Tender for Personal Protection Equipment and Clothing

Tender for Personal Protection Equipment and Clothing

Provision of a range of work wear/personal protective equipment for use by staff dependent upon their specific job role.

United Kingdom-Fareham: Occupational clothing, special workwear and accessories

2013/S 223-387849

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Fareham Borough Council
Procurement, Civic Offices, Civic Way
For the attention of: Karen Richards
PO16 7AZ Fareham
UNITED KINGDOM
Telephone: +44 1329824360
E-mail: krichards@fareham.gov.uk

Further information can be obtained from: Fareham Borough Council
For the attention of: Karen Richards / Gary Jarvis
PO16 7AZ Fareham
UNITED KINGDOM
E-mail: krichards@fareham.gov.uk

Tenders or requests to participate must be sent to: Fareham Borough Council
Civic Offices Civic Way Fareham Hants
For the attention of: Karen Richards / Gary Jarvis
PO16 7AZ Fareham
UNITED KINGDOM
Telephone: +44 1329824360
E-mail: krichards@fareham.gov.uk

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

Section II: Object of the contract

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

Provision of Personal Protection Equipment and Clothing (PPE & C)
II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Purchase
Main site or location of works, place of delivery or of performance: Hampshire and Isle of Wight
NUTS code UKJ3

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
maximum number of participants to the framework agreement envisaged: 10
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 500 000 and 1 200 000 GBP

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

Provision of a range of work wear/personal protective equipment for use by staff dependent upon their specific job role.
II.1.6)Common procurement vocabulary (CPV)

18100000, 18130000, 18140000, 18200000, 18220000, 18330000, 18400000, 18440000, 18800000, 18830000

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: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
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)

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

Information and formalities necessary for evaluating if the requirements are met: Any supplier may be disqualified who:
(a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or 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 compulsory winding up the administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by any means which the contract authorities can demonstrate;
(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 with 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 with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal organization, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26 May 1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j)has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10 June 1991 on prevention of the use of the financial system for the purpose of money laundering.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
(b) the presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established;
(c) a statement of the undertaking’s overall turnover and, where appropriate , of turnover in the area covered by the contract for a maximum of the last 3 financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information of these turnovers is available.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(a) a list of the works carried out over the past 5 years, accompanied by certificates of satisfactory execution for the most important works. These certificates shall indicate the value, date and site of the works and shall specify whether they were carried out according to the rules of the trade and properly completed. Where appropriate, the competent authority shall submit these certificates to the contracting authority direct;
(b) a list of the principal deliveries effected or the main services provided in the past 3 years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given: – where the recipient was a contracting authority, in the form of certificates issues or countersigned by the competent authority, – where the recipient was a private purchaser, by the purchaser’s certification or, failing this, simply by a declaration by the economic operator;
(g) for public works contracts and public services contracts, and only in appropriate cases, and indication of the environmental management measures that the economic operator will be able to apply when performing the contract;
(j) an indication of the proportion of the contract which the services provider intends possibly to subcontract;
(k) with regard to the products to be supplied: (i) samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so request; (ii) certificates drawn up by official quality control institutes or agencies of recognized competence attesting the conformity of products clearly identified by references to specifications or standards.
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

Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged number of operators: 10
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:

DNWA-9DGGFT
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

16.12.2013 – 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

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: 48 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

For more information concerning this opportunity notice please see www.businessportal.southeastiep.gov.uk, select Hampshire/Fareham Borough Council.

