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UITP Tender Structure for tendering of buses and related services

Version for the MENA Region

Updated on 21st September 2009

UITP Tender Structure – Version for the MENA Region

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UITP Tender Structure

for tendering of buses and related services

Version for the MENA Region

Foreword ........................................................................................................................4

1. Main characteristics (summary) of the tender .....................................................6

2. Purchaser and contact person(s)...........................................................................6

3. Procedure .............................................................................................................6

4. Tender time table .................................................................................................7

5. Legal Requirements and Standards......................................................................8

6. List of company-related information to be submitted..........................................8

7. Tender evaluation criteria ....................................................................................9

8. Life Cycle Cost (LCC).......................................................................................10

9. Financial Conditions ..........................................................................................11 9.1 Payment time table .........................................................................................12 9.2 Financial guarantees .......................................................................................12 9.3 Penalties..........................................................................................................13

10. Vehicle Warranty ...............................................................................................16

11 Vehicle Availability / Unavailability .................................................................16

12. Acceptance procedure........................................................................................18

13. Functional specifications ...................................................................................19 13.1 Capacity ..........................................................................................................19 13.2 Accessibility ...................................................................................................20 13.3 Driver position & handling.............................................................................22 13.4 Life onboard ...................................................................................................22 13.5 Safety ..............................................................................................................23 13.6 Security...........................................................................................................24 13.7 Fuel and Environment ....................................................................................24 13.8 Air conditioning..............................................................................................25

14. Technical specifications.....................................................................................26 14.1 General characteristics....................................................................................26 14.2 Technical characteristics.................................................................................26

15 After Sales..........................................................................................................27 15.1 Maintenance documentation...........................................................................27 15.2 Spare parts ......................................................................................................29

16. Training..............................................................................................................30


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ANNEXES

ANNEX I: Glossary of Terms .....................................................................................32

ANNEX II: Vehicle Availability / Unavailability .......................................................41

ANNEX III: Legal requirements and Standards at European level .............................43

ANNEX IV: Main business models and examples for the provision of bus services .44

ANNEX V: Repetitive failures ....................................................................................45

ANNEX VI: Environmental LCC calculation .............................................................47

ANNEX VII: UITP Publications .................................................................................50

ANNEX VIII: UITP MENA Working Group on bus tender structure........................52


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Foreword

The second release of the UITP recommendations, as shown in this document are the outcomes of a joint analysis, between operators, manufacturers and organising authorities, under the patronage of UITP.

A UITP working group has conducted a comprehensive review of current rules and observed practices throughout Europe and has come to the conclusion that the diversity in the definitions and the structure of the tender documents used to date are outdated, inefficient and complicate the tender process. Moreover, a working group has been established at the level of the UITP Middle-East and North Africa (MENA) Division and has identified the need to define guidelines for bus functional specifications and tendering for the region.

From that basis, the UITP working group created a model for tender

harmonisation which the operators and organising authorities are free to use when issuing future tenders. Any move towards a better balanced relationship between all actors in the public transport supply chain (authorities, operators, manufacturers) is a step in the right direction, opening up possibilities for decreasing costs for all the parties involved.

This recommendation is intended for the purchase/offering of buses and related

services. However, the observed business model in Europe (resp. in the MENA region) is different from one market to another, but any parts of the document can be used in all types of purchase situations. (see also Annex IV that describes different main business models for competitive tendering in Europe that might be already applied or applicable in the MENA region).

As a guiding principle the total costs of operation are in the long term much more

important than the price of acquisition of the bus, and, as a consequence all other related operational costs should have at least the same importance.

Environmental issues and demands from the society have increased considerably

in recent years and will continue during coming years. A guiding principle is to promote public transport and especially clean vehicles for passenger transport as a positive contributor for the society.

The current version of the Tender Recommendation deals with Environmental

issues in various parts: chapter 7 (environmental award criteria), 8 (LCC including environmental outputs), 13 (requirements from the operator), chapter 16 (eco-driving) and Annex VI (environmental LCC calculation).

Nothing in these recommendations can supersede local laws, local agreements or

protocols. (see also Annex III with references to the most important European laws that could be of interest for the MENA region)


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Both suppliers and purchasers retain full freedom whether to follow the recommendations or not.

Content of the tender document (UITP recommended structure)

The tender document should contain the following distinct structure: From the operator to the industry:

1. Main characteristics (summary) of the tender 2. Purchaser and contact persons 3. Procedure 4. Tender Time Table 5. Legal Requirements and Standards 6. List of Company-related documentation 7. Tender Evaluation Criteria 8. Life Cycle Cost (LCC) 9. Financial Conditions 10. Vehicle Warranty 11. Vehicle Availability / Unavailability 12. Acceptance Procedure 13. Functional specifications 14. Technical specifications 15. After Sales 16. Training

Presentation of the offer (which is the reply of the supplier)

The offer should be presented in accordance with the following distinct structure:

Company information (legal and financial information) ; Commercial package (such as prices, delivery conditions, payment terms and

validity of offer, warranties etc.) including the administrative offer (planning, training, etc.);

Technical package (including functional specifications and performance, etc.); Responses to the evaluation criteria as mentioned in the tender documents

It is important that if a supplier presents an alternative technical proposal (e.g. a non-compliant offer) without altering functional specifications, with an alternative financial proposal (variant), a compliant bid must be submitted for the tender to be considered. The presentation of the offer should comply with the UITP Tender Structure, unless national local or customer internal rules and regulations dictate otherwise. The offer shall be written in the same language as the tender request unless otherwise requested. General company and product information can be submitted in the English language, but specific technical information shall be available in the local language.


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The presentation of the offer should contain all the items of the UITP recommended structure. If national local or customers own internal rules prevent adherence to the UITP recommendation, a cross-reference should be presented. 1. Main characteristics (summary) of the tender

In order to ensure a good understanding of the content of the tender and the overall operational requirements, the following items could serve as a guide:

• Reason (e.g. replacement/expansion) • Location • Number of vehicles • Type of operation (urban or sub-urban categories I or II of the EU Bus

Directive 2001/85 could be used as reference in the MENA region as well) • Type of bus (dimension e.g. single or articulated buses, type of floor, number

of doors, type of energy, capacity etc.). For Detailed functional descriptions see also Chapter 13 and/or Annex VII

• Total purchase (buses and/or related services) This information is required as a short brief for official publication where appropriate. 2. Purchaser and contact person(s)

The purchaser should notify the bidder if more legal entities are involved (for example a separate maintenance contract, additional equipment to be installed in the vehicle, etc.):

• Legal entity • Contact person(s)

3. Procedure

For Public and Private Procurement, different types of procedures exist. The purchaser is asked to notify which of the following procedure to adopt :

• Open • Restricted • Negotiated

Within the above procedures you can use the following rules:

• Framework agreement governing contracts to be awarded during a given period of time (with open, restricted, negotiated procedure)


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• Dynamic purchasing system1 (with open procedure) UITP maintains that, although it is important to operate in full agreement with criteria governing transparency, the procedure finally selected should make it possible to present and negotiate counter-proposals if they are beneficial to both purchasers and suppliers, by adopting an interactive process. In countries where a procedure for public procurement does exist by law, if private purchasing is used, the laws concerning the procedure of public procurement might not be applied and hence the negotiated procedure is used. 4. Tender time table

This section defines the sequence according to which the tender process is planned to be performed: Fixed dates:

• Tender publishing date (in the Official Journal in case of public procurement) • Tender supplier selection date (short-list) and dispatching of tender

documents to suppliers (only for restricted or negotiated procedures) • Last date for submitting offers (taking into consideration the complexity of

certain tenders) • Tender opening date (if applicable)

Provisional dates:

• Tender negotiation period (if applicable) • Tender decision date • Tender awarding date • Tender ordering date • Delivery schedule

1 Auction procedure is often used for spare parts by use of an electronic platform in which you have a tool such as e-Auction.


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Example of tender time table

5. Legal Requirements and Standards

This section defines specific vehicle and road regulations as well as other standards to apply in the tender. (see also Annex III with references to the most important European laws that could be of interest for the MENA region) 6. List of company-related information to be submitted

This section includes requirements of legal documentation and company information that might contain different items, such as :

Legal • Official registration and/or declaration of establishment of the company • Declarations relating to solvency and from Social security, insurances, taxes

and banks, etc.

