Caerphilly County Borough Council Translation Services Tender

Caerphilly County Borough Council Translation Services Tender

Provision of Translation and Interpretation Services for Welsh Language, BSL and Other Languages.

United Kingdom-Hengoed: Translation services

2017/S 006-008568

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Caerphilly County Borough Council
Penallta House, Tredomen Park, Ystrad Mynach
Hengoed
CF82 7PG
United Kingdom
Contact person: Chris Davidge
Telephone: +44 1443863161
E-mail: davidc1@caerphilly.gov.uk
Fax: +44 1443863167
NUTS code: 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.2)Joint procurement

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 submitted electronically via: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:

Provision of Translation and Interpretation Services for Welsh Language, BSL and Other Languages.

Reference number: CCBC/PS1446/CD/16

II.1.2)Main CPV code

79530000

II.1.3)Type of contract

Services

II.1.4)Short description:

Tenders are invited for the supply of services in respect of Translation and Interpretation services for Welsh Language, British Sign Language and other Languages. It is the intention of the Council to establish a Framework Agreement which will consist of a number providers under a lotting structure. The Framework is designed to ensure that in terms of the translation and interpretation provision required, the Council has access to a range of providers who can help to deliver the different language requirements, in writing, over the telephone and face-to-face.

II.1.5)Estimated total value

Value excluding VAT: 200 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for all lots
II.2)Description

II.2.1)Title:

Welsh Language — Written Work between 2 001 and 5 000 words

Lot No: 2

II.2.2)Additional CPV code(s)

79530000

II.2.3)Place of performance

NUTS code: UKL16
Main site or place of performance:

Caerphilly County Borough.

II.2.4)Description of the procurement:

The Council’s Corporate Policy Unit is responsible for arranging all written Welsh language translation for the Council. This is provided by a mix of in-house translation services and some urgent, large or technical work being sent to external providers. The primary method of requesting work and receiving the completed text in return will be via email. The timescales for a provider to respond to an order under this Lot for between 2 001 — 5 000 words is within a maximum of 8 working days. To be priced on a Non Technical English (Charge per Word) including Proofreading.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

12-Month Option to Extend.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

The price rates will be fixed for 12 months at a time, to be reviewed annually for the next financial year.

II.2)Description

II.2.1)Title:

Welsh Language — Written Work between 5 001 and 10 000 words

Lot No: 3

II.2.2)Additional CPV code(s)

79530000

II.2.3)Place of performance

NUTS code: UKL16
Main site or place of performance:

Caerphilly County Borough.

II.2.4)Description of the procurement:

The Council’s Corporate Policy Unit is responsible for arranging all written Welsh language translation for the Council. This is provided by a mix of in-house translation services and some urgent, large or technical work being sent to external providers. The primary method of requesting work and receiving the completed text in return will be via email. The timescales for a provider to respond to an order under this Lot for between 5 001 — 10 000 words is within a maximum period of 12 working days. To be priced on a Non Technical English (Charge per Word) including Proofreading.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

12-Month Option to Extend.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

The price rates will be fixed for 12 months at a time, to be reviewed annually for the next financial year.

II.2)Description

II.2.1)Title:

Welsh Language — Written Work between 10 001 and 20 000 words

Lot No: 4

II.2.2)Additional CPV code(s)

79530000

II.2.3)Place of performance

NUTS code: UKL16
Main site or place of performance:

Caerphilly County Borough.

II.2.4)Description of the procurement:

The Council’s Corporate Policy Unit is responsible for arranging all written Welsh language translation for the Council. This is provided by a mix of in-house translation services and some urgent, large or technical work being sent to external providers. The primary method of requesting work and receiving the completed text in return will be via email. The timescales for a provider to respond to an order under this Lot for between 10 001 — 20 000 words is within a maximum period of 24 working days. To be priced on a Non Technical English (Charge per Word) including Proofreading.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

12-Month Option to Extend.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

The price rates will be fixed for 12 months at a time, to be reviewed annually for the next financial year.

II.2)Description

II.2.1)Title:

Welsh Language — Written Work over 20 001 words

Lot No: 5

II.2.2)Additional CPV code(s)

79530000

II.2.3)Place of performance

NUTS code: UKL16
Main site or place of performance:

Caerphilly County Borough.

