6 April 2011 Freedom of Information request RFI20110310 Thank you for your request under the Freedom of Information Act 2000 ( the Act ) dated 9 th March 2011 requesting the following: 1/ What is your authorities annual cost (excluding vat) that you spend on the hiring/leasing of vehicles? 2/ Does or would your authority have a requirement to hire/lease any of the following makes of vehicles? a) Minibus - MPV 8-9 seats. b) Vans of all sizes. c) Refrigerated vehicles. 3/ Are your hire/lease vehicles on a contract term? 4/ If so, when do they expire? 5 Would an SME contract hire company (up to 30,000 per annum) be allowed to provide your authority with hire/lease vehicles. 6/ If yes, which person could we contact and what would be there direct telephone line. The reference number for your request is RFI20110310. For the purpose of this FOI request please note:
The BBC operates a centralised system for the booking of self drive vehicles for staff and freelancers to help maximise value for money to the BBC. Where bookings are made using this system all costs are settled directly by the BBC, without staff being required to incur any expenses individually. These costs are included in the figures given below. In occasional circumstances costs may have been incurred by direct spend with a supplier where the booking was not made through the BBC s centralised system. These costs are included in the figures given below for hire cars/vehicles. Bookings may also be made directly by BBC staff and costs reclaimed via expenses, for example when someone is away from base and does not have access to the central booking system. These costs are included in the figures given below for hire cars/vehicles. The BBC s commercial subsidiaries (BBC Studios & Post Production Ltd, formerly known as BBC Resources Ltd, UK TV Ltd, BBC World News Ltd and BBC Worldwide Ltd ) are not subject to the Act (see section 6(1)(b)(ii) of the Act) therefore, their spend has not been included in the figures disclosed below. The BBC is covered by the Act only in respect of information held for purposes other than those of Journalism, art or literature. We are not therefore, obliged to supply information held for the purposes of creating the BBC s output or information that supports and is closely associated with these creative activities. However, as we are unable to easily extract this specific information from our systems, the figures include this information. We are offering this information voluntarily. For clarification the BBC refers in this response and the attached to hire as hire cars/vehicles and leasing is referred to as fleet. Fleet vehicles are cars, vans or other vehicles the BBC provides to its employees for business and sometimes personal use if certain criteria has been met. Hire cars are provided for short term use and where it is more cost effective than providing a fleet vehicle. Question 1 The BBC publishes on a half yearly basis spend relating to hotels, taxis, flights, rail and car hire which can be found via this link http://downloads.bbc.co.uk/foi/classes/what_we_spend_and_how_we_spend_it/expenses_annual_tr avel_6mths1011.pdf As stated in the annual expenses via the above link the BBC spent for the financial year 2009/10 5m on hire cars/vehicles and 4.3m on its fleet (not included in the expenses document) giving a total spend of 9.3m on hiring and leasing vehicles for 2009/10. Question 2 The BBC s requirements for vehicle types are diverse and all vehicles you refer to have been hired or leased at some point. Questions 3 and 4 Fleet vehicles are on standard contract terms of either 48 months and 50,000 miles or 48 months and 58,000 miles depending on vehicle designation. Fleet contracts are subject to amendments during their lifetime. Attached is the current fleet list as at 28 th March 2011 (appendix 1) showing the vehicle and current end contract date.
