Waste and Recycling Tender for Caerphilly County Borough Council

Waste and Recycling Tender for Caerphilly County Borough Council

Processing of recyclable material at a material recovery facility.

United Kingdom-Hengoed: Refuse recycling services

2014/S 231-407662

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Caerphilly County Borough Council
Penallta House, Tredomen Park, Ystrad Mynach
Contact point(s): Procurement Services
For the attention of: Chris Davidge
CF82 7PG Hengoed
Telephone: +44 1443863063
E-mail: davidc1@caerphilly.gov.uk
Fax: +44 1443863167

Internet address(es):

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

Address of the buyer profile: http://www.sell2wales.gov.uk/search/Search_AuthProfile.aspx?ID=AA0272

Electronic access to information: https://www.proactisplaza.com

Electronic submission of tenders and requests to participate: https://www.proactisplaza.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: no

Section II: Object of the contract


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

Processing of recyclable material at a material recovery facility.

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

Service category No 16: Sewage and refuse disposal services; sanitation and similar services
Main site or location of works, place of delivery or of performance: Full Moon Waste Transfer Station, Crosskeys, Caerphilly.

NUTS code UKL16

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)

Caerphilly County Borough Council wishes to appoint a suitably qualified and experienced contractor for a period of 2 years with options to extend for up to an additional 4 years (on a year by year basis) to sort Authority materials for recycling, at a licensed MRF(s) facility(s). The Authority collects an estimated 15 000 to 20 000 tonnes of co-mingled materials per annum but this could change in subsequent years. The contractor will need to account for haulage within this contract. The Authority is looking to contract with a service provider who will be responsible for the combined collection and sorting of the materials. The Authority will allow sub-contracting under this arrangement by prior agreement with the Authority.

Note: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site athttp://www.sell2wales.gov.uk/Search/Search_Switch.aspx?ID=19234

II.1.6)Common procurement vocabulary (CPV)

90514000, 90500000, 90513000, 90510000, 90511000

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

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The Authority will require capacity to treat materials of approximately 15 000 to 20 000 tonnes in order to service this contract.

II.2.2)Information about options

Options: yes
Description of these options: The Authority has built the following contract term extension option into the contract for up to an additional 4 years (on a year by year basis) to sort Authority materials for recycling, at a licensed MRF(s) facility(s).

II.2.3)Information about renewals

This contract is subject to renewal: no

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

Starting 1.4.2015. Completion 31.3.2017

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:

Delivery Payment. This is payment for accepted supplies or services (including partial deliveries).
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: yes
Description of particular conditions: The Contractor(s) is responsible for all issues pertaining to Waste Management Licensing, Waste Carriers Licensing, Duty of Care and Consignment Notices.
Note that the local Authority will not accept a contractor that cannot meet our ‘minimum’ requirements as identified in the Invitation to Tender document and/or achieve our 85 % recycling requirement.
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: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.
(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.
Caerphilly County Borough Council accepts no less than a minimum GBP 5 000 000 cover for Employers Liability and Public Liability Insurance. Candidate will need provide copies of Employers and Public Liability Insurance Certificates.
III.2.2)Economic and financial ability

