Scotland Excel Funeral Services Framework

Scotland Excel Funeral Services Framework

2 Lots. Provision of Funeral and Associated Services Lot No: 1.

United Kingdom-Paisley: Funeral and related services

2018/S 017-035010

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Scotland Excel
Renfrewshire House, Cotton Street
Paisley
PA1 1AR
United Kingdom
Telephone: +44 3003001200
E-mail: oss@scotland-excel.org.uk
Fax: +44 1416187423
NUTS code: UKM

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

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:

The Provision of Funeral Services and Associated Supplies

Reference number: 23-17

II.1.2)Main CPV code

98370000

II.1.3)Type of contract

Services

II.1.4)Short description:

This framework agreement is intended to set up an agreement for the procurement of common funerals for those who do not have the means to pay for this service and also a range of funeral products.

II.1.5)Estimated total value

Value excluding VAT: 4 000 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for all lots
II.2)Description

II.2.1)Title:

Provision of Funeral and Associated Services

Lot No: 1

II.2.2)Additional CPV code(s)

98370000
98371000
98371100
98371110
98371120

II.2.3)Place of performance

NUTS code: UKM
Main site or place of performance:

Throughout Scotland.

II.2.4)Description of the procurement:

This framework agreement is intended to set up an arrangement for the procurement by the contracting authorities entitled to purchase under the proposed framework agreement)of an undertaking service for those who do not have the means to pay for this service. This includes all transport, hygienic preparation (not including embalming unless specified) and care of the deceased, attendance at a funeral, the provision of a suitable coffin and appropriate interior and exterior fittings, plus a suitable urn for cremated remains with appropriate liner and bag.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Technical / Weighting: 20
Price – Weighting: 80

II.2.6)Estimated value

Value excluding VAT: 3 000 000.00 GBP

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

Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

For an initial period of 24 months with the option to extend for up to two further 12 month periods.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

See II.2.7.

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. Please see the Invitation to Tender contained on the PCS-Tender project relevant to this procurement and the other Procurement Documents for further information.

II.2)Description

II.2.1)Title:

Supply and Delivery of Funeral Products

Lot No: 2

II.2.2)Additional CPV code(s)

39296000

II.2.3)Place of performance

NUTS code: UKM
Main site or place of performance:

Throughout Scotland.

II.2.4)Description of the procurement:

This framework agreement is intended to set up an arrangement for the procurement (by the contracting authorities entitled to purchase under the proposed framework agreement) of the supply and delivery of funeral products such as above ground vaults, poly urns and plaques.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Technical / Weighting: 20
Price – Weighting: 80

II.2.6)Estimated value

Value excluding VAT: 1 000 000.00 GBP

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

Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

For an initial period of 24 months with the option to extend for up to 2 further 12 month periods.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

See II.2.7.

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. Please see the Invitation to Tender contained on the PCS-Tender project relevant to this procurement and the other Procurement Documents for further 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

III.1.2)Economic and financial standing

List and brief description of selection criteria:

ESPD (Scotland) Question 4B.5: Insurance requirements.

ESPD (Scotland) Question 4B.6: Other economic and financial requirements.

In accordance with Regulation 59(12), as this proposed Framework Agreement is divided into Lots, these Economic and Financial Standing selection criteria apply separately in relation to each individual lot.

Minimum levels of standards possibly required:

ESPD (Scotland) Question 4B.5.

It is a requirement of the contracts to be procured under the proposed framework agreement that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:

ESPD (Scotland) Question 4B.5.1.

Employer’s (Compulsory) Liability Insurance = GBP 10 million (minimum indemnity limit of GBP 10 million each and every claim).

ESPD (Scotland) Question 4B.5.2.

Public Liability Insurance = GBP 2 000 000 (minimum indemnity limit of GBP 2 000 000 in each occurrence).

Product Liability Insurance = GBP 2 000 000 (minimum indemnity limit of GBP 2 000 000 in the aggregate).

Professional Indemnity Insurance = GBP 1 000 000 (minimum indemnity limit of GBP 1 000 000 each occurrence).

Third Party Motor Vehicle Insurance = statutory third party motor vehicle liability insurance to a minimum indemnity limit of GBP 5 000 000 for property damage and unlimited for Third Party Injury (in each and every occurrence).

For bidders who will sub-contract part of the business, the bidder should provide a letter signed by a person of appropriate authority confirming that the bidder has ongoing arrangements in place to ensure that sub-contractor vehicles are appropriately insured and maintained.

ESPD (Scotland) Question 4B 6: Other economic and financial requirements.

The bidder is to confirm that a search of the bidder against Equifax’s Protect will not return a ‘Warning’ or ‘Caution’ returnable code or any neutral code, unless the bidder confirms that it can provide any other document which Scotland Excel considers appropriate to prove to Scotland Excel (acting within its permitted discretion under the applicable public procurement rules) that the bidder does / would not present an unmanageable risk should it be appointed on to the proposed framework agreement.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

Minimum level(s) of standards possibly required:

ESPD (Scotland) Question 4C.10: Subcontracting;

ESPD (Scotland) Question 4D.1: Quality Management Procedures;

ESPD (Scotland) Question 4D.1: Health and Safety Procedures ();

ESPD (Scotland) Question 4D.2: Environmental Management Systems or Standards; and.

In accordance with Regulation 59(12), as this proposed Framework Agreement is divided into Lots, these Technical and Professional Ability selection criteria apply separately in relation to each individual lot.

