CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

1.3

Completed documents must be returned to:

2 Contract Details

2.1

Title

Maintenance and Minor Work

2.2

Description of the goods or services required

2. Tender Details

We are intending to appoint up to a maximum of three contractors for each of the areas for a maximum of two years. You should indicate in your tender which area or areas you are tendering for. The successful tenderers would be ranked 1st, 2nd and 3rd with the work allocated to the 1st tenderer however if they are unable to undertake the work the second and then third tenderer would then be contacted to undertake the work

They successful tenderers wIll be appointed as “Maintenance Contractors” to undertake such work in the area as instructed by the “property team” or the professional consultants acting on behalf of Careers Wales. This work would be carried out on a “day work basis” as the information within this agreement for which competitive rates are to be submitted.

All invoices submitted to Careers Wales shall clearly state the type of contractor undertaking the work, their hourly rate as agreed within the tender submission and time at the property. All materials should be itemised separately with the original cost price stated and agreed mark up. All general administrative services are to be included within the rates. Careers Wales reserves the right to request evidenced proof by means of actual supplier invoices that have been marked up.

The expenditure in each area will vary based on the works required. The projected expenditure for all three areas over the two years of the agreement is not expected to exceed £150,000.

2.2 It is intended that the appointed contractors will provide their own employees also specialist subcontractors such as plumbers and electricians, who will be required to be registered/certified for their service, together with adequate management and supervision

2.3 Where further specialist services are required, the appointed contractor will be responsible for their engagement, i.e. scaffolding; asbestos; structural steelwork; timber infestation; damp proofing and such works for which invoices will be required and a “mark up” on such costs submitted within this tender to cover overheads etc.

2.4 It will be necessary to ensure that insurance is in place as follows:

Public Liability Insurance _ _ _ _ _ _ _ _ _ _ _ _ _ _ £5,000,000

Employer Liability Insurance _ _ _ _ _ _ _ _ _ _ _ _ £5,000,000

This condition also applies to any sub-contractors engaged.

2.5 Tenderers are requested to supply “hourly rates” for the following type of contractors

2.5.1 Tradesman first hour., subsequent hourly rate and evening weekend rate

2.5.2 General operative First Hour subsequent hourly rate and evening weekend rate

2.5.3 Electrician first hour subsequent hour and evening weekend rate

2.5.4 Plumber first hour subsequent hour and evening weekend rate

2.5.5 Other not described above first hour subsequent hour and evening rate

Tenderers are reminded that the above rates should include an element of uplift to take into account travelling time and travelling expenses as these cannot be invoiced separately. Cost will accrue from the time of arrival at the property to the time of leaving the property. A timesheet needs to completed and countersigned by a member of Careers Wales staff for all maintenance visits.

We have divided our offices into three areas:

Area 1 - 20 offices

ABERTILLERY

NEWPORT

CWMBRAN

BARRY

BRIDGEND

BLACKWOOD

CAERPHILLY

MERTHYR

LLANDRIDNOD WELLS

CARDIFF

ABERGAVENNY

CHARNWOOD

ABERDARE

TONYPANDY

BRECON

EBBW VALE

Area 2 – 11 offices

CROSS HANDS

AMMANFORD

CARMARTHEN

LLANELLI

ABERYSTWYTH

NEATH

PORT TALBOT

HAVERFORDWEST

PEMBROKE DOCK

SWANSEA

CARDIGAN

Area 3 – 11 offices

HOLYHEAD

LLANDUDNO

RHYL

NEWTOWN

MOLD

SHOTTON

BANGOR

PORTHMADOG

WREXHAM

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.uk/Search/Search_Switch.aspx?ID=40736.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

The expenditure in each area will vary based on the works required. The projected expenditure for all three areas over the two years of the agreement is not expected to exceed £150,000.

3 Conditions for Participation

3.1

Minimum standards and qualification required

These instructions are designed to ensure clarity and that all Tenderers are given equal and fair consideration.

Tenderers should read these instructions carefully before completing the Tender documentation. Failure to comply with these requirements may result in the rejection of the Tender.

Tenderers shall at all times treat the contracts of the MMW and any related documents as confidential and should not disclose, copy or reproduce or pass any of the information to any other person, other than for the purposes of submitting a Tender.

2.7 Set out below is the proposed procurement timetable that is intended as a guide and although it is not intended to depart from this it reserves the right to do so at any stage.

