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

Reactive and Remedial Works for Social Services Establishments in CCBC

2.2

Description of the goods or services required

Caerphilly County Borough Council (“the Council”) is the 5th largest Local Authority in Wales, employing approximately 9,000 people, making it the largest employer in the area. The Council delivers a wide range of services to the 171,000 people living within the borough of Caerphilly (“the Borough”), including Education, Environment Services, Social Services, Finance, Highways, Leisure Services and Consumer Protection.

The Council sits in the heart of Southern Wales and is strategically placed to offer a competitive advantage to industries and businesses that locate in the area.

This contract is for Reactive Maintenance and Remedial Works for Social Services buildings.

The contract consists of six lots as detailed below, and tenderers will be required to indicate which Lots they are submitting a tender for (via the eTendering system Proactis). No contractor will be appointed to more than 1 Lot:

Lot 1 - Electricians with Single and 3-Phase Experience

Lot 2 - Plumbers

Lot 3 - Flooring Experts

Lot 4 - Window and Door Engineers including Aluminium, PVC, Timber and Glazing

Lot 5 - Kitchen/Laundry Equipment Maintenance

Lot 6 - General Builders including roof maintenance

The Council’s Social Services Directorate occupies some 40 buildings within the Borough of Caerphilly. These include:

- Residential Homes for older people

- Day Centres for Adults with Learning Disabilities

- Offices for Social Services staff

The service will provide reactive repairs and maintenance for the various establishments stated above, however from time to time it may also be necessary to service other CCBC establishments across the Council, including schools.

The types of work that fall within the scope of this service will mainly be revenue reactive repairs and maintenance works, remedial and small works.

They will relate primarily to the undertaking of maintenance activity that involves the external envelope, structure, internal finishes and fittings and fixtures of a property.

Note: Electricians (Lot 1) will be required to undertake works on both single phase and 3-phase supplies, due to the types of properties within the borough.

The levels of work will be prioritised as:

- Essential repairs for Health & Safety reasons

- Maintain the building open for business

- Works that occur due to normal wear and tear and which are necessary to maintain a building fit for purpose.

There may also be some planned maintenance and remedial works and some minor alterations and improvements works required.

Contractors will require to be SSIP (Safety Schemes in Procurement) accredited and Constructionline Registered prior to award of contract anticipated to be 01 July 2016.

Contractors will be required to evidence sufficient training, qualifications and accreditations for the work that they wish to tender for.

ASBESTOS IS OR MAY BE PRESENT IN THE BUILDINGS therefore successful contractor shall ensure that a robust process is in place to ensure personnel are trained to the standards set out below prior to them arriving on site and must be able to produce evidence of this on request. Failure to comply with these mandatory requirements could result in the Contract being terminated.

The works may require notifiable or non-notifiable asbestos work or the removal or disturbance of non-licensed asbestos products or access into potentially contaminated areas and as a consequence all personnel engaged in this work must have received Task Specific Work with Non-licensed Asbestos Products training from a UKATA/IATP registered provider.

In addition to the foregoing some of the buildings are of system/modular construction and as a consequence all personnel engaged in this work must also have attended a COUNCIL organised essential training on the risks associated with work on these types of buildings (training provided free of charge to successful contractor).

No sub-contractor shall be utilised on this Contract without the prior written permission of the Council. Permission will only be granted where sub-contracting is unavoidable and the sub-contractor’s health and safety record and experience and technical ability is as a minimum equal to that of the Contractor.

Tenders will be evaluated on a Lot by Lot basis on the basis of the most economically advantageous tender subject to the following assessment criteria and as detailed below:

Stage One – Supplier Declaration Questionnaire (Mandatory):

Please note at Stage One only confirmation has been requested at this stage (unless otherwise stated). Documentation and Supporting evidence, in line with the instructions on the eTender system, will only be requested once the Preferred bidder for each Lot has been identified. Failure to provide at the appropriate time will result in the offer being withdrawn.

Stage Two – Tender Response sub divided as follows:

a) Quality (60%)

b) Priced Submission (40%)

NOTE - If the application is being made on behalf of a consortium of companies, then the Stage One questions and any supporting documentation must be provided for each member firm of the consortium.

TUPE may apply to one or more Lots.

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=42856.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

It is anticipated the period of the contract will be for a period of fifteen months with an option to extend for a further two periods of six (6) months each. The Contract shall take effect on the Commencement Date (anticipated to be 01 July 2016) and shall expire after fifteen months unless it is otherwise terminated in accordance with the provisions of the Contract, or otherwise lawfully terminated, or extended as part of the extension period of up to two periods of six (6) months each.

Tenderers should note that there is a separate arrangement in place for Reactive Maintenance and Small Works for CCBC Establishments including Schools (CCBC/PS1154/13/MO), this is due to expire on 30 September 2016 however there is an option to extend this for twelve months until 30 September 2017 which the Council is intending to utilise. It is the intention of the Council to combine the Social Services and other remaining CCBC establishments (including schools) into one arrangement commencing 01 October 2017 which the Council will be commencing a tender process for towards the beginning of 2017.

It is anticipated that spend on each Lot is estimated to be approximately £37,500.00 over 15 months, except for General Building where the estimated spend is estimated to be approximately £75,000.00 over a 15 month period. Therefore on this basis the estimated overall value of the contract is estimated to be £262,500.00 or a gross annual value of £210,000.00. Due to the nature of the work involved this figure could be substantially more or less than the estimated amount and will be highly reliant on the type of work and the number of incidents incurred during the course of the contract. Please note however it is not envisaged that it will exceed the EU Directives Works threshold of £4,104,394.00.

3 Conditions for Participation

3.1

Minimum standards and qualification required

PLEASE NOTE REGISTERING AN INTEREST IN THE SELL2WALES NOTICE IS NOT

REGISTERING AN INTEREST IN THIS TENDER YOU MUST FOLLOW THE INSTRUCTION

BELOW IN ORDER TO SUBMIT A TENDER.

1. Log in to the Proactis Supplier Portal at https://supplierlive.proactisp2p.com/Account/Login

2. Click the "Sign Up" option on the Portal homepage

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 then receive an email from the system asking you 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. Please remember to register with Caerphilly this ensures that 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 on 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 the “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 drop down the ‘Request Documents’ option and click to download all documents.

14. You can now either complete your response or "Decline" this 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.

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

If you require assistance please contact

Natasha Ford 01443 863075 - fordn@caerphilly.gov.uk

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

CCBC/PS1407/16/AK (RFX RQST11334)

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

The Council includes any successors in the exercise of its statutory functions, including (but not limited to) any new body created by the merger or re-organisation of the Council.

(WA Ref:42856)

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:

Procurement is viewed as a key driver for delivering the Council’s sustainable development commitment.

Sustainable Development means ensuring that the Council’s actions contribute in the round to social, economic and environmental well-being now and in the future; improving the environment, building stronger communities, reducing social exclusion and poverty and encouraging the development of the economy.

The Council’s commitment to deliver ‘community benefit’ outcomes is designed to ensure that wider social and economic issues are taken into account when utilising procurement processes for contracts and the spending of public money.

As part of the tender response you will be required to provide details of how your organisation will deliver the Council’s commitment to Community Benefits by submitting a Community Benefits Plan. This will not be scored, but will be referred to throughout the life of the contract.

5.2

Additional Documentation

5.3

Publication date of this notice