Company • Company information such as company brochures, product programme, etc. • Quality assurance system • Annual report and financial information • Operator reference lists • Organisation diagram • Sustainability & Environmental Policy • Training program • Health & Safety and Risk Assessment Policy • Service Diversity/Equalities Policy • Organisation & Development Programme • Force Majeure

Mar Apr May June July Aug Sep Oct Nov Dec Jan Feb Mar Apr May June July Aug

Tender awarding date

1st July

Development & Production

10 months

Official Handover &

Delivery

Evaluation & Award

3 Months

Shipment 1st June

Last date for submitting offers

1st May

Prototype inspection 1st January

Arrival

Tender Preparation

2 Months

Customs PDI

1 Mth

Shipping

1 Mth

Delivery

1 Mth

Delivery startedSerial

Production 1st April

Tender publishing date

1st March


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In order to simplify the bidding process if suppliers have previously submitted such documentation, then only an update will be required. 7. Tender evaluation criteria

a) Evaluation of offers is the full responsibility of the purchasers.

b) UITP recommends evaluating the economical performance of the offer through a multi criteria analysis. UITP suggests that this transparent method offers the best possibility to cover all aspects in decision process.

c) UITP suggests considering the environmental criteria when evaluating the tenders. As a reference for the MENA region, the new EU directive on promoting clean road transport vehicles gives additional possibilities to evaluate tenders from an environmental perspective (see also annex VI).

d) The evaluation parameters must be defined in a transparent manner within the framework of the tender.

e) When evaluation is done through a weighting and scoring system, the weighting pattern must be predefined, published and not restrictive

f) When some of the used criteria are shown on a qualitative or a subjective basis, this must be indicated.

g) Results of the scoring process must be available upon request from the suppliers.

Hereafter some examples of evaluation criteria (this list is neither compulsory nor comprehensive):

• Price • Operating cost • Delivery period • Value of repurchase • Fuel consumption and emissions • Guarantee periods • Manufacturing quality • Passenger comfort • Flexibility in use • Maintenance economy • LCC • Quality of the submission


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The relative importance of the parameters must be indicated. The method generally applied is to show the criteria in their percentage of the value in the decision. In some cases, the sample criteria can be grouped to make a technical evaluation and a commercial evaluation. If percentages cannot be used, the operator should rank the evaluation factors by order of importance.

8. Life Cycle Cost (LCC)

Basic principles

- Common objective of operators, organising authorities and suppliers is to obtain value for money whilst at the same time improving the quality of the final product.

- When the tender does not encompass a full maintenance contract, LCC

estimations can be a very important evaluation factor of the offers. However, the operators do need to receive sufficient accurate information to make reliable estimates.

- Putting the emphasis on LCC makes it possible to raise the awareness of

both suppliers and purchasers about the quality and efficiency of the product that is being supplied and operated. In addition it can be periodically checked and reported during the vehicle operations.

- LCC calculations can integrate the environmental performances of the

vehicles; As a reference, the new EU directive on promoting clean road transport vehicles offers different options concerning environmental LCC calculations (see also Annex VI).

- Indicative figures given by the manufacturer must be associated with :

o Complete knowledge of the vehicle’s purpose, operating environment,

specific features or requirements

o The establishment of a maintenance plan Main factors to be taken into consideration for the LCC calculation:

a) Operating cost - Price of the bus

- Fuel consumption on the basis of SORT2 cycles (where applicable) according to the operational mission of the vehicle

- Repair and maintenance costs (parts + labour) : 2 Standardised On-Road Tests (SORT): A project carried out by UITP which provides a clear, unequivocal reference tool to assess road vehicles’ fuel consumption. SORT provides a comparison tool for energy performance and consumption.


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- Service life (to be decided by the operator)

- Other fixed costs

- Residual value

Example of life cycle cost of a bus running 100,000 km/year during 10 years in Egypt

b) External costs (LCC-values for environmental output e.g. CO2 and local pollutants) to be considered separately, when applicable (see Annex VI).

9. Financial Conditions

Basic principles The financial conditions, payment terms and currencies must be indicated in the invitation to tender. The invitation to tender can specify that some of these can be subject to negotiations between purchaser and supplier. The following items may be considered:

- Payment time table - Financial guarantees - Penalties

17%

6%

16%

25%

10%

9%

4%

13%

Personnel Costs Road tax, Insurance, Permissions Interst on capital

Vehicle depreciation Repairs and Maintenance - labour Repairs and Maintenance - material

Tyre costs Consumption costs


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9.1 Payment time table

a) Invoicing should take place on delivery (when relevant, full VAT has to be paid).

b) The deadline for payment should be as early as possible. Unless it is expressly stated otherwise, payment should take place 30 days after delivery and invoicing, but different terms may well be provided for or agreed upon, for example, if local rules or constraints so require or for a program of progress payments. Agreed payment terms are legally binding and must be respected. Delivery and invoicing must follow the vehicle inspection for acceptance.

The payment deadline can be adjusted to include the time for vehicle inspection prior to acceptance, according to the principles set in chapter 11. In this case and unless expressly stated otherwise:

i. Inspection for final acceptance must take place within 5 working days

after availability notification, unless otherwise agreed (reception by full lots, daily limitation, pre-series vehicles and so on ).

Under all circumstances, the acceptance process must be finalised within 30 days.

ii. When acceptance is full and without restrictions, the 30-day deadline

starts from the acceptance day.

iii. When acceptance is not reached and the vehicles cannot be operated for valid reasons (e.g. safety, homologation etc…) the deadline for payments is postponed until the defects are corrected.

iv. When vehicle acceptance includes remarks or reservations, but does not

prevent the vehicle from entering commercial operations, the operator may retain a limited portion of the payment. The level of retention is to be negotiated in accordance with the problems identified, and may not exceed a fixed percentage (for example up to 5 %), unless exceptional circumstances, such as operators forced to put into commercial service buses which are not normally operated. In this case the retention can be higher (for example up to 10%).

c) Progress payments: The tender may also specify the condition for progress

payment if local or internal customer rules do not exclude this method.

9.2 Financial guarantees

Basic principles :


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Several types of financial guarantees may be required by customers. The intent is to protect the purchaser against supplier failure (bankruptcy, insolvency, non execution of the contract etc.) It is generally observed that guarantee deposits and retention are used mainly for large risks (new product, introduction of new supplier, fragile or uncertain supplier, and so on). Guarantee deposits can be also the counterpart of pre-delivery payments. Financial guarantees are not to be maintained after vehicle acceptance, unless the tender invitation expressly states otherwise. For instance, in certain cases, if the guarantees are supposed to cover the potential warranty expenses, they can be maintained during the warranty period. The tender must clearly specify terms, amount and type of the financial guarantees required in order to allow the supplier to incorporate their effect on the price offered and inform the purchaser. The tender must also specify the conditions under which a financial guarantee ends. 9.3 Penalties

Basic principles

a) Penalties should be considered as a positive stimulating factor to fulfil a

commitment, not as a “punitive damage” for the manufacturer or a source of an “extra-revenue” for the client.

b) Penalties may relate to delays in delivery, delays in additional duties (such

as delivery for product documentation, quality plans, ISO certification and so on). In certain cases penalties can be associated with product non conformity acceptance and failure to fulfil after sales obligations.

c) The invitation to tender must clearly specify the conditions and the limits

under which penalties are applied.

d) Before the penalties apply, UITP recommends a good faith negotiation. If a new agreement is reached which satisfies the purchasers expectations, penalties can either be suspended or substantially reduced.

e) In any event, the penalty amount should be a point of balance between a

push towards an efficient solution and the actual damage experienced by the purchaser.

