Hackney Carriage and Private Hire Vehicle Tests 2021 - "Allerdale - a great place to live, work and visit"
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Hackney Carriage and Private Hire
Vehicle Tests 2021
“Allerdale – a great place to live, work and visit”About Allerdale Borough Council Allerdale is located in West Cumbria bordering the Solway Firth and Irish Sea as well as Carlisle and three district councils. The Borough has a population of approximately 96,000 and is predominantly rural in nature. In the north of the Borough settlements are small and dispersed while the south contains the main urban centres. Approximately two thirds of the population live within six large settlements of Workington, Maryport, Cockermouth, Wigton, Aspatria and Silloth Allerdale Borough Council’s vision for Allerdale is to be “a great place to live, work and visit”. The priorities and objectives for the area are set out in the Allerdale Council Strategy 2020- 2030 A Financially Secure Council - It is vitally important that the Council addresses a future projected funding gap to make sure that the authority can continue to deliver services to communities and make vital improvements to the area. Outstanding Local Services – The Council is committed to reviewing and redesigning processes to provide a better service to customers. Thriving Towns and Villages - The Council will ensure towns and villages are the heart of the community. Invest to Grow- The Council will invest in commercial opportunities and bring money into Allerdale and the Council. A Cleaner Greener Allerdale – The Council is committed to clean streets, recycling and ensuring we consider sustainable approaches and use of technology in all activities. Resilient Communities – The Council is committed to everyone having the opportunity to live a healthy and happy life regardless of where they live in the district.
Specification
Specification for testing of vehicles for use as Hackney Carriage and Private
Hire Vehicles
The legislation that deals with these tests is the Town Police Clauses Act 1847 and
the Local Government (Miscellaneous) Provisions Act 1976. This requires the Local
Authority to ensure that vehicles used as Hackney Carriage and Private Hire Vehicles
meet certain criteria.
There are currently approximately 140 Hackney Carriage Vehicles and 53 Private Hire
Vehicles licensed with the authority, which require testing on an annual basis. Vehicles
four years and over are tested every six months. The Council can require a vehicle to
be tested up to three times yearly and there is a proposal to increase testing to three
times yearly for vehicles aged four years and over subject to Licensing Committee
approval. Currently 143 of the vehicles licensed by the Council are aged four years
and over. The Council reserves the right to change the frequency of the number of
tests depending on council policy and guidance. The Council may consider appointing
more than one testing station.
In addition to regular tests and re-tests, there is a requirement on occasion to carry
out short notice tests, e.g. spot check by officers, presenting vehicles after test to
check on bodywork or livery within 10 days, accident repair and tests for courtesy cars
which replace accident vehicles.
The Council regularly reviews its policy and conditions of application and licences.
The test should be pre-booked and requires a tester to examine the vehicle and give
an indication whether it meets the standard required for the safe carriage of fare paying
passengers.
Proformas are provided separately, which structures the tests and assists the
examiner to ensure that all the items shown thereon are checked. The inspection
proformas are to be submitted to the Licensing Authority electronically on the day of
the test. A proforma must be issued for all tests whether pass or fail. Detailed reasons
for failure should be recorded together with photographs if appropriate in line with the
DVSA “Categorisation of vehicle defects” document or any superseding of this
document (www.gov.uk/government/publications/categorisation-of-defects). This will
assist in any complaints, appeals or legal process. The contractor must have
appropriate record-keeping and data protection policies.
The tests should follow the format shown below:
1. Carry out test to MOT standard
This is self-explanatory. (Some operators may also ask for a MOT certificate
which can be supplied at an additional charge). The testing station must have
and maintain a Ministry of Transport testing authorisation.
2. Condition of spare wheel and tyreThe use of a space saver tyre (or similar emergency tyre) is only to be used in
cases of emergency and then only to enable the vehicle, trailer and passengers
to travel to the nearest available garage where the normal road tyre can be
repaired.
