Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Caerphilly County Borough Council
Penallta House, Tredomen Park, Ystrad Mynach
Hengoed
CF82 7PG
UK
Telephone: +44 1443863161
E-mail: knibba@caerphilly.gov.uk
Fax: +44 1443863167
NUTS: UKL16
Internet address(es)
Main address: www.caerphilly.gov.uk
Address of the buyer profile: http://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0272
I.2) Joint procurement
The contract is awarded by a central purchasing body
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
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:
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
DPS for Reactive Maintenance, Repairs, Small, Planned & Emergency Works
Reference number: CCBC/PS1626/18/AK
II.1.2) Main CPV code
50000000
Â
II.1.3) Type of contract
Works
II.1.4) Short description
Caerphilly County Borough Council (the Council) is seeking to establish a Dynamic Purchasing System (DPS) for reactive maintenance, repairs, small, planned & emergency works.
A DPS is similar to a Framework, however new Contractors (economic operators, organisations, applicants and bidders) are permitted to join the DPS at any time during the validity period of the DPS subject to meeting the Council's pre-qualification criteria, which is available via the Council's e-tendering portal-Proactis Plaza. Contractors should note that admission onto the DPS is not a guarantee of any award of contracts. Contractors should note that admission onto the DPS is not a guarantee of being awarded any contracts and there is also no guarantee of volume or value of spend to be let via this DPS. Successful Contractors will be required to provide the services as set out within the Memorandum of Understanding and Guidance Document attached.
II.1.6) Information about lots
This contract is divided into lots:
Yes
Tenders may be submitted for all lots
II.2) Description
Lot No: 1
II.2.1) Title
Electrical
II.2.2) Additional CPV code(s)
50711000
50710000
45310000
45311000
45311100
45311200
45315000
45315100
45317000
50116100
51100000
51110000
71314100
71334000
71321000
71630000
71631300
71600000
71700000
II.2.3) Place of performance
NUTS code:
UKL16
Main site or place of performance:
Caerphilly County Borough and surrounding Gwent Valleys
II.2.4) Description of the procurement
Future mini competitions under this category (Lot 1) of the DPS will facilitate the Council’s requirements for a number of electrical services and works such as but not limited to reactive maintenance, repairs, small, planned and emergency works as well as design, inspection, testing and monitoring requirements.
It should be noted the Council reserves the right to include other services linked to the subject matter of this category.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 72
This contract is subject to renewal: Yes
Description of renewals:
It is anticipated that there will be an option to extend for a further period of 2 years, however the Council reserves the right to extend or shorten the DPS validity period at its own discretion.
II.2.9) Information about the limits on the number of candidates to be invited
Objective criteria for choosing the limited number of candidates:
The envisaged number of Contractors that may participate in the DPS is difficult to predict. The procurement exercise for the DPS is being carried out electronically, via the Council's e-tendering portal — Proactis Plaza(Proactis Plaza), www.proactisplaza.com/Supplier Portal. The Council's full requirements for the DPS are available via Proactis Plaza, and as such, all documentation and correspondence must be submitted electronically via the Proactis Portal. No oral communication will be undertaken. Failure to comply with the electronic process may delay or eliminate you from joining the DPS. Applications from Contractors to join the DPS must be received in accordance with the relevant instructions no later than the time and date indicated.
II.2.10) Information about variants
Variants will be accepted:
Yes
II.2.11) Information about options
Options:
Yes
Description of options:
The Council reserves the right to include other services linked to the subject matter of this DPS. The specific details can not be clearly defined at this stage, however full details will be made available all participating Contractors established on the DPS via the mini competitions and associated Procurement documentation as appropriate.
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
Yes
Identification of the project:
Specific information will be made available to all participating Contractors established on the DPS via the mini competitions and associated Procurement documentation as appropriate.
Lot No: 2
II.2.1) Title
Plumbing and Legionella
II.2.2) Additional CPV code(s)
50712000
50710000
50500000
50720000
50721000
50510000
45330000
45331000
45332000
45333000
39370000
39715000
50411100
45332200
71315410
71630000
71631300
71631000
71600000
71632100
71700000
44621220
45331110
50531100
44621221
45331211
51100000
71334000
71321000
45332400
II.2.3) Place of performance
NUTS code:
UKL16
Main site or place of performance:
Caerphilly County Borough and surrounding Gwent Valleys
II.2.4) Description of the procurement
Future mini competitions under this category of the DPS will facilitate the Council’s requirements for a number of plumbing and legionella services and works such as but not limited to reactive maintenance, repairs, small, planned and emergency works as well as design, inspection, testing and monitoring requirements. Works may also include Gas related works, services, inspections, testing, design and installations.
