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

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 is seeking a skilled supplier for the provision of dog kennels for the housing of stray dogs seized by or received by Caerphilly County Borough Council (hereafter referred to as The Council) under the provisions of the Environmental Protection Act 1990 and other legislation as appropriate relating to the seizure of stray dogs.

The dogs shall be held at the kennels for confinement for a statutory seven-day period (or nine day period for dogs whose owners have received Section 149 notice) excluding the day of delivery/contact with the owner. Then for a further period as deemed necessary to facilitate the proper re-homing of the dog.

Facilities are to be provided by the kennels for receipt of dogs either from;

(i) Officers of the Council

(ii) Members of the Public

(iii) The Police.

The Contractor (hereafter called the contractor) shall be able to provide dog-kennelling facilities for an estimated 450 dogs a year for use by The Council. The anticipated number of dogs arriving each week will be around 8-10, but the contractor must have the capacity to hold up to 10-15 dogs at any time to cover peak periods (not including dogs that may held on behalf of any business or any other authority.

The number of stray dogs collected by or on behalf of the Council is variable, and will depend on the number of dogs reported to the Council and the ability of the Council to collect the dogs.

The kennel or its nominated reception centre should be within 15 miles (measured by road) from the Ty Pontllanfraith (postcode NP122YW), to ensure that Council Officers and Caerphilly residents can readily access the facility, unless a dog collection and delivery service is provided.

The dogs shall be held and cared for as appropriate by the Contractor for confinement for a seven-day period (or as outlined below) excluding the day of delivery / contact with the owner.

The dogs may be disposed of by

(i) Being reclaimed by their owners within the seven-day period.

(ii) Being re-homed by the Contractor to an approved re-homing charity, or

(iii) Notifying the Council that re-homing has not proved possible, and that the dog therefore needs to be collected by CCBC and taken to a veterinary surgery to be euthanized.

The Contractor must be licensed throughout the contract period by the Local Authority in which the premises is situated under the provisions of the Animal Boarding Establishments Act 1963 and hold a licence to board a minimum number of 10 dogs at any one time on behalf of the Council in addition to any other contractual obligations.

The Contractor shall ensure that at all times all the conditions relating to dogs prescribed on the Licence to Board Animals (under the above Act) are met in full. In particular the Contractor shall ensure that the dogs are treated humanely and that the kennels meet the standards laid out in the latest C.I.E.H guidance on Boarding Establishments.

The contractor must have suitable and sufficient Employers & Public Liability Insurance to the amount of £5 million per policy.

The definition of a stray dog is a dog unsupervised in a public place, regardless of whether it is wearing a collar and tag or is micro-chipped. No dogs other than stray dogs found in the Caerphilly CBC area are covered by this agreement.

The Council may on occasion request that the Contractor house dogs other than stray dogs (for example the kennelling of dogs where their owners are in hospital), but these must be invoiced separately and directly to the department placing the dog in the kennels, and are not part of this contract.

Kennel facilities

The contractor must ensure that:

The dogs are kept in accommodation suitable in respect of the:

a) Construction & size of quarters

b) Number of occupants

c) Exercising facilities

d) Temperature

e) Lighting

f) Ventilation

The kennelling facilities must, at all times, comply with the requirements of the Animal Boarding Establishment Licence.

Each occupied kennel must be cleansed daily. All excreta and soiled material must be removed from all areas used by dogs at least twice per day and more often if necessary, and the cleaning regime must be documented as appropriate.

Bedding areas must be kept clean and dry. Kennels, kennel fittings and bedding held vacant for the receipt of dogs must have been thoroughly cleansed, disinfected and dried before dogs are accommodated

Waste arising may only be disposed of via appropriately licensed carriers or disposal method agreed with local regulatory authorities.

The dogs must be adequately supplied with food and drink and bedding material, adequately exercised and visited daily to ascertain their health and condition. For the first 2-3 days the dogs must be fed with sensitivity dog food to be provided by kennels.

Dogs should be adequately exercised for 30 minutes and, in addition, given opportunities to go to the toilet outside of their kennel each day.

Adequate provision must be made for the protection of the dogs in the event of fire or other emergency, including in any reception facility where used. These arrangements should be agreed with the Fire Officer, and details displayed so that arrangements can be quickly put in place if needed.

All reasonable precautions must be taken to prevent the transmission of disease, including:

· A separate reception area for dogs received under the provisions of this contract.

