Occupational Health and Employee Counselling Contract – East Lothian Council

Occupational Health and Employee Counselling Contract – East Lothian Council

To provide occupational health, employee counselling and physiotherapy services for East Lothian Council.

United Kingdom-Haddington: Health services

2019/S 171-417680

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

East Lothian Council
John Muir House
Haddington, East Lothian
EH41 3HA
United Kingdom
Telephone: +44 1620827754
E-mail: procurement@eastlothian.gov.uk
NUTS code: UKM73Internet address(es):Main address: http://www.eastlothian.gov.uk

Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00181

I.2)Information about 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: https://www.publictendersscotland.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://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:

Occupational Health, Employee Counselling and Physiotherapy Services

II.1.2)Main CPV code

85100000

II.1.3)Type of contract

Services

II.1.4)Short description:

The provision and management of an occupational health, employee counselling and physiotherapy services for East Lothian Council.

II.1.5)Estimated total value

Value excluding VAT: 635 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for maximum number of lots: 3
II.2)Description

II.2.1)Title:

Employee Counselling Service

Lot No: 2

II.2.2)Additional CPV code(s)

85312320

II.2.3)Place of performance

NUTS code: UKM73
Main site or place of performance:

East Lothian Council geographical area.

II.2.4)Description of the procurement:

Lot 2 is for the provision and management of an employee counselling service for East Lothian Council, as detailed in Lot 2 service specification.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Technical / Weighting: 45
Price – Weighting: 55
II.2.6)Estimated value

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

Start: 24/11/2019
End: 24/11/2022
This contract is subject to renewal: yes
Description of renewals:

Option to extend the initial 3-year period (36 months) for a further 2 periods of up to 12 months on each occasion.

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
II.2)Description

II.2.1)Title:

Physiotherapy Services

Lot No: 3

II.2.2)Additional CPV code(s)

85142100

II.2.3)Place of performance

NUTS code: UKM73
Main site or place of performance:

East Lothian Council geographical area.

II.2.4)Description of the procurement:

Lot 3 is for the provision and management of a physiotherapy service for East Lothian Council, as detailed in Lot 3 service specification.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Technical / Weighting: 45
Price – Weighting: 55
II.2.6)Estimated value

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

Start: 24/11/2019
End: 24/11/2022
This contract is subject to renewal: yes
Description of renewals:

Option to extend the initial 3-year (36 months) period for a further 2 periods of up to 12 months on each occasion.

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
II.2)Description

II.2.1)Title:

Occupational Health Services

Lot No: 1

II.2.2)Additional CPV code(s)

85100000

II.2.3)Place of performance

NUTS code: UKM73
Main site or place of performance:

East Lothian.

II.2.4)Description of the procurement:

Lot 1 is for the provision and management of an occupational health service for East Lothian Council, as detailed in Lot 1 service specification.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Technical / Weighting: 45
Price – Weighting: 55
II.2.6)Estimated value

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

Start: 24/11/2019
End: 24/11/2022
This contract is subject to renewal: yes
Description of renewals:

Option to extend the 3-year period (36 months) for a further 2 periods of up to (12 months) on each occasion.

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

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:

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 2016.

If required by the member state, bidders are required to be enrolled in the relevant professional or trade registers within the country in which they are established.

III.1.2)Economic and financial standing

Minimum level(s) of standards possibly required:

The supporting evidence should consist of one of the following:

(a) a copy of your audited accounts or equivalent for the most recent 2 years (2 sets of signed, audited accounts), along with details of any significant changes since the last year end.

or

(b) a statement of your organisation’s turnover; profit and cash flow for the most recent full year of trading or where a full year trading has not been completed the same information for the period applicable. Note: if this information is not available in an audited format please provide an end of period balance sheet or make the response specified in option (c) below.

or

(c) If you are unable to provide the information requested above, please provide additional information and documentation that will give the authority the assurance that you are capable of carrying out any subsequent awarded contract. For example, a statement of your organisation’s cash flow forecast for the current year and a letter from your bank outlining the current cash and credit position or other alternative means of demonstrating financial standing.

The financial information will be evaluated using the East Lothian Council financial health evaluation flowchart (available in the attachments section on PCS-Tenders). The financial information provided will require to meet the following criteria.

The ratio of total assets to total liabilities (net assets) should be positive in 2 out of 3 years.

The accounts should not show a loss in 2 consecutive years.

The accounts should not show a loss in 1 year and negative net current assets in any 1 year.

Where the information provided does not meet item (i) but there is an improving trend East Lothian Council may consider items (ii) and (iii) and will have discretion, with regard to the evidence provided and taking into account the level of risk to East Lothian Council, as to whether a bidder will pass this requirement. East Lothian Council may also request a parent company guarantee where this is appropriate.

Insurances:

The relevant insurance levels, as specified in the contract notice, are detailed below:

Employer’s (compulsory) liability insurance = 10 000 000 GBP

Public\product liability insurance = 5 000 000 GBP

Professional indemnity insurance = 5 000 000 GBP

Bidders should respond to this requirement in section 4B.5.1 and 4B.5.2 of the ESPD on PCS-Tenders.