II.2.4)Description of the procurement:

The Council’s Corporate Policy Unit is responsible for arranging all written Welsh language translation for the Council. This is provided by a mix of in-house translation services and some urgent, large or technical work being sent to external providers. The primary method of requesting work and receiving the completed text in return will be via email. The timescales for a provider to respond to an order under this Lot for between 20 001 words are to be agreed by the Council and Provider. The Council would expect on average that a minimum of 500 words would be translated per day. To be priced on a Non Technical English (Charge per Word) including Proofreading.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

12-Month Option to Extend.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

The price rates will be fixed for 12 months at a time, to be reviewed annually for the next financial year.

II.2)Description

II.2.1)Title:

To provide British Sign Language (BSL) / English interpretation work on behalf of the Council

Lot No: 7

II.2.2)Additional CPV code(s)

79530000

II.2.3)Place of performance

NUTS code: UKL16
Main site or place of performance:

Caerphilly County Borough.

II.2.4)Description of the procurement:

BSL is often required by service areas when dealing with Deaf customers, either in Council offices or for some home visits. Individual service areas will be responsible for booking the interpreters from this list and for paying the invoices once the work has been completed, which will include the costs of the hourly rate and travelling expenses incurred. Timescales for this service from receipt of an Official Order, two to five days depending upon the language required. Events or meetings would usually be held during normal office hours during the day between Monday and Friday, but there may be occasions when evening or weekend work is required. Providers will need to ensure staffs are qualified and are a registered BSL interpreter for this service requirement. Staff will need to hold interpreter and BSL qualifications recognised by the Registration Department of Signature (formerly CACDP) Level 4 Certificate in British Sign Language and Introduction to Interpreting.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

12-Month Option to Extend.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

The price rates will be fixed for 12 months at a time, to be reviewed annually for the next financial year. We require that anyone wishing to tender to be on the Framework for this service can demonstrate that they have relevant qualifications and/or that they have a minimum of 3 years proved experience, and that a satisfactory DBS check has been undertaken.

II.2)Description

II.2.1)Title:

To provide simultaneous translation work between English and Welsh on behalf of the Council

Lot No: 6

II.2.2)Additional CPV code(s)

79530000

II.2.3)Place of performance

NUTS code: UKL16
Main site or place of performance:

Caerphilly County Borough.

II.2.4)Description of the procurement:

This service is often required by service areas for 2 reasons, when dealing with Welsh speaking customers, either in Council offices for arranged meetings or for arranged home visits, or for translation at public meetings. This does not include the normal day-to-day work of dealing with Welsh-speaking customers.

Individual service areas will be responsible for booking the interpreters from this list and for paying the invoices once the work has been completed. Timescales for this service from receipt of an Official Order, 2 to 5 days depending upon the language required. Events or meetings would usually be held during normal office hours during the day between Monday and Friday, but there may be occasions when evening or weekend work is required.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

12-Month Option to Extend.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

The price rates will be fixed for 12 months at a time, to be reviewed annually for the next financial year. We require that anyone wishing to tender to be on the Framework for this service can demonstrate that they have relevant qualifications and/or that they have a minimum of 3 years proved experience, and that a satisfactory DBS check has been undertaken.

II.2)Description

II.2.1)Title:

To provide written translation work on behalf of the council as required, in languages other than between English and Welsh

Lot No: 8

II.2.2)Additional CPV code(s)

79530000

II.2.3)Place of performance

NUTS code: UKL16
Main site or place of performance:

Caerphilly County Borough.

II.2.4)Description of the procurement:

This service is often required by service areas, when dealing with customers where English or Welsh is not their first language, in writing. Individual service areas will be responsible for booking translators or interpreters from this list and for paying the invoices once the work has been completed. Providers will need to ensure staff for this service requirement holds a Diploma in Public Service Interpreting (DPSI).

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

12-Month Option to Extend.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

The price rates will be fixed for 12 months at a time, to be reviewed annually for the next financial year. We require that anyone wishing to tender to be on the Framework for this service can demonstrate that they have relevant qualifications and/or that they have a minimum of 3 years proved experience, and that a satisfactory DBS check has been undertaken.

II.2)Description

II.2.1)Title:

To provide language interpretation work for the council as required, in languages other than between English and Welsh or English and BSL

Lot No: 9

II.2.2)Additional CPV code(s)

79530000

II.2.3)Place of performance

NUTS code: UKL16
Main site or place of performance:

Caerphilly County Borough.

