HSE 46/13 - Invitation To Tender (ITT) For the Provision of Fuel Cards Services
To Whom It May Concern
For the Provision of Fuel Cards Services;
(Forecourt Services, the supply and management of fuel cards, supply of Fuel-diesel/ unleaded petrol- screen wash, vehicle wash and lubricants)
The Health Service Executive invites tender proposals from suitably qualified companies for the Provision Fuel Cards Services
The HSE is seeking proposals which demonstrate innovation options which are cost effective, efficient to operate and fully auditable.
Service providers should be aware of the following:
· The supply arrangements will be required to reflect changing circumstances of the HSE
· The implementation of the contract work is to be completed within an agreed time frame between the HSE locations and the service provider.
· The service provider needs to recognise the multiplicity of requirements and needs within the HSE locations.
· The Health Service Executive reserves the right to test the market during the contract period.
The HSE will have an implementation period for the contract.
Two key dates will apply;
1) The ‘Execution Date’, is the date which both parties sign the Contract/Service Level Agreement
2) The ‘Effective Date’ or the ‘commencement date’ is the date that the Contract/Service Level Agreement becomes effective. ‘The Effective date’means the period of one hundred and eighty (180) days from the Execution Date or such other period as the parties may agree;
“Effective Date” means the date on which the last Condition Precedent is satisfied. A Condition Precedent is an event which must occur, unless its non-occurrence is excused, before performance under a contract becomes due, i.e., before any contractual duty arises. In the event that the preferred tenderer has not delivered the Fuel Cards services to the satisfaction of the HSE, the HSE reserves the right to terminate the agreement and request that the reserved preferred tenderer to undertake the provision of the Fuel Card Services
The following milestones for the purposes of this tender will be considered condition precedents
· Signed Contract/Service Level Agreement by the Preferred Tenderer
· Project Plan accepted by the HSE
· Provision of the Fuel Card Services
· Provision of the Fuel Card Service provider project office
· Provision of the Fuel Card On line System
· National Ambulance Service successful Fuel Card Service Implementation
· Fuel Cards available for the HSE and organisation funded by the HSE
· Successful Trial Transfer of information for the HSE NAS vehicle management system (ASTR)
· Invoicing system operations
· Final draft of Management reports
· Firm methodology for the reporting of Fuel Pricing into the HSE
· Others that the HSE may added prior to the signing of the contract/service level agreement
It is the intention of the HSE to award this contract to a single service provider.
The HSE will also appoint a reserved preferred tenderer for this contract. The reserved preferred tenderer will be the tenderer who has submitted the second best most economical advantageous tender
The HSE may make a recommendation as a result of this tender process. For the avoidance of doubt, where an award is made it is done so in good faith, however, any such offer and subsequent draw down is subject to funding availability and the issuing of a HSE Purchase Order.
The purpose of awarding the contract to a single tenderer to the HSE and HSE funded organisations is to achieve the following;
v Single point of contact for the provision of Fuel card services.
v Reduce transactional costs
v To increase the level of information in relation to the fuel card management for HSE and HSE funded organisations
v To reduce current costs, volumes and to provide Value for Money (VfM) in the provision of their services.
v To comply with SI 542 of 2009 requirements