Redesking Tender

Redesking Tender

1139 Clearwater Court redesking. Thames Water seeks to award framework agreements for furniture supply and installation, space planning and move management.

UK-Reading: furniture (incl. office furniture), furnishings, domestic appliances (excl. lighting) and cleaning products

2012/S 190-312880

Contract notice – utilities

Supplies

Directive 2004/17/EC

Section I: Contracting entity

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

Thames Water Utilities Limited
Procurement Support Centre – 3rd Floor East, C/O Mail Room, Rose Kiln Court
RG2 0BY Reading
UNITED KINGDOM
E-mail: procurement.support.centre@thameswater.co.uk

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

Specifications and additional documents (including documents for 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)Main activity

Water
I.3)Contract award on behalf of other contracting entities

The contracting entity is purchasing on behalf of other contracting entities: no

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting entity:

1139 Clearwater Court redesking.
II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Purchase
Main site or location of works, place of delivery or of performance: Whole of Thames Water region.
NUTS code
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

Duration of the framework agreement

Duration in months: 36

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

Thames Water seeks to award framework agreements for furniture supply and installation, space planning and move management. As part of this process a live building refurbishment planned for 2013 will form the basis for the technical capability and commercial considerations.
The furniture, move management, space planning and interior design for the live project will form a call off contract from the framework agreement(s) awarded as a result of this process.
The specification of the live refurbishment follows:
Background.
Clearwater Court is Thames Water’s HQ in Reading, Berkshire, UK and covers 8,650 sq mtrs of office accommodation over 10 wings over 5 floors.
Each wing will require space planning, interior design and workplace management.
The building has currently 976 work stations to be removed and replaced by circa 1,144 workstations using suitable flexible benching. A total of 575 office chairs will also be required. All furniture will be from fully sustainable sources and meet all current furniture quality and safety standards.
On 8 of the wings a room constructed of demountable partitions will be needed.
All wings require redecoration, replacement of existing carpeting and relocation of floor vents and floor mounted power and data connection boxes.
IT cabling to the new workstations and floor box relocation will be required. Existing computers and associated equipment will require decommisoning and recommissioning in the new positions.
The refurbishment will take place wing by wing on a rolling programme and the occupants and their personal files will be located within the building or locally while the changes take place.
II.1.6)Common procurement vocabulary (CPV)

39000000, 45314320, 79932000, 79931000, 44112310, 98341100, 39531000, 39110000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots
II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Information to be provided in the invitation to negotiate.
II.2.2)Information about options

Options: yes
Description of these options: Any agreement awarded would be for an initial duration of 3 years, with options to extend annually up to a maximum overall term of 5 years.
Provisional timetable for recourse to these options:
in months: 60 (from the award of the contract)
II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Information about lots

Lot No: 1 Lot title: Furniture supply, space planning and interior design

1)Short description:

Framework agreement for furniture supply (desking and chairs) and installation.
2)Common procurement vocabulary (CPV)

39000000, 79932000

Lot No: 2 Lot title: Move management

1)Short description:

Framework agreement for move management services.
2)Common procurement vocabulary (CPV)

98341100

Lot No: 3 Lot title: IT cabling for the live project only

1)Short description:

IT cabling to the new desks in Clearwater Court as described in 11.1.5.
2)Common procurement vocabulary (CPV)

45314320

Lot No: 4 Lot title: Decoration, partition building, carpet supply and fitting for the live project only.

1)Short description:

Partition building, decoration, carpet supply and fitting as described in 11.1.5.
2)Common procurement vocabulary (CPV)

79931000, 39531000

5)Additional information about lots:

This lot cannot be the sole lot applied for.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

Bonds and/or parent company guarantees of performance and financial standing may be required.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Specified in Invitation to Negotiate document.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Consortia may be required to form a legal entity prior to any award.
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: As detailed in Section VI.3.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As detailed in Section VI.3.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met: As detailed in Section VI.3.
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

Negotiated
Some candidates have already been selected (if appropriate under certain types of negotiated procedures): no
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications or in the invitation to tender or to negotiate
IV.2.2)Information about electronic auction

