Contract notice
Section I: Contracting
authority
I.1) Name and addresses
The City of Cardiff Council
County Hall, Atlantic Wharf
Cardiff
CF10 4UW
UK
Telephone: +44 2920873701
E-mail: Corporate.Procurement@cardiff.gov.uk
NUTS: UKL22
Internet address(es)
Main address: www.cardiff.gov.uk
Address of the buyer profile: http://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0422
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://supplierlive.proactisp2p.com/account/login
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://supplierlive.proactisp2p.com/account/login
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Framework for the Provision of Disabled Adaptations
Reference number: ERFX1002766
II.1.2) Main CPV code
45262700
II.1.3) Type of contract
Works
II.1.4) Short description
The works primarily involve the adaptation of domestic properties as a result of the approval of a Disabled Facilities Grant or any Discretionary Grant awarded to the applicant. To support this area ILS operate a "Grant Agency Service" that provides a professional, technical and administrative service to the clients (service users).
Put simply, the Council provides a service whereby the service users can appoint the Council to administer the grant on the service users' behalf whilst working closely with health professional such as the Community Occupational Therapy Service to ensure that the service users' needs are fully met.
Structure of the framework agreement:
The Council is proposing to let a framework agreement for the provision of disabled adaptations. The framework agreement is to be divided into 4 lots. Bidders may bid for one; multiple or all lots, but the Council will limit the award to a maximum of one contract within these lots.
II.1.5) Estimated total value
Value excluding VAT:
23 600 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
Yes
Tenders may be submitted for all lots
Maximum number of lots that may be awarded to one tenderer: 1
II.2) Description
Lot No: 1
II.2.1) Title
General Building Work Domestic Only
II.2.2) Additional CPV code(s)
42961100
45110000
45210000
45211310
45260000
45261000
45261300
45261400
45261410
45261420
45261900
45262000
45262100
45262200
45262300
45262320
45262330
45262340
45262360
45262500
45262510
45262600
45262620
45262640
45262650
45262660
45262700
45262800
45310000
45311000
45312310
45312320
45313000
45317000
45320000
45321000
45323000
45324000
45330000
45331100
45331110
45332000
45333000
45342000
45343000
45350000
45400000
45410000
45420000
45421100
45421146
45421147
45421148
45421151
45421152
45421153
45421160
45422000
45431000
45432000
45440000
45441000
45442000
45442100
45450000
45451000
45452000
45453000
45454000
50720000
50721000
50750000
71630000
71600000
90650000
92222000
98395000
II.2.3) Place of performance
NUTS code:
UKL22
II.2.4) Description of the procurement
Converting existing rooms to provide accessible bathing facilities and all associated works (wet room, walk-in showers etc.); access ramps; re-grading/provision of external steps; internal alterations; construction of extensions (inclusive of services); general building works to repair, maintain or upgrade roofs, walls, floors etc. The tender will also include an item for the recycling (removal, renovation and reinstallation) of modular ramping.
Potential Bidders should note that estimated values are indicative values only and based upon 2017/18 funding. Values may fluctuate depending on customer demand.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quallity
/ Weighting: 50%
Price
/ Weighting:
50%
II.2.6) Estimated value
Value excluding VAT:
12 000 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: No
II.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 8
Objective criteria for choosing the limited number of candidates:
Bidders are required to pass the mandatory questions and detailed scoring thresholds contained within the PQQ documentation, and following this the highest scoring Bidders will be shortlisted and invited to tender in line with the minimum and maximum numbers detailed within this notice for each lot.
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
The Council will award this lot to 3 Providers and orders will be issued on a rotational basis (order 1 to provider 1, order 2 to provider 2, order 3 to provider 3, order 4 to provider 1; and so on); unless in the event there are capacity or non-performance issues, then the Council will follow the awarding across lots procedure.
Lot No: 2
II.2.1) Title
Stair-lifts and Vertical Lifts
II.2.2) Additional CPV code(s)
44115600
42416100
II.2.3) Place of performance
NUTS code:
UKL22
II.2.4) Description of the procurement
Provision and installation of stair-lifts, through-floor lifts, internal and external vertical lifts. To include where appropriate all works associated to the lift installation including cutting of apertures internally and any associated ground works externally etc. The requirement will also include recycling (removal, renovation and reinstallation) of all lifts.