It should be noted the Council reserves the right to include other services linked to the subject matter of this category.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 72
This contract is subject to renewal: Yes
Description of renewals:
It is anticipated that there will be an option to extend for a further period of 2 years, however the Council reserves the right to extend or shorten the DPS validity period at its own discretion.
II.2.9) Information about the limits on the number of candidates to be invited
Objective criteria for choosing the limited number of candidates:
The envisaged number of Contractors that may participate in the DPS is difficult to predict. The procurement exercise for the DPS is being carried out electronically, via the Council's e-tendering portal — Proactis Plaza(Proactis Plaza), www.proactisplaza.com/Supplier Portal. The Council's full requirements for the DPS are available via Proactis Plaza, and as such, all documentation and correspondence must be submitted electronically via the Proactis Portal. No oral communication will be undertaken. Failure to comply with the electronic process may delay or eliminate you from joining the DPS. Applications from Contractors to join the DPS must be received in accordance with the relevant instructions no later than the time and date indicated.
II.2.10) Information about variants
Variants will be accepted:
Yes
II.2.11) Information about options
Options:
Yes
Description of options:
The Council reserves the right to include other services linked to the subject matter of this DPS. The specific details can not be clearly defined at this stage, however full details will be made available all participating Contractors established on the DPS via the mini competitions and associated Procurement documentation as appropriate.
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
Yes
Identification of the project:
Specific information will be made available to all participating Contractors established on the DPS via the mini competitions and associated Procurement documentation as appropriate.
Lot No: 3
II.2.1) Title
Flooring
II.2.2) Additional CPV code(s)
50700000
45432110
44112200
44112210
44112220
45262321
45430000
45431100
45432100
45432111
45432113
45432114
45432120
45432121
45432130
II.2.3) Place of performance
NUTS code:
UKL16
Main site or place of performance:
Caerphilly County Borough and surrounding Gwent Valleys
II.2.4) Description of the procurement
Future mini competitions under this category of the DPS will facilitate the Council’s requirements for a number of flooring services and works such as but not limited to reactive maintenance, repairs, small, planned and emergency works as well as design, inspection, testing and monitoring requirements.
It should be noted the Council reserves the right to include other services linked to the subject matter of this category.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 72
This contract is subject to renewal: Yes
Description of renewals:
It is anticipated that there will be an option to extend for a further period of 2 years, however the Council reserves the right to extend or shorten the DPS validity period at its own discretion.
II.2.9) Information about the limits on the number of candidates to be invited
Objective criteria for choosing the limited number of candidates:
The envisaged number of Contractors that may participate in the DPS is difficult to predict. The procurement exercise for the DPS is being carried out electronically, via the Council's e-tendering portal — Proactis Plaza(Proactis Plaza), www.proactisplaza.com/Supplier Portal. The Council's full requirements for the DPS are available via Proactis Plaza, and as such, all documentation and correspondence must be submitted electronically via the Proactis Portal. No oral communication will be undertaken. Failure to comply with the electronic process may delay or eliminate you from joining the DPS. Applications from Contractors to join the DPS must be received in accordance with the relevant instructions no later than the time and date indicated.
II.2.10) Information about variants
Variants will be accepted:
Yes
II.2.11) Information about options
Options:
Yes
Description of options:
The Council reserves the right to include other services linked to the subject matter of this DPS. The specific details can not be clearly defined at this stage, however full details will be made available all participating Contractors established on the DPS via the mini competitions and associated Procurement documentation as appropriate.
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
Yes
Identification of the project:
Specific information will be made available to all participating Contractors established on the DPS via the mini competitions and associated Procurement documentation as appropriate.
Lot No: 4
II.2.1) Title
Windows and Doors
II.2.2) Additional CPV code(s)
45421130
45421100
45421110
45421111
45421131
II.2.3) Place of performance
NUTS code:
UKL16
Main site or place of performance:
Caerphilly County Borough and surrounding Gwent Valleys
II.2.4) Description of the procurement
Future mini competitions under this category of the DPS will facilitate the Council’s requirements for a number of services and works relating to Windows and Doors such as but not limited to reactive maintenance, repairs, small, planned and emergency works as well as design, inspection, testing and monitoring requirements.
