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

Ministry or any other national or federal authority, including their regional or local sub-divisions National or federal agency/Office Regional or local Authority Regional or local Agency/Office Body governed by public law European Institution/Agency or International Organisation

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

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

RCT

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)

RCT Homes, through a competitive tender process wishes to appoint contractors to deliver a Service for the provision of:

1)Out of Hours Telephone Support

The successful provider will be required to

1. Log all emergency calls requiring action and refer these to the on call Duty Officer. The log of calls and action taken is to be e-mailed to RCT Homes the next working day. If a call does not relate to a repair, there is a requirement for the successful provider to log the call so that staff at RCT Homes can deal with it the following working day if appropriate.

2. The successful supplier will be required to provide a termination point (dedicated telephone number / ideally 0300) to which our priority telephone lines will connect.

2)Monitoring and Door Entry Access Services

A door entry system provides an increased level of security and protection to residents and door entry calls may be diverted to the successful supplier in the absence of a response from a resident or member of scheme staff;

In the event of request for access to the scheme the successful supplier shall;

- Check if the caller has called the relevant flat;

- Where possible, check CCTV to validate ID of caller

- Establish the caller’s name;

- Establish the name and flat number of the resident they are visiting;

- Ask the caller to wait whilst checking with the resident;

- Contact the resident with the caller’s details; and only if the resident agrees, release the door lock and admit the caller.

3)CCTV Monitoring Services

RCT Homes operates a number of CCTV systems across Rhondda Cynon Taff comprising:

- 113 Overt Cameras located across its estates- a mixture of PTZ and static cameras located on columns in public spaces, on and inside its housing blocks. Across the borough the cameras are distributed as follows: Rhondda x48 cameras, Cynon x45 cameras, Taff x20 Cameras.

- 2 Redeployable WCCTV Covert Nano CCTV cameras

- 1 Redeployable WCCTV Mini Dome and slave camera

- Internal and external cameras located on it’s Head Office and four Area Offices

The WCCTV systems are operated via the 3g network, whilst all other systems have currently store data on internal hard drives stored securely on site in the vicinity of the camera locations and are accessed via broadband and dedicated BT lines.

The current stock of cameras and associated equipment are in excess of 8 years old and large portions of the cameras are not operational. The CCTV provision of RCT Homes is currently under review pending further renewal. To date, the following numbers of cameras have been upgraded and are in a monitorable state:

Rhondda: 35

Cynon: 10

Taff: 2

All office, overt and covert cameras are operational.

The successful provider will provide a pricing structure to accommodate the pending review of CCTV provision which encompasses variations in camera type (fixed or PTZ), number and location.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.uk/Search/Search_Switch.aspx?ID=15119.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://www.sell2wales.gov.uk/sitehelp/help_guides.aspx.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

II.1.6)

Common Procurement Vocabulary (CPV)

II.1.7)

Contract covered by the Government Procurement Agreement (GPA)

II.1.8)

Division into lots

one lot only

one or more lots

all 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

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

III.2)

Conditions for Participation

III.2.1)

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

(1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.

(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.

(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.

(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.

(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.

(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.

(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.

(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established

(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.

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

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

RCT022

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

Please note, TUPE may apply to this contract for 5 FTE's, however this will only apply to Lot 1 of the contract - Out of Hours Telephone Support.

Confirmation of potential TUPE implications will be confirmed at Invitation To Tender stage.

This contract will have a 3 month mobilisation period which will allow time for the TUPE transfer to take place.

(WA Ref:15119)

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:

Tenderers are expected to commit to the delivery of Community Benefits. Within their proposals suppliers may offer delivery of one or more of the following:

1. Provide sponsorship to support to GrEW’s Driving School,

2. Facilitation of work experience placements,

3. Contribute labour and/or materials for RCT Homes Give & Gain days within the community,

4. Donation commitment to Meadow Prospect RCT Homes charitable subsidiary,

5. Provide pro-bono services to RCT Homes and its partners’,

6. Employ staff who reside within the RCT Homes unitary authority,

7. Donation commitment to RCT Homes Apprentice Academy,

8. Appointment of a new direct supplier employed apprentice

Note: The list above is not definitive or exhaustive and suppliers may wish to offer alternative methods and mechanisms of providing Community Benefits.

