Provide Library Services in London

The London Boroughs of Bexley and Bromley (the Joint Authorities) wish to invite tenders for the provision of library services.

United Kingdom-Bromley: Library, archives, museums and other cultural services

2016/S 051-085072

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

London Borough of Bromley
Civic Centre, Stockwell Close
BR1 3UH Bromley
UNITED KINGDOM
E-mail: hannah.jackson@bromley.gov.uk

Internet address(es):

General address of the contracting authority: www.bromley.gov.uk

Electronic access to information: www.londontenders.org

Electronic submission of tenders and requests to participate: www.londontenders.org

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

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

London Borough of Bexley
Civic Offices, 2 Watling Street
DA6 7AT Bexleyheath
UNITED KINGDOM

Section II: Object of the contract

II.1)Description

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

Joint Authorities — Provision of Library Services.

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

Services
Service category No 26: Recreational, cultural and sporting services

NUTS code UKJ4

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)

Library, archives, museums and other cultural services. Grounds maintenance services. Building and facilities management services. Adult and other education services. Welfare services for children and young people. Library books. The London Boroughs of Bexley and Bromley (the Joint Authorities) wish to invite tenders for the provision of library services identified within this notice jointly to the respective libraries in each Borough. The contract includes delivery of front-line and back office functions, as well as some facilities management of library buildings and assets as detailed in the Tender Specification.
The contract will be divided into 2 lots:
Lot 1: Provision of Library Services for Libraries within the London Borough of Bexley.
Lot 2: Provision of Library Services for Libraries within the London Borough of Bromley.
Bidders may submit tenders for either 1 or both Lots. The Authorities individually reserve the right to appoint a separate contractor for each lot, a single contractor for both lots or to jointly or separately make no award. The Joint Authorities would give providers opportunity to offer a further price discount for the awarding of both lots to the same contractor.
It is anticipated the contract will commence on 1.9.2017 for an initial period of 10 years. The Joint Authorities reserve the right, either individually or jointly, to extend the contract period by up to a further 5 years. Annual contract value is approximately 8 600 000 GBP over both Authorities. Please note that this figure is indicative.

The tender will be run electronically through the London Tenders Portal at www.londontenders.org and prospective providers should register their company on this site (if they have not already done so) in order to participate in this tender. Please note this opportunity will appear on the portal under the London Borough of Bexley’s opportunities as they are running this tender.

Full tender documentation is accessible via the London Tenders Portal and Applicants should complete only the Stage 1 Selection Documents at this stage. The Invitation to Tender and supporting documents should only be completed once an Applicant has been invited to submit a tender following assessment of the Stage 1 responses. Applicants will be informed if they are being invited or not being invited to submit a tender on or around 16thMay (or as otherwise directed by the Joint Authorities).

II.1.6)Common procurement vocabulary (CPV)

92500000, 77314000, 79993000, 80400000, 85311300, 22113000

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

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

II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots

II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Information about lots

Lot No: 1 Lot title: Provision of Library Services for the London Borough of Bexley

1)Short description

Provision of Library Services for the London Borough of Bexley as described in Section II.1.5) of this notice.

2)Common procurement vocabulary (CPV)

92500000, 77314000, 79993000, 80400000, 85311300, 22113000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 2 Lot title: Provision of Library Services for the London Borough of Bromley

1)Short description

Provision of Library Services for the London Borough of Bromley as described in Section II.1.5) of this notice.

2)Common procurement vocabulary (CPV)

92500000, 77314000, 79993000, 80400000, 85311300, 22113000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Performance Bond and/or Parent Company Guarantee may be 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:

Joint and Several Liability.
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: The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC of the European Parliament and of the Council (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC of the European Parliament and of the Council (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.

A full list of the Regulation 23(1) and 23(2) criteria are at http://www.delta-esourcing.com/delta/project/reasonsForExclusion.html#pcr

Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists.
Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.
Potential Providers will be assessed in accordance with Section 5 of Chapter 2 of the Public Contracts Regulations 2015, (implementing Title II, Chapter III, Section 3, Sub-section I of Directive 2014/24/EU of the European Parliament and of the Council), on the basis of information provided in response to an Invitation to Tender (‘ITT’).

