Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Caerphilly County Borough Council
Penallta House, Tredomen Park, Ystrad Mynach
Hengoed
CF82 7PG
UK
Telephone: +44 1443863161
E-mail: sellwhl@caerphilly.gov.uk
Fax: +44 1443863167
NUTS: UKL16
Internet address(es)
Main address: www.caerphilly.gov.uk
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0272
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://supplierlive.proactisp2p.com/Account/Login
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://supplierlive.proactisp2p.com/Account/Login
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:
https://supplierlive.proactisp2p.com/Account/Login
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
Other: Transport
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Dynamic Purchasing System (DPS) for Home to School / College Transport
Reference number: CCBC/PS1698/18/HS
II.1.2) Main CPV code
60170000
II.1.3) Type of contract
Services
II.1.4) Short description
Caerphilly County Borough Council ('the Council') is seeking to establish a Dynamic Purchasing System (‘DPS’) for high quality and cost effective transport for home to school / college requirements for the Integrated Transport Unit (ITU). All Operators who are established on the DPS will be invited to participate in future mini competitions providing that they continually meet the pre qualification criteria for the validity period of this DPS. Admission onto the DPS is not a guarantee of any award of contracts and there is also no guarantee of volume of requirements, value of spend or any exclusivity provisions under this DPS. Full details can be accessed via the Memorandum of Understanding and additional information via https://supplierlive.proactisp2p.com/Account/Login.
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
60000000
60112000
60140000
60172000
34121000
60130000
34121500
34120000
II.2.3) Place of performance
NUTS code:
UKL16
Main site or place of performance:
Within the Bounderies of Caerphilly
II.2.4) Description of the procurement
The nature of the DPS is to provide designated Home to School / College Bus Contracts for service users who are in receipt of free transport. The Integrated Transport Unit provide Home to School / College Transport for all eligible service users in line with the Authority’s Policy for the provision of transport.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 108
This contract is subject to renewal: Yes
Description of renewals:
The initial DPS period is for seven years with the option to extend for upto two years, however this may change during the period of contract.
II.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 30
Objective criteria for choosing the limited number of candidates:
The envisaged number of Operators that may participate in the DPS is difficult to predict. The procurement exercise for the DPS is being carried out electronically, via the Council's e-tendering portal — ProactisPlaza (Proactis Plaza), www.proactisplaza.com/Supplier Portal. The Council's full requirements for the DPS are available via Proactis Plaza, and as such, all documentation and correspondence must be submitted electronically via the Proactis Portal. No oral communication will be undertaken. Failure to comply with the electronic process may delay or eliminate you from joining the DPS. Applications from Operators to join the DPS must be received in accordance with the relevant instructions no later than the time and date indicated.
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
Yes
Description of options:
The Council reserves the right to include other services linked to the subject matter of this DPS. The specific details can not be clearly defined at this stage, however full details will be made available all participating Operators established on the DPS via the mini competitions and associated Procurement documentation as appropriate.
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
List and brief description of selection criteria:
Selection criteria as stated in the procurement documents.
Under the DPS the Council will require compliance with its policies and procedures and Operators are advised and encouraged to satisfy themselves that they understand all of the requirements of the DPS before submitting their application.
III.2) Conditions related to the contract
III.2.2) Contract performance conditions
The specific requirements for individual contract performance conditions that maybe procured under the DPS cannot be clearly defined at this stage, however full details (if applicable on a contract by contract basis) will be available via the mini competitions and associated Procurement documentation.
III.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Restricted procedure
IV.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the setting up of a dynamic purchasing system
IV.1.6) Information about electronic auction
An electronic auction will be used
Additional information about electronic auction:
The Council reserves the right to undertake electronic auctions
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
20/09/2018
Local time: 12:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date:
15/10/2018
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Yes
Estimated timing for further notices to be published:
The Council reserves the right to extend or shorten the DPS validity period at its own discretion. The Council reserves the right to commence the DPS and invite applicants to further mini competitions as soon as the DPS is established, this may be prior to the advertised commencement date of 15 October 2018.
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
The procurement is to be processed in accordance with the Public Contract Regulations 2015 (the Regulations)in line with the Restricted Procedure Reg.28 and DPS Reg.34. The Council reserves the right to commence the DPS and invite applicants to further competitions as soon as the DPS is established, this may be prior to the advertised commencement date of 15 October 2018.
Operators must express an interest in this DPS by completing the following:
1.Log in to Proactis Supplier Portal at https://supplierlive.proactisp2p.com/Account/Login
2.Click ‘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 receive an email from the system asking you to 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. Remember to register with Caerphilly to ensure you will be alerted to all relevant opportunities.
9.Terms & Conditions. Read the terms & 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 to the next stage.
10.Insert a password for the admin user and repeat it. The password MUST be between 6 & 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 ‘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 dropdown the ‘Request Documents’ option and click to download all documents.
14.You can now either complete your response or ‘Decline’ the 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. Supplier guides are available via the portal and this contract notice detailing how to use the eTender system.
If you require assistance contact Natasha Ford 01443 863075 fordn@caerphilly.gov.uk or the procurement team on 01443 863161. Procurement Clinics are available should you require further assistance when completing and submitting your tender or for general tendering advice aside from this process.
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=83266.
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:
If appropriate and depending on requirements Community Benefits will be included in subsequent mini competitions.
(WA Ref:83266)
The buyer considers that this contract is suitable for consortia.
VI.4) Procedures for review
VI.4.1) Review body
Caerphilly County Borough Council
Penallta House, Tredomen Park, Ystrad Mynach
Hengoed
CF82 7PG
UK
Telephone: +44 1443863161
Fax: +44 1443863167
Internet address(es)
URL: www.caerphilly.gov.uk
VI.5) Date of dispatch of this notice
17/08/2018