Tender for the provision of Catering, Cleaning and Security Services

Tender for the provision of Catering, Cleaning and Security Services

The Dyfed-Powys Police Authority (the Authority) is inviting tenders for the provision of Catering, Cleaning and Security. The contract will run for a period of three years, with the option to extend for a further three years on an annual basis and at the Authority’s discretion.

UK-Carmarthen: catering services

2012/S 158-264381

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Dyfed Powys Police Authority
Police Headquarters, PO Box 99, Llangunnor
SA31 2PF Carmarthen
UNITED KINGDOM

Internet address(es):

General address of the contracting authority: http://www.dyfed-powys.police.uk

Further information can be obtained from: Internet address: http://www.etenderwales.bravosolution.co.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Internet address: http://www.etenderwales.bravosolution.co.uk

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
Public order and safety
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:
Tender for the provision of Catering, Cleaning and Security Services.
II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 14: Building-cleaning services and property management services
Main site or location of works, place of delivery or of performance: Dyfed Powys Police Force Area.
NUTS code UKL14
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

Duration of the framework agreement

Duration in years: 3 years with an option to extend for a further period of 3 years (agreed on an annual basis)

II.1.5)Short description of the contract or purchase(s)
Brief overview of service requirements for Lot 1 Catering Service, Lot 2 Cleaning Service, and Lot 3 Security Services:
The Dyfed-Powys Police Authority (the Authority) is inviting tenders for the provision of Catering, Cleaning and Security. The contract will run for a period of three years, with the option to extend for a further three years on an annual basis and at the Authority’s discretion, and commences on 31st March, 2013.
Police Headquarters, Llangunnor, Carmarthen, is the command and administrative centre of the Force, which has an establishment of 1,143 police officers and 751 support staff, a total of 1,894 with some 554 working at the Headquarters. Some of these staff are part time and/or shift workers.
The building is located approximately 1 mile from Carmarthen town and there are no alternative catering facilities in the immediate area.
The Headquarters is a purpose built administrative building, occupied in April 1987 and comprises offices, a residential unit for training and conference purposes as well as social purposes.
Strategic Co-ordination Centre (SCC) is a purpose built Training/Conference facility, occupied in September, 2011. The building will be utilised for Emergency activation for Major Incidents and also exercises on a multi-agency basis involving all emergency services, military and other public authorities. The SCC is also utilised on a daily basis for Training and Conferencing.
Lot 1 – catering – police HQ & SCC.
Catering requirements are in relation to:
(i) Office personnel
(ii) Residential personnel
(iii) Other functions
Office Personnel.
Of the total number of staff engaged on site, approximately 554 are employed on an 7.00 a.m. to 8.00 p.m. basis, Monday to Friday. The Authority requires a Catering Service to be made available during office hours.
Between the hours of 08:00 p.m. and 08:00 a.m. there are approximately 6 to 10 people working in the Communications Centre (a separate building located on the Headquarters site) at any one time. Saturday and Sunday there are approximately 6 to 12 people working in the Communication Centre at any one time.
The Communications Centre is a shared facility with both Fire and Ambulance Service. Fire personnel has a total of 13 officers working 8.30 a.m. to 6 p.m. – 24/7 every day of the week. Seven officers working night duty 6 p.m. to 8.30 a.m. Up to 6 officers attend a training day where lunch is provided and the training can last up to 4 weeks.
Ambulance personnel have up to 55 officers on a day time shift and 13 officers working night duty – 24/7 every day of the week.
The only office personnel working on site at weekends and Bank Holidays will be the Dyfed-Powys Communications Centre personnel together with other Emergency Services personnel i.e. Fire and Ambulance as mentioned above. All income from such sales will be retained by the Contractor.
Residential personnel.
Normal weekly requirement for each residential student will entail 4 breakfasts, 5 lunches and 4 evening meals. There is no requirement for breakfast Monday mornings or an evening meal Friday. Estimated numbers will normally be available up to one week in advance. On occasions students are accommodated in local hotels, therefore no breakfast requirements would be needed, but lunch and evening meals would need to be provided.
Due to times of austerity there are no set intakes of students or set student numbers for training courses held. Training is now arranged ‘on demand’.
Based on projected recruitment needs, it is proposed there will be an intake of 18 officers in 2012/13, and 36 officers in 2013/14. Please note that these figures are not definitive and may be subject to change.
Other Functions.
Emergency Services.
The Contractor shall be prepared, upon short notice, to supply refreshments and/or meals for large numbers of operational officers, in the event of such a requirement. This may occur within normal catering hours in which event the agreed prices shall apply. At other periods, including weekends, or when the service is to be provided other than at Force Headquarters, this also includes the SCC when potentially a call out of staff could result at any time during the night. Charges will be between the Contractor and the authorised officer but pricing proposals will be transparent and based on actual costs for food and labour required.
Special Functions.
The Contractor shall, by prior arrangement, be prepared to provide lunches and dinners as and when required. The Contractor shall agree the menus for such catering with the organiser and recover the cost direct following consultation with the Contracts Officer.
It is anticipated that TUPE will apply to Lot 1 – Catering Services.
Lot 2 – cleaning services – Dyfed-Powys police force area.
Dyfed-Powys Police Authority is seeking to appoint a contractor to provide cleaning services to a varied range of properties within its Force area.
Properties range from a singled manned Police office to Force headquarters as follows:
The range of services required include but are not limited to:
General office cleaning.
Specialist cleaning – Removal of DNA.
Window cleaning.
Accommodation services.
Periodic cleaning as required.
Cleaning the Dyfed-Powys Police Force Headquarters including the SCC and Force Communications Centre (FCC) (The FCC will require weekend working), which involves an overall area of approx. 12,694.31 m2.