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:

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

ANNEX B

Information About Lots

1)

Short Description

RCT Homes manages 650 properties including 25 sheltered housing schemes and 2 supported housing projects, employing a team of scheme coordinators and support staff to provide housing management and support services to our tenants and residents. The housing schemes have “warden call” alarms and hard wired fire alarm systems that link into the central control systems along with a small number dispersed alarms in the sheltered complexes.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

1. Log all emergency calls requiring action and refer these to the on call Duty Officer. The log of calls and action taken is to be e-mailed to RCT Homes the next working day. If a call does not relate to a repair, there is a requirement for the successful provider to log the call so that staff at RCT Homes can deal with it the following working day if appropriate.

2. The successful supplier will be required to provide a termination point (dedicated telephone number / ideally 0300) to which our priority telephone lines will connect.

RCT Homes has a named member of staff on call to deal with emergencies which cannot be dealt with by the out of hours emergency contractors. This will be provided to the successful supplier upon contract award.

Overall stock numbers for the general needs properties are 10,064

Average Sheltered calls per year = 58490

Average Repair calls per year = 11558

Average ASBO calls per year = 150

Suppliers may also be required to provide these support services within general office hours if RCT Homes headquarters and premises close due to evacuation or Business Continuity Planning scenarios; or on isolated occasions to be pre-determined at contract award.

4)

Indication about different contract dates

5)

Additional Information about lots

It is estimated that the combined value per annum of Lot 1 and 2 is 72000GBP - values per Lot will be provided at the ITT stage.

ANNEX B

Information About Lots

1)

Short Description

A door entry system provides an increased level of security and protection to residents and door entry calls may be diverted to the successful supplier in the absence of a response from a resident or member of scheme staff;

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

In the event of request for access to the scheme the successful supplier shall;

- Check if the caller has called the relevant flat;

- Where possible, check CCTV to validate ID of caller

- Establish the caller’s name;

- Establish the name and flat number of the resident they are visiting;

- Ask the caller to wait whilst checking with the resident;

- Contact the resident with the caller’s details; and only if the resident agrees, release the door lock and admit the caller.

Where a password for named persons which may include Client staff has been agreed with the Scheme Manager or other designated support staff, the successful supplier must list these details on the door entry records. This will be provided to the successful supplier upon contract award and as and when required subject to amendments.

If the caller is a doctor/emergency services the successful supplier must follow the steps set out above unless their visit is at the request of the Monitoring Centre when immediate entry should be allowed following verification of their identity.

If the resident is too ill to respond in the event of a visit from the doctor then the successful supplier must establish the doctor’s identify by asking for the residents’ full name, date of birth and reason for visit; if this is not satisfactory, the successful supplier must get alternative verification. This procedure will be outlined within the “Tier” document which will be provided to the successful supplier upon contract award.

4)

Indication about different contract dates

5)

Additional Information about lots

It is estimated that the value per annum for Lots 1 and 2 is 72000GBP - a value per Lot will be provided at the ITT Stage.

ANNEX B

Information About Lots

1)

Short Description

RCT Homes operates a number of CCTV systems across Rhondda Cynon Taff comprising:

- 113 Overt Cameras located across its estates- a mixture of PTZ and static cameras located on columns in public spaces, on and inside its housing blocks. Across the borough the cameras are distributed as follows: Rhondda x48 cameras, Cynon x45 cameras, Taff x20 Cameras.

- 2 Redeployable WCCTV Covert Nano CCTV cameras

- 1 Redeployable WCCTV Mini Dome and slave camera

- Internal and external cameras located on it’s Head Office and four Area Offices

The WCCTV systems are operated via the 3g network, whilst all other systems have currently store data on internal hard drives stored securely on site in the vicinity of the camera locations and are accessed via broadband and dedicated BT lines.

The current stock of cameras and associated equipment are in excess of 8 years old and large portions of the cameras are not operational. The CCTV provision of RCT Homes is currently under review pending further renewal. To date, the following numbers of cameras have been upgraded and are in a monitorable state:

Rhondda: 35

Cynon: 10

Taff: 2

All office, overt and covert cameras are operational.

The successful provider will provide a pricing structure to accommodate the pending review of CCTV provision which encompasses variations in camera type (fixed or PTZ), number and location.

1.6.1 The PQQ will be used to assess potential partners to go forward to be invited to respond to the Invitation to Tender (ITT).

1.6.2 It is expected that all partners will have a commitment to co-operative and inclusive working to share best practice and to develop consistent reporting, Key Performance Indicators (KPI’s) and benchmarking. The detail and administrative burden of reporting will be appropriate to the size of any contract issued.

1.6.3 Commencement is generally intended for April 2015 and the duration is intended to be for 4 years (48 months). Progression from year to year will be subject to a formal annual performance review (the final adjudicator of performance being the Client).

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

AS above

4)

Indication about different contract dates

5)

Additional Information about lots