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

The Provision of a Weed Control Service with the geographical boundaries of the City of Cardiff Council.

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 City of Cardiff Council is looking for a Contractor to supply it with a service that involves the application of a range of pesticides and fertilisers across publically accessible spaces which include parks, housing estates, highways, the harbour, cemeteries, and public rights of way. The main aim of the contract is to control weed growth on hard surfaces, planted areas, kill tree stumps, maintain quality sports surfaces (natural and artificial), and control the spread of noxious weeds (such as Japanese Knotweed).

Please note that the full Tender process will be carried out via the Council's new Proactis System, this will include the tenderer responding electronically by uploading their completed tender documents. For full details of how to do this please go to the 'Additional Information' section of this advertisement.

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=20629.

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

The Contractor will provide the Employer with a Bond to secure the due performance of its obligations to the Employer and the value of the Bond will be 10% of the Annual Contract Sum for the provision of the Service for the first year of the Contract Period, the Contractor shall ensure that such a Bond remains in force throughout the full Contract period and the value of the Bond shall be increased / decreased on each anniversary of the Commencement Date by a sum equal to the average percentage increase or decrease (if any) in the index and/or indices agreed in the Contract document.

III.1.2)

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

As indicated within the tender documentation.

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

As indicated within the tender documentation.

III.1.4)

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

The performance of the contract is subject to particular conditions: yes

Description of particular conditions: As indicated within the tender documentation.

III.2)

Conditions for Participation

III.2.1)

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

As indicated within the tender documentation.

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

ERFX1000445

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

Authorised Council Employees only; no members of the general public. The opening procedure is carried out in line with the Councils CSO & PR.

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

This procurement exercise is being conducted as a full electronic tender via the Councils new e-tendering portal Proactis.

The Proactis portal can be found at https://www.proactisplaza.com/supplierportal/?CID=CARDIFF where providers may register their interest, complete the online tender forms , download and then upload the completed relevant documents. The tender reference (RFX) number for this opportunity is as follows: ERFX1000445.

Registration on Proactis is free of charge.

Please note that the user who registers against this tender will be the point of contact via the Proactis system throughout the tender exercise. All questions, queries, requests for clarification must be directed through the Proactis portal against the relevant opportunity.

Please be aware that TUPE regulations may apply to this Contract and full details can be found within the Tender Specifications.

The deadline for expressing an interest and downloading the full tender documentation is close on Tuesday 24th February, 2015 and the deadline for the receipt of your completed SQuID, and Tender submissions, is 12:00:00 (Noon) on Tuesday 3rd March, 2015. Please be aware that the user who registers your expression of interest is the one who will be the contact for the Tender and receive all communications and updates via the Proactis system. Please note that you must download the documents yourself they will NOT be sent to you, after you have expressed an interest.

The City of Cardiff Council will be conducting this procurement exercise via the following Proactis portal - https://www.proactisplaza.com/supplierportal/Public/Opportunities.aspx

All Contractors who wish to participate must register and access the SQuID; ITT and Tender Pack via the portal shown below:

https://www.proactisplaza.com/supplierportal/?CID=CARDIFF

Steps to follow:

a) Click on link: https://www.proactisplaza.com/supplierportal/?CID=CARDIFF

b) To register - Click on ‘Sign Up' button

- Enter the information requested and click on the ‘OK' button to start the process.

- An activation email will be sent to the email address of the primary contact.

- Click on the link contained in the email to activate your account.

- The supplier will then be asked to provide basic organisational information and register against the relevant CPV codes and select The City of Cardiff Council as a buyer.

c)To access an opportunity - Click on ‘Opportunities’(you only have to log on to bid you can view the opportunity without logging on).

- Once logged in click on the Opportunities tab

- Find the opportunity and click on ‘Show Me' you will be able to see the opportunity notice including opportunity details

- Click on ‘Register Interest’.

d)To create a response - Click on ‘Opportunities'

- Select the opportunity that you have registered against (Note this display as Private.

- Select ‘Show Me'

- Run through the wizard to create a response.

e)To complete a Response then the response is made up of a number of tabs

- General – This is where you can note any additional information for the buyer.

- Item (if applicable) - This is where you will select the Lot/s you are NOT interested in.

- Questionnaire(if applicable) – This is where you answer questions related to the procurement (please click on the '?’ whenever you see the symbol as this provides you with question specific information). Question response types will vary between attachments; drop down list, numerical or text input.

- Attachments – This is where you can attach any additional documents

- Upon completetion of the tender response select 'Submit' to complete your tender. A document is included within the tender pack which gives full instructions on how to respond.

(WA Ref:20629)

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:

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: fully indicated within the 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 Council will incorporate the mandatory standstill period as directed by the Public Contracts Regulation 32 (1) to 32 (2a) and send the award decision notice which will include: the award criteria, the reasons for the decision including the characteristics and relative advantages of the winning supplier's submission; if the bid is held not to be compliant with any technical specification, then reasons of that decision; the name of the party to be awarded the contract, and a precise statement of when the standstill period is expected to end, including how it may be affected by any 'contingencies' e.g., complaints or challenges, and the date after which the contract may be entered into. Applicants will have the duration of the standstill period in order to submit their appeal, as indicated within the notice when published.

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