Ministry of Justice (MoJ) Probation – Thames Valley.
How to apply
PART 1 INSTRUCTIONS AND INFORMATION ON TENDERING PROCESS 1. Introduction 1.1 These instructions are designed to ensure that all tenders are given equal and fair consideration. It is important, therefore, that bidders provide all the information asked for in the format and order specified. If there is any doubt as to what is required, or if bidders have difficulty in providing the information requested, they should contact Adele Francis-Jones in accordance with the procedure for raising queries set out in Paragraph 3 below. 1.3 Please note that throughout the procurement process and in these documents, references to “TVP” mean Thames Valley Probation. 2. Timetable and Administration Arrangements The time and date for the return of tenders is: 12:00pm 14th May 2012 Tenders should be sent to: Adele Francis-Jones HR Adviser Management Information and Recruitment Thames Valley Probation Kingsclere Rd Bicester Oxon OX26 2QD As part of the evaluation process each bidder may be required to give a 40 minute presentation on their tender submission. The date of the presentations will be held during the period 21/05/2012 – 01/06/2012 (exact time and date to be advised nearer the time) at Thames Valley Probation Headquarters in Bicester. Bidders are asked to keep these dates free to attend a presentation should it be required. Timings will be communicated nearer the date should attendance be required. The expected date for notification of award: 15th June 2012 The expected contract Commencement Date will be: 2nd July 2012 3. Queries 3.1 TVP will endeavour to deal with queries that Bidders may have during the tender period. Bidders should be aware that, unless a query relates specifically to them, any questions they raise during the tender period, together with answers, will be circulated to all Bidders. 3.2 The procedure for dealing with such queries is as follows: Bidders should send their questions in writing to: Adele Francis-Jones HR Adviser Management Information and Recruitment Thames Valley Probation Kingsclere Rd Bicester Oxon OX26 2QD Or by e-mail to: firstname.lastname@example.org Correspondence should be marked: TVP/EHS/2012 3.3 TVP does not guarantee to answer any queries which are raised less than 5 days before the tender return date. PART 2 – CONDITIONS APPLYING TO THIS TENDER 1. Contract Period The contract is to be for a period of 3 years with the option to extend for a further 2 unless terminated or extended by TVP in accordance with its terms. 2. Completion of Tender Documents Tenderers must provide 5 hard copies and 1 electronic copy on CD of their tender in Microsoft Word Format or as Adobe Acrobat files. Tenders must be completed in accordance with the requirements of this ITT. The content of the Tender must be as specified in Document 4. This Invitation to Tender document contains pro forma proposal documentation templates which should be used when submitting a tender to TVP. Any submissions must comprise the Form of Tender and the proposal documents duly completed. The information contained on the returned CD should be protected from unauthorised alterations by selecting from the Tools menu in Word or Excel, respectively the Protect Document (Forms) or the Protection command and entering a password. For the avoidance of doubt, in the event of any inconsistency between the paper documents and the information contained on the CD, the paper documents shall prevail. 3. Alterations TVP requires bidders to submit their response to the ITT in the format specified on the enclosed documents. Amendments to the format specified will not be permitted and any submissions in a format which does not comply with the prescribed format will not be considered. 4. Incomplete Tender A tender may be rejected if all the information requested is not provided at the time of tendering. 5. Address Label An addressed label for return of the tender is enclosed and must be used. Envelopes/packages should bear no reference to the Bidder by name. 6. Receipt of Tenders Tenders are to be returned by 12:00pm on 14th May 2012. Tenders should be sent to: Adele Francis-Jones HR Adviser Management Information and Recruitment Thames Valley Probation Kingsclere Rd Bicester Oxon OX26 2QD Tenders will be received up to the time and date stated above. Tenders received before that date and time will be retained, unopened, until then. Please ensure that your tender is delivered no later than the appointed time. TVP does not undertake to consider tenders received after that time. 7. Acceptance of Tenders By issuing this invitation, TVP is not bound in any way and does not have to accept the lowest or any tender and reserves the right to accept the whole or any specified part of the tender, unless the Bidder expressly stipulates otherwise. Nonetheless, in order to obtain best value for money, TVP reserves the right to clarify with selected or all Bidders any terms and conditions of their offers before the contract is made. 8. Period for which Tenders shall Remain Valid Unless otherwise stated by the Bidder, tenders shall remain valid for 90 days (to allow for internal evaluation and approval processes to take place) from the closing date for receipt of tenders. 9. Amendments to the tender Documents by TVP TVP reserves the right to amend the enclosed tender documents at any time prior to the deadline for receipt of tenders. Any such amendment will be numbered, dated and issued by Adele Francis-Jones or their nominated representative. Where amendments are significant, TVP may at its discretion extend the deadline for receipt of tenders. 10. Inducements Offering an inducement of any kind in relation to obtaining this or any other contract with TVP will disqualify the relevant tender from being considered and may constitute a criminal offence. 11. Collusion Please note that Document 4, Part 9 contains a Certificate of Bona Fide Tendering which must be completed and returned. Any breach of the undertakings covered under items 1-3 inclusive will invalidate a bidder’s tender. 12. Costs and Expenses Bidders will not be entitled to claim from TVP any costs or expenses which they may incur in preparing their tenders, whether or not their tender is successful. 13. Debriefing Following the award of Contract, debriefing will be offered to Bidders. 14. Transfer of Undertakings (Protection of Employment) Regulations 1981 Bidders’ attention is drawn to the Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE). It is TVP’s view that TUPE is unlikely to apply to any contract awarded as a result of this tender process. Nevertheless, it is each bidder’s responsibility to consider whether or not TUPE applies in the individual circumstances of its bid, particularly if it is proposing to submit an innovative or variant bid. If a bidder believes that TUPE will apply as a result of this process, it would be helpful if it would advise TVP, giving the reasons, prior to the tender return date. 15. Evaluation Criteria The tender process will be conducted to ensure that tenders are evaluated fairly to ascertain the economically most advantageous tender. Bidders should inform TVP promptly if there are any material changes to the information it provided as part of the pre-qualification process. The award criteria will be in compliance with the Public Contracts Regulations 2006. Responses to TVP’s requirements will be evaluated to determine the most economically advantageous tender under the following criteria, scored using the following weightings: Evaluation Process TVP will undertake a two stage evaluation process consisting of the following: 1. A pre-qualification evaluation of the bidders response to the question in Document 4 Part 2 (see separate document) 2. A full evaluation of the ITT TVP will evaluate bidders responses to the pro-qualifiaction questions in Document 4, Part 2 prior to the evaluation of the full ITT. All bidders meeting the requirements as outlined in the Evaluation Criteria of Document 4, Part 2 in responding to the pre-qualification questions will be taken forward to the full ITT evaluation stage. Bidders failing to meet the requirements will be excluded from the rest of the process and informed accordingly. TVP will provide feedback to any bidders not taken forward.