3. Condition of bodywork and interior
Under this section, the examiner is required to check the whole of the body
work and interior for rust and dents. Single scratches or groups of scratches
will not necessarily cause the vehicle to fail the test unless the paint film has
been broken and rusting is evident. A small dent is deemed to be a dent no
larger than 2.5 inches (65mm), for guidance the size of a tennis ball. A single
small dent will not cause the vehicle to fail the test unless the paint film has
been broken and rusting is evident. If multiple small dents are present the
tester must fail the vehicle if the dents detract from the overall appearance of
the vehicle. Stone chips will not cause the vehicle to fail the test unless the
paint film has been broken and rusting is evident. Vehicles with rust spots
other than ‘scratches’, ‘small dents’ or ‘stone chips’ but not noticeable to
passengers using the vehicle in the normal course of business will fail the test
if:
The metal is corroded and unable to withstand ‘thumb’ pressure without
crumbling or permanent distortion;
Perforation of the panel is due to corrosion from the underside of the
panel.
In all cases any rust that detracts from the overall appearance of the vehicle
will result in a fail or any sharp edges likely to cause injury
The colour of the paintwork must be compatible with its use as a hire vehicle.
Check for poor repair or paint match. A single area of flaking paint or lacquer,
no larger than 2.5 inches, will not cause the vehicle to fail the test. Multiple
areas of flaking each no larger than 2.5 inches will cause the vehicle to fail if
they detract from the overall appearance of the vehicle.
The examiner should also check the condition and security of all seats,
condition and security of floor coverings and that any interior lights are
operational.
4. Licence plate fixed in correct position
In the case of all tests with the exception of the initial grant, the examiner should
check that the licence plates are clean and in good condition and are securely
fixed to the front and rear of the vehicle on or near to the bumper.
5. Fire extinguisherThe check should ensure that there is a full fire extinguisher in an accessible
position in the vehicle, that it is numbered and meets the current safety
standards.
6. First aid box
The examiner should check that the first aid box complies with the Community
Bus Regulations of 1978 and that it is numbered.
7. External mounted rear view mirrors
These should be in good condition and securely fixed to the bodywork on both
sides of the vehicle.
8. Interior rear view mirror
This should also be securely fixed and in good condition.
9. Estate cars
The test should ensure that the grill/net between the luggage and passenger
compartment is secure so as to prevent articles falling on passengers.
10. Minibuses
These vehicles should be constructed/adapted to carry not more than eight
passengers and the test proforma requires that the number of passenger seats
in the vehicle should be noted.
11. Taximeter Fitted
The taximeter should be fitted and working in all Hackney Carriages and must
comply with Byelaw 4 as contained in the attached copy of conditions.
12. Table of Fares Exhibited
A current table of fares should be displayed in all existing Hackney Carriages
(all tests with the exception of the initial grant).
13. No unauthorised signs displayed
A Hackney Carriage must carry a roof sign saying ‘Taxi’ which may be
illuminated. An appropriate telephone number on the rear of the sign is
permitted. No other form of advertisement is allowed unless by written prior
consent of the Council. In the case of all tests with the exception of the initial
grant, the vehicle must display the Council’s stripes along its length. Private
hire vehicles must not carry any signs without written prior consent of the
Council. No smoking signs must be displayed in each vehicle. These must be
a minimum of the red and white no smoking symbol at least 70mm in diameter.
Most vehicles should have one in the rear compartment and it is recommended
to have one in the driver’s area.14. General
(a) The vehicle must have at least two doors for the boarding and alighting
of passengers in addition to a separate door for the boarding and
alighting of the driver and it must be fitted with at least four road wheels
and be a right hand drive vehicle.
(b) The vehicle must have an engine of an adequate capacity for the loads
to be carried. Generally, vehicles with engine capacities of 1500cc or
more would comply with this provision.
(c) The vehicle must have a luggage compartment adequate to contain
luggage for each of the passengers it is authorised to carry.
(d) The positions of the front seat or seats are capable of being set so as to
ensure adequate leg room for passengers occupying the rear seats. Not
more than one passenger may be accommodated in the front of the
vehicles next to the driver (apart from some minibuses/people carriers)
where two separate seats and means of restraint are provided.
(e) The design of the vehicle is such that seat widths should be at least 16
inches per person and that passengers of average height, when
occupying seats, have adequate headroom.
(f) Door apertures are of adequate size to permit the easy movement of
passengers when they are boarding and alighting. Door catches must
be such that they are secure at all times whilst being capable of easy
operation by passengers.
15. Examine any safety features as per manufacturer’s specification.
16. Examine the service history/maintenance schedule for vehicles four years and
over to ensure it is sufficient.
These requirements may change depending on council policy and national guidance.