Minimum level(s) of standards possibly required:

1. ESPD (Scotland) Question 4C.10: Subcontracting.

Bidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contracts to be called-off under the proposed framework agreement.

2. ESPD (Scotland) Question 4D.1: Quality Management Procedures.

The bidder must have the following:

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.

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.

3. ESPD (Scotland) Question 4D.1: Health and Safety Procedures.

The bidder must have the following:

The bidder must hold a UKAS (or equivalent), accredited independent third party certificate of compliance in accordance with BS OHSAS 18001 (or equivalent).

OR.

ESPD (Scotland) Question 4D.1.

4. Health and Safety Procedures.

a. 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. [Not applicable to organisations with fewer than five employees].

b. Documented arrangements for providing the bidder’s workforce with training and information appropriate to the type of work of which the organisation is likely to bid. This must provide evidence that the bidder has in place and implements, training arrangements to ensure that its workforce has sufficient skills and understanding to discharge the various duties. This will provide details of staff health and safety training arrangements and how relevant information is communicated to staff. This must also include a description of arrangements for keeping the workforce updated on legislation and good H&S practice applicable throughout the organisation.

5. ESPD (Scotland) Question 4D.2: Environmental Management Systems or Standards.

The bidder must have the following:

— the Bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate.

or

— a regularly reviewed documented policy regarding environmental management, authorised by the Chief Executive, or equivalent. This policy must include and describe the bidder’s environmental emergency response procedures including the preparedness and response procedures for potential accidents and emergency response situations that give rise to significant environmental impacts (for example hazardous substances spill control).

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:

For full details of the conditions relevant to the proposed Framework Agreement, and contracts to be called-off thereunder (to the extent known or settled at this stage), please see the procurement documents (details of how to access these being set out in section “I.3) Communication” of this Contract Notice).

Scotland Excel will require the members of any tendering group of entities (including, but not limited to, consortium members, members of a group of economic operators and / or sub-contractors) to be jointly and severally liable for the performance of the contract (no matter the legal form taken by those entities in order to enter into the contract).

III.2.3)Information about staff responsible for the performance of 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

The procurement involves the establishment of a framework agreement
Framework agreement with several operators
Envisaged maximum number of participants to the framework agreement: 15
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue

IV.1.6)Information about electronic auction

An electronic auction will be used
Additional information about electronic auction:

Please note that whilst an e-auction will not be used in the procurement process to award places onto this proposed framework agreement, tenderers should be aware that the contracting authorities permitted to call-off contracts under this proposed framework agreement may do so via an e-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

Notice number in the OJ S: 2017/S 207-427839

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 26/02/2018
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: 5 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 26/02/2018
Local time: 12:00
Place:

Scotland Excel, Renfrewshire House, Cotton Street, Paisley, PA1 1AR on https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html.

Information about authorised persons and opening procedure:

Scotland Excel Officers and Members.

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:

I.2) Scotland Excel is a central purchasing body and is procuring this framework on behalf of the following contracting authorities (and successor bodies):

— the 32 local authorities in Scotland listed at http://www.scotland-excel.org.uk/home/Aboutus/Ourmembers/Local-authorities.aspx,

— Scotland Excel associate members listed at http://www.scotland-excel.org.uk/home/Aboutus/Ourmembers/Associate-members.aspx.

The above is subject to each contracting authority entering into and maintaining a relevant membership agreement or other access agreement with Scotland Excel.

IV.1.3) Tenderers are advised that the envisaged maximum number of participants that might be appointed to the proposed framework agreement set out in section IV.1.3 of this contract notice is purely indicative. Scotland Excel reserves the right to appoint more or less bidders than the envisaged maximum number to the proposed Framework Agreement.

VI.2) Tenderers are advised that whether electronic ordering, invoicing and payment will be used or accepted is at the discretion of each contracting authority entitled to use this proposed framework agreement. This will be settled by them during call-off of a contract under this proposed framework agreement.

Further information regarding the operation of the framework is available within the document titled “23-17 Provision of Funeral Services and Associated Supplies Information and Instructions” within PCS-T project 9970.

The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 9970. 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 bidder’s response to questions relating to the (Quality) award criteria, it will be requested to provide an outline of the community benefits it can offer for this framework agreement. Bidders are asked to provide a response setting out the methodology for working with contracting authorities to support the delivery of the Scottish Government’s National Outcomes, through community benefits commitments. The response must be specific to the bidder’s involvement under this framework agreement if successful and should include:

— how the bidder will work with contracting authorities to offer community benefits, relevant to this procurement, to support the Scottish Government’s National Outcomes (as detailed in the Technical envelope on the PCS-T tendering system); and,

— examples of the community benefits the bidder could deliver to contracting authorities linked to the Scottish Government’s National Outcomes.

If appointed on to the proposed framework agreement, suppliers will be required to report the details of all delivered community benefits to Scotland Excel bi-annually (or at some other interval reasonably notified to suppliers).

(SC Ref:525163).

VI.4)Procedures for review

VI.4.1)Review body

Please refer to V1.4.3 below
N/A
United Kingdom
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

An economic operator that suffers, or risks suffering, loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2015 (SSI 2015/446) (as amended) may bring proceedings in the Sheriff Court or the Court of Session.

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

Please refer to VI.4.3) Above
Not Applicable
United Kingdom

VI.5)Date of dispatch of this notice:

23/01/2018

 

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