Health and Wellbeing Partnership West Devon
West Devon Borough Council and South Hams District Council have great pleasure in presenting an opportunity for working in partnership with a professional leisure provider in developing and operating our leisure facilities over a twenty five (25) year period.
United Kingdom-Tavistock: Sports facilities operation services
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
West Devon Borough Council
Kilworthy Park, Drake Road
For the attention of: Mrs Carly Wedderburn
PL19 0BZ Tavistock
Telephone: +44 1626215120
General address of the contracting authority: http://www.westdevon.gov.uk/
Electronic access to information: www.supplyingthesouthwest.org.uk
Electronic submission of tenders and requests to participate: www.supplyingthesouthwest.org.uk
Further information can be obtained from: Supplying the South West
Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Supplying the South West
Tenders or requests to participate must be sent to: Supplying the South West
I.2)Type of the contracting authority
I.4)Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting authorities: yes
South Hams District Council
Follaton House, Plymouth Road
TQ9 5NE Totnes
Section II: Object of the contract
II.1.1)Title attributed to the contract by the contracting authority:
II.1.2)Type of contract and location of works, place of delivery or of performance
Service category No 26: Recreational, cultural and sporting services
NUTS code UKK4
II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
II.1.5)Short description of the contract or purchase(s)
As a result the Councils are inviting Tenders from prospective partners to enter into an agreement to operate and maintain the Councils’ Leisure Centres and, where appropriate, design and build facilities. This is particularly relevant in the case of Ivybridge Leisure Centre, which is in need of complete redevelopment. Masterplan option work for a new centre has been undertaken by the Councils and Bidders are invited to respond with solutions that would be developed through a Design, Build and Operate contract.
The Authority invites proposals from Applicants that are able to present innovative partnership arrangements that see the costs to the Councils taper over the life of the Contract in order that they may assist the Authorities in overcoming future funding reductions. The Contract is being procured by West Devon Borough Council on behalf of the shared Councils of West Devon Borough and South Hams District.
II.1.6)Common procurement vocabulary (CPV)
92610000, 77320000, 45240000, 79993000, 92000000, 45212000
II.1.7)Information about Government Procurement Agreement (GPA)
II.1.9)Information about variants
II.2.1)Total quantity or scope:
The Contract shall be up to a period of twenty five (25) years subject to termination and break clauses contained with the Contract terms and conditions. The Contract start date shall be 1.12.2016.
Applicants will be required to look at several options within the Bid documents to include operating all or some of the existing centres plus looking at alternative proposals through an optional variant mechanism. Further detail is provided below at II.2.2).
The overall aim of this procurement exercise is to reduce both Councils’ overall costs and improve their leisure offering. The Council’s objectives and outcomes of this procurement therefore are:
— excellent customer services and value for money,
— contribution towards the Councils’ corporate strategies,
— investment in facilities, and,
— the consideration of the inclusion of additional facilities currently outside of the scope of the Standard Bid.
Background to the opportunity and data concerning the existing operation can be found within Volume Two (2) Descriptive Document of the Invitation to Submit Detailed Solutions included as part of the Tender pack.
Estimated value excluding VAT:
Range: between 15 000 000 and 20 000 000 GBP
II.2.2)Information about options
Description of these options: Applicants will be required to submit a Mandatory Standard Bid that incorporates the investment in and operation of the following facilities to deliver leisure management services in accordance with the Output Specification and as set out in the Descriptive Document: — Meadowlands Leisure Centre, Tavistock — Ivybridge Leisure Centre — Parklands Leisure Centre, Okehampton — Dartmouth Leisure Centre — Quayside Leisure Centre, Kingsbridge — Totnes Pavilion (Current Dry side activities) This will include assuming full responsibility for the building including operational delivery and life cycle costs on a twenty five (25) year Contract term. In addition the Authority requires the submission of four (4) additional Mandatory Variant Bids, as follows: — Mandatory Variant One (1) — Standard Bid plus operation the of a separate leisure operation, which is currently outside of the scope of the Standard Bid — Mandatory Variant Two (2) — Standard Bid plus operation of a new Pool being planned for construction in Dartmouth — Mandatory Variant Three (3) — Standard Bid plus incorporation of both Mandatory Variants One (1) and Two (2); and— Mandatory Variant Four (4) — Standard Bid but without the inclusion of Totnes Pavilion. The Applicants’ attention is drawn to the Authorities Invitation to Submit Detailed Solutions, which is provided as part of the Tender pack for this procurement and can be found on the Authority’s electronic tendering portal www.supplyingthesouthwest.org.uk , for further details of the various options.
