Tender for the provision of a shuttle bus service

Tender for the provision of a shuttle bus service

Within this tender the Council invites tenders for the provision of a shuttle bus service to operate between the Guildhall and Penllergaer Council Offices via the Civic Centre.

UK-Swansea: transport services (excl. Waste transport)

2012/S 104-173898

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

City and County of Swansea
Civic Centre, Oystermouth Road
For the attention of: Mrs Christine Thorne
SA1 3SN Swansea
UNITED KINGDOM
Telephone: +44 1792637617
E-mail: christine.thorne@swansea.gov.uk

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

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Internet address: http://www.etenderwales.bravosolution.co.uk

Tenders or requests to participate must be sent to: Internet address: http://www.etenderwales.bravosolution.co.uk

I.2)Type of the contracting authority

Regional or local authority
I.3)Main activity

Other: Public Sector Wales
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:

Swansea – tender for the provision of a shuttle bus service.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 2: Land transport services [2], including armoured car services, and courier services, except transport of mail
Main site or location of works, place of delivery or of performance: City & County of Swansea.
NUTS code UKL18

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

Framework agreement with several operators
II.1.5)Short description of the contract or purchase(s)

Within this tender the Council invites tenders for the provision of a shuttle bus service to operate between the Guildhall and Penllergaer Council Offices via the Civic Centre. A number of pricing options have been sought within this tender. The award decision will depend on the budget available at the time the award decision is due as indicated in the indicative timetable on page 13 of the instructions to tender and general information document. The individual service specifications and timetables mirroring the pricing options sought are described in detail in the specification and timetable information uploaded to the “Buyer Attachments” area.
The Council is seeking to appoint a contractor who is able to deliver a reliable, high quality, value for money service.
Community Benefits do not apply to this contract.
II.1.6)Common procurement vocabulary (CPV)

60000000, 60100000, 60112000, 60130000, 60170000, 60172000

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:

It is anticipated the contract will be let from 3.9.12 to 2.9.13 inclusive with an option to extend for up to 12 months or lesser periods at the Council’s discretion.
Estimated value excluding VAT: 180 000 GBP
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: 24 (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:

As per tender documentation.
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;
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As per tender documentation.
Minimum level(s) of standards possibly required: As per tender documentation.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As per tender documentation.
Minimum level(s) of standards possibly required:
See 1st stage supplier selection – qualification response as detailed in the instructions to tenderers and general information document.
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:

CCS/ENV/070/12 (SB 12-14)
IV.3.2)Previous publication(s) concerning the same contract

no
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

10.7.2012 – 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: 12 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening tenders

Date: 10.7.2012 – 12:00
Place:

Bravo E tendering portal.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Procurement officer and legal officers.

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: no
VI.3)Additional information

Further information can be found in the invitation to tender documents.
2nd stage award criteria – technical response
The Council has elected a qualitative threshold followed by cost evaluation to ensure contractors are able to demonstrate a basic understanding of the key operational requirements of the contract.
Qualitative evaluation.
The questionnaire entitled ‘technical response’ within the Bravo E Procurement Portal includes all questions tenderers are required to complete allowing the Council to undertake a qualitative evaluation.
Tenderers are required to achieve a minimum score of 101 from the 246.5 available marks for their ‘commercial response’ to be considered. Sub criteria headings and section scores are detailed below.
Contract operation – max score 30, min desired score 7.5.
Dealing with emergencies – max score 52, min desired score 34.
Self monitoring – max score 45, min desired score 15.
Traning – max score 32.5, min desired score 10.
Vehicle Resource and Maintenance – max score 62, min desired score 22.
Drivers – max score 25, min desired score 12.5.
A file entitled ‘Technical Scores’ has been uploaded to the “Buyer Attachments” area for your review. The files details the minimum and maximum score against each question and the score available per answer to each question.
Commercial and resource evaluation.
The commercial responses for each option will then be ranked (lowest bid price ranked number 1). The award decision will depend on the budget available at the time the award decision is due as indicated in the indicative timetable within the instructions to tender and general information document. The contract will be awarded based on most competitive commercial response and subject to the operator having a PSV Operator Licence disc available at the time the award decisions is due to be made.
In the ‘technical response’ tenderers are requested to confirm the number of discs they have available. In this number, please include any discs which will become available due to the expiration of contracts September 2012 which you wish to be taken into consideration. The Council will also consider additional discs already applied for at the time of tender closing. These discs must be granted by the appropriate licensing authority at the time of award decisions is being made.
Tenderers must be able to provide evidence from VOSA of having at least one PSV Operator Licence disc available at the time the award decisions is being made. If operator discs / additional operators discs have been applied for but not granted, the Council will only consider an award for the number of discs available and verifiable with the respective licensing authority at the time of award.
Commercial responses can not be considered for operators with no available discs.
Should the same value commercial bid be received from more than one operator, and both tenderers have the required resources available the award decision shall be based on the tenderers with the highest technical score.
If an operator fails in the first 12 months, in accordance with clause 3.5 of the instructions to tender and general information document, the Council reserves the right to select the next commercially ranked operator with the available resources.
To assist you in locating the tender on the E Tender Wales Portal, the project code is: 23042.
Please also ensure you check the Buyer Attachments area for any documents / information which may assist you with your submission or you are required to upload as part of your submission as per information contained within the tender.
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 invitations to tender open to any registered supplier),
— Click on the relevant ITT to access the content,
— Click the “Express Interest” button in the “Actions” box on the left-hand side of the page,
— 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 “Settings and Buyer Attachments” in the “Actions” box.
3. Responding to the tender
— You can now choose to “Reply” or “Reject” (please give a reason if rejecting),
— 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 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: +44 8003684850/ fax: +44 2070800480.
City & County of Swansea 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. Further instructions can be found in Section VI of this notice.

Help for suppliers.
The Welsh Government”s “Supplier Development Service” offers a range of support to Suppliers – this includes assistance through the public sector tendering process as well as help and guidance on using electronic portals – this service is free of charge to small and medium sized enterprises based in Wales.
Please contact Alan Doyle Supplier Champion, Supplier Development Service (SDS) on +44 1554779914 or email adoyle@cbsa.org.uk. should you require support.

Under this procurement the contractor may be required to support the contracting authority’s economic and social regeneration objectives. Accordingly contract performance conditions may relate in particular to social and environmental considerations.
Buy4Wales Reference Number: 30489.

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: The Authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. This period will extend to 15 calendar days for communication by non-electronic means. Applicants who are unsuccessful shall be informed by the Authority as soon as possible after the decision has been made. Should additional information be required it should be requested of the addressee in Section I.1.
If an appeal regarding the award of the contract has not been successfully resolved, The Public Contracts Regulations 2006 (SI 2006 No. 5) provide for aggrieved parties who have been harmed or are at risk of harm by breach of the rules to take action in the High Court (England, Wales, and Northern Ireland). Any such action must be brought promptly (generally within 3 months). Where a contract has not been entered into, the Court may order the setting aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into the Court may, depending on the circumstances, award damages, make a declaration of ineffectiveness, order the Authority to pay a civil financial penalty, and/or order that the duration of the contract be shortened. If a declaration of ineffectiveness is sought, any such action must be brought within 30 days where the Authority has communicated the award of the contract and a summary of reasons to tenderers, or otherwise within 6 months. The purpose of the standstill period referred to above is to allow the parties to apply to the Courts to set aside the award decision before the contract is entered into.
VI.4.3)Service from which information about the lodging of appeals may be obtained

Legal, Democratic Services and Procurement
City & County of Swansea, Oystermouth Road
SA1 3SN Swansea
UNITED KINGDOM

VI.5)Date of dispatch of this notice:31.5.2012