CONTRACT NOTICE – OFFICIAL JOURNAL
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Section I: Contracting Authority
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I.1)
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Name, Address and Contact Point(s)
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Caerphilly County Borough Council |
Penallta House, Tredomen Park, Ystrad Mynach |
Hengoed |
CF82 7PG |
UK |
Procurement Services
Helen Sellwood |
+44 1443863161 |
sellwhl@caerphilly.gov.uk |
+44 1443863167 |
www.caerphilly.gov.uk
http://www.sell2wales.gov.uk/search/Search_AuthProfile.aspx?ID=AA0272
https://www.proactisplaza.com/supplierportal
https://www.proactisplaza.com/supplierportal
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I.2)
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Type of contracting Authority and Main Activity or Activities
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No |
Section II: Object of the Contract
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II.1)
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Description
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II.1.1)
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Title attributed to the contract by the contracting authorityDPS for Taxi, Minibus and Wheelchair Accessible Vehicles Transport Requirements |
II.1.2(a))
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Type of works contract
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II.1.2(b))
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Type of supplies contract
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II.1.2(c))
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Type of service contract27 |
II.1.2)
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Main site or location of works, place of delivery or performance
Within the Borough of Caerphilly
UK |
II.1.3)
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This notice involves
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II.1.4)
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Information on framework agreement (if applicable)
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Number of participants to the framework agreement envisaged
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Duration of the framework agreement
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Justification for a framework agreement the duration of which exceeds four years
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Estimated total value of purchases for the entire duration of the framework agreement
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Frequency and value of the contracts to be awarded |
II.1.5)
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Short description of the contract or purchase(s)
Caerphilly County Borough Council wishes to establish a Dynamic Purchasing System (DPS) for the provision of high quality and cost effective transport for the requirements of the Integrated Transport Unit. The requirements will cover taxi, minibus and wheelchair accessible vehicles.
The DPS will cover the services provided by the Integrated Transport Unit, but also makes provision to be utilised by any other departments within the Council.
The nature of the DPS is to provide transport routes via a broad range of appropriate vehicles. Wheelchair accessible vehicles will form part of the requirement. Service Providers are not necessarily expected to have the full range of vehicles stated but will be asked to confirm the numbers and types of vehicles they have available.
The DPS will be structured into three separate lots as detailed below. Full details can be found the appendix No 1, point 2 description of Lots.
Lot 1 - Home to School Transport – Taxi, Minibus and Specially Adapted Vehicle Contracts
Lot 2 - Social Services Transport – Taxi, Minibus and Specially Adapted Vehicle & Contracts
Lot 3 - Ad hoc requirements – Taxi & Minibus Contracts
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=26370.
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II.1.6)
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Common Procurement Vocabulary (CPV)
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60120000 |
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II.1.7)
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Contract covered by the Government Procurement Agreement (GPA) |
II.1.8)
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Division into lots Yes
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II.1.9)
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Will variants be accepted
No |
II.2)
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Quantity or Scope of the Contract
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II.2.1)
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Total quantity or scopeThe Council is establishing a Dynamic Purchasing System and is managing this procurement process in accordance with the Public Contracts Regulations 2015 (the “Regulations”), in line with the Restricted Procedure Regulation 28 and Dynamic Purchasing Systems Regulation 34.
Please note in relation to II.1.3 of this contract notice, this is the setting up of a Dynamic Purchasing System and not a public contract.
This notice involves
For information a Prior Information Notice (PIN) was issued via sell2wales on the 24 November 2014 advising of the procurement opportunity.
This procurement exercise is being carried out electronically, via the Council’s e-tendering portal - Proactis Portal, link detailed below. As such, all documentation and correspondence must be submitted electronically via the Proactis Portal. No oral communication will be undertaken. Failure to comply with the electronic process will eliminate you from the process.
www.proactisplaza.com/SupplierPortal
Selection Criteria
Providers are invited to submit a request to participate in the DPS. Providers must satisfy the selection criteria in order to be admitted to the DPS. The selection criteria consists of pass / fail and information questions. Providers will be required to Pass all elements of the Selection criteria in order to be admitted to the DPS. Any Provider receiving a “Fail” will be eliminated from the process at this stage.
Providers who fail to successfully meet the award criteria of the selection criteria, will have further opportunity to re-submit their offer during the period of validity of the DPS.
Providers will not be requested to submit any costs for routes at this stage of the process.
The period of validity of the Dynamic Purchasing System is four years from the 1 July 2015 – 30 June 2019 with the option to extend for up to a further period of three years, extended on an annual basis.
