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

Gymnasium & Playground Equipment Inspections for Denbighshire & Flintshire County Councils

2.2

Description of the goods or services required

Denbighshire County Council and Flintshire County Council are issuing a collaborative tender for the Inspection and Minor Maintenance of School Sports Equipment.

The tender will be submitted electronically via the Proactis e-Tendering system. Alternative methods of submission will not be accepted. All correspondence should be undertaken via the ‘Dialogue Section’ of the Proactis e-Tendering system.

The contract will commence on 01/09/2022 for a period of 2 years, ending on 31/08/2024.

The contract may be extended for a period of up to 1 year + 1 year extensions, ending on 31/08/2026.

The scope of the contract is to include:

• Gymnasia Equipment

• Fitness Equipment

• Outdoor Playground Equipment

• Adventure Equipment

• General Sports Equipment – including equipment at height

• Athletics Equipment

Capability

The successful contractor must be capable of undertaking inspections of both Gymnasia & Fitness Equipment as well as Outdoor Playground Equipment, Adventure equipment & General Sports equipment and Athletics equipment at ground level and at height.

The successful contractor will need to be able to carry out minor repairs during visit and offer the option for retrospective repair should it be required.

Important Note:

If your organisation is unable to provide inspections for all aspects stated in ‘Capability’ section above, ‘DO NOT APPLY’.

The requirement for an organisation to provide the service for all equipment is a Pass/Fail criteria.

The contact details of the Client Officer for each Local Authority will be provided to the successful contractor upon award of contract and prior to any pre-contract meeting.

Contractors must be able to demonstrate previous experience of inspection, repair and maintenance of equipment described in the specification. References will be required. Examples provided will be preferably from within the public sector.

Contractors are asked to provide personal references / CVs to illustrate qualifications and technical skills, to evidence that the company is being run by people with demonstrable experience in the field.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

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

N/a

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

Instructions

1. Log in to PROACTIS at https://supplierlive.proactisp2p.com

2. If you are already registered on the Proactis portal please Login and start at Step 14 of these

instructions if not go to STEP 3

3. Click the “Sign Up” button at the bottom of the window

4. Enter your correct Organisation Name, address and Primary Contact Details. You will need to

create the Organisation ID and User Name. If you have a generic email address for your

organisation e.g. tenders@xxx.co.uk then please use this as the primary contact email address.

5. Please make a note of the Organisation ID and User Name, then click “Register”

6. You will receive an email asking you to “Click here to activate your account”. This takes you to

5.1

Enter Organisation Details.

7. Please enter the information requested, click the “>” on the screen and follow the instructions

5.1

ensuring that you enter all applicable details.

8. In the Classification screen please ensure that you select the Product Classification Codes (CPV

Codes) that appear in the tender notice. Please ensure that the selected codes are relevant to your

5.1

business to ensure that you get notification of opportunities that are of interest.

9. In the Buyers screen please select Denbighshire County Council (you may register with other

organisations if you wish)

10. In the Primary Contact Details screen please ensure that all information is complete. (Please see

note 4 above)

11. Accept the Terms and Conditions and then click “>”. This takes you to the Welcome window.

12. In the Finish screen please enter a new password and note all your Login details for future

reference.

13. Now click “Complete Registration” and you will enter the Supplier Network page.

14. On the centre of the screen click “Opportunities”. This will take you to the list of current

opportunities available to you.

15. Click the “>” that relates to this notice, this will take you into the PQQ or Tender Request and

click “Register Interest”. Note there may be several opportunities that appear on this screen, please

ensure that you select the correct one.

16. In the “Your Opportunities” screen please note the closing time and date for completion of the

relevant project. Please review the “Items” tab (Tender stage only) and the Documents tab (PQQ

and Tender stages) as there will be information relating to the project held here. The Documents are

accessed by clicking the down arrow underneath the General tab. Please ensure that you download

all documents to your PC as you will be required to complete and upload some of them as part of

your submission. There are instructions on how to complete your submission in the Guidance for

Bidders document.

17. You can now either create your response”, or “Decline” this opportunity.

(WA Ref:112230)

The buyer considers that this contract is suitable for consortia bidding.

(WA Ref:113269)

(WA Ref:121808)

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:

Social Value will be considered within the Tender Documentation

The buyer considers that this contract is suitable for consortia bidding.

5.2

Additional Documentation

5.3

Publication date of this notice