CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

1.3

Completed documents must be returned to:

2 Contract Details

2.1

Title

CONTRACT FOR MAINTENANCE West/Mid Wales

2.2

Description of the goods or services required

1. Tender Details

Contract value: £80,000 approximately, over a 2 year period, with a possible 1 year extension.

We are looking to procure a provider for the following – the repair and maintenance of building fabric, mechanical and electrical assets. Planned, preventative maintenance and reactive maintenance services will be required. Low value optional project and minor works are also within scope , not limited to roof repairs, new heating installations, electrical works, decoration. To cover the following office locations.

CROSS HANDS

ABERYSTWYTH

PEMBROKE DOCK

CARMARTHEN

HAVERFORD WEST

LLANELLI

NEATH

NEWTOWN

SWANSEA

CROSS HANDS

1. Tenders for this work can be submitted in Welsh

2. Tenders submitted in Welsh will not be treated less favourably than those submitted in English.

3. The closing dates for the Tender will be the same for those submitted in Welsh and English

4. The timetable for responding to the bids in Welsh will be the same as those submitted in English

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=133432.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.sell2wales.gov.wales/sitehelp/help_guides.aspx.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

2.1. The successful tenderer will be appointed as “Maintenance and Minor works Contractors” to undertake such work in the area as instructed by the “property team” or the professional consultants acting on behalf of Careers Wales. This work would be carried out on a “day work basis” as the information within this agreement for which competitive rates are to be submitted.

All invoices submitted to Careers Wales must include a purchase order number and shall also clearly state the type of contractor undertaking the work, their hourly rate as agreed within the tender submission and time at the property. All materials should be itemised separately. All general administrative services are to be included within the rates. Careers Wales reserves the right to request evidenced proof by means of actual supplier invoices that have been marked up.

.

1.2 It is intended that the appointed contractors will provide their own employees also specialist subcontractors such as plumbers and electricians, who will be required to be registered/certified for their service, together with adequate management and supervision

1.3 Where further specialist services are required, the appointed contractor will be responsible for their engagement, i.e. scaffolding; asbestos; structural steelwork; timber infestation; damp proofing and such works for which invoices will be required as agreed prior to production of the purchase order.

1.4 It will be necessary to ensure that insurance is in place as follows:

2. Employer's (Compulsory) Liability Insurance - 5,000,000 GBP

3. Public Liability Insurance - 5,000,000 GBP

3.1 These instructions are designed to ensure clarity and that all Tenderers are given equal and fair consideration.

3.2 Set out below is the proposed procurement timetable that is intended as a guide and although it is not intended to depart from this it reserves the right to do so at any stage.

Invitation date 21/07/2023

Closing date and receipt of tender 11/08/2023

Evaluation and notification of appointment 18/08/2023

Commencement date of appointment 01/09/2023

Closing date for questions 02/08/2023

3.3 All unsuccessful Tenderers will be provided with an “unsuccessful letter” notifying them of the outcome of the evaluation exercise and the name of the successful tenderer/s.

3.4 In connection with the service, price and quality will be taken into consideration and the tenderer with the highest mark in each area will be ranked first in the area:.

3.5 Any Tender received after 12 noon on 11/08/2023 may be rejected unless the Tenderer can provide irrefutable evidence that the Tender was capable of being recovered by the due date and time.

3 Conditions for Participation

3.1

Minimum standards and qualification required

Scoring Criteria

Tenderers should read these instructions carefully before completing the Tender documentation. Failure to comply with these requirements may result in the rejection of the Tender.

Price 40%

Tenderers are requested to supply “hourly rates” for the following type of contractors. We will calculate the average price for each category. With a score of 10% per category. Only provide rates for the category headings below – incorrect headers will receive zero marks.

