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

Monmouthshire County Council (MCC)

Blaenau Gwent County Borough Council (BGCBC)

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

Within the County Boroughs of Caerphilly, Blaenau Gwent and Monmouthshire

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 purpose of this framework agreement is to cover for the provision of annual, seasonal and ad hoc plant and equipment and equipment hire requirements. This encompasses the following service areas “Construction”, “Building”, “Highways and Engineering”, and “Maintenance”. Suppliers are invited to tender for one or more lots or all of the lots if required. When submitting tenders, Suppliers have the option of tenderer for which Local Authority they wish to be price for. The lots are stated within the invitation to tender. Delivery of the plant and equipment will be at locations throughout the named Authorities. This will be specified at the time of order. Further information about the plant type requirements will be set out in the invitation to tender documentation in due course. At this stage the framework arrangement requirements are envisaged to cover for the followingLots:

1) Lot 1 (1a CCBC, 1b MCC and 1c BGCBC), Non-Operated Plant Machinery without Operator. Core Items, Not limited to a set number of Providers.

2) Lot 2 (2a CCBC, 2b MCC and 2c BGCBC), Non-Operated Plant Machinery without Operator. Catalogue Discount (ad-hoc item provision). Not limited to a set number of Providers.

3)Lot 3 (3a CCBC, 3b MCC and 3c BGCBC), Operated Plant Machinery with Operator. Not limited to a set number of Providers. Each priced offer from a tenderer will be against a set item plant line requirement, providers will then be ranked within each item line from lowest price to highest.

4) Lot 4 (4a CCBC, 4b MCC and 4c BGCBC), Grounds Maintenance Equipment with or without an Operator. Not limited to a set number of Providers.Each priced offer from a tenderer will be against a set item plant line requirement, providers will then be ranked within each item line from lowest price to highest.

5) Lot 5 (5a CCBC, 5b MCC and 5c BGCBC), Traffic Lights. Not limited to a set number of Providers. Each priced offer from a tenderer will beagainst a set item plant line requirement, providers will then be ranked within each item line from lowest price tohighest.

6) Lot 6 (6a CCBC, 6b MCC and 6c BGCBC), Winter Maintenance. Not limited to a set number of Providers. Each priced offer from a tenderer will be against a set item plant line requirement, providers will then be ranked within each item line from lowest price to highest.

The Council will be awarding the new procurement process on the basis of a 4 year contract term not includingfor any extensions.

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=34493.

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

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

A consortium/joint venture will not be required to convert into a specific legal form in order to submit an Application, but may be required to do so prior to award of the Framework Agreement. The Authority may:

contract with one contractor who will act as the agreed prime contractor;

contract with each member of the consortium/joint venture on the basis of joint and several liabilities;

contract with one member of the consortium/joint venture as prime contractor to whom the other members will be sub-contractors; or

at its discretion, require the consortium/joint venture to enter into any other contracting arrangement.

III.1.4)

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

It will be a contract requirement that those Suppliers not registered with Constructionline and tendering for Lot 3 a,b,c, Lot 4 a,b,c and Lot 6 a,b,c become a registered member within 3 months of contract award.

It will be a contract requirement that those Suppliers not registered with an SSIP approved scheme and tendering for Lot 3 a,b,c, Lot 4 a,b,c and Lot 6 a,b,c become a registered member within 3 months of contract award.

Tenderers’ are required to submit a Community Benefits Method Statement Plan for this arrangement which will be assessed as a non-core requirement and as such the Community Benefit Plans submitted in the tender process will not be scored as part of the Council’s tender evaluation. However a response must be provided in order for the tender submission to be considered further.

The Council accepts no less than a minimum 5,000,000.00 GBP cover for Employers Liability and no less than a minimum of 5,000,000.00 GBP cover for Public Liability Insurance. This will apply for all Lots.

For Lot 3a,b,c, 4a,b,c and 6a,b,c Motor Fleet Insurance (required for vehicles hired with a driver) – minimum limit of indemnity 5,000,000.00 GBP will be required.

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

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/PS1364/15/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

Please note that for Lot 3, 4 and 6 the Council will require contractors to be Safety Schemes in Procurement (SSIP)accredited. From 1.1.2014, in order to be able to undertake construction related work for the Council, it will be amandatory requirement for all suppliers to hold a Health & Safety Accreditation through an SSIP approved Scheme SSIPis an association of health and safety assessment schemes that is supported by the HSE. Each scheme member acceptsthat each other scheme operators' systems are of a good standard and in compliance with the 2015 CDM Regulations.Through this ‘mutual recognition’, SSIP are striving to remove the need for Tenderers to have to undergo multiple healthand safety assessments when bidding for business. You will need join the health and safety scheme of your choice todemonstrate that you have satisfied health and safety requirements to ‘stage one’ level. Please visit www.ssip.org.uk for further details and a full list of schemes.

As part of the process, the tender will be undertaken utilising Caerphilly CBC's Proactis Plaza e tendering system. A step by step guide has been added to this PIN which has been designed to help potential suppliers and contractors to understand how we currently buys goods, services and works and help you to increase your chances of finding out about opportunities and bidding for work. In addition a guide has also been attached which will help suppliers through completing a tender submission using our Proactis Plaza 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 (UserID).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.

In order to tender for the contract opportunity, tenderers will need to register on our proactis plaza database. You must register before we can invite you to submit any bids for tender opportunities. If you are a construction company and are CONSTRUCTIONLINE registered you must add your CONSTRUCTIONLINE number to your profile following registration in order to be invited for contract opportunities.

