Specialist Heritage Audio Visual Interpretation for Newbridge Memorial Hall

Specialist Heritage Audio Visual Interpretation for Newbridge Memorial Hall

a) Interpretation throughout the building, and through the Newbridge Memo Experience guided tour.
b) The auditorium and other parts of the building will contain audio-visual effects and experiences as part of the Newbridge Memo Experience tour which will tell the story of the building and reflect the cultural impact that film, theatre and music had on the people of Newbridge.

UK-Ystrad Mynach: repair, maintenance and associated services related to personal computers, office equipment, telecommunications and audio-visual equipment

2012/S 222-366096

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Caerphilly County Borough Council
Procurement Services, New Road, Tir-y-berth, Hengoed
For the attention of: Mr Derek Morris
CF82 7PG Ystrad Mynach
UNITED KINGDOM
Telephone: +44 1443863195
E-mail: morrid@caerphilly.gov.uk
Fax: +44 1443863167

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

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: no

Section II: Object of the contract

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

Supply of a Specialist Heritage Audio Visual Interpretation for Newbridge Memorial Hall.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 5: Telecommunications services
Main site or location of works, place of delivery or of performance: Celynen Collieries and Newbridge Memorial Hall.
NUTS code UKL

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

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 200 000 GBP

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

Newbridge Memorial Hall (also known as The Memo) is recognised as one of the town’s key public buildings, which along with the adjacent Institute and adjoining link block, makes up a group of buildings known as Celynen Collierie’s Institute and Memorial Hall.
Over the years the building has deteriorated and is now in a poor state of repair. Work has now started on Phase I of the restoration project with the next door Grade II listed Institute funded by Big Lottery and WEFO. This includes the repair and adaptation of the Institute building including the construction of a four-storey contemporary-styled infill block to link it to the Memorial Hall.
Phase II will restore the existing Memorial Hall and this work is largely funded by the Heritage Lottery Fund. The Procurement process for this has already started with Pre Qualification Questionnaires currently being evaluated.
The Memorial Hall building contains a ballroom on the ground floor with a large auditorium on the floor above. The auditorium was designed and built as both a theatre and a cinema. The interior is an exceptionally important survival, as it has remained largely unchanged since 1924. The Memorial Hall is grade II* listed by Cadw ‘for its unusually high quality and well-preserved cinema interior, amongst the best interiors of any workingmen’s hall in Wales’. The auditorium closed in 1972, but the ballroom has continued in use.
Community Benefits apply to this contract, Further details: As part of this arrangement, companies will be expected to advise if they can provide any Community Benefits or Targeted Recruitment and Training as part of their tender submission. This will be undertaken as a non-core approach and not be scored but will be for information only.
II.1.6)Common procurement vocabulary (CPV)

50300000

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: no
II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

As part of the on-going forward contract workplan for this building, Caerphilly County Borough Council in conjunction with the Trustees of the Celynen Collieries’ Institute and Memorial Hall are seeking a suitable provider to Supply a Specialist Heritage Audio Visual Interpretation within the building. This will include the following:
a) Interpretation throughout the building, and through the Newbridge Memo Experience guided tour.
b) The auditorium and other parts of the building will contain audio-visual effects and experiences as part of the Newbridge Memo Experience tour which will tell the story of the building and reflect the cultural impact that film, theatre and music had on the people of Newbridge and its surroundings in the 20th century and it is this aspect of the restoration which is the focus of this Procurement.
c) The ballroom will also be part of the Newbridge Memo Experience though this will continue to be used for community and cultural activities and is the main income generator space for The Memo.
d) A digital record of the implementation of the project and an investigation of webcam links from the Memorial Hall during the work will be required and the successful tenderer may be asked to be involved in this at an appropriate stage.
e) The Library & Information Resource Service of Caerphilly County Borough Council will be a tenant of the Institute and therefore a key partner in the provision of learning through its Local Studies section and working as a partner to create in-depth source material.
Companies considering expressing an interest for this arrangement must be able to evidence that they have the following as part of their tender submission:
Professional Indemnity Insurance – minimum cover of 1 000 000,00 GBP (one million pound or equivalent level in alternative currencies).
Employer’s Liability Insurance – minimum cover of 5 000,000,00 GBP (five Million pound or equivalent level in alternative currencies – Only applicable if you have employees.).
Public Liability Insurance – Minimum cover of 5 000 000,00 GBP (Five Million pound or equivalent level in alternative currencies – Only applicable if you have employees.).
Evidence of past experience including completion of similar projects from start to finish of at least 150,000,00 GBP in monetary value (or equivalent value in alternative currencies).
Companies shall also note the following:
The award criteria for this arrangement will be evaluated based on the most economically advantageous tender response against both Quality and Price criteria.
The scores allocated to each criterion will be as follows:
Quality 80 marks.
Further information in regards to the Quality sub criteria can be found in the tender documents.
Price 20 marks.
Companies shall note that the maximum available budget for this arrangement equates to 200 000,00 GBP + VAT. Therefore bids exceeding this amount will not be accepted and the tenderer’s submission deemed to be invalid.
Please note although the budget has been provided it is fundamental that organisations clearly demonstrate Value for Money benefits within their bid submission.
As part of this arrangement, companies will be expected to advise if they can provide any Community Benefits or Targeted Recruitment and Training as part of their tender submission. This will be undertaken as a non-core approach and not be scored but will be for information only.
Companies are advised that a site visit is available to give interested parties an insight into the project prior to them tendering. The day allocated for this is Wednesday 5.12.2012.
The closing date for companies to express an interest in tendering for this arrangement is 12:00:00 hours (midday) on Thursday 3.1.2013.
Please note expressions of interest received after this date and time will not be accepted.
As part of the process, the tender will be undertaken utilising Caerphilly CBC’s Proactis Plaza e-tendering system. Therefore, companies are invited to follow the following directions to register on the system:
1. Log in to the Proactis Plaza E-Sourcing Portal at https://www.proactisplaza.com