It should be noted the Council reserves the right to include other services linked to the subject matter of this category.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 72
This contract is subject to renewal: Yes
Description of renewals:
It is anticipated that there will be an option to extend for a further period of 2 years, however the Council reserves the right to extend or shorten the DPS validity period at its own discretion.
II.2.9) Information about the limits on the number of candidates to be invited
Objective criteria for choosing the limited number of candidates:
The envisaged number of Contractors that may participate in the DPS is difficult to predict. The procurement exercise for the DPS is being carried out electronically, via the Council's e-tendering portal — Proactis Plaza (Proactis Plaza), www.proactisplaza.com/Supplier Portal. The Council's full requirements for the DPS are available via Proactis Plaza, and as such, all documentation and correspondence must be submitted electronically via the Proactis Portal. No oral communication will be undertaken. Failure to comply with the electronic process may delay or eliminate you from joining the DPS. Applications from Contractors to join the DPS must be received in accordance with the relevant instructions no later than the time and date indicated.
II.2.10) Information about variants
Variants will be accepted:
Yes
II.2.11) Information about options
Options:
Yes
Description of options:
The Council reserves the right to include other services linked to the subject matter of this DPS. The specific details can not be clearly defined at this stage, however full details will be made available all participating Contractors established on the DPS via the mini competitions and associated Procurement documentation as appropriate.
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
Yes
Identification of the project:
Specific information will be made available to all participating Contractors established on the DPS via the mini competitions and associated Procurement documentation as appropriate.
Lot No: 5
II.2.1) Title
Kitchen and Laundry Equipment & Maintenance
II.2.2) Additional CPV code(s)
51100000
51110000
71334000
42520000
45331000
45331200
45331210
71315410
71321400
39563530
42500000
39314000
45421151
42716000
51543400
45212500
II.2.3) Place of performance
NUTS code:
UKL16
Main site or place of performance:
Caerphilly County Borough and surrounding Gwent Valleys
II.2.4) Description of the procurement
Future mini competitions under this category of the DPS will facilitate the Council’s requirements for a number of services and works relating to kitchen and laundry equipment and installations such as but not limited to reactive maintenance, repairs, small, planned and emergency works as well as design, installations, inspection, testing, monitoring and supply requirements.
It should be noted the Council reserves the right to include other services linked to the subject matter of this category.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 72
This contract is subject to renewal: Yes
Description of renewals:
It is anticipated that there will be an option to extend for a further period of 2 years, however the Council reserves the right to extend or shorten the DPS validity period at its own discretion.
II.2.9) Information about the limits on the number of candidates to be invited
Objective criteria for choosing the limited number of candidates:
The envisaged number of Contractors that may participate in the DPS is difficult to predict. The procurement exercise for the DPS is being carried out electronically, via the Council's e-tendering portal — Proactis Plaza (Proactis Plaza), www.proactisplaza.com/Supplier Portal. The Council's full requirements for the DPS are available via Proactis Plaza, and as such, all documentation and correspondence must be submitted electronically via the Proactis Portal. No oral communication will be undertaken. Failure to comply with the electronic process may delay or eliminate you from joining the DPS. Applications from Contractors to join the DPS must be received in accordance with the relevant instructions no later than the time and date indicated.
II.2.10) Information about variants
Variants will be accepted:
Yes
II.2.11) Information about options
Options:
Yes
Description of options:
The Council reserves the right to include other services linked to the subject matter of this DPS. The specific details can not be clearly defined at this stage, however full details will be made available all participating Contractors established on the DPS via the mini competitions and associated Procurement documentation as appropriate.
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
Yes
Identification of the project:
Specific information will be made available to all participating Contractors established on the DPS via the mini competitions and associated Procurement documentation as appropriate.
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
List and brief description of selection criteria:
Selection criteria as state in the procurement documents.
Under the DPS the Council will require compliance with its policies and procedures and Contractors are advised and encouraged to satisfy themselves that they understand all of the requirements of the DPS before submitting their application.
Contractors will also be required to hold applicable industry accreditations such as (but not limited to) Gas Safe and be registered with bodies such as the NICEIC/ECA in order to undertake relevant applicable works.