An electronic auction will be used: yes
Additional information about electronic auction: Thames Water reserves the right to conduct an electronic auction, if it wishes to do so, as part of the award criteria for the particular contract/agreement.
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting entity:

1139
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents
IV.3.4)Time limit for receipt of tenders or requests to participate

22.10.2012 – 12:00
IV.3.5)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.6)Minimum time frame during which the tenderer must maintain the tender
IV.3.7)Conditions for opening tenders

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:

There is no application form available for completion – Applicants are required to respond directly to this Notice. Responses to the Notice should consist of a maximum of 20 pages (40 sides) of A4 paper. Accounts and copies of certificates may be appended to the main body of the response. Applicants should submit one hard copies in a flat or spiral binder and one copy on CD Rom/USB stick. The envelope must be clearly marked with project number (1139). Storage is limited, and applicants are requested not to use lever arch folders or other bulky bindings, or to submit more than one copy. Applicants should not include non-requested sales literature with their applications. Packages weighing more than 10kgs cannot be accepted. Companies who are invited to negotiate may be required to demonstrate their services in practical trials or presentations at no cost to Thames Water Utilities Limited. Applicants who fail to supply all of the information requested in response to this Notice risk elimination. The contents of this Notice are sufficient for submissions of pre-qualification data; all other communications are discouraged.
Applications must be clear and concise and contain all the information requested in this notice. The format of supplier’s responses must be such that each point is restated and immediately followed by the supplier’s answer.
Variants will be accepted, if submitted in addition to a compliant bid.
Contracts will be under English law.
We intend to invite up to 6 respondents to tender for this contract. Weighted selection criteria will be used to evaluate the responses to this Notice as set out below:
Preference will be given to respondents intending to tender for multiple lots. Confirm the lots of work that your company is applying for.
Please note lot 4 cannot be the sole lot applied for selection criteria:
Economic operators to whom Regulation 26(5) of the Utilities Contracts Regulations are ineligible for selection.
Applicants are required to certify that none of the circumstances specified in Regulations 26(1) and 26(5) of the Utilities Contracts Regulations applies to the applicant.
Applicants are required to provide details of any court judgments and prosecutions within the last 3 years.
1 Financial and economic capacity:
1.1 Supply audited accounts for the previous 2 years, where this is not possible (new organisation/joint venture), applicants must provide business plan information covering a 2 year period.
1.2 Provide evidence of a minimum annual turnover: If applying for all Lots then minimum t/o must be 7 000 000 GBP. If applying for Lot 1 and any other lot then t/o must be a minimum of 7 000 000 GBP. If only applying for Lot 1 or Lot 2 then minimum t/o must be 5 000 000 GBP. If applying for lot 2 and lot 3 and / or lot 4 then the minimum t/o must be 5 000 000 GBP. If applying for only Lot 3 or for Lot 3 and 4 then minimum t/o must be 2 000 000 GBP.
1.3 Confirm ability to provide a single point of contact for resolution of day-to-day queries and a dedicated, key account manager who will oversee the running of the agreement.
1.4 Confirm ability to accept orders via telephone, fax, e-mail and the internet.
1.5 Provide evidence of having an accredited quality assurance system.
1.6 Confirm a health and safety policy is in place.
1.7 Confirm an environmental policy in place and if applying for lot 1, a sustainable manufacture policy and recycling policy.
1.8 Provide relevant contact name, address, telephone number and e-mail details of person responsible for this submission.
2 Technical and professional ability
2.1 Experience: for each lot applied for, provide reference details of at least two contracts undertaken in the last two years for requirements similar to those described in 11.1.5. For each contract describe the scope, product supplied, value, duration and include customer reference details. Please state your willingness for references to be taken up. If applying for lot 4 give details of the type of cable used and the category.
2.2 If applying for lot 1 furniture please give details of the delivery period for an order of this size. Preference may be given to those bidders able to deliver within 6 weeks from date of order.
2.3 Give details of all subcontractors and suppliers that you use on projects similar to those described in 11.1.5.
2.4 Give details on how your subcontractors’ quality and performance is assessed by yourselves.
2.5 Preference will be given to respondents whose customer portfolio includes customers having a similar size and business to that of Thames Water. Give an overview of your customer portfolio.
2.6 Provide full details of your health and safety policy, records and systems, including
a. Please outline how you ensure your managers have an understanding of your company health and safety management system
b. Please describe the mechanisms that are used to inform employees of health and safety requirements and responsibilities.
c. Please supply details of any health and safety related performance measures you use.
d. Please supply details of any health and safety related objectives or targets
e. Where you are required to work on a clients premises what methods do you initiate to ensure cooperation and communication between parties affected by your activities
f. Please outline how you ensure you have a competent workforce.
2.7 Provide full details of your environmental policy, records and systems, including:
a. A copy of your environmental policy.
b. Describe how this policy is implemented and audited.
c. The name and positions of the person within your organisation who is responsible for the environmental policy.
d. Whether you currently hold or are you working towards ISO 14000 or similar environmental accreditation.
e. What steps have been taken to understand and assess the potential environmental effects of your operational activities?
f. Describe how these potential environmental effects would be addressed and managed, including any procedures for identifying and achieving improvement objectives.
g. Whether details of your organisations environmental performance are available
h. Details of any environmental infringements during the past 3 years including any convictions.
i. If applying for Lot1 Furniture, confirm that your furniture supply is and will be sourced from sustainable sources, are fully recyclable, will include a warranty and meet all current standards of safety.
2.8 Provide full details of your quality assurance policy, records and system, including:
a. Top tier quality assurance document
b. How the systems are administered and audited
c. Length of time actively followed
d. How the quality management system is reviewed and updated? Please demonstrate that a process of continuous improvement operates.
e. The name and position of the person responsible for quality within your organisation
f. Examples of project documentation produced in accordance with quality management procedures
g. Any established KPI’s and reports which are currently available and carried out for other customers, which would also be relevant to Thames Water
2.9 Applicants should provide details of any court judgments and prosecutions within the last 3 years.
2.10 Confirm your capability to accept payment via a range of methods including individual and consolidated invoicing and purchasing cards.
2.11 Confirm your willingness to participate in TWUL’s electronic purchasing system.
3. Supplementary information
Evaluation will not take place against the following questions. However, respondents are requested to answer each point as fully as possible.
3.1 Provide a one page covering letter to include relevant contact address, telephone, fax and e-mail details
3.1 Your organisation: please provide the address of your registered office, and details of the UK locations you operate from, together with the named person responsible for this application. Please state whether your company is part of a group or is affiliated in any way with other companies. If so, please provide details of the group company structure or other company relationships. Alternatively provide details if you propose to develop a new partnership with another company to deliver this service.
3.2 Please provide brief details on how your organization is working towards meeting the ten universal principles in the areas of human rights, labour, the environment and anti corruption. (www.unglobalcompact.org)

