Clackmannanshire Council

Invitation to Tender

for

Tender Title

Ref: Tender Reference

To arrive no later than:

Tender return Date

Tenderer Name / TO BE COMPLETED BY ALL TENDERERS
Contract Value
Over the lifetime of the contract / £ TO BE COMPLETED BY ALL TENDERERS

SECTION 1: INTRODUCTION AND CONTACT DETAILS 3

SECTION 2: CONTACT DETAILS 4

SECTION 3: PROCUREMENT TIMETABLE 4

SECTION 4: INSTRUCTIONS FOR SUBMISSION OF TENDER 6

SECTION 5: EVALUATION OF TENDER 12

SECTION 6: SPECIFICATION 15

SECTION 7: METHOD STATEMENTS 16

SECTION 8: PRICING SCHEDULE 22

SECTION 9: CERTIFICATE OF NON CANVASSING AND NON COLLUSION 23

SECTION 10: FORM OF TENDER 24

SECTION 11: DECLARATION CERTIFICATE 25

SECTION 12: IMPORTANT INFORMATION TO CANDIDATES 26

SECTION 13: DECLARATION OF NON-INVOLVEMENT IN SERIOUS ORGANISED CRIME 30

Key Dates and References - Complete these and right click in the document at each change, click on update field the information below will be populated.
Tender title / Tender Title
Tender Reference / Tender Reference
Return of Tender Documents / Tender return Date
Expected Standstill period / Standstill Date
Contract Commencement / Commencement Date
Contract Extension / Extension Period
Contract End / End date

SECTION 1: INTRODUCTION AND CONTACT DETAILS

1.1 Your organisation, along with others, are invited to submit a tender for Tender Title referenced Tender Reference .

1.2 The deadline for submission of tenders is Tender return Date.

1.3 The information and instructions provided in this Invitation to Tender are designed to ensure that all tenders are given equal and fair consideration. If you have any doubts as to what is required, or you have difficulty in providing the information, please contact the person named below.

1.4 Please check that you have received all of the information listed in the ‘Contents’. If any of the information is missing, you should notify the named contact, below, immediately.

1.5 If you have any queries relating to the tender documentation, or would like to request further information, please contact the person named below.

though the Public Contracts Scotland Advertising Portal http://www.publiccontractsscotland.gov.uk/

The Online Questions & Answers facility allows suppliers to submit queries online for tender procedures that are advertised on the website. Purchasers can then manage and respond to clarifications online and circulate questions and answers to all suppliers on the interest list.

Clackmannanshire Council use this function to handle questions and clarifications during a tender procedure. Rather than handling queries via email or telephone, all questions can be submitted and responded to online and stored along with other notice details for easy reference.

Suppliers are asked to use the online Q&A facility when this option has been activated by the Council, rather than submitting the query by email for example. After recording an interest in a specific notice, suppliers will be able to ask a question electronically and receive an automatic response when the query is answered.

1.6 [Tenderers will also have the opportunity to attend a clarification meeting with the Council to take place on [insert date]. At this meeting, Tenderers will be able to meet with the Council to discuss their approach to the requirements and to clarify any queries on the tender documentation. The clarification meetings will take place at [insert address] on [insert time and date] – Delete as appropriate]

1.7 [You should note that any issues raised at the meeting that are not commercially confidential will be shared with the other Tenderers and the Council’s answers to any written queries may also be circulated to all Tenderers. Delete as appropriate]

SECTION 2: CONTACT DETAILS

Name
Position
Service

SECTION 3: PROCUREMENT TIMETABLE

The intended timetable for this procurement is:

Timetable
Expected issue of Invitation to Tender (ITT)
Expected date for Return of Tender Documents (ITT)[1] 40 Days / Tender return Date
Expected Evaluation of ITT - Week Commencing
Expected Intent to award decision (if applicable only EU)
Expected Standstill period (if applicable only EU)[2] 15 days / Standstill date
Anticipated completion date for debrief/feedback sessions
Expected Award decision
Contract Commencement / Commencement Date
Contract Extension (if applicable) / Extension Period
Contract End (including any extensions) / End date

Please note:

The Council reserves the right to cancel the tender process at any point. The Council is not liable for any costs resulting from any cancellation of this tender process, nor for any other costs incurred by those tendering for this Contract.

