CONTRACT NOTICE – OFFICIAL JOURNAL

Section I: Contracting Authority

I.1)

Name, Address and Contact Point(s)

I.2)

Type of contracting Authority and Main Activity or Activities

Other (Please specify) Non- contracting Authority - Charitable Trust

General public services Defence Public order and safety Environment Economic and financial affairs Health Housing and community amenities Social protection Recreation, culture and religion Education

Section II: Object of the Contract

II.1)

Description

II.1.1)

Title attributed to the contract by the contracting authority

II.1.2(a))

Type of works contract

Execution		Design and execution
Execution, by whatever means

II.1.2(b))

Type of supplies contract

II.1.2(c))

Type of service contract

II.1.2)

Main site or location of works, place of delivery or performance

Llanelly House, Bridge Street, Lanelli SA15 3UF

II.1.3)

This notice involves

A public contract
The setting up of a Dynamic Purchasing System
The establishment of a framework agreement

II.1.4)

Information on framework agreement (if applicable)

Framework agreement with a single operators
Framework agreement with several operators

Number of participants to the framework agreement envisaged

Duration of the framework agreement

Justification for a framework agreement the duration of which exceeds four years

Estimated total value of purchases for the entire duration of the framework agreement

Frequency and value of the contracts to be awarded

II.1.5)

Short description of the contract or purchase(s)

The Carmarthenshire Heritage Regeneration Trust

Context

Carmarthenshire Heritage Regeneration Trust (CHRT) has acquired Llanelly House and is the lead body for its restoration and interpretation. The trust was formed to deliver the key objectives:

• To preserve the environmental heritage that exists in and around Carmarthenshire, which include:

o Buildings of historical or architectural interest

o Sites, areas and environments of historical or natural beauty

Llanelly House

The Llanelly House Project is a multi-million pound project to restore the Grade 1 listed Georgian Town House to its 18th century glory and into a major new community facility. Primarily funded by:

• Heritage Lottery Fund

• WEFO

With secondary funding from:

• Cadw

• Llanelli Town Council

• Carmarthenshire County Council

• Architectural Heritage Fund

The AV Integrated Services Contract is funded by:

• Heritage Lottery Fund

• Welsh Government - Digital Tourism Business Framework (DTBF)

The restoration of Llanelly House is currently being undertaken around a high quality programme of conservation and restoration that will draw from, interpret for and enrich the communities of Llanelli through restoring the House to its place in Llanelli’s heritage.

The core objectives of the Llanelly House project have been set to ensure Llanelly House provides a high quality visitor experience:

• To sympathetically conserve, restore and interpret the building in its entirety to its original Georgian Grade 1 status (early 18th – early 19th century)

• Bring the building into full community, heritage and economic use

• To provide high quality learning opportunities for schools and other educational groups

• Create a facility which the entire community can utilise

• “Access for All”

• To engage the community in the projects development

• Give the building focus and function that is understood and utilised by the community locally and nationally

• To make the building financially sustainable through a carefully considered after-use programme that breathes and flexes with the community’s needs

• The building instills and promotes local and national pride

CHRT is currently undertaking a £5.4m capital project known as Llanelly House. We are procuring the services of an experienced Audio Visual Contractor, who will be required to work with relevant internal and external teams to execute and install the Audio Visual Systems and contract the Digital Developers for the digital installations.

The goal of this tender is to appoint an experienced Audio Visual Contractor for the Llanelly House Restoration Project due to be completed by June 2013. The organisation should have the relevant experience of working and collaborating on multi-disciplinary heritage and museum projects within Grade 1 & 2 listed buildings and well adept at integrating cutting edge heritage/museum interpretation within visitor attractions within the last 3 years.

The restoration is set at between 3.75million – 4.1million and is already underway.

Target Competition Dates:

These are indicative dates only and subject to change:

• PQQ Notice & Response 20th Dec 2012 - 7th Jan 2013

• Assessment & shortlist: 3-6 Tenderers 8th Jan 2013

• Invitation to tender 9th Jan 2013

• Tender period 09 Jan - 04th Feb 2013

• Assessment and Evaluation: 3 -6 tenderers 05th -06th Feb 2013

• Interview: 3- 6 tenderers Week commencing 11th Feb 2013

• Decision to Award Notice/Stand Still Alcatel Rule 14th - 24 February 2013

• Contract Award 25th February 2013

Form of Tender

The tender will take the form of a restricted tender procedure. 3-6 tenderers will be selected from this PQQ to tender, which will be assessed and the tenderers will invited to interview. If only 2 tenderers return then we will apply a negotiated tender procedure.