Late delivery penalties


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The pre-condition for late delivery penalties is the acceptance of a delivery plan with milestones regarding decisions and specifications. UITP suggests that :

a) The tender includes a delivery schedule

b) either a fixed delivery date, which implies that the decision and the official rectification must also take place at a pre-assigned date

c) or delivery timing, with the freezing of specifications by the purchaser, and the day of acceptance of the vehicles (or the start of operations) as arrival point.

d) Any change or modification to the specification originating from the purchaser after notification of the contract may generate - if the required changes are significant - a change in delivery commitments, details of which are to be agreed between the operator and the manufacturer. This procedure shall also define a fixed date for “stop to any further modifications”.

e) In order to be effective, the amount of the penalties can be progressive, for example :

Day 1 to 40 : 0,05 % per day (per vehicle) Day 41 to 100 : 0,10 % per day (per vehicle).

f) Over the maximum delay determined by the contract, it is recommended that a joint evaluation of the situation is conducted and a decision taken on whether to cancel the contract (and charge the actual damages suffered to the manufacturer), or to apply a new scheme of penalties.

g) In all cases, the purchaser must evaluate their own losses or damages as a matter of fact (e.g. lost subventions, lost contracts, delays in starting new lines or businesses, need for replacement vehicles, lost training and so on). The defaulting supplier can ask for a fair negotiation if they can prove that it has been faced with unforeseen problems (sub-supplier failure, strikes, new technology implementation and so on).

h) If the supplier proposes equivalent replacement vehicles, penalties may be substantially reduced or not involved.

Other penalties

Their application follows the basic principles as stated above. It is recommended that the problem be jointly analysed and a plan of correction, be defined, with the mutual goal of identifying the critical issues and, when the


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penalties are related to product non–conformities, acting to ensure the best final product quality.

The recommended process includes :

a) Evaluation of actual damage to determine the penalty amount b) Proof of the damage, before application of the penalties c) Possibility for the manufacturer to challenge and justify the problem d) Subsequent possible re-negotiation of penalties

It is recommended that the penalty amount, with the exception of those relating to late delivery, is maximized at a fixed percentage (for example up to 4 % of total sales value), except in case of bad faith or clear failure to meet the contract.

w WORD word

malfunctioning/contract

Notification of nonli li

complianc e-tests/counter tests

- …- case of force majeure

-…

Bringing back up to fulltechnical, compliance ,…

No penalties Penalties Termination of thecontract

Flow-chart of applicable penalties in case of major technical faults


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10. Vehicle Warranty

The warranties from the supplier can be divided into the following categories:

Base warranty: the working group observed that the commonly accepted standard is one year full warranty unlimited mileage. This is always included in the price of the vehicle.

Additional warranty: gives extra confidence for the purchaser. They are

granted by the supplier in addition to the basic warranty, upon request from the purchaser. Terms and prices to be offered separately by the supplier. This request may be included in the original invitation to tender.

Additional warranty extensions may be general, or may apply to special items such as: - Repetitive failures (see also Annex V) - Painting - Anti corrosion - Structural resistance ….

Specific warranty management rules and content are subject to local agreements, when available, or case-by-case negotiations. 11 Vehicle Availability / Unavailability

Some purchasers include a clause specifying minimum vehicle availability in the tender. Total supplier liability for a certain percentage of availability may only be negotiated under full-service contract conditions. The working group recognises that, when maintenance is handled by purchasers, most of relevant parameters are out of supplier’s control. The following recommended procedure relates to cases where maintenance is handled by the purchaser

a) Unless otherwise expressly agreed, availability commitment only applies during the contractual warranty period. However, extensions relating to different availability rates may be negotiated.

b) Unless otherwise agreed, the minimum fleet size is 20 vehicles.

c) The operator must be committed, on the basis of pre-negotiated conditions,

to :


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i. Respecting and agreed the manufacturer’s preventive maintenance3 rules

ii. Maintaining a minimum stock level of critical parts (list issued by manufacturer)

iii. Using only spare parts within the manufacturer’s specification (or previously accepted). The acceptance of a spare part by the manufacturer must be done on the basis of clear functional and technical specifications, and a refusal must be technically justified to the purchaser.

d) The level required must be (for peak hours) defined in the contract.

e) Contractual availability will be specified in the offer. It is measured

typically on the basis of the fleet in question and as a three-months average before penalties are applied. Unavailability cases taken into consideration for this calculation are only those caused by manufacturer faults.

f) A daily or weekly information report must be supplied to the supplier.

g) When remunerating operators for damages for stand still claims, a fixed

amount per vehicle and day corresponding to normal practice of international insurance companies could serve as a fair point of reference to establish the level of the penalty.

Special availability clauses can always be specified. In general, they are associated with pre-specified accurate measurement methods, and availability is calculated through the ratio repair time versus annual running time. The UITP recommended method for measuring Vehicle Availability (Unavailability) is specified in Annex II.

Advice The UITP has released a new standard on bus doors. Observed practice show that doors failure is the major fault for cases of vehicle failure. Reliability of vehicles can be further improved by adopting the recommended UITP Door standard4 (see also Annex VI).

3 Corrective maintenance: The repairing of vehicles experiencing a breakdown or unexpected defects and failures. Preventive maintenance: All the activities, supplies, materials, labour and services required to preserve or extend the functionality and serviceability of the asset in a cost-effective manner, up to and including the current state-of-the-art for maintaining the asset.

4 UITP standard on Bus Doors, 2008: UITP Recommendations written by the UITP Doors Project Group on the standardisation of bus doors and ramps. The CD-Rom contains 4 language versions (English, French, German, Spanish) and besides the CD-Rom Doors there is an Executive Summary Doors leaflet.


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12. Acceptance procedure

A limited number of visits to the plants should be agreed on between the supplier and the purchaser. The technical acceptance procedure for the vehicles can be described as follows:

a) Inspection during manufacturing process, for instance:

- Technical validation of the prototype or pre-series vehicles (compared to requirements of the contract). This is the typical process for the development of a new product

- Final check of pre-series vehicle at the factory

b) Inspection prior to delivery, such as:

- Final check of pre-series and/or series vehicles at the factory or at the operators premises

c) Final acceptance:

- Final check of series production vehicles at the factory and/or operator’s premises

d) Final warranty review :

- This can take place prior to expiry of the warranty. If the phases a) and b) are not carried out, the manufacturer should provide the operator with supporting documentation such as test certification or reports of tests and trials conducted. For each inspection, a report must be established, stating:

- Acceptance with reservations (duly mentioned) - Acceptance without reservations - Postponement of acceptance, which may involve penalties in case of

final acceptance. - The report to be agree by both parties

The acceptance of non-conformity must take into account that a vehicle is a living product, subject from time to time to modifications monitored by the manufacturers. In any case, the introduction of changes must result from a dialogue between the purchaser and manufacturer. Changes that substantially modify the product have to be pre-approved by the purchaser.


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13. Functional specifications

This chapter describes the main characteristics and functionalities of the product. The sought goal is to have more functional specifications rather than detailed (technical) specifications. The manufacturer shall be allowed to choose the most feasible technical solution taking development, manufacturing and operation cost into account. In other words, functional specifications are defined by the purchaser and technical specifications are proposed by the supplier in its bid. Then, the proposed technical solution should be evaluated from a functional perspective. The following criteria could be used:

a) Passenger perception, b) Drivers perception, c) Environmental impact (external/internal)

… and their impact on operating cost and maintainability.

13.1 Capacity5

The present section of the tender aims to describe the requested capacity of the bus in terms of number of passengers, lay-outs, passenger flow etc. With items such as:

Number of Passengers Number of Seated Passengers Number of Standing Passengers Wheelchair provision Length of the vehicle Floor lay-out Passenger Flow Ticketing equipment Etc.

5 For generic figures and specifications e.g. type of floor, number of doors, see also in chapter 1.

Purchaser Functional specifications

SupplierTechnical specifications

The most feasible technical solutions

Purchaser Functional specifications

SupplierTechnical specifications

The most feasible technical solutions


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Number of standing passengers is a function of available floor area, layout and demanded area per standing passenger. The location of ticketing system can influence passenger flows. It is most often installed by the purchaser. Dimension of passenger seats are standardised in the European Directive 2001/85/EC (See annex III). The design and layout of the seats is to be determined in consultation with the purchaser. When a section of the bus has to be reserved for families/ladies, it should be specified under the present section:

% of the total floor area or number of seats Location in the bus (front or rear) Type of separation from the rest of the bus

13.2 Accessibility Accessibility of the bus is mainly determined by the floor height, the number, position and functions of the doors, the number of steps and possible presence of ramps. According to the European Directive 2001/85/EC, a bus with at least 35% of the low floor of the space for standing passengers is classified as a low-floor bus. In the pictures below we can see the difference between a full low-floor bus and a partial low-floor (or low entry) bus.

