Specification for provision of Tyre Managed Service
to Cardiff County Council
Cardiff CountyCouncil is looking to appoint a provider to manage all aspects of the tyres used by its fleet of vehicles. We are willing to consider a single tyre provider, or management company to provide tyre and supplier management.
Approximately 720 vehicles and 80 small trailers will be included in this contract. Initially hired vehicles may be excluded;however, the Authority reserves the right to include tyre replacements for hired vehicles at a later date.
The vehicle types covered by this contract will include, but not be limited to, cars, 4x4’s, light commercial vehicles, HGV’s including refuse collection vehicles and hooklift vehicles, street cleansing sweepers (including compact mechanical brushes), minibuses and plant machinery.
The approximate estimated spend on tyres for Cardiff County Council based on 2015 -2016 usage is £250,000.
Management Information Data.
All information should be available through a number of web based downloadable reports, available to multiple users at Cardiff Council. Each user will require a secure log in.
The minimum reports required should include tyres used by all council vehicles, tyres used by service area, by date, by week, by vehicle type, highest user, damage and reason for, casings reused, casing bank, rejected / queried requests, reason for work not just removal
Consolidated Invoicing:
The must be able to provide the Council with a monthly consolidated invoice and full backing data in the form of a CSV file. The CSV file must contain the following information as a minimum and list each repair or tyre replacement separately: Order Number, Fleet Number, Registration Number, Defect Number, Date, Reason for Replacement, Cost, Tyre Position on Vehicle, Tyre Serial Number, Description of repair/replacement, Tyre Size, Tyre Type, Tread Remaining, Tyre Fitters Name, Drivers Name, Vehicle Description, Tread Depth Left and Disposal Method.
Tyre Quality
The councils require all tyres supplied to be of a premium quality and the council requires tyre to be Michelin or equivalent quality for its entire fleet. Unless specified by the transport manager.
Tyre Replacements
All replacements of tyres must be authorised by the transport manager or one of his designates at Cardiff County Council. The Council will only process and pay for tyres fitted to vehicles contained on the Councils fleet list /Data Base. Any vehicle not on the Council’s fleet list must be authorised by the Senior Transport coordinator, Fleet Manager or Operations Manager.
SSIP (Safety Schemes in Procurement)
The successful contractors must be compliant with and gain accreditation by on of the member of the Safety Schemes in Procurement prior to the award of the contract. The assessment undertaken covers the initial H&S desktop requirements.
Supplier Management / Local presence / supply chain
The contractor
2 (c) (i) Local presence available on short term notice at Council locations across the City of Cardiff, and for breakdowns within the City of Cardiff:
Tyre Policy fitment
Vehicle / Axle / Make / New Or Retread / Pattern / Regroove / Remove at / Twin Max DiffAll / Front / Michelin / New / AM06/AH22 / Yes / 2mm / N/A
All / Second Steer / Michelin / Retread / RD-Urban / Yes / 2mm / N/A
All / Drive / Michelin / Retread / RD-Urban / Yes / 2mm / 5mm
Van / All Axles / Michelin / New / RA10 / N/A / 2mm / N/A
Car / All Axles / Michelin / New / Various / N/A / 2mm / N/A
Hook Loaders / Drive Axles / Michelin / New / RD-Mixmaster / Yes / 2mm / 5mm
Casing Bank management
Any tyres removed as part worn either for repair or stock will be logged and recorded by the contractors and this information be made available to the authority on a quarterly basis.
This supplier must be able to report this data network the authority by location. This Part worn stock will be fitted wherever possible in preference to a new tyre.We require the Contractor to manage the asset from new to disposal and always provide an audit trail on Casing serial numbers
Tyre & Ancillary Stocking Levels
The contractor will hold adequate stocks of all tyre sizes and types used and indicated in this tender documentation.
Fleet Inspections / Audit
The contractor must undertake a full fleet tyre audit within 3 months of the commencement of contract award. The audit to include details of each tyre fitted to each vehicle, including tyre serial number, location on vehicle, tread depths, details of any damage. (An example of fleet audit is required.
