Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Caerphilly County Borough Council
Penallta House, Tredomen Park, Ystrad Mynach
Hengoed
CF82 7PG
UK
Telephone: +44 1443863161
E-mail: knibba@caerphilly.gov.uk
Fax: +44 1443863167
NUTS: UKL16
Internet address(es)
Main address: www.caerphilly.gov.uk
Address of the buyer profile: http://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0272
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://supplierlive.proactisp2p.com/Account/Login
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://supplierlive.proactisp2p.com/Account/Login
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:
https://supplierlive.proactisp2p.com/Account/Login
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Dynamic Purchasing System for Grounds Maintenance, Playground and Landscaping Contractors
Reference number: CCBC/PS1501/17/AK
II.1.2) Main CPV code
77314000
II.1.3) Type of contract
Services
II.1.4) Short description
Caerphilly County Borough Council ('The Council') is seeking to establish a Dynamic Purchasing System (DPS) for grounds maintenance services, playground and landscaping contractors
II.1.6) Information about lots
This contract is divided into lots:
Yes
Tenders may be submitted for all lots
II.2) Description
Lot No: 1
II.2.1) Title
General Grounds Maintenance Services
II.2.2) Additional CPV code(s)
77314000
43325100
45112723
45112720
39293300
77314100
77312000
45111213
45111200
45112712
45236230
03451300
45112710
45112711
45112722
45112714
45112713
03100000
03120000
03121000
77000000
77300000
03121100
03441000
03452000
77315000
77313000
77310000
03111000
II.2.3) Place of performance
NUTS code:
UKL16
Main site or place of performance:
Caerphilly County Borough and surrounding Gwent Valleys
II.2.4) Description of the procurement
All types of grounds maintenance including but not limited to
Shrub / Floral Bed Maintenance including supply of plants, shrubs, trees and other horticultural products;
Grass Cutting;
Strimming;
Watering (hanging baskets, tubs, troughs, flower beds etc.);
Field Maintenance;
Litter Picking Services;
Clearance (gardens, hedgerows etc.).
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: Yes
Description of renewals:
The Council reserves the right to extend or shorten the DPS validity period at its own discretion.
II.2.9) Information about the limits on the number of candidates to be invited
Objective criteria for choosing the limited number of candidates:
The envisaged number of Contractors that may participate in the DPS is difficult to predict. The procurement exercise for the DPS is being carried out electronically, via the Council's e-tendering portal — Proactis Plaza (Proactis Plaza), www.proactisplaza.com/Supplier Portal. The Council's full requirements for the DPS are available via Proactis Plaza, and 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 may delay or eliminate you from joining the DPS. Applications from Contractors to join the DPS must be received in accordance with the relevant instructions no later than the time and date indicated.
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
Yes
Identification of the project:
At this time there are no specific projects or programmes information will be made available to the Economic Operator(s) as appropriate
Lot No: 2
II.2.1) Title
Tree works / Hedge cutting
II.2.2) Additional CPV code(s)
77211300
77211400
77211500
77211600
77340000
77341000
77342000
II.2.3) Place of performance
NUTS code:
UKL16
Main site or place of performance:
Caerphilly County Borough and surrounding Gwent Valleys
II.2.4) Description of the procurement
Provision of all tree work and hedge works, including but not limited to maintenance, cutting, pruning, felling, clearance, trimming etc.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: Yes
Description of renewals:
The Council reserves the right to extend or shorten the DPS validity period at its own discretion.
II.2.9) Information about the limits on the number of candidates to be invited
Objective criteria for choosing the limited number of candidates:
The envisaged number of Contractors that may participate in the DPS is difficult to predict. The procurement exercise for the DPS is being carried out electronically, via the Council's e-tendering portal — Proactis Plaza (Proactis Plaza), www.proactisplaza.com/Supplier Portal. The Council's full requirements for the DPS are available via Proactis Plaza, and 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 may delay or eliminate you from joining the DPS. Applications from Contractors to join the DPS must be received in accordance with the relevant instructions no later than the time and date indicated.
