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

Provision of Pay & Display Machine Tickets & PCN Ticket Rolls

2.2

Description of the goods or services required

The Caerphilly County Borough Council has a requirement for a contractor to supply parking stationery i.e. Pay & Display Machine Tickets, Penalty Charge Notice (PCN) Ticket Rolls and PCN Bags/Envelops.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=139241.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

It is anticipated that a contract with a single supplier will be established for a period of three (3) years, with the option to extend for an additional period of up to 24 months.

Items will be ordered on an as-needed basis, and there is no guarantee of quantities or supply under this contract.

The award of the contract will be to one supplier who can supply all the required and needed items as mentioned and described in the specification.

Specification:

All text sizes, spacing and color grading are specified within the appendices (Please refer to the Procurement Documents) and should be checked.

The Pay & Display Machine Tickets, PCN Ticket Rolls and PCN Bags/Envelops must be delivered with pre-printed details on them, the dimensions and details are as follows for the requirement:

PCN Envelopes/Bags:

(i) Approximately 15,000 PCN Bags are to be supplied annually.

(ii) The dimensions for the PCN Envelopes/Bags are standard A5.

A suitable plastic coated envelope/bag A5 in size is to be used as a covering to keep the contents safe from liquid or water damage and allow the envelope/bag to be used as a pre-addressed return envelope. The PCN Envelopes/Bags must be durable and weather resistant.

Pay & Display Machine Tickets:

(i) Approximately 800,000 Pay & Display Machine Tickets are to be supplied annually. The Council currently has the Metric Elite LS or Metric Aura machines and therefore the tickets will need to conform to the specifications which are commonly used for these machines, as per Appendix 2a&2b. If the Council changes the machines we reserve the right to request new tickets and pricing for the new machines, if the preferred bidder is no longer able to supply to the new specifications then alternatives suppliers will be sought.

PCN Ticket Roll:

(iv) Approximately 600 rolls of PCN Ticket Rolls are to be supplied annually.

(vi) PCN Roll dimensions should align with the specifications outlined in Appendix 3 (Please refer to the Procurement Documents).

The supplier must adhere to the Zebra/Seko DPU S445 specifications for thermal printer rolls.

Bidders must provide samples for each of the items being tendered for. Samples must be sent to the address provided in the procurement documents by 12 NOON Tuesday, 14th May 2024 affixed with the return label as per Appendix 8 (Please refer to the Procurement Documents).

3 Conditions for Participation

3.1

Minimum standards and qualification required

Please refer to the Procurement Documents.

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

PS2502 (RQST14095)

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

Tenderers must express an interest in this tender by completing the following process:

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 (If already registered go to point 11.)

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 title "Supplier_step-by-step_guide" is available via the portal and this contract notice detailing how to use register on the Proactis Plaza system.

If you require assistance please contact Jemma Ford 01443 863163 - fordj1@caerphilly.gov.uk When submitting a tender, an e tendering supplier guide has been produced which will help tenderers through completing a tender submission using our Proactis Plaza system

(WA Ref:139241)

5.2

Additional Documentation

5.3

Publication date of this notice