In the event that proceedings are brought against Clackmannanshire Council the Council reserve the right to suspend the contract until such time as the proceedings are finally determined or to terminate the contract on immediate written notice to the Service Provider without any penalty or damages due to the Council.

Candidates are deemed to understand fully the processes that the Council is required to follow under relevant European and UK legislation, particularly in relation to Public Contracts (Scotland) Regulations 2015, Procurement (Scotland) Regulations 2016 and the Procurement Reform (Scotland) Act 2014. Where Concessions and Utilities are required the Concession Contracts (Scotland) Regulations 2016 and the Utilities Contracts (Scotland) Regulations 2016 may also apply.

SECTION 4: INSTRUCTIONS FOR SUBMISSION OF TENDER

The following Instructions are designed to give you assistance with the completion of your tender.

Please ensure that you submit your tender in accordance with these instructions. It is important that you provide all the information asked for in the format and order specified. If you do not, it could invalidate your tender.

4.1 General Information

How you prepare and present your tender proposal can be a crucial factor in securing a contract. The following points may help you to understand what can turn a tender into a winning tender:

4.1.1 Read ALL the Instructions and Information included within the Invitation to Tender; preparation is the key, so understand fully what is being asked of you.

4.1.2 Respond in the required format. You must not alter the format of any of the documents. If the space on the form is insufficient, attach additional sheets but please follow a similar format. Mark any additional sheets with your organisation name and the question number.

4.1.3 Please provide as full a response to the requirements as possible. It is your only chance to give solutions rather than create more questions. Answer the questions but be concise and do not make us search too hard to find answers.

4.1.4 Don’t use your tender as a vehicle to issue glossy but meaningless brochures about your organisation – only include them if they are relevant.

4.1.5 Be upfront – we will be as honest about our requirements as possible. In return, we look for honest tenders with no hidden costs or exclusions.

4.1.6 Be aware of the deadline for return of your tender and plan ahead to ensure that you meet it; tenders submitted once the deadline has passed will not be accepted.

4.1.7 Make sure that your tender is completed legibly, in ink or typed, in English, with all prices in Sterling (exclusive of VAT), and is signed and dated.

4.1.8 Please ensure that where information is to be sought from third parties – for example, references, guarantees etc. – such requests can be dealt with speedily and at no cost to the Council. You may wish to contact referees for their agreement to provide a reference prior to putting their details in your tender.

4.1.9 You must notify the Council, in writing, of any change in the information submitted in the response at any time during the tender process.

4.2 Submission of Tender

4.2.1 Prospective tenderers shall ensure that they are fully familiar with the nature and extent of the obligations to be accepted by them if their tenders are accepted, including the Authority’s Contract Standing Orders, a copy of which can be found on the council website http://www.clacksweb.org.uk/

4.2.2. Should any prospective tenderers be in doubt as to the interpretation of any part of the contract documents, the Authority’s Contract Responsible Officer or nominated officer shall endeavour to answer written enquiries before tenders being returned.

All clarification questions must be submitted through the National Advertising Portal - Public Contracts Scotland http://www.publiccontractsscotland.gov.uk/

If the request is reasonable, You must ensure that any queries are made no later than 7 days before the deadline for tender submission. Reasonable means that it is of legitimate value to the Tenderer seeking it, and that it would not be disproportionately laborious to produce. Answers will be made available to all those expressing an interest to tender in the national advertising portal - Public Contracts Scotland

4.2.3 All information supplied by the Authority in connection with this invitation to tender shall be treated as confidential by prospective tenderers except that such information may be disclosed so far as is necessary for the purpose of obtaining sureties, guarantees and quotations necessary for the preparation and submission of the tender. Additional information issued will be circulated to all tenderers

4.2.4 The Council in its absolute discretion may reject a Tender if;

·  Tenders received after Tender return Date will NOT be considered.