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
Yes
Identification of the project:
At this time there are no specific projects or programmes information will be made available to the Economic Operator(s) as appropriate
Lot No: 3
II.2.1) Title
Spraying
II.2.2) Additional CPV code(s)
77312100
77312000
24451000
24457000
45112730
48100000
II.2.3) Place of performance
NUTS code:
UKL16
Main site or place of performance:
Caerphilly County Borough and surrounding Gwent Valleys
II.2.4) Description of the procurement
Spraying services including but not limited to weed spraying of foot paths, pavements and highways weed control etc. Provision of system to record and monitor weed control provision.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: Yes
Description of renewals:
The Council reserves the right to extend or shorten the DPS validity period at its own discretion.
II.2.9) Information about the limits on the number of candidates to be invited
Objective criteria for choosing the limited number of candidates:
The envisaged number of Contractors that may participate in the DPS is difficult to predict. The procurement exercise for the DPS is being carried out electronically, via the Council's e-tendering portal — Proactis Plaza (Proactis Plaza), www.proactisplaza.com/Supplier Portal. The Council's full requirements for the DPS are available via Proactis Plaza, and 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 may delay or eliminate you from joining the DPS. Applications from Contractors to join the DPS must be received in accordance with the relevant instructions no later than the time and date indicated.
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
Yes
Identification of the project:
At this time there are no specific projects or programmes information will be made available to the Economic Operator(s) as appropriate
Lot No: 4
II.2.1) Title
Flail Mowing and associated Works (including working on highways)
II.2.2) Additional CPV code(s)
77314100
77342000
45112700
45233229
77314000
II.2.3) Place of performance
NUTS code:
UKL16
Main site or place of performance:
Caerphilly County Borough and surrounding Gwent Valleys
II.2.4) Description of the procurement
Flail Mowing and associated work, including working on Highways)
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: Yes
Description of renewals:
The Council reserves the right to extend or shorten the DPS validity period at its own discretion.
II.2.9) Information about the limits on the number of candidates to be invited
Objective criteria for choosing the limited number of candidates:
The envisaged number of Contractors that may participate in the DPS is difficult to predict. The procurement exercise for the DPS is being carried out electronically, via the Council's e-tendering portal — Proactis Plaza (Proactis Plaza), www.proactisplaza.com/Supplier Portal. The Council's full requirements for the DPS are available via Proactis Plaza, and 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 may delay or eliminate you from joining the DPS. Applications from Contractors to join the DPS must be received in accordance with the relevant instructions no later than the time and date indicated.
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
Yes
Identification of the project:
At this time there are no specific projects or programmes information will be made available to the Economic Operator(s) as appropriate
Lot No: 5
II.2.1) Title
Playground Equipment Provision, Replacements and Installations
II.2.2) Additional CPV code(s)
37535200
43325000
37410000
45112723
45112720
50870000
44114200
43413000
44114100
II.2.3) Place of performance
NUTS code:
UKL16
Main site or place of performance:
Caerphilly County Borough and surrounding Gwent Valleys
II.2.4) Description of the procurement
Playground Equipment Provision, Replacements and Installations (including but not limited to site re-instatement, repairs and maintenance and purchase, design & installation of playgrounds and outdoor sports equipment)
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: Yes
Description of renewals:
The Council reserves the right to extend or shorten the DPS validity period at its own discretion.
II.2.9) Information about the limits on the number of candidates to be invited
Objective criteria for choosing the limited number of candidates:
The envisaged number of Contractors that may participate in the DPS is difficult to predict. The procurement exercise for the DPS is being carried out electronically, via the Council's e-tendering portal — Proactis Plaza (Proactis Plaza), www.proactisplaza.com/Supplier Portal. The Council's full requirements for the DPS are available via Proactis Plaza, and 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 may delay or eliminate you from joining the DPS. Applications from Contractors to join the DPS must be received in accordance with the relevant instructions no later than the time and date indicated.