III.2) Conditions related to the contract
III.2.2) Contract performance conditions
Specific requirements for individual contract conditions procured under the DPS cannot be clearly defined at this stage, full details will be available via the mini competitions and associated documents. Under the terms of the contract the successful supplier(s) will be required to deliver Community Benefits in support of the Council’s economic & social objectives. Contract conditions may relate in particular to social & environmental considerations. Where appropriate & depending on requirements these will be included in subsequent mini competitions. The Contractor shall ensure that all contracts with Subcontractors which the Contractor intends to procure following an Award, & which the Contractor has not, before the date of any Contract, already planned to award to a particular Subcontractor, are advertised through the Sell2Wales portal(www.sell2wales.gov.wales) & awarded following a fair, open, transparent & competitive process proportionate to the nature and value of 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 setting up of a dynamic purchasing system
The dynamic purchasing system might be used by additional purchasers
IV.1.6) Information about electronic auction
An electronic auction will be used
Additional information about electronic auction:
The Council reserves the right to undertake electronic auctions.
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
23/02/2018
Local time: 12:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date:
14/03/2018
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6Â (from the date stated for receipt of tender)
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Yes
Estimated timing for further notices to be published:
The Council reserves the right to extend or shorten the DPS validity period at its own discretion. The Council reserves the right to commence the DPS and invite applicants to further mini competitions as soon as the DPS is established, this may be prior to the advertised commencement date of 14.3.2018.
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
The procurement is to be processed in accordance with the Public Contract Regulations 2015 (the Regulations)in line with the Restricted Procedure Reg.28 and DPS Reg.34.
Contractors must express an interest in this DPS by completing the following:
1. Log in to Proactis Supplier Portal at https://supplierlive.proactisp2p.com/Account/Login
2. Click ‘Sign Up’ option on the Portal homepage (If already registered go to point 11).
3. Enter your correct Organisation Name, Details and Primary Contact Details.
4. Please make a note of the Organisation ID and User Name, then click ‘Register’.
5. You will receive an email from the system asking you to follow a link to activate your account.
6. Please enter the information requested, clicking on the blue arrow to move on to the next stage and follow the instructions ensuring that you enter all applicable details.
7. In the Classification section please ensure that you select the Product Classification Codes (CPV Codes) that appear in the tender notice, it is essential that only CPV Codes specific to your organisation are added to your profile.
8. Buyer Selection. At this stage you are required to indicate which Buyer Organisations you would like to register with. Remember to register with Caerphilly to ensure you will be alerted to all relevant opportunities.
9. Terms & Conditions. Read the terms and conditions of the use of this Supplier Portal and tick the box to denote you have read and understood the terms and that you agree to abide by them. If you do not agree you cannot complete the registration process.
Once you have agreed click on the blue arrow to move to the next stage.
10. Insert a password for the admin user and repeat it. The password MUST be between 6 and 50 characters in length. It must contain at least 2 number(s). Once completed select ‘Complete Registration’ and you will enter the Supplier Home page.
11. From the Home Page, go to ‘Opportunities’ icon, all current opportunities will be listed. Click on the blue arrow under the field ‘Show Me’ of the relevant opportunity then click to register your interest on the applicable button.
12. Refresh your screen by clicking on the opportunities icon located on the left hand side, to view the opportunity click the blue arrow.
13. Note the closing date for completion of the relevant project. To find all available documentation please dropdown the ‘Request Documents’ option and click to download all documents.
14. You can now either complete your response or ‘Decline’ the opportunity.
All queries are to be made via the messaging system on the Proactis portal. Please note we will not accept any questions/queries via telephone/email. Supplier guides are available via the portal and this contract notice detailing how to use the eTender system.
If you require assistance contact Natasha Ford 01443 863075 fordn@caerphilly.gov.uk or the procurement team on 01443 863161. Procurement Clinics are available should you require further assistance when completing and submitting your tender or for general tendering advice aside from this process.
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=76140.
The Contracting Authority does not intend to include any community benefit requirements in this contract for the following reason:
Community Benefits will apply, please refer to the Contract Performance Conditions section of this notice.
(WA Ref:76140)
The buyer considers that this contract is suitable for consortia bidding.
VI.4) Procedures for review
VI.4.1) Review body
Caerphilly County Borough Council
Penallta House, Tredomen Park, Ystrad Mynach
Hengoed
CF82 7PG
UK
Telephone: +44 1443863161
Fax: +44 1443863167
Internet address(es)
URL: www.caerphilly.gov.uk
VI.5) Date of dispatch of this notice
24/01/2018