The contractor must have the ability to provide full itemisation of tyres on each vehicle
(To include details of each tyre fitted to each vehicle, including tyre serial number, location on vehicle, tread depths, details of any damage):
A rolling Monthly Fleet Inspection on all vehicles must be carried out by the Service Provider. The service provider must sign in upon arrival on site and make his presence known to the Cardiff County Council depot management. Prior arrangement is recommended to maximise the vehicles available at time of visit. With regard to trailer inspections, these are to be carried out on all trailers available on site at the time of the inspection.
On award a tyre inspection report is to be fully completed for all vehicles and any trailers inspected.
- Any PG9 or illegal tyres must be changed and reported immediately at the time of the inspection to the relevant Cardiff County Council Transport Office.
- Inspector/Service Centre to notify Cardiff County Council personnel of any PG9 or illegal tyres that cannotfor whatever reason is actioned on site immediately following inspection.
- Any outstanding work that needs to be carried out must be recorded with a specific timeline allocated to it.
- The provider will on request provide copies of all vehicles inspected relating to certain service areas.
- At arranged review meetings the contractor will produce a full list of vehicle inspection undertakenfor Cardiff CountyCouncil and will agree an action plan to catch any outstanding vehicles.
TyreMaintenance Procedures
Tyre Husbandry
1) All inner wheels of twinned assemblies must be fitted with appropriate ValveExtensions; all Valves must be fitted with a High Pressure Valve Cap on wheels of 17.5” and above andplastic caps on Car and Van valves.
2) Tyres must be correctly twinned and the difference in tread depth to be no greater than 5 mm.
3) Wherever possible regrooved tyres should not be twinned with uncut tyres.
4) Any tyre showing signs of abnormal wear should be turned on the rim to minimise the wear abnormality.Misalignment wear must be highlighted on Monthly Inspections (to enable mechanical rectification).
5) All tyre repairs are to be carried out in accordance with the current British Standards BSAU159F.
6) Spare wheels/tyres to be utilised whenever possible.
Wheel Torquing/Retorquing Procedure
Van
As per manufacturer's recommendations.
Truck
All wheels removed and re-fitted onto a vehicle/trailer must have the wheel nuts re-torqued to the vehiclemanufacturer recommendations.
All wheel torquing must be carried out using a calibrated torque wrench.
A Wheel Change label (supplied by the service provider) must be fully completed every time a wheel is fitted orremoved, and must be attached to the Drivers door, window, handle or mirror.
The vehicle/trailer must be retorqued after the fitment of any replacement wheel. Cardiff County Counciloperates a 30 minute waiting time practice after fitment.
Service & Roadside Breakdown Procedure
Normal Operating Hours:
Monday – Friday Saturday (Excluding Sunday’s & Bank Holidays)
08:00 – 18:00(no additional chargecan be applied)
The above service will be supplemented by a 24 hour breakdown service.
Out of hours call out charge (Please indicate price in pricing schedule provided)
18:00 - 08:00
Call out time to respond within 90 minutes
Special Requirements – Service & Roadside Breakdowns
It is the responsibility of the contractor, once notified of an onsite/roadside breakdown
to ensure that:
1. The callout is dealt with quickly and efficiently. Serious mechanical wheel problems, adverse weather orroad conditions, which will affect the response/down time, must be notified to the person reporting theoriginal incident.
2. Response Times – you must be able to respond within90 minutes
3. Where practical the make and type of tyre as specified in this policy is fitted, and that the tyre pressure isas per manufacturer’s recommendations.
4. If a policy tyre is not available, then any alternative used must be a comparable brand tyre.
5. Technicians attending vehicles must ensure that the vehicle is in a safe working environment beforeproceeding with any work.
6. all work documented and a clear reason where possible for the failure of the tyre/rim
Wheel Security
The wheel security procedure adopted must meet the requirements listed as follows and always be inline with Industry guidelines
Cardiff Council Tyre Specification response.
Before returning your tender, Please confirm you areable to meet all the councils requirements as outlined in the above specification.
Section / Item / YES / NOMI
Service & Roadside Breakdown Procedure
Section 2: Fleet Audit Example
Example Fleet Audit included as Appendix 1
Section 2: Management Information Example
Example Management Information included as Appendix 2
Section 2: Consolidated Invoicing Example
Example Consolidated Invoicing included as Appendix 3
Tyre Management Specification
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