ࡱ>  `Qbjbj$$ ;F|F|H LLLLL```8,`^f4u dqssssss$NLC!uuC!C!LL'''C!LLq'C!q''C 054="OJ]Ž0֓"z֓F֓LeC!C!'C!C!C!C!C!Q%DC!C!C!C!C!C!C!֓C!C!C!C!C!C!C!C!C! :   South Northamptonshire Council  Invitation to Tender for the Supply/Provision of the Cleaning Service at The Forum and Tove Depot, Towcester Document 2: Tender Information 1. THE SERVICE South Northamptonshire Council (the Authority) is inviting Tenders for the Provision/Supply of Cleaning Services at The Forum and Tove Depot (the Service) via the Open Procedure, whereby all those expressing an interest are requested to provide a full tender submission, in accordance with this Invitation to Tender pack. The Authority intends to enter into a contract for a period of two years from when the building opens, currently scheduled for April 2015. Document 1 provides the Terms and Conditions under which the contract will be let. Please ensure that you are happy with these terms before proceeding any further. This Tender Information document briefly describes the tendering process and timetable. Further details about the service required are in document 3 The Specification. Please note that site visits are not possible during the bid process. 2. BACKGROUND TO SOUTH NORTHAMPTONSHIRE COUNCIL Further information about the Authority can be found via the following link:  HYPERLINK "http://www.southnorthants.gov.uk/2788.htm" http://www.southnorthants.gov.uk/2788.htm 3. THE CONTRACTING AUTHORITY The Authority is the contracting authority for the purposes of this Tender and its headquarters and main offices is currently located at Springfields in Towcester. The postal address is: South Northamptonshire Council Springfields Towcester Northamptonshire NN12 6AE Further information can be found at  HYPERLINK "http://www.southnorthants.gov.uk/" http://www.southnorthants.gov.uk/ 4. THE KEY CONTACT FOR THE TENDER EXERCISE The key contact for the purposes of this tender exercise is: Name: Stephen Wright Position: FM Officer Telephone: 01327 322115 Email:  HYPERLINK "mailto:stephen.wright@southnorthants.gov.uk" stephen.wright@southnorthants.gov.uk The contractor must provide details of their proposed Account Manager, who will act as the main point of contact for the purpose of the contract in the Contractors Proposal. 5. WORKFORCE MATTERS Transfer of Undertakings Tenders are being invited on the basis that the European Acquired Rights Directive 77/187/EEC (as amended by Directive 98/50 EC and consolidated in 2001/23/EC) (the Directive) and the Transfer of Undertakings (Protection of Employment) Regulations 2006 (the Regulations) apply. The Council currently contracts with Goldcrest Cleaning Limited and as such Goldcrest have provided non-personal employee data that is available from SNC on request. 6. PREPARATION OF TENDERS Mandatory Requirements Tenders not complying (or which cannot promptly be rendered compliant) with any mandatory requirement may be rejected. A mandatory requirement is indicated by the word "shall" or "must. Only Unqualified Tenders Acceptable Tenders shall not be qualified or accompanied by statements that might be construed as rendering the tender equivocal. Only unqualified tenders will be considered. The Authoritys decision as to whether or not a tender is in an acceptable form will be final. Tender Preparation at Bidders Expense Bidders must obtain for themselves at their own expense any additional information necessary for the preparation of their Tenders, and Bidders are advised to ascertain all relevant conditions and to acquaint themselves with the extent and nature of the Service to be provided and will be deemed to have done so before submitting a Tender. Further, the Authority makes no representation or warranty as to the completeness of the information set out in these Tendering instructions, and Bidders should therefore make their own enquiries and satisfy themselves as to the information set out in the Invitation to Tender. The Authority shall not be under any liability in respect of any time, costs, expenses or loss that may be suffered or incurred by any Bidder in the preparation of its Tender. Documents remain the property of the Authority All documents supplied electronically to prospective Bidders are and shall remain the property of the Authority and shall be returned with the Tender and, if no Tender is submitted, upon demand. Pricing Prices quoted within the Pricing Schedule will be fixed for the first 12 months from commencement of the Contract and may increase by 1% below CPI for the subsequent year. Where CPI remains flat or goes down the fee will be fixed for the following year. All prices, rates, etc. quoted are to be exclusive of VAT. The Authority will continue to benchmark the Pricing Schedule throughout the term of the Contract with the Contractor reviewing its prices accordingly. Terms and Conditions The successful Bidder will be required to execute an Agreement in the form of the Terms and Conditions provided as Document 1 and, until such execution, the successful Tender together with the Authority's written acceptance of it shall form a binding agreement to supply the Service on the terms and conditions contained or referred to in the form of Agreement and where there is any discrepancy or difference between the Tender and the Agreement the latter shall prevail. Bidders must note that changes to material terms to the form of Agreement cannot be considered and, further, any such changes will be regarded as qualifying the bidders tender which will cause it to be rejected. All negotiations with Bidders on fundamental aspects of the Contract, variations in which are likely to distort competition, and, in particular, prices, shall be ruled out; however, discussions with Bidders may be held but only for the purpose of clarifying or supplementing the content of their Tenders or the requirements of the Authority, and providing that this does not involve discrimination. Amendments The Authority reserves the right to amend these instructions prior to the deadline for receipt of Tenders. Form of Tender The form of Tender contained within the Contractors Proposal (Document 4) accompanying this Invitation contains confirmation that it is a bona fide response and any breach of the undertakings in the form of Tender by a Bidder will invalidate their Tender. Anti-Canvassing Certificate Any Bidder offering an inducement of any kind in relation to obtaining this or any other contract with the Authority will disqualify its Tender for the Service from being considered and may constitute a criminal offence. Bidders are asked to sign the enclosed Anti-Canvassing Certificate contained within the Bidders Proposal (Document 4). Anti-Collusion Certificate All Bidders are asked to sign the Anti-Collusion Certificate contained within the Bidders Proposal (Document 4) confirming that they have not discussed their pricing schedule with any other Bidder. 