Potential Bidders should note that estimated values are indicative values only and based upon 2017/18 funding. Values may fluctuate depending on customer demand.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality
/ Weighting: 40%
Price
/ Weighting:
60%
II.2.6) Estimated value
Value excluding VAT:
8 000 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: No
II.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 5
Objective criteria for choosing the limited number of candidates:
Bidders are required to pass the mandatory questions and detailed scoring thresholds contained within the PQQ documentation, and following this the highest scoring Bidders will be shortlisted and invited to tender in line with the minimum and maximum numbers detailed within this notice for each lot.
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
The Council will award this lot to 2 Providers and orders will be issued on a rotational basis (order 1 to provider 1, order 2 to provider 2, order 3 to provider 1; and so on); unless in the event there are capacity or non-performance issues, then the Council will follow the awarding across lots procedure.
Lot No: 3
II.2.1) Title
Preventative Service
II.2.2) Additional CPV code(s)
33196200
45453000
II.2.3) Place of performance
NUTS code:
UKL22
II.2.4) Description of the procurement
Provision and installation of minor adaptations including hand and grab rails; small ramps; mop stick hand rails; alterations to steps; external rails and repairs to specialist equipment etc. At no cost to the Authority the Contractor will also provide all Service Users with access to a free case work service providing: Healthy Home Check and remedial works; Income Maximisation; Energy Efficiency Inspection; Fund Raising and access to alternative grant assistance etc. The requirement will also include recycling (removal, renovation and reinstallation) of modular ramping, lifts and hoists. Potential Bidders should note that estimated values are indicative values only and based upon 2017/18 funding. Values may fluctuate depending on customer demand.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality
/ Weighting: 40%
Price
/ Weighting:
60%
II.2.6) Estimated value
Value excluding VAT:
2 800 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: No
II.2.9) Information about the limits on the number of candidates to be invited
Objective criteria for choosing the limited number of candidates:
Bidders are required to pass the mandatory questions and detailed scoring thresholds contained within the PQQ documentation, and following this the highest scoring Bidders will be shortlisted and invited to tender in line with the minimum and maximum numbers detailed within this notice for each lot.
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
The Council will award this to one Provider and orders will be issued to this Lot Provider. Dwellings will vary in age/condition, and access to/within sites will vary.
Lot No: 4
II.2.1) Title
Hoists
II.2.2) Additional CPV code(s)
42416300
33196200
II.2.3) Place of performance
NUTS code:
UKL22
II.2.4) Description of the procurement
Provision and installation of ceiling tracked hoist systems. To include where appropriate all works associated to the hoist installation including strengthening of ceilings, work to break through door heads and any associated structural works etc. The requirement will also include recycling (removal, renovation and reinstallation) of hoists.
The type and construction of dwellings may vary, but will comprise both traditionally constructed and factory / system built single, two or three storey dwellings; and some high rise framed construction purpose-built flats.
Potential Bidders should note that estimated values are indicative values only and based upon 2017/18 funding. Values may fluctuate depending on customer demand.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality
/ Weighting: 40%
Price
/ Weighting:
60%
II.2.6) Estimated value
Value excluding VAT:
800 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: No
II.2.9) Information about the limits on the number of candidates to be invited
Objective criteria for choosing the limited number of candidates:
Bidders are required to pass the mandatory questions and detailed scoring thresholds contained within the PQQ documentation, and following this the highest scoring Bidders will be shortlisted and invited to tender in line with the minimum and maximum numbers detailed within this notice for each lot.
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
The Council will award this lot to 1 Provider and orders will be issued to this Lot Provider. Dwellings will vary in age/condition, and access to/within sites will vary.
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
III.2) Conditions related to the contract
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Restricted procedure
IV.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement with several operators.