In order to ease accessibility, the bus may be equipped with a kneeling system which will reduce the step height at stops.

2007

Low floor with no steps through out the bus

Low entry with several steps after rear door

2007

Low floor with no steps through out the bus

Low entry with several steps after rear door


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Description of doors covers the following aspects:

Door position: front, middle, rear of the bus. For BRT systems, doors can

be located on both sides of the bus. Door functions: entry or exit, or both; service door vs. emergency door.

Specific features for the accessibility of people with reduced mobility have to be defined if relevant. By people with reduced mobility, it is meant all people who have difficulty using public transport such as disabled people (including people with sensory and intellectual impairments, and wheelchairs users), people with limb impairments, people of small stature, people with heavy luggage, elderly people, pregnant women, people with shopping trolleys, and people with children (including children seated in pushchairs). Items for people with reduced mobility include:

Ramps (manual or automatic) Command and emergency buttons Pictograms Reserved seats

The following items should be covered to ensure the comfort of the passengers:

Flooring material is to minimise the risk of slipping and not reflect the

buses’ lighting. There shall be markings in contrasting colours on the floor/edge by the doors and on the outer edge of the step to help the sight-impaired

The construction of windows should enable sitting children and standing

adults to see outside. Windows shall be of the type that minimises heat radiation from the sun (see also section on air conditioning).

The lighting shall be constructed such that it is possible to read without

difficulty at each seat. The lighting shall not be reflected in the front windscreen, blinding the driver. Moreover, in order to improve safety at exiting, there shall be enough light in the area adjacent to each exit door when it is open.


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The interior sound environment shall make possible to hear loudspeaker announcements at normal sound level from all locations in the bus under all operational conditions.

Additional optional features:

- Baggage area accessible from outside (for intercity buses) - Baggage shelves along the ceiling - Baggage area on board (for buses serving airports and train stations) - Toilet and hand-washing facilities - Curtains - Foldable tables - Footrests - Etc.

13.3 Driver position & handling

Description of requested driver position and handling in terms of driver’s seat, driver’s compartment layout etc. With items such as:

Driver's seat Driver's compartment layout Dashboard lay out Personal security (closed cabin and video-surveillance) Commercial function : communication with passengers, ticketing and

payment Communication systems (radio, GPS) Security glazing (in particular the windscreen) Emergency button and system for the driver CCTV monitor Easy to drive Manoeuvrability (turning circle) Etc.

Communication with passengers, ticketing and payment, communication systems (radio, GPS), emergency button and system for the driver and CCTV monitors are most often installed by the purchaser.

13.4 Life onboard

Description of other functionalities important for the passengers as comfort, information system, validation equipment etc. With items such as:

Comfort - Lighting - Noise - Heating/cooling/ventilation


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- Single/double glazing, tinted glass/sun blinds

Seat layout and seat design Tip-up seat (strapontin) Information system Advertising equipment Standing position comfort Validation equipment (ticket machines) Floor layout including family/ladies sections if relevant (see above) Destination Displays Etc.

Information system, advertising equipment, validation equipment (ticket machines) and destination displays are most often installed by the purchaser.

13.5 Safety

Safety related matters (of avoiding injury) e.g. safety in the sense that covers problems that arise as result of an accidental danger including malfunction of the bus, with items such as:

Active safety (systems)

Dynamic systems and handling properties: - Steering - Brakes - Suspension - Weight distribution

Passenger access: - Door operating sensitivity - Acoustic signal - Infra red sensors - Optic signal - Video surveillance

Driver over-ride system, master system (safety system) Cameras when reversing Mirrors to reduce blind spots Collision avoidance Visibility aid Driver environment Driver alert systems Training Etc.

Passive safety (structure) Safety “cage”: - Collisions


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- Roll-over

Restraint systems - Seat belts, driver - Seat belts, passengers (if necessary) - Boosters seat belts (for children), if necessary

Crash “worthiness” - Interior (ex. no sharp corners) - Exterior (ex. soft front)

Etc.

13.6 Security

Security6 related matters e.g. security in the sense that covers all consequences of the outcome of intentional danger (i.e. with the intention to harm somebody or to damage material), with items such as: Security of: Driver Other personnel Passengers

It covers: Fire extinguisher Fixed fire extinguishing system Fire alarm (engine compartment) Smoke detector (luggage room) Hammers to break windows First aid kits Emergency exits Driver operated alarm Passenger operated alarm Security cameras (CCTV) Closed driver cabin Etc.

13.7 Fuel and Environment

This section covers items such as:

6 Lack of security covers all consequences of the outcome of intentional danger. They may not pose a physical threat to the passenger or the driver but may cause intimidation, increase the perception that the system is not secure, and reduce the likelihood that public transport will be used if passengers have other transport options. According to the individual perception, the following situations might be considered as insecurity acts: littering, vandalism and graffiti, solicitation, homeless presence, drunkenness, smoking, loud noise and music, the public image of the station area neighbourhood. More serious situations refer to criminality and include theft, pick-pocketing, assault, homicide, rape, narcotics and terrorism.


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Emissions Noise Recycling (end of life) Prevention of liquid loss (oil, diesel, coolant, etc.) Etc.

Requirements for energy and environmental performances will have a direct impact on fuel consumption and emissions. They should be defined in such a way that a balance is found between:

Emissions (types and quantities) Fuel efficiency Cost of operation

The most commonly used legal limits for pollutant emissions of heavy vehicles are the European standards:

13.8 Air conditioning

Requirements for air conditioning are to be defined on a functional basis and not as a technical specification. They are aiming at improving passengers and driver’s comfort during travels. In this respect, the purchaser will specify the required target temperature. Based on the expected operational characteristics (number and frequency of stops, passenger flows, waiting times, etc), the supplier will determine the appropriate characteristics of the air conditioning system (mainly the cooling capacity) which will achieve the target temperature according to a predefined precision and timing.

0

2

4

6

8

10

12

14

16

Nitrogen oxide (Nox) 15,5 8 7 5 3,5 2

Carbon monoxide (CO) 12,5 4,2 3,6 2,1 1,5 1,5

Hydrocarbons (HC) 2,5 1,5 1,2 0,66 0,46 0,46

Particulate mass 1 0,3 0,2 0,1 0,02 0,02

EURO 0 EURO 1 EURO 2 EURO 3 EURO 4 EURO 5

11998888 11999922 11999966 22000011 22000066 22000099


26

The insulation system (curtains, floor covering, body material, windows, etc) will influence the air conditioning performances and has to be considered when defining the requirements.

Example of curve of the bus internal temperature evolution

14. Technical specifications

The sought goal is to give general and technical characteristics for the Technical specification in answer to the functional requirements (understand: this is the best solution for your need).

14.1 General characteristics

With items such as:

General dimensions Body structure Performance characteristics engine / powertrain / ignition startability acceleration consumption Manoeuvrability (turning cycle) Specific design (external, floor, fabrics) Lightning level (inside and outside) Etc.

14.2 Technical characteristics

With items such as:

23242526272829303132333435363738394041

1 3 5 7 9 11 13 15 17 19 21 23 25 27 29 31 33 35 37 39 41 43 45 47 49 51 53

TIME (MINUTES)

T ºC

Target Temp.

∆ = 3°C


27

Frame

- Engine - Transmission - Axles - Breaking systems

Body frame

- Body - Floor - Doors - Seats - Driving position - Indoor equipment - Destination display - Heating, cooling, ventilation

Electrical and electronic equipment 15 After Sales

15.1 Maintenance documentation

Information for the purchaser to be able to maintain and repair the vehicles :

Manuals and catalogues Specific tools and software Standard times for repair and maintenance Updates and upgrades of Software Network and Organisation of After Sales

a) Manuals and catalogues

- Description:

Spare parts catalogue showing components in different groups and specifying the identification numbers of the different parts.

Operators manual comprising as a minimum:

• All technical characteristics and vehicle allowances; • Description of the driver’s position and its accessories;

Maintenance manual: • Specifications of different fluids, levels and their quantities;


28

• Daily maintenance, if necessary, and periodical servicing whilst keeping a record of the work needing to be carried out;

• Tightening torques and adjustment norms.

Workshop manual giving necessary information on repairs and tightening adjustment, with the rate of wear and tear of all parts and mechanical instruments, electrics, pneumatics and hydraulics, systems such as engines, transmission, rear axles, steering system, air supply, heating, electricity, and so on.