Provide a housekeeping service (Police HQ Accommodation Block with 29 bedrooms) which will consist of bed making, changing and control of laundry and linen, please note that the Authority have a contract in place for the provision of Laundry Services.
The Contractor is to carry out the cleaning of Police Buildings as detailed below:-.
Carmarthenshire/Powys Territorial Areas:-.
Divisional HQ – Friar’s Park.
Burry Port.
Pembrey – Helicopter Unit.
Cross Hands.
Cross Hands – Safety Camera Partnership.
Cross Hands – Roads Policing.
Kidwelly.
Llandovery.
Llanelli.
Llwynhendy.
Morfa.
St. Clears.
Divisional HQ – Brecon.
Builth Wells.
Crickhowell.
Hay On Wye.
Llanfyllin.
Knighton.
Llanidloes.
Newtown.
Presteigne.
Rhayader.
Welshpool.
Ystradgynlais.
Pembrokeshire/Ceredigion Territorial Areas:-.
Divisional HQ – Aberystwyth.
Aberaeron.
Cardigan.
Lampeter.
Llandysul.
Machynlleth.
Newcastle Emlyn.
Penparcau.
Victim Suite – Bow Street.
Divisional HQ – Haverfordwest.
Fishguard.
Fishguard Port.
Crymych.
Milford Haven.
Narberth.
Pembroke Dock.
Cleddau Victim Suite – Pembroke Dock.
Pembroke Dock Port.
Tenby.
The Contractor shall be responsible for the provision of all plant, labour, equipment and cleaning materials necessary for the proper execution of the work.
Full details of the level of service required, together with cleaning areas and accessibility will be provide at the invitation to Tender stage.
N.B. The Authority is currently undertaking an Estates Rationalisation resulting in Station closures. Some closures have already been implemented; however, it may be likely that others may occur during the duration of the Contract period.
It is anticipated that TUPE will apply to Lot 2 – Cleaning Services.
LOT 3 – SECURITY – POLICE HQ.
Police Headquarters during normal working hours will be occupied by personnel working Monday to Friday. The Accommodation Block is occupied for Residential Students Monday through to Thursdays. Whilst Student Residence are on site, there is a requirement for a Duty/Security Officer to be present to carry out the task of Security and Fire Marshalling.
Nightly security checks will include office accommodation, lights, and windows.
Perimeter checks will include Vehicle Car Passes and the reporting of unauthorised vehicles on site. Inspections throughout the night will be undertaken, reports of anything suspicious will be reported through to the Force Communication Centre Duty Inspector.
Tour of duty will commence at 7 p.m. through to 7 a.m. On occasions there will be ad hoc requests for covering outside of these times, this involves the supervision of onsite contractors and also pre-arranged weekend working.
Full details of the level of service required will be provided at the invitation to Tender stage.
Community Benefits do not apply to this contract.

