CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

As in 1.1

1.3

Completed documents must be returned to:

As in 1.1

2 Contract Details

2.1

Title

The Provision of a Void Management Energy Supply Scheme

2.2

Description of the goods or services required

Caerphilly County Borough Council is seeking tender responses from a suitably qualified supplier to provide a void management energy scheme. Tenderers shall note that they must be capable of meeting (as a minimum) the following criteria in order for their tender bid and proposed scheme to be accepted:

A scheme that supply’s a key account manager to oversee the contract.

A scheme that provides a specialist team with the necessary experience to handle the scheme’s administration and enquiries process.

A scheme that provides a single point of contact for our housing offices.

A scheme that provides a suitable administrative procedure.

A scheme that will assist in clearing down previous tenants debts that can also provide a suitable process when dealing with pre-payment meters.

A scheme that applies no standing charge for void properties and allows some credit for undertaking maintenance during the void period.

A scheme that provides a process for dealing with long term voids.

A scheme that provides a process for inclusion of SMET 2 SMART meters (Inc. advice leaflets) only to be changed with the agreement of CCBC.

A scheme that adheres to the Authority’s processes and procedures for dealing with Tenants and specifically vulnerable people as highlighted in Appendix 5,6,7,8,9 and 10 on the attachments section of the Proactis Portal E-Tendering system.

A scheme that provides assistance with installations of new meters and supplies including tenant support with remodelling of sheltered housing schemes and the provision of individual meters.

A scheme that provides a full service including free induction and staff training.

A scheme that provides assistance in supply of new meters and supplies (should it be required) when the council acquires new properties or newly constructed properties in future years.

Please also refer to the Special Terms of the Terms & Conditions document for the requirements of the scheme to be provided.

Tenderers shall confirm within the Proactis Portal e-tendering system that they can meet all of the above criteria.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=118709.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

The estimated number of voids each year is around 800. Tenderers shall note that of these, it is estimated that there would be 300 Longer term voids.

The evaluation methodology of the process will be evaluated based on the following award criteria:

Essential Criteria: Pass/Fail

Quality: 90

Price 10

The Quality criteria sub criteria will consist of the following criterion and scores:

Tender response 60

System Demonstration 30

3 Conditions for Participation

3.1

Minimum standards and qualification required

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

CCBC/PS2201/22/RG

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

As part of the process, the tender will be undertaken utilising Caerphilly CBC's Proactis Portal e-tendering system.

Therefore, companies are invited to follow the directions below to register on the system:

1. Log in to the Proactis Portal E-tendering system at https://www.proactisplaza.com

2. Click the "Sign Up" button.

3. Enter your details such as Organisation Name, Details and Primary Contact Details.

4. Please make a note of the Organisation ID and Login Name, then click Register.

5. You may then receive an email from the system asking you to Click here to activate your account. This takes you to Enter Organisation Details. Or you may be redirected straight to your account home page, depending on your browser.

6. Please enter the information requested, click Next and follow the instructions ensuring that you enter all applicable details.

7. In the Enter Product Classification screen please ensure that you select the Product Classification Codes (CPV Codes)that appear in the tender notice.

8. Accept the Terms and Conditions and then click Next. This takes you in to the Welcome window.

9. In the Welcome window please enter your Organisation name, Organisation ID and User Name (User ID). You now need to create your unique password. Please ensure that you make a note of this along with the other information already recorded.

10. Now click Done and you will enter the Supplier Home page.

11. From the Home Page, go to the “Opportunities” area, where you can search for this Opportunity. Click on the "Show Me Arrow" of the relevant opportunity and then click to register your interest on the relevant button.

12. Click the Opportunities Icon on the left of the page so that the page is refreshed, then, click on the "Show Me Arrow" of the relevant contract again and this will take you into the create a response section of the portal.

13. Note the closing date for completion of the relevant project. Please review the tabs at the top of the page as there will be information relating to the project held here.

14. You can now either continue to fill out this area and create a response or if the project is not of interest to you Decline this opportunity by clicking the "Decline" button at the top of the page.

Tenderers shall express an interest in tendering for this arrangement by registering their interest on the Proactis Portal System as stated above and then completing the online e-tender submission. If you have any issues with your account please use the 'Raise a Ticket' function on the Proactis Portal. Instructions on how to utilise this function can be found in the attachments.

(WA Ref:118709)

The buyer considers that this contract is suitable for consortia bidding.

5.2

Additional Documentation

5.3

Publication date of this notice