Workshops manuals must also include diagrams of the following

circuits : coolant, compressed air, electric wiring, oil, brakes, etc.

Updating of these documents including languages is to be defined in the call for tenders.

Upon special request of the customer and after common agreement

the supplier must provide technical documentation necessary for conducting certain retrofits or modifications of the product.

- Supply deadline: 2 months maximum after delivery of the first vehicle in the series except for operator’s manual to be supplied at vehicle delivery for standard vehicles. - Number of copies to be confirmed in the tender document, additional copies requested can be purchased - Preference is given to electronic communications versus classic 'hardcopy' documents.

b) Specific Tools

By specific tools, we mean

Non standard tools which are necessary to ensure the maintenance and servicing of vehicles

all equipment or software necessary for maintenance, diagnosis or the set up of various equipment.

- This comprehensive tool description must be included in the offer, with

cost and purchasing conditions, in order to allow the customer to incorporate them in their appreciation or evaluation of the offers.

c) Standard repair time


29

- The customer must receive reliable and accurate information regarding the standard repair time from the manufacturer (Standard repair-time catalogue).

- This standard time must also cover the dismantling or re-assembling of all

main parts that are not directly concerned but where the presence would impede the progress of work being carried out.

- This standard time does not cover possible replacement of specific

components where assembly is not essential (for example the silent blocks where the engine is taken out).

d) Updates and upgrades of software

The updates and upgrades of electronic support should be available with the operating systems on the life time of the equipment. To be offered upon request.

e) Support Network and organisation of after sales

In order to evaluate the after sales organisation of the supplier, the tender can prescribe for the country the tender is applicable:

- The after sales organisation an the after sales network for the specific

country

- The staff, its fields of competence and the associated fixed and mobile means

- The opening days and opening hours of the after sales organisation

- The intervention time of the manufacturer

- The available stocks and the procedures of filling the stock

- The possibilities of communication (24 hours service line, direct technical support by phone etc.)

- Technical service information (their approach for the campaigns of technical updating)

15.2 Spare parts

a) The supplier should provide a catalogue of spare parts, as highlighted in point 14 above.


30

b) Except in the event of a written agreement signed by the purchaser, all parts intended for the manufacturing of all buses of the same batch must be identical, interchangeable between buses and installed in the same location in the vehicle. If this clause is not fulfilled, the supplier will be responsible for covering the costs of parts that have been identified as non-identical; changes made following technical improvements will be subject to commercial negotiation.

c) The supplier should ensure the supply and interchangeability of all bus components for 15 years from the date of delivery/invoice.

d) Parts management is a critical point in the evaluation of LCC (cost of parts, parts availability and service level, cases of emergency and so on) so purchasers will require accurate information (including. electronic communications) and commitment from the suppliers.

e) The supplier will detail and summarise in terms of resources, of stock, of opening days, of time amplitude, the methods concerning help and assistance and the commitment on the delay of intervention. (see also 15.1.e)

16. Training

a) The manufacturer should organise training with the emphasis on:

Personnel training for maintenance and servicing Training for driving instructors

Driver Training with emphasis on fuel economy

a) Needs should be clearly identified in the tender document

b) Necessary training should take place prior to the delivery of the vehicles (in most of the cases after pre-series presentation).

c) Technical training should take place according to a timetable that suits the purchaser’s operational needs. Any Specific requests will be defined in the tender document.

d) Training, unless otherwise stated, should take place in the purchaser's workshops, or in the manufacturer’s workplace and will comprise teams of a maximum of 10 people per session.

e) In cases where the client requires supplementary training, the supplier should specify the price per day of training.

f) The supplier can propose an annual training programme that will benefit the purchaser. The client will cover all costs incurred unless the training is required after modifications introduced by the manufacturer.

g) Other training packages to be offered upon request.


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ANNEXES

ANNEX I: Glossary of terms

ANNEX II: Vehicle Availability / Unavailability

ANNEX III: Legal requirements and standards (Internet sources)

ANNEX IV: Main business models for competitive tendering in buses (schema)

ANNEX V: Repetitive Failures

ANNEX VI: Environmental LCC calculations

ANNEX VII: UITP Publications (Standard on doors, Functional handbook, SORT)

ANNEX VIII: UITP MENA Working Group on bus tender structure


32

ANNEX I: Glossary of Terms

Part 1: General terms

Public transport actors

Operator: An individual or an entity, such as a corporation or a partnership, in the business of providing public transport services against payment by the passengers and/or the authority.

Organising authority (regulator or regulatory body): A government or public agency created to perform a single function or restricted group of related activities. The authority pertains to the government entity that is responsible for the organisation of the public transport market. It is responsible for transport fare level, route designations and other public transport operating system policies, supervision, regulation and award of operating contracts and franchises. In some cases, the transport operating company and the authority are within the same government unit and perform policy, regulatory, planning, and operating functions. In other cases the authority is a separate public agency that does not have any operating responsibilities, but establishes public transport system policies and acts as the system’s regulator.

Bus types

Bus (in urbanised areas): A rubber-tired passenger vehicle powered by diesel, gasoline, battery, hybrid or alternative fuels, or a combination of fuel engines contained within the vehicle. A bus has a front door, generally a centre door and sometimes a back door. It normally has a rear-mounted engine, low-back seating, and no luggage compartments or restroom facilities. It is used in frequent-stop service. A standard bus is 12 metres in length.

Articulated bus (or bendy bus): A long vehicle (18 metres) with two connected passenger compartments. The rear body section is connected to the main body by a joint mechanism that allows the vehicle to bend when in operation for sharp turns and curves, while still having a continuous interior. Double articulated bus: A very long vehicle (24 metres) with three connected passenger compartments.

Double-deck bus: A high-capacity bus having two levels of seating, one over the other, connected by one or more stairways. Total bus height is usually 4 to 4.5 metres, and typical passenger seating capacity ranges from 40 to 80 people. Space for standing passengers is not provided in the upper deck.

Intercity bus (coach): A bus for use in high-speed long-distance service. It has separate luggage compartments, and usually restroom facilities and high-backed seats. Such buses are 12 or 15 metres in length.

Midibus: A medium-sized bus, usually with seats for 20 to 35 passengers. There may be accommodation for some standing passengers.


33

Minibus: A small bus, typically with seats for 8-20 passengers. There is normally no accommodation for standing passengers.

Trolleybus: A mode using bus type vehicles propelled by a motor drawing power from overhead wires via a connecting pole called a trolley from a central power source which is not on board the vehicle.

200150Bi-articulated

150110Articulated

3022Mini (6 m)

7555Midi (9 m)

10075Standard (12 m)

Max. capacity (8 p)

Comfort capacity (5p)TYPES OF VEHICLES

200150Bi-articulated

150110Articulated

3022Mini (6 m)

7555Midi (9 m)

10075Standard (12 m)

Max. capacity (8 p)

Comfort capacity (5p)TYPES OF VEHICLES

Example of bus capacity according to type of vehicle

The European Directive 2001/85/EC defines the bus types according to the following classification:

For vehicles having a capacity exceeding 22 passengers in addition to the driver, there are three classes of buses:

Class I: vehicles constructed with areas for standing passengers to allow frequent passenger movement ( City and urban buses)

Class II: vehicles constructed principally for the carriage of seated passengers and designed to allow the carriage of standing passengers in the gangway and/or in an area which does not exceed the space provided by two double seats ( Suburban and regional buses)

Class III: vehicles constructed exclusively for the carriage of seated passengers ( Intercity buses)

For vehicles having a capacity not exceeding 22 passengers in addition to the

driver, there are two classes of buses:

Class A: vehicles designed to carry standing passengers; a vehicle of this class has seats and shall have provision for standing passengers

Class B: vehicles not designed to carry standing passengers; a vehicle of this class has no provision for standing passengers


34

Bus services Local bus service: A service where vehicles may stop every block or two along a route several kilometres long. It is the most common type of bus service. When limited to a small geographic area or to short-distance trips, local service is often called feeder, neighbourhood, or shuttle service. Such routes may operate in a loop and connect, often at a transfer centre or rail station, acting as a feeder service to major services and routes for travel to more distant destinations.