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(1) Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract;
(2) A check may be carried out by the contracting authority or by a competent official body of the State in which the candidate is established, to verify the technical capacity of the candidate; and if relevant, on the candidates study and research facilities and quality control measures;
(3) A statement of the candidate’s technical facilities; measures for ensuring quality; and their study and research facilities;
(4) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
(5) A statement of the technicians or technical services available to the candidate to carry out the work under the contract; or be involved in the production of goods or the provision of services under the contract; particularly those responsible for quality control, whether or not they are independent of the candidate.
(6) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract.
Candidate to provide letters of support for the Contingency Points and Provide a Contingency Plan Method Statement.
Candidate to provide evidence of the performance of the identified MRF Facility(s) that will be utilised under this contract. The Authority requires at least 85 % recycling per load with an overall recycling achievement of between 85 % per month of the materials delivered to the Contractor’s facility to be recovered, baled and transported to the relevant re-processors for recycling in accordance with Welsh Government policies/ definitions with the addition of recycled IBA (over and above the 85 % MRF recycling). Candidate to provide confirmation that the identified MRF Facility(s) for this contract can achieve the required 85 % recycling rate requirements as identified in the specification.
Candidate to indicate products and the percentage of materials inputs that will be processed closed loop (i.e. they are turned back into the same product) in order to achieve the required 85 % recycling rate. All materials including non recyclables (residues) must satisfy the requirements of Q100 (Waste Data Flow) and comply with relevant quality protocols as per the end of waste criteria.
Candidate to demonstrate and confirm your ability to comply with the WRAP Sampling and Testing Guidance for Material Facilities April 2014 (Code of Practice) including sampling regime (Refer to Appendix 8).
Candidate to provide roles and responsibilities for communication between parties, including contact details of key personnel involved including the CoTC holder. The Contractor(s) will be required to have a person in place at each facility(s) and WTS that is technically competent and he/she holds a relevant Certificate of Technical Competence (CoTC) awarded by the Waste Management Industry Training and Advisory Board (WAM ITAB).
Candidate to provide Ministry of Transport Test Certificates for the Vehicles that will be used in the Haulage of the MRF Material. These can be provided by a sub contractor as part of your submitted bid submission.
Candidate to provide Health and Safety Information to include Method Statements and Risk Assessments associated with the operations as described in this contract.
Minimum level(s) of standards possibly required:
The Authority acknowledge that tenderers may have in the past been served with enforcement/ improvement notices from the Environment Agency, Natural Resources Wales or other legislative governing bodies. The Authority has included this question to ensure that tenderers are operating in secure compliance within permitting conditions with aim to deter future non-compliance.
Tenderers are therefore requested to provide details of such enforcement/improvement notices that have occurred in the past 5 years. Please state the description of the incident(s) the compliance time-scale for the incident(s) to be remedied by and the date that the incident was remedied. If this question does apply, your tender response will only be deemed compliant if the enforcement/ improvement notices that has been served has been complied with and that the remedial steps have been taken within the specified time-limit.
If you have not been served with any enforcement notices please respond on the e-tender system by stating ‘not applicable to this question’.
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

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes

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

Lowest price

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

Notice on a buyer profile

Notice number in the OJEU: 2014/S 113-199214 of 14.6.2014

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 22.1.2015

IV.3.4)Time limit for receipt of tenders or requests to participate

22.1.2015 – 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


IV.3.7)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Date: 22.1.2015 – 12:00


Caerphilly County Borough Council, Penallta House,Tredomen, Ystrad Mynach, CF82 7PG.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: This contract will be for a period up to 30.3.2017. The Authority does however have an option for the Authority to extend the arrangement for a further period of up to forty eight (48) months at yearly intervals following this date.
VI.2)Information about European Union funds

VI.3)Additional information

As part of the process, the tender will be undertaken utilising Caerphilly CBC’s Proactis Plaza e-tendering system. Therefore, bidders are invited to follow the following directions to register on the system:

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

2. Click the ‘Register Now’ button at the bottom of the window
3. Enter your correct Organisation Name, Details and Primary Contact Details. The system will auto generate the Organisation ID and User Name for you.
4. Please make a note of the Organisation ID and User Name, then click ‘Register’.
5. 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.
6. Please enter the information requested, click ‘Next’ and follow the instructions ensuring that you enter all applicable details.
7. In the Enter Product Classification screen please ensure that you select the Product Classification Codes (CPV Codes) that appear in the tender notice.
8. Accept the Terms and Conditions and then click ‘Next’. This takes you in to the Welcome window.
9. In the ‘Welcome’ window please enter your Organisation name, Organisation ID and User Name (User ID). You now need to create your unique password. Please ensure that you make a note of this along with the other information already recorded.
10. Now click ‘Done’ and you will enter the Supplier Home page.
11. From the Home Page, go to the ‘Opportunities’ area, then search for New Opportunities. Click on the ‘ID’ of the relevant opportunity and then click to register your interest on the relevant button.
Click the ‘Requests from Buyers’ command in the Opportunities area. This will take you to the list of current opportunities available to you.
12. Click the Project ID that relates to this notice, this will take you into the Tender Request.
13. Note the closing date for completion of the relevant project. Please review the ‘Items’ tab and the Documents tab as there will be information relating to the project held here.
14. You can now either ‘Create a Response’ to, or ‘Decline’ this opportunity.
(WA Ref:19234).

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: