. This guide aims to demystify the procedures, ensuring both established firms and new entrants can confidently navigate the path to securing these valuable contracts.

The council's approach to commissioning transport services is structured around a sophisticated and flexible system designed to ensure efficiency, fairness, and continuous opportunity: the Dynamic Purchasing System (DPS).

Who Can Bid on East Mids Taxi Tenders? The Gateway to Opportunity

The ability to bid on East Mids taxi tenders, specifically those issued by Leicestershire County Council, is primarily governed by an operator's status within the council's Dynamic Purchasing System (DPS). This system is the cornerstone of how the council procures small vehicle (up to and including 8 seats) passenger transport services, covering a range of needs from mainstream school runs to specialised transport for Special Educational Needs (SEN) pupils and social care clients.

The specific DPS relevant to small vehicles (up to and including 8 seats) is known as the SV5 DPS. It's crucial for any operator, whether new or existing, to understand their position relative to this system.

Operators New to the Council: Your First Steps

If your taxi firm has not previously worked with Leicestershire County Council or is not yet registered on their SV5 DPS, your journey begins with an application to join. The beauty of a DPS, unlike traditional fixed-term frameworks, is its 'dynamic' nature. This means you are not restricted to specific application windows; you can apply to join the SV5 DPS at any point during its operational term. This continuous open application process ensures that new businesses can enter the market and compete for contracts whenever they are ready, fostering a healthy and competitive supply chain.

The application process is streamlined and conducted online via the council’s dedicated e-tendering portal. This digital gateway is where all tendering activities take place. Once your application to join the SV5 DPS has been successfully processed and accepted, you will gain full access to this portal, unlocking the door to available tender competitions.

Existing DPS Operators: Continuing Your Partnership

For operators already accepted onto the SV5 DPS, the process for bidding on new contracts is more direct. Since May 2023, all new competitions for transport services are exclusively undertaken through the council’s e-tendering portal. It's imperative that existing operators are actively on the DPS and in good standing. Eligibility to bid is strictly limited to those currently on the DPS. Crucially, if an operator has been suspended or removed from the DPS for any reason, they will unfortunately be unable to submit bids for new contracts. This underscores the importance of maintaining compliance and performance standards to retain your active status on the system.

The Dynamic Purchasing System (DPS) Explained: SV5 and Beyond

The SV5 Dynamic Purchasing System (DPS) is the council’s primary mechanism for sourcing small vehicle passenger transport. It commenced on 3 June 2019 and has since been extended, with its current expiry date set for 2 June 2025. This system represents a modern and flexible approach to procurement, offering significant benefits to both the council and its suppliers.

A DPS is essentially an 'open market' for commonly used purchases. Unlike a traditional framework agreement, which is typically closed to new suppliers once established, a DPS allows new operators to join at any time throughout its duration. This continuous intake of suppliers ensures that the council always has a wide pool of qualified providers to draw upon, promoting competition and potentially better value for money. The council also retains the flexibility to further extend the SV5 DPS for a maximum total term of 10 years, at its sole discretion, with all extensions clearly communicated to registered operators.

It's worth noting the historical context: the SV5 DPS Agreement replaced the previous SV4 Framework Agreement. This transition reflects the council's commitment to utilising more agile and inclusive procurement methods.

What Kind of Contracts are Awarded via SV5 DPS?

The SV5 DPS covers a broad spectrum of transport needs, including:

• Mainstream Passenger Transport: This typically involves regular school runs for pupils attending mainstream educational institutions.
• SEN (Special Educational Needs) Transport: A vital service providing transport for children and young people with special educational needs, often requiring specific vehicle adaptations or driver training to ensure safe and comfortable journeys.
• Social Care Transport: This can encompass a variety of journeys for individuals requiring social care support, such as transport to day centres, appointments, or other community activities.

Each of these categories requires a high standard of service, reliability, and often, a compassionate approach from drivers and escorts.

