Security and Key Holding Service for Reading Borough Council

Reading Borough Council is looking to procure the services of a service provider for the provision of a security and key-holding service to various Council sites located throughout the borough of Reading.

United Kingdom-Reading: Security services

2014/S 190-335445

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Reading Borough Council
Civic Offices
RG1 7AE Reading
UNITED KINGDOM
Telephone: +44 1189372945
E-mail: corporate.procurement@reading.gov.uk
Fax: +44 1189372278

Internet address(es):

General address of the contracting authority: www.reading.gov.uk

Electronic access to information: https://www.businessportal.southeastiep.gov.uk/sece/opportunity.nsf/fcontent?ReadForm&requesttype=viewcontract&region=REG-UATA-79EMAL&authority=ORG-DNWA-7BSKBT&docid=OS-DNWA-9PEKN7&sd=&stype=&rv=authority&start=1&count=10&contentid=1.003

Further information can be obtained from: Reading Borough Council
Department of Environment and Neighbourhood Services, Lower Ground Floor, Civic Centre
Contact point(s): Corporate Facilities Service
For the attention of: Ros de Oliveira — Corporate Facilities Manager
RG1 7AE Reading
UNITED KINGDOM
Telephone: +44 1189372998
E-mail: rosalind.deoliveira@reading.gov.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Reading Borough Council
Department of Environment and Neighbourhood Services, Lower Ground Floor, Civic Centre
Contact point(s): Corporate Facilities Service
For the attention of: Ros de Oliveira — Corporate Facilities Manager
RG1 7AE Reading
UNITED KINGDOM
Telephone: +44 1189372998
E-mail: rosalind.deoliveira@reading.gov.uk

Tenders or requests to participate must be sent to: Reading Borough Council
Department of Environment and Neighbourhood Services, Lower Ground Floor, Civic Centre
Contact point(s): Corporate Facilities Service
For the attention of: Department of Environment and Neighbourhood Services
RG1 7AE Reading
UNITED KINGDOM
Telephone: +44 1189372998
E-mail: rosalind.deoliveira@reading.gov.uk

I.2)Type of the contracting authority

Regional or local authority

I.3)Main activity

General public services
Environment
Health
Housing and community amenities
Social protection
Recreation, culture and religion
Education

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

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description

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

Security and Key Holding Service.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 23: Investigation and security services, except armoured car services

NUTS code UKJ11

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract

II.1.4)Information on framework agreement

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

Security services. Reading Borough Council is looking to procure the services of a service provider for the provision of a security and key-holding service to various Council sites located throughout the borough of Reading.

II.1.6)Common procurement vocabulary (CPV)

79710000

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

The contract is covered by the Government Procurement Agreement (GPA): no

II.1.8)Lots

This contract is divided into lots: no

II.1.9)Information about variants

II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The successful contractor will be required to provide an out of hours key holding service 365 days per year with coverage, in the main, from 17:00 to 09:00 hours Monday to Friday, and from 17:00 hours Friday to 09:00 Monday (weekend coverage). The portfolio of sites include community centres, children centres and public access buildings. The successful contractor will also be required to provide an emergency call out service for all sites under the contract.
Estimated value excluding VAT:
Range: between 180 000 and 240 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: It is anticipated that the contract will commence in April 2015 and it will operate for an initial period of 3 years with an option to extend for a further period of 1 year, subject to contractors’ performance, this will be at Reading Borough Council’s sole discretion. All values given are indicative only as the Council cannot guarantee the future level of need or services required under the contract. For illustrative purposes it is estimated that the potential total annual value is 60 000 GBP over a term of 3 years, with an option to extend for a further period of 1 year, as specified in the range above.

II.2.3)Information about renewals

II.3)Duration of the contract or time limit for completion

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Will be detailed within the Invitation to Tender (ITT) documentation.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Tenders must be priced in pounds sterling and all payments under the contract shall be made in pounds sterling (GBP). Actual method of payment to the contractor will be indicated in the Invitation to Tender (ITT) documentation.

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

Joint and several liability.

