Traffic Signal Maintenance Contract

United Kingdom-Denbigh: Traffic-signal maintenance services

2015/S 225-409941

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Denbighshire County Council
Caledfryn, Smithfield Road
Contact point(s): Transport and Infrastructure
For the attention of: Peter Lea
LL16 3RJ Denbigh
UNITED KINGDOM
Telephone: +44 1824706950

Internet address(es):

General address of the contracting authority: www.denbighshire.gov.uk

Address of the buyer profile: http://www.sell2wales.gov.uk/search/Search_AuthProfile.aspx?ID=AA0280

Electronic access to information: https://supplierlive.proactisp2p.com

Electronic submission of tenders and requests to participate: https://supplierlive.proactisp2p.com

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

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Flintshire County Council

Conwy County Borough Council

Gwynedd Council

Isle Of Anglesey County Council

Wrexham County Borough Council

Section II: Object of the contract

II.1)Description

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

Traffic Signal Maintenance Contract for 6 North Wales Local Authorities.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 1: Maintenance and repair services
Main site or location of works, place of delivery or of performance: North Wales.

NUTS code UK

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)

Tender for the maintenance of traffic signal installations, signal controlled crossings and the remote monitoring system, covering the area of Conwy County Borough, Denbighshire County, Flintshire County Wrexham County Borough Council, Isle of Anglesey County and Gwynedd Council for a period of 4 years with the option of an extension for a further 2 years renewable annually.
This Contract is for the maintenance of Traffic Signal Installations and Signal Controlled Crossings and Remote Monitoring System (RMS) and covers five elements:
(a) Rectification of faults resulting from fair wear and tear only, including the misalignment of signal heads by anything other than vandalism,
(b) Rectification of faults, made necessary by any cause other than by fair wear and tear and other minor repairs,
(c) Regular Inspection(s) and the reporting of the condition of equipment,
(d) On site in-station maintenance for RMS of up to 80 hours per annum, Note a Siemens OMCU is installed at most sites covered by this contract,
(e) Accurate records for the delivery and completion of all faults or work instructions. The Contractor will allign with, and maintain any Fault Management System employed by the Authority.
The contract period is from 1.4.2016 to 31.3.2020 with the option of a two year extension (renewable annually).

II.1.6)Common procurement vocabulary (CPV)

50232200

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: yes

II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no

II.3)Duration of the contract or time limit for completion

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

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

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

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:

FP3207

IV.3.2)Previous publication(s) concerning the same contract

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

6.1.2016 – 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

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

VI.2)Information about European Union funds

VI.3)Additional information

Instructions to Express Interest and Access Documentation

1. Log in to the Proactis Plaza E-Sourcing Portal at https://supplierlive.proactisp2p.com

2. Please note — If you are already registered on the Proactis portal please Login using your existing details and start at Step 14 of these instructions if not go to step 3;
3. Click the “Sign Up” button at the bottom of the window;

4. Enter your correct Organisation Name, address and Primary Contact Details. You will need to create the Organisation ID and User Name. Please note that if you have a Generic email address for your organisation e.g. tenders@xxx.co.uk then please use this as the primary contact email address as this will allow you to still receive messages compared to where you have a specific person identified in this role and they move on at a point in the future;

5. Please make a note of the Organisation ID and User Name, then click “Register”;
6. You will then receive an email from the system asking you to “Click here to activate your account”. This takes you to Enter Organisation Details;
7. Please enter the information requested, click the “>” on the screen and follow the instructions ensuring that you enter all applicable details;
8. In the Classification screen please ensure that you select the Product Classification Codes (CPV Codes) that appear in the tender notice as this will give you access to the tender process. Please ensure that the selected codes are relevant to your business to ensure that you get notification of opportunities that are of interest to your organisation;
9. In the Buyers screen please select Denbighshire County Council (although you may register with other buying organisations at the same time if you wish);
10. In the Primary Contact Details screen please ensure that all information is complete (please see note 4 above);
11. Accept the Terms and Conditions and then click the “>”. This takes you in to the Welcome window;
12. In the Finish screen please enter a new password and note all your Login details for future reference;
13. Now click “Complete Registration” and you will enter the Supplier Network page;
14. On the centre of the screen click “Opportunities”. This will take you to the list of current opportunities available to you;
15. Click the “>” that relates to this notice, this will take you into the PQQ or Tender Request and click “Register Interest”. Note there may be several opportunities that appear on this screen, please ensure that you select the correct one for your organisation;
16. In the “Your Opportunities” screen please note the closing time and date for completion of the relevant project. Please review the “Items” tab (Tender stage only) and the Documents tab (PQQ and Tender stages) as there will be information relating to the project held here. The Documents are accessed by clicking the down arrow underneath the General tab. Please ensure that you download all documents to your PC as you will be required to complete and upload some of the documents as part of your submission. There are also instructions on how to complete your submission in the Guidance for Bidders document held in this section;
17. You can now either create your response” to, or “Decline” this opportunity;
18. Once you have started to complete your response to the opportunity and wish to save and return later click “Save”. The next time you Login to access the opportunity please go to the “Opportunities” tab and identify the relevant request that you previously saved;
19. When you have completed your response please click “Validate” to ensure that you have answered all the questions. If there are no errors identified click “Save” to ensure that your submission is saved, then click “Submit”. You will then get a “Pop Up” with your unique submission reference number. This is also confirmed by email to you;
20. If you are adding attachments at any point in the process please ensure that you click the “Add to Library” button as if you are invited to any subsequent opportunities in the future to tender any documents that you have added will automatically be added to your submission and all you will be required to do is check that they are the current version. This is a secure system and your documents will not be accessed by any other party;
21. Please note that any queries must be sent via the secure dialogue section of the e-tender portal. We will not respond to any queries received by any other method;
22. If you require any further assistance please contact the Project Manager as identified in the project details.
(WA Ref:36216).

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:

18.11.2015