Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Belfast City Council
9 - 21 Adelaide Street
Belfast
BT2 8DJ
UK
E-mail: cps@BelfastCity.gov.uk
NUTS: UKN06
Internet address(es)
Main address: www.belfastcity.gov.uk
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://e-sourcingni.bravosolution.co.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://e-sourcingni.bravosolution.co.uk
Tenders or requests to participate must be sent to the abovementioned address
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
T2453 - Provision of Toilet Hygiene Services and mats
Reference number: T2453
II.1.2) Main CPV code
90900000
II.1.3) Type of contract
Services
II.1.4) Short description
Tender for the provision of toilet hygiene services and mats for the purpose of providing a rental, installation, cleaning and replacement service for sanitary bins, nappy bins and various sized mats. Along with the provision and installation of air fresheners, auto roll towels, sanitary vending machines, toilet seat sanitisers, and urinal waste-water management system,tea towels. A single bidder will be appointed.
II.1.5) Estimated total value
Value excluding VAT:
450 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.3) Place of performance
NUTS code:
UKN06
II.2.4) Description of the procurement
This Contract is for the provision of toilet hygiene services and mats.
There are approximately 71 areas to be serviced spread across Belfast City Council properties. Each area will require a variety of the hygiene products, servicing and mats. Each area will specify with the supplier how often their area needs provisions and servicing, and suppliers should be able to offer a weekly, fortnightly or monthly service.
Details of current service requirements can be found in the tender documents.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6) Estimated value
Value excluding VAT:
450 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 60
This contract is subject to renewal: Yes
Description of renewals:
The contract shall be for four years with the option to renew for a further year.
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
Yes
Description of options:
Additional information can be found at section VI.3
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
Additional information can be found at section VI.3
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
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:
18/12/2023
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)
IV.2.7) Conditions for opening of tenders
Date:
18/12/2023
Local time: 12:00
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.3) Additional information
The Council reserves the right to add the following additional requirements to the Service under this Contract
during the Contract Period: -
• Other similar services in the event of non or poor performance by another service provider.
• Additional Premises not listed in the Contract. This may be in response to new Premises being identified and/or changes in how the Council’s in house operations are resourced and delivered. Where the Council identifies an additional Premises to be added the Contractor will be expected to price based on similar Premises/ tasks priced in the Pricing Schedule.
• Additional services maybe required that are not currently listed but may be identified over the duration of the contract.
• In line with the Council’s Period poverty policy the Council may wish to put in place a system where the supplier will provide period products via a vending machine or in packs to the Council for free distribution to people using the bathroom facilities.
• The collection and disposal of used needles or drug paraphernalia or other similar contaminates found in various council buildings, public toilets, city center locations or as and where required.
Large scale projects or changes may be subject to price negotiation based on economies of scale. The Council reserves the right to explore/ use other procurement options in all circumstances where VFM is not
demonstrated.
Optional Services above are priced based using a quotation. Responses to a quotation request is required within 5 working days. This is measured from the time the initial request is made in writing by the Council to the quotation sent by the Contractor. All quotations should be via email and include a full breakdown of the service and associated costs using appropriate rates from the Pricing Schedule, where possible. A quotation form/ template may be implemented during the Contract Period to improve consistency. This response time may be extended in agreement with the Council Representative should be the quotation be more complex than normal.
Use of Optional Services above should demonstrate value for money, may be subject to further Council internal approvals and be in accordance with the provisions of the Public Contracts Regulations.
The total value of the contract is to allow for options, and price increases across the contract period.
VI.4) Procedures for review
VI.4.1) Review body
Royal Courts of Justice
Belfast
UK
VI.5) Date of dispatch of this notice
16/11/2023