Dance and Fitness Providers Framework

Dance and Fitness Providers Framework

Caerphilly County Borough Council (CCBC) are seeking to appoint primary, secondary and tertiary supplier(s) for various disciplines under two separate Lots for Leisure Services (Lot 1) and Sports Development (Lot 2). 

United Kingdom-Hengoed: Dance-instruction services

2014/S 196-346714

Contract notice

Services

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: www.proactisplaza.com/supplierportal

Electronic submission of tenders and requests to participate: www.proactisplaza.com/supplierportal

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: 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

Recreation, culture and religion

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 Agreement for the Provision of Dance and Fitness Providers.

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

Services
Service category No 26: Recreational, cultural and sporting services
Main site or location of works, place of delivery or of performance: Caerphilly County Borough Council.

NUTS code UK

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement

II.1.4)Information on framework agreement

Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 75

Duration of the framework agreement

Duration in years: 4

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

Caerphilly County Borough Council (CCBC) are seeking to appoint primary, secondary and tertiary supplier(s) for various disciplines under two separate Lots for Leisure Services (Lot 1) and Sports Development (Lot 2). The disciplines under both Lots will be called off via a Framework agreement for the provision of Dance and Fitness related services to Caerphilly Sport Development and Leisure Services.
The lots will include for the provision of:
— Dance;
— Dance related fitness, and;
— Cover for existing, traditional exercise classes.
Sport Caerphilly, at this time only has a requirement for Dance providers to deliver extra curricular and community dance. Sport Caerphilly will not be utilising the fitness element of the agreement at this time. However, the provision must be made available to Sport Caerphilly if this position changes during the course of the Framework duration.
It is the Council view that TUPE may apply on the award of the contract to a new contractor. The council’s preliminary view is entirely without prejudice to the responsibility of Tenderers to form their own views on these matters and to take their own independent professional advice. Prospective tenderers will need to satisfy themselves as to whether TUPE applies to this contract, in particular in relation to workers presently working for the current Service Provider(s) of the service. If TUPE is applicable, the current Service Provider or Prospective Tenderer will be responsible for ensuring compliance and the Council will not accept any responsibility whatsoever with regard to TUPE. Therefore, tenderers are strongly advised to seek legal advice regarding TUPE prior to submitting their tender.

Note: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at:http://www.sell2wales.gov.uk/Search/Search_Switch.aspx?ID=16167

II.1.6)Common procurement vocabulary (CPV)

92342000, 92340000, 92342100, 92600000, 92620000, 98336000, 92342200

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:

This Framework Agreement is a non contractual arrangement whereby the Framework Provider(s) offers the supply of services at an agreed price for the Framework period. A contractual relationship between the Framework Provider(s) and the Purchaser(s) does not become effective until the Purchaser(s) places an order with the Framework Provider(s).
The contract duration is for a period of 2 years with the option to extend for a further period of 24 months.

II.2.2)Information about options

Options: yes
Description of these options: The framework will be for a period of 2 years with the option to extend for an additional period of up to 24 months on a 12 month by 12 month basis.
Provisional timetable for recourse to these options:
in months: 12 (from the award of the contract)

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 2

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

Starting 1.2.2015. Completion 31.1.2017

Information about lots

Lot No: 1Lot title: Leisure Services

1)Short description

This lot will cover for the following disciplines:
— Contemporary Leisure;
— Latin and Ballroom Leisure;
— Street Leisure;
— Latino Fit (or appropriate equivalent) Leisure;
— Zumba (or Zumba related activities) Leisure;
— Circuit Training Leisure;
— Boxercise Leisure;
— Aerobics Leisure;
— Aqua Aerobics Leisure;
— Group/Indoor Cycling Leisure;
— Yoga Leisure;
— Pilates Leisure;
— Hoop Blast (or appropriate equivalent) Leisure;
— Roller Skating Leisure.

