Salary Sacrifice Framework Agreement Renfrewshire Council

Salary Sacrifice Framework Agreement Renfrewshire Council

Renfrewshire Council is seeking to appoint a Service Provider for the employee benefits package, constituting both voluntary and salary sacrifice benefits, which will be made available to all Council employees who meet the requirements of the scheme.

UK-Paisley: benefit services

2012/S 141-235826

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Renfrewshire Council
Renfrewshire House, Cotton Street
Contact point(s): Finance and Corporate Services
For the attention of: Gillian Herbert
PA1 1JB Paisley
UNITED KINGDOM
Telephone: +44 1418425021

Internet address(es):

General address of the contracting authority: http://www.renfrewshire.gov.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00400

Further information can be obtained from: Renfrewshire Council
Renfrewshire House, Cotton Street
Contact point(s): Finance and Corporate Services
For the attention of: Gillian Herbert
PA1 1JB Paisley
UNITED KINGDOM
Telephone: +44 1418425021
Internet address: http://www.renfrewshire.gov.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Renfrewshire Council
Renfrewshire House, Cotton Street
Contact point(s): Finance and Corporate Services
For the attention of: Gillian Herbert
PA1 1JB Paisley
UNITED KINGDOM
Telephone: +44 1418425021
Internet address: http://www.renfrewshire.gov.uk

Tenders or requests to participate must be sent to: Renfrewshire Council
Renfrewshire House, Cotton Street
Contact point(s): Finance and Corporate Services
For the attention of: Gillian Herbert
PA1 1JB Paisley
UNITED KINGDOM
Telephone: +44 1418425021
Internet address: http://www.renfrewshire.gov.uk

I.2)Type of the contracting authority

Regional or local authority
I.3)Main activity

General public services
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Renfrewshire Leisure Ltd

Renfrewshire Leisure Trading Ltd

Renfrewshire Valuation Joint Board

Scotland Excel

Renfrewshire Council

Section II: Object of the contract

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

Salary Sacrifice Framework Agreement.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: Renfrewshire Area.
NUTS code UKM35

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
Justification for a framework agreement, the duration of which exceeds four years: A single provider is envisaged for Lots 1 and 2. or Lot 3, All firms meeting the criteria will be accepted onto the framework for the service options they can supply. A mini competition will be used as and when the need for such service arise.
The contract is for a period of 3 years with the option to extend for a further 12 months.
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 1 220 054 GBP

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

Renfrewshire Council is seeking to appoint a Service Provider for the employee benefits package, constituting both voluntary and salary sacrifice benefits, which will be made available to all Council employees who meet the requirements of the scheme.
The service strategy is to continue the service of the childcare vouchers as the current contract is due to expire in December 2012, as well as cycle to work scheme and the possibility of taking up the options of other salary sacrifice schemes.
The option of a framework agreement will be utilised to enable the tenderers to bid for individual schemes. The framework agreement will be for a period of 3 years with the option to extend for a further 12 months.
The Council reserve the right to award the contract to one or more contractors. The Council may benefit from one company offering discounts if they are able to supply all 3 lots.
The framework agreement will be split into 3 lots:
Lot 1 – Childcare voucher scheme.
Lot 2 – Cycle to work scheme.
Lot 3 – Miscellaneous Salary Sacrifice Schemes.
A single provider is envisaged for Lots 1 and 2. or Lot 3, All firms meeting the criteria will be accepted onto the framework for the service options they can supply. A mini competition will be used as and when the need for such service arise.
II.1.6)Common procurement vocabulary (CPV)

75310000, 75122000, 85160000, 98130000

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: 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:

The estimated value of the contract is 1 220 054 GBP for the 4 years for all 3 Lots.
II.2.2)Information about options

Options: yes
Description of these options: For Lot 1 Childcare voucher scheme and Lot 3 Miscellaneous Salary Sacrifice Schemes will be for a period of 3 years with an option to extend for a further 12 months. It is anticipated that the contract will commence on the 19.11.2012.
For Lot 2 cycle to work, the current contract expires on the 21.6.2013. The new contract will commence on the 22.6.2013 and will expire the same time as Lot 1 and 3.
Tenderers should note that the start date for child care vouchers scheme and the cycle to work scheme are not aligned. For the avoidance of doubt, neither scheme shall operate beyond the expiry of this framework agreement without becoming subject to a new tendering exercise.
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: 2 Lot title: Cycle to work

1)Short description

In 2010, Council employees were given the option to participate in the cycle to work scheme. The scheme commenced in July 2010 and ran until September 2010. Approx 120 employees participating in the cycle to work scheme.
Due to popular demand, employees will be given the option to participate in the cycle to work scheme in June 2012. The current contract commenced on the 21st June 2012 and will run for a period of 12 months. Under Lot 2, Cycle to work, the new contract will commence on the 22.6.2013. Tenderers should note that the start date for child care vouchers scheme and the cycle to work scheme are not aligned. For the avoidance of doubt, neither scheme shall operate beyond the expiry of this framework agreement without becoming subject to a new tendering exercise.
2)Common procurement vocabulary (CPV)

75310000, 75122000, 85160000, 98130000

3)Quantity or scope

The award criteria for Lot 2 is:
Lot 2 – 60 % technical 40 % commercial.
4)Indication about different date for duration of contract or starting/completion

Starting 22.6.2013. Completion 19.11.2015
5)Additional information about lots
Lot No: 1 Lot title: Childcare voucher scheme