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
Yes
Identification of the project:
At this time there are no specific projects or programmes information will be made available to the Economic Operator(s) as appropriate
Lot No: 6
II.2.1) Title
Hard and Soft Landscaping Maintenance and Works (works with an estimated value below 25,000GBP)
II.2.2) Additional CPV code(s)
45112700
45112710
45112711
45112712
45112713
45112720
45112714
45112723
71421000
71420000
71400000
II.2.3) Place of performance
NUTS code:
UKL16
Main site or place of performance:
Caerphilly County Borough and surrounding Gwent Valleys
II.2.4) Description of the procurement
All hard and soft Landscaping Maintenance and Works (works with an estimated value below 25,000GBP)
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: Yes
Description of renewals:
The Council reserves the right to extend or shorten the DPS validity period at its own discretion.
II.2.9) Information about the limits on the number of candidates to be invited
Objective criteria for choosing the limited number of candidates:
The envisaged number of Contractors that may participate in the DPS is difficult to predict. The procurement exercise for the DPS is being carried out electronically, via the Council's e-tendering portal — Proactis Plaza (Proactis Plaza), www.proactisplaza.com/Supplier Portal. The Council's full requirements for the DPS are available via Proactis Plaza, and 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 may delay or eliminate you from joining the DPS. Applications from Contractors to join the DPS must be received in accordance with the relevant instructions no later than the time and date indicated.
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
Yes
Identification of the project:
At this time there are no specific projects or programmes information will be made available to the Economic Operator(s) as appropriate
Lot No: 7
II.2.1) Title
Hard and Soft Landscaping Maintenance and Works (works with an estimated value between 25,000GBP and 75,000GBP)
II.2.2) Additional CPV code(s)
45112700
45112710
45112711
45112712
45112713
45112714
45112720
45112723
71421000
71420000
71400000
II.2.3) Place of performance
NUTS code:
UKL16
Main site or place of performance:
Caerphilly County Borough and surrounding Gwent Valleys
II.2.4) Description of the procurement
All hard and soft landscaping maintenance and works (works with an estimated value between 25,000GBP and 75,000GBP)
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: Yes
Description of renewals:
The Council reserves the right to extend or shorten the DPS validity period at its own discretion.
II.2.9) Information about the limits on the number of candidates to be invited
Objective criteria for choosing the limited number of candidates:
The envisaged number of Contractors that may participate in the DPS is difficult to predict. The procurement exercise for the DPS is being carried out electronically, via the Council's e-tendering portal — Proactis Plaza (Proactis Plaza), www.proactisplaza.com/Supplier Portal. The Council's full requirements for the DPS are available via Proactis Plaza, and 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 may delay or eliminate you from joining the DPS. Applications from Contractors to join the DPS must be received in accordance with the relevant instructions no later than the time and date indicated.
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
Yes
Identification of the project:
At this time there are no specific projects or programmes information will be made available to the Economic Operator(s) as appropriate
Lot No: 8
II.2.1) Title
Hard and Soft Landscaping Maintenance and Works (works with an estimated value above 75,000GBP)
II.2.2) Additional CPV code(s)
45112700
45112710
45112711
45112712
45112713
45112714
45112720
45112723
71421000
71420000
71400000
II.2.3) Place of performance
NUTS code:
UKL16
Main site or place of performance:
Caerphilly County Borough and surrounding Gwent Valleys
II.2.4) Description of the procurement
Lot 8 – Hard and Soft Landscaping Maintenance and Works (works with an estimated value above 75,000GBP)
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: Yes
Description of renewals:
The Council reserves the right to extend or shorten the DPS validity period at its own discretion.
II.2.9) Information about the limits on the number of candidates to be invited
Objective criteria for choosing the limited number of candidates:
The envisaged number of Contractors that may participate in the DPS is difficult to predict. The procurement exercise for the DPS is being carried out electronically, via the Council's e-tendering portal — Proactis Plaza (Proactis Plaza), www.proactisplaza.com/Supplier Portal. The Council's full requirements for the DPS are available via Proactis Plaza, and 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 may delay or eliminate you from joining the DPS. Applications from Contractors to join the DPS must be received in accordance with the relevant instructions no later than the time and date indicated.