Invitation date 09/02/2016

Closing date and receipt of tender 07/03/2016

Evaluation and notification of appointment 21/03/2016

Commencement date of appointment 01/04/2016

2.8 All unsuccessful Tenderers will be provided with an “unsuccessful letter” notifying them of the outcome of the evaluation exercise and the name of the successful tenderer/s.

2.9 In connection with the service, price and quality will be taken into consideration and the tenderer with the highest mark in each area will be ranked first in the area:

Price_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _50 marks

A maximum of 10 marks will be allocated to each of the contractor hourly rates categories. The lowest average price for each category of contractor will be awarded the maximum score of 10, with tenderers thereafter being allocated a relative score which will be 10 marks less the percentage difference from the lowest price. The assessed hourly rate will be the average price for each category e,g

Tradesman first hour £20, subsequent hour £10 evening rate £30 the average hourly rate for this category would be £20

E.g. three tenders bids received – Bid 1 - average rate for plumber £40, Bid 2 average rate for plumber £60 and Bid 3 average rate for plumber - £80

Bid 1 would receive a score of 10

Bid 2

(£20//£40) 50% higher

60% - (60% * 50.0) = a score of 5

Bid 3

(£40/£40) 100% higher

35% - (35% * 100.00*) = a score of 0

Quality _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ 40 marks

2.7.1 Previous work in this area 5% for each example

Please provide three examples of similar work undertaken in the last 3 years

2.7.2 Health and Safety Record – please provide a copy of your Health and Safety Policy, accidents in the last 3 years - 10%

2.7.3 provide details of how you intend to work with Careers Wales to ensure maintenance works are completed in a timely cost effective manner and how you intend to communicate the completion and or issues that arise relating to the works 10%

2.7.4 Quality management – provide details of your internal quality management systems - 5%

Environment (10%)

Careers Wales is committed to improving the environment through sustainable practices. Please provide details of all environment practices which have been incorporated into your company and details of any awards or certificates held.

The above sections will be awarded marks based on the following criteria:

l. Very good or fully compliant submlssion which meets all requirements and is fully explained in comprehensive detail - between 90 and 100% of the marks available

2. Good or fully compliant submission, which meets all the requirements and is explained in reasonable detail - between 70% and 80% of the marks available.

3. Satisfactory or compliant submission which meets the essential requirements and is explained in adequate detail - between 50% and 60% of the marks available.

4. Weak or partially compliant submission where some areas fall short of requirements and poorly explained - between 30% and 40% of the marks available.

5. Unacceptable or non-compliant (major issues) submission which fails to meet requirements and Is not explained- between 10% and 20% of the marks available.

2.10 Any Tenderer who: fixes or adjusts the amount of its Tender by or in accordance with any agreement or arrangement with any other party; or communicates to any party other than the client or, as applicable, relevant OCB the amount or approximate amount of its proposed Tender or information which would enable the amount or approximate amount to be calculated (except where such disclosure is made in confidence in order to obtain quotations necessary for the preparation of the Tender or insurance or any necessary security); or enters into any agreement or arrangement with any other party that such other party shall refrain from submitting a Tender; or enters into any agreement or arrangement with any other party as to the amount of any Tender submitted; or offers or agrees to pay or give or does pay or give any sums of money, inducement or valuable consideration directly or indirectly to any party for doing or having done or causing or having caused to be done in relation to any other Tender or proposed Tender, any act or omission, shall (without prejudice to any other civil remedies available to the client and without prejudice to any criminal liability which such conduct by a Tenderer may attract) be disqualified.

2.11 Any Tender received at the designated place after 12 noon on 7/03/15 may be rejected unless the Tenderer can provide unrefutable evidence that the Tender was capable of being recovered by the due date and time.

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

N/a

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

1. INTRODUCTION AND BACKGROUND

1.1 Career Choices Dewis Gyrfa Ltd (CCDG) is a wholly owned subsidiary of the Welsh Government which was formed on 1 April 2013. Trading as Gyrfa Cymru Careers Wales, we provide the all age independent and impartial careers information, advice and guidance service for Wales.

We deliver a remit set by the Minister for Education and Skills and support the Welsh Government’s strategic objectives as identified in the Programme for Government and related Welsh Government policies, such as the Youth Engagement and Progression Framework (YEPF). The overall focus for our service is to help people make effective decisions and become independent in managing their careers. This includes making realistic career decisions and plans, and ensuring successful progression and positive outcomes for individuals, who we support to gain appropriate training, further learning or employment. Our work helps to develop the nation’s skills base and to support the effectiveness of expenditure on education and training, thereby contributing to the economic and social well-being of Wales.