When a hire car/vehicle is booked the start and end dates are specified. The duration of hire varies and includes for example one/two/three days or a number of weeks. However, unlike with the initial standard contract terms on the BBC s fleet vehicles the duration is not fixed and it is possible that the end date is changed during the period of hire. Question 5 The BBC is currently out to tender for the provision and management of its fleet and hire car/vehicle services. The contract notice was published and the Pre Qualification Questionnaire (PQQ) issued on 31 st January 2011 with a closing date of 2 nd March 2011. The criteria for potential suppliers to meet were based upon several factors and minimum standards including but not limited to: E-commerce Must be able to provide consolidated invoicing for agency spend Organisation policy and accreditations Must have, or is working towards, ISO 9001 (quality management) certification or equivalent. Must have, or is working towards, BS EN ISO18001 (health and safety) certification or equivalent. Must have, or is working towards, ISO 14001 (environmental management) certification or equivalent. Must have the ability to ensure full compliance with PSV licensing requirements for both the supplier vehicles provided and for companies subcontracted to provide fleet and self drive hire services through the supplier Geographical coverage Must be able to provide a service covering the UK (including Northern Ireland) and Channel Islands for each lot bid Financial Standing Must have been trading for at least 3 years Insurance Must have insurance for the following amounts and risks or have written confirmation from an insurer or broker that insurance for the following amounts and risks is available to the Applicant on normal commercial terms at normal commercial rates. 5 million compensation insurance cover per incident for Employer s Liability 15 million insurance cover per incident for Public Liability 15 million insurance cover per annum for Product Liability 5 million insurance cover per annum for Professional Indemnity, including Technical Errors and Omissions 5 million insurance cover per annum for Crime / Fidelity Have, or be prepared to have, Interruption insurance Upon receipt of the submissions an evaluation methodology was used to score and then shortlist those suppliers to be invited to tender. Unfortunately, the date for submission of PQQ documents has passed and we are unable to accept new submissions. The contract/s that will be awarded at the end of the tender will be for a period of five years.
