Cash Collection Services for Wealden District Council

Cash Collection Services for Wealden District Council

Cash Collection, Cash in Transit and Processing Services.

United Kingdom-Hailsham: Security services

2014/S 246-434511

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Wealden District Council
Vicarage Lane
For the attention of: Ian Roadnight
BN27 2AX Hailsham

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

Further information can be obtained from: SE Shared Services Portal
Internet address:

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: SE Shared Services Portal
Internet address:

Tenders or requests to participate must be sent to: SE Shared Services Portal
Internet address:

I.2)Type of the contracting authority

Regional or local authority

I.3)Main activity

General public services

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Eastbourne Borough Council, Hastings Borough Council, Rother District Council

Section II: Object of the contract


II.1.1)Title attributed to the contract by the contracting authority:

ESPH IR Cash Collection, Cash in Transit and Processing Services.

II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 2: Land transport services [2], including armoured car services, and courier services, except transport of mail
Main site or location of works, place of delivery or of performance: East Sussex (Eastbourne, Hastings, Rother District and Wealden District).

NUTS code UKJ22

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement

II.1.5)Short description of the contract or purchase(s)

The East Sussex Procurement Hub is working on behalf of Wealden District Council (the lead authority) and other East Sussex District and Borough Councils named in the Invitation to Tender to seek offers to provide cash collection / cash in transit services and cash processing services to each Council for a period of 3 years with the option to extend for two further periods of 12 months each, 5 years in total.
The successful Contractor will be required to provide the following services:
To collect and transport sealed containers of cash and cheques from Council premises, process (if necessary) and deposit in / transfer to the Councils bank account.
To collect and transport coinage and process (if necessary) for deposit in / transfer to the Councils bank account from:
i. Council’s Car Park Pay and Display Machines,
ii. On-street pay and display machines,
iii. Pay on entry toilets and other premises with payment machines.
The supplier will also provide and deliver change on request.
The following standards are critical to the Councils in the successful provision of a Cash Collection, Transit and Processing Service.
i. Reliable and flexible collections,
ii. Accurate processing,
iii. Efficient and accurate reconciliation,
iv. Detailed reporting and management information,
v. On time credit to the Councils nominated bank account.

II.1.6)Common procurement vocabulary (CPV)

79710000, 66110000, 79940000, 60000000, 75241000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes


This contract is divided into lots: no

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

Separate contracts will be entered into by each of the authorities with one successful contractor. The initial term is 3 years with optional extensions of 2 12-month periods (5 years in total).
Estimated value excluding VAT: 1 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: 2 12-month optional extensions at the end of the initial 3 year period.
Provisional timetable for recourse to these options:
in months: 36 (from the award of the contract)

II.2.3)Information about renewals

This contract is subject to renewal: yes

II.3)Duration of the contract or time limit for completion

Starting 1.4.2015. Completion 31.3.2020

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

As detailed in the Invitation to Tender.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As detailed in the Invitation to Tender.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

As detailed in the Invitation to Tender.
III.1.4)Other particular conditions
III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: It is a requirement of partner Councils that interested organisations must be acceptable contractors to the Council’s banking provider or cash handling facility. Therefore in order to be considered for this contract your company and staff must:
i. comply with BS7858:2004 Code of Practice of Personnel Employed in a Security Environment (or equivalent), and;
ii. follow BS7872:2002 Manned Security Services: Cash in Transit Services Code of Practice (or equivalent) and;
iii. be a licensed provider under the Private Security Industry Act, and;
iv. be a member of the Security Industry Authority (SIA) approved contractor scheme (or equivalent).

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As detailed in the Invitation to Tender.
Minimum level(s) of standards possibly required: As detailed in the Invitation to Tender.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As detailed in the Invitation to Tender.
Minimum level(s) of standards possibly required:
As detailed in the Invitation to Tender.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

WDC – 000706

IV.3.2)Previous publication(s) concerning the same contract


IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 17.2.2015
Payable documents: no

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(s) in which tenders or requests to participate may be drawn up


IV.3.7)Minimum time frame during which the tenderer must maintain the tender

in days: 90 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: November 2019.

VI.2)Information about European Union funds

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

VI.3)Additional information

The Invitation to Tender and any additional information is available to download from the SE Shared Services portal from the date of publication of this notice

In order to participate in the tender you must register as a supplier and express an interest in the opportunity.
Those invited to tender will be evaluated on the basis of the relevant EU public procurement directives and United Kingdom regulations as regards their financial standing, their technical capacity and ability, and other permitted grounds as well as the qualitative and commercial offering in line with the award criteria detailed in the Invitation to Tender.
The East Sussex Procurement Hub is a shared service hosted by Wealden District Council, requests for information and to participate will be handled by the East Sussex Procurement Hub on behalf of the lead authority.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Wealden District Council will incorporate a minimum 10 calendar days standstill at the point information on the decision to award the contract is communicated to tenderers. This decision notice will incorporate the award criteria, the reasons for the decision, the reasons (if any) why a tenderer did not meet any technical specification, the identity of the successful tenderer(s) and a precise statement of when the standstill period is expected to end. Any appeal or challenge against the award decision must be communicated to the address stated within the standstill period. If an appeal or challenge regarding the decision to award the contract has not been successfully resolved the Public Contracts Regulations 2006 (as amended) provide for aggrieved parties who have suffered harm or are at risk of harm by a breach of the procurement rules to take action in the High Court (England Wales and Northern Ireland). Any such action must be brought within 3 months (NB this time limit may be reduced to 30 days in circumstances where the contract award has been publicised to all participants in accordance with the Regulations). Where a legal challenge is launched against the award decision Wealden District Council is obliged to suspend the making of the contract. Where a challenge is made after the contract has been entered into then that contract could be declared ineffective and/or shortened and/or a fine imposed by the court, but only where the court are satisfied that there has been a serious breach of the procurement rules.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice: