Sell2Wales.gov.wales uses cookies which are essential for the site to work. We also use non-essential cookies to help us improve government digital services. Any data collected is anonymised. By continuing to use this site, you agree to our use of cookies.

Accept cookies Cookie Settings

View Notice

Do you wish to record an interest in this notice?
Do you require any additional documents?

Notice Details

Title: Framework Agreement for the Provision of Dance and Fitness Providers
Published by: Caerphilly County Borough Council
Publication Date: 09/10/2014
Application Deadline: 26/11/2014
Deadline Date: 26/11/2014
Deadline Time: 12:00
Notice Type: Contract Notice
Has Documents: Yes
Has ESPD: No
Abstract: Caerphilly County Borough Council (CCBC) are seeking to appoint primary, secondary and tertiary supplier(s) for various disciplines under two seperate Lots for Leisure Services (Lot 1) and Sports Development (Lot 2). The disciplines under both Lots will be called off via a Framework agreement for the provision of Dance and Fitness related services to Caerphilly Sport Development and Leisure Services.
The lots will include for the provision of:
Dance
Dance related fitness; and
Cover for existing, traditional exercise classes
Sport Caerphilly, at this time only has a requirement for Dance providers to deliver extra curricular and community dance. Sport Caerphilly will not be utilising the fitness element of the agreement at this time. However, the provision must be made available to Sport Caerphilly if this position changes during the course of the Framework duration.
It is the Council view that TUPE may apply on the award of the contract to a new contractor. The council’s preliminary view is entirely without prejudice to the responsibility of Tenderers to form their own views on these matters and to take their own independent professional advice. Prospective tenderers will need to satisfy themselves as to whether TUPE applies to this contract, in particular in relation to workers presently working for the current Service Provider(s) of the service. If TUPE is applicable, the current Service Provider or Prospective Tenderer will be responsible for ensuring compliance and the Council will not accept any responsibility whatsoever with regard to TUPE. Therefore, tenderers are strongly advised to seek legal advice regarding TUPE prior to submitting their tender.
CPV: 92342000, 92340000, 92342100, 92600000, 92620000, 98336000, 92342200.

CONTRACT NOTICE – OFFICIAL JOURNAL

Section I: Contracting Authority

I.1)

Name, Address and Contact Point(s)


Caerphilly County Borough Council

Penallta House, Tredomen Park, Ystrad Mynach

Hengoed

CF82 7PG

UK

Procurement Services

Chris Davidge

+44 1443863063

davidc1@caerphilly.gov.uk

+44 1443863167

www.caerphilly.gov.uk

http://www.sell2wales.gov.uk/search/Search_AuthProfile.aspx?ID=AA0272

www.proactisplaza.com/supplierportal

www.proactisplaza.com/supplierportal
Unchecked box
Checked box
Checked box
Unchecked box
Checked box
Unchecked box

I.2)

Type of contracting Authority and Main Activity or Activities

Unchecked box
Unchecked box
Checked box
Unchecked box
Unchecked box
Unchecked box
Unchecked box
Unchecked box
Unchecked box
Unchecked box
Unchecked box
Unchecked box
Unchecked box
Unchecked box
Checked box
Unchecked box
No

Section II: Object of the Contract

II.1)

Description

II.1.1)

Title attributed to the contract by the contracting authority

Framework Agreement for the Provision of Dance and Fitness Providers

II.1.2(a))

Type of works contract

II.1.2(b))

Type of supplies contract

II.1.2(c))

Type of service contract

26

II.1.2)

Main site or location of works, place of delivery or performance

Caerphilly County Borough Council



UK

II.1.3)

This notice involves

Unchecked box
Unchecked box
Checked box

II.1.4)

Information on framework agreement (if applicable)

Unchecked box
Checked box

Number of participants to the framework agreement envisaged

75

Duration of the framework agreement

4

Justification for a framework agreement the duration of which exceeds four years

Estimated total value of purchases for the entire duration of the framework agreement

Frequency and value of the contracts to be awarded

II.1.5)

Short description of the contract or purchase(s)

Caerphilly County Borough Council (CCBC) are seeking to appoint primary, secondary and tertiary supplier(s) for various disciplines under two seperate Lots for Leisure Services (Lot 1) and Sports Development (Lot 2). The disciplines under both Lots will be called off via a Framework agreement for the provision of Dance and Fitness related services to Caerphilly Sport Development and Leisure Services.