The Council’s E-Tendering Portal: Your Digital Hub

The e-tendering portal is the central hub for all tendering activities related to Leicestershire County Council's transport contracts. This is where operators, once accepted onto the SV5 DPS, will find and respond to all competition opportunities. The council currently advertises its tenders on the East Mids Tenders website, which serves as the public face of their procurement activities.

For operators new to this digital platform, the first step is to register for free. This registration grants you access to view advertised tenders and, once on the DPS, to participate in bidding processes. The portal is designed to streamline the tendering process, making it more efficient and transparent for all parties involved. Comprehensive help and support for suppliers navigating the portal are typically available directly on the platform itself.

Essential Contract Conditions and Compliance

Securing a contract with Leicestershire County Council is not just about submitting a successful bid; it's also about adhering to a strict set of contract conditions designed to ensure the safety, quality, and reliability of services. All small vehicle contracts operated on behalf of the council must rigorously follow the conditions outlined in specific documentation, primarily the SV5 contract conditions. While the SV4 Framework Agreement has been superseded, operators should be aware of the historical context and focus on current SV5 guidelines.

These conditions cover a wide range of operational aspects, from vehicle standards and insurance requirements to driver conduct and safeguarding protocols. Compliance is not optional; it is a fundamental requirement for maintaining your contract and your standing within the DPS. Failure to adhere to these conditions can lead to penalties, suspension, or even removal from the DPS, jeopardising future opportunities. Operators are strongly advised to thoroughly review and understand these documents before bidding and throughout the duration of any awarded contract.

Registering Drivers and Escorts: Ensuring Safety and Professionalism

A critical component of operating contracts for Leicestershire County Council is the mandatory registration of all drivers and escorts employed on these contracts. This process is integral to safeguarding the passengers, many of whom are vulnerable individuals, such as children with SEN or adults receiving social care. The council places a high priority on the safety and well-being of its passengers.

For a driver or escort to be registered, they must undergo an assessment by the Disclosure and Barring Service (DBS). This criminal record check is a crucial step in ensuring that only suitable individuals are entrusted with transporting vulnerable people. The process for initiating a DBS check and obtaining the necessary identification badge is managed through the operator (employer), not by individual applicants. This ensures proper oversight and compliance with employment regulations. Operators should email [email protected] to request detailed information, including the application form for a DBS check.

Upon receipt of an appropriate DBS Assessment Certificate, Leicestershire County Council will review it and, if deemed suitable, issue an official identification badge. It is a strict requirement that all registered drivers and escorts display their identification badges at all times when working on Leicestershire County Council contracts. This visibility provides reassurance to passengers and their families and aids in easy identification by council staff. Furthermore, drivers and escorts are strongly advised to read and understand specific guidelines provided by the council, which detail expected conduct, safeguarding procedures, and other operational protocols.

Invoicing and Payment: Ensuring Timely Remuneration

Efficient and accurate invoicing is crucial for the timely payment of services rendered. Leicestershire County Council has a clear process for submitting invoices and managing payments, which operators must diligently follow to avoid unnecessary delays in receiving their remuneration.

Completed invoices should be submitted in hard copy, either by post to the Passenger Transport Services Team at County Hall in Glenfield, Leicester, or hand-delivered to the Leicestershire County Council Main Reception, where a receipt should be obtained. It is important to note that electronic invoices are currently not accepted. This postal or hand-delivery requirement underscores the need for operators to factor in delivery times when managing their cash flow.

Payments are generally processed within 30 days following the receipt of a correct and complete invoice. However, the council also operates a 14-day payment scheme for operators interested in receiving payments more quickly. Details for enrolling in this Early Payment Discount Scheme can be obtained by emailing [email protected]. This accelerated payment option can be a significant benefit for managing operational expenses.

Delays in payment are most commonly attributed to incorrect invoices or those containing insufficient or unclear information. To mitigate this, operators are strongly advised to adhere strictly to the council’s invoice guidance. Requesting a copy of the council’s invoice template by emailing [email protected] is a proactive step to ensure all required fields are correctly completed, thereby preventing payment holdups. Accuracy in invoicing is key to a smooth financial relationship.