Provisional timetable for recourse to these options:
in months: 300 (from the award of the contract)
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion
Section III: Legal, economic, financial and technical information
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions
Description of particular conditions: The performance of the Contract shall be as described within Volume Three (3) Agreement and Schedules of the Authority’s Invitation to Submit Detailed Solutions document, provided as part of the Tender pack.
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
III.2.2)Economic and financial ability
Minimum level(s) of standards possibly required: As per the PQQ.
Applicants will be required to provide details of a minimum of three (3) contracts that it has previously delivered that are similar to the outcomes required through this Contract. Responses will also be required on a range of questions including previous experience in delivering leisure management services, undertaking refurbishment and investment of leisure facilities, delivering improved participation, how your organisation delivers community participation and consultation and your organisation’s approach to its staff. The questions within this section are asked in accordance with Regulation 58 of the Public Contracts Regulations 2015.
Minimum level(s) of standards possibly required:
As per the PQQ.
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service
Section IV: 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
Objective criteria for choosing the limited number of candidates: The Authority shall make its selection decisions In accordance with Regulation 30 and 58 of the Public Contracts Regulations 2015 and as set out in the Pre-Qualification documents.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
The most economically advantageous tender in terms of the criteria stated below
1. Services. Weighting 40
2. Technical. Weighting 10
3. Commercial. Weighting 50
IV.2.2)Information about electronic auction
IV.3.1)File reference number attributed by the contracting authority:
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
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
IV.3.8)Conditions for opening of tenders
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Tenders shall be opened in accordance with the Authority’s Contract Procedure Rules. The Authority shall use an electronic tendering system to verify the receipt of tenders and tenders shall be opened by the appropriate Officer representing Strategy and Commissioning Team. Tenders which arrive beyond the deadline shall be disregarded as late and shall not be evaluated.
Section VI: Complementary information
VI.1)Information about recurrence
VI.2)Information about European Union funds
The PQQ response must be delivered to the contracting authority through the Authority’s e-tendering system ProContract. The following address is for applicants to register and express their interest on the system: www.supplyingthesouthwest.org.uk Applicants may view the documents in .pdf format prior to expressing an interest where the Applicant feels it necessary to understand the full scope of the procurement process prior to committing to it. However, in order to formally participate in the procedure and gain access to a Word version of the Pre-Qualification Questionnaire (PQQ), which is able to be overwritten with the Applicant’s responses, Applicants must login and express their interest. Please note that where the Authority makes any amendments to any of the documents that are associated with this procurement process the Applicant must be logged in to the system to receive those updates. Documents appended in .pdf format to the main advertisement for this procedure will not be duly updated. If you are new to the system e-tendering system you will need to register your organisation first, before you will be able to express your interest. To do so, please follow these simple steps: Once you have accessed the system using the web address given above, please navigate to Supplier Registration on the left hand side of the page. Once there follow the steps as laid out within the Supplier Registration Wizard. When you have completed the registration, you will receive confirmation via e-mail of your username and password — please keep this safe, as you will need it for future reference to the system. If possible, please ensure that you use a generic e-mail address for the purposes of registration, in order that access to the system is not restricted to just one individual. Once you have registered (or if you are already registered) you are then able to express your interest participate in the procurement process by following these simple steps: Access the system’s home page and click Opportunities on the left hand side of the page. Once there go to Latest Opportunities and click Search. Find and select West Devon Borough Council from the drop-down list and click on the opportunity when you see it within the list. Click Login and Register Interest. You will find the procurement opportunity by selecting My Opportunities on the right hand side of the page, which will appear when you are logged in to the system. The Authority is of the view that the Transfer of Undertakings (Protection of Employment) Regulations 2006 will apply to this contract. Further details are provided within the Authority’s Invitation to Submit Detailed Solutions (ISDS) documents. Applicants should be aware that the Authority wishes to hold a Bidder’s Day as part of this first stage of the procurement process. The Applicants’ attention is drawn to Volume Two (2) Descriptive Document for details of this event. Additional relevant CPV codes include: 45212100-7 (Construction work of leisure centre) 45212110-0 (Leisure centre construction works) 4521172-2 (Recreation Centre Construction work) 45212200-8 (Construction work for sport facilities) 92610000-0 (Sports and Facilities Operation Services) 92610000-3 (sports related services) 92621000-0 (Sports, event promotions services) 45212000-6 (Construction Works for buildings relating to leisure, culture) 799993000 (Building and Facilities Management services) 79993100 (Facilities Management Services).
VI.5)Date of dispatch of this notice: