The Sustainable Travel Group(previously The Passenger Transport Unit)
Welcome to:Taxi Operators’ Forum19th May 2011
Taxi ForumIntroductions
Note new group name“The Sustainable Travel Group”
Mark Watters (Chair)Team Leader – Business Development & Support
Dave SmithTeam Leader – Quality Team
Peter HainesQuality Officer – Quality Team
Ashley Holland Team Leader – Contracts Team
Taxi Forum
Agenda
• Housekeeping– Please turn mobiles off, no fire drills expected– Please hold all questions until the very end
• Review of the year• Presentations from myself, Dave, Peter and
Ashley• Questions and Answers / Your Views session
Taxi ForumReview of 2010/11 (with the help of the Working Group)
• CRB/ISA issues – continuing problems on turnaround. ISA Scheme scrapped. New systems to be piloted.
• LCC Training courses now well established: “Helping Hands”, Autism Awareness, Epilepsy awareness etc.
• Continuation of email tendering scheme• Tendering for and introduction of second “Framework Agreement” – SV2 &
new SV2b for BAS• Transformation of Social Care – “Personalisation” etc.• Increase in SEN business (4% passenger growth) and high needs clients• Penalties for major offences being developed and published• Driver seat belt rules and child seat policy clarified• Cleaning costs – agreement reached on LCC contribution (£25 max if notice
of client situation not given)• Waiting time – similar agreement to pay in appropriate circumstances (up to
£16 ph with prior agreement)• Efficiency targets met but getting tougher
Taxi ForumCRB Checks/ISA Scheme• In accordance with Small Vehicle Contract Conditions, taxi suppliers must
provide details of ALL drivers and escorts to LCC – including any changes • Spot checks will continue and severe penalties imposed for drivers and
escorts who have not been notified to LCC • ISA scheme scrapped but CRB at enhanced level is still required to drive or
escort on LCC contracts• Working with Districts to avoid need for duplicating checks.• New online pilot scheme planned for June - eBulk• LCC considering adding 5% admin charge on to CRBs that we undertake –
your views welcomed at the end of the meeting
For latest info on CRB see new websites: www.direct.gov.uk/crb - general info for CRB applicants and the publicwww.businesslink.gov.uk/crb - info for registered bodies and businesseswww.homeoffice.gov.uk/crb - corporate info and publications
Taxi ForumTraining and Compliance Update
Wheelchair restraints• Appropriate training in use of clamps etc.• Consequences to passenger and operator for failures in
this Duty of Care• Penalties from LCC• Contact us to get training Child seating• Reminder on LCC requirement to provide appropriate
seating for children
Taxi ForumTraining and Compliance Update
“Trading” on LCC transport• Recent incident of school bus driver selling fizzy drinks
on school bus• Concerns on health and safety• Selling of any goods by the driver (or escort) to
passengers or from the vehicle is prohibited and is considered to be unprofessional practice
• Do not give drinks, sweets or other items to passengers as experience has shown that this can trigger various allergies
Taxi Forum“The Sharp End!”
Firstly – a “Thank You”
Remember that the journey:• Is part of the school day• Affects family life
And that all passengers are vulnerable.
Taxi Forum“The Sharp End!”
Safeguarding• Don’t get involved• Don’t make inappropriate comments• Avoid physical contact• Mobile phone calls/texts/emails• Facebook – don’t invite/accept requests• Report concerns and incidents to your manager
and us
Taxi Forum“The Sharp End!”
Safeguarding process
If accused:• You are removed from the contract• You are interviewed by police• Strategy meeting held
Taxi Forum“The Sharp End!”
Protect your contracts• Stick to the contract• Don’t allow unauthorised passengers• Avoid disputes with school/parents• Student behaviour – report• Confidentiality• Rewards/Gifts – be wary
• Caring – but at a professional distance
Taxi Forum“The Sharp End!”
Respect the intelligenceof your passengers
Taxi Forum“The Sharp End!”
How can we help?• Helping Hands• Autism awareness• Epilepsy training• Behaviour • Specialist training
• Give us a call• Value your work
Taxi Forum“The Sharp End!”Disability
Whatever the disability: it’s the individual that is important.
Managing your contractsDon’t just put up with it, seek help:
• STG• Parents• School
Taxi ForumEuropean Union (EU) Tender regulations• New Framework Agreement now in place (3rd May 2011 – 2nd May 2012).
