National Flooring Contract

National Flooring Contract

The Environment Agency is looking to establish a national framework for the supply and fitting of: Carpet tiles for offices, corridors and stairs. Linoleum/vinyl for wet rooms and welfare areas.

UK-Bristol: Floor coverings

2013/S 082-137821

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Environment Agency
Horizon House, Deanery Lane
For the attention of: Claire Mace
BS1 5AH Bristol
UNITED KINGDOM
Telephone: +44 1179344487
E-mail: claire.mace@environment-agency.gov.uk

Internet address(es):

General address of the contracting authority: www.environment-agency.gov.uk

Further information can be obtained from: The above mentioned contact point(s)

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

National or federal agency/office
I.3)Main activity

Environment
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:

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

Supplies
Purchase
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 a single operator
Duration of the framework agreement

Duration in years: 4
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 1 000 000 GBP

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

The Environment Agency is looking to establish a national framework for the supply and fitting of: Carpet tiles for offices, corridors and stairs. Linoleum/vinyl for wet rooms and welfare areas. Barrier matting/hardwearing carpet tiles for reception/foyer and high circulation areas. Carpet tiles for boardroom/prestige meeting room environments. Stair nosing options for all stairwells that comply with DDA and specialist anti slip matting options for entranceways and some depots.
The majority of relevant office locations can be found at: http://www.environment-agency.gov.uk/contactus/36324.aspx

II.1.6)Common procurement vocabulary (CPV)

44112200, 45432110

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: no
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:
II.2.2)Information about options

Options: no
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 2
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 24 (from the award of the contract)
II.3)Duration of the contract or time limit for completion

Duration in months: 48 (from the award of the contract)

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:
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: Evidence of economic and financial standing and technical competence will be required.
Please ensure that your responses are numbered as per the headings in this notice and that responses do not exceed the requested lengths. Submissions are to be emailed to the Contact Point. No hard copy submissions are required.
The details as requested under questions III 2 1 to E are for information purposes only and will not be evaluated. For consortia bids, please provide relevant details for all consortia members. No page limit for III 2 1A to F
III.2.1 A) Full Legal Name of the Organisation applying (the Applicant) (Please also list any name changes in the last 3 years).
Business address of the Applicant.
III.2.1 B) Details (name, email, telephone numbers) of the person responsible for submitting your organisations Tender response.
III.2.1 C) Company Registration Number (if Not Applicable please state & provide details why).
III.2.1 D) If your organisation is a subsidiary of another company, please provide the name and registered office address of the holding, parent and (as applicable) ultimate parent company: (if Not Applicable please state).
III.2.1 E) If submitting an application on behalf of a consortium or group of companies, please describe the relationship between the members (including the proportion or elements of the contract that each party intends to perform).
Please provide details as requested under III.2.1.F) to III.2.H) for which should a candidate answer Yes, the contracting authority reserves the right to treat as ineligible and not select a candidate to receive an invitation to tender.
III.2.1F) To the best of your knowledge, are you (the Applicant) subject to mandatory exclusion due to you (or your directors or any other person who has powers of representation, decision or control) having been convicted of any of the offences detailed in The Public Contracts Regulations 2006 Regulation 23? If Yes, please provide full details.
III.2.1G) To the best of your knowledge, have any consortium members or any subcontractors that you propose to use on the contract (or their directors or any other person who has powers of representation, decision or control) been convicted of any of the offences detailed in The Public Contracts Regulations 2006 Regulation 23? If Yes, please provide full details.
III.2.1H) To the best of your knowledge, do any of the discretional grounds for exclusion detailed in The Public Contracts Regulations 2006 Regulation 23 apply to you (the Applicant) or to any consortium members or subcontractors that you propose to use in the performance of the contract? If Yes, please provide full details.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Information and formalities necessary for evaluating if requirements are met:
Information and formalities necessary for evaluating if the requirements are met: III.2.2 A) Please provide evidence of, or confirmation of willingness to take out and maintain for the duration of the agreement, insurance policies as Employers liability insurance, minimum cover 5,000, 000. GBP each and every claim.
Public liability (third party) insurance, minimum cover 5,000 ,000 GBP each and every claim.
Failure to provide this evidence of confirmation will render the applicants bid ineligible.
III.2.2B The Environment Agency uses a credit reference agency (currently Mint) https://mintuk.bvdinfo.com as the first step in determining financial risk. The Environment Agency will request a Mint financial risk score based on the information provided in III.2.1A. The report provided by Mint will be used to determine the level of financial risk of the applicant and/or consortium members. If the score provided by Mint is 51 or more (where a standard UK score is available), or the risk level is average or better (where a standard International score is available), then the applicant will be allocated a pass and the applicant will proceed to the next stage of evaluation

