The next step: Additional essential elements – an integral part of the specifications

The technical aspects must be supplemented by different concepts backed by additional elements of analysis for which a preliminary approach will be undertaken like the approach undertaken on the configuration of the vehicle which will be an integral part of the contractual relationship and the invitation to tender.

Tenderers will be questioned on the following aspects:

  • Price: we will be looking for a specific price broken down into the following elements: basic price, any options, transport and delivery costs, customs duties and various taxes, registration fees and costs for bringing them up to local standards.
  • Commitment to comply with applicable local standards or even more stringent standards when, for example, the financing demands certain commitments in this area (e.g. for environmental reasons).
  • Warranties: nature (parts, labour, conditions), duration in time and mileage, taking into account the downtime. Great care and attention is required when analysing the warranties. Indeed, warranties are a major cost item that can significantly affect the selling price. However, depending on who is the buyer of the vehicle, it is not certain that they may derive any benefit from it: this is the case when the operator is not the one making the investment, in which case the warranty will directly affect the operating cost, and the gain/loss will not being passed on to the local authority as organising authority which can also finance the operation. A contractual analysis must therefore be conducted alongside the investment.
  • Consumption with the reference calculation standard.
  • Maintenance plans. This can be addressed in the form of a contractual commitment from the supplier or an indication.
  • After-Sales Service and spare parts: distribution circuit, deadlines, price commitment, servicing conditions, etc.
  • A total cost of ownership (TCO) type approach that takes into account the elements mentioned around maintenance, consumption and spare parts. (cf. “Tool: Online TCO calculation tool” and “Tool: Excel TCO calculation table”)

Finally, a response to the specifications must be made in a form that will facilitate the comparative analysis of the bids. This will save time as well as detect inaccuracies or even omissions.