The following Government Departments have expressed an interest in accessing the provision of these contracts : • Ministry of Justice • Department of Health • Welsh Government • GCHQ • Foreign and Commonwealth Office. Reference number: UI DWP 100323
Deadline date: 02/04/2012
This deadline is for… The deadline for receipt of responses is no later than 13.00 (GMT) on 02 April 2012. HSE reserves the right to reject any tender received after this deadline, for whatever reason.
Contract value: £0 – £0
Location where the contract is to be carried out: North West
Is this suitable for smaller suppliers? No
Is this contract suitable for a voluntary, community and social enterprise organisations? No
Name of the buying organisation: Health and Safety Executive (HSE)
Description of the contract
3 BACKGROUND TO THE SERVICE REQUIREMENTS 3.1 The use of standards supports HSE’s business objectives across the full spectrum of its wide ranging functions. IMU currently facilitate the provision of a mix of electronic and paper standards to HSE staff. 3.2 British Standards in particular represent an authoritative benchmark, agreed with industry, of the risk reduction that can be achieved. They can also be used and targeted as an effective means of influencing stakeholders to adopt better and safer systems and designs. Many British standards carry a legal status that gives them a presumption of conformity to meeting the essential health and safety requirements of the relevant EU Supply legislation that HSE enforce, and are thus a vital consideration in any inspection, investigation and/or enforcement that HSE’s inspectors undertake. 3.3 International standards and standards issued by foreign organisations have a similar standing. 3.4 Paper copies of British Standards are required for submission to the Court as evidence in enforcement cases. Paper copies of other standards are also required to support the work of HSE. 4 ENABLING CLAUSE 4.1 This contract is being let with HSE’s provision in mind, but an enabling clause will be inserted into the contract to allow access to the provision by other central Government departments, their Agencies, and Crown non-departmental public bodies. There is no indication of the level of business, if any, that will arise from any of these Departments. 4.2 The following Government Departments have expressed an interest in accessing the provision of these contracts : • Ministry of Justice • Department of Health • Welsh Government • GCHQ • Foreign and Commonwealth Office 4.3 In the event any of the above Departments decide to use these services it will be subject to HSE Terms and Conditions of Contract, but other than introducing the parties HSE will not be actively involved in setting up service delivery for them. 5 SCOPE OF THE SERVICES REQUIRED 5.1 Tenderers are invited to bid for one, multiple or all of the Lots itemised below. Details of how HSE expects Tenderers to deliver its service requirements can be found at Annex 1 for Lots 1 – 3 and Annex 2 for Lots 4 – 6. Lot 1 Online access to British standards – all areas except BS 2000 series and historical series. Access is currently provided for approx 820 registered users across 34 sites with provision for access for 60 users simultaneously. Lot 2 Online access to European and International standards e.g. ISO, DIN, STANAG and including publicly available consultation drafts produced by CEN, CENELEC and ISO (i.e. prefixed by prEN or DIS) HSE currently has no online access to these standards Lot 3 Online access to standards produced by UK and/or foreign organisations e.g. ANSI, API, ASME, IEC HSE currently has limited access to standards from these organisations as shown below: Lot 4 Provision of paper copies of British standards all areas except BS 2000 series and historical series Lot 5 Provision of paper copies of European and International standards e.g. ISO, DIN, STANAG and including publicly available consultation drafts produced by CEN, CENELEC and ISO (i.e. prefixed by prEN or DIS. Lot 6 Provision of paper standards produced by UK and/or foreign organisations e.g. ANSI, API, ASME, IEC. 6 VOLUME OF BUSINESS – All Lots (April 2010/March 11) 6.1 The table below provides a report of the volume of business that took place within HSE over the 2010/11 financial year and is provided as an indicator of past business only. HSE cannot guarantee a minimum number of standards that will be accessed across each Lot nor guarantee any minimum volumes of business. Lot 1 – Online access to British Standards Standard Downloads BS British Standards Institution 7079 Lot 2 – Online access to European and International Standards Standard Downloads All (it is anticipated that the majority of the demand for these paper standards will migrate from Lot 5) No access Lot 3 – Online access to standards produced by foreign organisations Standard Downloads API American Petroleum Institute 138 ASME American Society of Mechanical Engineers 1 BPVC 2010 Sub NFPA National Fire Protection Association 1 NFPA Sub Lot 4 – Provision of paper copies of British Standards Standard Number BS British Standards