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

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

County of Denbighshire

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 object of this agreement is to establish a framework in accordance with The European Union (EU) Public Contracts Regulations 2006.

This framework relates to sites in the County of Denbighshire for the provision of general day to day reactive and associated minor building maintenance works to the value of 10,000 GBP to be carried out during normal working hours, including school holidays and emergency building maintenance works to be carried out outside normal working hours.

The requirement will be to establish a Framework Agreement for the following Reactive Maintenance works. The agreement will divided into four (4) Lots based on the geographical layout of the County.

Lot 1 – Reactive and associated general building works for North Denbighshire (A55 corridor to the coast).

Lot 2 – Reactive and associated general building works for South Denbighshire (A55 corridor to Llangollen & Corwen).

Lot 3 – Reactive and general minor electrical services maintenance works for ALL Denbighshire.

Lot 4 - Reactive and general minor mechanical services maintenance works for ALL Denbighshire.

It is anticipated that there will be a maximum of five (5) contractors per Lot.

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=20255.

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

Monthly in arrears

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

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

As identified in the Tender documents

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

SA/DL/121214

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

Contractors should note that this tender opportunity is being undertaken using an electronic tendering system. Details of

how to register and access the documentation are given below. No paper tender documents will be issued or received.

Instructions to Express Interest and Access Documentation

1. Log in to the Proactis Plaza E-Sourcing Portal at https://www.proactisplaza.com/?cid=DCC

2. PLEASE NOTE - If you are already registered on the Proactis portal please Login using your existing details and start at Step 12 of these instructions if not go to STEP 3

3. Click the “Register Now” button at the bottom of the window

4. Enter your correct Organisation Name, Details and Primary Contact Details. The system will auto generate the Organisation ID

and User Name for you. Please note that if you have a Generic email address for your organisation e.g. tenders@xxx.co.uk then please use this as the primary contact email address as this will allow you to still receive messages compared to where you have a

specific person identified in this role and they move on at a point in the future.

5. Please make a note of the Organisation ID and User Name, then click “Register”

6. You will then receive an email from the system asking you to “Click here to activate your account”. This takes you to

Enter Organisation Details.

7. Please enter the information requested, click “Next” and follow the instructions ensuring that you enter all applicable

details.

8. In the Enter Product Classification screen please ensure that you select the Product Classification Codes (CPV Codes) that appear in the tender notice as this will give you access to the tender process.

9. In the Select Buyer Organisation please select Denbighshire County Council (although you may register with other buying organisations at the same time if you wish)

10. Accept the Terms and Conditions and then click “Next”. This takes you in to the Welcome window.

11. In the “Welcome” window please enter your Organisation name, Organisation ID and User Name (User ID). You now need to create your unique password. Please ensure that you make a note of this along with the other information already recorded.

12. Now click “Done” and you will enter the Supplier Home page.

13. On the left of the screen click “Opportunities”

14. Click the “Requests from Buyers” command. This will take you to the list of current opportunities available to you.

15. Click the Project ID that relates to this notice, this will take you into the Request for Quotations. Note there may be several

opportunities that appear on this screen, please ensure that you select the correct one for your organisation.

16. In the “Details of a Request from a Buyer” screen please note the closing time and date for completion of the relevant project.

Please review the “Items” tab (Tender stage only) and the Documents tab (PQQ and Tender stages) as there will be information relating to the project held here. Please ensure that you download all documents to your PC as you will be required to complete and upload some of the documents as part of your submission. There also instructions on how to complete your submission in the Guidance for Bidders document held in this section

17. You can now either “Create a Response” to, or “Decline” this opportunity.

18. Once you have started to complete your response to the opportunity and wish to save and return later click “Save”

having made a note of the Response reference number. The next time you Login to access the opportunity please go to the “My Responses to Buyers” tab and identify the relevant response that you previously saved. If you inadvertently create any additional responses please note that any information that you have already input into the initial or subsequent responses does NOT carry over to any new response and you may lose anything already input.

19. If you are adding attachments at any point in the process please ensure that you click the “Add to Library” button as if you are

invited to any subsequent opportunities in the future to tender any documents that you have added will automatically be added to

your submission and all you will be required to do is check that they are the current version. This is a secure system and your documents will not be accessed by any other party.

20. Please note that any queries must be sent via the secure dialogue section of the e-tender portal. We will not respond to any queries received by any other method.