Tendering Terms

1.1 CCDG reserves the right to reject or disqualify a Tenderer where:

1.1.1 the tender is submitted late, is completed incorrectly, is incomplete or fails to meet the CCDG's submission requirements.

1.1.2 the Tenderer is guilty of serious misrepresentation in relation to its application and / or the process; and / or

1.1.3 the Tenderer contravenes any of the terms and conditions of this tender; and/or

1.1.4 there is a change in identity (including where applicable the make up of consortia), control, financial standing or other factor impacting on the evaluation process affecting the Tenderer; and/or

1.1.5 where the pricing of a tender is abnormally low

1.2 The disqualification of a Tenderer will not prejudice any other civil remedies available to CCDG and will not prejudice any criminal liabilities that such conduct by a Tenderer may attract.

1.3 CCDG further reserves the right to:

1.3.1 cancel the tender process at any stage for any reason;

1.3.2 require a Tenderer to clarify their submission in writing or by means of a clarification meeting and / or provide additional information.

(Failure to respond adequately may result in the disqualification of a Tenderer);

1.3.3 amend the terms and conditions of the tender process; and/or

1.3.4 award only part of the contract.

1.4 CCDG reserves the right to withdraw from the tendering process at any stage or to vary the scope of the Products required and CCDG shall not be liable to any Tenderer as a result of this action. In the event that the tender process is cancelled no part of the tender submitted shall be returned to the Tenderer.

1.5 Tenderers acknowledge and agree by their submission that their tender remains open for acceptance by CCDG for six months from the closing date for receipt of tenders.

Communication

1.6 All contact must be made through Will Piper who will facilitate appropriate contact with other relevant persons. Contact should be made by email to Will.piper@careerswales.com.

1.7 Tenderers must not in any way canvass or solicit information from any other employee of CCDG or its agents and / or advisers.

Clarification

1.8 Should any Tenderer wish to raise any questions or obtain any further information not contained in the tender or not otherwise publicly available all questions / requests must be submitted to Will Piper before 5pm on 01/03/2016 to the email address set out in section 1.6

1.9 If a question or request for clarification or further information is not made by the date referred to in section 1.8, CCDG reserves the right not to respond but may, at its own discretion, endeavour to respond to the Tenderer and provide the Tenderer with any additional information to which CCDG has access, but CCDG shall not be obliged to comply with any such request and does not accept any liability or responsibility for failure to provide any such information.

1.10 CCDG will endeavour to respond to queries within seven working days and will advise Tenderers if a longer response time is required due to the nature of the query.

1.11 Tenderers are encouraged to identify issues on which they would like clarification as early as possible in the tendering process and must raise a clarification if any aspect of this tender is not clear to the Tenderer.

Right to Amend

1.12 CCDG reserves the right to issue supplementary documentation at any time during the process in order to clarify any issue or amend any aspect of the tender. All such further documentation issued by CCDG during the tendering process shall be deemed to form part of the tender and shall supersede any part of the tender to the extent indicated. CCDG may exercise the option to extend the tender period and postpone the tender return date, in the event that subsequent documentation is issued or for any other reason.

Confidentiality

1.13 Save as specified below, CCDG and its advisors will keep confidential the tenders and any other information supplied by Tenderers during the tendering process and will use best endeavours to prevent any disclosures by their officers and employees.

1.14 Tenderers must be aware that at key stages in the project CCDG may be obliged to disclose detailed information relating to Tenders to relevant monitoring authorities and to make the key project documents available for private inspection by such authorities.

1.15 Whilst CCDG will be reasonable as regards the protection of commercially sensitive information, it can only do so in the light of the latest published guidance on this area.

Freedom of Information and Environmental Information Statement

1.16 CCDG is subject to The Freedom of Information Act 2000 (“Act”) and The Environmental Information Regulations 2004 (“EIR”).

1.17 As part of CCDG’s duties under the Act or EIR, it may be required to disclose information concerning the procurement process or the Contract to anyone who makes a request.

1.18 If the Tenderer considers that any of the information provided in their tender is commercially sensitive (meaning it could reasonably cause prejudice to the Tenderer if disclosed to a third party) then it should be clearly marked as "Not for disclosure to third parties” together with valid reasons in support of the information as being exempt from disclosure under the Act and the EIR.