The lots will include for the provision of:

Dance

Dance related fitness; and

Cover for existing, traditional exercise classes

Sport Caerphilly, at this time only has a requirement for Dance providers to deliver extra curricular and community dance. Sport Caerphilly will not be utilising the fitness element of the agreement at this time. However, the provision must be made available to Sport Caerphilly if this position changes during the course of the Framework duration.

It is the Council view that TUPE may apply on the award of the contract to a new contractor. The council’s preliminary view is entirely without prejudice to the responsibility of Tenderers to form their own views on these matters and to take their own independent professional advice. Prospective tenderers will need to satisfy themselves as to whether TUPE applies to this contract, in particular in relation to workers presently working for the current Service Provider(s) of the service. If TUPE is applicable, the current Service Provider or Prospective Tenderer will be responsible for ensuring compliance and the Council will not accept any responsibility whatsoever with regard to TUPE. Therefore, tenderers are strongly advised to seek legal advice regarding TUPE prior to submitting their tender.

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=16167.

II.1.6)

Common Procurement Vocabulary (CPV)

92342000
92340000
92342100
92600000
92620000
98336000
92342200

II.1.7)

Contract covered by the Government Procurement Agreement (GPA)

Checked box

II.1.8)

Division into lots

Yes

Unchecked box Checked box Unchecked box

II.1.9)

Will variants be accepted

No

II.2)

Quantity or Scope of the Contract

II.2.1)

Total quantity or scope

This Framework Agreement is a non contractual arrangement whereby the Framework Provider(s) offers the supply of services at an agreed price for the Framework period. A contractual relationship between the Framework Provider(s) and the Purchaser(s) does not become effective until the Purchaser(s) places an order with the Framework Provider(s).

The contract duration is for a period of two years with the option to extend for a further period of 24 months

II.2.2)

Options

The framework will be for a period of two years with the option to extend for an additional period of up to 24 months on a 12 month by 12 month basis.

Provisional timetable for recourse to these options

12

Number of possible renewals

2

In the case of renewable supplies or service contracts, estimated time frame for subsequent contracts

II.3)

Duration of the contract or limit for completion

 01-02-2015 31-01-2017

Section III: Legal, Economic, Financial and Technical Information

III.1)

Conditions Relating to the Contract

III.1.1)

Deposits and guarantees required

III.1.2)

Main Terms of financing and payment and/or reference to the relevant provisions

Delivery Payment. This is payment for accepted supplies or services (including partial deliveries).

III.1.3)

Legal form to be taken by the grouping of suppliers, contractors or service providers to whom the contract is to be awarded

III.1.4)

Other particular conditions to which the performance of the contract is subject

III.2)

Conditions for Participation

III.2.1)

Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers


(1) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.

(2) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.

(3) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.

III.2.2)

Economic and financial capacity





III.2.3)

Technical capacity


(1) Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract;

(2) All candidates will be required to provide certification drawn up by an independent body attesting the compliance of the economic operator with quality assurance standards based on the relevant European standards.

(3) A check may be carried out by the contracting authority or by a competent official body of the State in which the candidate is established, to verify the technical capacity of the candidate; and if relevant, on the candidates study and research facilities and quality control measures;

(4) A statement of the technicians or technical services available to the candidate to carry out the work under the contract; or be involved in the production of goods or the provision of services under the contract; particularly those responsible for quality control, whether or not they are independent of the candidate.

The Contractor shall ensure that all staff (new and existing) involved in this contract will be subject to a check with the Disclosure and Barring Service (DBS) in respect of working with Children and Vulnerable Adults. The Contractor must consider the certificate and deem that all or any staff are suitable for performing such duties.

The Contractor will inform the Authority on how they evidence their decision making in regard to all information disclosed as the result of a DBS check for all employees, potential employees or sub-contractors.

Any person who is found to be unsuitable as the result of any subsequent checks or changes in their DBS required during the period of the contract, will, after consultation between the Authority and the Contractor be removed. This will be conducted in accordance with the relevant Disciplinary procedures that are in place.