21. If you require any further assistance please contact Stuart Andrews by email on stuart.andrews@denbighshire.gov.uk, or by telephone on 01824 712677

(WA Ref:20255)

The Contractor shall ensure that all contracts with Subcontractors and Suppliers which the Contractor intends to procure following the Award date, and which the Contractor has not, before the date of this Contract, already planned to award to a particular Subcontractor or Supplier, are advertised through the Sell2Wales portal (www.sell2wales.co.uk) and awarded following a fair, open, transparent and competitive process proportionate to the nature and value of the contract.

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:

to be advised in the Invitation to Tender documentation

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:

The contracting Authority will incorporate a minimum 10 calendar day standstill period(or 15 days where non-electronic or fax methods are used) at the point that an award decision is communicated to tenderers. The award decision notice will specify the criteria for the award of the contract/framework agreement, the reasons for the decision, including the characteristics and relative advantages, the name and score of the successful tender: and will specify when the standstill period is expected to end or the date before which the contracting authority will not conclude the contract/framework agreement. If an appeal regarding the award of a contract has not been successfully resolved, the Public Contracts (Amendment) Regulations 2009 provide for aggrieved parties who have been harmed or at risk of a breach of the rules to take action in the High Court (England, Wales and Northern Ireland) Any such action must be brought promptly (generally within 3 months) The court may order the setting aside of the award decision or may order the Contracting Authority to amend any document and may award damages. If a framework agreement has been entered into the Court may make a declaration of ineffectiveness or may order that the duration of any relevant specific contract be shortened and additionally may award damages. The time limit for seeking such a declaration is generally 30 days from notification of the award (either by award decision notification or contract award notice depending upon the circumstances) or otherwise 6 months

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

Lot 1 – Reactive and associated general building works for North Denbighshire (A55 corridor to the coast). Works will include, but not be limited to the following:

Windows /doors and associated ironmongery repairs (excluding glazing);

Fire exit route doors and closing devices;

Flooring repair;

Jobbing repairs;

Carpentry & joinery repairs;

Masonry & bricklaying;

Plastering / tiling / interior finishing repairs;

Suspended ceiling repair;

Minor Fencing repairs;

Concrete and paving repairs;

Plumbing works to wastes and cold water systems;

Sanitary fittings including WC’s, urinals, wash basins and sinks;

Below ground foul drainage;

Above ground roof drainage and gutters;

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

Lot 1 – Reactive and associated general building works for North Denbighshire (A55 corridor to the coast). Works will include, but not be limited to the following:

Windows /doors and associated ironmongery repairs (excluding glazing);

Fire exit route doors and closing devices;

Flooring repair;

Jobbing repairs;

Carpentry & joinery repairs;

Masonry & bricklaying;

Plastering / tiling / interior finishing repairs;

Suspended ceiling repair;

Minor Fencing repairs;

Concrete and paving repairs;

Plumbing works to wastes and cold water systems;

Sanitary fittings including WC’s, urinals, wash basins and sinks;

Below ground foul drainage;

Above ground roof drainage and gutters;

4)

Indication about different contract dates

5)

Additional Information about lots

The Council has a public buildings property estate, all located within the geographical boundaries of Denbighshire, currently comprising schools, leisure centres, libraries, offices, depots, public toilets, care homes, day centres, industrial units, theatres, tourism buildings and a selection of other miscellaneous properties, all located on over 110 sites in the North of the County for which it has a mixed selection of management responsibilities.

Due to the Council’s estate rationalisation and forward investment programmes, the number of buildings may decrease or increase during the term of the Framework Agreement.

It is anticptated that there will be a maximum of five (5) contractors awarded to this Lot following the Invitation to Tender stage of this project.

The estimated annual value for this Lot is 1,020,000 GBP. This is based on historical information and bidders should be aware that there is no guarantee of this value of works in the future.

ANNEX B

Information About Lots

1)

Short Description

Lot 1 – Reactive and associated general building works for North Denbighshire (A55 corridor to the coast). Works will include, but not be limited to the following:

Windows /doors and associated ironmongery repairs (excluding glazing);

Fire exit route doors and closing devices;

Flooring repair;

Jobbing repairs;

Carpentry & joinery repairs;

Masonry & bricklaying;

Plastering / tiling / interior finishing repairs;

Suspended ceiling repair;

Minor Fencing repairs;

Concrete and paving repairs;

Plumbing works to wastes and cold water systems;

Sanitary fittings including WC’s, urinals, wash basins and sinks;

Below ground foul drainage;

Above ground roof drainage and gutters;

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

Lot 1 – Reactive and associated general building works for North Denbighshire (A55 corridor to the coast). Works will include, but not be limited to the following:

Windows /doors and associated ironmongery repairs (excluding glazing);

Fire exit route doors and closing devices;

Flooring repair;

Jobbing repairs;

Carpentry & joinery repairs;

Masonry & bricklaying;

Plastering / tiling / interior finishing repairs;

Suspended ceiling repair;

Minor Fencing repairs;

Concrete and paving repairs;

Plumbing works to wastes and cold water systems;

Sanitary fittings including WC’s, urinals, wash basins and sinks;

Below ground foul drainage;

Above ground roof drainage and gutters;

4)

Indication about different contract dates

5)

Additional Information about lots

The Council has a public buildings property estate, all located within the geographical boundaries of Denbighshire, currently comprising schools, leisure centres, libraries, offices, depots, public toilets, care homes, day centres, industrial units, theatres, tourism buildings and a selection of other miscellaneous properties, all located on over 110 sites in the North of the County for which it has a mixed selection of management responsibilities.

Due to the Council’s estate rationalisation and forward investment programmes, the number of buildings may decrease or increase during the term of the Framework Agreement.

It is anticptaed that there will be a maximum of five (5) contractors awarded to this Lot following the Invitation to Tender stage of this project.

The estimated annual value for this Lot is 865,000 GBP. This is based on historical information and bidders should be aware that there is no guarantee of this value of works in the future.

ANNEX B

Information About Lots

1)

Short Description

Lot 3 – Reactive and general minor electrical services maintenance works for ALL Denbighshire. Works will include, but not be limited to the following:

Aerial installation & repairs;

Lightning protection repairs;

Electric water heaters (stored and instantaneous);

Emergency lighting and illuminated exist signage;

Fixed electrical installations including internal and external lighting fixed to the building;

Electric hand dryers;

Small wall and ceiling extract systems;

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

Lot 3 – Reactive and general minor electrical services maintenance works for ALL Denbighshire. Works will include, but not be limited to the following:

Aerial installation & repairs;

Lightning protection repairs;

Electric water heaters (stored and instantaneous);

Emergency lighting and illuminated exist signage;

Fixed electrical installations including internal and external lighting fixed to the building;

Electric hand dryers;

Small wall and ceiling extract systems;

The estimated annual value for this Lot is 594,000 GBP

4)

Indication about different contract dates

5)

Additional Information about lots

The Council has a public buildings property estate, all located within the geographical boundaries of Denbighshire, currently comprising schools, leisure centres, libraries, offices, depots, public toilets, care homes, day centres, industrial units, theatres, tourism buildings and a selection of other miscellaneous properties, all located on over 110 sites in the North of the County for which it has a mixed selection of management responsibilities.

Due to the Council’s estate rationalisation and forward investment programmes, the number of buildings may decrease or increase during the term of the Framework Agreement.

It is anticptated that there will be a maximum of five (5) contractors awarded to this Lot following the Invitation to Tender stage of this project.

The estimated annual value for this Lot is 594,000 GBP. This is based on historical information and bidders should be aware that there is no guarantee of this value of works in the future.

ANNEX B

Information About Lots

1)

Short Description

Lot 4 - Reactive and general minor mechanical services maintenance works for ALL Denbighshire. Works will include, but not be limited to the following:

Heating and hot water boilers (gas, LPG & oil);

Central heating systems;

Hot water cylinders & calorifiers;

Hot water distribution systems;

Pump sets and pressurization units;

Filters & dosing systems;

Water tanks;

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

Lot 4 - Reactive and general minor mechanical services maintenance works for ALL Denbighshire. Works will include, but not be limited to the following:

Heating and hot water boilers (gas, LPG & oil);

Central heating systems;

Hot water cylinders & calorifiers;

Hot water distribution systems;

Pump sets and pressurization units;

Filters & dosing systems;

Water tanks;

4)

Indication about different contract dates

5)

Additional Information about lots

The Council has a public buildings property estate, all located within the geographical boundaries of Denbighshire, currently comprising schools, leisure centres, libraries, offices, depots, public toilets, care homes, day centres, industrial units, theatres, tourism buildings and a selection of other miscellaneous properties, all located on over 110 sites in the North of the County for which it has a mixed selection of management responsibilities.

Due to the Council’s estate rationalisation and forward investment programmes, the number of buildings may decrease or increase during the term of the Framework Agreement.

It is anticptaed that there will be a maximum of five (5) contractors awarded to this Lot following the Invitation to Tender stage of this project.

The estimated annual value for this Lot is 372,000 GBP. This is based on historical information and bidders should be aware that there is no guarantee of this value of works in the future.