3.3 Please provide brief details on your Corporate Social Responsibility and Sustainable Procurement Policies and how your organisation is working towards implementing these policies.
General.
Thames Water operates an ongoing risk management approach with regard to the economic and financial capacity of its suppliers. Information will be obtained either from the supplier or an externally recognized provider. Information will be gathered upon commencement of the process and over the duration of the contract period.
Respondents should note that this process might require references to be provided and verified, attendances at meetings, talks and presentations at no cost to Thames Water.
Thames Water Utilities Limited reserves the right to award no contract(s) as a result of this award procedure. Except for the framework agreement(s), if any, concluded with successful tenderer(s), nothing in the procurement process shall create a contract, whether express or implied, between Thames Water Utilities Limited and any applicant.
Any agreement resulting from this contract notice may be modified to include further similar requirements at any site under the management of Thames Water Utilities Limited or its associated companies.
This contract notice does not preclude Thames Water Utilities Limited or its associated companies from issuing other contract notices for specific requirements from time to time.
Thames Water Utilities Limited (including its employees and advisors) does not make any representations, warranties or other commitments, whether express or implied, in relation to the accuracy, adequacy or completeness of the information provided to applicants in this Contract Notice or otherwise in connection with this tender, except as may be specifically agreed in any contract concluded at the end of this tender process.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Thames Water Utilities Limited will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into.
The Utilities Contracts Regulations (SI 2006 No 6) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:28.9.2012