PROCEDURE AFTER COMPLETEION OF INITIAL DYNAMIC PURCHASING SYSTEM
The DPS registration opportunity shall be opened up for the validity of the DPS following completion of the initial procurement process, with a predetermined close date in order for new provider submissions to be received. The new request shall be issued through the Proactis Portal. The request will remain open until the predetermined close date if there are no new submissions to register onto the DPS. After the predetermined close date the request will close and a new request shall be issued with a new RQST number.
At the point when a provider submits a registration to join the DPS, the provider shall be prompted to send a dialogue to the Buyer via the messaging system of the request, advising of the submission. The Buyer will issue a dialogue message giving notice to any other potential new suppliers that may be in the process of submitting a request to join that the system will close in 48 hours, and then re-open. This entails the Buyer to access new submissions and evaluate within 10 working days. Any new providers will need to submit a request prior to the manual closing of the system or request to join when the system re-opens.
Providers will need to familiarise themselves with the closing dates while requesting to submit a registration to the DPS and monitor the dialogue facility.
Providers shall be notified of the outcome within 10 working days of submission.
Notification shall be provided at the same time to all Providers in regards to the outcome of the selection criteria.
Call for Further Competition
Once the DPS is established contract(s) route(s) shall be issued to all providers that have successfully satisfied the selection criteria who have been placed onto the DPS.
The council intends to run its first further call for competition in July/August 2015 for education transport contracts and any other contract route(s) commencing September 2015.
Integrated Transport Unit shall be responsible for managing the call for Competition for any contract route(s) issued under lot 1 and lot 2. For lot 3, the call for competition shall be undertaken by relevant department with the requirement within the Council. However the process shall follow the same process.
All new requests shall be issued via Proactis-Portal to all providers who have been successfully been submitted to the DPS for the particular lot.
For each new contract route(s) opportunity, a new request shall be issued through the e-tender system Proactis-Portal. An email alert shall be issued to all providers for a particular lot awarded to the DPS for the new opportunity.
A time limit shall be provided to each contract route(s) opportunity, for providers to respond to. Any tenders received after this date and time will not be considered for the contract route(s) opportunities. Routes may be issued in batches or as one off requirements.
The Council is committed to ensuring it achieves value for money from its third party expenditure and the award of contract route(s) for this service provision will be based on the most economically advantageous tender in terms of lowest cost in accordance with the requirements detailed within the tender documentation.
Time Receipt for Call for Further Competition
Time limits for the all contract route(s) opportunities issued under the DPS will vary depending on the requirement.
Sufficient time shall be provided to all Providers awarded to the DPS when being requested to provide prices for contract route(s). Providers shall be requested to respond by a set time and date via the e-tender system, Proactis Portal.
Providers will need to confirm they are in mutual agreement within the Proactis Portal they are in mutual agreement for the following times for receipt of contract route(s).
Normal Requirements between 5 – 10 days
Urgent Requirements between 2 hours and 5 days.
There will be occasions where emergencies may arise, and transport is required at short notice (e.g. same day/next day). The Council reserves the right to select a service provider listed within the DPS, but without competition
SPECIAL REQUIREMENTS
There will be circumstances in which the Council is required to make a professional judgement in matching a particular service users needs to a Service Provider. The Council reserves its right to make these professional judgements based on the needs of the service user and a confirmed need to maintain continuity or based on an individual’s particular behavioural needs
E-Auctions
Please note that one or more Lots included in this tender may be subject to an E-Auction
The reverse E-Auction shall take place on the Authorities E-Tender system Proactis-Portal at a pre-determined date and time, and suppliers shall be invited via the portal.
Further details can be found in the tender document.
The contract period for Individual contracts (routes) shall vary depending on the specific requirement. Full details shall be provided at the call for further competition.
Notification shall be provided at the same time to all Providers in regards to the outcome of the further call for competition.
Full details can be found in the tender documentation.
The deadline for clarification questions regarding this tender is 1200 Hours (Noon) on Thursday 21 May 2015. If a question or request is made after this deadline, the Council may, at its absolute discretion, determine whether to provide a response or not to respond at all. |
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II.2.2)
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Options |
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Provisional timetable for recourse to these options
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Number of possible renewals
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In the case of renewable supplies or service contracts, estimated time frame for subsequent contracts
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Section III: Legal, Economic, Financial and Technical Information
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III.1)
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Conditions Relating to the Contract
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III.1.1)
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Deposits and guarantees required
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III.1.2)
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Main Terms of financing and payment and/or reference to the relevant provisions
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III.1.3)
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Legal form to be taken by the grouping of suppliers, contractors or service providers to whom the contract is to be awarded
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III.1.4)
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Other particular conditions to which the performance of the contract is subject
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III.2)
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Conditions for Participation
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III.2.1)
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Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
(1) 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.