Institution 14 Lot 5 – Provision of paper copies of European & International Standards Standard Number AS/NZS Standards Australia / Standards New Zealand 1 BGV Bundesverband fur Gesundheitsinformation 1 DIN Deutsches Institut fur Normung 7 NUREG/CR United States Nuclear Regulatory Commission 2 SANS South African National Standard 1 SR/CWA Senior Research / CEN Workshop Agreement 2 STANAG NATO Standardization Agreements 5 Lot 6 – Provision of paper copies of standards produced by foreign organisations Standard Number ACI American Concrete Institute 3 ANSI American National Standards Institute 8 API American Petroleum Institute 26 AS/NZ Standards Australia / Standards New Zealand 1 ASME American Society of Mechanical Engineers 18 ASTM American Society for Testing and Materials 29 CEI Comitato Elettroecnico Italiano 2 CSA Canadian Standards Association 1 IEC International Electrotechnical Commission 16 IEEE Institute of Electrical and Electronics Engineers 1 ISA International Society of Automation 1 ISO International Organisation for Standardization 14 NACE National Association of Corrosion Engineers International 2 NFPA National Fire Protection Association 3 NSF NSF International (National Sanitation Foundation) 1 STP ASTM Special Technical Publications 1 UL Underwriters Laboratories Inc 1 7 CONTRACT PERIODS 7.1 HSE intends to let a contract with a supplier, or number of suppliers, for the range of requirements across the 6 Lots from the date of award of contract until 31 March 2015 with an option to extend by a further 2 years, (5 years maximum), subject to satisfactory performance and price reviews. 7.2 The contract for Lot 1 is for three years starting on award of contract. The contract for Lot 2 is for three years starting on award of contract. The contract for Lot 3 is for three years starting on award of contract. However API standards will only be required from 13 Feb 2013 and ASME standards will only be required from 03 May 2013. The contract for Lot 4 is for three years starting on award of contract. The contract for Lot 5 is for three years starting on award of contract. The contract for Lot 6 is for three years starting on award of contract.
How to apply
1 Introduction 1.1 These instructions and supporting information are designed to ensure that all interested and eligible organisations are given the opportunity to compete on a fair and equal basis for this contract. 1.2 The Invitation to Tender (ITT) comprises of the following documents:- • Schedule A: A specification which described the services HSE require; • Schedule B: The Tender Form which must be completed by Bidders; • Schedule C: A copy of the evaluation criteria that will be used to select a preferred supplier; • Schedule D: A copy of HSE’s standard terms and conditions; • Schedule E: A copy of HSE’s Sustainable Procurement – Supplier Awareness Sheet; and • Schedule F: A copy of HSE’s Diversity and Equality Schedule. 1.3 Please ensure that you read these instructions carefully and note all of the information in this document before you respond. Failure to comply with any of these instructions may result in your elimination from this competition. 1.4 Neither HSE nor its advisers make any representation or warranty (express or implied) as to the accuracy, adequacy or completeness of the ITT document pack, or the reasonableness of any assumption on which it is based. HSE accepts no liability to any organisation whatsoever and howsoever arising and whether resulting from the use of the ITT document pack, or any deficiencies in or omissions from the ITT document pack. This exclusion does not extend to any fraudulent misrepresentation made by or on behalf of HSE. 1.5 You are advised that nothing herein, or in any other communication made between HSE and any other person shall be taken as constituting a contract, agreement or representation that a contract for services shall be offered in accordance herewith or at all. A contract will not exist and work may not commence until the contract documentation has been signed and dated by HSE and the successful bidder. 2 Compliance 2.1 If you wish to tender for this procurement, you must do so in accordance with these instructions. 2.2 It is a condition of this procurement that submissions will only be accepted from individuals and/or organisations who have formally registered their interest in this opportunity. No bids will be accepted from anyone who fails to follow up this requirement. 3 Tender Process and Documents 3.1 HSE reserves the right to discontinue this tendering process at any time and not to award a contract. 3.2 HSE reserves the right, subject to the appropriate procurement regulations, to change without notice the basis, structure or content of, or the procedures for, the competitive tendering process. 3.3 In the event that HSE exercises its right in paragraph 2.2, it will give bidding organisations reasonable time in which to take the amendment into account in preparing their Tenders. HSE may, at its discretion, extend the deadline for the receipt of Tenders. 