7. DISCLOSURE OF TENDER INFORMATION All information supplied by the Authority in connection with this Invitation to Tender shall be treated as confidential by prospective Bidders except that such information may be disclosed so far as is necessary for the purpose of obtaining quotations necessary for the preparation and submission of the Tender. Subject to the Authoritys responsibilities under the Freedom of Information Act 2000 (as to which see below) all information supplied by Bidders to the Authority will similarly be treated in confidence except: that references may be sought from banks, existing or past clients or other referees submitted by any Bidder; and The Authority is also committed to open government and to meeting its legal responsibilities under the Freedom of Information Act 2000. Accordingly, all information submitted to the Authority may need to be disclosed by the Authority in response to a request under the Act. The Authority may also decide to include certain information in its publication scheme, which it maintains under the Act. If Bidders consider that any of the information included in their Tender is commercially sensitive, they should identify it and explain (in broad terms) what harm may result from disclosure if a request is received, and the time period applicable to that sensitivity. Bidders should be aware that, even where they have indicated that information is commercially sensitive, the Authority may be required to disclose it under the Act if a request is received. Please also note that the receipt of any material marked 'confidential' or equivalent by the Authority should not be taken to mean that the Authority accepts any duty of confidence by virtue of that marking. If a request is received, we may also be required to disclose details to unsuccessful Bidders. All unsuccessful Bidders submitting admissible Tenders will be provided with scores awarded and accompanying narrative for their submission for each of the criteria listed within this document along with the score achieved by the successful Bidder and the name of the Bidder awarded the Contract. 8. CLARIFICATION OF TENDER DOCUMENTS Bidders shall seek to clarify with the Authority any points of doubt or difficulty before submitting a Tender. Should there be any matters of principle or remaining doubt or difficulty which Bidders consider are not adequately covered in the Tender documents, then these matters shall be submitted in writing via email to the Key Contact listed under Section 4 of this document. Details of any questions received and the answers thereto will be circulated for the information of all Bidders. Questions must be received at least 7 days in advance of the Tender submission date. Responses to questions received after that date cannot be guaranteed. 9. PERIOD OF VALIDITY Bidders must keep Tenders valid for acceptance for a period of 90 days from the Tender closing date. 10. TENDER TIMETABLE AND SUBMISSION INSTRUCTIONS The table below provides a complete timetable for the tender process with key dates and information. DateEventComment20/1/15Invitation to tender advertised on SourceNorthamptonshire and pack availablePack available on Source Northamptonshire.26/1/15Deadline for queriesPlease submit all queries via email to:  HYPERLINK "mailto:procurementenquiries@cherwellandsouthnorthants.gov.uk" procurementenquiries@cherwellandsouthnorthants.gov.uk 3/2/15Tender deadlineSubmissions to be made via email by 12:00 latest see section following for instructions.4/2/15Invitations to clarification meetings dispatched (optional)Schedule and further questions confirmed via email by 5pm if meetings required.6/2/15Possible Clarification meetingsPlease ensure that your Account Manager is available for this meeting.13/2/15Intention to award letters issuedAward letters together with score sheets & narratives dispatched via email.23/2/15Award letters issuedVia email.1/4/15Contract start dateExact date of service commencement subject to date building is completed and SNC move in. Tenders for the provision of the Service shall be made via completion of Document 4: Bidders Proposal with the form of tender signed and correctly authorised on behalf of the Bidder. Please ensure that you complete each section and follow the instructions below: Proposals, must be submitted electronically by email to the following email address by 12:00 on 3/2/15  HYPERLINK "mailto:procurementenquiries@cherwellandsouthnorthants.gov.uk" procurementenquiries@cherwellandsouthnorthants.gov.uk Please ensure that you answer every question, providing evidence to back up your statements. Please provide your answers within the text boxes provided. Please only provide separate appendices when asked to provide specific evidence. The evaluation panel reserves the right to reject tender returns that are not submitted in an accessible format. The Authority will not be liable for any expenses incurred by bidders in the preparation of their tender returns. No tender return will be considered if it is not received at the above email address by the date specified. Tenders shall not be sent and will not be accepted by fax or as hard copy. Following receipt of Tenders, they will be arithmetically checked. Any arithmetical errors will be corrected, and a revised Tender price calculated. The Bidder(s) concerned will be notified of any errors and amendments and asked either to confirm the revised Tender price or withdraw the Tender. The Authority reserves the right to investigate further any Tender where it believes that the rates and price(s) submitted may be unrealistic, and this will be grounds for rejecting such a Tender and for referring the same to the Office of Fair Trading for further investigation. The Office of Fair Trading encourages local authorities to look out for any evidence of price fixing arrangements. Tenders for part or parts only of the Service required will be rejected. The Authority does not bind itself to accept the lowest or any Tender that is received, but if it does accept a Tender then all Bidders will accordingly be notified of the outcome of the Tender exercise and the Contract will not be entered into until a period of 10 calendar days has elapsed from the date of such notification. 