Scoring / Assessment Criteria

The following assessment criteria will be used to select the short list for interview.

1. Ability to meet essential financial and business standards for the commission (30%). Used principally to assess section 1 and 2.

2. Overall experience Demonstration of understanding of the skills required to approach the commission (60%). Used principally to assess section 3.

3. References (10%). Used principally to assess section 4.

II.1.6)

Common Procurement Vocabulary (CPV)

II.1.7)

Contract covered by the Government Procurement Agreement (GPA)

II.1.8)

Division into lots

II.1.9)

Will variants be accepted

II.2)

Quantity or Scope of the Contract

II.2.1)

Total quantity or scope

II.2.2)

Options

Provisional timetable for recourse to these options

Number of possible renewals

In the case of renewable supplies or service contracts, estimated time frame for subsequent contracts

II.3)

Duration of the contract or limit for completion

Section III: Legal, Economic, Financial and Technical Information

III.1)

Conditions Relating to the Contract

III.1.1)

Deposits and guarantees required

III.1.2)

Main Terms of financing and payment and/or reference to the relevant provisions

In the main tender document

III.1.3)

Legal form to be taken by the grouping of suppliers, contractors or service providers to whom the contract is to be awarded

III.1.4)

Other particular conditions to which the performance of the contract is subject

DTBF conditions of Grant

HLF conditions of grant

III.2)

Conditions for Participation

III.2.1)

Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Please see Pre-Qualification Questionaire

III.2.2)

Economic and financial capacity

III.2.3)

Technical capacity

III.2.4)

Reserved contracts

The contract is restricted to sheltered workshops
The execution of the contract is restricted to the framework of sheltered employment programmes

III.3)

Conditions Specific to Service Contracts

III.3.1)

Is provision of the service reserved to a specific profession?

III.3.2)

Will legal entities be required to state the names and professional qualifications of the personnel responsible for the execution of the service?

Section IV: Procedure

IV.1)

Type of Procedure

Open		Restricted
Accelerated restricted		Negotiated
Accelerated negotiated		Competitive dialogue

Justification for the choice of accelerated procedure

IV.1.1)

Have candidates already been selected?

IV.1.2)

Limitations on the number of operators who will be invited to tender or to participate

Objective criteria for choosing the limited number of candidates

Chosen on the successful completion, receipt and scoring of a Pre-Qualification Questionnaire.

IV.1.3)

Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated

IV.2)

Award Criteria

IV.2.2)

An electronic auction will be used

IV.3 Administrative Information

IV.3.1)

Reference number attributed to the notice by the contracting authority

LHP0005

IV.3.2)

Previous publication(s) concerning the same contract

Prior Information Notice
Notice on a Buyer Profile

Other previous publications

IV.3.3)

Conditions for obtaining specifications and additional documents

IV.3.4)

Time-limit for receipt of tenders or requests to participate

IV.3.5)

Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)

Language or languages in which tenders or requests to participate can be drawn up

IV.3.7)

Minimum time frame during which the tenderer must maintain the tender 

IV.3.8)

Conditions for opening tenders

Section VI: Other Information

VI.1)

Indicate whether this procurement is a recurrent one and the Estimated timing for further notices to be published

VI.2)

Does the contract relate to a Project/Programme financed by Community Funds?

VI.3)

Additional Information

Upon receipt of notice of interest, a PQQ document will be issued, which is required to be completed and issued to the addressed party prior to 12:00 noon on 07.01.2013.

VI.4)

Procedures for appeal

VI.4.1)

Body responsible for appeal procedures

Body responsible for mediation procedures

VI.4.2)

Lodging of appeals
Precise information on deadline(s) for lodging appeals:

CHRT will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. Applicants have 2 working days from the notification of the award decision to request additional debriefing and that information has to be provided a minimum of 3 working days before the expiry of the standstill period. Such additional information should be required from the CHRT point of contact.

VI.4.3)

Service from which information about the lodging of appeals may be obtained

VI.5)

Dispatch date of this Notice

ANNEX A

Additional Addresses and Contact Points

I)

Address and contact points from which further information can be obtained

II)

Address and contact points from which specifications and additional documentation may be obtained

III)

Address and contact points to which Tenders/Requests to Participate must be sent