Debt Management Partners for Glasgow City Council

Debt Management Partners for Glasgow City Council

Glasgow City Council invites suitably qualified and experienced suppliers to submit bids for the provision of Debt Management Partners, Recovery and Sheriff Officer Services. 8 Lots.

United Kingdom-Glasgow: Collection agency services

2019/S 232-569277

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: Glasgow City Council
Postal address: Chief Executives Department, City Chambers
Town: Glasgow
NUTS code: UKM82
Postal code: G2 1DU
Country: United Kingdom
Contact person: Laura Moffat
E-mail: laura.moffat2@glasgow.gov.uk
Telephone: +44 1412876403
Fax: +44 1412879399
Internet address(es):Main address: www.glasgow.gov.uk

Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00196

I.2)Information about joint procurement

The contract is awarded by a central purchasing body

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.publictendersscotland.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://www.publictendersscotland.publiccontractsscotland.gov.uk

I.4)Type of the contracting authority

Regional or local authority

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Debt Management Partners, Recovery and Sheriff Officer Services

Reference number: GCC004866CPU

II.1.2)Main CPV code

79940000

II.1.3)Type of contract

Services

II.1.4)Short description:

Glasgow City Council invites suitably qualified and experienced suppliers to submit bids for the provision of Debt Management Partners, Recovery and Sheriff Officer Services.

The contract has been allocated into 8 separate lots:

Lot 1 – Council Tax (First Placement)

Lot 2 – Council Tax (Second Placement)

Lot 3 – Non Domestic Rates (NDR)

Lot 4 – Sundry Debt

Lot 5 – Parking (Fixerd Penalties)

Lot 6 – Housing Benefit Overpayment

Lot 7 – Sheriff Officers

Lot 8 – Sheriff Officers (not connected to Lots 1-6)

This pocurement will be conducted via the Public Contracts -Tender portal (PCS-T). We will utilise a one stage Open procedure. Bidders must self-certify their adherence to the conditions of participation via the ESPD (Scotland) in PCS-T and may be required to submit Means of Proof before contract award. Bidders must refer to the specific requirements listed in Section III in this OJEU Contract Notice when completing the ESPD in PCS-T.

II.1.5)Estimated total value

Value excluding VAT: 7 168 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for all lots
Maximum number of lots that may be awarded to one tenderer: 7
II.2)Description

II.2.1)Title:

Council Tax (First Placement)

Lot No: 1

II.2.2)Additional CPV code(s)

79940000

II.2.3)Place of performance

NUTS code: UKM82

II.2.4)Description of the procurement:

The council seeks the services of a Debt Management Partner for collection of unpaid Council Tax. The supplier of Lot 1 will receive the majority of Council Tax cases, however it is anticipated that the prospects of successful collection will be high. The caseload will mainly consist of the following:

— customers who have a history of payment activity or customers who have fallen into arrears for the first time,

— customers who have vacated the property and may require to be traced.

The caseload may also contain customers that are liable to pay Council tax on unoccupied properties. This caseload may include customers that are subject to an additional 100 % charge. The successful supplier will assist the Council with collection of debt in these cases and where appropriate trace absent owners.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Contract Mobilisation and Close Out / Weighting: 3
Quality criterion – Name: Team / Weighting: 2
Quality criterion – Name: Methodology / Weighting: 30
Quality criterion – Name: Innovation / Weighting: 5
Quality criterion – Name: Performance / Weighting: 15
Quality criterion – Name: Challenges / Weighting: 5
Quality criterion – Name: Communication / Weighting: 5
Quality criterion – Name: Data and IT Systems Security / Weighting: 5
Quality criterion – Name: Contract Management / Weighting: 2
Quality criterion – Name: Business Continuity / Weighting: 5
Quality criterion – Name: Sustainability / Weighting: 3
Quality criterion – Name: Fair Work Practices / Weighting: 5
Price – Weighting: 15
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description

II.2.1)Title:

Council Tax (Second Placement):

Lot No: 2

II.2.2)Additional CPV code(s)

79940000

II.2.3)Place of performance

NUTS code: UKM82

II.2.4)Description of the procurement:

The council seeks the services of a Debt Management Partner that has the ability to investigate and initiate Council Tax collection from customers with a history of non-payment.