6/ The BBC s current managed service provider for hire cars/vehicles is Leasedrive Velo who engage with hire car/vehicle suppliers on behalf of the BBC. Please forward your details and the services you offer to BBCCustomerServices@leasedrive.com and they will advise further if/where there is a requirement for your services. Appeal Rights If you are not satisfied with this response you have the right to an internal review by a BBC senior manager or legal adviser. Please contact us at the address above, explaining what you would like us to review and including your reference number. If you are not satisfied with the internal review, you can appeal to the Information Commissioner. The contact details are: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, telephone 01625 545 700 or see http://www.ico.gov.uk Yours faithfully Jilly Glenny Senior Category Manager, Logistics Procurement
Appendix1 - Fleet Vehicle list as at 31/03/2011 BMW Motorbike BMW Motorbike VW Caravelle Citreon C2 Van Citreon C2 Van Citreon C2 Van Citreon C2 Van Citreon C2 Van Citreon C2 Van Citreon C2 Van Citreon C8 MPV Dennis Delta HGV Ford C-Max Hatchback Ford Ranger Pickup 4X4 Ford Ranger Pickup 4X4 Ford Ranger Pickup 4X4 Ford Transit Van Ford Special Mobile Unit 3 Axle Fromco Trailer Iveco Ford Daily High Roof Van Iveco Ford HGV Klege Regfridgerated Trailer Mercedes Special Mobile Unit 2 Axle Mercedes Special Mobile Unit 2 Axle Mercedes Special Mobile Unit 2 Axle Leyland Daf HGV Leyland Daf HGV Leyland Daf HGV Leyland Daf HGV Leyland Daf HGV Leyland Daf HGV Landrover Defender LWB Landrover Defender LWB Landrover Defender SWB Landrover Defender SWB Landrover Discovery Landrover Discovery Lexus Saloon Lexus Saloon Mazda Double Cab 4X4 Man Bus 11 Metres Long Mercedes Sprinter MWB Van Mercedes Sprinter LWB High Roof Van Mercedes Sprinter LWB High Roof Van Mercedes Sprinter MWB High Roof Van Mercedes Sprinter MWB Van Mercedes Sprinter Long 3.5t Chasis Cab Mercedes LWB Viano Ambiente Mercedes LWB Viano Ambiente Mercedes Vito Compact Van Mercedes Vito Compact Van Term End Date 06-May-14 06-May-14 27-Sep-11 30-Apr-11 06-Jan-12 20-May-11 24-May-11 20-Feb-11 20-Feb-11 15-Feb-11 27-Mar-11 20-Jun-11 30-Mar-11 09-May-12 27-Jul-10 18-Jun-11 27-Jun-11 22-Oct-10 27-May-11 25-Apr-11 11-Mar-15 23-Apr-08 15-Jun-10 12-Sep-11 09-Jan-06 09-Dec-06 23-Apr-10 05-May-07 20-Mar-10 16-Dec-09 16-Dec-09 07-Feb-15 07-Jul-10 25-Jul-11 04-Oct-14 01-Apr-11 01-Apr-11 20-Feb-11 04-Oct-11 27-May-10 08-Oct-12 09-May-11 27-Sep-12 13-Sep-15 13-Sep-15 22-Oct-13 22-Oct-13 11-Oct-15 23-Jun-14 27-Jul-10 27-Aug-12
Mercedes Vito Compact Van Mercedes Vito Compact Van 30-Jan-16 22-Oct-13 29-Nov-10 08-Aug-11 23-Feb-11 20-Jun-11 08-Feb-11 13-Aug-14 09-Jul-14 23-May-15 05-Aug-15 15-Mar-14 22-Sep-14 27-Sep-14 29-May-12 19-Aug-14 25-Feb-15 29-Oct-13 29-Oct-13 18-Apr-11 15-Apr-11 18-Jul-11 15-Aug-11 23-Aug-11 29-Aug-11 29-Aug-11 29-Aug-11 02-Jun-12 02-Jun-12 06-Jul-12 02-Jul-12 07-Oct-12 13-Nov-12 23-Jun-10 15-Mar-14 15-Mar-15 06-Apr-15 15-Apr-15 25-Oct-14 08-Oct-14 12-Sep-14 26-Jan-15 05-Jan-15 10-Feb-15 05-Jan-15 26-Jan-15 08-Feb-15 6
