Supply of LED Lantern Gear Switch Trays to Caerphilly County Borough Council

Supply of LED Lantern Gear Switch Trays to Caerphilly County Borough Council

Purchase of LED Retrofit Gear Trays for Street Lighting.

United Kingdom-Hengoed: Switchgear

2015/S 054-094121

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Caerphilly County Borough Council
Penallta House, Tredomen Park, Ystrad Mynach
Contact point(s): Procurement Services
For the attention of: Chris Davidge
CF82 7PG Hengoed
UNITED KINGDOM
Telephone: +44 1443863063
E-mail: davidc1@caerphilly.gov.uk
Fax: +44 1443863167

Internet address(es):

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

Address of the buyer profile: http://www.sell2wales.gov.uk/search/Search_AuthProfile.aspx?ID=AA0272

Electronic access to information: https://supplierlive.proactisp2p.com/Account/Login

Electronic submission of tenders and requests to participate: https://supplierlive.proactisp2p.com/Account/Login

Further information can be obtained from: Caerphilly County Borough Council
Penallta House, Tredomen Park, Ystrad Mynach
Contact point(s): Procurement Services
For the attention of: Chris Davidge
CF82 7PG Hengoed
UNITED KINGDOM
Telephone: +44 1443863063
E-mail: davidc1@caerphilly.gov.uk
Fax: +44 1443863167
Internet address: www.caerphilly.gov.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Caerphilly County Borough Council
Penallta House, Tredomen Park, Ystrad Mynach
Contact point(s): Procurement Services
For the attention of: Chris Davidge
CF82 7PG Hengoed
UNITED KINGDOM
Telephone: +44 1443863063
E-mail: davidc1@caerphilly.gov.uk
Fax: +44 1443863167
Internet address: www.caerphilly.gov.uk

Tenders or requests to participate must be sent to: Caerphilly County Borough Council
Penallta House, Tredomen Park, Ystrad Mynach
Contact point(s): Procurement Services
For the attention of: Chris Davidge
CF82 7PG Hengoed
UNITED KINGDOM
Telephone: +44 1443863063
E-mail: davidc1@caerphilly.gov.uk
Fax: +44 1443863167
Internet address: www.caerphilly.gov.uk

I.2)Type of the contracting authority

Regional or local authority

I.3)Main activity

General public services
Environment

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description

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

Purchase of LED Retrofit Gear Trays for Street Lighting.

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

Supplies
Purchase
Main site or location of works, place of delivery or of performance: County Borough of Caerphilly.

NUTS code UKL16

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)

Caerphilly County Borough Council require LED Lantern Gear Switch Trays to be provided for the following Lanterns, Urbis ZX1 and Urbis Sapphire 1.
Of the lanterns the following gear switch tray unit quantity numbers are required:
7457 — Urbis ZX1 Lanterns; and 753 — Urbis Sapphire 1 lanterns.
The proposed retrofit gear trays are to be designed for installation into the named lanterns. All retrofit gear trays provided must be designed to ensure that as best as practicable, the original integrity of the luminaire is not compromised. The gear tray must be manufactured to fit the lanterns as specified, be a direct gear tray swap and not be of a universal type. The contract period is a one off and the first initial delivery of the first 1000 gear switch trays is required by the 31.7.2015, the remaining gear switch trays are required every month thereafter from the 31.7.2015 to the 29.2.2016. As part of the process, the tender will be undertaken utilising Caerphilly CBC’s Proactis Plaza e-tendering system details on how to access the system are set out in the additional information section to this notice. The specification requirements can be located in the invitation to tender document which can be access once registered on the e-tendering system against this project.

Note: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site athttp://www.sell2wales.gov.uk/Search/Search_Switch.aspx?ID=23751

II.1.6)Common procurement vocabulary (CPV)

31214000, 31530000, 31500000, 34928500, 31000000

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: no

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The quantity of gear switch tray units required is as follows:
7457 — Urbis ZX1 Lanterns; and 753 — Urbis Sapphire 1 lanterns.

