Supply of Flooring Hertfordshire

Supply of Flooring Hertfordshire

Linoleum. The Supply of Flooring Services. Lot 1 – The Supply and Fit of Flooring. Lot 2 – The Supply of Flooring.

United Kingdom-Hertford: Carpets

2014/S 016-024145

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Hertfordshire County Council
Strategic Procurement Group, County Hall, Pegs Lane
For the attention of: Anita Shipman
SG13 8DQ Hertford
Telephone: +44 1707292468
Fax: +44 1992588416

Internet address(es):

General address of the contracting authority:

Address of the buyer profile: following the instructions given in VI.3 (Additional Information)
Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and 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)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

Hampshire County Supplies
Bar End Road
SO23 9NR Winchester

Unit 1, Aylesford Commercial Park, New Hythe Lane
ME20 7FE Aylesford

Section II: Object of the contract

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

The Supply of Flooring Services.
II.1.2)Type of contract and location of works, place of delivery or of performance

NUTS code UKH23

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 several operators
Duration of the framework agreement

Duration in years: 4

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

Carpets. Carpet tiles. Industrial carpeting. Floor coverings. Floor laying and covering work. Floor-laying work. Floor-covering work. Linoleum. The Supply of Flooring Services. Lot 1 – The Supply and Fit of Flooring. Lot 2 – The Supply of Flooring.
II.1.6)Common procurement vocabulary (CPV)

39531000, 39531310, 39534000, 44112200, 45432100, 45432110, 45432130, 44112230

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

This contract is divided into lots: yes
Tenders may be submitted for one or more lots
II.1.9)Information about variants
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

This contract shall have a contract period of four (4) years. The estimated total value of the Contract stated below is for the whole Contract period. The estimated annual value of the contract is between 500,000 GBP and 2,000,000 GBP between all of the Participating Authorities. Further details of the requirement are available on the following link:

As part of the Council’s commitment to partnership working the Council is acting as a Central Purchasing Body as defined by the EU Combined Procurement Directive 2004/18/EC and this is a joint collaboration between the members of the Central Buying Consortium.
Details of the current participating member authorities’ requirements for delivery of supplies will be stated in the tender documents.
During the framework agreement period there is a possibility that other public sector bodies may wish to participate. In addition to the organisations listed, the framework agreement is open to all public sector bodies served by the Pro5 Group (comprising The Eastern Shires Purchasing Organisation, Yorkshire Purchasing Organisation, Central Buying Consortium, West Mercia Supplies and The North East Purchasing Organisation) and details of current members of each organisation can be found by following the various organisation website links on the Pro5 Group website

Also, the framework agreement is open to member authorities of the Regional Improvement and Efficiency Partnership (RIEP) for the East of England (including any successor body) and a current list of member authorities can be found on their website using the following link:

No fixed list of organisations is set out within the tender exercise and no guarantee can be given as to the exact amount of business which may result from this tender exercise. However, the contractor will be expected to supply the goods to any organisation identified above, including their customers and affiliates, which is authorised by the Council. Any organisation that utilises this framework agreement shall do so under the terms and conditions of this agreement.
Estimated value excluding VAT:
Range: between 2 000 000 and 8 000 000 GBP

II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 48 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: The Supply and Fit of Flooring

1)Short description

The Supply and Fit of Flooring.
2)Common procurement vocabulary (CPV)

45432100, 45432110

3)Quantity or scope

The supply and fit of flooring, typically carpet, carpet tiles or vinyl.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: The Supply of Flooring Only

1)Short description

The Supply of Flooring Only.
2)Common procurement vocabulary (CPV)

39531000, 39531310, 44112230

3)Quantity or scope

The supply of flooringing only, typically carpet, carpet tiles and vinyl / linoleum.
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:
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
III.2.2)Economic and financial ability
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

Section IV: Procedure

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

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
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