III.1.3)Technical and professional ability

Minimum level(s) of standards possibly required:

Minimum level(s) of standards required:

With reference to ESPD Question Reference 4C.1.2:

Bidders will be required to provide 3 examples from last 3 years that demonstrate that they have the relevant experience and capacity to deliver the contract. These examples will be for projects which are similar to East Lothian Council’s requirements. The Council reserves the right to contract any or all of the companies provided in the previous examples to ascertain performance, the bidder should ensure that companies listed would be willing to discuss the bidders performance with the Council.

With reference to ESPD Question Reference 4C.6 and 4C.6.1:

Staff are required to hold the following qualifications and or certificates (as applicable):

Lot 1: Occupational Health

The bidder will provide medical practitioners that have training, qualifications appropriate to the provision of an occupational health service and who can demonstrate ongoing professional development. Such qualifications would include:

— occupational health physicians — membership of the faculty of occupational medicine,

— occupational nurse — registration with the nursing and Midwifery Council as a specialist community public health nurse in occupational health or possession of an occupational health qualification at certificate, diploma or degree level,

— occupational therapist — approved occupational therapy qualification at certificate, diploma or degree level and registration with the Health and Care Professions Council

Lot 2: Employee Counselling Service

All counsellors and support staff engaged by the bidder must be suitably qualified, operating to the professional standards of the British Association for Counselling and Psychotherapy (BACP) and/or the UK employee Assistance Professionals’ Association (UK EAPA).

Lot 3: Physiotherapy

The physiotherapy bidder will provide professional qualified chartered physiotherapists registered with the chartered society of physiotherapy.

Quality management procedures

1) The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent);

or

2) The bidder must have the following:

(a) a documented policy regarding quality management. The policy must set out responsibilities for quality management demonstrating that the bidder has and continues to implement a quality management policy that is authorised by their chief executive, or equivalent, and is periodically reviewed at a senior management level. The policy must be relevant to the nature and scale of the work to be undertaken and set out responsibilities for quality management throughout the organisation;

(b) Documented procedures for periodically reviewing, correcting and improving quality performance including processes for ensuring that the bidder’s quality management is effective in reducing/preventing incidents of sub-standard delivery, this must include the quality of output and general performance;

(c) a documented process demonstrating how the bidder deals with complaints. The bidder must be able to provide details of how their organisation maintains records of any complaints received and how corrective measures are carried out to prevent reoccurrence.

Information security procedures

The Council will request the supporting evidence\certificates as part of the evaluation of the IT technical requirements evaluation.

Bidders must hold an accredited independent third party certificate of compliance in accordance with ISO 27001 (or equivalent) for Information technology security management systems. Alternatively bidders must be able to provide evidence of documented procedures and policies regarding their information technology security techniques. Tenderers will be asked to provide copies of all appropriate security policies.

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:

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: 07/10/2019
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

IV.2.7)Conditions for opening of tenders

Date: 07/10/2019
Local time: 12:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

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:

Health and safety management systems

As per the contract notice bidders should respond to this requirement in section 4D.1 of the ESPD on PCS-Tenders. The following evidence should be uploaded to question 2.1.4 (Health and Safety) of the technical envelope in PCS-Tenders.

The bidder must hold a UKAS (or equivalent), accredited independent third party certificate of compliance in accordance with BS OHSAS 18001 (or equivalent) or have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the safety schemes in procurement (SSIP) forum.

or

The bidder must have a regularly reviewed and documented policy for health and safety (H&S) management, endorsed by the chief executive officer, or equivalent. The policy must be relevant to the nature and scale of the work and set out responsibilities for H&S management at all levels within the organisation. The policy must be relevant to the nature and scale of your operations and set out your company’s responsibilities of health and safety management and compliance with legislation.

Note: organisations with fewer than 5 employees are not required by law to have a documented policy statement.

Only tenders that pass the following compliance and acceptance requirements of the ITT will proceed to the evaluation of quality and cost: completion of ESPD, GDPR, data protection and information security, systems and IT questionnaire requirements. The IT questionnaire requirements will be required for Lots 1 and 2 (OH and EAP).

TUPE — The incoming bidder is responsible for obtaining legal and professional advice about relevant TUPE implications.

Community benefits commitments will form part of the ITT. Delivery of committed community benefits will be monitored throughout the contract lifetime.

The buyer is using PCS-Tender to conduct this ITT exercise. Code: itt_31823

https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html

The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 14354. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343

Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361

A summary of the expected community benefits has been provided as follows:

As part of the Council’s wider duties towards its citizens, the Council wishes to engage with suppliers, providers and contractors to deliver benefits to our young people, through work experience opportunities, training opportunities or links with schools as well as engaging in supply chain initiatives.

The successful tenderer will be required to engage with East Lothian Council to discuss what Community Benefits can be sought from this contract.

(SC Ref:595751)

VI.4)Procedures for review

VI.4.1)Review body

East Lothian Council
John Muir House
Haddington, East Lothian
EH41 3HA
United Kingdom
Telephone: +44 1620827754Internet address: http://www.eastlothian.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:

03/09/2019

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