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III.2.2)
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Economic and financial capacity
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III.2.3)
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Technical capacity
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III.2.4)
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Reserved contracts
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Section IV: Procedure
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IV.1)
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Type of Procedure
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Justification for the choice of accelerated procedure
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IV.1.1)
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Have candidates already been selected? No |
IV.1.2)
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Limitations on the number of operators who will be invited to tender or to participate100 |
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Objective criteria for choosing the limited number of candidates
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IV.1.3)
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Reduction of the number of operators during the negotiation or dialogue
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IV.2)
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Award Criteria
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Yes
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No
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No
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IV.2.2)
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An electronic auction will be used Yes
Please note that one or more Lots included in this tender may be subject to an E-Auction during the life of the Dynamic Purchasing System |
IV.3 Administrative Information
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IV.3.1)
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Reference number attributed to the notice by the contracting authority
CCBC/PS1340/15/HS
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IV.3.2)
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Previous publication(s) concerning the same contract
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2014/S 229-404426 27-11-2014
Other previous publications
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IV.3.3)
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Conditions for obtaining specifications and additional documents
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IV.3.4)
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Time-limit for receipt of tenders or requests to participate 01-06-2015
12:00 |
IV.3.5)
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Date of dispatch of invitations to tender or to participate to selected candidates 01-07-2015
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IV.3.6)
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Language or languages in which tenders or requests to participate can be drawn up
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IV.3.7)
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Minimum time frame during which the tenderer must maintain the tender
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IV.3.8)
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Conditions for opening tenders
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Section VI: Other Information
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VI.1)
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Indicate whether this procurement is a recurrent one and the Estimated timing for further notices to be published
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VI.2)
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Does the contract relate to a Project/Programme financed by Community Funds? No
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VI.3)
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Additional Information
(WA Ref:26370)
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VI.4)
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Procedures for appeal
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VI.4.1)
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Body responsible for appeal procedures
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Body responsible for mediation procedures
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VI.4.2)
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Lodging of appeals
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VI.4.3)
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Service from which information about the lodging of appeals may be obtained
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VI.5)
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Dispatch date of this Notice 30-04-2015 |
ANNEX A
Additional Addresses and Contact Points
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III)
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Address and contact points to which Tenders/Requests to Participate must be sent
Caerphilly County Borough Council |
Penallta House, Tredomen Park, Ystrad Mynach |
Hengoed |
CF82 7PG |
UK |
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+44 1443863161 |
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+44 1443863167 |
| www.caerphilly.gov.uk |
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ANNEX B
Information About Lots
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Home to School Transport – Taxi, Minibus and Specially Adapted Vehicle Contracts |
1)
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Short Description
Home to School Transport – Taxi, Minibus and Specially Adapted Vehicle Contracts
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2)
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Common Procurement Vocabulary (CPV)
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60120000 |
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3)
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Quantity or scope
The Integrated Transport Unit provide Home to School / College Transport for all eligible pupils in line with the Authority’s Policy for the provision of transport. The Integrated Transport Unit typically arranges transport for approximately 8300 pupils and students to and from Schools, Colleges and other education establishments each day
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4)
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Indication about different contract dates
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5)
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Additional Information about lots
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ANNEX B
Information About Lots
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Social Services Transport – Taxi, Minibus and Specially Adapted Vehicle & Contracts |
1)
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Short Description
Social Services Transport – Taxi, Minibus and Specially Adapted Vehicle & Contracts
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2)
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Common Procurement Vocabulary (CPV)
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60120000 |
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3)
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Quantity or scope
The Integrated Transport Unit also provide transport on behalf of Social Services for eligible Service Users. This can take the form of voluntary provision or via third party providers. Services will include (but not exclusively) Home to Day Care; Home to Respite;
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4)
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Indication about different contract dates
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5)
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Additional Information about lots
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ANNEX B
Information About Lots
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Ad hoc requirements – Taxi & Minibus Contracts |
1)
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Short Description
Ad hoc requirements – Taxi & Minibus Contracts
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2)
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Common Procurement Vocabulary (CPV)
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60120000 |
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3)
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Quantity or scope
In addition to the requirements of the Integrated Transport Unit for home-to-school and Social Services transport, other departments within the Authority may have the need to purchase transport and shall utilise the providers awarded to this lot.
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4)
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Indication about different contract dates
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5)
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Additional Information about lots
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