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no

II.3)Duration of the contract or time limit for completion

Starting 1.6.2015. Completion 29.2.2016

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
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:

Delivery Payment. This is payment for accepted supplies or services (including partial deliveries).
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

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: To ensure that tenderers submission responses are inline with the specification requirements as set out in this invitation to tender and bill of quantities, tenderers will be required to provide a sample of the gear switch trays for both lanterns that would be provided which are in accordance with the data sheet provided at tender submission return to ensure that the product(s) meet the Council requirements prior to any contract award being placed.
The sample will need to be returned by 15.4.2015 at 12:00 (noon). A tender return label has been provided, please refer to Appendix 2.
III.2)Conditions for participation
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

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(1) All candidates will be required to provide certification from an independent body attesting conformity to environmental management standards in accordance with the Community Eco-Management and Audit Scheme (EMAS); or the European standard BS EN ISO 14001.
(2) All candidates will be required to provide certification drawn up by an independent body attesting the compliance of the economic operator with quality assurance standards based on the relevant European standards.
(3) Certificates drawn up by official quality control institutes or agencies of recognised competence attesting the conformity of products clearly identified by references to specifications or standards.
(4) Samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so requests.
(5) A check may be carried out by the contracting authority or by a competent official body of the State in which the candidate is established, to verify the technical capacity of the candidate; and if relevant, on the candidates study and research facilities and quality control measures.
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

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated below

1. Price. Weighting 30

2. Quality. Weighting 70

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:

CCBC/PS1333/15/CD
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

IV.3.4)Time limit for receipt of tenders or requests to participate

15.4.2015 – 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

English.

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Date: 15.4.2015 – 12:00

Place:

Caerphilly County Borough Council, Penallta House.

Section VI: Complementary information

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

VI.3)Additional information

As part of the process, the tender will be undertaken utilising Caerphilly CBC’s Proactis Plaza e-tendering system. Therefore, bidders are invited to follow the following directions to register on the system:

1 Log in to the Proactis Plaza E-Sourcing Portal at https://www.proactisplaza.com

2 Click the ‘Register Now’ button at the bottom of the window.
3 Enter your correct Organisation Name, Details and Primary Contact Details. The system will auto generate the Organisation ID and User Name for you.
4 Please make a note of the Organisation ID and User Name, then click ‘Register’.
5 You will then receive an email from the system asking you to ‘Click here to activate your account’. This takes you to Enter Organisation Details.
6 Please enter the information requested, click ‘Next’ and follow the instructions ensuring that you enter all applicable details.
7 In the Enter Product Classification screen please ensure that you select the Product Classification Codes (CPV Codes) that appear in the tender notice.
8 Accept the Terms and Conditions and then click ‘Next’. This takes you in to the Welcome window.
9 In the ‘Welcome’ window please enter your Organisation name, Organisation ID and User Name (User ID). You now need to create your unique password. Please ensure that you make a note of this along with the other information already recorded.
10 Now click ‘Done’ and you will enter the Supplier Home page.
11 From the Home Page, go to the ‘Opportunities’ area, then search for New Opportunities. Click on the ‘ID’ of the relevant opportunity and then click to register your interest on the relevant button.
Click the ‘Requests from Buyers’ command in the Opportunities area. This will take you to the list of current opportunities available to you.
12 Click the Project ID that relates to this notice, this will take you into the Tender Request.
13 Note the closing date for completion of the relevant project. Please review the ‘Items’ tab and the Documents tab as there will be information relating to the project held here.
14 You can now either ‘Create a Response’ to, or ‘Decline’ this opportunity.
Tenderers are to note that the Council will be ordering electronically via the issuing of an official purchase order, electronic payments will also be made upon the receipt of an authorised undisputed invoice via BACS.
(WA Ref:23751).

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

13.3.2015

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