2. Click the “Register Now” button at the bottom of the window.
3. Enter your correct Organisation Name, Details and Primary Contact Details. The system will auto generate the Organisation ID and User Name for you.
4. Please make a note of the Organisation ID and User Name, then click “Register”.
5. You will then receive an email from the system asking you to “Click here to activate your account”. This takes you to Enter Organisation Details.
6. Please enter the information requested, click “Next” and follow the instructions ensuring that you enter all applicable details.
7. In the Enter Product Classification screen please ensure that you select the Product Classification Codes (CPV Codes) that appear in the tender notice.
8. Accept the Terms and Conditions and then click “Next”. This takes you in to the Welcome window.
9. In the “Welcome” window please enter your Organisation name, Organisation ID and User Name (User ID). You now need to create your unique password. Please ensure that you make a note of this along with the other information already recorded.
10. Now click “Done” and you will enter the Supplier Home page.
11. From the Home Page, go to the “Opportunities” area, then search for New Opportunities. Click on the “ID” of the relevant opportunity and then click to register your interest on the relevant button. Click the “Requests from Buyers” command in the Opportunities area. This will take you to the list of current opportunities available to you.
12. Click the Project ID that relates to this notice, this will take you into the Tender Request.
13. Note the closing date for completion of the relevant project. Please review the “Items” tab and the Documents tab as there will be information relating to the project held here.
14. You can now either “Create a Response” to, or “Decline” this opportunity.
Estimated value excluding VAT: 200 000 GBP

II.2.2)Information about options
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:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
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: (a) is bankrupt or is being wound up, whose affairs are being administered by the courts, who has entered into an arrangement with creditors or who is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order for compulsory winding-up or administration by the courts or for an arrangement with creditors or is the subject of any other similar proceeding under national laws or regulations;
(c) has been convicted of an offence concerning his professional conduct by a judgement which has the force of res judicata;
(d) has been guilty of grave professional misconduct proven by any means which the contracting authorities can justify;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under the provisions of the Directive on the criteria for qualitative selection;
Further information is set out within the Invitation to Tender Documentation.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) bank statement and/or evidence of professional risk indemnity insurance;
(b) balance sheets or extracts of balance sheets;
(c) statement of turnover for a maximum of the last three years.
Further information is set out within the Invitation to Tender Documentation.
Minimum level(s) of standards possibly required: Further information is set out within the Invitation to Tender Documentation.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(b) a list of principal deliveries effected or services provided in the last 3 years and evidence of delivery;
(c) an indication of technicians or technical bodies involved;
(d) a description of technical facilities and measures used to ensure quality;
(e) educational and professional qualifications of the supplier and staff responsible for performing the contract;
(f) where appropriate, an indication of the environmental management measures that would be applied when performing the contract;
(g) a statement of average annual manpower and number of staff in the last 3 years;
(i) details of any intended sub-contracting arrangements;
(j) where appropriate, samples, descriptions and photographs of products and quality assurance certificates.
Further information is set out within the Invitation to Tender Documentation.
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

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 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:

CCBC/PS1105/12/DM
IV.3.2)Previous publication(s) concerning the same contract

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

4.1.2013 – 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

Duration in months: 6 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening tenders

Date: 4.1.2013 – 14:00
Place:

Caerphilly CBC Council Offices.

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: yes
Reference to project(s) and/or programme(s): The project will be funded from a number of different funding streams including WEFO, Heritage and Big Lottery Funding.
VI.3)Additional information

Buy4Wales Reference Number: 32517.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:13.11.2012