 Electrician cost for the first hour and hourly cost for any subsequent hours 10 marks

 Plumber– cost for the first hour and hourly cost for any subsequent hours 10 marks

 Tradesman first hour– cost for the first hour and hourly cost for any subsequent hours 10 marks

 General operative / handyman : cost for the first hour and hourly cost for any subsequent hours 10 marks

Tenderers are reminded that the above rates should include an element of uplift to take into account travelling time and travelling expenses as these cannot be invoiced separately. Cost will accrue from the time of arrival at the property to the time of leaving the property. Timesheets need to be completed and countersigned by a member of Careers Wales staff for all maintenance visits.

Example of scoring methodology where Price is worth 10 Marks

Tradesman first hour £30, subsequent hour £10 the average hourly rate for this category would be £20

E.g. three tenders bids received – Bid 1 - average rate for plumber £40, Bid 2 average rate for plumber £60 and Bid 3 average rate for plumber - £80

Bid 1 would receive a score of 10

Bid 2

(£20//£40) 50% higher

60% - (60% * 50.0) = a score of 5

Bid 3

(£40/£40) 100% higher

35% - (35% * 100.00*) = a score of 0

Quality: 60 marks

o Previous work in this area 10% for each example – total 30 marks

Please provide three examples of similar work undertaken in the last 3 years – maximum 500 words per example

o Describe your quality management system, and accompanying policies, processes and procedures such as planned and unannounced spot-checks, inspections and audits during work delivery. 300 words 10 marks

Environment 15%

We have a target to achieve net zero carbon emissions by 2030. Please provide evidence of how your organisation demonstrate sustainability principles. What measures and standards have you implemented to minimise your carbon footprint.

Ethical Employment 5%

CCDG has adopted the Welsh Government‘s code of practice on ethical procurement in supply chains.

Please describe how you will commit to fair working practices for workers engaged in the delivery of this contract (including any agency or sub-contracted workers

We would like to bring to the attention of our perspective suppliers guidance on the code of ethical supply chains as published by the Welsh Government.

https://gov.wales/topics/improvingservices/bettervfm/code-of-practice/?lang=en

Adopting the code voluntarily is not a requirement of this tender.

The above sections will be awarded marks based on the following criteria:

• Very good or fully compliant submission which meets all requirements and is fully explained in comprehensive detail - between 90 and 100% of the marks available

• Good or fully compliant submission, which meets all the requirements and is explained in reasonable detail - between 70% and 80% of the marks available.

• Satisfactory or compliant submission which meets the essential requirements and is explained in adequate detail - between 50% and 60% of the marks available.

• Weak or partially compliant submission where some areas fall short of requirements and poorly explained - between 30% and 40% of the marks available.

• Unacceptable or non-compliant (major issues) submission which fails to meet requirements and Is not explained- between 10% and 20% of the marks available.

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

N/a

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

1.1 Career Choices Dewis Gyrfa Ltd (CCDG) is a wholly owned subsidiary of the Welsh Government which was formed on 1 April 2013. Trading as Gyrfa Cymru Careers Wales, we provide the all age independent and impartial careers information, advice and guidance service for Wales.

We deliver a remit set by the Minister for Education and Skills and support the Welsh Government’s strategic objectives as identified in the Programme for Government and related Welsh Government policies, such as the Youth Engagement and Progression Framework (YEPF). The overall focus for our service is to help people make effective decisions and become independent in managing their careers. This includes making realistic career decisions and plans, and ensuring successful progression and positive outcomes for individuals, who we support to gain appropriate training, further learning or employment. Our work helps to develop the nation’s skills base and to support the effectiveness of expenditure on education and training, thereby contributing to the economic and social well-being of Wales.

1. Tenders for this work can be submitted in Welsh

2. Tenders submitted in Welsh will not be treated less favourably than those submitted in English.

3. The closing dates for the Tender will be the same for those submitted in Welsh and English

4. The timetable for responding to the bids in Welsh will be the same as those submitted in English

(WA Ref:133432)

5.2

Additional Documentation

5.3

Publication date of this notice