·  All or part of the Tender Documents are reproduced for submission in a different format from that provided by the Council,

·  The Tender is qualified and the qualification materially affects the operation of the Contract or the balance of risk between the parties,

·  The Tender contains a financial section which is incomplete,

·  The Tenderer makes or attempts to make any variation or alteration to the terms of the Management Agreement or the Specification except where the variation or alteration is expressly permitted therein.

·  If the Tenderer is guilty of a serious misrepresentation in supplying any information requested in this document.

4.2.5 The following factors may also reject a tender if through the evaluation process:

·  Fail in Exclusion Grounds European Single Procurement Document Scotland ESPD (Scotland)

·  For restricted contracts only - Selection criteria score that places your submission 6th place or above

·  Award Criteria score below (60%) is obtained

·  Affordability Criteria: the price submitted is more than the estimated maximum annual contract value

·  Any tender that is found to be an abnormally low that is uneconomic and unsustainable

·  A score of 2 or less is awarded in respect of any of the quality method statements.

4.2.6 Tenders must remain open for acceptance for a period of 120 days from the return date

4.2.7 Your submission MUST be made via the tender post box online submission facility contained within The Public Contracts Scotland Site http://www.publiccontractsscotland.gov.uk/ which allows the Council to receive tender responses from suppliers electronically in a secure environment.

Tender responses are submitted through the portal and held in the secure Post box until the deadline for responses has expired. Nominated members of the authority then unlock the Post box to access the submissions.

Submissions can be created, edited and submitted up to the stated tender deadline. Once the deadline has passed submissions can neither be created, edited or submitted. It is not advisable for suppliers to wait until the last moment before creating and dispatching a response in case of any last minute problems.

Electronic copies on must be compatible with MS Office / Excel.

Tenders by mail, email, fax or verbal will NOT be accepted

4.2.8 Tenderers should note that in accordance with Public Contracts (Scotland) Regulations 2015, Procurement (Scotland) Regulations 2016 and the Procurement Reform (Scotland) Act 2014, the Council is obliged to publish the contract value and name of the successful Contractor.

4.2.9 The Council reserves the right to vary any aspect of the Contract where returned Tenders exceed budgetary resources.

4.2.10 All quantities if stated are estimated and are given for guidance only and do not constitute a commitment on the part of the authority.

4.2.11 Tenders should be fully priced to include all necessary actions or procedures relating to Health and Safety, as required by the Health and Safety at Work Act and associated Acts and Regulations

4.2.12 The Council requires that all contractors, their employees and where applicable, sub-contractors shall, while working for the Council, conform with all requirements of the Health and Safety at Work Act 1974 and with all other Health and Safety associated Acts and Regulations that relate generally or specifically, to their trade, business or undertaking.

Contractors who fail to comply with Health and Safety legislation, including CDM Regulations where applicable, may be excluded from future opportunities of working for the Council.

4.2.13 A Performance Bond (or other form of financial security) in the form attached to this notice may be required in relation to the Contract at the Council’s sole discretion. Tenderers are therefore required to identify separately the cost relating to provision of the Performance Bond in the Pricing Documents where indicated. If a bond is required, this will be detailed in the Specification.

4.3 Consortium Bids

4.3.1 If you intend to form a partnership or consortium in order to deliver this contract, you must identify:

a) The lead organisation; or,

b) A legal entity,

to take responsibility for the tender and the eventual contractual arrangements.

4.3.2 If applying on behalf of a consortium, please list the names and addresses of all other members of the consortium. Please note that the tender will be evaluated based on the details supplied in the tender submission.

Contracts will normally be entered into with the nominated lead organisation and all members of the consortium, who will in these circumstances each be required to execute the contract together with all ancillary documentation, evidencing their joint and several liability in respect of the obligations and liabilities of the contract. It will be for members of the consortium to sort out their respective duties and liabilities amongst each other. For administrative purposes, any associated documentation will be sent to the nominated lead organisation.

If a consortium is awarded this contract, the members of the consortium will be required to form a single legal entity before entering into, or as a term of the contract.

4.3.3 If sub-contractors are proposed to assist in the delivery of the service, please list the business names and addresses.