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) Appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
(b) The presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established;
(c) A statement of the undertaking’s overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last 3 financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(b) A list of the principal deliveries effected or the main services provided in the past 3 years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given: — Where the recipient was a contracting authority, in the form of certificates issued or countersigned by the competent authority; — Where the recipient was a private purchaser, by the purchaser’s certification or, failing this, simply by a declaration by the economic operator;
(c) An indication of the technicians or technical bodies involved, whether or not belonging directly to the economic operator’s undertaking, especially those responsible for quality control and, in the case of public works contracts, those upon whom the contractor can call in order to carry out the work;
(e) Where the products or services to be supplied are complex or, exceptionally, are required for a special purpose, a check carried out by the contracting authorities or on their behalf by a competent official body of the country in which the supplier or service provider is established, subject to that body’s agreement, on the production capacities of the supplier or the technical capacity of the service provider and, if necessary, on the means of study and research which are available to it and the quality control measures it will operate;
(f) The educational and professional qualifications of the service provider or contractor and/or those of the undertaking’s managerial staff and, in particular, those of the person or persons responsible for providing the services or managing the work;
(g) For public works contracts and public services contracts, and only in appropriate cases, an indication of the environmental management measures that the economic operator will be able to apply when performing the contract;
(h) A statement of the average annual manpower of the service provider or contractor and the number of managerial staff for the last 3 years;
(j) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession

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: yes

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Negotiated

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged number of operators: 5

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated yes
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:

4562

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

no

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

13.4.2016 – 12:00
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

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds

VI.3)Additional information

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.
Evaluation of the tender will be based on the CIPFA standing guide to the commissioning of local authority work and services tender evaluation model and in full compliance with EU Directives, the Council’s Contract Procedure Rules and in accordance with the stated criteria. Tenderers should note that the evaluation of the above criteria for Quality issues, etc. will also include the operation of minimum score thresholds. If the Tenderer’s proposal receives a score below the required threshold then the bid may not be considered further. (The minimum acceptable score is a requirement to obtain at least half of the available points in any particular area).

An indicative use of this model can be downloaded from the Council’s website at:http://www.bromley.gov.uk/info/200095/tenders_and_contracts/265/submitting_tenders

The Council works closely with a number of its surrounding local authorities on procurement activity and is a member of the South East London Procurement Group (comprising of the London Boroughs of Bromley, Bexley, Lewisham, Greenwich, Lambeth and Southwark). In addition to the partner organisation identified above, in appropriate circumstances and in compliance with any legal and regulatory requirement, the opportunity for services to be provided through this contract may also be offered to members of this organisation and who may have similar usage volumes.
The Council may make use of the contract for further negotiated arrangements to the extent permissible and in compliance with the relevant Procurement Regulations. The Joint Authorities reserve the right to extend libraries’ management into other operational spheres as indicated by the CPVs published in this notice.
Prospective contractors are advised that the documents issued at this time in conjunction with the OJEU Tender Notice may be supplemented and/or amended as provided for in Regulation 53(6) of the Public Contracts Regulations 2015.

To view this notice, please click here: https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=192316354

GO Reference: GO-201639-PRO-7874397.

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: Complaints during the procurement process are conducted under the Official Journal for the European Union (OJEU) in line with the Public Contracts Regulations (2015). Our processes are conducted in a fair, open and transparent manner. We are committed to developing constructive relationships with suppliers and are keen to generate maximum competition in all of our procurements to deliver best value and sustainable cost savings for the taxpayer. The outcome of the evaluation process is totally dependent on the competitive strength of the individual bid submissions, regardless of the bidder’s size or place on existing / previous arrangements. We are committed to treating all suppliers fairly and all feedback and complaints are given full and fair consideration. If at any stage we believe that a mistake has been made by us, please be assured that we will rectify it to the extent that we can legally do so. In order to complain you must 1st be registered on the eSourcing tool for the relevant procurement event. All complaints must be raised via the eSourcing tool messaging facility. If you are still unsatisfied at the outcome of a procurement competition and wish to challenge it, then you should issue legal proceedings under Part 3 chapter 6 (Applications to the Court) of the Public Contracts Regulations 2015 and serve them on the Government Legal Department in accordance with the Civil Procedure Rules Part 66 (Crown Proceedings) and its associated Practice Direction. Please note that service by email is subject to prior agreement with the Head of Litigation at the Government Legal Department Solicitor’s Department and is not routinely given.

VI.4.3)Service from which information about the lodging of appeals may be obtained

Royal Courts of Justice
The Strand, Stockwell Close, Holborn
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

VI.5)Date of dispatch of this notice:

9.3.2016

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