II.1.6)Common procurement vocabulary (CPV)

55520000, 55500000, 55300000, 90910000, 90911000, 79710000, 79715000, 98341110

II.1.7)Information about Government Procurement Agreement (GPA)
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
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
As detailed in section II. 1.8) Division into lots (detailed above).
II.2.2)Information about options
Options: yes
Description of these options: Option to extend the contract for a further period of upto three years (agreed on an annual basis).
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion
Starting 31.3.2013. Completion 30.3.2016

Information about lots

Lot No: Lot 1 Lot title: Provision of Catering Service at HQ & SCC, Llangunnor, Carmarthen

1)Short description
Catering requirements are in relation to:
(i) Office personnel
(ii) Residential personnel
(iii) Other functions
Office Personnel.
Of the total number of staff engaged on site, approximately 554 are employed on an 7.00 a.m. to 8.00 p.m. basis, Monday to Friday. The Authority requires a Catering Service to be made available during office hours.
Between the hours of 08:00 p.m. and 8:00 a.m. there are approximately 6 to 10 people working in the Communications Centre (a separate building located on the Headquarters site) at any one time. Saturday and Sunday there are approximately 6 to 12 people working in the Communication Centre at any one time.
The Communications Centre is a shared facility with both Fire and Ambulance Service. Fire personnel has a total of 13 officers working 8.30 a.m. to 6 p.m. – 24/7 every day of the week. Seven officers working night duty 6 p.m. to 8.30 a.m. Up to 6 officers attend a training day where lunch is provided and the training can last up to 4 weeks.
Ambulance personnel have up to 55 officers on a day time shift and 13 officers working night duty – 24/7 every day of the week.
The only office personnel working on site at weekends and Bank Holidays will be the Dyfed-Powys Communications Centre personnel together with other Emergency Services personnel i.e. Fire and Ambulance as mentioned above. All income from such sales will be retained by the Contractor.
Residential personnel.
Normal weekly requirement for each residential student will entail 4 breakfasts, 5 lunches and 4 evening meals. There is no requirement for breakfast Monday mornings or an evening meal Friday. Estimated numbers will normally be available up to one week in advance. On occasions students are accommodated in local hotels, therefore no breakfast requirements would be needed, but lunch and evening meals would need to be provided.
Due to times of austerity there are no set intakes of students or set student numbers for training courses held. Training is now arranged ‘on demand’.
Based on projected recruitment needs, it is proposed there will be an intake of 18 officers in 2012/13, and 36 officers in 2013/14. Please note that these figures are not definitive and may be subject to change.
Other Functions.
Emergency Services.
The Contractor shall be prepared, upon short notice, to supply refreshments and/or meals for large numbers of operational officers, in the event of such a requirement. This may occur within normal catering hours in which event the agreed prices shall apply. At other periods, including weekends, or when the service is to be provided other than at Force Headquarters, this also includes the SCC when potentially a call out of staff could result at any time during the night. Charges will be between the Contractor and the authorised officer but pricing proposals will be transparent and based on actual costs for food and labour required.
Special Functions.
The Contractor shall, by prior arrangement, be prepared to provide lunches and dinners as and when required. The Contractor shall agree the menus for such catering with the organiser and recover the cost direct following consultation with the Contracts Officer.
It is anticipated that TUPE will apply to Lot 1 – Catering Services.
Full details of the level of service required will be provide at the invitation to Tender stage.
2)Common procurement vocabulary (CPV)

55520000, 55500000, 55300000

3)Quantity or scope
As detailed in short description (above).
4)Indication about different date for duration of contract or starting/completion
Starting 31.3.2013. Completion 30.3.2016
5)Additional information about lots
Tenderers may bid for one or more lots. Each ‘Lot’ will be evaluated / awarded separately.
It is anticipated that TUPE will apply to Lot 1 – Catering Services.
Lot No: Lot 2 Lot title: Provision of Cleaning Service
1)Short description
Dyfed-Powys Police Authority is seeking to appoint a contractor to provide cleaning services to a varied range of properties within its Force area.
Properties range from a singled manned Police office to Force headquarters as follows:
The range of services required include but are not limited to:
General office cleaning.
Specialist cleaning – Removal of DNA.
Window cleaning.
Accommodation services.
Periodic cleaning as required.
Cleaning the Dyfed-Powys Police Force Headquarters including the SCC and Force Communications Centre (FCC) (The FCC will require weekend working), which involves an overall area of approx. 12,694.31 m2.