Envisaged maximum number of participants to the framework agreement: 7
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2016/S 168-301985
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
27/02/2017
Local time: 12:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date:
03/04/2017
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
CY
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Yes
Estimated timing for further notices to be published:
Depending on the strategic direction of the Council it would be estimated that any notices for external requirements would be advertised early 2020.
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
If you have any questions or require any clarifications, please contact the Procuring Officer, Kevin Shackson through the dialogue section of the Proactis portal at https://supplierlive.proactisp2p.com/account/login
PQQ submissions are to be via the Proactis Portal no later than 12:00:00 (noon) on Monday 27th February 2017. PQQs received after that deadline will not be accepted. Bidders should therefore allow sufficient time to submit their PQQs.
The Council reserves the right to award all, part or none of the business and to abandon this procurement at any time.
The Authority does not bind itself to accept the lowest or any tender as part of this process.
Further information regarding the way orders will be placed under the framework agreement:
Those contractors who are short-listed for a particular lot (subject to the specified maximum per lot) will be eligible to proceed to the second stage of the procurement process: the Invitation to Tender (“ITT Stage”). The ITT Stage will be evaluated on the basis of price and quality. At the end of the ITT Stage of the process the Council intends to appoint the stated number of provider/s per Lot, which are three Providers to Lot 1; two Providers to Lot 2; One Provider to Lot 3; and, one Provider to Lot 4. However, the Council will limit the award to a maximum of one lot per provider.
Continuous improvement:
Potential bidders should note that the successful provider will have an ongoing obligation throughout the term of the framework agreement to identify new or potential improvements to the services and to the arrangements in general. Examples of the type of improvements the Council will wish to explore during the term of the framework include (but are not limited to) the quality, responsiveness, procedures, benchmarking methods, likely performance mechanisms and customer support services in relation to the services.
CPI will be applied annually on each 12 month anniversary.
The Contractor shall ensure that all contracts with Subcontractors and Suppliers which the Contractor intends to procure following the Award date, and which the Contractor has not, before the date of this Contract, already planned to award to a particular Subcontractor or Supplier, are advertised through the Sell2Wales portal (www.sell2wales.co.uk) and awarded following a fair, open, transparent and competitive process proportionate to the nature and value of the contract.
Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:
Community benefits:
The Council is committed to contributing to the social, economic and environmental well-being of the wider community.
At award of the framework agreement, the successful providers will be expected to work with the Council to maximise the community benefits delivered through the framework agreement. This will include:-
Training and employment opportunities
Maximise supply chain opportunities for SMEs
Other benefits
The successful provider(s) will be encouraged to secure other positive outcomes that would benefit the community they operate within, for example:-
- working with local schools and colleges - work experience / work placements
- contributing to community regeneration schemes
(WA Ref:57755)
The buyer considers that this contract is suitable for consortia bidding.
VI.4) Procedures for review
VI.4.1) Review body
The City of Cardiff Council
County Hall, Atlantic Wharf
Cardiff
CF10 4UW
UK
Telephone: +44 2920873701
Internet address(es)
URL: www.cardiff.gov.uk
VI.4.3) Review procedure
Precise information on deadline(s) for review procedures:
The Authority does not bind itself to accept the lowest or any tender as part of this process.
The Authority will incorporate the mandatory standstill period as directed by the Public Contracts Regulations 2015, regulation 87 and send the award decision notice which will include: the award criteria, the reasons for the decision including the characteristics and relative advantages of the successful winner; if the bid is held not to be compliant with any technical specification, the reasons for that decision; the name of the party to be awarded the contract, and precise statement of when the standstill period is expected to end, including how it may be affected by any “contingencies” e.g. complaints or challenges, and the date after which the contract may be entered into.
Applicants will have the duration of the standstill period to ask further questions or bring proceedings. Such information should be sought from the contact named in Section 1.1 of this notice.
It should be noted that the Authority is now automatically obliged to refrain from entering into a contract when proceedings are brought in respect of the award decision and the contract has not been entered into or the framework concluded.
The contractor must serve the legal claim form on the contracting authority (in accordance with rules of court) that represents the formal trigger for the Authority to suspend the contract-making.
VI.5) Date of dispatch of this notice
24/01/2017