CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

1.3

Completed documents must be returned to:

2 Contract Details

2.1

Title

Heritage Consultancy Services – “Re-uniting Bute Town with its Heritage Project”

2.2

Description of the goods or services required

Caerphilly County Borough Council has secured funding from the Heritage Lottery Fund (HLF) towards the “Development Stage” of the Bute Town Townscape Heritage project in Rhymney.

The Council as Client is now seeking an experienced Heritage Consultant to take a lead role and become a key member of the Project Team. The appointed Consultant’s key tasks include the development and delivery of the Project Activity Plan, taking a lead role on all heritage interpretation and engagement matters and actively contribute to the Conservation Area Management Plan.

SUBJECT TO SECURING DELIVERY FUNDING the appointed Heritage Consultant will be retained during the Delivery Stage of the project.

The provision of the Activity Plan and Conservation Area Management Plan will inform a Second Round delivery grant bid for Heritage Lottery Funding (HLF) under the Townscape Heritage programme, in early 2015.

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=10309.

2.3

Notice Coding and Classification

a) Commodity Codes

b) Delivery Location/Area

2.4

Total quantity or scope of tender

The successful consultant will be required to carry out the activities as detailed in the tender documentation,

specification and pricing schedule found on the council’s etendering system https://www.proactisplaza.com.

Caerphilly County Borough Council has set a ceiling figure of £20,000 for the “Development Stage”, though bids are expected to be below this sum. Consultants can use this as a guide and are expected to submit an overall cost, which is inclusive of all expenses and disbursements, operation and attendance at required workshops and printing of final reports, but is exclusive of VAT.

The “Delivery Stage” of the project is subject to securing additional funding, which is being sought. The indicative budget for the Heritage Specialist for the Delivery Stage of the project is £30,000 although bids are expected to be below this sum.

3 Conditions for Participation

3.1

Minimum standards and qualification required

This tender process will be undertaken utilising Caerphilly County Borough Council’s Proactis Plaza e-tendering

system. Therefore, organisations are required to register their interest by registering onto the system using the

directions below (to register and access tender documents).

If you are already registered go to point 11.

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.

A supplier guide is available via the portal detailing how to use the Proactis Plaza system

All queries are to be made via the messaging sysem on the Proactis portal.

If you require assistance please contact

Natasha Ford 01443 863075 – fordn@caerphilly.gov.uk

Danielle Parker 01443 863275 – parked1@caerphilly.gov.uk

Submissions must be submitted via the system only, any other submissions received by post or email will not be accepted.

Therefore you are reminded to complete the tender well in advance of the submission time (typically the day before) as we can not

be held responsible for any issues you experience with the system in particular with regards to uploading documents.

If you experience any difficulties with the system please get in contact immediately so that we can try to rectify any issues you

may have, please do not leave it to the last minute as we may not be able to assist you if you do.

4 Administrative Information

4.1

Type of Procedure

Single stage – Any candidate may submit a tender.

4.2

Reference number attributed to the notice by the contracting authority

CCBC/EQ1311/14/AK

4.3

Time Limits

b) Time-limit for receipt of completed tenders
    12-06-2014  Time  12:00

c) Estimated award date 07-07-2014

4.5

Language or languages in which tenders or requests to participate can be drawn up

EN 

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

All tender submissions and any dialogue concerning this tender must be carried out via the etendering portal

https://www.proactisplaza.com any queries made outside of this system will not be responded to.

The award of contract will be based on the Most Economically Advantageous Tender (MEAT) based on Cost/Quality evaluations with Quality weighted at 80% and Cost weighted at 20%.

For further details of the tender process please see the tender documents and related information on the etendering system.

(WA Ref:10309)

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:

The Council is committed to contributing to the social, economic and environmental well being of the wider community.

In addition to requirements set out in the specification tenderers will be asked to advise how they will consider Community

Benefits for this project in regards to but not limited to the following areas:

• Community Initiatives e.g. support for local groups, donation of materials/in kind labour

• Educational Initiatives e.g. sponsorship, donation of materials/in kind labour

This information will not be scored as part of the evaluation but an appropriate response must be given.

5.2

Additional Documentation

5.3

Publication date of this notice

 29-05-2014