Provide a housekeeping service (Police HQ Accommodation Block with 29 bedrooms) which will consist of bed making, changing and control of laundry and linen, please note that the Authority have a contract in place for the provision of Laundry Services.
The Contractor is to carry out the cleaning of Police Buildings as detailed below:-.
Carmarthenshire/Powys Territorial Areas:-.
Divisional HQ – Friar’s Park.
Burry Port.
Pembrey – Helicopter Unit.
Cross Hands.
Cross Hands – Safety Camera Partnership.
Cross Hands – Roads Policing.
Kidwelly.
Llandovery.
Llanelli.
Llwynhendy.
Morfa.
St. Clears.
Divisional HQ – Brecon.
Builth Wells.
Crickhowell.
Hay On Wye.
Llanfyllin.
Knighton.
Llanidloes.
Newtown.
Presteigne.
Rhayader.
Welshpool.
Ystradgynlais.
Pembrokeshire/Ceredigion Territorial Areas:-.
Divisional HQ – Aberystwyth.
Aberaeron.
Cardigan.
Lampeter.
Llandysul.
Machynlleth.
Newcastle Emlyn.
Penparcau.
Victim Suite – Bow Street.
Divisional HQ – Haverfordwest.
Fishguard.
Fishguard Port.
Crymych.
Milford Haven.
Narberth.
Pembroke Dock.
Cleddau Victim Suite – Pembroke Dock.
Pembroke Dock Port.
Tenby.
The Contractor shall be responsible for the provision of all plant, labour, equipment and cleaning materials necessary for the proper execution of the work.
Full details of the level of service required, together with cleaning areas and accessibility will be provide at the invitation to Tender stage.
N.B. The Authority is currently undertaking an Estates Rationalisation resulting in Station closures. Some closures have already been implemented; however, it may be likely that others may occur during the duration of the Contract period.
It is anticipated that TUPE will apply to Lot 2 – Cleaning Services.

2)Common procurement vocabulary (CPV)

90910000, 90911000, 98341110

3)Quantity or scope
As detailed above in short description (above).
4)Indication about different date for duration of contract or starting/completion
Starting 31.3.2013. Completion 30.3.2016
5)Additional information about lots
Tenderers may bid for one or more lots. Each ‘Lot’ will be evaluated / awarded separately.
It is anticipated that TUPE will apply to Lot 2 – Cleaning Services.
Lot No: Lot 3 Lot title: Provision of Security Services at Police HQ (Only), Llangunnor, Carmarthen
1)Short description
Police Headquarters during normal working hours will be occupied by personnel working Monday to Friday. The Accommodation Block is occupied for Residential Students Monday through to Thursdays. Whilst Student Residence are on site, there is a requirement for a Duty/Security Officer to be present to carry out the task of Security and Fire Marshalling.
Nightly security checks will include office accommodation, lights, and windows.
Perimeter checks will include Vehicle Car Passes and the reporting of unauthorised vehicles on site. Inspections throughout the night will be undertaken, reports of anything suspicious will be reported through to the Force Communication Centre Duty Inspector.
Tour of duty will commence at 7 p.m. through to 7 a.m. On occasions there will be ad hoc requests for covering outside of these times, this involves the supervision of onsite contractors and also pre-arranged weekend working.
Full details of the level of service required will be provided at the invitation to Tender stage.
2)Common procurement vocabulary (CPV)

79710000, 79715000

3)Quantity or scope
As detailed in short descripion (above).
4)Indication about different date for duration of contract or starting/completion
Starting 31.3.2013. Completion 30.3.2016
5)Additional information about lots
Tenderers may bid for one or more lots. Each ‘Lot’ will be evaluated / awarded separately.

