CONTRACT NOTICE – OFFICIAL JOURNAL
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Section I: Contracting Authority
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I.1)
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Name, Address and Contact Point(s)
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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
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I.2)
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Type of contracting Authority and Main Activity or Activities
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No |
Section II: Object of the Contract
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II.1)
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Description
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II.1.1)
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Title attributed to the contract by the contracting authorityFramework Agreement for the Provision of Dance and Fitness Providers |
II.1.2(a))
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Type of works contract
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II.1.2(b))
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Type of supplies contract
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II.1.2(c))
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Type of service contract26 |
II.1.2)
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Main site or location of works, place of delivery or performance
Caerphilly County Borough Council
UK |
II.1.3)
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This notice involves
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II.1.4)
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Information on framework agreement (if applicable)
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Number of participants to the framework agreement envisaged75 |
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Duration of the framework agreement4 |
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Justification for a framework agreement the duration of which exceeds four years
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Estimated total value of purchases for the entire duration of the framework agreement
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Frequency and value of the contracts to be awarded |
II.1.5)
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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.
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II.1.6)
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Common Procurement Vocabulary (CPV)
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92342000 |
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II.1.7)
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Contract covered by the Government Procurement Agreement (GPA) |
II.1.8)
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Division into lots Yes
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II.1.9)
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Will variants be accepted
No |
II.2)
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Quantity or Scope of the Contract
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II.2.1)
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Total quantity or scopeThis 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 |
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II.2.2)
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OptionsThe 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. |
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Provisional timetable for recourse to these options12 |
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Number of possible renewals2 |
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In the case of renewable supplies or service contracts, estimated time frame for subsequent contracts
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II.3)
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Duration of the contract or limit for completion 01-02-2015 31-01-2017 |
Section III: Legal, Economic, Financial and Technical Information
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III.1)
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Conditions Relating to the Contract
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III.1.1)
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Deposits and guarantees required
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III.1.2)
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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).
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III.1.3)
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Legal form to be taken by the grouping of suppliers, contractors or service providers to whom the contract is to be awarded
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III.1.4)
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Other particular conditions to which the performance of the contract is subject
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III.2)
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Conditions for Participation
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III.2.1)
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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.
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III.2.2)
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Economic and financial capacity
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III.2.3)
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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.
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III.2.4)
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Reserved contracts
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III.3)
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Conditions Specific to Service Contracts
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III.3.1)
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Is provision of the service reserved to a specific profession? No |
III.3.2)
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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
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IV.1)
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Type of Procedure
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Justification for the choice of accelerated procedure
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IV.1.1)
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Have candidates already been selected? No |
IV.1.2)
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Limitations on the number of operators who will be invited to tender or to participate |
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Objective criteria for choosing the limited number of candidates
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IV.1.3)
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Reduction of the number of operators during the negotiation or dialogue
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IV.2)
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Award Criteria
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No
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No
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Yes
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Price |
20 |
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Quality |
80 |
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IV.2.2)
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An electronic auction will be used No
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IV.3 Administrative Information
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IV.3.1)
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Reference number attributed to the notice by the contracting authority
CCBC/PS1277/14/CD
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IV.3.2)
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Previous publication(s) concerning the same contract
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2014/S 036-059515 20-02-2014
Other previous publications
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IV.3.3)
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Conditions for obtaining specifications and additional documents 26-11-2014
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IV.3.4)
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Time-limit for receipt of tenders or requests to participate 26-11-2014
12:00 |
IV.3.5)
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Date of dispatch of invitations to tender or to participate to selected candidates
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IV.3.6)
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Language or languages in which tenders or requests to participate can be drawn up
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IV.3.7)
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Minimum time frame during which the tenderer must maintain the tender 6
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IV.3.8)
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Conditions for opening tenders
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26-11-2014
12:00 Penallta House
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Section VI: Other Information
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VI.1)
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Indicate whether this procurement is a recurrent one and the Estimated timing for further notices to be published January 2017 |
VI.2)
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Does the contract relate to a Project/Programme financed by Community Funds? No
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VI.3)
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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.
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VI.4)
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Procedures for appeal
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VI.4.1)
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Body responsible for appeal procedures
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Body responsible for mediation procedures
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VI.4.2)
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Lodging of appeals
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VI.4.3)
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Service from which information about the lodging of appeals may be obtained
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VI.5)
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Dispatch date of this Notice 09-10-2014 |
ANNEX A
Additional Addresses and Contact Points
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I)
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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 |
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ANNEX B
Information About Lots
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1
Leisure Services |
1)
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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
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2)
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Common Procurement Vocabulary (CPV)
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92342000 |
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3)
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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.
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4)
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Indication about different contract dates
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5)
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Additional Information about lots
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ANNEX B
Information About Lots
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2
Sports Development |
1)
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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
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2)
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Common Procurement Vocabulary (CPV)
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92340000 |
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3)
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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.
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4)
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Indication about different contract dates
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5)
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Additional Information about lots
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