Information for School Travel Service suppliers

Latest update – 30 October 2024

Southampton City Council is pleased to confirm that its new Passenger Transport Dynamic Purchasing System is open for applications from suitably qualified service providers. The opportunity can be accessed via our Tender platform (Proactis) and searching for Passenger Transport Dynamic Purchasing System or via the reference REQ/1000245.

Applying to become a supplier for the School Travel Service

We welcome applications from transport providers in Southampton and the surrounding areas who would like to join the School Travel Service network of suppliers. This will enable you to bid on available opportunities via the council’s Passenger Transport Dynamic Purchasing System (DPS).

All drivers working in support of the School Travel Service should abide by our code of conduct.

Register for a free Supplier Account on Proactis

First, please register for a Supplier Account on the Southampton City Council supplier portal (Proactis).

Once your application has been registered and approved on Proactis, you will be able to apply for School Travel Service opportunities/tenders via the council’s DPS (Dynamic Purchasing System).

About the DPS (Dynamic Purchasing System)

Southampton City Council's Passenger Transport DPS went live on 12 July 2024 and runs until 27 October 2028.

Joining the DPS

Once registered with a Proactis Supplier Account you can access the DPS opportunity by searching “Passenger Transport Dynamic Purchasing System” or by the reference REQ/1000245. Once you have accessed the opportunity you can review all the documentation and commence your application by completing the mandatory Selection Questionnaire.

Full guidance on the application and evaluation process can be found within the tender documentation. Please ensure that any questions or clarifications are submitted via the Dialogue function on Proactis.

Opportunities within the Home to School DPS

The DPS is structured with three Lots:

• Lot 1: Transport Provided by vehicle operated under a Private Hire Vehicle (PHV) Licence or Hackney Carriage Licence
• Lot 2: Transport Provided by vehicles operated under a Public Service Vehicle (PSV) Licence, Section 19 or Section 22 permit
• Lot 3: Supported Bus Services

Once you have been awarded a place on the DPS, following evaluation of your application and the completion of the DPS agreement, you will be invited automatically to participate in any opportunities advertised under the Lots to which you have applied. You will receive a notification email inviting you to participate in the tender and access it from your supplier dashboard.

All relevant details will be provided in the tender documents issued via the portal, including the timetable for the tender, the service specification, the call-off competition procedure and the evaluation methodology.

The primary call-off method with be by reverse electronic auctions (e-auctions) and will, in most cases, be evaluated on a 100% price basis. Opportunities will be advertised for a minimum of 48 hours and we recommend that all suppliers monitor their registered email for notifications relating to any opportunities. The council reserves the right to challenge abnormally low tenders where there is a concern that the tendered price will not meet the required levels of service. The council has included provision within the DPS for alternative methods of competition if required.

If you are successful in being awarded a route contract you will be issued with a call-off order form detailing the specifics of the contract for you to accept. Once accepted the contract will be mobilised between the contracted service provider and the contracting service area at the council.

Where to direct your questions

If you have any questions regarding the above, please contact one of the following departments:

• Procurement: buying@southampton.gov.uk
• Licencing: licensing@southampton.gov.uk
• School Transport Service: travel.coordination@southampton.gov.uk / 023 8083 2419

You can also view the Code of conduct for drivers.

Portland Terrace - bus/taxi/cycle only restriction

The new bus/taxi/cycle only section of Portland Terrace has been introduced to improve bus journey times to the new Albion Place bus hub, which is currently under construction.

Please remember that the section of Portland Terrace between Spa Road and the former Castle Way Car Park is only accessible to the following authorised vehicles:

• Buses
• Southampton licensed taxis on duty
• Cyclists (not motorcycles/mopeds)
• Emergency vehicles
• Any service vehicle carrying out a statutory duty (for example, refuse collection)

We will continue to evaluate and monitor the scheme.

Find out more on Connecting Southampton.