In circumstances where the Authority are made aware of an employee with a Contractor who has an unacceptable criminal conviction or other antecedents, the Authority will discuss this fully with the Contractor and may advise not to employ that person. The final decision on employment of any individual shall rest with the employer.




III.2.4)

Reserved contracts

Unchecked box
Unchecked box

III.3)

Conditions Specific to Service Contracts

III.3.1)

Is provision of the service reserved to a specific profession?

No

III.3.2)

Will legal entities be required to state the names and professional qualifications of the personnel responsible for the execution of the service?

Yes

Section IV: Procedure

IV.1)

Type of Procedure


Checked box Unchecked box
Unchecked box Unchecked box
Unchecked box Unchecked box

Justification for the choice of accelerated procedure

IV.1.1)

Have candidates already been selected?

No

IV.1.2)

Limitations on the number of operators who will be invited to tender or to participate

Objective criteria for choosing the limited number of candidates

IV.1.3)

Reduction of the number of operators during the negotiation or dialogue

Unchecked box

IV.2)

Award Criteria

No


No

Yes
Price 20
Quality 80

IV.2.2)

An electronic auction will be used

No

IV.3 Administrative Information

IV.3.1)

Reference number attributed to the notice by the contracting authority

CCBC/PS1277/14/CD

IV.3.2)

Previous publication(s) concerning the same contract

Unchecked box
Checked box
2014/S 036-059515 20-02-2014

Other previous publications

IV.3.3)

Conditions for obtaining specifications and additional documents

 26-11-2014

 


IV.3.4)

Time-limit for receipt of tenders or requests to participate

 26-11-2014  12:00

IV.3.5)

Date of dispatch of invitations to tender or to participate to selected candidates


IV.3.6)

Language or languages in which tenders or requests to participate can be drawn up

Checked box    

IV.3.7)

Minimum time frame during which the tenderer must maintain the tender 

6 

IV.3.8)

Conditions for opening tenders



 26-11-2014  12:00
Penallta House

Section VI: Other Information

VI.1)

Indicate whether this procurement is a recurrent one and the Estimated timing for further notices to be published


January 2017

VI.2)

Does the contract relate to a Project/Programme financed by Community Funds?

No



VI.3)

Additional Information

The Contractor shall ensure that all staff (new and existing) involved in this contract will be subject to a check with the Disclosure and Barring Service (DBS) in respect of working with Children and Vulnerable Adults. The Contractor must consider the certificate and deem that all or any staff are suitable for performing such duties.

The Contractor will inform the Authority on how they evidence their decision making in regard to all information disclosed as the result of a DBS check for all employees, potential employees or sub-contractors.

Any person who is found to be unsuitable as the result of any subsequent checks or changes in their DBS required during the period of the contract, will, after consultation between the Authority and the Contractor be removed. This will be conducted in accordance with the relevant Disciplinary procedures that are in place.

In circumstances where the Authority are made aware of an employee with a Contractor who has an unacceptable criminal conviction or other antecedents, the Authority will discuss this fully with the Contractor and may advise not to employ that person. The final decision on employment of any individual shall rest with the employer.

As part of the process, the tender will be undertaken utilising Caerphilly CBC's Proactis Plaza e-tendering system.

Therefore, bidders

are invited to follow the following directions to register on the system:

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.

Please refer to the attached supplier guide and help sheet for additional information on how to navigate and use the e-tendering system.

(WA Ref:16167)

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:

Suppliers are required to submit a Community Benefits Plan/Method Statement as per quality criteria 8 of the award criteria requirement of the tender document. Community Benefits for this arrangement are non-core and as such the Community Benefit Plans submitted in the tender process will not be scored as part of the Council’s tender evaluation. However a response must be provided in order for the tender submission to be considered further.