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
Yes
Identification of the project:
At this time there are no specific projects or programmes information will be made available to the Economic Operator(s) as appropriate
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
List and brief description of selection criteria:
Selection criteria as stated in the procurement documents.
Under the DPS the Council will require compliance with its policies and procedures and Contractors are advised and encouraged to satisfy themselves that they understand all of the requirements of the DPS before submitting their application.
Minimum level(s) of standards required:
Ensure compliance with all Health and Safety and other legislative requirements.
III.2) Conditions related to the contract
III.2.2) Contract performance conditions
The specific requirements for individual contract performance conditions that maybe procured under the DPS cannot be clearly defined at this stage, however full details (if applicable on a contract by contract basis) will be available via the mini competitions and associated Invitation to Tender documentation.
III.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Restricted procedure
IV.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the setting up of a dynamic purchasing system
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
15/12/2017
Local time: 12:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date:
01/02/2018
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
CY
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Yes
Estimated timing for further notices to be published:
The Council reserves the right to extend or shorten the DPS validity period at its own discretion.
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
The procurement is to be processed in accordance with the Public Contract Regulations 2015 (the Regulations)in line with the Restricted Procedure Regulation 28 and Dynamic Purchasing Systems Regulation 34.
Contractors must express an interest in this DPS by completing the following:
1.Log in to the Proactis Supplier Portal at https://supplierlive.proactisp2p.com/Account/Login
2.Click the ‘Sign Up’ option on the Portal homepage (If already registered go to point 11).
3.Enter your correct Organisation Name, Details and Primary Contact Details.
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 follow a link to activate your account.
6.Please enter the information requested, clicking on the blue arrow to move on to the next stage and follow the instructions ensuring that you enter all applicable details.
7.In the Classification section please ensure that you select the Product Classification Codes (CPV Codes) that appear in the tender notice, it is essential that only CPV Codes specific to your organisation are added to your profile.
8.Buyer Selection. At this stage you are required to indicate which Buyer Organisations you would like to register with. Please remember to register with Caerphilly to ensures that you will be alerted to all relevant opportunities.
9.Terms & Conditions. Read the terms & conditions of the use of this Supplier Portal and tick the box to denote you have read and understood the terms and that you agree to abide by them. If you do not agree you cannot complete the registration process.
Once you have agreed click on the blue arrow to move on to the next stage.
10.Insert a password for the admin user and repeat it. The password MUST be between 6 and 50 characters in length. It must contain at least 2 number(s). Once completed select ‘Complete Registration’ and you will enter the Supplier Home page.
11.From the Home Page, go to the ‘Opportunities’ icon, all current opportunities will be listed. Click on the blue arrow under the field ‘Show Me’ of the relevant opportunity then click to register your interest on the applicable button.
12.Refresh your screen by clicking on the opportunities icon located on the left hand side, to view the opportunity click the blue arrow.
13.Note the closing date for completion of the relevant project. To find all available documentation please drop down the ‘Request Documents’ option and click to download all documents.
14.You can now either complete your response or ‘Decline’ this opportunity.
All queries are to be made via the messaging system on the Proactis portal. Please note we will not accept any questions/queries via telephone/email. Supplier guides are available via the portal and this contract notice detailing how to use the eTender system.
If you require assistance please contact Natasha Ford 01443 863075 — fordn@caerphilly.gov.uk or the procurement team on 01443 863161. Procurement Clinics are also available should you require further assistance when completing and submitting your tender or for general tendering advice aside from this process.
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=71773.
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:
If appropriate and depending on requirements Community Benefits will be included in subsequent mini competitions.
(WA Ref:71773)
The buyer considers that this contract is suitable for consortia bidding.
VI.4) Procedures for review
VI.4.1) Review body
Caerphilly County Borough Council
Penallta House, Tredomen Park, Ystrad Mynach
Hengoed
CF82 7PG
UK
Telephone: +44 1443863161
Fax: +44 1443863167
Internet address(es)
URL: www.caerphilly.gov.uk
VI.5) Date of dispatch of this notice
13/11/2017