Cycle to Work Scheme Revenue and Customs

Cycle to Work Scheme Revenue and Customs

GB-Salford Cycle to work scheme. UK-Salford: bicycles

2012/S 63-101988

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

HM Revenue and Customs
Commercial Directorate, 5th Floor West
Contact point(s): Joanne Sykes
For the attention of: Tony Fellowes
M60 9LA Salford
UNITED KINGDOM
Telephone: +44 1618270219
E-mail: e-procurement@hmrc.gsi.gov.uk
Fax: +44 1618270270

Internet address(es):

General address of the contracting authority: www.hmrc..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

Other: Direct and Indirect Taxes
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Dept of Communities and Local Government
Eland House
London
UNITED KINGDOM

Section II: Object of the contract

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

GB-Salford Cycle to work scheme.
II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
A combination of these
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)

Bicycles. Parts and accessories for bicycles. Bicycle locks. Benefit services. Cycle to Work Scheme. Tenders are invited for a contract to a single supplier for the provision of a Cycle to Work scheme using salary sacrifice. The supplier will be responsible for the implementation and ongoing management of the scheme and be responsible for: promotion of scheme; pre ordering activity; ordering cycles and safety equipment (Online via supplier E-Portal linked to HMRC for online approval) provision of a wide range of cycles and safety equipment via retail outlets or mail order; and ultimately collection and disposal of unwanted cycles.
II.1.6)Common procurement vocabulary (CPV)

34430000, 34432000, 34913510, 75310000

II.1.7)Information about Government Procurement Agreement (GPA)
II.1.8)Lots

This contract is divided into lots: no
II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

HMRC has a requirement for a cycle to work salary sacrifice scheme for use of all of HMRCs employees and potentially other government departments, for the provision of a cycle to work scheme using salary sacrifice. The Department for Communities and Local Government have indicated that they may have a requirement for this service in the future but are under no obligation to make use of the services.
No guarantees can be given regarding the value/volume of orders to be placed using the contract and any indicative figures may be subject to change but it is intended that the contract will have the capacity to accommodate certificate / voucher requests between 50 000 GBP and 500 000 GBP per annum. The service provider must have capacity for the following core services: customer support by letter, phone and email; and provision of a wide choice of bicycles for employees to choose from.
Estimated value excluding VAT: 600 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: The contract has a provision for an extension of one year beyond the primary period.
The contract will be enabled for use by the Department of Communities and Local Government.
Although it is envisaged that a single supplier will be awarded, we reserve the right to divide the requirement into Lots if there are exceptional circumstances.
Provisional timetable for recourse to these options:
in months: 24 (from the award of the contract)
II.2.3)Information about renewals

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

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:

HMRC operates an Enterprise Resource Planning (electronic trading/ordering) system and has a Purchase Order Mandatory Policy. Successful tenderers will be required to provide information so that they can be adopted onto the system. Payment will be made by BACS within 30 days of receipt of a valid invoice.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Joint and Several Liability. No special legal form is required but each supplier will be required to become jointly and severally liable for the contract before acceptance.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Any contract or framework agreement awarded will be subject to the Authority’s Conditions of Contract.
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: As stated in Section VI.3, HMRC is using an e-sourcing (eTendering) tool or application for this procurement. Tenders will normally not be fully considered or evaluated unless Tenderers have first demonstrated that they have the necessary personal standing and are eligible and suitable to be awarded a public contract. Tenderers will therefore be required to provide a statement within an online “selection questionnaire” as to whether any of the circumstances (relating to mandatory and discretionary grounds for exclusion) described in Regulation 23 of the Public Contracts Regulations 2006 apply. Revenue compliance will be considered and checks will be undertaken throughout the tendering exercise, using, as applicable, information from HMRC’s own records. UK applicants will be required to provide their tax reference numbers: i.e. Value Added Tax registration number, PAYE collection reference and Corporation Tax or Self-Assessment reference, as applicable. Overseas or non-UK Tenderers will be required to submit a certificate of tax compliance obtained from the country in which they are resident for tax purposes. If a company is a subsidiary, a member of a group or a consortium, the above details may also be required in respect of the parent company, other group members or each consortium member as appropriate. Information may also be required in respect of sub-contractors who will prospectively be performing core or major elements of the requirement.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As stated in Section VI.3, HMRC is using an e-sourcing (eTendering) tool or application for this procurement. Tenders will normally not be fully considered or evaluated unless Tenderers have first demonstrated via an online “selection questionnaire” that they have the necessary economic or financial capacity to perform the contract. Actual requirements will vary depending on the particular requirement or contractual opportunity, but, as a minimum, the questionnaire will request the following information:
1) audited accounts (to include balance sheet and statement of profit and loss) and/or similar financial statements or information;
2) statement of turnover in respect of the required goods and/or service only; and
3) details of Public Liability and Employers Liability Insurance (as applicable) and other relevant insurances.
If a company is a subsidiary, a member of a group or a consortium, the above details may also be required in respect of the parent company, other group members or each consortium member as appropriate.
Minimum level(s) of standards possibly required: As detailed in the ITT.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As stated in Section VI.3, HMRC is using an e-sourcing (eTendering) tool or application for this procurement. Tenders will normally not be fully considered or evaluated unless Tenderers have first demonstrated via an online “selection questionnaire” that they have the necessary technical capacity to perform the contract. Actual requirements will vary depending on the particular requirement or contractual opportunity, but, as a minimum, the questionnaire will request the following information:
1) details of the principal business areas(s) in which the company is engaged and its structure, site locations and facilities;
2) evidence of previous relevant experience in the last 3 years, demonstrating capacity and ability to provide the required goods and/or services, inclusive of dates, size/value of contract and customer address/contact names for reference purposes;
3) details of quality systems in place, including (if applicable) details and copy certification relating to formal accreditation held, such as BS, ISO or equivalent;
4) information relating to compliance with Health & Safety, Equalities and Environmental legislation; and
5) a list of professional associations or trade bodies to which the organisation or individuals in the organisation belong.
If a company is a subsidiary, a member of a group or a consortium, the above details may also be required in respect of the parent company, other group members or each consortium member as appropriate.
Minimum level(s) of standards possibly required:
As detailed in the ITT.
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: no