VI.4)

Procedures for appeal

VI.4.1)

Body responsible for appeal procedures










Body responsible for mediation procedures










VI.4.2)

Lodging of appeals

VI.4.3)

Service from which information about the lodging of appeals may be obtained










VI.5)

Dispatch date of this Notice

 09-10-2014

ANNEX A

Additional Addresses and Contact Points

I)

Address and contact points from which further information can be obtained



Caerphilly County Borough Council

Penallta House, Tredomen Park, Ystrad Mynach

Hengoed

CF82 7PG

UK

Procurement Services

Chris Davidge

+44 1443863063

davidc1@caerphilly.gov.uk

+44 1443863167
www.caerphilly.gov.uk

ANNEX B

Information About Lots

1     Leisure Services

1)

Short Description

This lot will cover for the following disciplines:

Contemporary Leisure

Latin & Ballroom Leisure

Street Leisure

Latino Fit (or appropriate equivalent) Leisure

Zumba (or Zumba related activities) Leisure

Circuit Training Leisure

Boxercise Leisure

Aerobics Leisure

Aqua Aerobics Leisure

Group/Indoor Cycling Leisure

Yoga Leisure

Pilates Leisure

Hoop Blast (or appropriate equivalent) Leisure

Roller Skating Leisure

2)

Common Procurement Vocabulary (CPV)

92342000
92340000
92342100
92600000
92620000
98336000
92342200

3)

Quantity or scope

Suppliers will be expected to provide a price per session (1 hour) for each discipline that they are able to provide in Lot 1.


4)

Indication about different contract dates

5)

Additional Information about lots

ANNEX B

Information About Lots

2     Sports Development

1)

Short Description

The following disciplines are to be provided under this lot:

Contemporary Sports Development

Latin & Ballroom Sports Development

Street Sports Development

Latino Fit (or appropriate equivalent) Sports Development

Zumba (or Zumba related activities) Sports Development

Circuit Training Sports Development

Boxercise Sports Development

Aerobics Sports Development

Pilates Sports Development

Hoop Blast (or appropriate equivalent) Sports Development

Roller Skating Sports Development

2)

Common Procurement Vocabulary (CPV)

92340000
92342000
92342100
92600000
92620000
98336000
92342200

3)

Quantity or scope

Suppliers will be expected to provide a price per session (1 hour) for each discipline that they are able to provide in Lot 2.


4)

Indication about different contract dates

5)

Additional Information about lots



Information added to the notice since publication.

Additional information added to the notice since it's publication.
No further information has been uploaded.
Main Contact: davidc1@caerphilly.gov.uk
Admin Contact: N/a
Technical Contact: N/a
Other Contact: N/a

Commodity Categories

Commodity Categories
IDTitleParent Category
92342100Ballroom dance-instruction servicesDance-instruction services
92340000Dance and performance entertainment servicesEntertainment services
92342000Dance-instruction servicesDance and performance entertainment services
92342200Discotheque dance-instruction servicesDance-instruction services
92600000Sporting servicesRecreational, cultural and sporting services
92620000Sport-related servicesSporting services
98336000Training, workout or aerobic servicesPhysical well-being services

Delivery Locations

Delivery Locations
IDDescription
1016Gwent Valleys (Torfaen, Blaenau Gwent, Caerphilly)

Alert Region Restrictions

The buyer has restricted the alert for this notice to suppliers based in the following regions.

Alert Region Restrictions
There are no alert restrictions for this notice.

Document Family

Hide related notices
OCT052763: Framework Agreement for the Provision of Dance and Fitness Providers
Publication Date: 09/10/2014
Deadline: 26/11/2014
Notice Type: Contract Notice
Authority name: Caerphilly County Borough Council
FEB072290: Framework Agreement for the Provision of Dance and Fitness Providers
Publication Date: 17/02/2015
Notice Type: Contract Award Notice
Authority name: Caerphilly County Borough Council

Further Instructions

The Buyer has attached further instructions with this notice. Please read these carefully and take the necessary action(s).

Record your interest in this notice and you will be automatically sent clarifications and deadline date changes etc. Please note that recording your interest does not automatically enter you into the tender process for this notice, you still have to submit your response by the deadline stated. To record an interest in this notice and add it to your interests list please click the Record your interest now button at the top of the page.

The following additional documents have been attached to this notice. To obtain these documents please select the individual file names below.

Alternatively, you can download all current documents (Zip File)

Current Documents

CreatedNameDescriptionSizeDownloads
09/10/2014 Supplier Guide Proactis Plaza E-Tendering Supplier Guide.pdf2.50 MB1
09/10/2014 Supplier Help Sheet Proactis Plaza E-Tendering Supplier Help Sheet .pdf217.98 KB0

Replaced Documents

There are no previous versions of these documents

Copyright © Sell2Wales