II.2.4)Description of the procurement:

This service is often required by service areas for 2 reasons, when dealing with a variety of different language speaking customers, either in Council offices for arranged meetings or for arranged home visits, or for translation at public meetings. This does not include the normal day-to-day work of dealing with a variety of different language speaking customers. Individual service areas will be responsible for booking the interpreters from this list and for paying the invoices once the work has been completed. Timescales for this service from receipt of an Official Order, 2 to 5 days depending upon the language required. Events or meetings would usually be held during normal office hours during the day between Monday and Friday, but there may be occasions when evening or weekend work is required.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

12-Month Option to Extend.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

The price rates will be fixed for 12 months at a time, to be reviewed annually for the next financial year. We require that anyone wishing to tender to be on the Framework for this service can demonstrate that they have relevant qualifications and/or that they have a minimum of 3 years proved experience, and that a satisfactory DBS check has been undertaken.

II.2)Description

II.2.1)Title:

Sensory Impairment Interpretation and Translation Services (Braille or other tactile or touch format transcription) — Translation Work

Lot No: 10

II.2.2)Additional CPV code(s)

79530000

II.2.3)Place of performance

NUTS code: UKL16
Main site or place of performance:

Caerphilly County Borough.

II.2.4)Description of the procurement:

The Council has a requirement for Braille or other tactile or touch format transcription service that allows for the translation of written materials, and other electronic media into Braille. Providers will be required to provide transcribers who are fully qualified and fully experienced Braille transcribers and hold the British Sign Language qualification (MRSLI).

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

12-Month Option to Extend.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

The price rates will be fixed for 12 months at a time, to be reviewed annually for the next financial year. We require that anyone wishing to tender to be on the Framework for this service can demonstrate that they have relevant qualifications and/or that they have a minimum of 3 years proved experience, and that a satisfactory DBS check has been undertaken.

II.2)Description

II.2.1)Title:

To provide Legal Translation Services in languages other than between English and Welsh or English and BSL

Lot No: 11

II.2.2)Additional CPV code(s)

79530000

II.2.3)Place of performance

NUTS code: UKL16
Main site or place of performance:

Caerphilly County Borough.

II.2.4)Description of the procurement:

This service is often required by service areas that are proceeding with legal prosecutions against individuals (interviews under caution) or reviewing court related documents, when dealing with members of the public where English or Welsh is not their first language, either in writing or for face-to-face meetings in Police Stations/ Courts/ Council offices or business premises. Individual service areas will be responsible for booking translators or interpreters from this list and for paying the invoices once the work has been completed. We require that anyone wishing to tender to be on the list of preferred providers for this service can demonstrate that they have relevant qualifications and/or that they have a minimum of 3 years proved experience, and that a satisfactory DBS check has been undertaken. Providers will need to ensure staff for this requirement has the necessary skills and training for Interpreting with the Police and Interpreting in a Court setting. Providers will need to ensure staff for this service requirement holds a Diploma in Public Service Interpreting (DPSI).

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

12-Month Option to Extend.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

The price rates will be fixed for 12 months at a time, to be reviewed annually for the next financial year. We require that anyone wishing to tender to be on the Framework for this service can demonstrate that they have relevant qualifications and/or that they have a minimum of 3 years proved experience, and that a satisfactory DBS check has been undertaken.

II.2)Description

II.2.1)Title:

Welsh Language — Written Work between 0 and 2 000 words

Lot No: 1

II.2.2)Additional CPV code(s)

79530000

II.2.3)Place of performance

NUTS code: UKL16
Main site or place of performance:

Caerphilly County Borough.

II.2.4)Description of the procurement:

The Council’s Corporate Policy Unit is responsible for arranging all written Welsh language translation for the Council. This is provided by a mix of in-house translation services and some urgent, large or technical work being sent to external providers. The primary method of requesting work and receiving the completed text in return will be via email. The timescales for a provider to respond to an order under this Lot for between 0 — 2 000 words is within a maximum period of 5 working days. To be priced on a Non Technical English (Charge per Word) including Proofreading.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

12-Month Option to Extend.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

The price rates will be fixed for 12 months at a time, to be reviewed annually for the next financial year.