Any vehicle not complying with 14(a) should not be tested without first consulting with
the Licensing Department.
Use of Trailers
(a) No licensed vehicle may tow any trailer until it has undergone a test and is
deemed suitable. A proforma is provided separately.
(b) In all tests with the exception of the initial grant, the examiner should ensure
that a licence plate is affixed to the rear of the trailer and is clean and in good
condition.Further Information/Requirements
1. The contractor should also be able to demonstrate that they are able to
provide and maintain the relevant resources to carry out the tests and that
all pre booked tests will be honoured. Refusal to test in line with
requirements stipulated by the DVSA for MOTs is expected. The contractor
must have a robust policy for dealing with late arrivals or people presenting
incomplete paperwork or other reasons for refusing to test a vehicle. To
check the age of the vehicle the V5 vehicle registration document must be
provided. Service history/maintenance for vehicles four years and over must
also be examined and verified as sufficient. Documentation/invoices must
contain reference to the vehicle being tested such as vehicle registration
number. Particular care should be taken with private registrations as these
are frequently changed from one vehicle to another.
2. Tests must be carried out within three working days of booking. In the case
of failed vehicles and emergencies, e.g. accident damage, a next working
day service must be available. It is imperative that the Contractor minimises
the time that a business is off the road due to an accident.
3. Supporting evidence requirements – In respect of defects found it is
necessary to record and retain evidence. This should be in line with DVSA
“Categorisation of defects” guidance. This will assist in the event of
complaints, appeals or legal proceedings. The contractor must maintain
these records in accordance with data protection requirements.
4. The Contractor must inform the Licensing Authority immediately of any
vehicles which are found to have dangerous items as this may result in the
immediate suspension of the vehicle.
5. Results of inspections carried out by external agencies for example on
equipment or the management of the MOT station must be submitted to the
Licensing Authority within seven days.
6. All tests must be carried out to a satisfactory standard in accordance with
the specification. The contractor must have a robust procedure in place to
show how they review/maintain the standard of testing with relevant staff
including any policies. This should include conflicts of interest such as
testing family and friends’ vehicles. The appointed station(s) may be
inspected without prior notice. Any breach of contract may be dealt with by
verbal or written warning or termination of the contract.
7. The Contractor must have a comprehensive rust/bodywork policy which is
clear for the Council and for applicants to understand, in line with point 3 of
the specification for tests.8. The Licensing Authority must be notified of any complaints the contractor
receives about a taxi/private hire test within two working days of receipt of
that complaint.
9. The Council must be informed in writing and consent obtained if facilities
situated elsewhere are required to be used to enable a test or part of test
(e.g. for stretched limousines).
10. If for any reason the contractor cannot provide a test facility, it must inform
the Council in writing giving 28 days’ notice of a suitable alternative provider.
The Council reserve the right to recover any financial loss arising from the
contractor’s failure to provide the service or give adequate notification.
11. If an alternative test facility is provided, as required by the business
continuity plan, it must fulfil the same requirements as the primary testing
station and provide the same policies and procedures outlined in this
specification.
12. All relevant Health and Safety legislation must be complied with and a robust
health and safety policy must be in place.
13. The contractor should have policies (and updates/amendments to policies)
in place, which deal with issues such as complaints, business continuity,
health and safety, maintaining equipment and tester standards including
conflicts of interest, compliance with GDPR etc. This is not intended to be
an exhaustive list. Policies must be regularly reviewed and updated
documents provided to the Council.
14. The contractor will need to indemnify the Council against claims/liabilities
arising from the service provided to the Council. This is to be supported by
having a minimum of £10 million public liability insurance, evidence of which
will be required prior to the commencement date of the contract.
Updated/renewed insurance documents must be submitted to the Council
within seven days of receipt.
15. The contractor must be an authorised vehicle test station to conduct MOT
tests for the lifetime of the contract and adhere to the DVSA VTS guidance
document (https://www.gov.uk/guidance/manage-your-mot-centre) or any
guidance document that supersedes this. Results of any inspections carried
out by the DVSA must be submitted to the Licensing Authority within seven
days.
16. For the duration of the contract the appointed station(s) must inform the
Council immediately of any warnings or disciplinary action being taken byDVSA. The DVSA may be consulted throughout the contract for updated
information.