4 Inducements and Collusion 4.1 Offering an inducement of any kind in relation to this competition will disqualify you from being considered and may constitute a criminal offence. Also, you must not try to obtain any information about anyone else’s Tender before the completion of this competition, or make any arrangements with anyone else about how or whether they should participate. Subject to any discussions which you may need to have with other organisations with which it intends to submit a joint bid on a consortium basis, any breach of requirements in this paragraph will result in exclusion from the competition. 4.2 Direct or indirect canvassing of any Ministers, public sector employee or agent concerning this requirement, or any attempt to procure information from any Ministers, public sector employee or agent concerning this ITT may result in your disqualification from consideration for this requirement. 5 Costs and Expenses 5.1 You will not be entitled to claim from HSE any costs or expenses which you may incur in preparing and/or submitting your Tender at any stage of this procurement exercise. This applies whether or not you or any other organisation is successful. It also applies to any additional cost you may incur if HSE modifies or amends its requirements or if HSE discontinues this procurement exercise for whatever reason. 6 Clarification of Information 6.1 All requests for clarification or further information and any questions about the procurement should be submitted in writing to email@example.com. No approach of any kind in connection with this Invitation to Tender should be made to any other person within, or associated with, the Authority. 6.2 If the Authority considers any question or request for clarification to be of material significance, both the question and the response will be communicated, in a suitably anonymous form, to all before the closing date for responses. It is, therefore, important that you register your interest in this opportunity at firstname.lastname@example.org. All responses received and any communication from Tenderers will be treated in confidence but will be subject to this paragraph. 7 Timetable 7.1 Set out below is the proposed procurement timetable. This is intended as a guide and, whilst HSE does not intend to depart from it, HSE reserves the right to do so at any time. Invitation to Tender (ITT)issued 06 March 2012 Deadline for Tender Questions 21 March 2012 Publication of Questions and Answers 23 March 2012 Deadline for Receipt of Tenders 13.00 hrs 02 April 2012 Demonstrations to take place w/c 09 April 2012 Identify Preferred Bidder 13 April 2012 Standstill Period/Ministerial Approval* 16 April 2012 Provision of additional information to HSE as per Para 17.1. 16 April 2012 Award Contract 27 April 2012 * The Standstill Period is a period of at least ten calendar days following the notification of an award decision before the contract is signed with the successful supplier(s). Its purpose is to allow unsuccessful bidders to challenge the decision before the contract is signed. As indicated in Schedule A, Para 8.1 contract award is also subject to Ministerial Approval. 8 Status of Tenders 8.1 HSE does not undertake to accept any Tender and reserves the right to reject the whole (or any part) of any Tender. HSE reserves the right to reject a Tender if you propose to add to or substitute any terms or conditions which are at variance with, or inconsistent with, HSE’s terms and conditions, or are otherwise unacceptable to HSE. 8.2 Your Tender should remain open for acceptance for a period of not less than 6 months after the due date for the return of Tenders. 9 Consistency of Tender Information 9.1 It is your responsibility to ensure that the information you provide remains consistent throughout the competition. Under no circumstances will you be permitted to make any amendments to your completed Tender after the closing date. 9.2 You should notify us promptly of any perceived ambiguity, inconsistency or omission in the ITT, any associated documents or information issued to you during the procurement process. 9.3 You must be explicit and comprehensive in your responses to the ITT as this will be the single source of information on which responses will be scored and ranked. You are advised neither to make any assumptions about your past or current supplier relationships with the Authority nor to assume that such prior business relationships will be taken into account in the evaluation procedure. 10 Additional Information 10.1 The Authority expressly reserves the right to require you to provide additional information supplementing or clarifying any of the information provided in response to the requests set out in this Invitation to Tender. The Authority may seek independent financial and market advice to validate information declared, or to assist in the evaluation. 11 Sub-contracting 11.1 Where a sub-contracting approach is proposed, all information requested should be given in respect of the proposed prime contractor. Relevant information should also be provided in respect of sub-contractors who will play a significant role in the delivery of services or products under any ensuing contract. Responses must enable the Authority to assess the overall service proposed. 