1)Short description

In 2008, Council employees were given the option to participate in the childcare voucher scheme. The childcare vouchers current contract is due to expire in December 2012. Employees in the scheme opt to receive part of their taxable income in the form of childcare vouchers, which is redeemed against payment to their registered childcare provider. Employees make savings on tax and NI contributions. Currently, approx 150 employees participating in the childcare voucher scheme.
The framework agreement will commence on the 19.11.2012 and will be for a a period of 3 years with the option to extend for a further 12 months.
2)Common procurement vocabulary (CPV)

75310000, 75122000, 85160000, 98130000

3)Quantity or scope

The award criteria for the childcare scheme is:
60 % Commercial 40 % Technical
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 3 Lot title: Miscellaneous Salary Sacrifice Schemes

1)Short description

Under Lot 3, the Council will also review the option to get involved in other salary sacrifice scheme such as voucher redemption, dental and eye care vouchers.
The framework agreement will commence on the 19.11.2012 and will be for a a period of 3 years with the option to extend for a further 12 months.
2)Common procurement vocabulary (CPV)

75310000, 75122000, 85160000, 98130000

3)Quantity or scope

For Lot 3, All firms meeting the criteria will be accepted onto the framework for the service options they can supply. A mini competition will be used as and when the need for such service arise.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

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:

All pricing in the tender must be in sterling (GBP). Payments will be made to the appointed contractor(s) in sterling (GBP), all as detailed within the tender documentation.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

None preferred, however for entering into and performing the contract, Tenderers will require to form a legal entity recognised by Scots law. There is no preferred form of economic operator but each individual in any group is to be jointly and severally liable for the contract. In the event of an associated group of companies being successful, the Council will require each company to be jointly and severally liable for the satisfactory performance of the contract. This assurance will be required in writing before any contract can be awarded to such a group.
Tenderers will be required to confirm that none of the factors listed in Article 47 of Directive 2004/18/EC and Regulation 23 of the Public Contract (Scotland) Regulations 2012 (as amended) are applicable to their organisation.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: 1. Compliance with Terms & Conditions – Tenderers must confirm compliance or qualifications proposed must be deemed acceptable by the Council.
2. Completeness of Submission – Tender submissions must be sufficiently complete to enable a full and detailed evaluation of all components of the bid to be undertaken.
3. Financial Stability – one copy of their organisation’s audited accounts.
4. Adequate Insurance Provision – Tenderers must evidence the undernoted insurance provision being in place or, provide confirmation that in the event of success in the tender process, adequate insurance provision will be put in place:
5. Tenderers must confirm that to the extent of their knowledge and belief, they comply fully with all statutory obligations in respect of ensuring health and safety in employment and have a written Health & Safety Policy that complies with current legislation.
6. Compliance with all relevant statutory obligations (e.g. Equal Opportunities etc) – Tenderers must confirm that to the extent of their knowledge and belief, they comply fully with all statutory obligations in respect of ensuring equal opportunity in employment.
7. Tenderers must confirm that their company have an Environmental policy.
8. Tenderers must confirm that to the extent of their knowledge and belief, they have a written Quality policy / quality assurance systems that complies with current legislation.
9. A suitable complaints procedure including escalation points.
10. Acceptable experience of delivering similar services.
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
III.2.2)Economic and financial ability

Minimum level(s) of standards possibly required: Tenderers will be required to provide along with their tender submission one of the following:
a. A copy of your audited accounts or equivalent for the most recent two years, along with details of any significant changes since the last year end, or,
b. A statement of your organisations turnover; profit and cash flow for the most recent full year of trading or where a full year of trading has not been completed the same information for the period applicable. NOTE if this information is not available in an audited format you will be required to provide an end of period balance sheet or make the response specified below,
c. If you are unable to provide the information requested above, you will be required to provide additional information and documentation that will give the buyer the assurance that you are capable of carrying out any subsequent awarded contract. For example, a statement of your organisation’s cash flow forecast for the current year and a letter from your bank outlining the current cash and credit position or other alternative means of demonstrating financial standing.
III.2.3)Technical capacity
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
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: yes

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated below

1. Lot 1 – Technical. Weighting 40

2. Lot 1 – Commercial. Weighting 60

3. Lot 2 – Technical. Weighting 60

4. Lot 2 – Commercial. Weighting 40

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:

Project 237
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 22.8.2012
IV.3.4)Time limit for receipt of tenders or requests to participate

30.8.2012 – 12:00
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 tenders

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information

The purpose of this contract notice is to publicise the forthcoming tender opportunity for the salary sacrifice framework agreement.
Please note that no tender documentation is held within the Public Contracts Scotland website. To receive this tender documentation, interested parties must now register at the Public Contracts Scotland Tender Portal https://www.publictendersscotland.publiccontractsscotland.gov.uk/web/login.html.

Once a contractor has logged onto this site they will then have access to the tender documentation on or after the tender availability date.
It is estimated that the tender documents will be available on or around 20.7.2012, however this date is approximate and subject to change. If after logging onto the Public Contracts Scotland Tenders Portal on or after this date the tender documentation is not available, please contact Gillian Herbert on 0141 842 5021 for further information.
Please note that following the issue of the tender documentation, all questions and communications relating to this tender must be posted via the Public Contracts Scotland Tenders Portal Message Board. This ensures fairness and transparency to all interested parties.
Any contract awarded as a result of this tender exercise will be subject to Scots Law and the exclusive jurisdiction of the Scottish Courts.
(SC Ref:233857).

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: An economic operator that suffers, or risks suffering, loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2012 (SSI 2006/1) (as amended) may bring proceedings in the Sheriff Court or the Court of Session.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:20.7.2012