No new entry until at least then• 241 successful operators (26% up on last year)• 174 for SV2b (BAS)• Most common faults in tendering:
1. not posting to the correct address2. operators failing to sign the document3. operators leaving it to the last moment / reliant on STG sending final
reminders out4. failure to send recorded delivery or hand deliver and then ringing to
see if we have received the form5. Marking the return envelope with a company stamp / name (should
be anonymous until opened)6. pricing per mile rather than for the whole job
• Early signs are that is working correctly and, for those who tendered correctly, no obvious difference to working practices
Taxi ForumVetting of new SV2 operators
With effect from 3rd May, new operators who win an individual email tender and who have never operated a contract for us will need to have a further vetting before the contract can start. The STG will corroborate with the district licensing authority that your licence is valid and you will be asked to provide the following:• A copy of your public liability insurance• Names, licence numbers and issuing districts of any driver who you expect to work on the contract (NB enhanced CRB needed)• If the contract is escorted, you will also be required to submit a correctly completed CRB disclosure application form and a passport sized photograph• We will be checking whether or not drivers and escorts have undertaken appropriate training during the life of the contract
Taxi ForumSV2b (Behaviour and Attendance Service) ContractThose operators who were awarded a place on the SV2b Framework will be offered work directly from the Behaviour and Attendance service. Works like the SV2 tender with the STG at County Hall but:• Tenders will come out by email directly from BAS• Reply directly to BAS• Any operational problems – refer to BAS• Most importantly: invoices for BAS services must go to BAS when the transfer or responsibility is complete – NOT the STG!• Final details and transfer arrangements will be communicated directly to those operators on the Framework.
Taxi ForumE-tendering (quoting by email)Reminder of the protocol for award on joint winning prices. We will
consider the following:• Performance• Service user known to company already• Registered escorts• Additional capacity
• Operators may also wish to review their pricing strategy and avoid “rounding” prices – remembering that email tendering is a bit like ebay™ in reverse! Try £9.99 instead of £10 etc.
• Results published on our website• Taxi company staff must also be contactable in order to award
the contract!• Price per day or per journey?• Keep your email address and other details up to date
Taxi Forum
E-tendering (quoting by email)This is still working within the Framework Agreement
BUT REMEMBER:
“You must be in it to win it!”
Taxi ForumContracts Team update
Taxi ForumInvoicingPlease help us to help you!The following are the main problems with invoices:• No Invoice number!• Incorrectly addressed• Wrong prices quoted• Addition errors• Wrong VAT amounts• Not quoting Contract numbers • No reference to dates of operation (or even which month)• Not declaring journeys not operated/varied• Handwritten is still acceptable but must be clear and hold all the
details needed.• No Payee details – note that our Audit requirements state that the
payee should be the name of the contract holder e.g. “John’s Cabs” NOT “Mr. J. Smith”. We may have to enforce this in future.
Taxi Forum
Taxi ForumInvoicingExamples of bad invoices:
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Taxi ForumInvoicingTemplate available to post/email.
Taxi ForumInvoicing• Template and instructions are on our website• Reminder that contract payment terms are 30 days now.• Please note that we also expect operators to bill in good
time – very late invoices won’t be paid (12+ months)• Audits across all services (inc. bus)
– Contacting schools/parents/carers to confirm travel– Spot checks on site (also for quality compliance)– Returning incorrect invoices (thus delaying payment)
• If your contract changes – please tell us!
Taxi ForumInvoicing
Considering removal of email facility beginning from end of July i.e. August onwards invoices should be posted or hand delivered (receipts can be obtained). Why?• Concerns on data protection i.e. personal details of clients being emailed by companies• Problems with emails not being received from companies meaning payment missed/delayed• Document formats don’t always open or print• Increased workload and costs in STG
You views welcomed at the end.
Taxi ForumInvoicingOur correct address:
InvoicesBusiness Development & Support TeamSustainable Travel GroupEnvironment & Transport Department
Leicestershire County CouncilCounty HallGlenfieldLeicester LE3 8RJ
(Don’t use our PO Box 1151 address or [email protected])
Taxi ForumConcessionary Travel Vouchers
• Please note that the 2010/11 green vouchers can no longer be accepted or redeemed.
• New issue vouchers are orange and are in circulation now – valid until 30th April 2012 and only valid for local journeys
• Charnwood Borough Council’s separate scheme has also ended - all reimbursement and queries are dealt with directly by them.
• Note that the responsibility for all Concessionary Travel transferred from Districts to the County Council in April 2011
Taxi ForumWorking Group nominations• Remit of the working group:
– For both the Authority and taxi companies to gain an insight and understanding of the aspects of contract work that are important to them and work together to address any general issues that may arise– For LCC to pass on information on relevant policy or legislative changes, duty of care issues and general information affecting the taxi market– To discuss new ways of working and to work in partnership– To look at all aspects of LCC contract work for mutual benefit– To share the discussion with all in the market via the published minutes
• Please contact Mark Watters or a member of staff in the STG with your nomination.
• We are looking for 1-2 people from up to 10 companies to form the 2011/12 working group to meet 3 times between now and April 2012.
Taxi ForumQ & A Session
Please keep questions to a “general interest” for all here today.
Views on? • CRB fees
• Emailing invoices• Anything else!
Taxi ForumWorking group nominations and further information
See us at the end of this meeting or make an appointment By phone: 0116 3050001 and ask for the Business Development & Support
TeamBy email: [email protected] writing:
Business Development & Support TeamSustainable Travel GroupEnvironment & Transport DepartmentLeicestershire County CouncilCounty HallGlenfieldLeicester LE3 8RJ
Our website: www.leics.gov.uk in “Roads and Transport”