Mercedes Vito Dualiner Long High Rood Window Van Mercedes Vito Dualiner Long High Rood Window Van Mercedes Vito Long Van Mercedes Vito Long Van Mercedes Vito Long Van Mercedes Actross Mercedes Actross Mercedes Actross Mercedes Actross Mercedes Krone Trailer Mitsubishi Shogun Mitsubishi Shogun Mitsubishi Shogun Mitsubishi Shogun Montracon Trailer Nissan Navara King Cab Pick Up Trek 4X4 Nissan X-Trail Acenta Peugeot 206 5dr Hatchback Peugeot 206 5dr Hatchback Peugeot 206 5dr Hatchback Peugeot 206 5dr Hatchback Peugeot 206 5dr Hatchback Peugeot 206 5dr Hatchback Peugeot 206 Van Peugeot 206 Van Peugeot 206 Van Peugeot 206 Van Peugeot 206 Van Peugeot 206 Van Peugeot 206 Van 20-Apr-12 20-May-11 30-Jan-16 30-Jan-15 10-Nov-15 21-Nov-15 07-Nov-14 07-Nov-14 07-Nov-14 09-Dec-13 25-Jan-14 22-Sep-13 11-Oct-13 24-Sep-13 11-Oct-13 14-Dec-13 06-Apr-12 20-Aug-13 27-Sep-12 25-Oct-14 13-Apr-11 24-May-14 08-Jul-14 04-Sep-11 11-Jul-11 24-May-14 17-May-11 07-Feb-17 17-May-11 17-May-11 13-Mar-15 18-Feb-12 28-Jan-13 10-Jul-12 30-Sep-11 27-May-11 27-Nov-12 04-May-14 28-Jan-11 19-Apr-11 19-Apr-11 14-Dec-10 04-Dec-10 14-Nov-10 08-Aug-11 12-Oct-10 11-Oct-10 12-Oct-10 12-Oct-10 04-Dec-10 11-Oct-10 7
Peugeot 206 Van Peugeot 207 5dr SW 18-Sep-11 10-Oct-11 10-Oct-11 29-Nov-11 21-Jan-12 04-Mar-11 05-Mar-11 13-Mar-11 20-Mar-11 20-Mar-11 01-May-11 13-May-11 14-Dec-10 27-Dec-10 22-Jan-12 08-May-11 22-Jul-11 28-Jan-11 13-Jun-11 25-Jun-11 12-Jul-11 01-Aug-11 11-Sep-11 14-Jun-11 21-May-11 19-Jul-10 13-Nov-11 16-Nov-11 27-Dec-10 27-Sep-11 11-Mar-11 18-Oct-10 11-Nov-11 13-Nov-11 08-Jan-11 20-May-11 09-May-11 18-Apr-11 23-Apr-11 29-May-11 07-May-11 13-May-11 18-Nov-11 04-Nov-11 25-Nov-11 20-Sep-11 03-Oct-11 8
Peugeot 407 4dr Saloon Peugeot 407 4dr Saloon Peugeot 806 08-Oct-11 23-Apr-11 22-Apr-11 21-May-11 25-Oct-11 21-Oct-11 15-Oct-11 22-Oct-11 25-Oct-11 21-Oct-11 03-Jul-11 25-Jun-11 26-Jun-11 30-Aug-11 03-Dec-11 09-Dec-10 21-Jan-11 09-May-11 16-Apr-11 20-May-11 20-May-11 23-Apr-11 11-Mar-11 13-Sep-11 01-Oct-11 10-May-11 16-May-11 23-May-11 27-Nov-09 07-May-11 30-Jul-10 26-Oct-10 24-Oct-10 01-Nov-10 09-Nov-10 27-Sep-10 28-Sep-10 04-Nov-11 12-Apr-10 12-Nov-10 20-May-11 20-Nov-11 17-Aug-11 27-Sep-11 05-May-10 23-Apr-12 03-Apr-11 25-Mar-13 14-May-13 25-Mar-14 08-Aug-10 25-Jun-13 9
Peugeot Boxer Van Peugeot Boxer Van Peugeot Partner Combi Van Peugeot Partner Combi Van Peugeot Partner Combi Van Peugeot Partner Combi Van Peugeot Partner Combi Van Peugeot Partner Combi Van Peugeot Partner Combi Van Peugeot Partner Van Renault Grand Espace Renault Grand Espace Renault Master LWB Low Roof Paltform Cab Renault Trafic SWB Van Scania R365 Schmitz Trailer Smiths Milkfloat Tidd Trailer 25-Jun-13 21-Feb-11 19-Feb-12 03-Oct-10 09-Jan-11 04-May-13 25-Jun-13 09-May-11 02-Aug-11 18-Jun-12 13-Aug-11 20-May-11 30-Oct-11 08-Nov-11 24-Apr-11 10-Jun-11 10-Feb-12 06-Apr-12 17-Sep-11 25-Mar-13 13-May-13 30-Jul-12 01-Nov-10 12-Nov-10 01-Nov-10 04-May-13 11-Jan-14 22-Oct-13 22-Mar-14 09-Feb-14 07-Nov-11 18-Jun-11 07-Mar-11 07-Mar-11 15-Mar-11 07-Mar-11 29-Oct-10 27-Dec-10 01-Jan-12 31-Jul-10 31-Jul-10 03-Aug-13 16-Feb-15 13-Feb-16 27-Sep-11 02-Oct-09 16-Jun-12 29-Apr-12 03-Sep-11 10
