FAQs for Taxi/Minibus/Coach Providers Considering bidding for Midlothian Council contracts
How can I get approved to work with the Council?
To secure access to future opportunities with Midlothian Council (MLC), including the Client Transport Framework, you must register on the Public Contracts Scotland (PCS) portal. PCS is the only platform for advertising contracts, so registering is a requirement for businesses wishing to partner with us.
Register Now: Public Contracts Scotland Registration
How do I find out about available jobs or tenders?
By registering on PCS, you will receive timely notifications about relevant opportunities. You will also have access to contract details and the submission process, all in one place, which will help you stay updated with Council contracts.
What are the benefits of working with the Council?
Council contracts often provide regular work and prompt payment. You’ll also have the flexibility to bid for specific routes that suit your business needs or schedule, offering you the ability to tailor your commitments.
Why is there a lot of documentation to complete?
The Council’s documentation requirements are developed to ensure compliance with safety, quality, and legal standards. The Economic Development team is available to offer guidance on registering with PCS and can assist with any technical challenges related to submitting bids.
Email: econ-dev@midlothian.gov.uk
Is Council work suitable for small operators?
Council work can absolutely be suitable for small operators. How much work is available depends on your capacity. Small operators may face challenges, such as providing backup drivers in case of an emergency, however, with proper planning, it is definitely achievable. It is important to only bid for contracts you are confident you can fulfil, while maintaining high standards and adhering to health and safety protocols.
How can I make my bids more competitive?
To enhance your chances of success, ensure that your bids are submitted on time and fully align with the Council’s requirements. Seeking advice on how to create competitive proposals and understanding the evaluation criteria will help ensure your submissions meet the necessary standards.
Why do existing contracts seem to be tied up with regular suppliers?
The previous framework was a closed framework, meaning that no new suppliers could be added during its four-year duration. As a result, the number of suppliers was limited. That framework expires at the end of the current 2024/25 academic term.
Is it worth revisiting Council work if I was unsuccessful before?
Yes, especially if your business needs more work. If your previous application was unsuccessful, review any feedback you received to identify areas for improvement. If the route is reissued, you can apply again with a stronger submission, improving your chances of success.
Can I join the framework after it has been set up?
No, once the framework is established, no new suppliers can join. It is important to meet the deadlines and join the framework initially so you can bid for routes during its duration.
However, it is possible to act as a sub-contractor for a contractor already on the framework. This allows for the movement of drivers across organisations within the framework. Please note that MLC must be notified in advance of any new drivers starting work on a route, including confirmation that PVG checks, and all other relevant checks and credentials are in place.
As part of the medium-term procurement strategy, the Council is exploring the possibility of implementing dynamic frameworks that would allow new suppliers to join at any point throughout the framework period. However, this would be a significant change and will require further engagement with the sector. Further engagement and communication will take place to gauge interest and ensure advance awareness.
What is a PVG?
The Scottish Government introduced the Protecting Vulnerable Groups (PVG) Scheme in 2011. Disclosure Scotland manages the PVG scheme on behalf of the Scottish Government. This is a membership scheme for people who work with children or protected adults. It helps ensure that people who are unsuitable to work with these groups cannot do this type of work.
Do I require a PVG?
If you are a driver or attendant who will be interacting with children or vulnerable adults as part of your duties, you are required to undergo a Protection of Vulnerable Groups (PVG) check. PVG checks are available for roles involving children or vulnerable adults and the specific check required will depend on the type of work you are applying for. You must remain a member of the PVG scheme for the duration of your employment. It is the employer's responsibility to ensure that any individual employed has not been banned from the PVG scheme in the case of bus and coach provision. For independent taxi/private hire drivers it is the individual’s responsibility to ensure that they are not banned from the scheme during the length of the contract.
The following links provide further information:
It’s a criminal offence to misuse a disclosure. This includes:
- using another person's disclosure as if it's your own
- forging or altering a disclosure
- getting a disclosure under false pretences
- sharing disclosure information improperly
As the company director, do I need to complete child protection training or demonstrate I have equal qualifications?
While it is not a requirement for company directors to complete child protection training, it is essential for customer-facing roles, such as drivers or attendants, to have this training in place. If you or your staff have already completed relevant child protection or safeguarding training, you can demonstrate this through evidence of qualifications or certifications. Further guidance on required training or qualifications will be provided to ensure compliance with the standards set by Midlothian Council.
Can I offer a contract to a driver longer than the initial 2-year contract period?
While you can offer a longer-term contract to drivers from a business perspective, Midlothian Council’s initial contract period is set at two years. This is designed to allow flexibility in the procurement process. While the Council cannot guarantee an automatic extension of the 2-year contract, there is the possibility of extending it in increments of one year (up to a further two years).
Will fees increase after the initial 2-year period?
Yes, the pricing structure will be fixed for the first two years of the contract. After this period, the prices will be adjusted in line with the Consumer Price Index (CPI). This ensures that while the pricing remains stable during the initial two years, it will be reviewed and adjusted based on market conditions thereafter.
Do you have a reserve list?
No, we do not operate a formal reserve list. However, the Emergency / Ad Hoc Taxi and PHC Services Lot (Lot 3) carries out the same function. This ensures that suppliers have completed all necessary checks to meet the required standards and compliance. If a route is handed back or recalled, Lot 3 would act as the default lot for short-term provision, while a mini-competition is conducted through Lot 1 to secure a longer-term solution.
I only want to bid for the ad-hoc lot, is that possible?
Yes, absolutely. Suppliers have the flexibility to submit bids for specific lots depending on their business needs and capabilities. This allows for a more inclusive tendering process, where suppliers can focus on the lots that best suit their operations.
Do vehicles need to be licensed by Midlothian only, or can any local authority's taxi company tender for Midlothian contracts?
No, the procurement process for Midlothian Council’s transport services is not restricted to vehicles licensed specifically within Midlothian. In line with UK procurement regulations, suppliers with vehicles licensed by any local authority can submit bids for Midlothian contracts. However, we strongly encourage suppliers to familiarise themselves with the local area and its specific considerations before bidding. This will help ensure transparency and manage expectations for both suppliers and the Council from the outset.
What is the rationale for re-tendering rather than extending existing contracts for a further 12 months?
Re-tendering the transport framework is a legal requirement. The previous framework had reached its expiry date, and there was no legitimate option to extend the contracts further.
Do I need to provide a wet signature for the documents?
No, a typed signature will suffice as long as all required information is correct and complete.
Can MLC staff help me complete my application?
Unfortunately, MLC staff cannot assist with completing your application, as doing so could compromise the integrity of the process.
I don't have access to a computer—what should I do?
Our libraries provide computers and Wi-Fi access. To find your nearest library, please visit: Midlothian Libraries.
