Security and Keyholding Tender – Kirklees Council

The Council of the Borough of Kirklees
Civic Centre 3, Market Street
Huddersfield
HD1 2EY
United Kingdom
Contact person: Brendan Robinson
Telephone: +44 1484221000
E-mail: brendan.robinson@kirklees.gov.uk
NUTS code: UKE43

Internet address(es):Main address: http://www.kirklees.gov.uk

Address of the buyer profile: https://www.yortender.co.uk

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.yortender.co.uk

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be submitted to the abovementioned address

Regional or local authority

General public services

Supply of Security, Key Holding and Alarm Response Services.

Reference number: KMCPRP-085

Services

Tenders are invited by the contracting authority from economic operators with relevant experience and ability to provide the supply of security, key holding and alarm response services (the ‘Services’). The successful economic operator will be required to undertake the following Services, at various premises throughout the borough of Kirklees:

— key holding;

— alarm response;

— mobile patrols;

— static guarding; and

— lock and/or unlock.

Value excluding VAT: 432 000.00 GBP

This contract is divided into lots: no

NUTS code: UKE43

Main site or place of performance:

Kirklees.

Tenders are invited by the contracting authority from economic operators with relevant experience and ability to provide the supply of security, key holding and alarm response services (the ‘Services’).

The successful economic operator will be responsible for various elements of key holding, alarm response, mobile patrol, static guarding and lock/unlock Services.

The premises to be covered by the Services are within the boundaries of Kirklees (as set out in Appendix D of the tender documents, which are available to access at https://www.yortender.co.uk/supplier.nsf, or is available at the address set out in Sections I.1) and I.3) of this Notice above).

The successful economic operator will be required to undertake the following Services, at the premises set out in Appendix D of the tender documents (or any subsequent variation thereof):

— key holding;

— alarm response;

— mobile patrols;

— static guarding; and

— lock and/or unlock.

The Contract will initially run for a period of two (2) years with the successful economic operator, with the provision to extend the Contract by up to a maximum of two (2) further twelve (12) month periods. The anticipated commencement date of the Contract is 1.7.2017.

The current Service utilised by the contracting authority’s Physical Resources and Procurement Service for its security, key holding and alarm response service requirements is valued at approximately one hundred and eight thousand pounds (108 000 GBP) per annum. The anticipated value of the Services being procured by the Council under this Contract are also estimated to be approximately one hundred and eight thousand pounds (108 000 GBP) per annum for the initial two (2) years of the Contract, plus the two (2) twelve (12) month extension periods (i.e. four hundred and thirty-two thousand Pounds Sterling (432 000 GBP) assuming this Contract lasts for the full four (4) years).

In addition to the above, a static guarding provision is required at (i) Civic Centre 3 Customer Service Centre, Market Street Huddersfield, West Yorkshire, HD1 2YZ, and (ii) Walsh Building Customer Service Centre, Town Hall Way, Dewsbury, West Yorkshire, WF12 8EQ, for a period of six (6) months, from 1.7.2017 up to 31.12.2017, (with the provision to extend either role by up to one (1) further six (6) month period).

Criteria below

Quality criterion – Name: Response to alarm activations (response times) / Weighting: 15 %

Quality criterion – Name: Response to alarm activations (processes and procedures) / Weighting: 7.5 %

Quality criterion – Name: Customer service / Weighting: 7.5 %

Quality criterion – Name: Employee retention / Weighting: 5 %

Quality criterion – Name: Environmental sustainability / Weighting: 2.5 %

Quality criterion – Name: Transition and mobilisation / Weighting: 2.5 %

Price – Weighting: 60 %

Value excluding VAT: 432 000.00 GBP

Duration in months: 48

This contract is subject to renewal: yes

Description of renewals:

The Contract will initially run for a period of twenty-four (24) months with the successful economic operator, with the provision to extend the Contract by up to a maximum of two (2) further twelve (12) month extension periods.

Variants will be accepted: no

Options: no

The procurement is related to a project and/or programme financed by European Union funds: no

List and brief description of conditions:

In accordance with: (i) Article 57 to 60 of Directive 2014/24/EU of the European Parliament and of the European Council; and (ii) Regulations 57 to 60 of the Public Contracts 2015 (SI 2015/102) (the ‘Regulations’), which require or permit the contracting authority not to select or to treat as ineligible, economic operators, the contracting authority reserves the right to exclude any economic operator whom they deem to not satisfy any criteria outlined within the scoring matrices contained within the standard selection questionnaire (‘SQ’) within the Service Providers’ Submission Document (i.e. File 2.0), which is available to download at: https://www.yortender.co.uk/procontract/supplier.nsf or is available at the address set out in Sections I.1) and I.3) of this Notice above.

