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

Repair, Servicing and Maintenance of Roller Shutter Doors

2.2

Description of the goods or services required

Caerphilly County Borough Council (CCBC) are looking for a suitably competent supplier to undertake repairs, servicing, and maintenance of the roller shutter doors at multiple sites located throughout the County Borough.

For a period of 3 year with the option to extend for 24 months.

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=112538.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

The Authority currently has 19 roller shutter doors that require regular servicing and maintenance, however this list is not exhaustive and further items can be added to the contract at any time.

3 Conditions for Participation

3.1

Minimum standards and qualification required

Tenderers are to note that before submitting a cost for the servicing and inspection of the roller shutter doors, tenderers are required to undertake a site visit to all sites to ensure that the condition of each door is reflected in the submitted tender rates. Upon submitting your rates, tenderers will be required to confirm that all sites have been visited and all doors have been reviewed. Contact details to make arrangements for the site visits are identified in the pricing schedule response document.

Tenderers must be a member of the Door & Hardware Federation (DHF) and all works are to be undertaken in accordance with the standards noted in the Code of Practice and Best Practice Guide for the repair and maintenance of industrial and commercial doors (Links provided in section 3.4 of the procurement document). Tenderers are to note that both the Code of Practice and DHF Standard documents provided as part of this tender are the current version and tenderers should make provisions to allow for any future addendums or revised versions as and when issued during the contract period.

Correct repair and maintenance must be performed by a competent supplier or person and must conform to the manufacturer’s instructions and/or the DHF Repair and Maintenance Standard. The repair and maintenance must ensure the safe and intended functional operation of the products following installation.

Further details are set out within the procurement document.

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

CCBC/PS2092/21/AP (RQST13260)

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

PLEASE NOTE REGISTERING AN INTEREST IN THE SELL2WALES NOTICE IS NOT

REGISTERING AN INTEREST IN THIS TENDER YOU MUST FOLLOW THE INSTRUCTIONS

BELOW IN ORDER TO SUBMIT A TENDER:

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. 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. 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 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 this ensures that you will be alerted to all relevant

opportunities;

9.Terms and 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 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. We will not accept any questions/queries via telephone/email.

A supplier guide is available via the portal detailing how to use the Proactis Plaza system.

If you require assistance please contact Jemma Ford. 01443 863163; fordj1@caerphilly.gov.uk or the procurement team on 01443 863161.

Procurement Clinics are also available should you require further assistance completing and submitting your tender or for general tendering advice.

(WA Ref:112538)

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:

Bidders will be required to submit a method statement detailing how they will assist the Council in achieving its objectives with regard to the Wellbeing of Future Generations (Wales) Act 2015, this will include

community benefits such as local supply chains, community initiatives etc.

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

5.2

Additional Documentation

5.3

Publication date of this notice