The supplier will assist the council in the collection of Council Tax by taking a holistic and innovative approach to investigation, confirming liability and recovery and collection.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Contract Mobilisation and Close Out / Weighting: 3
Quality criterion – Name: Team / Weighting: 2
Quality criterion – Name: Methodology / Weighting: 30
Quality criterion – Name: Innovation / Weighting: 5
Quality criterion – Name: Performance / Weighting: 15
Quality criterion – Name: Challenges / Weighting: 5
Quality criterion – Name: Communication / Weighting: 5
Quality criterion – Name: Data and IT Systems Security / Weighting: 5
Quality criterion – Name: Contract Management / Weighting: 2
Quality criterion – Name: Business Continuity / Weighting: 5
Quality criterion – Name: Sustainability / Weighting: 3
Quality criterion – Name: Fair Work Practices / Weighting: 5
Price – Weighting: 15
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description

II.2.1)Title:

Non Domestic Rates (NDR)

Lot No: 3

II.2.2)Additional CPV code(s)

79940000

II.2.3)Place of performance

NUTS code: UKM82

II.2.4)Description of the procurement:

The Council seeks the services of a Debt Management Partner to assist the Council in the collection of Non-Domestic Rates.

The supplier will also provide collection and recovery services for customers liable to pay Business Improvement Districts (BIDS)within the Glasgow City Boundary.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Contract Mobilisation and Close Out / Weighting: 2
Quality criterion – Name: Team / Weighting: 1
Quality criterion – Name: Methodology / Weighting: 22
Quality criterion – Name: Legilstive Changes / Weighting: 5
Quality criterion – Name: Innovation / Weighting: 4
Quality criterion – Name: Performance / Weighting: 12
Quality criterion – Name: Challenges / Weighting: 4
Quality criterion – Name: Communication / Weighting: 4
Quality criterion – Name: Data and IT Systems Security / Weighting: 4
Quality criterion – Name: Contract Management / Weighting: 1
Quality criterion – Name: Business Continuity / Weighting: 4
Quality criterion – Name: Sustainability / Weighting: 2
Quality criterion – Name: Fair Work Practices / Weighting: 5
Price – Weighting: 30
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description

II.2.1)Title:

Sundry Debt

Lot No: 4

II.2.2)Additional CPV code(s)

79940000

II.2.3)Place of performance

NUTS code: UKM82

II.2.4)Description of the procurement:

The council seeks the services of a Debt Management Partner for collection of unpaid Sundry Debts.

The council and the Glasgow family organisations provide a wide range of services that are subject to invoice and collection processes.

The successful supplier will assist the council in the collection of unpaid invoices issued.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Contract Mobilisation and Close Out / Weighting: 2
Quality criterion – Name: Team / Weighting: 1
Quality criterion – Name: Methodology / Weighting: 27
Quality criterion – Name: Innovation / Weighting: 4
Quality criterion – Name: Performance / Weighting: 12
Quality criterion – Name: Challenges / Weighting: 4
Quality criterion – Name: Communication / Weighting: 4
Quality criterion – Name: Data and IT Systems Security / Weighting: 4
Quality criterion – Name: Contract Management / Weighting: 1
Quality criterion – Name: Business Continuity / Weighting: 4
Quality criterion – Name: Sustainability / Weighting: 2
Quality criterion – Name: Fair Work Practices / Weighting: 5
Price – Weighting: 30
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description

II.2.1)Title:

Parking

Lot No: 5

II.2.2)Additional CPV code(s)

79940000

II.2.3)Place of performance

NUTS code: UKM82

II.2.4)Description of the procurement:

The council seeks the services of a supplier that has the ability to investigate and initiate collection from debtors who have failed to make full payment of a Penalty Charge Notice and/or Bus Lane Charge Notice

The supplier may also be required to collect new charge notices levied if introduced.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Contract Mobilisation and Close out / Weighting: 2
Quality criterion – Name: Team / Weighting: 1
Quality criterion – Name: Methodology / Weighting: 27
Quality criterion – Name: Innovation / Weighting: 4
Quality criterion – Name: Performance / Weighting: 12
Quality criterion – Name: Challenges / Weighting: 4
Quality criterion – Name: Communication / Weighting: 4
Quality criterion – Name: Data and IT Systems Security / Weighting: 4
Quality criterion – Name: Contract Management / Weighting: 1
Quality criterion – Name: Business Continuity / Weighting: 4
Quality criterion – Name: Sustainability / Weighting: 2
Quality criterion – Name: Fair Work Practices / Weighting: 5
Price – Weighting: 30
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description

II.2.1)Title:

Housing Benefit Overpayments

Lot No: 6

II.2.2)Additional CPV code(s)

79940000

II.2.3)Place of performance

NUTS code: UKM82

II.2.4)Description of the procurement:

The council administers and pays Housing Benefit (HB) to public and private sector tenants and landlords on behalf of the Department for Work and Pensions.

