Funerary Services Tender

Funerary Services Tender

Public term contract for the uplift, transportation and delivery of human remains.

UK-Edinburgh: funeral and related services

2012/S 170-281597

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Lothian and Borders Police Board
Corporate Procurement Team, 254 / 256 Causewayside
For the attention of: Mr Keith Muirhead
EH9 1UU Edinburgh
UNITED KINGDOM
Telephone: +44 1316628400
E-mail: suppliestenders@lbp.pnn.police.uk
Fax: +44 1316628425

I.2)Type of the contracting authority

Body governed by public law
I.3)Main activity

Public order and safety
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:

Public term contract for the uplift, transportation and delivery of human remains.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Main site or location of works, place of delivery or of performance: Lothian and borders.
NUTS code UKM25

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)

The uplift, transportation and delivery to specified locations of human remains (formerly 2 separate contracts, one for uplift from locus, the other for transportation from hospital to city morgue), now combined into one contract of 2 lots.
II.1.6)Common procurement vocabulary (CPV)

98370000

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: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Lot 1.
The service required to be undertaken by the contractor is to ensure that human remains are uplifted from the locus and transported to a specified and suitable location with speed, dignity, sensitivity and professionalism, at a cost that would be deemed to represent ‘Best Value’ to the Police. The approximate annual metric by region is as follows: approximately 1 250 uplifts per annum, typically represented by Borders 7 %, East Lothian 4 %, Edinburgh 75 %, Midlothian 5 %, West Lothian 9 %.
Lot 2.
The objective of lot 2 of the contract is to provide a service to the client for the transfer of human remains to a mortuary from St John’s Hospital, Livingston and/or Borders General Hospital, Melrose. In a few circumstances, the location may include other places within Edinburgh, the Lothians and Scottish Borders. The contractor is required to remove human remains when instructed by the Police. Instructions may also be issued by the procurator fiscal, who, for the purpose of this contract is authorised by the client to issue such instructions in terms of this contract. The contractor shall remove human remains from the location of the remains and transport these to the City Mortuary, Cowgate, Edinburgh or when instructed by the Client to one of the mortuaries located at any of the Hospitals situated within the boundaries of the City of Edinburgh. The Contractor shall remove and transport circa 350 bodies per annum for the contract period.
Estimated value excluding VAT: 700 000 GBP
II.2.2)Information about options

Options: no
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Information about lots

Lot No: 1 Lot title: Uplift and transportation from Locus

1)Short description

The service required to be undertaken by the contractor is to ensure that human remains are uplifted from the locus and transported to a specified and suitable location with speed, dignity, sensitivity and professionalism, at a cost that would be deemed to represent ‘Best Value’ to the Police.
2)Common procurement vocabulary (CPV)

98370000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Transportation from Hospital to Mortuary

1)Short description

The objective of lot 2 of the contract is to provide a service to the Client for the transfer of human remains to a mortuary from St John’s Hospital, Livingston and/or Borders General Hospital, Melrose. In a few circumstances, the location may include other places within Edinburgh, the Lothians and Scottish borders. The contractor is required to remove human remains when instructed by the Police. Instructions may also be issued by the procurator fiscal, who, for the purpose of this contract is authorised by the client to issue such instructions in terms of this contract. The Contractor shall remove human remains from the location of the remains and transport these to the City Mortuary, Cowgate, Edinburgh or when instructed by the client to one of the mortuaries located at any of the Hospitals situated within the boundaries of the City of Edinburgh.
2)Common procurement vocabulary (CPV)

98370000

3)Quantity or scope
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:

A parent company guarantee or performance bond may be required.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Information will be contained in 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:

Joint and several liability.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Any contractor that will be shortlisted to tender for this contract and is required to deliver to the City Mortuary will be required to make their own arrangements vis-à-vis a 24/7 access agreement with the City of Edinburgh Council.
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Governed by Articles 23 – 26 of the Public Contracts (Scotland) Regulations 2006 transposing EU Directives. Tenderers will be expected to supply the latest 2 years financial accounts and any other supporting data that may help in the procurement process.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Governed by Articles 23 – 26 of the Public Contracts (Scotland) Regulations 2006 transposing EU Directives.
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: yes
Reference to the relevant law, regulation or administrative provision: The professional bodies that accredit and represent funeral services directors and Undertakers or their pan-European equivalents.
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 minimum number 1: and maximum number 2
Objective criteria for choosing the limited number of candidates: The criteria will be listed within the ITT documents.
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:

SB/LBP/1042
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate

24.10.2012 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

26.11.2012
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

in days: 120 (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: yes
Estimated timing for further notices to be published:
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

Candidates interested in engaging with the procurement process must express an interest via the e-tendering portal www.bluelight.gov.uk. They can download pre-selection (PSQ) and pre-qualification (PQQ) questionnaires which must be uploaded prior to the due date and time as detailed in the Notice and the Bluelight portal. Firms passing through the PSQ/PQQ stages and achieving the overall quality benchmark threshold will subsequently be invited to tender. Firms will be able to tender for one or both lots, which will be evaluated individually and holistically. No contact must be made by any candidate or tenderer with any representative of the Police. There is a question and answer section on Bluelight which can be used in the event of any PSQ/PQQ or tender queries. Responses are generally made public.

Tenders can only be downloaded from the Bluelight E Tendering Portal, to be found at www.bluelight.gov.uk.

In order to download this tender your organisation must be fully registered as a supplier.
Any queries regarding registration must be directed to the Bluelight Helpdesk.

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

Lothian and Borders Police Board
Lothian and Borders Police HQ Fettes Avenue
EH4 1RB Edinburgh
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Lothian and Borders Police Board will issue to all tenderers by electronic means a formal notification of the successful tenderers appointed to the framework agreement. The notification will give reasons for the appointments and the earliest date that the appointments will be concluded, which date shall not be less than 10 days from the issue of the notification. If proceedings are served on Lothian and Borders Police within this 10-day period the procurement process will be automatically suspended. The Public Contracts (Scotland) Regulations 2006 provide for aggrieved parties to take action in the Sheriff Court or Court of Session. Any proceedings bought under the Regulations (other than proceedings seeking an ineffectiveness order) must be brought within 3 months of the date, which the unsuccessful tenderer knew, or ought to have known, of the alleged infringement of the public procurement rules. Any proceeding seeking an ineffectiveness order must be brought within 30 days of the relevant date under Regulation 47.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:3.9.2012