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:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
“In the event of a group of suppliers winning the contract the Authority will require each supplier in the group to become joint or severally responsible before acceptance.”.
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
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: “Candidates will be required to provide evidence as specified in Article 41 and 42 of Directive 2009/81/EC”.
http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:L:2009:216:0076:0136:EN:PDF
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
“Candidates will be required to provide evidence as specified in Article 41 and 42 of Directive 2009/81/EC”.
http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:L:2009:216:0076:0136:EN:PDF
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
Execution of the service is reserved to a particular profession: no
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
Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Envisaged number of operators: 5 operators for each service area lot
Objective criteria for choosing the limited number of candidates: The evaluation panel will examine the information supplied by Tenderers in the Pre-Qualification Questionnaire (Organisation Questionnaire), and, in accordance with the pre-determined selection criteria, will identify the top 5 highest scoring submissions for each service area (i.e. Lot 1 -Catering Service; Lot 2 – Cleaning Services; and Lot 3 – Security Services), and these organisations shall be invited to tender.
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 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: yes
Additional information about electronic auction:
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
DPP/12/07
IV.3.2)Previous publication(s) concerning the same contract
no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Time limit for receipt of requests for documents or for accessing documents: 14.9.2012 – 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
17.9.2012 – 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
in days: 90 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening tenders
Date: 17.9.2012 – 14:00
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Officers from Dyfed Powys-Police Authority.

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: yes
Estimated timing for further notices to be published:
VI.2)Information about European Union funds
The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information
Instructions to suppliers:
To assist you in locating these opportunities on the BRAVO E Procurement System the project code is: project_23401.
As this is a restricted procedure, Tenderers must ensure that all PQQ questions are fully responded to. The following PQQ Project codes may further assist you in locating the opportunities:
PQQ Code: pqq_30464.
PQQ Code: pqq_30464.
Please also ensure you check the “Attachments” area for any documents/ information which may assist you with your submission or you are required to upload as part of your submission as per information contained within the tender pack.
Suppliers Instructions How to express interest in this Tender:
1. Register your company on the etenderwales portal (this is only required once)
— Browse to the eSourcing Portal: www.etenderwales.bravosolution.co.uk,

— Click the “Suppliers register here” link,
— Enter your correct business and user details,
— Note the username you chose and click “Save” when complete,
— You will shortly receive an email with your unique password (please keep this secure),
— Agree to the terms and conditions and click “continue”.
2. Express an Interest in the Project
— Login to the portal with the username/password,
— Click the “ITTs Open to All Suppliers” link. (These are Invitation to Tender Documents open to any registered supplier),
— Click on the relevant ITT to access the content,
— Click the “Express Interest” button at the top of the screen,
— This will move the ITT into your “My ITTs” page. (This is a secure area reserved for your projects only),
— Click on the ITT code, you can now access any attachments by clicking the “Buyer Attachments” on the left hand side of the screen.
3. Responding to the tender
— At the top of the screen you can choose to “Create Response” or “Decline to Respond” (please give a reason if declining),
— You can now use the “Messages” function on to communicate with the buyer and seek any clarification,
— Note the deadline for completion, then follow the onscreen instructions to complete the ITT,
— There may be a mixture of online & offline actions for you to perform (there is detailed online help available).
If you require any further assistance use the online help, or the BravoSolution help desk is available Mon – Fri (8am – 6pm) on:
— email: help@bravosolution.co.uk,

— Phone: 08003684850/ Fax: 02070800480.
Tenders or Requests to Participate must be sent to:
Official name:
www.etenderwales.bravosolution.co.uk

Postal Address:
Dyfed-Powys Police Authority will be conducting this procurement exercise through the Value Wales e-Tendering portal. This can be found at www.etenderwales.bravosolution.co.uk, all information may be downloaded and returned though this channel.

Buy4Wales Reference Number: 31524.

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: “This authority will incorporate a standstill period where information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into The Public Contracts Regulations 2006 (SI 2006 No5) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland)”.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:15.8.2012

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