II.2)Description

II.2.1)Title:

To provide Telephone Interpreting Service in languages other than between English and Welsh or English and BSL

Lot No: 12

II.2.2)Additional CPV code(s)

79530000

II.2.3)Place of performance

NUTS code: UKL16
Main site or place of performance:

Caerphilly County Borough.

II.2.4)Description of the procurement:

This service is often required by service areas where interpretation support is immediately required or in an emergency situation when dealing with a variety of different language speaking customers in a variety of different context settings. Any Officer of the Council may contact the service provider at any time 24 hours a day 7 days a week, 365 days of the year. The Council should be provided with a single point of contact for this service including a unique free phone number. Accessing this service and seeking an interpreter is often unexpected, a helpdesk will need to be provided for dealing with calls. The requirement may also assist with geographical limitations where it is not possible for an interpreter to attend a meeting. Council Officers will make every effort to identify the language in which an interpreting service is required. The supplier will have in place a procedure for identifying languages in those instances where Council Officers have been unable to do so.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

12-Month Option to Extend.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

The price rates will be fixed for 12 months at a time, to be reviewed annually for the next financial year. We require that anyone wishing to tender to be on the Framework for this service can demonstrate that they have relevant qualifications and/or that they have a minimum of 3 years proved experience, and that a satisfactory DBS check has been undertaken.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

Where the Provider is providing the Services at Council premises where it is likely their employees/representatives may have regular contact with children or vulnerable adults they may be carrying out a Regulated Activity or Controlled Activity and as such will be subject to a DBS check. Providers tendering for Legal Translation Services in languages other than between English and Welsh or English and BSL must ensure staff for this requirement have the necessary skills and training for Interpreting with the Police and Interpreting in a Court setting. Providers will need to ensure staff for this service requirement hold a Diploma in Public Service Interpreting (DPSI). Providers will be required to provide transcribers when tendering for Sensory Impairment Interpretation and Translation Services (Braille or other tactile or touch format transcription) — Translation Work that are fully qualified and fully experienced Braille transcribers and hold the British Sign Language qualification (MRSLI). When providing British Sign Language (BSL) / English interpretation work on behalf of the Council, staff will need to hold interpreter and BSL qualifications recognised by the Registration Department of Signature (formerly CACDP) Level 4 Certificate in British Sign Language and Introduction to Interpreting.

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession

III.2.2)Contract performance conditions:

A minimum of 90 % of interpreters must be based in the UK with calls routed to UK based interpreters whenever possible. There must be the option for the user to request, and be provided with, a United Kingdom (UK) based interpreter and, additionally, all UK based interpreters must have permission to work in the UK (section 8 of the Asylum and Immigration Act).

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

Open procedure

IV.1.3)Information about a framework agreement or a dynamic purchasing system

The procurement involves the establishment of a framework agreement
Framework agreement with several operators
Envisaged maximum number of participants to the framework agreement: 60
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 21/02/2017
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English, Welsh

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)

IV.2.7)Conditions for opening of tenders

Date: 21/02/2017
Local time: 12:00
Place:

Procurement Services, Penallta House, Tredomen Park, Ystrad Mynach, Hengoed, CF82 7PG.

Information about authorised persons and opening procedure:

In accordance with Standing Orders for Contracts.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published:

A decision will be made during the Autumn of 2019 as to whether the Council will either extend or renew this framework.

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:

Tenderers must express an interest in this tender by completing the following process:

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 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 this ensures that you will be alerted to all relevant opportunities.

9.Terms and Conditions — Read the terms and 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 dropdown 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.

A supplier guide is available via the portal and this contract notice detailing how to use the Proactis eTender system. In addition a user

guide has also been attached to this notice explaining how to set up a supplier account on the e-tender portal in order to access the tender opportunity.

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.

Tenderers are to note that Tenders may be submitted in Welsh, and that a tender submitted in Welsh will be treated no less favourably than a tender submitted in English.

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=55056.

(WA Ref:55056)

VI.4)Procedures for review

VI.4.1)Review body

Caerphilly County Borough Council
Penallta House, Tredomen Park, Ystrad Mynach
Hengoed
CF82 7PG
United Kingdom
Telephone: +44 1443863161
Fax: +44 1443863167Internet address:www.caerphilly.gov.uk
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

06/01/2017

 

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