Orkney Islands Council Occupational Health Services Tender

Orkney Islands Council Occupational Health Services Tender

A suitably qualified contractor is sought to provide a comprehensive occupational health service to all employees of Orkney Islands Council.

United Kingdom-Kirkwall: Health and social work services

2016/S 148-267607

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Orkney Islands Council
Council Offices, School Place
KW15 1NY
United Kingdom
Contact person: Rosemary Colsell
Telephone: +44 01856873535
E-mail: rosemary.colsell@orkney.gov.uk
Fax: +44 01856876158
NUTS code: UKM65

I.2)Joint procurement

The contract is awarded by a central purchasing body


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


Provision of Occupational Health Services.

Reference number: OIC/PROC/0459

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

A suitably qualified contractor is sought to provide a comprehensive occupational health service to all employees of Orkney Islands Council. The service should be provided over 52 weeks of the year excluding weekends and agreed public/local holiday days.

II.1.5)Estimated total value

Value excluding VAT: 420 000.00 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: UKM65
Main site or place of performance:

Orkney Islands.

II.2.4)Description of the procurement:

Orkney Islands Council (the Authority) has a requirement for the provision of a formal Occupational Health Service with the clear priority duty of the contractor being to provide advice to the Authority and/or employees rather than the provision of treatment. The contract value is anticipated to be within the range of 300 000 to 420 000 GDP

Orkney is located off the northern coast of the Scottish mainland and covers 100 000 hectares spread over approximately 70 islands, 19 of which are inhabited by a population of approximately 21 500.

The Authority was established as a Unitary Authority in 1974 and is the islands largest employer with 2100 employees (1566 Full Time Equivalents). The Authority currently provides a full range of statutory and non-statutory services to the community through 5 services: Chief Executive Services, Education, Leisure and Housing (including Orkney College); Corporate Services; Development and Infrastructure; and Orkney Health and Care. Additionally the Authority also operates Orkney Ferries and Orkney Towage as arms-length Companies, with separate management boards, which for the purposes of this tender should be considered as part of the Authority.

The current Council Occupational Health service is provided on a ‘pay as you go’ basis and is provided through the NHS Grampian Occupational Health Service and a local independent Occupational Health Doctor.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Delivery Method / Weighting: 20
Quality criterion – Name: Contract Management and Quality Assurance / Weighting: 15
Quality criterion – Name: Contract Administration / Weighting: 15
Price – Weighting: 50

II.2.6)Estimated value

Value excluding VAT: 420 000.00 GBP

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

Duration in months: 72
This contract is subject to renewal: yes
Description of renewals:

The Contract will be for an initial period of 4 years. The Authority will have the discretion to offer one extension to the initial contract of 24 months, subject to satisfactory contract performance.

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:

Occupational Health Physician — Member, or Associate, of the Faculty of Occupational Medicine of the Royal College of Physicians, or equivalent accredited in specialist in occupational medicine by the Joint Committee on Higher Medical training or equivalent and appropriate qualifications to carry out Health Surveillance/Vocational Screening.

Occupational Health Nurse — Qualified occupational health nurse with a minimum of 3 years experience and appropriate qualifications to carry out Health Surveillance/Vocational Screening.

III.1.2)Economic and financial standing

List and brief description of selection criteria:

As detailed in Appendix A to the Contract Notice.

Minimum level(s) of standards possibly required:

As detailed in Appendix A to the Contract Notice.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

Refer to Appendix A to the Contract Notice for a full description and selection criteria details.

Bidders should answer the following questions in section 4C of the ESPD which shall be scored in accordance with the weighting and scoring mechanism set out.

The weighting to be applied to each question is as follows:

Question 4C.1.2 30 %

Question 4C.6 20 %

Question 4C.6.1 10 %

Question 4C.8.1 10 %

Question 4C.8.2 10 %

Question 4C.9 20 %.

Minimum level(s) of standards possibly required:

Question 4C1.2, Question 4C.6, Question 4C.6.1, Question 4C.8.1, Question 4C.8.2 and Question 4C.9 shall be marked 0-4 in accordance with the following markings scheme:

Score = 0 Unacceptable — Nil or inadequate response. Fails to demonstrate an ability to meet the requirement.

Score = 1 Poor — Response is partially relevant and poor. The response addresses some elements of the requirement but contains insufficient detail or explanation to demonstrate how the requirement will be fulfilled.

Score = 2 Acceptable — Response is relevant and acceptable. The response addresses a broad understanding of the requirement but may lack details on how the requirement will be fulfilled in certain areas.

Score = 3 Good — Response is relevant and good. The response is sufficiently detailed to demonstrate a good understanding and provides details on how the requirements will be fulfilled.

Score = 4 Excellent — Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates a thorough understanding of the requirement and provides details of how the requirement will be met in full.

III.1.5)Information about reserved contracts
III.2)Conditions related to the contract

III.2.1)Information about a particular profession

Execution of the service is reserved to a particular profession
Reference to the relevant law, regulation or administrative provision:

The contractor shall comply in all respects with relevant legislation, including but not restricted to:

a) Obligations under the provisions of the Health and Safety at Work, etc. Act 1974

b) Statutory medical examinations that are required in certain circumstances because of occupational exposure and other health surveillance procedures as my be required by legislation (e.g. COSHH, HAVS)

c) Maintaining all information in a confidential manner compliant with the Data Protection Act 1998 and the Access to Medical Records Report Act 1988;

d) Ensuring compliance with the Local Government Pension Scheme and Scottish Teachers Superannuation Scheme regulations;

e) Ensuring compliance with the Authority’s’ policies and procedures;

f) Complying will all other areas of employment law and associated health, safety and welfare regulations.

g) Merchant Shipping Regulations 2007.

h) Compliance with the National Occupational Standards/Codes of Practice.

III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of 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
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: 30/08/2016
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:


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

Duration in months: 3 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 31/08/2016
Local time: 12:00

Orkney Islands Council

Council Offices

Kirkwall Orkney KW15 1NY.

Information about authorised persons and opening procedure:

Tenders opened in the presence of a Councillor, Procurement Manager/Procurement Officer and 1 other staff member.

Section VI: Complementary information

VI.1)Information about recurrence

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

July 2022.

VI.2)Information about electronic workflows

Electronic payment will be used

VI.3)Additional information:

The Council reserves the right to cancel the procurement at any stage and not award a Contract. The expenditure, work or effort undertaken by bidders prior to the award of any Contract is accordingly a matter solely for the commercial judgement of bidders.

Late tenders will not be considered by the Council.

An economic operator that suffers, or risks suffering loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2015 may bring proceedings to the Sheriff Court or Court of Session.

Tenderers should complete the ESPD (Scotland) contained within the Invitation to Tender documentation referred to as Appendix A to the contract notice — as referred to in the Contract Notice for the provision of occupational services OIC/PROC/0459

Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=456050

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

(SC Ref:456050).

VI.4)Procedures for review

VI.4.1)Review body

Orkney Islands Council
Council Offices, School Place
KW15 1NY
United Kingdom
Telephone: +44 01856873535
Fax: +44 01856876158Internet address:http://www.orkney.gov.uk
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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