If any of the following circumstances arise:
The score provided by Mint (where a standard UK score is available) is less than 51: or
The risk level is above (i.e. worse than) average (where a standard international score is available): or
No standard UK or international Mint score is available for the Potential Providers organisation,
Then the Environment Agency may ask the applicant and/or consortium members and/or the guarantor to provide one or more of following in respect of its organisation or its guarantor (as the case may be):
A copy of its audited accounts for the most recent two years:
A statement of its turnover, profit and loss account and cash flow for the most recent year of trading:
A statement of its cash flow forecast for the current year and a bank letter outlining the current cash and credit position: and/or
An alternative means of demonstrating financial status if trading for less than a year.
Where an applicants financial standing is not deemed to be robust by the Contracting Authority, the applicants bid will be deemed ineligible

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Information and formalities necessary for evaluating if requirements are met:
Each Question will carry a weighting of (1-10) and will be marked out of a maximum of 10 marks except where marked pass/fail. Please limit your response for section III.2.3) to 6 sides of A4 in total, excluding any requested certifications or policy statements.
III.2.3A) Using two separate examples of other national contracts (supplying to all areas of England) you have delivered, please answer the following questions (1-6).
1) Please demonstrate your experience of providing various branded flooring solutions and fitting. Weighting of 14 %,
2) Please demonstrate how you supported your client to incorporate the branding needs of their flooring solutions. Weighting of 6 %,
3) Please detail where you used third party contractors to deliver your services and explain how you managed this relationship to support successful delivery. Weighting of 8 %,
4) Please provide evidence for having effectively delivered these services to the whole of England. Weighting of 12 %,
5) Please demonstrate how you approached the effective management of health and safety specifically relating to how you approached risks assessments. Weighting of 10 %.
III.2.3B) Please provide evidence of being registered with the CFA (Contract Flooring Association) or equivalent National standard.
Failure to provide this evidence will render the applicants bid ineligible.
III.2.3C) Please provide evidence of holding a current and relevant waste carriers licence.
Failure to provide this evidence will render the applicants bid ineligible.
III.2.3D) Please provide a copy of your Health and Safety policy statement and demonstrate how you adopt this in practice Weighting of 20 %.
III.2.3E)Please provide evidence that your products all have Building Research Establishment Environmental Assessment Method (BREEAM www.breeam.org/) profiles or equivalent.

Weighting of 5 %.
III.2.3F) Please provide details of your Environmental Management System including any relevant certificates and demonstrate how this supports the minimisation of your carbon impacts resulting from your service and your supply chain.
Weighting of 15 %.
III.2.3 G) Please provide detail, including your policy, on how you ensure that you and your suppliers (including those in the developing world) protect your/their employees from exploitation and how this is checked/ audited to ensure compliance with ILO (International Labour Organisation) Core Conventions. Weighting of 10 %.
III.2.3 H) Please provide testimonials from two national clients confirming that you met the agreed service levels in line with the clients expectations. Failure to provide this information will render the applicants bid ineligible.

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: no
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: no

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 number of operators: 6
IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
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:

30724.
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

31.5.2013 – 17:00
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
IV.3.8)Conditions for opening of tenders

Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
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

The Environment Agency reserves the right to discontinue the procurement process at any time, which shall include the right not to award a framework or contract, and does not bind itself to accept the lowest tender, or any tender received, and reserves the right to award the framework or contract in part, or to call for new tenders should it consider this necessary.
The Environment Agency shall not be liable for any costs or expenses incurred by any candidate or tenderer in connection with the completion and return of the information requested in this Contract Notice, or in the completion or submission of any tender.
This contract/framework is primarily intended to meet the needs of the Environment Agency. The Agency may require the successful bidder(s) to provide the goods/services on the same terms that are agreed as a result of this tender to the Department of the Environment, Food and Rural Affairs, and to its associated bodies including any Agencies and non departmental public bodies. A full list can be found at:
http://archive.defra.gov.uk/corporate/about/with/delivery/landscape/documents/public-bodies.pdf

Similarly the contractor may be required to supply the Scottish Environmental Protection Agency, the Northern Ireland Environment Agency, the Welsh Government, including its Agencies, and the Forestry Commission, including its Executive Agencies.
On Tuesday 29.11.2011 John Griffiths AM, Welsh Government Minister for the Environment and Sustainable Development, announced that he will create a Single Environment Body (SEB) for Wales, the vesting date is 1/4/13. This framework or contract will be available for use by the Natural Resources Wales from this date, however, the Environment Agency acknowledges that the NRW may set up their own arrangements in future.

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:24.4.2013