List and brief description of selection criteria:

Finance

See Section 4 of the SQ (available to download at: https://www.yortender.co.uk/procontract/supplier.nsf).

Economic operators must submit either a copy of the audited accounts for the most recent two (2) years if requested. If it cannot, then it must provide either:

a) a statement of the turnover, Profit and Loss Account/ Income Statement, Balance Sheet/ Statement of Financial Position and Statement of Cash Flow for the most recent year of trading for this organisation;

b) a statement of the cash flow forecast for the current year and a bank letter outlining the current cash and credit position; or

c) alternative means of demonstrating financial status if any of the above are not available (e.g. forecast of turnover for the current year and a statement of funding provided by the owners and/or the bank, charity accruals accounts or an alternative means of demonstrating financial status).

Economic operators must also confirm whether or not they are part of a wider group (e.g. a subsidiary of a holding/parent company), and if so must provide confirmation of:

a) the name of the organisation;

b) the relationship to the economic operator completing the SQ; the organisation’s company accounts (if available); and confirmation on whether or not this organisation would be willing to provide a guarantee if necessary, and if not would the economic operator be able to obtain a guarantee elsewhere (e.g. from a bank).

Insurance

See Section 8.1 of the SQ (available to download at: https://www.yortender.co.uk/procontract/supplier.nsf).

Economic operators are asked to self-certify whether they already have, or can commit to obtain, prior to the commencement date of the Contract, the levels of insurance cover indicated below:

a) Employer’s (Compulsory) Liability Insurance 10 000 000 GBP (in relation to any 1 claim or series of claims);

b) Public Liability Insurance 10 000 000 GBP (in relation to any 1 claim or series of claims);

c) Professional Indemnity Insurance 500 000 GBP (in relation to any 1 claim or series of claims); and

d) Product Liability Insurance 10 000 000 GBP (in relation to any 1 claim or series of claims).

Minimum level(s) of standards possibly required:

Minimum level(s) of standards possibly required:

Finance

See Section 4 of the Selection Questionnaire (available to download at: https://www.yortender.co.uk/procontract/supplier.nsf).

The rationale applied will be economic operators being able to demonstrate an annual turnover of at least twice the estimated annual value of the Contract. The anticipated value of the Services being procured by the contracting authority approximately one hundred and eight thousand Pounds Sterling (108 000 GBP) per annum. Therefore, economic operators must demonstrate a minimum annual turnover of at least two hundred and sixteen thousand pounds Sterling (216 000 GBP) to pass. Failure by an economic operator to supply either a copy of the audited accounts for the most recent two (2) years or any one of the document listed in (a) — (c) in Section 4.1 of the SQ may also result in exclusion. Further, any answers which leads the contracting authority, acting reasonably, to conclude (considering the risk that the relevant answer suggests about the economic operator’s ability to properly perform the Contract) that it would be inappropriate to select the economic operator on this occasion may result in exclusion. In addition, if an economic operator indicates in Section 5 of the SQ that its parent or holding company is prepared to guarantee the performance of the economic operator’s company, the information provided in response to Sections 5.1 to 5.3 will be used in the financial assessment of the economic operator.

Insurance

See 8.1 of the SQ (available to download at: https://www.yortender.co.uk/procontract/supplier.nsf).

Failure to indicate ‘Yes’ to any of the required insurances stated in Section 8.1 will result in exclusion.

List and brief description of selection criteria:

Information and formalities necessary for evaluating if requirements are met:

Relevant experience

Economic operators are asked to provide examples of relevant experience in accordance with the requirements set out within Section 6 of the SQ (available to download at: https://www.yortender.co.uk/procontract/supplier.nsf).

Security Industry Authority (‘SIA’) Registration

See Sections 8.8 to 8.10 of the SQ (available to download at: https://www.yortender.co.uk/procontract/supplier.nsf). The successful economic operator, and all members of staff employed by the organisation in service-provision roles, must hold an appropriate and current SIA licence. Economic operators must also self-certify whether your organisation is a SIA Approved Contractor and confirm whether or not they have had any actions, suspensions or investigations taken against their organisation by the SIA in relation to its accreditation(s) (pending, current or discharged) in the last five (5) years.

Minimum level(s) of standards possibly required:

Relevant experience

See Section 6 of the SQ (available to download at: https://www.yortender.co.uk/procontract/supplier.nsf).

