Taxi firms tendering for contracts

Applications are now open to be considered for our new dynamic purchasing system (DPS) opportunity.

How to apply

All interested providers are invited to apply via our e-tendering platform PAN3059 - Passenger Transport Services DPS (due-north.com).

PAN3059 dynamic purchasing system is now live. You can apply by submitting your application using the link above (via the council's e-tendering portal, as explained below). New applications are accepted at any point from the PAN3059 commencement date until its expiry, on 31 December 2027.

The council’s previous DPS PAN2598 has now expired and is no longer active.

Only providers who successfully join the current DPS will be invited to take part in mini competitions for contracts (quote for journeys).

Passenger transport dynamic purchasing system (DPS)

Since April 2022, the council has been procuring its taxi journeys using a dynamic purchasing system (DPS). This is similar to a framework agreement whereby, upon satisfying the criteria started, a provider is added to the list and invited to bid for council contracts. Unlike a framework, a DPS allows for new providers to apply to join at any point during its term.

There is no limit on the number of providers that can be admitted onto the DPS. Providers whose application (request to participate, or RTP) was unsuccessful, may apply again at any point during the term of this DPS.

The new PAN3059 DPS is split into two categories:

• Category 1: general passenger transport provision
• Category 2: specialist passenger transport provision

Invitations to tender (ITTs) are issued via a web-based portal. All DPS providers are automatically added to mini competitions. The ITT document will detail exact requirements of the journey.

E-tendering portal

Both applications to join the DPS (known as RTP – request to participate) and subsequent mini competitions (process of quoting for journeys once admitted onto the DPS) are managed via the council’s e-tendering portal. This allows us to ensure fairness and transparency, as well as a full audit trail.

If you are new to this platform, you can register for free.

For more information on how to use the portal, please see ProContract Version3 Help (due-north.com) 

If, after accessing the above guidance line, you are still unable to resolve your system-related issue and require support, please contact EastMids Tenders technical support by email: [email protected] or telephone: 0330 005 0352 (lines open from 8.30am to 5pm, Monday to Friday, excluding English public holidays).

Please note, the technical support team will not be able to answer any specific contract opportunity enquiries.

Before you submit your application to join the DPS (request to participate)

To apply you must log in to the e-tendering portal using the link provided on the top of this page. Upon login, you will be able to access all relevant documentation, including applicable terms and conditions for this contract and the application to join.

To apply, download and fully complete your application. This is the document entitled PAN3059 RTP final.docx

You must fully complete the questionnaire (6.2 selection questionnaire) and provide the evidence requested. For ease, questions requiring submission of evidence are marked as follows:
REQUIRED EVIDENCE: Please submit [detail of evidence required]

The last page of the application form (RTP) shows a checklist of documents to be submitted with your application.

To ensure prompt evaluation of your application, you are strongly advised to submit all evidence required. We may follow up to request any missing documents. However, failure to respond in a timely manner will result in your application being rejected.

Further guidance on the required evidence can be found below, see document 'PAN3059 guidance for submitting DPS compliance documents Aug 2024'.

If you are unsuccessful, you can reapply in the future. You will be notified of the reasons why your application was unsuccessful, if that is the case. When reapplying, you must submit your application in full - not just the elements you failed on before.

Please note that responses to questions 7.9(a) and 7.9(b) are optional and only required if you wish to apply for category two specialist.

Before you submit your bid (mini competitions)

There are a number of factors to consider when bidding for work:

• Consider your bid price. Remember that a bid of £9.99 per day beats one for £10.
• Provide specific details relating to the tender. Do not use shortcuts such as 'same as last time' or 'the usual vehicle'.
• Some tenders are complex. If you are unsure of anything then raise a query via the messaging facility on the portal.
• Complete all sections of the form. Incomplete tenders are likely to be rejected.
• Take note of any transfer of undertakings (protection of employment) - TUPE implications.

For an example of an ITT template used in mini competitions, see PAN 3059 ITT template V3 incl revised TUPE.

All mini competitions are issued via the e-tendering portal.

Winning bids

We will publish details of the relevant contracts awarded under this DPS. This is to comply with transparency requirements.