CCTV Services to Caerphilly County Borough Council

CCTV Services to Caerphilly County Borough Council

LOT 1 – Supply and installation of CCTV Equipment to Parks and Open Spaces. LOT 2 – Supply and installation of CCTV Equipment to Council owned Buildings. LOT 3 – Maintenance and Servicing to Digital and Analogue CCTV systems and Control Room. LOT 4 – Provision of CCTV Consultancy Services with regards to new and existing CCTV Installations.

UK-Hengoed: closed-circuit television apparatus

2012/S 228-375738

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Caerphilly County Borough Council
Procurement Services, Caerphilly County Borough Council, Penallta House, Tredomen Park, Ystrad Mynach,
For the attention of: Mr Rhys James
CF82 7PG Hengoed
UNITED KINGDOM
Telephone: +44 1443863062
E-mail: jamesrm1@caerphilly.gov.uk
Fax: +44 1443863167

Internet address(es):

General address of the contracting authority: http://www.caerphilly.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

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: no

Section II: Object of the contract

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

Framework for the Provision of CCTV Services to Caerphilly County Borough Council.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 1: Maintenance and repair services
Main site or location of works, place of delivery or of performance: Caerphilly County Borough.
NUTS code UKL

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

Framework agreement with several operators
Number of participants to the framework agreement envisaged: 14
Duration of the framework agreement

Duration in years: 4
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 300 000 GBP

II.1.5)Short description of the contract or purchase(s)

Caerphilly County Borough Council invites tenders in accordance with the Specification, along with the Pricing Schedule, and subject to the Terms and Conditions of Contract, to set up a Framework Agreement for the provision of CCTV Services to Caerphilly CBC.
The requirement is to establish a framework of providers that will be able to carry out works within a specific lot under the framework.
The Framework will consist of four (4) lots as detailied below and bidders can apply for one, more or all of the Lots available.
The period of the framework is estimated to be from the 1.2.2013 to 31.1.2016. The Council, reserves the right, subject to satisfactory service provision to extend the contract for a further period of up to one year.
Community Benefits apply to this contract, Further details: As part of this arrangement, companies will be expected to advise if they can provide any Community Benefits or Targeted Recruitment and Training as part of their tender submission. This will be undertaken as a non-core approach and not be scored but will be for information only.
II.1.6)Common procurement vocabulary (CPV)

32231000, 32234000, 32235000, 92222000, 79700000

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: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

The framework will be split into 4 lots and tenderers are allowed to bid for one, more or all of the lots available.
The lots are as follows:
LOT 1 – Supply and installation of CCTV Equipment to Parks and Open Spaces.
LOT 2 – Supply and installation of CCTV Equipment to Council owned Buildings.
LOT 3 – Maintenance and Servicing to Digital and Analogue CCTV systems and Control Room.
LOT 4 – Provision of CCTV Consultancy Services with regards to new and existing CCTV Installations.
Contractors when working on site can and will be inspected by any of the Councils’ Health and Safety Officers, or other designated Officers at any time during the period of the contract.
Employment on school sites is exempt from the concessions of the Rehabilitation of Offenders Act 1974 and therefore engineers working on school sites during school hours must be the subjects of enhanced CRB Checks, this is additional to standard police checks which is not covered by the BS 7858: 2006 Security Screening of Individuals Employed in a Security Environment.
Contractors must make themselves aware of the contents of the asbestos manual for the premises and sign the asbestos log book.
Where substantial building works are required these will be undertaken in accordance with the JCT Agreement for Minor Works 2005 Edition.
The procurement process for this arrangement will follow a two-stage, Open Tender Procedure. Candidates will be required to pass the selection stage (stage 1) first before proceeding to the Award Criteria stage (stage 2) of the process.
The Selection Questionnaire is the first stage of the procurement process and is designed to provide the Council with the information required to define a list of suitable organisations. This first stage will be scored out of Pass/Fail questions. All companies who pass the selection stage (stage 1) will be accepted to go forward to the Award Criteria stage of the process (stage 2).
The companies that pass through to the Award Criteria stage (stage 2) of the process will then be assessed based on the following Most Economically Advantageous Tender (MEAT) criteria:
PRICE 40 Marks.
Price Scoring Methodology: All price submissions will be scored with the lowest price achieving the highest score and higher priced submissions scoring a lower score.
QUALITY 60 Marks.
The Quality criteria will consist of the following sub criteria:
Quality Submission (60 marks).
60 % of the Quality submission criteria will be based on Companies responses to the following questions contained in the Quality submission. Each question will be scored based on the following scores:
Question 1 – Training & Support (10 Marks).
Question 2 – Innovation & Sustainability (20 Marks).
Question 3 – Project Management (20 Marks).
Question 4 – Qualified Engineers (10 Marks).
As part of the process, the tender will be undertaken utilising Caerphilly CBC”s Proactis Plaza e-tendering system. Therefore, companies 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.

II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Starting 1.2.2013. Completion 31.3.2016

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:
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
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) is bankrupt or is being wound up, whose affairs are being administered by the courts, who has entered into an arrangement with creditors or who is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order for compulsory winding-up or administration by the courts or for an arrangement with creditors or is the subject of any other similar proceeding under national laws or regulations;
(c) has been convicted of an offence concerning his professional conduct by a judgement which has the force of res judicata;
(d) has been guilty of grave professional misconduct proven by any means which the contracting authorities can justify;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under the provisions of the Directive on the criteria for qualitative selection;
Further details of the criteria required to pass the Selection Stage (Stage 1) of the process are included within the Invitation to Tender Document.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) bank statement and/or evidence of professional risk indemnity insurance;
Providers will have a Dunn and Bradstreet Financial Assessment undertaken on their company by Caerphilly County Borough Council.
In line with the Industry Average, providers must hold a minimum risk indicator score of 3.
A rating below 3 will mean providers will fail the selection stage of the process.
Further details of the criteria required to pass the Selection Stage (Stage 1) of the process are included within the Invitation to Tender Document.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(b) a list of principal deliveries effected or services provided in the last 3 years and evidence of delivery;
(c) an indication of technicians or technical bodies involved;
(d) a description of technical facilities and measures used to ensure quality;
(f) where appropriate, an indication of the environmental management measures that would be applied when performing the contract;
(h) a statement of tools, plant and equipment available to the supplier;
(i) details of any intended sub-contracting arrangements;
(j) where appropriate, samples, descriptions and photographs of products and quality assurance certificates.
Further details of the criteria required to pass the Selection Stage (Stage 1) of the process are included within the Invitation to Tender Document.
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

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 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:

CCBC/PS1104/12/RJ
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

4.1.2013 – 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 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

Buy4Wales Reference Number: 32747.
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:22.11.2012