III.1.4)Other particular conditions

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: The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.

A full list of the Regulation 23(1) and 23(2) criteria are at http://www.delta-esourcing.com/delta/project/reasonsForExclusion.html#pcr

Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists.
Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Evidence of economic and financial standing will be required as defined in the Pre-Qualification Questionnaire (PQQ). Failure to provide the required information will result in the potential applicant being excluded.
Minimum level(s) of standards possibly required: As set out in the Pre-Qualification Questionnaire (PQQ).

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Evidence of technical capacity will be required as defined in the Pre-Qualification Questionnaire (PQQ). Failure to provide the required information will result in the potential applicant being excluded.
Minimum level(s) of standards possibly required:
As set out in the Pre-Qualification Questionnaire (PQQ).

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

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Restricted

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged number of operators: 5
Objective criteria for choosing the limited number of candidates: Evidence of economic and financial standing and technical competence will be required as defined in the Pre-Qualification Questionnaire (PQQ). There will be some pass/fail criteria contained within the PQQ. Candidates who do not demonstrate compliance with any of the pass/fail criteria will be excluded from the procurement exercise. Based on the selection criteria which will be contained in the PQQ, the contracting authority will select up to a maximum of 5 potential providers who will be taken through to the Invitation to Tender (ITT) stage.

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 in the specifications, in the invitation to tender or to negotiate or in the descriptive document

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:

Contract No. SC134

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: 29.10.2014 – 23:59
Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

30.10.2014 – 12:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

20.11.2014

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 of tenders

Section VI: Complementary information

VI.1)Information about recurrence

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

The services are to be procured under a two stage restricted procedure and organisations interested in expressing an interest should download the Pre-Qualification Questionnaire (PQQ) documentation which is available on the South East Business Portal at:https://www.businessportal.southeastiep.gov.uk/sece/opportunity.nsf/fcontent?ReadForm&requesttype=viewcontract&region=REG-UATA-79EMAL&authority=ORG-DNWA-7BSKBT&docid=OS-DNWA-9PEKN7&sd=&stype=&rv=authority&start=1&count=10&contentid=1.003 and complete as instructed. The Portal is free of charge – to register please follow the supplier registration guidance which is available on the Portal. Contractors wishing to be considered for this tendering opportunity must complete the PQQ and return it in hardcopy with the requested supporting documents to the Request to Participate address given at Section I.1 of this notice. In addition to the three hard copies required contractors must also provide an electronic version of their full PQQ submission on an encrypted memory stick (USB) or password protected file on CD/DVD which must replicate exactly the hard copy submission in all respects. The deadline for return of the PQQ is stipulated at Section IV.3.4. Please note: you must register your interest via the South East Business Portal if you intend to submit a PQQ. If your organisation has not registered an expression of interest we will not be able to send you any amendments to the PQQ documents, or send you responses for requests for PQQ clarification from other potential candidates. You are advised to register your interest in this opportunity if you wish to be automatically supplied with supplementary information. Any further information, such as PQQ clarification questions and responses will be uploaded to the South East Business Portal. The PQQ documents will be available for download up until the closing time and date for submissions, it is the organisation’s responsibility to ensure that they download the documents in ample time to ensure that they can be completed and returned, along with supporting documents, prior to the closing time and date stipulated at Section IV.3.4. The contracting authority does not bind itself to enter into any contract as a result of the publication of this contract notice and will not, under any circumstances, have any liability for any costs any person responding to this contract notice incurs in any part of the tender process.

To view this notice, please click here:

https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=113054785

GO Reference: GO-2014929-PRO-6048460

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Reading Borough Council
Department of Environment and Neighbourhood Services, Corporate Facilities Service, Lower Ground Floor, Civic Centre
RG1 7AE Reading
UNITED KINGDOM
Telephone: +44 1189373737

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: In accordance with Regulation 32 (information about contract award procedures and the application of standstill prior to contract award) and Regulation 47 (enforcement of obligations) of the UK’s Public Contracts Regulations 2006 as amended by the Public Contracts (Amendment) Regulations 2009.

VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

29.9.2014