· Provision of 2 number isolation kennels in addition to the number identified above.

No more than one dog may be kept in each kennel, except in the case of puppies of the same litter or bitches with puppies where dogs are known to be of the same group and accustomed to company. In these circumstances, occupation of the kennels shall be such that the size is still considered adequate for the dogs in the kennel.

The socialisation of dogs must be considered in addition to their other welfare needs. In particular kennels should, where possible, be designed so that dogs can see each other, but can also access an area where they cannot be seen by other dogs and can feel safe. Where there are solid partitions between kennels, viewing platforms should be considered.

Part, or all, of the dogs food ration should be provided in an activity feeder, for example, food-filled Kongs, where appropriate.

Suitable toys must be provided, and changed as necessary to ensure they retain their entertainment value.

Human contact should be provided to play and interact with the dogs, particularly where they are unable to see or play with other dogs.

All staff responsible for the care of dogs and kennels must be subject to systematic, documented training commensurate with their duties, and a record of this training must be maintained.

The contractor must ensure compliance with:

· Health and Safety at work Act 1974 and regulations made there under Environmental Protection Act 1990

· Dangerous Dogs Act 1991

· Protection of Animals Act 1911

· Animal Boarding Establishment Act 1964

· Animal Health Act 1981

· Breeding of Dogs Act 1991 and 1973

· Dangerous Wild Animals Act 1976

· Animal Welfare Act 2007

The Stray Dog Register

A register must be kept containing the description of any dog taken into kennels together with the date and manner of arrival and departure, the name and address of the owner (if known), any veterinary treatment received and method of disposal, and any other information required to be recorded in order that the Council may fulfil it’s statutory duties and report to other statutory bodies as appropriate.

The register must be kept on the premises and to be available at all times for inspection by any nominated Council Officer.

Access and Times of Operation of Reception:

A notice containing all relevant charges and contact details (supplied by the Council) must be on display in a position clearly visible to members of the public delivering or picking up dogs.

The Contractor shall make available facilities for the reception and collection of dogs:

· From members of the public - Between the hours of 08.00 to 17.00 Monday to Sunday (Except Bank Holidays).

· From Officers of the Council - Between the hours of 08.00 to 22.00 Monday to Sunday (Except Bank Holidays).

· From the Police - Between the hours of 08.00 to 22.00 Monday to Sunday (Except Bank Holidays).

The nominated Council Officer must be allowed, at any reasonable time, access to all parts of the premises for the purpose of ensuring that the terms of this specification are being adhered to.

Where there are security concerns, the Contractor may ask the Council to advise anyone visiting the kennels at certain times, for example when it is dark, that they must ring ahead so that the kennels are expecting them.

Any changes to the nominated opening hours and the Contractor providing these must, except in cases of emergency, be notified to the Council at least one week in advance.

No dogs should be accepted from any person or organisation other than the

Dog Wardens, unless the person delivering the dog confirms the following, in writing:

· That the dog was found straying, and the owner of the dog is not known to the person delivering the dog.

· Where and when the dog was found straying within the Caerphilly CBC area, and their name and address (the person delivering the dog).

Evidence of the person’s identity should be sought, such as a driver’s licence or passport, and a form to confirm these points should be completed and signed by the person delivering the dog.

Out of Hours

The Contractor shall provide an acceptance point for stray dogs from the police and public between the hours of:

· 17.00 to 22.00 Monday to Friday.

· 08.00 to 22.00 Saturday and Sunday.

The Contractor must house all stray dogs on a single site.

During the out of hours service provision confirmation must be received that the reception of the dog has been authorised by the EHO on standby.

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=12585.

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

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

The Contractor must be licensed throughout the contract period by the Local Authority in which the premises is situated under the provisions of the Animal Boarding Establishments Act 1963 and hold a licence to board a minimum number of 10 dogs at any one time on behalf of the Council in addition to any other contractual obligations.

The Contractor shall ensure that at all times all the conditions relating to dogs prescribed on the Licence to Board Animals (under the above Act) are met in full. In particular the Contractor shall ensure that the dogs are treated humanely and that the kennels meet the standards laid out in the latest C.I.E.H guidance on Boarding Establishments.

The contractor must have suitable and sufficient Employers & Public Liability Insurance to the amount of £5 million per policy.

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

CCBC/PS1259/14/NE

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

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.

(WA Ref:12585)

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