South East Business Portal – Project Brief
The Council is undertaking an evaluation to determine the most innovative, cost effective and sustainable approach to the expenditure category detailed below:
Project Title:
Provision of Personal Protection Equipment & Clothing (PPE & C) led by Fareham Borough Council. This framework contract will be open to Hampshire & Isle of Wight Procurement Partnership (HIOWPP) see table 1 for list of potential authorities.
Fareham BC Contact:
FBC Project Coordinator: Karen Richards, Procurement Assistant
Procurement Contact: Karen Richards and Gary Jarvis (Procurement Officer, Fareham BC) Please use the Question & Answer section within the SEBP for technical or commercial queries.
Background:
The Council has over many years established a range of work wear/protective equipment for use by staff dependent upon their specific job role PPE & C is currently sourced from a collaborative single supplier framework arrangement established by the Hampshire & Isle of Wight Procurement Partnership (HIOWPP). Some Authorities have additional contract arrangements for some specialist / bespoke requirements. The Council is undertaking a procurement exercise to establish a framework contract to establish a PPE core list provision covering ALL Council Departments (where required) that is available for use by HIOWPP members (table 1).
The OJEU tender and outcome framework contract will be led by Fareham BC with named parties of neighbouring councils in the Hampshire & IOW region. The outcome framework contract will have a four (4) year duration and enable HIOWPP members to call-off services under the arrangement at any time within the 4 year term, but not exceed the framework expiry date. This will allow a staggered entry for those Councils with an existing contract that they cannot exit early and align all parties for re-tender in future. Appointment to the Contract does not guarantee a specific volume or value of work or service.
Interested parties should note that individual HIOWPP members are under no obligation to join the framework (either at the start or any time during framework lifetime) and may not join at all. Fareham BC and other HIOWPP members give no undertaking that they will purchase the whole or any of their requirements for goods through this arrangement.
Contract Terms:
The Council’s intention is to run an OJEU procurement (using the restricted process) dependent upon the response to this OJEU Opportunity Notice. The Framework Contract will be a multi-vendor arrangement to allow a combination of awards by product offering. The framework encourages SME engagement through these lots. The framework will enable national, regional and SME suppliers (either acting singly or as a consortia led by a managing SME contractor) who satisfy the Councils selection criteria and submit compliant bids under the tender exercise.
The Council will issue the contract documents in the subsequent procurement process. It is anticipated that the contract will governed by a Fareham BC framework contract with named users and that services will be called-off using a service contract. Each authority will raise purchase orders to call-off services directly from the awarded supplier(s) either via a web-based order process or supplier managed catalogue.
Fareham BC will retain overall contract management responsibility.
Any Fareham BC Contract awarded as a result of this procurement process would be for duration of four (4) years. The planned start date for the opportunity is April 2014 (tentative).
UK / EU Public procurement legislation sets out the procedures by which the Council carries out procurement exercises. The Council uses the South East Business Portal (SEBP) as its preferred method of sharing information about forthcoming tendering / contract opportunities.
Scope of Goods:
The scope of services will include:
— Definition and establishment of a core list of PPE and C covering all Council departments / worker categories. All PPE & C supplied will comply with UK/EU quality standards relevant to the intended use.
— List of Departments / Clothing types:
o Building Services (e.g cargo trousers, polo and cotton shirts)
o Grounds Maintenance (e.g cargo trousers, polo shirts, fleece jackets, waterproof jackets & trousers, hi-viz outer garments)
o Civil Enforcement Officers (e.g cargo trousers, epaulette shirts, pull-overs
o Streetscene (Refuse & Recycling / Street Cleaning) (e.g ballistic trousers, hi-viz outer garments, cargo trousers, polo shirts, fleece pull-over/ jackets
o Parks & Leisure (as above)
o Environmental Services (as above)
o Transport Repair Department (as above)
o ICT (Office Based) (e.g polo shirts, cargo trousers)
o Customer Services (Office Based) (e.g corporate wear, suits, blouses, shirts)
o Catering (e.g. chefs jackets, tunics & trousers, headwear)
o Theatre – box office staff & technicians
— The Supplier(s) will work with the Councils to achieve a rationalised and corporate standard of PPE & C including the appropriate Council logo embroidery/ heat seal badging where required.
— For both core and non-core items the supplier will set up and manage a catalogue with access provided via web-based ordering system linked to the Councils e-procurement ordering systems (or other order process e.g. Purchase Cards).
— Decorated clothing will be priced to include logo’s etc.
— Some categories of clothing will be required in standard and heavy duty versions.(e.g. tee-shirts, cargo trousers, etc)
— For high use operational garments the Supplier (s) will source PPE & C in advance (at no cost to the Councils) and maintain consignment stock at the Councils operational sites. The consignment stock to be replenished on an agreed basis.
— For non-core items the supplier will offer the Councils a discounted rate over the catalogue prices. These would be listed on the HIOWPP catalogue as ‘non-core’ items.
— Supplier to work with the Councils to reduce year on year costs for PPE & C
— Corporate colours and logo requirements for each authority will be agreed upon call-off.
TABLE 1 – HIOWPP MEMBERS (TO BE NAMED PARTIES TO THE FRAMEWORK AGREEMENT)
Basingstoke & Deane Borough Council Winchester City Council
East Hampshire District Council Isle of Wight Council
Eastleigh Borough Council New Forest District Council
Fareham Borough Council Rushmoor Borough Council
Gosport Borough Council Test Valley Borough Council
Havant Borough Council Portsmouth City Council
Hart District Council Southampton City Council
Hampshire County Council Hampshire Police
Hampshire Fire & Rescue Services Chichester District Council
Accreditation Standards
The Council’s procurement policy states that Goods or Services with a Contract Value in excess of £20,000 are procured from suppliers who are pre-qualified as “fit to supply” by a recognised third party accreditation body. Suppliers bidding for this opportunity should ideally be certified by an accreditation schemes registered or affiliated under the SSIP Safety Schemes in Procurement (See www.ssip.org.uk)

