Supply of Furniture and Removal of Surplus Furniture

Supply of Furniture and Removal of Surplus Furniture

NICS Supply, Delivery and Installation of New Furniture and Removal of Surplus Furniture 2012.

UK-Belfast: desks and tables

2012/S 149-248919

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Department of Finance and Personnel Northern Ireland
Clare House, 303 Airport Road West
For the attention of: Business Support and FM Branch
BT3 9ED Belfast

Internet address(es):

General address of the contracting authority:

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

I.2)Type of the contracting authority

Body governed by public law
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

Section II: Object of the contract

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

NICS Supply, Delivery and Installation of New Furniture and Removal of Surplus Furniture 2012.
II.1.2)Type of contract and location of works, place of delivery or of performance

Main site or location of works, place of delivery or of performance: Approximately 80 % of sites and offices are located within the Greater Belfast area, however there may be a number of simultaneous jobs at a number of locations throughout Northern Ireland.
NUTS code UKN0

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)

As II.2.1 below.
II.1.6)Common procurement vocabulary (CPV)

39121000, 39112100, 39113200, 39143210, 39141300

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

The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.9)Information about variants
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

The Contract shall involve the installation of desking, VDT chairs and breakout furniture for either small single or multiple replacement projects up to the supply and delivery of items for hundreds of members of staff per project. The Furniture will be located in occupied and soon to be occupied offices, storerooms, main reception areas, canteens, mess rooms, etc. They may also be situated within cellular and open plan office buildings in mostly commercial type office premises but, on occasions, they may be in domestic or student grade accommodation or in buildings of historical interest or listings. The Contract will also deliver removal of surplus furniture and may involve the resiting of existing furniture. An after sales service of retrofitting is also required under the Contract. The estimated value of this contract if all options are taken (i.e.5 year period) is 11 000 000 GBP.
Estimated value excluding VAT: 11 000 000 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: 36 (from the award of the contract)

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:

Prime Contractor Arrangement.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
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: None.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Minimum Financial Turnover of 1 000 000 GBP for the last 2 financial years is required.
Minimum level(s) of standards possibly required: Tenderers must have a minimum turnover of one million pounds (1 000 000 GBP) for each of the last 2 financial years for the supply of Furniture. A self declaration of the minimum turnover will be required at tendering stage. The highest scoring Tenderer will be required to provide audited accounts for the last 2 financial years to verify this before the Intention to Award Stage. If verification cannot be provided within 7 working days of request, the Tender will be excluded from the competition and the information sought from the next highest placed tenderer.
III.2.3)Technical capacity

Minimum level(s) of standards possibly required:
Company Experience:
Tenderers must clearly demonstrate their company experience by providing examples of two projects, one large* and one small**.
*The large project is considered as exceeding one hundred workstations and seating with or without breakout furniture.
**The small project is considered as replacing and removing a single desk or up to four existing desks from a small isolated office.
The examples must have been carried out within the last three years, demonstrating that their organisation has experience of directly managing commercial (not domestic) contract grade office furniture supply and installations in either the private, charitable or public sector, where Visual Display Terminals (VDT) are in use.
The examples must include the following details:
— identity of organisation to which goods were sold,
— quantity, value and description of each product delivered,
— confirm if delivered within stipulated timescale.
Personnel Professional Ability:
Tenderers will be required to declare that the proposed staff involved in the installation, assembly on site, and commissioning of the workstations, have obtained, where necessary, accredited training in the following areas;
— construction skills register (or equivalent),
— portable appliance testing (where appropriate).
CPD will request verification in the form of valid certificates from the highest scoring tenderer before proceeding to the Intention to Award Stage. If these are not provided within 7 days of request, the Tenderer will be excluded from the competition and the next highest scored tenderer will be approached (this process will continue until the required verification is provided).
Quality Management Systems Standard:
Tenderers must have the Quality Management Systems Standard ISO 9001:2008 (or equivalent independent third party awarding authority accreditation). A valid certificate must be uploaded and submitted with the tender. For the avoidance of doubt, where a Distributor is the Tenderer the Distributor must hold ISO 9001:2008 (or equivalent independent third party awarding authority accreditation) and are not required to provide the ISO 9001:2008 for their manufacturer(s)).
Environmental Management Standards:
Tenderers must ensure that the Manufacturer(s) of the products offered must have ISO 14001 (or equivalent independent third party accreditation). A valid certificate must be uploaded and submitted with the tender. Certificates must be provided for each of the nominated manufacturer(s). Failure to provide the certificates for all nominated Manufactures will lead to exclusion of the Tenderer from the competition.
Photographic Images/technical Specifications:
Tenderers must submit hard copy photographic images only for those goods being offered under this contract as listed in the Pricing Schedules. These images must show the furniture, in close proximity with one another, as evidence of the visual harmonisation of all items within an office environment. The images shall be accompanied by test certificates from an independent UKAS (or EU equivalent) accredited third party awarding authority and technical specification data sheets. Data sheets must also show compliance with the Environmental Standards listed in Annex C of the Specification Schedule. Images must portray the standard and concept as set out in the Specification Schedule.
Physical samples are not required at this stage unless explicitly requested by the Client. Should this be requested, viewing and inspection should be arranged at a location within Northern Ireland.
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

An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

Project ref P_9347
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: 17.9.2012 – 15:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

17.9.2012 – 15:00
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

in days: 90 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening tenders

Date: 17.9.2012 – 15:01

Central Procurement Directorate (CPD) uses an electronic tendering system hosted by Bravo Solutions. Tenders cannot be accessed until after the closing date and time for tender responses.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: It is envisaged that the contract shall commence on 1 November 2012. The Contract may be retendered in 30 months unless options are taken up. If both annual options are taken, the contract will be retendered in 52 months.
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

Suppliers Instructions How to Express Interest in this Tender: 1. Register your company on the eSourcing portal (this is only required once): and click the link to register – Accept the terms and conditions and click ‘continue’ – Enter your correct business and user details – Note the username you chose and click ‘Save’ when complete – You will shortly receive an email with your unique password (please keep this secure) 2. Express an Interest in the tender – Login to the portal with the username/password – Click the ‘PQQs / ITTs Open To All Suppliers’ link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) – Click on the relevant PQQ/ ITT to access the content. – Click the ‘Express Interest’ button at the top of the page. – This will move the PQQ /ITT into your ‘My PQQs/ My ITTs’ page. (This is a secure area reserved for your projects only) -You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ ITT Details’ box 3. Responding to the tender – Click ‘My Response’ under ‘PQQ/ ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining) – You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification – Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT – There may be a mixture of online & offline actions for you to perform (there is detailed online help available) You must then submit your reply using the ‘Submit Response’ button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.

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: CPD will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into.
The Public Contracts Regulations 2006 (SI 2006 No 5) 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 (Northern Ireland).
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice: