Kitchen Design – Caerphilly County Borough Council

Kitchen Design – Caerphilly County Borough Council

Kitchen Design and Refurbishment for Catering Establishments.

United Kingdom-Hengoed: Industrial kitchen equipment

2016/S 137-247100

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Caerphilly County Borough Council
Penallta House, Tredomen Park, Ystrad Mynach
CF82 7PG
United Kingdom
Contact person: Rhys James
Telephone: +44 1443863062
Fax: +44 1443863167
NUTS code: UKL16

Internet address(es):Main address:

Address of the buyer profile:

I.2)Joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via:
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:

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


Managed Service for the Provision of Kitchen Design and Refurbishment for Catering Establishments.

Reference number: CCBC/PS1425/16/RJ

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

Caerphilly County Borough Council, invites you to participate in a tender for the provision of a full project Managed Service for Kitchen Design and Refurbishment within the Authority’s Catering establishments. The establishments concerned shall include but not be limited to catering facilities within schools, meals on wheels, staff restaurants, Social Services establishments, leisure centres and other catering related establishments with catering facilities.

II.1.5)Estimated total value

Value excluding VAT: 1 300 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UKL16
Main site or place of performance:

The Borough of Caerphilly Council.

II.2.4)Description of the procurement:

Caerphilly County Borough Council has a requirement for a suitable company to provide a full project managed service for the provision of kitchen design and refurbishments to catering establishments throughout the Authority. The establishments concerned shall include but not be limited to catering facilities within schools, meals on wheels, staff restaurants, Social Services establishments, leisure centres and other catering related establishments with catering facilities.

Refurbishments shall include both new and upgraded kitchens and servery areas.

The contract is for a period of 3 years with an option to extend for up to a further period of 12 months. It is estimated that the contract shall include approximately 2 complete kitchen refurbishments and 3 part refurbishments per annum, however the quantity may increase or decrease depending on funds available.

The Authority shall provide the successful company with a list of kitchen refurbishments that are already planned, however they may change over a period of time based on reports issued from the Authority’s Environmental Health Officers.

The successful contractor will be expected to assist the Building Consultancy Project Coordinator / Contract Administrator and Catering Services to identify the works required for each project allocated.

The successful provider shall be expected to manage the whole process for each refurbishment in conjunction with the Authority’s building consultancy department.

Each project shall be governed by the Authority’s standard terms and conditions in addition to this a JCT Design and Build 2011 (to include Amendment 1) contract will be completed for each project (if Required). The Authority may require other forms of contract to be signed for specific projects should it be appropriate, Building Consultancy will advise on the form of contract to be used at the outset of any such project.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Method statements / Weighting: 30
Quality criterion – Name: Warranty / after sales services / Weighting: 15
Quality criterion – Name: New quotations and drawings / Weighting: 15
Price – Weighting: 40

II.2.6)Estimated value

Value excluding VAT: 1 300 000.00 GBP

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

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

The contracting authority has the option to extend for up to a further period of 12 months.

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

List and brief description of conditions:

The Contractor shall ensure that all works encompassed within this contract shall fully comply with all relevant Statutory Acts, Regulations and Codes of Practice current at the date of tendering and in particular the following:

— Health and Safety at work, etc. Act 1974;

— Fire Safety Regulatory Reform Order 2005;

— Management of Health and Safety at Work Regulations 1999;

— Control of Asbestos Regulations 2012;

— Construction Design and Management Regulation 2015;

— The Electricity at Work Regulations 1989;

— Food Safety Act 1990;

— Provision and use of Work Equipment Regulations 1998;

— Personal Protective Equipment Regulations 1992;

— The Gas Safety (Installation and Use) Regulations 1998;

— Food Safety (General Food Hygiene) Regulations 1995;

— Food Safety (Temperature Control) Regulations 1995;

— All relevant British and CE Marking Standards;

— Safety policy for the Premises in which work is being undertaken;

— BS 7671 (IEE Wiring Regulations 17th Edition).

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract

III.2.2)Contract performance conditions:

Under the Construction (Design and Management) Regulations 2015 (CDM Regs) this project is deemed notifiable and a CDM coordinator will be appointed by the Employer/Client.

For the purpose of this the Contractor will to be the Principal Designer and where sub-contractors are utilised the Contractor must also:

— Undertake the duties of a Principal Contractor as required by the CDM Regulations 2015 including preparing the construction phase plan;

— Ensure that all sub-contractors are competent and have the necessary training and qualifications to carry out the work;

— Ensure all sub-contractors are fully briefed on the requirements of the Contract and of the Authority to include health and safety matters, asbestos, high risk work and site-specific risks and restrictions;

— Coordinate and monitor their performance and take action where appropriate.

III.2.3)Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure


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 a single operator
In the case of framework agreements, provide justification for any duration exceeding 4 years: Framework will be for a maximum of 4 years.
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: 09/09/2016
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, Welsh

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

Duration in months: 6 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 09/09/2016
Local time: 14:00

Ty Penallta.

Section VI: Complementary information

VI.1)Information about recurrence

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

3 years.

VI.2)Information about electronic workflows

Electronic payment will be used

VI.3)Additional information:

As part of the process, the tender will be undertaken utilising Caerphilly’s Proactis Plaza e-tendering system.

Companies are invited to follow the directions below to register:

1. Log in to the Proactis Plaza E-Sourcing Portal at:

2. Click the ‘Sign Up’ button;

3. Enter your details such as Organisation Name, Details and Primary Contact Details;

4. Please make a note of the Organisation ID and Login Name, then click Register;

5. You may then receive an email from the system asking you to Click here to activate your account. This takes you to Enter Organisation Details or you may be redirected straight to your account home page, depending on your browser;

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, where you can search for this Opportunity. Click on the ‘Show Me Arrow’ of the relevant opportunity and then click to register your interest on the relevant button;

12. Click the Opportunities Icon on the left of the page so that the page is refreshed, then, click on the ‘Show Me Arrow’ of the relevant contract again and this will take you into the create a response section of the portal;

13. Note the closing date for completion of the relevant project. Please review the tabs at the top of the page as there will be information relating to the project held here;

14. You can now either continue to fill out this area and create a response or if the project is not of interest to you Decline this opportunity by clicking the ‘Decline’ button at the top of the page.

Note: To register your interest in this notice and obtain any additional information please visit the Sell2Wales web site at:

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/Contractors’ are required to submit a Community Benefits Plan/Method Statement as per section H of the e-tender portal.

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.

The Council will monitor Suppliers/Contractors’ delivery of Community Benefit outcomes at contract review meetings as appropriate.

The Council anticipates that the delivery of any Community Benefits shall be cost neutral with no additional costs being incurred by the Council. If Suppliers/Contractors consider there to be additional costs linked with the delivery of any of the proposed Community Benefits then full details of the costs must be provided within the method statement and clearly stated within the pricing section of your tender submission. For the avoidance of doubt failure to provide this information will result in your submission being disqualified or rejected.

(WA Ref:45932).

VI.4)Procedures for review

VI.4.1)Review body

Caerphilly County Borough Council
Penallta House, Tredomen Park, Ystrad Mynach
CF82 7PG
United Kingdom
Telephone: +44 1443863161
Fax: +44 1443863167Internet
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:



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