Express bus service: A service operated on longer trips, especially in major metropolitan areas during heavily-patronised peak commuting hours, by operating long distances without stopping. Examples include routes between suburban areas and the central business district that operate on freeways, and express buses on major streets that operate local services on the outlying portions of a route until a certain point and then operate non-stop to the central business district.

Bus rapid transit (BRT): A type of limited-stop service developed in the 1970s in South America and enjoying large popularity elsewhere since the 90s. It is operated on exclusive lanes that are physically separated from the rest of the road traffic except at junctions. A BRT line combines high capacity bus system (articulated or double articulated), intelligent transportation systems technology, priority at junctions, rapid and convenient fare collection, and is integrated with land use policy in order to substantially upgrade the bus system performance

Part II: Specific terms Bidder Offering product / servicing as requested in the

tender document (e.g. supplier). Buy back contracts An option for the purchaser to resell the used

product to the supplier at a special future date. The price of the re-sale is stipulated at the time of the initial sales transaction.

Contract Final contract between purchaser and supplier stipulating all terms and conditions concerning a specific purchase of vehicles and possible additional services.

Contracting party - maintenance Legal entity mentioned in the tender document and offer that will repair and maintain the vehicles (service and repairs etc.).

Contracting party – user Legal entity mentioned in the tender document and offer that will operate the vehicles.

Days In the tender document and offer regarded as calendar days.

Dealer Companies in each country representing the supplier/importer for selling vehicles and/or selling spare parts and/or providing repair/service for the vehicles and/or other related services.


35

Delivery procedure Routine how to deliver the vehicle. Delivery schedule Requested date/s when the vehicles will be

delivered. Delivery terms Inco terms 2000 and definitions to be used. Delivery time - inspection of vehicles

Agreed date between purchaser and supplier for inspection of vehicles according to final inspection.

Delivery time - traffic start Requested date from the PTA’s when vehicles shall begin to operate on a certain line.

Delivery time – vehicle hand over Agreed date between purchaser and supplier for physical hand over of vehicles after inspection of vehicles but before traffic start.

Diagnostic system Computerised system checking the status of the vehicle (engine, gearbox and other components) provided by the supplier.

Documentation - company All kinds of documentation requested in the tender document describing the supplier (financial information, organisation, structure, etc.).

Documentation - legalised All kinds of documents requested in the tender document legalised by a third party (EU certificates, etc.).

Documentation - technical All kinds of documentation requested in the tender document describing the vehicle.

Euro norms Euro III, Euro IV, etc.). Final inspection Protocol established between purchaser and

supplier when making the final inspection of the vehicles for final acceptance of the purchaser.

Finance company Company providing financial solutions for the purchaser eg. hire purchase, financial lease, operational lease.

Fuel consumption Measurement upon special request according to SORT procedure.

Height Definition according to which vehicle height(s) are measured.

Importer Company in each country representing the supplier.

Insurance Description of insurance liability during production and transport, also for components (chassis) from sub-suppliers.


36

LCC Life Cycle Cost Calculation of total cost for purchaser for

operating vehicles during lifetime as cost per km. Calculating parameters to be mentioned in the tender document. Most important and common factors: - Purchasing price of the bus - Interest rate - Maintenance cost - Repair cost - Fuel cost - Tyres - Taxes - Buy back value (if agreed) - Driver cost

Length Definition according to which vehicle length(s) are measured.

Main contractor Main company (supplier) responsible for terms and conditions offered to the purchaser. Especially important when chassis and bodies are manufactured by two legal entities and/or financial solutions are offered.

Manuals - Operators - Workshop - Parts catalogue

Manuals requested for operating, repairing and maintaining vehicles.

Modifications Deviations to the original scope of supply (to be agreed in writing between supplier and purchaser).

National type approval Local procedure to the registration of vehicles. Noise Definition of procedures to measure interior

and exterior noise levels. Offer Document issued by the supplier presenting

terms and conditions requested in the tender document.

Payment conditions Conditions according to which actual transfer of money will be effected

Penalties Agreement between purchaser and supplier, for the non-fulfilment of certain agreed clauses in the contract.

Presentation of offer Requested way of presenting the offer. Progress payment Conditions according to which actual transfer

of money will be progressively added. PTA Public Transport Authority. Purchaser Legal entity mentioned in the tender document

and offer that will purchase and own the vehicles.


37

Quality Assurance System ISO 9001 or equivalent. Repair & maintenance contract Agreement between purchaser and supplier of

total maintenance cost for a single bus per km provided that the supplier arrange and perform all requested maintenance.

Spare parts - contract Agreement between purchaser and supplier of total parts cost for one bus per km provided that the supplier arrange and distribute all needed parts.

Spare parts – recommended list List of spare parts recommended by the supplier for starting up a workshop and/or required for a specific batch of vehicles.

Special tools Special equipment required by the supplier to repair and/or maintain the vehicles.

Sub-contractor To be defined Supplier Company selling and distributing components

to the supplier. Supplier Legal entity mentioned in the tender document

and offer that will sell the vehicles. Technical specification Detailed description of vehicles in the tender

document. Technical specification to be sorted according to UITP standard index.

Tender award date The day when the purchaser makes public the decision on which party will get the order.

Tender closing date Last day (and time) for supplier to hand in the offer according to issued tender document. Major holidays are taken into consideration.

Tender decision date The day when the purchaser will decide internally on which party will get the order.

Tender dispatch (of tender documents to 'selected' candidates)

Day when the purchaser despatches the tender documents to the bidders.

Tender document Document issued by the purchaser for purchase of new vehicles and additional services hereto, if any.

Tender electronics Submission of tender by using internet? Tender evaluation criteria Set of parameters used to evaluate the offer.

Can be mentioned in the tender document. Tender negotiation period Time period for negotiation between supplier

and purchaser. Tender objective Objective and reasons for issuing a tender

document. Most important; - Reason (replacement and/or expansion) - Location (where to operate the vehicles) - Quantity (number of vehicles) - Type (lengths, axles, floor height, etc.)


38

Tender opening date Date when the purchaser officially will start to evaluate offers.

Tender ordering date Date when the purchaser places an order. Tender procedure According to EU directives (2004/17/EC,

2004/18/EC, 2009/33/EC); - Open - Restricted - Negotiated

Tender publishing date The day when the purchaser will make public the tender document.

Tender timetable Sequence according to which the tender process is planned to be performed.

Tender validity Period during which the offer is binding for the supplier.

Train the trainer Method of giving one (1) person a training course at the supplier’s premises where after the trained person performs local training at the purchaser’s premises.

Training Requested training in the tender document. Will be provided by the supplier included in basic price or as an option. Most common training includes: - General introduction - Technical training - Diagnostic - Driver training

Type certificates Official certificates according to European legislation.

Type of operation Description of the operational patterns of the city buses (eg. heavy urban, easy urban, suburban cycles).

UITP standard index UITP recommendation how to structure a tender document.

Vehicle availability Separate definition in the UITP tender structure document.

Vehicle price - index Special formula calculating the purchasing price over time. Frequently given as a price clause calculating the purchasing price according to an official index such as the industrial price index or similar.

Vehicle price - optionals Offered price for additional items according to requests in the tender document.

Vehicle price - standard Offered rice for one (1) bus according to offered technical specification. The offered price can in some cases be connected with a vehicle price index.


39

Warranty - additional Warranty granted by the supplier in addition to the basic warranty upon special request from the purchaser. Price and terms to be offered by the supplier.

Warranty - basic Warranty granted by the supplier included in the basic price.

Warranty - procedure Procedures according to which warranty claims can be made and activities can be executed by “Maintenance part” (labour rate).

Weight Definition according to which vehicle weight(s) are measured (GVW, transport weight, etc.)


40


41

ANNEX II: Vehicle Availability / Unavailability

General requirements The manufacturer gives assurance that the availability criteria below will not be exceeded. The customer shall maintain a vehicle service file in which all work carried out on the vehicle is recorded. The data will be supplied to manufacturer upon request for evaluation purposes. The manufacturer is entitled at any time to improve uptime by providing on-site repair advice or assistance via its own staff or external staff engaged for this purpose. The contractor is not responsible in particular for corrective maintenance times or downtimes which lie within the customer's area of influence. These include, for example, periods of downtime which are caused by the following circumstances: • Servicing and statutory inspections.

