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

Purchase		Rent		Lease
Hire-purchase		Combination of these

II.1.2(c))

Type of service contract

II.1.2)

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

County Borough of Caerphilly

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)

Caerphilly County Borough Council require LED Lantern Gear Switch Trays to be provided for the following Lanterns, Urbis ZX1 and Urbis Sapphire 1.

Of the lanterns the following gear switch tray unit quantity numbers are required:

7457 – Urbis ZX1 Lanterns; and 753 - Urbis Sapphire 1 lanterns.

The proposed retrofit gear trays are to be designed for installation into the named lanterns. All retrofit gear trays provided must be designed to ensure that as best as practicable, the original integrity of the luminaire is not compromised. The gear tray must be manufactured to fit the lanterns as specified, be a direct gear tray swap and not be of a universal type. The contract period is a one off and the first initial delivery of the first 1000 gear switch trays is required by the 31 July 2015, the remaining gear switch trays are required every month thereafter from the 31 July 2015 to the 29 February 2016. As part of the process, the tender will be undertaken utilising Caerphilly CBC's Proactis Plaza e-tendering system details on how to access the system are set out in the additional information section to this notice. The specification requirements can be located in the invitation to tender document which can be access once registered on the e-tendering system against this project.

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=23751.

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

Delivery Payment. This is payment for accepted supplies or services (including partial deliveries).

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

To ensure that tenderers submission responses are inline with the specification requirements as set out in this invitation to tender and bill of quantities, tenderers will be required to provide a sample of the gear switch trays for both lanterns that would be provided which are in accordance with the data sheet provided at tender submission return to ensure that the product(s) meet the Council requirements prior to any contract award being placed.

The sample will need to be returned by 15 April 2015 at 12:00:00 (Noon). A tender return label has been provided, please refer to Appendix 2.

III.2)

Conditions for Participation

III.2.1)

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

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

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

CCBC/PS1333/15/CD

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

As part of the process, the tender will be undertaken utilising Caerphilly CBC's Proactis Plaza e-tendering system. Therefore, bidders

are invited to follow the following directions to register on the system:

1 Log in to the Proactis Plaza E-Sourcing Portal at

https://www.proactisplaza.com

2 Click the "Register Now" button at the bottom of the window

3 Enter your correct Organisation Name, Details and Primary Contact

Details. The system will auto generate the Organisation ID and User Name for you.

4 Please make a note of the Organisation ID and User Name, then click "Register".

5 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.

6 Please enter the information requested, click "Next" and follow the instructions ensuring that you enter all applicable details.

7 In the Enter Product Classification screen please ensure that you

select the Product Classification Codes (CPV Codes) that appear in the

tender notice.

8 Accept the Terms and Conditions and then click "Next". This takes

you in to the Welcome window.

9 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.

10 Now click "Done" and you will enter the Supplier Home page.

11 From the Home Page, go to the “Opportunities” area, then search

for New Opportunities. Click on the “ID” of the relevant opportunity and then click to register your interest on the relevant button.

Click the "Requests from Buyers" command in the Opportunities area. This will take you to the list of current opportunities available to you.

12 Click the Project ID that relates to this notice, this will take you into the Tender Request.

13 Note the closing date for completion of the relevant project. Please review the "Items" tab and the Documents tab as there will be

information relating to the project held here.

14 You can now either "Create a Response" to, or "Decline" this

opportunity.

Tenderers are to note that the Council will be ordering electronically via the issuing of an official purchase order, electronic payments will also be made upon the receipt of an authorised undisputed invoice via BACS.

(WA Ref:23751)

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

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