A copy of the official certificate issued by the Accreditation Body must be supplied to the Council on request. The Council takes a flexible approach to other accreditation schemes, but reserves the right to ask for additional checks / validations at the bidder’s expense where the scheme is not recognised by the Council.
HOW TO RESPOND TO THIS OPPORTUNITY
This opportunity notice and associated documents are issued via the South East Business Portal (SEBP). Suppliers wishing to express an interest in this contract will need to be pre-registered on the SEBP by following the link below;
https://www.businessportal.southeastiep.gov.uk

How to express interest in this opportunity
For your convenience, here is a summary of how you should submit your electronic expression of interest to be considered for the next stage in the tender process.
All correspondence related to this opportunity notice will be via the SEBP. Only the supplier’s named contact registered on the SEBP portal using their personal ID and password combination will be able to view, download and upload related documents.
— If you are interested in the opportunity, please click on ‘Express interest’.
— The SEBP will acknowledge via email your expression of interest.
— You will receive a second email from the SEBP providing you with a link to documents available for you to download, namely the pre-qualification questionnaire (PQQ) and project brief.
— Please complete the PQQ and upload to the SEBP using the link provided by the deadline date specified in the opportunity notice.
— Please use the Question & Answer section within the SEBP for technical OR commercial queries.
— Note: Only suppliers uploading a fully completed PQQ to the SEBP by the deadline date will be considered for short-listing for e-invitation to tender (eITT) for this contract.
— The intention is to select tenderers based on the response to the opportunity notice to provide up to 10 (tentative) suppliers to receive a formal eITT.
— The intention is to award framework status to the suppliers that achieve the best scores in the evaluation of tenders (these thresholds will be defined in the procurement tender stage)
The short-list for tender process is a desk top exercise based upon the quality of information provided by the Supplier in their PQQ response along with independent financial analysis. Please read the PQQ and the scoring methodology carefully before completing your response. In cases where the Council is over-subscribed with potentially suitable suppliers the gateway selection process will be applied. In cases where the Council receives a high level of response, only summary explanation of exclusion will be provided. The Council’s PQQ evaluation team’s decision is final.
All suppliers will be advised of the outcome of the expression of interest .
South East Business Portal – Project Brief
The Council is undertaking an evaluation to determine the most innovative, cost effective and sustainable approach to the expenditure category detailed below:
Project Title:
Provision of Personal Protection Equipment & Clothing (PPE & C) led by Fareham Borough Council. This framework contract will be open to Hampshire & Isle of Wight Procurement Partnership (HIOWPP) see table 1 for list of potential authorities.
Fareham BC Contact:
FBC Project Coordinator: Karen Richards, Procurement Assistant
Procurement Contact: Karen Richards and Gary Jarvis (Procurement Officer, Fareham BC) Please use the Question & Answer section within the SEBP for technical or commercial queries.
Background:
The Council has over many years established a range of work wear/protective equipment for use by staff dependent upon their specific job role PPE & C is currently sourced from a collaborative single supplier framework arrangement established by the Hampshire & Isle of Wight Procurement Partnership (HIOWPP). Some Authorities have additional contract arrangements for some specialist / bespoke requirements. The Council is undertaking a procurement exercise to establish a framework contract to establish a PPE core list provision covering ALL Council Departments (where required) that is available for use by HIOWPP members (table 1).
The OJEU tender and outcome framework contract will be led by Fareham BC with named parties of neighbouring councils in the Hampshire & IOW region. The outcome framework contract will have a four (4) year duration and enable HIOWPP members to call-off services under the arrangement at any time within the 4 year term, but not exceed the framework expiry date. This will allow a staggered entry for those Councils with an existing contract that they cannot exit early and align all parties for re-tender in future. Appointment to the Contract does not guarantee a specific volume or value of work or service.
