Employee Assistance Programme Tender Glasgow

Employee Assistance Programme Tender Glasgow

Counselling and information services delivered by telephone, face to face and online.

United Kingdom-Glasgow: Guidance and counselling services

2017/S 015-023959

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Glasgow City Council
Chief Executives Department, City Chambers
Glasgow
G2 1DU
United Kingdom
Contact person: Caroline Dougan
Telephone: +44 1412876845
E-mail: caroline.dougan@glasgow.gov.uk
Fax: +44 1412879399
NUTS code: UKM34

I.2)Joint procurement

The contract is awarded by a central purchasing body

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at:www.publictendersscotland.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via:www.publictendersscotland.publiccontractsscotland.gov.uk

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 Employee Assistance Programme Scheme.

Reference number: GCC004158CPU

II.1.2)Main CPV code

85312300

II.1.3)Type of contract

Services

II.1.4)Short description:

Glasgow City Council and its Affiliated Bodies, employing a workforce of approximately 31 515 employees (26 695 FTE) is inviting suppliers to quote for the provision of an Employee Assistance Programme Scheme as part of a range of solutions aimed at supporting Glasgow City Council employees and their immediate family*. The successful supplier will work with Glasgow City Council to deploy a service which will enable us to maximise satisfaction of the service and meet recognised targets.

*Support for immediate family may extend to others with significant relationships with the employee but support will be limited to telephonic services.

II.1.5)Estimated total value

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:

II.2.2)Additional CPV code(s)

85312320

II.2.3)Place of performance

NUTS code: UKM34
Main site or place of performance:

UK, Glasgow.

II.2.4)Description of the procurement:

The successful supplier will provide a comprehensive Employee Assistance Programme including counselling and information services delivered by telephone, face to face and online.

All counsellors and other qualified personnel employed by the successful supplier who will engage with GCC employees via this contract must be subject to appropriate suitability checks such as Criminal Record Bureau, Disclosure and Barring Service, Disclosure Scotland or Protection of Vulnerable Groups. The successful supplier will provide a direct free phone telephone service, 24 hours per day, 365 days per year, providing Counselling and Info Service to all GCC and its Affiliated Bodies employees and their immediate family utilising the Council’s existing telephone number which will be redirected to the successful supplier. The successful supplier will implement an additional dedicated telephone help line service to provide subject matter help and support lines such as an equality and diversity helpline.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Organisation / Weighting: 9.5
Quality criterion – Name: Service Provision / Weighting: 25.5
Quality criterion – Name: Additional Services / Weighting: 4
Quality criterion – Name: Innovation / Weighting: 2.5
Quality criterion – Name: Marketing / Weighting: 3.5
Quality criterion – Name: Fair Work Practices / Weighting: 5
Quality criterion – Name: Presentation / Weighting: 10
Price – Weighting: 40
II.2.6)Estimated value

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

Duration in months: 60
This contract is subject to renewal: yes
Description of renewals:

Option to renewal for 2 periods of 12 months following year 3.

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

Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015.

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:

4A.2

Where it is required, within a bidder’s country of establishment they must confirm which authorisation or memberships of the relevant organisation(s) are required in order to perform this service.

Bidders must confirm if they hold the particular authorisation or memberships.

III.1.2)Economic and financial standing

List and brief description of selection criteria:

Bidders will be required to state the value(s) for the following financial ratio(s):

Trading Performance Ratio:

An overall positive outcome on pre tax profit to Turnover over a 3 year period.

Liquidity Ratios:

Current Ratio;

Current Assets/Current Liabilities.

Leverage Ratio:

Long-term Debt/Net Worth.

Minimum level(s) of standards possibly required:

The acceptable range for each financial ratio is:

Trading Performance Ratio:

An overall positive outcome on pre tax profit to Turnover over a 3 year period.

Liquidity Ratios:

Applicants must achieve a score of 5 and above from a combination of above two.

Liquidity ratios:

The ratio will be calculated as follows:

Liquidity Ratios:

Current Ratio:

Range Score;

0.00 to 0.80 0;

0.81 to 0.90 1;

0.91 to 1.00 2;

1.01 to 1.10 3;

1.11 to 1.20 4;

1.21 and above 5;

Leverage Ratio:

0.01 to 19.99 5;

20.00 to 39.99 4;

40.00 to 59.99 3;

60.00 to 79.99 2;

80.00 to 100.00 1.

Asset based debt (e.g. Hire Purchase), can be excluded from Leverage ratio calculation.

Intangibles can be included for purposes of the Net Worth figure.

Applicants who have been trading for less than the 3 years noted above must provide evidence that they are complying with the above minimum financial requirements for the period in which they have been trading.

Applicants who do not comply with the above financial requirements but are part of a Group, can provide a Parent Guarantee if the Parent company satisfies the financial requirements stipulated above.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

Bidders will be required to provide examples that demonstrate that they have the relevant experience to deliver the services/supplies as described in part II.2.4 of the OJEU Contract Notice or the relevant section of the Site Notice.

Please provide 3 relevant examples, signed within the last 5 years, which details how you administer an Employee Assistance Programme with other Clients of a similar size, scale and complexity to that of Glasgow City Council.