03-Jul-12 29-May-12 28-Apr-12 11-Jun-12 20-Jun-14 31-May-14 20-Apr-13 05-Aug-13 07-Apr-13 18-Mar-13 16-Jul-13 12-Aug-13 25-May-14 18-Mar-13 22-Mar-13 30-Mar-13 07-Apr-13 05-Oct-13 20-Sep-13 18-Oct-13 03-Nov-13 11-Aug-13 12-Aug-13 24-Aug-13 13-Aug-13 29-Apr-14 26-Oct-13 03-Mar-13 05-Mar-13 22-Mar-13 26-Mar-13 28-Mar-14 29-Mar-14 20-Apr-14 04-Mar-14 06-Jul-13 23-Jun-13 02-Jul-13 29-Jun-13 29-Jun-13 10-Jun-13 22-Jun-13 11-Apr-14 11-Apr-14 29-Sep-13 25-Feb-14 27-Sep-13 16-Dec-13 25-Feb-12 17-Apr-12 22-Jun-12 10-Apr-12 11
28-Apr-12 22-Jun-11 16-Jun-12 30-Jul-12 26-Jun-12 10-Jun-12 19-Oct-12 29-Oct-12 22-Sep-12 09-Jul-12 12-Oct-12 03-Sep-12 13-Aug-12 09-Nov-12 19-Oct-12 30-Oct-12 14-Dec-12 27-Nov-12 13-Aug-12 06-Feb-12 27-Jan-12 06-Feb-12 03-Feb-12 03-Feb-12 30-Mar-12 15-Jun-12 29-Apr-11 21-Apr-12 24-Apr-12 28-Apr-12 28-Apr-12 08-Jun-12 26-Jun-12 25-Jun-12 17-Aug-12 11-Sep-12 14-Sep-12 11-Sep-12 23-Oct-12 25-Nov-12 13-Nov-12 18-Jun-13 20-Apr-13 05-Mar-13 22-Jun-13 25-Aug-13 15-Jul-13 20-Apr-13 07-Jun-13 29-Mar-13 21-Apr-13 12
04-May-14 11-Oct-13 22-Oct-13 27-Jan-14 18-Feb-14 21-Feb-14 14-Sep-13 16-Sep-13 29-Sep-13 11-Oct-13 26-Oct-13 23-Jun-13 01-Jun-13 19-May-13 27-May-14 13-May-13 15-Feb-14 10-Feb-14 24-Feb-14 21-Apr-13 08-Apr-13 09-Feb-13 16-Feb-13 11-Feb-13 11-Feb-13 11-Feb-13 11-Oct-13 24-Feb-14 03-Sep-13 09-Jun-13 25-Jun-13 29-Jun-13 29-Jun-13 18-Jun-13 28-Jun-13 23-Jun-13 05-Jul-13 20-May-13 08-Apr-13 04-Mar-13 14-Jul-13 26-Jul-13 06-Jul-13 06-Jul-13 29-Jul-13 18-May-14 09-Dec-13 09-Dec-13 10-Feb-14 15-Feb-14 09-Sep-13 09-Sep-13 13
Vauxhall Astra Sports Tourer Vauxhall Astra Sports Tourer Vauxhall Astra Sports Tourer Vauxhall Astravan 09-Sep-13 24-Feb-14 17-Mar-13 21-Apr-13 17-Sep-13 18-Jun-12 05-Jan-15 29-Dec-14 21-Dec-14 24-Oct-14 26-Oct-14 07-Nov-14 22-Jul-14 24-Aug-14 21-Feb-15 24-Feb-15 30-Nov-14 29-Sep-14 12-Oct-14 21-Oct-14 08-Mar-15 24-Oct-14 13-Jan-15 01-Dec-14 24-Jan-15 10-Jun-14 17-Aug-14 28-Jun-14 28-Jun-14 28-Jun-14 06-Jul-11 05-Jul-11 07-Dec-13 16-Mar-15 03-Jan-15 24-Feb-15 29-Oct-13 18-Aug-12 25-Mar-13 18-Feb-14 01-Sep-12 07-Jun-13 18-May-13 26-May-13 24-Nov-12 03-Nov-12 24-Nov-12 05-Nov-12 07-Aug-12 07-Aug-12 14
Vauxhall Combo Van Vauxhall Combo Van 30-Jul-12 30-Aug-14 10-May-13 10-May-13 28-Apr-14 13-Nov-12 26-Oct-14 07-Nov-14 14-Nov-14 10-Nov-14 21-Nov-14 15-Mar-15 29-Sep-13 29-Sep-13 17-Sep-13 07-Sep-14 15-Jul-13 03-Feb-15 09-Feb-15 08-Feb-15 07-Feb-15 02-Feb-15 31-Jan-15 04-Jan-15 03-Sep-12 03-Sep-12 03-Sep-12 23-Feb-14 23-Feb-14 28-Mar-14 13-Sep-13 27-Jan-16 27-Jun-14 27-Aug-12 09-Nov-12 28-Jul-13 22-Nov-14 02-Feb-13 17-Aug-12 13-Aug-12 20-Jul-12 21-Jul-12 24-Jun-12 09-Nov-12 10-Nov-11 30-Jul-12 30-Jul-12 25-Jun-12 20-Oct-12 17-Nov-12 06-Nov-12 03-Nov-12 15
06-Nov-12 25-Nov-12 22-Dec-12 20-Jan-13 15-Dec-12 08-Oct-12 04-Jan-13 19-May-13 26-Jul-13 07-Apr-13 22-Jun-12 27-Jul-13 30-Mar-13 15-Oct-13 08-Apr-13 05-Apr-13 29-Sep-13 27-Apr-13 26-Oct-13 25-Oct-13 18-Oct-13 10-Mar-13 10-Mar-13 22-Mar-13 22-Mar-13 30-Mar-13 23-Mar-13 28-Sep-13 29-Jun-13 07-Jul-13 02-Jul-13 05-Jul-12 05-Jul-13 28-Jan-13 28-Jan-13 22-Nov-14 08-Feb-15 11-Jan-15 27-Jan-15 22-Feb-15 28-Mar-14 27-Jul-14 22-Feb-14 22-Feb-14 22-Feb-14 01-Jun-14 17-May-14 24-May-14 17-May-13 03-Jun-14 23-May-14 18-May-14 16
01-Aug-14 22-Feb-14 07-Nov-14 12-Apr-14 23-Jan-15 07-Jul-11 22-Feb-15 20-Mar-15 15-Mar-15 08-Mar-15 03-Oct-12 12-Jan-13 13-Jan-13 28-Jan-13 28-Jan-13 21-Jul-12 13-Aug-12 23-Jul-12 22-Jul-12 16-Sep-12 03-Nov-12 09-Jul-12 18-Aug-12 16-Jul-13 18-Aug-13 25-Aug-13 17-Aug-13 04-Feb-15 28-Jan-14 17-May-13 23-Mar-13 22-Mar-13 08-Apr-13 07-Apr-13 02-Sep-12 18-May-14 18-May-14 02-Dec-12 23-Nov-12 02-Dec-12 23-Nov-12 16-Nov-12 18-Aug-12 18-Aug-12 13-Aug-12 28-Jul-14 27-Apr-13 24-Feb-13 23-Feb-13 17
Vauxhall Insignia 5dr Hatchback Vauxhall Insignia 5dr Hatchback Vauxhall Insignia Sports Tourer Vauxhall Insignia Sports Tourer Vauxhall Insignia SP/TR Vauxhall Insignia SP/TR Vauxhall Insignia SP/TR Vauxhall Insignia SP/TR Vauxhall Insignia SP/TR Vauxhall Insignia SP/TR Vauxhall Insignia SP/TR Vauxhall Insignia SP/TR Vauxhall Insignia SP/TR Vauxhall Meriva Estate Vauxhall Meriva Estate Vauxhall Movano Van Vauxhall Movano High Roof Van 11-Nov-14 11-Nov-14 11-Nov-14 24-Nov-14 28-Mar-14 29-Sep-13 17-Oct-14 09-Dec-14 23-Jun-13 06-Jul-13 23-Jun-13 08-Dec-12 07-Dec-12 25-Jan-15 07-Dec-14 12-Aug-13 16-Mar-13 16-Mar-13 16-Mar-13 16-Mar-13 17-Mar-13 21-Apr-13 19-May-13 22-Sep-13 19-Aug-14 15-Mar-14 04-Mar-14 25-Oct-14 22-Dec-13 22-Sep-13 03-Nov-12 29-Oct-13 24-Oct-14 17-Jun-13 28-Jan-14 04-Mar-14 18-Oct-13 06-Oct-13 28-Sep-13 23-Feb-15 16-Mar-15 18-Jan-15 16-Jun-13 15-Jun-12 11-Sep-12 04-Sep-12 03-Sep-12 04-Sep-12 06-Nov-12 25-Sep-12 28-Oct-12 18
Vauxhall Vivaro SWB Van Vauxhall Vivaro SWB Van Vauxhall Zafira Volvo FH440 2dr Volvo FH440 2dr Volvo Tractor Volkswagon Phaeton 4dr Saloon Volkswagon Sharan Volkswagon Sharan 5dr Estate Volkswagon Transporter SWB Van Volkswagon Transporter LWB Window Van Volkswagon Transporter SWB Window Van Wheelbase Trailer 19-Oct-12 02-Dec-12 02-Sep-12 02-Sep-12 26-Jan-13 15-Apr-12 24-Mar-12 29-Apr-12 24-Mar-12 24-Mar-12 30-Mar-12 24-Mar-12 30-Mar-12 30-Mar-12 15-Jun-12 24-Mar-12 18-Jun-12 24-Mar-12 30-Mar-12 24-Mar-12 24-Apr-12 20-Nov-13 01-Jun-15 17-Oct-10 27-Apr-17 01-Sep-15 27-Mar-11 28-Feb-11 12-Sep-06 07-Dec-12 24-Sep-13 03-Nov-13 16-Dec-09 19