17. As this tender is in respect of the supply of a significant service for the
Council, the loss of which would impact on the Council’s ability to deliver
services, robust business continuity arrangements are essential.
Contingency arrangements must be in place in the event that the premises,
equipment, examiners or other facilities were to become unavailable for use,
e.g. in the event of Force Majeure.
18. Verification of examiners’ qualifications will be required prior to the
commencement of the contract. Notification of examiners starting or leaving
the contractor’s employment is required so that the qualifications can be
checked and the Council can be satisfied there remains a sufficient number
of testers. Qualifications and refresher training as required by DVSA to
comply with MOT testing regulations must be adhered to.
19. Any disputes will be resolved by the appropriate Committee of the Council.
20. Re-tests in terms of time elapsed, items to be checked and fees chargeable
will be subject to the same guidance as stipulated by the DVSA for MOTs
with the addition that if a vehicle has done in excess of 150 miles since the
initial test it will be subject to a full test and fee.
21. It is proposed that the contractor will be responsible for testing as from 1
June 2021 for a period of five years.
22. The contractor must be a DVSA garage within the area of Allerdale (s50(1)
Local Government (Miscellaneous Provisions) Act 1976).
23. Ad hoc monitoring of tests throughout the duration of the contract will take
place together with examination of policies and any updated documentation.
24. The contractor will adhere to the pricing schedule provided subject to annual
increases based on inflation being permitted, together with increases due to
changes in legislation requiring investment in new equipment. The
contractor will inform the council of any price changes at least 28 days
before they are due to come into force.
The following supporting information is attached:
1. Copy of conditions and terms of licence for hackney carriage and private
hire vehicles;2. Hackney Carriage and Private Hire Vehicle Age Policy;
3. Test proformas for vehicles and trailers. Copies of the completed test
proformas must be given to the proprietor and the Licensing Authority and
one must be retained by the contractor. The Council may introduce an
online procedure for submission of test proformas in the future.
4. Table of Fares for Hackney Carriage Vehicles.1.1 Contract term
The Authority proposes to enter into one Contract for a maximum period of five years
with the Contractor (Service Provider).
The Contractor will be required to comply with the Key Performance Indicators as
outlined in the Contract.
The anticipated service commencement date is 01/06/2021.Key Performance Indicators
KPI – People in place (Delivery)
All supplier resources delivering services for the contracts are performing to the
expected standard for the skill-set supplied and/or all facilities are to the expected
standard.
Measurement
External inspections Minor issues or Persistent and/or major
demonstrate no areas of recommendations noted issues with quality of
concern. No with quality of work/standard of
recommendations noted work/standard of inspection/facilities noted.
with quality of inspection/facilities.
work/standard of
inspection.
No substantiated Minor substantiated Persistent and/or major
complaints received in complaints noted in substantiated complaints
respect of quality of work, respect of quality of work, noted in respect of quality
professionalism/customer professionalism/ customer of work, professionalism/
service or state of facility. service or state of facility. customer service or state
of facility.
Good communication with Minor issues regarding Major/persistent issues
the Council in respect of communication with the regarding communication
test outcomes. Council in respect of test with the Council in respect
outcomes, e.g. delays in of test outcomes, e.g.
submitting test sheets. failure to inform the Council
of a major item which
renders a vehicle
dangerous.
Appropriate adherence to Minor issues in respect of Major and/or persistent
the standards and adherence to the issues in respect of
guidance set both standards and guidance adherence to the
externally, and by the set both externally, and by standards and guidance
Council in respect of the Council in respect of set both externally, and by
vehicle tests. vehicle tests. the Council in respect of
vehicle tests.
Supplier skills/facilities Minor issues with the Significant issues with the
meet the standards quality of work/standard of quality of work/ standard of
expected. facilities noted in a month. facilities noted in a month.
Source: Allerdale Contract Manager
Frequency of check: Quarterly
Owner: To be agreedSupporting documents
1. Copy of conditions and Terms of Licence for hackney carriage and private hire
vehicles.
2. Hackney Carriage and Private Hire Vehicle Age policy.
3. Test proformas for vehicles and trailers. Copies of the completed test proformas must
be given to the proprietor and the Licensing Authority and one must be retained by the
contractor. The Council may introduce an online procedure for submission of test
proformas in the future.
4. Table of Fares for Hackney Carriage Vehicles.You can also read
