Benefit Services National Concessionary Fuel Scheme Agreements

Benefit Services National Concessionary Fuel Scheme Agreements

Administration and delivery of benefit services for Former British Coal Corporation Employees under the National Concessionary Fuel Scheme Agreements.

UK-London: benefit services

2012/S 64-104389

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Department of Energy and Climate Change
Area A- 3rd Floor, 3 Whitehall Place
For the attention of: Satnam Johal
SW1A 2AW London
UNITED KINGDOM
Telephone: +44 3000685711
E-mail: Satnam.Johal@decc.gsi.gov.uk
Fax: +44 3000685129

Internet address(es):

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

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

Ministry or any other national or federal authority, including their regional or local sub-divisions
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: no

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

Administration and delivery of benefit services for Former British Coal Corporation Employees under the National Concessionary Fuel Scheme Agreements.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 27: Other services
NUTS code UK

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)

Benefit services. Payroll management services. Customer services. To provide the necessary services to ensure the adequate management and administration of the benefits delivered under the National Concessionary Fuel Scheme (NCFS) on behalf of the Department, under the name of the National Concessionary Fuel Office. Under the terms of the NCFS, beneficiaries can receive a solid fuel entitlement or cash in lieu (CIL). Currently 83 % of beneficiaries are in receipt of cash payments.
II.1.6)Common procurement vocabulary (CPV)

75310000, 79211110, 79342300

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:

DECC intends to invite tenders to provide the necessary services to ensure the efficient and effective management and administration of the benefits delivered under the National Concessionary Fuel Scheme (NCFS) on behalf of the Department, under the name of the National Concessionary Fuel Office (NCFO). The rules governing the entitlements to concessionary fuel and cash in lieu are established in the National Concessionary Fuel Agreements (NCFAs), therefore the administration of the NCFS is intrinsically linked to these agreements and the chosen contractor must familiarise themselves with them (the NCFAs).
Core services include:
— Determination of eligibility and entitlement for both cash in lieu and solid fuel,
— General administration of the Scheme, including adequate liaison with the solid fuel distributor (CPL),
— Payments to cash in lieu beneficiaries and recovery of overpayments, according to agreed policy set by DECC,
— Stakeholder Management and Communication as directed by DECC,
— Financial Management including forecasting and financial modelling,
— Fraud Management.
Support services include:
— Transition management, to enable the new contract to go live from 1.4.2013,
— Account Governance and Management,
— Management Information and Reporting,
— Audit and Risk Management,
— Business Continuity and Disaster Recovery,
— Data Handling,
— IT Requirements,
— Exit Management, including full cooperation with the Department at the end of the contract period.
II.2.2)Information about options
II.2.3)Information about renewals

This contract is subject to renewal: yes
II.3)Duration of the contract or time limit for completion

Duration in months: 84 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

If it is considered appropriate by DECC, an indemnity or guarantee may be required from another party such as a parent company, bank or insurance company. In the case of companies bidding as a consortia, members of any consortium will be required to form a separate limited liability company to deliver the contract and may be required to provide financial security.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them: details contained within the tender documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Legal form to be taken by the group of economic operators to whom the contract is to be awarded: DECC reserves the right to require groupings of suppliers to take a particular legal form or to require a single supplier to take primary liability or to require that each party undertakes joint and several liability irrespective of the form the grouping takes.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Compliance with EU and UK legislation and policy objectives including in relation to health and safety, environmental considerations and equal opportunities.
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: (a) are bankrupt or are being wound up, where their affairs are being administered by the court, where they have entered into an arrangement with creditors, where they have suspended business activities or are in any analogous situation arising from a similar procedure under national laws and regulations;
(b) are the subject of proceedings for a declaration of bankruptcy, for an order for compulsory winding up or administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) have been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning their professional conduct;
(d) have been guilty of grave professional misconduct proven by any means which the contracting authorities can demonstrate;
(e) have not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which they are established or with those of the country of the contracting authority;
(f) have not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which they are established or with those of the country of the contracting authority;
(g) are guilty of serious misrepresentation in supplying the information required under this Section or have not supplied such information;
(h) have been the subject of a conviction for participation in a criminal organisation, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) have been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26.5.1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j) have been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) have been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10.6.1991 on prevention of the use of the financial system for the purpose of money laundering.
In accordance with Articles 45 and 46 of Directive 2004/18/EC and Regulation 23 of the Public Contracts Regulations 2006, as set out in the pre-qualification questionnaire (the “pre-qualification questionnaire”) available from the address in Section l.1.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: In accordance with Article 47 of Directive 2004/18/EC and Regulation 24 of the Public Contracts Regulations 2006, as set out in the pre-qualification questionnaire.
Minimum level(s) of standards possibly required as set out in the pre-qualification questionnaire, obtainable from the address specified in Section l.1 above. Failure to provide any of the information required may invalidate selection.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Further details of technical information required are contained in the pre-qualification questionnaire documentation obtainable from the address specified in Section l.1 above. Failure to provide any of the information required may invalidate selection.
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

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

Restricted
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
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:

12.08.01.09/18P OJ: 2012/S 21-034186

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

Prior information notice

Notice number in the OJEU: 2012/S 21-034186 of 1.2.2012

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: 20.4.2012 – 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

11.5.2012 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

2.7.2012
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
IV.3.8)Conditions for opening tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
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

The duration of The Contract will be for 7 years with an option of up to a further 36 months extension at the contracting authority’s discretion, totalling a 10 year maximum duration.
There are currently 14 staff based in Sheffield. The contract does not specify the number of resources required, but it should be noted that the new scope of services will be reduced from the current service requirement. The contract also does not require the successful bidder to service the contract from Sheffield. However, it should be noted that TUPE regulations will apply. Any TUPE issues will be the responsibility of the outgoing and incoming provider in accordance with the transfer of undertakings (protection of employment) Regulations 2006 (“the 2006 Regulations”).
Procedures for appeal.
Precise information on deadline(s) for lodging appeals: the Department of Energy and Climate Change will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to bidders. This period allows unsuccessful bidders to register their grounds of appeal with the Department. If applicants submit their appeal within 2 working days from the notification of the award decision, the department will respond within a minimum of 3 working days before the expiry of the standstill period. Such additional information should be requested from Satnam Johal at Satnam.Johal@decc.gsi.gov.uk or by writing to Satnam Johal at the Department of Energy and Climate Change, Area A-3rd floor, 3 Whitehall Place, London SW1A 2AW, UNITED KINGDOM. If an appeal regarding the award of a contract has not been successfully resolved the Public Contracts Regulations 2006 (SI 2006 No 5) 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). Any such action must be brought promptly (generally within 3 months). Where a contract has not been entered into the Court may order the setting aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into the Court may only award damages [the purpose of the standstill period referred to above is to allow parties to apply to the courts to set aside the award decision before the contract is entered into].

Supplier debriefing.
Following completion of the award decision, supplier debriefing will be available on request from the contracting authority. GO reference: GO-2012328-PRO-3815393.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Department of Energy and Climate Change
Area A-3rd floor, 3 Whitehall Place
SW1A 2AW London
UNITED KINGDOM
E-mail: Satnam.Johal@decc.gsi.gov.uk
Telephone: +44 3000685711
Internet address: www.decc.gov.uk

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:28.3.2012