Please emphasise challenges which have arisen during the contract from implementation phase and throughout the life of the contract.

Detail how your organisation framework helped resolve those issues. Please include the project value, breakdown of service and the contract duration.

Minimum level(s) of standards possibly required:

Bidders must score a minimum threshold of 60 % for the Technical or Professional Ability Question. Any bidder who fails to achieve minimum threshold will be disqualified from the process.

III.1.5)Information about reserved contracts
III.2)Conditions related to the contract

III.2.1)Information about a particular profession

Execution of the service is reserved to a particular profession
Reference to the relevant law, regulation or administrative provision:

Where it is required, within a bidder’s country of establishment they must confirm which authorisation or memberships of the relevant organisation(s) are required in order to perform this service.

Bidders must confirm if they hold the particular authorisation or memberships.

III.2.2)Contract performance conditions:

All KPI’s will be listed under Section 4 of the Invitation to Tender Document.

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
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: 22/02/2017
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

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 60 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 22/02/2017
Local time: 12:00
Place:

UK, Glasgow.

Section VI: Complementary information

VI.1)Information about recurrence

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

N/A

VI.2)Information about electronic workflows

Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

Re ESPD Questions 4D.1, 4D1.1, 4D1.2, 4D2, 4D2.1 and 4D2.2 bidders must hold the certificates or comply with the questions noted in ESPD 4D attached at https://www.glasgow.gov.uk/index.aspx?articleid=19621 (Additional Information area).

Freedom of Information Act — Information on the FOI Act is contained in Appendix A of the ITT. Applicants must note the implications of this legislation and ensure that any information they wish the council to consider withholding is specifically indicated on the FOI Certificate contained in the buyers attachments area within the PCS Tender portal (NB the council does not bind itself to withhold this information).

Tenderers Amendments — The tenderer must enter any clause, condition, amendment to specification or any other qualification he may wish to make conditional to this offer. Buyers will be required to complete the tenderers amendment certificate contained in the buyers attachment area within PCS Tender portal.

Prompt Payment — The successful tenderer shall, as a condition of being awarded the tender, be required to demonstrate to the council’s satisfaction that all funds due to the tenderer’s permitted sub-contractors in respect of these works are paid timeously and that as a minimum invoices rendered by subcontractors shall (unless formally disputed by the tenderer) be paid within 30 days of receipt. The successful tenderer shall also impose this condition on its subcontractors in respect of payments due to any sub-sub-contractors, if any.

Buyers will be required to complete the prompt payment certificate contained in the buyers attachment area within PCS Tender portal.

Bidders will be required to complete the Non-Collusion certificate contained in the buyers attachments area within the PCS Tender portal.

Insurance Mandate — All successful suppliers will be required to sign an Insurance Mandate, which will be issued in conjunction with the award letter authorising the Council to request copies of insurance documents from the supplier’s insurance provider.

If the mandate is not signed and returned the Council reserves the right to request copies of insurance certificates from bidders at any point during the contract period.

Terms and Conditions are located within Section 3 of the ITT document.

Request for Documentation: Once the Evaluation of Price and Quality has been completed, the recommended Bidder will be expected to provide all documentation as specified in the ESPD. When the Request for Documentation is made, Bidders must supply the relevant information within 5 working days. Failure to provide this information within the specified time may result in your bid being rejected and the Council proceeding with the procurement exercise to the next appropriate bidder.

The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 7019. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343

The Contracting Authority does not intend to include a sub-contract clause in this contract.

(SC Ref:478349).

VI.4)Procedures for review

VI.4.1)Review body

Glasgow City Council
Chief Executives Department, City Chambers
Glasgow
G2 1DU
United Kingdom
Telephone: +44 1412876845
E-mail: caroline.dougan@glasgow.gov.uk
Fax: +44 1412879399Internet address:www.glasgow.gov.uk
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

Glasgow City Council (‘the Council’) must, by notice in writing as soon as possible after the decision has been made, inform all tenderers and candidates concerned of its decision to award the contract, conclude the framework agreement or establish a dynamic purchasing system. The Council must allow a period of at least the relevant standstill period (where the notice is sent by facsimile or electronic means the period is 10 days ending at midnight at the end of the 10th day after that on which the last notice is sent, when sent by other means the period is 15 days) to elapse between the date of dispatch of the notice referred to in Regulation 85(1) of the Public Contracts (Scotland) Regulations 2015 (‘the Regulations’). The Council is obliged to comply with the Regulations and any eligible economic operator can bring an action in the Sheriff Court or the Court of Session where as a consequence of a breach by the Council, suffers or risks suffering loss or damage. The bringing of court proceedings during the standstill period means that the Council must not enter into the contract, conclude the framework agreement or establish the dynamic purchasing system unless the proceedings are determined, discontinued or disposed of; or the court, by interim order, brings to an end the prohibition. The bringing of court proceedings after the standstill period has elapsed and the remedies that are available to the courts are detailed in the Regulations. Economic Operators can write to the Council seeking further clarification on the notice, to which the Council must respond within 15 days. Economic Operators should be mindful to seek their own independent legal advice when they consider appropriate to do so.

VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

19/01/2017

 

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