For further information contact:

Natasha Ford, Supplier Relationship Officer

Tel. +44 1443863075

Email: fordn@caerphilly.gov.uk

Submitting a tender, an e tendering supplier guide has been produced which will help tenderers through completing a tender submission using our Proactis Plaza system. A copy of this guide is attached to this notice, titled ‘Proactis Portal e-Tendering User Guide’

Procurement Clinic, to continue supporting our local supply chain, we host one to one sessions for local suppliers to receive advice and guidance on many aspects of procurement. As this tender process will be conducted via our e tendering system you may therefore wish to book a session with our supplier relationship officer.

We hold sessions every fortnightly, which are free of charge on a Wednesday between 13:00 and 17:00. Each session lasts approximately 45 minutes.

If you are interested in attending, you will need to contact us to arrange an appointment.

To book your appointment, please contact: Natasha Ford, Supplier Relationship Officer, contact details set out above.

(WA Ref:34493)

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 required to submit a Community Benefits Method Statement Plan for this arrangement which will be assessed as a non-core requirement and as such the Community Benefit Plans submitted in the tender process will not be scored as part of the Council’s tender evaluation. However a response must be provided in order for the tender submission to be considered further.

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 B

Information About Lots

1)

Short Description

This lot includes for Lot 1a CCBC, Lot 1b MCC and Lot 1c BGCBC machinery without an operator and covers for Welfare, Portable Toilets, Floodlights, Rollers, Multi Purpose Maintenance Vehicles, Crash Cushions, Excavators, Loading Shovels, Tipper Lorry's, Telehandlers, Dozers, Skid Steer, Dumpers, Backhoe Loaders, Hiab Crane, Scaffolding, Water Bowsers / Tanks, Pumps, Tarmac Tools, Saws, Poker Units, Drills, Temporary Fencing, Trailers, Jack Hammers, Breakers, Plate Compaction, Transformers, Generators.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

The contract will not be for any fixed quantity, but only for such items listed in the pricing schedules as the Council may hire from time to time. Some equipment may be required for long-term hire, however No guarantees as to frequency, duration of hire or location of plant operation can be given in relation to the contract.

4)

Indication about different contract dates

5)

Additional Information about lots

ANNEX B

Information About Lots

1)

Short Description

Tenderer to please state which items of plant and equipment in addition to those items set out under Lot 1a CCBC, Lot 1b MCC and Lot 1c BGCBC that can be provided.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

The contract will not be for any fixed quantity, but only for such items listed in the pricing schedules as the Council may hire from time to time. Some equipment may be required for long-term hire, however No guarantees as to frequency, duration of hire or location of plant operation can be given in relation to the contract.

4)

Indication about different contract dates

5)

Additional Information about lots

ANNEX B

Information About Lots

1)

Short Description

This lot includes for Lot 3a CCBC, Lot 3b MCC and Lot 3c BGCBC machinery with an operator and covers for Excavators, Hiab Crane Lorry, Backhoe Loaders, Dumpers, Skid Steer, Dozers, Telehandlers, Liquid Tanker, Tipper Lorry's, Loading Shovels, Road Sweeper, Crash Cushion, Jetting Machine.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

The contract will not be for any fixed quantity, but only for such items listed in the pricing schedules as the Council may hire from time to time. Some equipment may be required for long-term hire, however No guarantees as to frequency, duration of hire or location of plant operation can be given in relation to the contract.

4)

Indication about different contract dates

5)

Additional Information about lots

ANNEX B

Information About Lots

1)

Short Description

This lot includes for Lot 4a CCBC, Lot 4b MCC and Lot 4c BGCBC machinery and covers for Tractors, Rotovater, Trailer, Strimmer, Hedge Trimmers, Cutters, Back Pack Blower, Wood Chipper, Elevator Platforms, Mowers, Power Washers, Grubbing Machines, Leaf Blower, Crash Cushion.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

The contract will not be for any fixed quantity, but only for such items listed in the pricing schedules as the Council may hire from time to time. Some equipment may be required for long-term hire, however No guarantees as to frequency, duration of hire or location of plant operation can be given in relation to the contract.

4)

Indication about different contract dates

5)

Additional Information about lots

ANNEX B

Information About Lots

1)

Short Description

This lot includes for Lot 5a CCBC, Lot 5b MCC and Lot 5c BGCBC traffic lights and includes for 2 Way, 3 Way and 4 Way Traffic Lights, Crossing Traffic Lights, Cones, Sandbags, Temporary Signs and Stop/Go Signs

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

The contract will not be for any fixed quantity, but only for such items listed in the pricing schedules as the Council may hire from time to time. Some equipment may be required for long-term hire, however No guarantees as to frequency, duration of hire or location of plant operation can be given in relation to the contract.

4)

Indication about different contract dates

5)

Additional Information about lots

ANNEX B

Information About Lots

1)

Short Description

This lot includes for Lot 6a CCBC, Lot 6b MCC and Lot 63c BGCBC machinery and covers for Tractors, Trailers, Backhoe Loaders, Four x Four Vechicle, Telescopic Handler, Tippers, Loaders, Multi Purpose Maintenance Vehicles, Snow Blower.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

The contract will not be for any fixed quantity, but only for such items listed in the pricing schedules as the Council may hire from time to time. Some equipment may be required for long-term hire, however No guarantees as to frequency, duration of hire or location of plant operation can be given in relation to the contract.

4)

Indication about different contract dates

5)

Additional Information about lots