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

Quality. Weighting 35

Technical merit general. Weighting 30

Cost effectiveness. Weighting 30

Technical merit strategic requirements. Weighting 5

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:

T&T-2012-Cycle To Work Scheme
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2011/S 201-327317 of 19.10.2011

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: 26.4.2012 – 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

3.5.2012 – 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

Any EU official language
Other: 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

Date: 3.5.2012 – 12:00
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: HMRC will be using an e-sourcing (e-tendering) tool/application for this procurement. This prevents any information provided by the applicant or tenderer from being viewed by the Authority until the e-sourcing event is closed. The e-sourcing (e-tendering) application will display the closing date and time for this particular tendering exercise within the event. The close time will be the earliest point at which the HMRC nominated or a tender defined evaluation team member will be able to open and view the tender responses. Therefore, the opening time for tenders will coincide with the close date and time for the event and all tenders will become visible to the HMRC nominated or event defined tender evaluation team in any place that provides access to the e-sourcing tool/application at that time.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: June 2014.
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

HMRC is conducting this tendering exercise under the OJEU Open procedure and is using an eSourcing (eTendering) tool or application. ((Information about the e-Sourcing application, and about supplying to HMRC in general, is available on the HMRC website: www.hmrc.gov.uk/about/supplying.htm.) Economic operators who require access to the online tender documentation must send an email to e.procurement@hmrc.gsi.gov.uk any time up to, but no later than (12:00) on (26.4.2012). This email should contain (a) the contract reference shown in Section IV.3.1 (File Reference), (b) a contact email address; (c) a contact name; and (d) the company name and contact telephone number. Economic operators who have complied with the foregoing will receive details of how to access the online Tender documentation. (If an email response from HMRC is not received within one working day of your request, re-contact e.procurement@hmrc.gsi.gov.uk (after first checking your spam in-box) notifying non-receipt and confirming when the request was first made). Online Tender documentation must be fully completed (and any requested associated hard-copy documents received by HMRC) no later than (12:00) on (3.5.2012). Tender documentation not submitted in the required form (or containing the requested information) may be rejected. (When requesting access to the online Tender documentation, please notify the Authority if you have any accessibility issues (disabilities) which may prevent you from providing a high quality response using the eSourcing application. This will then allow HMRC to agree with you an appropriate format for you to view and respond to the requirements). All communications shall be in English. Tenders, when invited, and all supporting documentation must be priced in Sterling and all payments under the contract will be in Sterling. Any contract or agreement resulting from the Invitation to Tender will be considered as a contract made in England according to English Law and subject to the exclusive jurisdiction of the English courts. The Awarding Authority does not bind itself to accept any tender and reserves the right to accept any part of the tender unless the tenderer expressly stipulates to the contrary GO Reference: GO-2012326-PRO-3810273.

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

See V1.4.2

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: HMRC will incorporate a minimum 10 calendar day standstill period at the time the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. Such additional information should be requested from the address at I.1. 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.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:26.3.2012