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

3.3.2014 – 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

IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Date: 3.3.2014 – 12:00

Section VI: Complementary information

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

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender.
The Contracting Authority, acting on behalf of the Participants, is leading on the procurement process to establish a Framework Agreement for The Supply of Flooring Services (hereinafter referred to as “Goods”) and is seeking suitably qualified Contractor(s) for The Provision of Flooring Services for both of the following options under any Agreement resulting from this tendering exercise.
The Agreement will be spilt into two Lots;
Lot 1 – The Supply and Fit of Flooring
Lot 2 – The Supply of Flooring
A list of the Goods required is given in the Specification (Schedule 1 of Volume II, Contract Document). You are invited to submit your tender for either one or both of the above Lots.
The Council reserves the right at any time to cease the tendering process and not award a contract or to award only part of the opportunity described in this notice. If the Council takes up this right then they will not be responsible for, or pay the expenses or losses, which may be incurred by any tenderer as a result.
The Council undertakes to hold confidential any information provided in the proposal submitted, subject to the Council’s obligations under the law, including the Freedom of Information Act 2000. If the applicant considers that any of the information submitted in the proposal should not be disclosed because of its sensitivity then this should be stated with the reason for considering it sensitive. The Council will then endeavour to consult with the applicant about such sensitive information when considering any request received under the Freedom of Information Act 2000 before replying to such a request.
Due to the current economic climate, Hertfordshire County Council reserves the right to carry out additional financial checks on all companies tendering for this Contract at any time during the procurement process, to ensure that they continue to meet the Council’s requirements and remain financially viable to perform the Contract.
Please read this section carefully as it provides full instructions on how to apply for this requirement:
Hertfordshire County Council has moved to a new way of e-Tendering and worked closely with its Districts and Partners to create a joint procurement website called Supply Hertfordshire. This website is supported by BiP Solutions who provide a system called Delta which is the background platform to Supply Hertfordshire.
The Tender Process
This tender is a one stage process. If you wish to be considered as a tenderer you must complete and submit a Tender Bid by using the Tenderbox through BiP’s Delta by the due date of 12 noon on Monday 3.3.2014. Tender Bids cannot be uploaded after the closing date/time.
Step 1: Registering with Supply Hertfordshire
To participate in this tender you will need to go into and register, thereafter you will be issued with a username and password. (If you have already registered with Delta or Supply Hertfordshire, please follow the link above where you can log on using your existing username and password. If you have registered and have forgotten your Username and Password, please click on the forgotten password link below the log in box.) Please keep this username and password secure, and do not pass it to any third parties.

Step 2: Completing your Tender Documents
To obtain and complete the Tender Documents, you will need to go into the Response Manager area and enter the Access Code G4SA929R9B. You will then need to download the relevant documents and complete. Any supporting documents should be cross-referenced to the relevant question. If the Council requires further information concerning your tender bid, your organisation will be contacted. However, please provide full details and answer all questions, as the Council reserves the right not to ask tenderers for any further information or clarification.
Step 3: Uploading Your Completed Tender Bid
Once you have completed your Tender Bid you must then “upload” your completed response into the Tenderbox (Access Code G4SA929R9B) and ensure it has been submitted as a response.
Please make sure you have submitted your Tender Bid to the correct Access Code, the Council will not be held accountable for any errors made by a tenderer in submitting your Tender Bid.
If you are experiencing problems, then please contact the Delta helpdesk via email at or call +44 8452707050 Monday to Friday 8:30am – 5:30pm for further assistance.

Further Information
For further information on How to do Business with Hertfordshire County Council including current and past tenders please visit with the Council (or Buyer within Delta)

The Delta system enables questions and answers to be exchanged via the e-mail facility in the Tenderbox and communication with the buyer must happen via this method. However if questions are deemed to be of relevance to other tenderers the question and answer will be transmitted via the Delta e-mail system to all tenderers.
If you are experiencing problems with the system, then please contact the Delta helpdesk via email at or call: +44 8452707050 9am to 5:30 pm Monday to Friday, for further assistance.

To view this notice, please click here:

GO Reference: GO-2014121-PRO-5404373

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

See VI.4.2

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Hertfordshire County Council will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers to allow unsuccessful tenderers to raise any complaints before the contract is entered into. If a complaint between the Council and the tenderer regarding the award of a contract has not been successfully resolved, relevant provisions of the Public Contracts Regulations 2006 (as amended) will apply. The aggrieved party is advised to seek independent legal advice in relation to remedies they can pursue under the Public Contracts Regulations 2006 (as amended).
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:21.1.2014