The council seeks the services of a Debt Management Partner for collection of unpaid Housing Benefit Overpayments.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Contract Mobilisation and Close Out / Weighting: 2
Quality criterion – Name: Team / Weighting: 1
Quality criterion – Name: Methodology / Weighting: 27
Quality criterion – Name: Innovation / Weighting: 4
Quality criterion – Name: Performance / Weighting: 12
Quality criterion – Name: Challenges / Weighting: 4
Quality criterion – Name: Communication / Weighting: 4
Quality criterion – Name: Data and IT Systems Security / Weighting: 4
Quality criterion – Name: Contract Management / Weighting: 1
Quality criterion – Name: Business Continuity / Weighting: 4
Quality criterion – Name: Sustainability / Weighting: 2
Quality criterion – Name: Fair Work Practices / Weighting: 5
Price – Weighting: 30
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description

II.2.1)Title:

Sheriff Officer Services

Lot No: 7

II.2.2)Additional CPV code(s)

79940000

II.2.3)Place of performance

NUTS code: UKM82

II.2.4)Description of the procurement:

The council seeks the services of Sheriff Officers for the execution of diligence enforcement services on behalf of the council and the successful suppliers of Lots 1 to 6 of this Framework Agreement.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Team / Weighting: 15
Quality criterion – Name: Methodology / Weighting: 30
Quality criterion – Name: Innovation / Weighting: 5
Quality criterion – Name: Challenges / Weighting: 15
Quality criterion – Name: Quality Control / Weighting: 10
Quality criterion – Name: Training / Weighting: 5
Quality criterion – Name: Data and IT Systems Security / Weighting: 5
Quality criterion – Name: Business Continuity / Weighting: 5
Quality criterion – Name: Sustainability / Weighting: 5
Quality criterion – Name: Fair Work Practices / Weighting: 5
Price – Weighting: 0
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description

II.2.1)Title:

Sheriff Officer Services (not connected to Lots 1-6 of this Framework)

Lot No: 8

II.2.2)Additional CPV code(s)

79940000

II.2.3)Place of performance

NUTS code: UKM82

II.2.4)Description of the procurement:

The council seeks to appoint a supplier to provide Sheriff Officer services for the execution of general citation and diligence services for the council not connected to Lots 1-6.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Team / Weighting: 15
Quality criterion – Name: Methodology / Weighting: 30
Quality criterion – Name: Innovation / Weighting: 5
Quality criterion – Name: Challenges / Weighting: 15
Quality criterion – Name: Quality Control / Weighting: 10
Quality criterion – Name: Training / Weighting: 5
Quality criterion – Name: Data and IT Systems Security / Weighting: 5
Quality criterion – Name: Business Continuity / Weighting: 5
Quality criterion – Name: Sustainability / Weighting: 5
Quality criterion – Name: Fair Work Practices / Weighting: 5
Price – Weighting: 0
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

Minimum level(s) of standards possibly required:

Bidders must comply with the undernoted financial requirements in relation to Minimum Turnover, Trading Performance and Balance Sheet Strength in order to participate in the tendering process:

Minimum Turnover

The Minimum Turnover requirement only applies to Lot 1.

Bidders require a Turnover level of at least 3m GBP.

Trading Performance Ratio

An overall positive outcome on pre-tax profits over a 3 year period. Exceptional items occurring in the normal course of business can be excluded from calculation.

The above would be expressed in the ratio Pre-Tax Profits/Turnover, and applies to all lots.

Balance Sheet Strength

Net worth of the bidder must be positive.

Intangibles can be included for purposes of the Total Asset figure.

The above would be expressed in the ratio Total Assets/Total Liabilities, and applies to all lots.

The above ratios and minimum turnover requirements should be calculated on last set of accounts filed at Companies House.

For non-UK Companies, ratios and minimum turnover should be calculated on information contained in the most recent audited accounts.

Bidders who have been trading for less than 3 years must provide evidence that they have met the above minimum financial requirements for the period during which they have been trading.

Bidders who do not comply with the above financial requirements but are part of a Group, can provide a Parent Guarantee if the Parent company satisfies the financial requirements stipulated above.

Where the bidder is a group of economic operators (such as a consortium), the Lead Party of that group must comply with minimum financial requirements.

The Council reserves the right at its own discretion to seek such other information from the Bidder in accordance with Regulation 61(7) or Regulation 61(8) of the Public Contracts (Scotland) Regulations 2015 to prove the Bidders economic and financial standing. Bidders who are subsequently appointed, shall inform the Council immediately of any material changes to the information provided in their submission in relation to economic and financial standing.

It is a requirement of this contract that bidders hold, or commit to obtain prior to the commencement of any subsequently awarded contract the types of levels of insurance below. These apply to all Lots:

— Employer’s Liability insurance to the value of at least ten million pounds sterling (10 000 000 GBP),

— Public Liability Insurance to the value of at least five million pounds sterling (5 000 000 GBP),

— Professional Indemnity Insurance to the value of at least five million pounds sterling (5 000 000 GBP).

A financial liability insurance package that includes Crime and Cyber risks.

Please note – while Bidders may have standalone policies for each of the listed insurance elements, others will have them included with their public liability insurance. Where this is the case, Bidders must ensure that each of the insurance elements is explicitly stated and described in the relevant policy.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

Lots 1-6 – Please note that you are required to provide 2 relevant examples of your organisations experience in delivering debt recovery and sheriff officer services within the past 4 years.

Lots 7 and 8 – Please note that you are required to provide 2 relevant examples of your organisations experience in delivering sheriff officer services within the past 4 years.

III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Open procedure

IV.1.3)Information about a framework agreement or a dynamic purchasing system

The procurement involves the establishment of a framework agreement
Framework agreement with several operators
Envisaged maximum number of participants to the framework agreement: 10
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 03/01/2020
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 4 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 03/01/2020
Local time: 12:00

Section VI: Complementary information

VI.1)Information about recurrence

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

December 2023

VI.2)Information about electronic workflows

VI.3)Additional information:

The following Affiliated Bodies will also participate in this Framework Agreement – City Property (Glasgow) LLP and City Property Glasgow (Investments) LLP.

Supplementary to the per Lot award criteria outlined in Section 2 bidders must hold, commit to obtaining by the point of contract award or comply (as appropriate) with the following award criteria requirements;

Lots 1-6 inclusive;

The successful bidder must be Payment Card Industry Data Security Standard (PCI DSS) compliant

The successful bidder must hold Transport Layer Security 1:2 (TLS)or Higher

The bidder must accept and utilise the councils Secure File Transfer Protocol (SFTP) for the transfer of data

The successful bidder must be Cyber Essentials or Cyber Essentials Plus Certified or Equivalent

The successful bidder must be accredited by the UK Credit Services Association, the Federation of European National Collections Associations and the Financial Conduct Authority or equivalent

For Lots 7 and 8 inclusive

The successful bidder must hold Transport Layer Security 1:2 (TLS)or Higher

The bidder must accept and utilise the councils Secure File Transfer Protocol (SFTP) for the transfer of data

The successful bidder must be Cyber Essentials or Cyber Essentials Plus Certified or Equivalent

The supplier is a member of the Society of Messengers-at-Arms and Sheriff Officers or alternate or successor body.

The supplier must hold current commissions to operate in the Sheriffdom of Glasgow and Strathkelvin.

Lot 8 only;

In addition to the above, the successful supplier must commit to providing a minimum of four Sheriff Officers

The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 14536. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343

A sub-contract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363

Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361

A summary of the expected community benefits has been provided as follows:

Bidders must review the Community Benefits Menu and indicate the type and volume of any Community Benefits outcomes which they propose to deliver through this contract.

The outcomes offered must meet the mandatory minimum Community Benefits Points a required for the contract according to the value thresholds reached for the Lots they are appointed to.

(SC Ref:605022)

VI.4)Procedures for review

VI.4.1)Review body

Official name: Glasgow City Council
Postal address: Chief Executives Department, City Chambers
Town: Glasgow
Postal code: G2 1DU
Country: United Kingdom
Telephone: +44 1412876403
Fax: +44 1412879399Internet address: www.glasgow.gov.uk
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

Glasgow City Council (“the Council”) must, by notice in writing as soon as possible after the decision has been made, inform all tenderers and candidates concerned of its decision to award the contract, conclude the framework agreement or establish a dynamic purchasing system. The Council must allow a period of at least the relevant standstill period (where the notice is sent by facsimile or electronic means the period is 10 days ending at midnight at the end of the 10th day after that on which the notice was last sent, when sent by other means the period is 15 days) to elapse between the date of despatch of the notice referred to in Regulation 85(1) of the Public Contracts (Scotland) Regulations 2015 (“the Regulations”). The Council is obliged to comply with the Regulations and any eligible economic operator can bring an action in the Sheriff Court or the Court of Session where as a consequence of a breach by the Council, suffers or risks suffering loss or damage. The bringing of court proceedings during the standstill period means that the Council must not enter into the contract, conclude the framework agreement or establish the dynamic purchasing system unless the proceedings are determined, discontinued or disposed of;

Or the court, by interim order, brings to en end the prohibition. The bringing of court proceedings after the standstill period has elapsed and the remedies that are available tot he courts are detailed in the Regulations. Economic Operators can write to the Council seeking further clarification on the Notice, to which the Council must respond within 15 days. Economic Operators should be mindful to seek their own independent legal advice when they consider appropriate to do so.

VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

28/11/2019