1.19 CCDG will endeavour to consult with the Tenderer and have regard to comments and any objections before it releases any information to a third party under the Act or the EIR. However CCDG shall be entitled to determine in its absolute discretion whether any information is exempt from the Act and/or the EIR, or is to be disclosed in response to a request of information. CCDG must make its decision on disclosure in accordance with the provisions of the Act or the EIR and can only withhold information if it is covered by an exemption from disclosure under the Act or the EIR.

No re-submissions

1.20 Tenderers are reminded of the requirement that their submissions represent the views of all members of the Tenderer consortium (if any) and their subcontractors and Tenderers will not be allowed to resubmit key areas of their proposals at later stages of the tender process.

Canvassing and non-collusion

1.21 Except as specifically authorised by CCDG, Tenderers shall not approach any other Tenderer or member of CCDG’s staff with a view to seeking information in respect of any part of their submission or proposals or attempting to support or enhance their prospects of their tender being selected.

1.22 Any collusion between Tenderers, combining of Tenderers or transfer of any equity partner, development manager, advisor or subcontractor from one Tenderer to another may lead to the exclusion of the Tenderers involved at the discretion of CCDG.

1.23 Tenderers are required to return the Form Of Tender, Certificate of Non-canvassing and Non-collusive Tendering as set out in Appendices 1, 2 and 3.

Publicity

1.24 No publicity regarding the project or the award of the contract will be permitted unless and until CCDG have given express written consent to the relevant communication. In particular, no statements should be made to the press or other similar organisations regarding the nature of any tender, its contents or any proposals relating thereto without prior written consent.

Costs

1.25 All Tenderers are solely responsible for their costs and expenses incurred in connection with the preparation and submission of their tender and the tendering process. Under no circumstances will CCDG, or any of its advisers, be liable for any costs or expenses borne by the Tenderer or any of its consortium members, subcontractors or advisers in this process or for any economic loss or other loss of profit incurred by any Tenderer in relation to the project.

Compliance with Legislation

1.26 Tenderers are deemed to understand fully the processes that CCDG is required to follow under relevant European and UK legislation, particularly in relation to The Public Contracts Regulations 2006 (as amended).

1.27 Compliance with all relevant legislation is required both in the contract award procedure and during the term of any resultant contract

Jurisdiction and governing laws

1.28 All aspects of the tendering process shall be governed by and construed in accordance with the laws of England and Wales as applied in Wales and each Tenderer submits to the jurisdiction of the English and Welsh courts.

Disclaimer

1.29 None of CCDG, its advisors, or directors, officers, members, partners, employees, other staff, agents or advisers of any such person:

1.29.1 makes any representation or warranty (express or implied) as to the accuracy, reasonableness or completeness of the information in the tender. Any persons considering making a decision to enter into contractual relationships with CCDG following receipt of the tender should make their own investigations and their own independent assessment of CCDG and its requirement for the Products and should seek their own professional financial and legal advice; or

1.29.2 accepts any responsibility for the information in the tender or for its fairness, accuracy or completeness, nor shall any of them be liable for any loss or damage (other than in respect of fraudulent misrepresentation) arising as a result of reliance on such information or any subsequent communication. Only the express terms of any written contract relating to the subject matter of this tender as and when it is executed shall have any contractual effect in connection with the matters to which it relates. Any such contract will be governed by English and Welsh law.

1.30 Nothing in the tender or other contract documents is or should be relied upon as a promise or representation as to CCDG's ultimate decisions in relation to this project.

1.31 No oral acceptance by CCDG of any offer or outline submissions within an offer shall be valid or binding on CCDG.

1.32 In order to further ensure a fair and competitive process, CCDG requires that all actual or potential conflicts of interest are disclosed, identified and resolved to CCDG ’s satisfaction prior to the submission of Tenders or immediately notified to CCDG in the event that any actual or potential conflict of interest comes to the Tenderer’s attention following the submission of a Tender. In such circumstances CCDG may require further information from Tenderers but reserve the right to disqualify a Tenderer from further involvement.

CCDG reserves the right to exclude Tenderers from the procurement process should actual or potential conflicts of interest be found by CCDG to confer an unfair competitive advantage on one or more Tenderers or to otherwise undermine a fair and competitive procurement process and, following consultation with the Tenderer, such actual or potential conflicts are not resolved to the satisfaction of CCDG.

(WA Ref:40736)

5.2

Additional Documentation

5.3

Publication date of this notice