Interested parties should note that individual HIOWPP members are under no obligation to join the framework (either at the start or any time during framework lifetime) and may not join at all. Fareham BC and other HIOWPP members give no undertaking that they will purchase the whole or any of their requirements for goods through this arrangement.
Contract Terms:
The Council’s intention is to run an OJEU procurement (using the restricted process) dependent upon the response to this OJEU Opportunity Notice. The Framework Contract will be a multi-vendor arrangement to allow a combination of awards by product offering. The framework encourages SME engagement through these lots. The framework will enable national, regional and SME suppliers (either acting singly or as a consortia led by a managing SME contractor) who satisfy the Councils selection criteria and submit compliant bids under the tender exercise.
The Council will issue the contract documents in the subsequent procurement process. It is anticipated that the contract will governed by a Fareham BC framework contract with named users and that services will be called-off using a service contract. Each authority will raise purchase orders to call-off services directly from the awarded supplier(s) either via a web-based order process or supplier managed catalogue.
Fareham BC will retain overall contract management responsibility.
Any Fareham BC Contract awarded as a result of this procurement process would be for duration of four (4) years. The planned start date for the opportunity is April 2014 (tentative).
UK / EU Public procurement legislation sets out the procedures by which the Council carries out procurement exercises. The Council uses the South East Business Portal (SEBP) as its preferred method of sharing information about forthcoming tendering / contract opportunities.
Scope of Goods:
The scope of services will include:
— Definition and establishment of a core list of PPE and C covering all Council departments / worker categories. All PPE & C supplied will comply with UK/EU quality standards relevant to the intended use.
— List of Departments / Clothing types:
o Building Services (e.g cargo trousers, polo and cotton shirts)
o Grounds Maintenance (e.g cargo trousers, polo shirts, fleece jackets, waterproof jackets & trousers, hi-viz outer garments)
o Civil Enforcement Officers (e.g cargo trousers, epaulette shirts, pull-overs
o Streetscene (Refuse & Recycling / Street Cleaning) (e.g ballistic trousers, hi-viz outer garments, cargo trousers, polo shirts, fleece pull-over/ jackets
o Parks & Leisure (as above)
o Environmental Services (as above)
o Transport Repair Department (as above)
o ICT (Office Based) (e.g polo shirts, cargo trousers)
o Customer Services (Office Based) (e.g corporate wear, suits, blouses, shirts)
o Catering (e.g. chefs jackets, tunics & trousers, headwear)
o Theatre – box office staff & technicians
— The Supplier(s) will work with the Councils to achieve a rationalised and corporate standard of PPE & C including the appropriate Council logo embroidery/ heat seal badging where required.
— For both core and non-core items the supplier will set up and manage a catalogue with access provided via web-based ordering system linked to the Councils e-procurement ordering systems (or other order process e.g. Purchase Cards).
— Decorated clothing will be priced to include logo’s etc.
— Some categories of clothing will be required in standard and heavy duty versions.(e.g. tee-shirts, cargo trousers, etc)
— For high use operational garments the Supplier (s) will source PPE & C in advance (at no cost to the Councils) and maintain consignment stock at the Councils operational sites. The consignment stock to be replenished on an agreed basis.
— For non-core items the supplier will offer the Councils a discounted rate over the catalogue prices. These would be listed on the HIOWPP catalogue as ‘non-core’ items.
— Supplier to work with the Councils to reduce year on year costs for PPE & C
— Corporate colours and logo requirements for each authority will be agreed upon call-off.
TABLE 1 – HIOWPP MEMBERS (TO BE NAMED PARTIES TO THE FRAMEWORK AGREEMENT)
Basingstoke & Deane Borough Council Winchester City Council
East Hampshire District Council Isle of Wight Council
Eastleigh Borough Council New Forest District Council
Fareham Borough Council Rushmoor Borough Council
Gosport Borough Council Test Valley Borough Council
Havant Borough Council Portsmouth City Council
Hart District Council Southampton City Council
Hampshire County Council Hampshire Police
Hampshire Fire & Rescue Services Chichester District Council
Accreditation Standards
The Council’s procurement policy states that Goods or Services with a Contract Value in excess of £20,000 are procured from suppliers who are pre-qualified as “fit to supply” by a recognised third party accreditation body. Suppliers bidding for this opportunity should ideally be certified by an accreditation schemes registered or affiliated under the SSIP Safety Schemes in Procurement (See www.ssip.org.uk)