11.2 The Authority recognises that arrangements in relation to sub-contracting may be subject to future change. You should therefore respond in the light of such arrangements as are currently envisaged. You are reminded that any future change in relation to sub-contracting must be notified to the Authority so that it can make a further assessment by applying the selection criteria to the new information provided as this may your ability to proceed with the procurement process or to provide the goods and/or services. Details should also be provided in relation to the proportion of any contract awarded that you propose to subcontract. 12 Bidder contact point 12.1 You are asked to include a single point of contact in your organisation for your response to the Invitation to Tender. The Authority will not be responsible for contacting you through any route other than the nominated contact. You must therefore undertake to notify any changes relating to the contact promptly. 13 Confidentiality and Freedom of Information 13.1 HSE is committed to open government and to meeting its legal responsibilities under the Freedom of Information Act 2000. Accordingly, all information submitted to HSE may need to be disclosed by HSE in response to a request under the Act. HSE may also decide to include certain information in the publication scheme which we maintain under the Act. If you consider that any of the information included in your tender is commercially sensitive, please identify it in your response explain (in broad terms) what harm may result from disclosure if a request is received, and the time period applicable to that sensitivity. You should be aware that even where you have indicated that information is commercially sensitive, HSE may be required to disclose it under the Act if a request is received. Please also note that the receipt of any material marked ‘confidential’ or equivalent by HSE should not be taken to mean that HSE accepts any duty of confidence by virtue of that marking. If a request is received, HSE may also be required to disclose details of unsuccessful tenders. 14 Transparency 14.1 The Government has set out the need for greater transparency across its operations to enable the public to hold public bodies and politicians to account. This includes commitments relating to public expenditure, intended to help achieve better value for money. HSE is obliged to publish ITT documents for contracts with a value over £10,000. 14.2 In addition, you should be aware that if you are awarded a new contract with a value of over £10,000, the resulting contract comprising of Specification, Terms and Conditions and Associated Schedules (including the winning bid) will be published. 14.3 By exception, requests for redaction will be subject to the public interest test and redaction will only be agreed where the public interest in withholding the information outweighs the public interest in disclosure. You must identify / reference the relevant text, show clear justification for redaction and detail the appropriate section of the Freedom of Information Act 2000 (for example, Sections 40, 41, 43) on which the redaction request is sought. 15 Submission of Tenders 15.1 You must complete and return the Tender Form at Schedule B. 15.2 The deadline for receipt of responses is no later than 13.00 (GMT) on 02 April 2012. HSE reserves the right to reject any tender received after this deadline, for whatever reason. 15.2 Responses should be sent electronically to the following email address : email@example.com 15.3 Please ensure that you reference your email / tender as follows: 126.96.36.1994. – PROVISION OF BRITISH AND OTHER INTERNATIONAL STANDARDS 16 Authority Named Contact Point 16.1 The Authority’s named contact point for the procurement is Martin Yeung. 17 Evaluation 17.1 Tenders will be evaluated against the criteria as described in Schedule C. 18 Post Evaluation 18.1 Following the selection of a preferred supplier, the successful tenderer may be required to supply some additional information to HSE before a formal offer of contract is made. 19 Notification of Results 19.1 Following the contract award, if you submit a tender, you will be informed by e-mail of the following information; ? the award criteria; ? the score you achieved against those criteria; ? the overall score the successful organisation achieved; ? the benefits of the winning tender; and ? the name of the successful organisation. 20 Debriefing 20.1 If you are unsuccessful you will be offered the opportunity to discuss the reason for your non selection on request. 21 Feedback on HSE’s Procurement Processes 21.1 HSE values feedback from existing and prospective providers and always looks to improve procurement processes and participant–provider relationships. Please send any feedback to firstname.lastname@example.org. 21.2 HSE will publish an Award Notice at: http://www.contractsfinder.businesslink.gov.uk/ and in the Official Journal of the European Union (OJEU).