2)Common procurement vocabulary (CPV)

92342000, 92340000, 92342100, 92600000, 92620000, 98336000, 92342200

3)Quantity or scope

Suppliers will be expected to provide a price per session 1 hour for each discipline that they are able to provide in Lot 1.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 2Lot title: Sports Development

1)Short description

The following disciplines are to be provided under this lot:
— Contemporary Sports Development;
— Latin and Ballroom Sports Development;
— Street Sports Development;
— Latino Fit (or appropriate equivalent) Sports Development;
— Zumba (or Zumba related activities) Sports Development;
— Circuit Training Sports Development;
— Boxercise Sports Development;
— Aerobics Sports Development;
— Pilates Sports Development;
— Hoop Blast (or appropriate equivalent) Sports Development;
— Roller Skating Sports Development.

2)Common procurement vocabulary (CPV)

92340000, 92342000, 92342100, 92600000, 92620000, 98336000, 92342200

3)Quantity or scope

Suppliers will be expected to provide a price per session 1 hour for each discipline that they are able to provide in Lot 2.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

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: no
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: (1) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(2) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(3) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.
III.2.2)Economic and financial ability

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(1) Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract.
(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) 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.
(4) A statement of the technicians or technical services available to the candidate to carry out the work under the contract; or be involved in the production of goods or the provision of services under the contract; particularly those responsible for quality control, whether or not they are independent of the candidate.
The Contractor shall ensure that all staff (new and existing) involved in this contract will be subject to a check with the Disclosure and Barring Service (DBS) in respect of working with Children and Vulnerable Adults. The Contractor must consider the certificate and deem that all or any staff are suitable for performing such duties.
The Contractor will inform the Authority on how they evidence their decision making in regard to all information disclosed as the result of a DBS check for all employees, potential employees or sub-contractors.
Any person who is found to be unsuitable as the result of any subsequent checks or changes in their DBS required during the period of the contract, will, after consultation between the Authority and the Contractor be removed. This will be conducted in accordance with the relevant Disciplinary procedures that are in place.
In circumstances where the Authority are made aware of an employee with a Contractor who has an unacceptable criminal conviction or other antecedents, the Authority will discuss this fully with the Contractor and may advise not to employ that person. The final decision on employment of any individual shall rest with the employer.
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

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

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 20

2. Quality. Weighting 80

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/PS1277/14/CD

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

Notice on a buyer profile

Notice number in the OJEU: 2014/S 36-059515 of 20.2.2014

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: 26.11.2014

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

26.11.2014 – 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: 26.11.2014 – 12:00

Place:

Penallta House.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: January 2017.
VI.2)Information about European Union funds

VI.3)Additional information

The Contractor shall ensure that all staff (new and existing) involved in this contract will be subject to a check with the Disclosure and Barring Service (DBS) in respect of working with Children and Vulnerable Adults. The Contractor must consider the certificate and deem that all or any staff are suitable for performing such duties.
The Contractor will inform the Authority on how they evidence their decision making in regard to all information disclosed as the result of a DBS check for all employees, potential employees or sub-contractors.
Any person who is found to be unsuitable as the result of any subsequent checks or changes in their DBS required during the period of the contract, will, after consultation between the Authority and the Contractor be removed. This will be conducted in accordance with the relevant Disciplinary procedures that are in place.
In circumstances where the Authority are made aware of an employee with a Contractor who has an unacceptable criminal conviction or other antecedents, the Authority will discuss this fully with the Contractor and may advise not to employ that person. The final decision on employment of any individual shall rest with the employer.
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.
Please refer to the attached supplier guide and help sheet for additional information on how to navigate and use the e-tendering system.
(WA Ref:16167).
Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:
Suppliers are required to submit a Community Benefits Plan/Method Statement as per quality criteria 8 of the award criteria requirement of the tender document. Community Benefits for this arrangement are non-core and as such the Community Benefit Plans submitted in the tender process will not be scored as part of the Council’s tender evaluation. However a response must be provided in order for the tender submission to be considered further.

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:

9.10.2014