A copy of the official certificate issued by the Accreditation Body must be supplied to the Council on request. The Council takes a flexible approach to other accreditation schemes, but reserves the right to ask for additional checks / validations at the bidder’s expense where the scheme is not recognised by the Council.
HOW TO RESPOND TO THIS OPPORTUNITY
This opportunity notice and associated documents are issued via the South East Business Portal (SEBP). Suppliers wishing to express an interest in this contract will need to be pre-registered on the SEBP by following the link below;
https://www.businessportal.southeastiep.gov.uk

How to express interest in this opportunity
For your convenience, here is a summary of how you should submit your electronic expression of interest to be considered for the next stage in the tender process.
All correspondence related to this opportunity notice will be via the SEBP. Only the supplier’s named contact registered on the SEBP portal using their personal ID and password combination will be able to view, download and upload related documents.
— If you are interested in the opportunity, please click on ‘Express interest’.
— The SEBP will acknowledge via email your expression of interest.
— You will receive a second email from the SEBP providing you with a link to documents available for you to download, namely the pre-qualification questionnaire (PQQ) and project brief.
— Please complete the PQQ and upload to the SEBP using the link provided by the deadline date specified in the opportunity notice.
— Please use the Question & Answer section within the SEBP for technical OR commercial queries.
— Note: Only suppliers uploading a fully completed PQQ to the SEBP by the deadline date will be considered for short-listing for e-invitation to tender (eITT) for this contract.
— The intention is to select tenderers based on the response to the opportunity notice to provide up to 10 (tentative) suppliers to receive a formal eITT.
— The intention is to award framework status to the suppliers that achieve the best scores in the evaluation of tenders (these thresholds will be defined in the procurement tender stage)
The short-list for tender process is a desk top exercise based upon the quality of information provided by the Supplier in their PQQ response along with independent financial analysis. Please read the PQQ and the scoring methodology carefully before completing your response. In cases where the Council is over-subscribed with potentially suitable suppliers the gateway selection process will be applied. In cases where the Council receives a high level of response, only summary explanation of exclusion will be provided. The Council’s PQQ evaluation team’s decision is final.
All suppliers will be advised of the outcome of the expression of interest .

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:15.11.2013