Tender for Internal Audit Services for Dyfed Powys Police Authority

Tender for Internal Audit Services for Dyfed Powys Police Authority

The scope should encompass the examination and evaluation of the adequacy, effectiveness and reliability of the system of internal control and the quality of performance.

UK-Carmarthen: internal audit services

2012/S 195-321305

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Dyfed Powys Police Authority
Police Headquarters, PO Box 99, Llangunnor
SA31 2PF Carmarthen

Internet address(es):

General address of the contracting authority: http://www.dyfed-powys.police.uk

Further information can be obtained from: Internet address: http://www.etenderwales.bravosolution.co.uk

I.2)Type of the contracting authority

Regional or local authority
I.3)Main activity

Public order and safety
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.1.1)Title attributed to the contract by the contracting authority:

Provision of Internal Audit Services.
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 9: Accounting, auditing and bookkeeping services
Main site or location of works, place of delivery or of performance: Dyfed Powys Police Force Area.
NUTS code UKL14

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)

The scope should encompass the examination and evaluation of the adequacy, effectiveness and reliability of the system of internal control and the quality of performance. The full range of internal audit activities required to be undertaken include:
— Produce an Audit Strategy which is based on an audit needs assessment which has been mapped to the Corporate Risk Register,
— Provide an annual report on the audit programme,
— Produce timely, accurate and relevant audit reports throughout the year which can be easily understood,
— Present reports to Members of the Audit Committee as necessary,
— Assisting the Police and Crime Commissioner and Chief Constable in establishing effective systems and controls through risk assessment and risk management,
— Compliance reviews with legal requirements, internal policies and procedures and other appropriate procedures,
— Control system reviews to ensure procedures are in place to give management assurance that they are operating correctly,
— Fraud prevention/detection reviews,
— Security reviews in order to safeguard assets and in conjunction with appropriate departments to verify the existence of such assets,
— Reporting systems reviews to confirm the reliability, integrity and usefulness of financial and operating information,
— Reviews of systems under development to ensure that there are adequate controls in place,
— Post implementation reviews of new systems, procedures or methods as appropriate,
— Value for money/efficiency reviews to evaluate how resources are used,
— Operational reviews to evaluate the appropriateness of the services in place,
— Management reviews to determine areas where potential weaknesses may need to be reviewed,
— Liaise with the Wales Audit Office auditors as necessary.
Community Benefits do not apply to this contract.
II.1.6)Common procurement vocabulary (CPV)


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

The contract is covered by the Government Procurement Agreement (GPA): yes

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:
II.2.2)Information about options

Options: yes
Description of these options: Option to extend the contract for a further period of up to two years (agreed on an annual basis).
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:
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

An electronic auction will be used: no
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

Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

4.11.2012 – 17:00
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: 5.11.2012 – 09:00
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Officers from Dyfed Powys Police Authority.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published:
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

Instructions to candidates:
To assist you in locating this opportunity on the Bravo E-Procurement System the project code is project_24140.
As this is a restricted procedure, tenderers must ensure that all PQQ questions are fully responded to. The following PQQ Project Codes may further assist you in locating the opportunity.
PQQ Code: pqq_30594.
Please ensure that when you access the project, you check the ‘Attachments’ area for any documents/information which may assit you with your submission as per information contained within the tender pack.
Suppliers Instructions How to express interest in this Tender:
1. Register your company on the etenderwales portal (this is only required once)
— Browse to the eSourcing Portal: www.etenderwales.bravosolution.co.uk,

— Click the ‘Suppliers register here’ link,
— 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),
— Agree to the terms and conditions and click ‘continue’.
2. Express an Interest in the Project
— Login to the portal with the username/password,
— Click the ‘ITTs Open to All Suppliers’ link. (These are Invitation to Tender Documents open to any registered supplier),
— Click on the relevant ITT to access the content,
— Click the ‘Express Interest’ button at the top of the screen,
— This will move the ITT into your ‘My ITTs’ page. (This is a secure area.
Reserved for your projects only).
— Click on the ITT code, you can now access any attachments by clicking the ”Buyer Attachments” on the left hand side of the screen.
3. Responding to the tender
— At the top of the screen you can choose to ”Create Response” or ”Decline to Respond” (please give a reason if declining),
— You can now use the ”Messages” function on to communicate with the buyer and seek any clarification,
— Note the deadline for completion, then follow the onscreen instructions to complete the ITT,
— There may be a mixture of online & offline actions for you to perform (there is detailed online help available).
If you require any further assistance use the online help, or the BravoSolution help desk is available Mon — Fri (8am — 6pm) on:
— email: help@bravosolution.co.uk,

— Phone: 0800 368 4850/ Fax: 020 7080 0480.
Tenders or Requests to Participate must be sent to:
Official name:

Dyfed-Powys Police Authority will be conducting this procurement exercise.
Through the Value Wales e-Tendering portal. This can be found at www.etenderwales.bravosolution.co.uk, all information may be Downloaded and returned though this channel.

Buy4Wales Reference Number: 32153.

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: ” This authority will incorporate a standstill period where 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 No5) 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).”.
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice: