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

Provision of Security at Ty Fesen

2.2

Description of the goods or services required

Caerphilly County Borough Council’s Housing Services is seeking to construct a contract to procure the Provision of Security at Ty Fesen from potential suppliers in the Marketplace.

Ty Fesen is a two storey building in the centre of Caerphilly (very close to both the train & bus stations). There are 13 almost fully self-contained units within the scheme, i.e. 10 units with two bedrooms and 3 bedsits.

Within the scheme there are several communal rooms, such as, Laundry rooms, kitchens/dining rooms and a playroom. There is office space on both the ground and first floor.

Ty Fesen provides short term accommodation to households that present themselves as homeless to the Local Authority. Households include couples with children, single parent families, couples and single female/males.

Residents will stay at Ty Fesen on a temporary basis for a period of approximately 3 months and are then moved on into alternative and suitable accommodation.

The remit of the security company, with additional concierge duties, will be to protect the welfare, safety and security of the premises, staff and residents of Ty Fesen. In addition to this, to direct referrals for emergency housing placements to appropriate CCBC staff member.

DUTIES OF SECURITY OFFICERS

Ensure the security of the building and its perimeter.

To remain visible at your workstation in the front office at Ty Fesen.

Undertaking patrols and health and safety inspections on an hourly basis.

Do not congregate with the residents and maintain professional boundaries.

Monitoring of CCTV control coverage.

Maintain security patrol records/diary sheets on a daily basis.

The admittance of new households to Ty Fesen.

Communicate any dialogue to Ty Fesen’ CCBC staff.

Prevent any unauthorised access to the building.

Management of premises and room access.

Acquire signatures from contractors and any other services on entry and exit of the building.

Ensure Ty Fesen occupancy conditions and house rules are being adhered.

Ensure there are no visitors on the premises after 9pm.

Ensure smoking ban is adhered within the building (a designated smoking shelter is provided within the external grounds of the premises).

Ensure the non-alcohol and drug policy is adhered at all times.

Ensure the times of kitchen use for cooking is adhered, i.e. no cooking allowed after 9pm.

Washing machines & tumble dryers are to be turned off at 9pm every night.

Ensure residents are in their rooms by midnight.

Ensure residents do not congregate after midnight within both the internal and external communal areas.

Activate intruder alarms at the agreed times.

Manage the evacuation of the building in the event of a fire or other emergency incident in accordance with the Evacuation Procedure.

Ensure a record of equipment breakdown/ required repairs is kept for the day shift staff to action.

Light cleaning duties – such as, litter picking within the periphery/building’s boundary, floor and work top cleaning as and when required, ensure all internal and external communal areas are clean.

Empty internal and external communal area waste bins into the appropriate refuge bins located in the external bin yard.

Ensure the refuge bins are ‘put out’ for refuse collection and are returned to the bin yard when emptied.

At the request of the Emergency Housing Manager at Ty Fesen, must attend relevant training.

Maintain confidentiality at all times.

Keep office mobile phone, security key fob and Tunstall handset with you at all times.

For any referrals received for emergency Bed & Breakfast placements, contact the appropriate CCBC staff member.

SECURITY OFFICER COMPETENCY

Must have very good communication skills with the ability to communicate with all age groups.

Ability to maintain accurate record keeping.

Ability to maintain high standards of professionalism with staff, residents, visitors and contractors.

Fire Safety training is essential.

Basic First Aid training is essential.

Hours of contract -10pm to 6am, 365 days per year.

As and when required, must be flexible to working extra hours at short notice, i.e. at the either the start or end of a shift.

Ability to deal with anti-social behaviour.

Ability to work on their own initiative.

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=50182.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

Caerphilly County Borough Council’s Housing Services is seeking to construct a contract to procure the Provision of Security at Ty Fesen from potential suppliers in the Marketplace.

The contract will be for a period of two years (with an option to extend for a further period of up to 24 months)from the 1 December 2016.

Please note, TUPE may apply to this contract

The procurement process for this contract will follow a one-stage procedure.

Award Stage:

All tenders will be evaluated using the Most Economical Advantageous Tender (MEAT) criterion, structured as;

Price 40%

Note 1: All price submissions will be scored with lowest price achieving highest score.

Note 2: Qualified bids will not be accepted.

Quality 60%

The quality aspect will be divided into two categories consisting of the following.

• Specification response 35%

• Interview 25%

Note 1: Qualified bids will not be accepted.

Following completion of the Price and Specification evaluation, the Top Four Ranking Providers will be shortlisted to attend the Interview stage of the evaluation process more if scores are tied.

The Council reserve the right to hold the Fifth Ranked provider as a reserve and if necessary invite the Organisation to the Interview stage of the evaluation process.

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/PS1447/16/MO

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

You will be required to register on Caerphilly County Borough Council's e-tendering system Proactis Plaza in order to gain access to the tender documents. Please see link below.

https://supplierlive.proactisp2p.com/Account/Login

This tender process will be undertaken utilising Caerphilly County Borough Council's Proactis Plaza e-tendering system. Therefore, organisations are required to register their interest by registering onto the system using the directions below (to register and access tender documents)

If you are already registered go to point 11

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

2. Click the "Register Now" button at the bottom of the window

3. Enter your correct Organisation Name, Details and Primary Contact Details. The system will auto generate the Organisation ID and User Name for you.

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

5. You will then receive an email from the system asking you to "Click here to activate your account". This takes you to Enter Organisation Details.

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, then search for New Opportunities. Click on the “ID” of the relevant opportunity and then click to register your interest on the relevant button. Click the "Requests from Buyers" command in the Opportunities area. This will take you to the list of current opportunities available to you.

12. Click the Project ID that relates to this notice, this will take you into the Tender Request.

13. Note the closing date for completion of the relevant project. Please review the "Items" tab and the Documents tab as there will be information relating to the project held here.

14. You can now either "Create a Response" to, or "Decline" this opportunity.

A supplier guide is available via the portal detailing how to use the Proactis Plaza system

All queries are to be made via the messaging sysem on the Proactis portal.

(WA Ref:50182)

5.2

Additional Documentation

5.3

Publication date of this notice