Pass — The Candidate has provided either:

a) at least 1 example of a previous contract that meets the minimum requirements set out in Section 6, and demonstrates to the reasonable satisfaction of the contracting authority that the economic operator possesses the relevant general technical expertise and professional experience to be entrusted with the contracting authority’s Contract;

or

b) a satisfactory reason as to why the economic operator is unable to provide any examples of previous contracts that are relevant to the contracting authority’s requirements under the Contract, and that meets the minimum requirements set out in Section 6.3 of the SQ.

However, economic operators are asked to note that:

c) If economic operators need to use more than 1 example to demonstrate that they possess the relevant general technical expertise and professional experience, they may do so up to a maximum of three (3) examples.

d) The contracting authority reserves the right to confirm the accuracy of any information provided in response to Section 6 of the SQ with any named customer contact(s). Any replies from any named customer contact(s) which lead the contracting authority, acting reasonably, to doubt any significant representations made in the economic operator’s responses to Section 6 may result in exclusion.

Fail — The economic operator:

a) has failed to provide any examples of any previous contracts in response to Section 6 of the SQ;

and

b) has failed to provide a satisfactory reason as to why they were unable to provide any examples;

or

c) the examples given in response to Section 6 of the SQ do not demonstrate to the reasonable satisfaction of the contracting authority that the economic operator possesses the relevant general technical expertise and professional experience to be entrusted with the contracting authority’s Contract.

SIA Registration

See Sections 8.8 to 8.10 of the SQ (available to download at: https://www.yortender.co.uk/procontract/supplier.nsf).

Failure to indicate ‘Yes’ to Question 8.8 will result in exclusion. Responses to Question 8.9 shall be for information only. The authority reserves the right to exclude you in the event that your answer to Question 8.10 is ‘Yes’. The authority may exclude applicants that have had any actions, suspensions or investigations taken against them by SIA, unless the applicant(s) can demonstrate to the authority’s satisfaction that appropriate remedial action has been taken to prevent future occurrences or breaches.

The performance of the contract is subject to particular conditions, as detailed in the tender documents which are available to download at https://www.yortender.co.uk/procontract/supplier.nsf

Open procedure

The procurement is covered by the Government Procurement Agreement: yes

Date: 02/05/2017

Local time: 13:00

English

Duration in months: 6 (from the date stated for receipt of tender)

Date: 02/05/2017

Local time: 13:00

Place:

The Council of the Borough of Kirklees, Civic Centre III, Market Street, Huddersfield, HD1 2EY.

Information about authorised persons and opening procedure:

At least one (1) representative from Finance Management, Risk Performance and IT and one (1) Corporate Procurement Officer will open and record the electronic (and where applicable, written) quotations received by the appointed time at the same time.

This is a recurrent procurement: no

Electronic ordering will be used

Electronic invoicing will be accepted

Electronic payment will be used

The contracting authority considers that this framework agreement may be suitable for economic operators that are small or medium enterprises (‘SMEs’). However, any selection of economic operators will be based solely on the criteria set out for the procurement, and the framework agreement will be awarded to the most economically advantageous tenders on the basis of most economically advantageous tender.

The procurement documentation can be found at: https://www.YORtender.co.uk/procontract/supplier.nsf

High Court of England and Wales
N/A
United Kingdom

Precise information on deadline(s) for review procedures:

In accordance with Regulation 86 (Notices of decisions to award a contract or conclude a framework), Regulation 87 (Standstill periods) and Chapter 6 (Applications to Court) of the Public Contracts Regulations 2015 (SI 2015/102), the contracting authority will incorporate a minimum ten (10) calendar day standstill period at the point that information on the award of the Contract is communicated to economic operators. This period allows any unsuccessful economic operator(s) to seek further debriefing from the contracting authority before the award of the Contract to the successful economic operators. Such additional information should be requested from the address at Sections I.1 and I.3 of this Notice above. If an appeal regarding the award of the Contract has not been successfully resolved, then the Public Contracts Regulations 2015 (SI 2015/102) 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). Any such action must be started within thirty (30) days beginning with the date when the aggrieved party first knew or sought to have grounds for starting the proceedings had arisen. The Court may extend the time limited for starting proceedings where the Court considers that there is a good reason for doing so, but not so as to permit proceedings to be started more than three (3) months after that date. Where the Contract has not been awarded, the Court may order the setting aside of the award decision or order the contracting authority to amend any document and may award damages. If however the Contract has been awarded, the Court may only award damages or, where the contract award procedures have not been followed correctly, declare the Contract to be ineffective.

24/03/2017