Tender for Sustainable Distribution and Storage Service

Tender for Sustainable Distribution and Storage Service

Warehousing and logistics provider to provide a Sustainable Distribution and Storage Service that will be branded as a Sustainable Distribution Centre offering freight consolidation and comprehensive warehousing from the tenders premises to Southampton and the surrounding areas.

United Kingdom-Southampton: Road transport services

2013/S 137-238296

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Southampton City Council
Procurement Services, 1st Floor One Guildhall Square
Contact point(s): www.southampton.gov.uk/supplysouthampton
For the attention of: Linda Sharp
SO14 7FP Southampton
UNITED KINGDOM
Telephone: +44 2380832471
E-mail: linda.x.sharp@southampton.gov.uk

Internet address(es):

General address of the contracting authority: www.southampton.gov.uk/supplysouthampton

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
Public order and safety
Environment
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: yes

Section II: Object of the contract

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

Tender for the Provision of a Sustainable Distribution and Storage Service.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: UK-Southampton.
NUTS code UKJ32

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 a single operator
Duration of the framework agreement

Duration in years: 4
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 400 000 and 9 000 000 GBP

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

This contract seeks to achieve a supplier for the provision of a Sustainable Distribution and Storage Services.
II.1.6)Common procurement vocabulary (CPV)

60100000, 63122000, 63100000, 63121100, 63121000

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

Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Southampton City Council (SCC) is looking for a warehousing and logistics provider to provide a Sustainable Distribution and Storage Service that will be branded as a Sustainable Distribution Centre (SDC) offering freight consolidation and comprehensive warehousing from the tenders premises to Southampton and the surrounding areas. The SDC concept arose out of discussions with other public sector organisations and some key private businesses in the area. The SDC could benefit Southampton and its surrounding area by helping to cut congestion, reduce carbon emissions to its users and release opportunity for economic growth. These benefits could be achieved by the SDC providing a combination of short term and long term storage, receiving goods preferably 24/7 (increasing the opportunity for night time delivery) and then delivering them to the end users at a designated time. This will enable organisations using the SDC to reduce their level of onsite storage capacity, increase retail/office space, and have greater control over delivery times and frequencies. The desired result is a positive impact on the bottom line of the user and/or to enable a more efficient use of office/retail space, as well as to reduce the number of HGV’s travelling in and out of the City of Southampton. Due to the proximity of other city and town centres it is envisaged that the SDC will service organisations within the surrounding South Hampshire Local Authorities (LAs) as well as those LAs themselves; including but not limited to the New Forest, Test Valley, Winchester, Eastleigh, Fareham Gosport and Portsmouth LAs. With a particular focus of promoting the SDC services to organisations in Winchester, Eastleigh, Hedge End and Totton, in addition to Southampton. Due to the location of Southampton and its links to the Isle of Wight (IoW) there is also the potential for the IoW LA and local organisations to benefit from the SDC. It is also envisaged that the University of Southampton, Southampton Solent University, Hampshire Constabulary and Hampshire Fire and Rescue may also wish to benefit from any contract awarded following this tender. In addition to the interested parties listed, public sector bodies from within a 20 mile radius may also use the SDC if it is deemed to provide an added benefit to them.
Variants will be accepted at the ITT stage of which the specific requirements will be included in the Tender documents.
II.2.2)Information about options

Options: no
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)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

A performance bond, and/or parent company guarantee (in the case of a subsidiary company), may be required.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As defined within the Tender documents. The successful bidder will be required to bear all up-front development cost, including accreditation costs where applicable.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Partnership, limited company, prime contractor, limited liability partnership.
If the contract is awarded to a consortium, joint venture or alliance, applicants will be required to contract with joint and several liability under English Law and either nominate a prime contractor with whom the contracting authority can contract and to whom all communication will be addressed or to form themselves into a single legal entity before the contract is awarded.
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: In accordance with Article 47 of Directive 2004/18 EC and Regulation 24 of Public Contracts Regulations 2006 and as set outin the Pre-Qualification Questionnaire.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: In accordance with Article 47 of Directive 2004/18 EC and Regulation 24 of the Public Contracts Regulations 2006 and as set out in the Pre- Qualification Questionnaire.
Minimum level(s) of standards possibly required: As set out in the Pre-Qualification Questionnaire. The recommended contract level provided by N2Check shall need to, as a minimum threshold, be level to SCC’s annual contract value for the contract the applicant has submitted a PQQ. Where an N2Check is not available, you will be requested to provide alternative acceptable evidence. If the applicant does not demonstrate it can meet the minimum threshold indicated they will not be considered further.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
In accordance with Article 47 of Directive 2004/18 EC and Regulation 24 of the Public Contracts Regulations 2006 and as set out in the Pre- Qualification Questionnaire.
Minimum level(s) of standards possibly required:
As set out in the Pre-Qualification Questionnaire.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no
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 minimum number 5: and maximum number 6
Objective criteria for choosing the limited number of candidates: As set out in the Pre-Qualification Questionnaire.
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:

EC09/01/2107
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

12.8.2013 – 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
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: April 2017
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): http://southampton.gov.uk/supplysouthampton 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 and 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.
The Contracting Authority intends to use an eTendering system in this procurement exercise.
The number of firms to be invited to tender indicated in section IV.1.2) is the estimated minimum.
Freedom of Information – Applicants are advised that Southampton City Council is subject to the Freedom of Information Act 2000 (‘The Act’). If an applicant considers that any of the information supplied as part of this procurement procedure should not be disclosed because of its commercial sensitivity, confidentiality or otherwise, they must, when providing this information, clearly identify the specific information they do not wish to be disclosed and clearly specify the reasons for its sensitivity. Southampton City Council shall take such statements into consideration in the event that it receives a request pursuant to the Act which relates to the information provided by the interested party. Please note, it is not sufficient to include a statement of confidentiality encompassing all the information provided in the response.
Southampton City Council shall not be responsible for any costs, charges or expenses incurred by applicants or tenderers and accepts no liability for any costs, charges or expenses, irrespective of the outcome of the competition, or if the competition is cancelled or postponed.
Whilst every effort has been made to consider the full scope of the requirement the Council does not guarantee the volume of supplies/service/works required resulting from this tender or that it will accept any tender on completion of the tender exercise.
Southampton City Council reserves the right not to award all or any part of this contract.
All dates and time periods specified in this notice are only provisional and Southampton City Council reserves the right to change these.
Tender documents or notice of non-acceptance, as appropriate, will be sent to all applicants.
When executing the contract within the United Kingdom, the successful supplier will be required to comply with the recommendations of the Code of Practice for Employment, published by the Equalities and Human Rights Commission. The suppliers will also be required to comply with the requirements of the Equality Act 2010. Further information on the Council’s requirements on the aforementioned will be included in the invitation to tender documents.
The Contracting Authority may be subject to governmental codes of practice or guidance relating to a transparency agenda, including the policy of publishing contracts and all other documents relating to public procurement activity, such as for example the December 2010 document “Transparency – Publication of New Central Government Contracts”. Accordingly and notwithstanding any other provision within this notice, it should be noted that the Contracting Authority will publish any documents relating to the procurement and subsequent contract award resulting from this notice (but with any information which is exempt from disclosure in accordance with the provisions of the FOIA redacted) in accordance with the aforementioned governmental transparency agenda.

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:12.7.2013