If maintenance and servicing work carried out in accordance with the latest technical standards and the statutory inspections currently prescribed by law are included in the uptime, the times allowed for such work are to be added to the guaranteed maximum corrective maintenance period as additional corrective maintenance time. In this case the contractor's guarantee will be adjusted accordingly. If the requirements concerning maintenance and statutory inspections change, the times will be recalculated.

• Accidents, vandalism or damage caused either by the end customer or a third party;

• Damage caused by force majeure

• Improper treatment of the vehicle, in particular through substandard maintenance,

• Non-compliance with operating and maintenance instructions by the customer

• Wearing parts

• Cosmetic repairs, cleaning

• Modifications and fitting of accessories or bespoke parts at the request of the customer after delivery

• Corrective maintenance work on accessories retro-fitted by the customer or at the customer's request

Definitions : (an example is given between round brackets) YT is the Yearly needed operation time, expressed in days or hours. (YT=100) The maintenance and transfer time (MT) should be agreed on a individual basis:


42

MT = MT0 . K1 (MT=10) MT0: Maintenance and Transfer time as agreed with the manufacturer (possibly on a yearly basis), if the maintenance and transfers are made by the manufacturer. K1 is a multiplication factor. Typically, K1=1 when the maintenance is made by the manufacturer. (K1=1) Typical value of K 1when the maintenance is made by the operator: K1=1,2 The theoretical 100% vehicle availability time target AT can be defined as is: AT= YT – MT (AT=90) The Contractual requested availability tome CAT is defined as is: CAT = AT . K2 K2 being the % of availability agreed on a individual basis (possibly on a yearly basis). (90% <K2 < 100%) (if K2 = 95% then CAT = 85.5) The availability ratio AR is then calculated by taking into account the effective vehicle availability time ET (expressed in days and hours), that reflects the reality of the operation (by common agreement). AR = ET / CAT (if ET = 90 then AR= (90/85.5)>1 The target of availability is reached) Such an approach is valid when the tenders exceed 20 vehicles. The duration of the agreement should be set from the beginning. The agreement concerns only the fleet which is included in the tender. Consequences:

- If the contractual target is not reached: A penalty calculated on the non availability time exceeded the target can be applied. This should reflect the real financial consequences.

- If the contractual target is overreached an incentive (bonus) can be thought of.

In special cases a vehicle by vehicle approach can be set.


43

ANNEX III: Legal requirements and Standards at European level (Internet sources)

This annex gives an overview of existing legislation, as well as proposed and forthcoming legislation impacting the bus and coach market from the bus and coach operators’ perspective. Its focus is on technical provisions concerning buses rather than on rules for operating bus services. At EU level, the majority of technical Directives directly influencing the construction of the vehicles are prepared by DG Enterprise and to some extent DG TREN (Transport and Energy). Now there seems to be a trend for the European Commission to increase cooperation with the UN/ECE institutions and the work done in their different vehicle working groups. The most important European websites:

• Summary of legislation: http://europa.eu/scadplus/scad_en.htm

• Emission levels : http://ec.europa.eu/environment/air/transport/road.htm

• Roll over test ECE/36 + ECE doors : http://www.unece.org/trans/welcome.html

• EU Directive 2001/85 (“Bus directive”) : bus construction directive with the scope on accessibility, safety and a common market http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:L:2002:042:0001:0102:EN:PDF

• Clean urban transport, including the new EU Directive on promoting clean and energy-efficient road transport vehicles : http://ec.europa.eu/transport/urban/vehicles/clean_energy_efficient_vehicles_en.htm


44

ANNEX IV: Main business models and examples for the provision of bus services and ways vehicles are purchased (schema)

Sought goal: to show how complicated PT business is. Do we speak with 2 or 4 stakeholders?

Dubai Tunis Qatar

Sharjah Marrakech

Kuwait Abu Dhabi Algeria


45

ANNEX V: Repetitive failures

1. General introduction If the same damage occurs within the period defined during the tender between the purchasers and manufacturers on a large number of goods delivered by the manufacturer, a careful inspection of the damaged parts must be carried out to identify whether the cause of the defect lies in the design or materials. This will take account of the planned service life of the damaged part, the operating conditions and any maintenance and servicing work carried out by the purchaser. If, based on the available facts, the purchaser and manufacturer agree that series defects exist, the manufacturer will commit to an extended goodwill arrangement for the loss. If a design modification is required to the susceptible part as a result of the series defects ascertained, the manufacturer will, in consultation with the purchaser, endeavour to reach a mutually acceptable and financially viable solution to the problem for the series concerned. If the cause of the damage does not lie in a fault with safety implications, the manufacturer will make the purchaser an offer concerning the performance of corrective action on all vehicles in the delivery batch, provided that such corrective action is technically and economically feasible to both parties. Alternatively the purchaser and the manufacturer can agree on an extended goodwill arrangement. The series defects are to be determined on an annual basis in accordance with the procedure described. 2. Generic definition of a repetitive failure Repetitive failures are characterised by an abnormal frequency of occurrence on a same part or software within a fleet of buses, during a period of time defined between the purchasers and manufacturers. It must be covered by an additional warranty provided by the manufacturer and/or specific actions. The repetitive aspect may be characterised by the ratio given as the number of buses concerned by a same failure, divided by the total number of similar buses within the fleet of the tender during an agreed sliding period of time (12 months for example). If this ratio exceeds a contractual value, there is an alert to act an official and real research of technical solution. The consequences of repetitive failures could be the upgrade of unpaired spare parts, maintenance operations or warranty extend by the manufacturers. The financial consequences of this additional warranty should be negotiated and defined as part of the contract.


46

The end of the process depends on the agreed solution being implemented and targets reached. 3. Example for a method of how a measurement could look like Let's take a fleet of 60 buses of the same type, Repetitive failures are defined within the contract as X% occurring on the fleet during 12 consecutive months. • 1st case a number of 20 failures related on the same part of the compressor : ratio

= 20/60 = 33% > X% : repetitive failures alert • 2nd case a number of 5 failures related on the same part of compressor : ration =

5/60 = 8,33% < X% : non repetitive failures alert

Curve illustrating ratios in relation to the fleet examples, showing the trend, no

values, starting from 20 vehicles


47

ANNEX VI: Environmental LCC calculation

Based on the EU Directive on promoting clean road transport vehicles three options are offered to meet the requirements:

a) Setting technical specifications for energy and environmental performance,

b) Including energy and environmental impacts as award criteria in the purchasing procedure, and

c) If the impacts are monetised for inclusion in the purchasing decision, common rules shall be followed, as defined in the Directive, for calculating the lifetime costs linked to the operation of vehicles.

Option 1

Limitation of the impact of Energy, CO2, NOx, PM and NMHC is to be realised by setting technical specifications in the documentation for the purchase of road transport vehicles.

Option 2

Limitation of the impact of Energy, CO2, NOx, PM and NMHC is to be realised by making it a part of the decision procedure where the impact is included as award criteria in the conditions of the procurement procedure.

Option 3

Limitation of the impact of Energy, CO2, NOx, PM and NMHC is to be realised by monetising the impact as set out in Article 5 in g/km (fuel consumption/km) and consecutively used for the purchasing decision.

* EU Letter A6-0291/2008 In case option 3 will be used in the tender document the example shown below gives the environmental costs based on decided formulas and calculated with a fuel consumption example of 38 L per 100 km (12 m diesel bus in SORT-3 cycle and 800.000 km). In other traffic conditions where SORT-1 or SORT-2 cycles will be used, the calculation shall be based on 400.000 respectively 600.000 km as a standard reference, unless otherwise expressed in the tender document.


48

EU CP "costs" costsCO2 2,0 €cent/kgNOx 0,44 €cent/gramPM 8,7 €cent/gramNMHC 0,1 €cent/gramLife time distance 800000 km

Emission and emission costs for a standard 12 m €5 diesel bus

EURO I, II, III, IV, V & EEV EMISSION LIMITS [g/kWh] Carbon Non-methane Methane Oxides of Particulate

monoxide hydrocarbons Nitrogen mattersCO NMHC CH4 NOX PM

Euro 0 1,10 14,4 0,36Euro I ECE R49 1,10 8,0 0,36Euro II ECE R50 1,10 7,0 0,15Euro III ESC & ETC 0,70 5,0 0,10Euro IV ESC & ETC 4,0 0,55 1,10 3,5 0,03Euro V ESC & ETC 4,0 0,55 1,10 2,0 0,03EEV ESC & ETC 3,0 0,40 0,65 2,0 0,02Euro VI ESC & ETC 0,10 0,4 0,01

1 Generic Euro V bus in SORT 3 test cycle SORT 32 Total fuel consumption in l/100 km 383 Specific fuel consumption, net g/kWh 2254 Specific weight of diesel 0,835 Specific fuel consumption, net cm3/kWh 2716 l/km to CO2 constant 2,637 CO2 [2 x 6] g/km 9998 NOX cert €5 g/kWh 2,09 NOX cert €5 [2 / 5 x 8 x 10] g/km 2,8

10 PM cert €5 g/kWh 0,0311 PM cert €5 [2 / 5 X 10 X 10] g/km 0,0412 NMHC cert €5 g/kWh 0,5513 NMHC cert €5 [2 / 5 X 12 x10] g/km 0,814 per kWh/km constant [9 / 8] 1,415 Passenger capacity 7016 CO2 per place km [7 / 15] g/place km 1417 NOX cert €5 per place km [9 / 15] g/place km 0,0418 PM cert €5 per place km [11 / 15] g/place km 0,001

Emission costs calculation for a standard 12 m €5 diesel bus in SORT 3


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19 Lifetime distance in km 80000020 Diesel in litre per lifetime [2 x 19 / 100] 30400021 EU GPP cost per litre diesel 0,822 Lifetime cost for fuel € [20 x 21] 24320023 CO2 in gram per lifetime [7 x 19] 79952000024 EU GPP cost per gram CO2 in €cent 0,00225 Lifetime cost for CO2 € [23 x 24 / 100] 1599026 NOX in gram per lifetime [9 x 19] 224284427 EU GPP cost per gram NOX in €cent 0,4428 Lifetime cost for NOX € [26 x 27 / 100] 986929 PM in gram per lifetime [11 x 19] 3364330 EU GPP cost per gram PM in €cent 8,731 Lifetime cost for PM € [29 x 30 / 100] 292732 NMHC in gram per lifetime [13 x 19] 61678233 EU GPP cost per gram NMHC in €cent 0,134 Lifetime cost for NMHC € [32 x 33 / 100] 617

Emission costs calculation for a standard 12 m €5 diesel bus in SORT 3

Green Public Procurement cost fraction

54%34%

10%2%

CO2

NOX

PM

HC

Green Public Procurement cost fraction incl fuel

6%

4%

1%

0%

89%

CO2

NOX

PM

HC

Fuel

Split of fuel and emission costs for a standard 12 m €5 diesel bus in SORT 3


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ANNEX VII: UITP Publications

The sought goal is to give a picture of what exists in UITP in terms of relevant publications and recommendations related to modern bus specifications. For each publication it is given a brief description of the document and the way how to obtain it. UITP standard on Bus Doors, 2008

Short Description UITP Recommendations written by the UITP Doors Project Group on the standardisation of bus doors and ramps. The CD-Rom contains 4 language versions (English, French, German, Spanish) and besides the CD-Rom Doors there is an Executive Summary Doors leaflet. How to obtain it For the leaflet: please revert to the UITP secretariat For the CDROM: order online: www.uitp.org/publications

Comprehensive UITP manual on Functional Bus Specifications with

illustrations, 2006

Short description This catalogue explains in detail the functional characterisations of the bus of the future. It contains 90 functions identified by a team of engineers, designers and retailers. Designed for manufacturers and their teams as well as for organising authorities and operators (purchasers of rolling stock), this guide, as illustrated by the results of the advanced "re?bus" design competition, deals with key themes such as: on board - transit - driver's cabin - communication - revenue - safety - environment - maintenance – road. Each function is described precisely, and for each function are mentioned: the goals sought (user needs) – the justification, the minimum performances required - the assessment means - recap of regulations and standards - technical recommendations. How to obtain it Order online: www.uitp.org/publications

SORT, 2004 (currently under revision)

Short Description S.O.R.T. stands for STANDARDISED ON-ROAD TEST CYCLES. It is a method developed by UITP for measuring fuel consumption and is used to compare different bus products in a call for tender. For many UITP members, the SORT cycle is the most reliable rule that exists up to day to compare the consumption of fuel of several bus manufactures in a call for tender. It is a real-


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life test, e.g. not an engine test but a test with a full-size bus on a test track. Instead of each operator having his own cycle (Paris cycle, London cycle, Braunschweig cycle, …), the idea behind and motivation of SORT is to converge all those different cycles, and to and end up - sector-wide - with one single measuring method. A standard and reference for the sector and UITP strives at, in the case of a consumption measurement, to impose the use of the SORT cycle. How to obtain it Logon to the UITP E-library MOBI and search with key word ‘SORT’. The SORT brochure including the test sheets for the protocol is available in pdf format in English, French and German.


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ANNEX VIII: UITP MENA Working Group on bus tender structure

Introduction Economic growth, increasing traffic congestion and environmental considerations are leading to the development of public transport systems in the Middle-East and North Africa (MENA) region to cope with the growing mobility demand. Consequently, the bus market is in rapid development in most of the region’s countries either for the implementation of new networks or the expansion of existing ones.

Due to local operational, environmental and organisational conditions, this market has a number of differences compared to the traditional markets (ex: Europe) which demands from bus suppliers to adapt their products.

On the other hand, public transport is still being organised and regulated in most of the countries which make MENA bus operators and authorities lack experience in launching tenders and defining specifications.

In this context, the UITP MENA Division set up a working group in 2008 with the aim to provide bus operators, authorities and manufacturers with guidelines for the definition of a common approach to bus tendering and specifications.

Objectives The working group pursued the following objectives:

Discuss bus functional specifications which are appropriate for the MENA region

Adapt UITP Tender Structure to the needs and specificities of the MENA region

Strengthen relationships and dialogue between bus suppliers and their customers (operators and authorities)

It was not intended to define a ready-made list of bus specifications but to discuss guidelines that could help bus operators and authorities to define their own specifications based on their own needs and expectations and on the experience of bus manufacturers present on the market.

The working group aimed as well to disseminate common terminology in order to ensure all actors use the same language and have common understanding.

Members The MENA bus group has been established under the following membership conditions:


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It involves bus industry-related manufacturers, operators and authorities based or having developed business in the MENA region

Attendance to the group meetings is by invitation (issued by UITP MENA Office) and preferably for the same group of members

Meetings are hosted/sponsored by group members

Members contributes to the group work and are involved in the definition of the expected output (deliverable)

UITP MENA Office carries out research, defines meeting-related issues and agenda, drafts discussion papers and takes care of logistics

The following organisations were involved in the group:

Public transport operators and authorities Abu Dhabi Department of Transport, UAE

City Bus, Kuwait

City Transport, UAE

Emirates National Group, UAE

KGL Passenger Transport Services, Kuwait

Kuwait Public Transport Company (KPTC), Kuwait

Ministry of Transport, Saudi Arabia

Mowasalat, Qatar

Roads and Transport Authority (RTA), UAE

Saudi Public Transport Company (SAPTCO), Saudi Arabia

Sharjah Transport, UAE

Industry suppliers

Daimler Buses Middle-East, UAE

MAN Middle-East, UAE

MCV, Egypt

Scania, Sweden and Scania Middle East, UAE

TEMSA, Turkey and TEMSA Middle-East, UAE

Vanhool SA, Belgium

Voith Middle-East, UAE

Volvo, Sweden

ZF, Germany and ZF Middle-East, UAE


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Working schedule The group held four meetings:

Istanbul, Turkey on 10-11 June 2008 hosted by Mercedes Turkey

Sharjah, UAE on 10 November 2008 hosted by Sharjah Transport

Doha, Qatar on 26 May 2009 hosted by Mowasalat Qatar

Dubai, UAE on 4 October 2009 hosted by MAN-Middles-East

UITP Tender Structure MENAFinal - wikileaks.orgwikileaks.org/syria-files/attach/102/102464_UITP...

Documents

Transcript of UITP Tender Structure MENAFinal - wikileaks.orgwikileaks.org/syria-files/attach/102/102464_UITP...