Frequently Asked Questions About East Mids Taxi Tenders

Navigating the world of public sector contracts can raise many questions. Here are some of the most common queries from taxi operators interested in East Mids tenders:

Q: What is a Dynamic Purchasing System (DPS)?

A: A Dynamic Purchasing System (DPS) is a procurement tool used by public sector bodies, similar to a framework agreement, but with a key difference: it remains open for new suppliers to join throughout its entire term. This means operators can apply to join at any time, rather than only during specific application windows. It's designed to be flexible and efficient, promoting competition.

Q: How long does it take to join the SV5 DPS?

A: The exact timeframe can vary depending on the volume of applications and the completeness of your submission. Once you apply via the e-tendering portal, your application will be reviewed. It's advisable to submit all required documentation accurately and promptly to expedite the process. The council will notify you upon acceptance.

Q: Can I bid for contracts if I'm not on the SV5 DPS?

A: No. Only operators who have been accepted onto the SV5 DPS are eligible to bid for the relevant transport contracts advertised through the council's e-tendering portal. If you're not currently on the DPS, your first step is to apply to join.

Q: What happens if my company is suspended from the DPS?

A: If your company is suspended or removed from the DPS, you will be unable to bid on any new contracts. Suspension typically occurs due to non-compliance with contract conditions, performance issues, or other breaches of agreement. Reinstatement would depend on resolving the issues that led to the suspension and adhering to any council-mandated corrective actions.

Q: Do all my drivers and escorts need a DBS check?

A: Yes, all drivers and escorts who will be working on Leicestershire County Council contracts must be assessed by the Disclosure and Barring Service (DBS) and registered with the council. This is a mandatory safeguarding requirement.

Q: Can individual drivers apply for their own DBS check for these contracts?

A: No. Drivers and escorts must apply for their DBS check and identification badge via their employer (the taxi operator). Applications submitted directly by individuals will not be accepted by the council.

Q: What should I do if my invoice is incorrect or delayed?

A: If your invoice is incorrect or contains unclear information, it will likely delay payment. It's crucial to follow the council’s invoice guidance strictly. You can email [email protected] to request a copy of their invoice template to ensure accuracy. If a correct invoice is submitted and payment is still delayed beyond 30 days (or 14 days if on the accelerated scheme), contact the Passenger Transport Services Team via the provided email for clarification.

Q: Are there any engagement events for operators?

A: Yes, the council periodically holds engagement events. For example, in May and June 2023, SV5 DPS engagement events were held for all interested operators. While specific future dates are not always listed, it's a good idea to keep an eye on the East Mids Tenders website or communications from the council for announcements of such opportunities.

Key Takeaways for Successful Tendering

Securing and successfully delivering on East Mids taxi tenders requires a combination of proactive engagement, meticulous preparation, and unwavering adherence to council standards. Here are the most important points to remember:

• Join the SV5 DPS: This is the fundamental prerequisite. If you're not on it, you can't bid. The continuous application window is a significant advantage.
• Master the E-Tendering Portal: This digital platform is your primary tool for finding and submitting bids. Familiarise yourself with its functions and regularly check for new opportunities.
• Understand Contract Conditions: These documents are not just formalities; they are the operational rulebook. Full compliance with SV5 (and awareness of SV4 context) is non-negotiable for service quality and maintaining DPS status.
• Prioritise Driver and Escort Registration: The DBS check and badging process is critical for safeguarding and a mandatory requirement. Ensure all personnel are correctly registered and display their badges.
• Ensure Accurate Invoicing: Follow the council's template and guidance precisely to guarantee timely payments and avoid cash flow issues. Consider the 14-day payment scheme for faster remuneration.
• Stay Informed: Keep an eye on council communications, especially regarding DPS extensions or new engagement events.

By diligently following these guidelines, taxi operators in the East Midlands can position themselves strongly to secure valuable contracts with Leicestershire County Council, contributing to essential community services while ensuring the sustainable growth of their businesses. The opportunity is there for those who are prepared and compliant.

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