11. CONDITIONS FOR PARTICIPATION AND CONTRACT AWARD The process of assessing Bidders and the tenders they have submitted in response to this Invitation is divided into two distinct stages as follows. 11.1 Stage 1: Conditions for Participation in Open Tender Procedure The objective at this stage is to assess relevant responses given in Document 4: Bidders Proposal and select potential service providers to proceed to stage 2 of this Tender exercise (below). Selection criteria will be a combination of both financial and non-financial factors and will consider: a) Status of the Service Provider in Relation to Regulation 23 of the Public Contracts Regulations 2006 Section Three within Document 3: Bidders Proposal please refer to the list of circumstances which preclude organisations from bidding for this contract. b) Economic and Financial Standing Section Four within Document 4: Bidders Proposal the service provider must be in a sound financial position to participate in a procurement of this size as set out in Regulation 24 of the Public Contracts Regulations 2006. This will entail a credit reference agency check by way of guidance no bidders will be failed on the basis of these checks alone. It is also Council policy, both for the sake of potential suppliers and the Councils risk exposure, to reserve the right not to enter into contracts with companies where the annual value of the proposed contract is more than 25% of the organisations previous years turnover. c) Track Record, Capacity and Capability Section Five within Document 4: Bidders Proposal - the service provider must be able to demonstrate a successful track record of providing similar services to those described in the Tender documents as set out in Regulation 25 of the Public Contracts Regulations 2006. The service provider must also be able to demonstrate it both has the resources and the core competencies required to fulfil the Specification. d) Insurance Section Six within Document 4: Bidders Proposal the service provider should have the necessary insurance levels in place as outlined. e) Quality Assurance Section Seven within Document 4: Bidders Proposal the service provider should demonstrate they have the necessary quality assurance systems in place to meet the requirements of the Specification. f) Training and Development Section Eight within Document 4: Bidders Proposal the service provider should demonstrate they have the necessary staff training in place to effectively deliver the requirement. g) Disaster Recovery and Business Continuity Section Nine within Document 4: Bidders Proposal - the Council needs to be sure that you have plans in place to continue providing the services for which you are bidding in the event of unforeseen circumstances. h) Equal Opportunities Section Ten within Document 4: Bidders Proposal the service provider needs to demonstrate that it has policies in place to ensure compliance with its statutory obligations under the Equality Act 2010. i) Health and Safety Section Eleven within Document 4: Bidders Proposal the service provider must demonstrate that it has policies in place to ensure compliance with its statutory obligations under the Health and Safety at Work Act 1974. j) Environmental Management Section Twelve: within Document 4: Bidders Proposal the service provider must demonstrate that it has policies in place to ensure good environmental and sustainable working practices in delivering its services. k) Safeguarding section Thirteen within Document 4: Bidders Proposal the service provider must demonstrate it is aware of safeguarding issues and acts accordingly. l) TUPE section Fourteen within document 4: Bidders Proposal the service provider must agree to correctly follow the TUPE regulations. m) Trade Association membership - section Fifteen within document 4: Bidders Proposal the service provider must confirm membership of the Cleaning Federation. 11.2 Stage 2: Evaluation of Tenders Submitted Upon passing Stage 1 your submission in relation to the requirements for this service will be evaluated on the basis of the most economically advantageous to the Authority with 80% of marks awarded for companies providing a competitive price and 20% of marks for competency and quality. A detailed breakdown of the evaluation criteria is provided in the table below: Priority Criteria Description Weighting 1  Price Annual all inclusive price for core service and supplies 80% 2 Quality (for sub-criteria, see below) 20% Priority Quality Sub-Criteria Weighting 2a  Operational Delivery Delivery how the resources and skills to be provided will deliver the requirement 10% 2b  Management and Organisation Organisational structure, management and supervision 4% Mobilisation and rollout 3% Performance management and reporting 3% 10% Price scoring: A score will be given in relation to the core prices (ie. Options not included) offered for all scored bids where the lowest cost receives 80% and other bids receive a score based on the following calculation: Lowest price / price being evaluated x 80 i.e. If lowest price was 1000 and price being reviewed was 1500 the formula applied would be: 1000 / 1500 x 80 = 53% (rounded to nearest whole number).     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