Supply and Repair of Musical Instruments.
Contract notice
Supplies
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
Staffordshire County Council
Staffordshire Procurement, Wedgwood Building, Tipping Street
For the attention of: Laura Kendall
ST16 2DH Stafford
UNITED KINGDOM
Telephone: +44 1785854656
E-mail:
Fax: +44 1785854660
Internet address(es):
General address of the contracting authority: www.staffordshire.gov.uk/purchasing
Further information can be obtained from: This is an electronic tender. All requests for information to be sent through the electronic tendering portal and messaging facility on the Proactis tendering system. Follow the instructions and follow the link to the PROACTIS E-tendering. Initially, go to http://www.staffordshire.gov.uk/business/procurement/etendering
UNITED KINGDOM
Internet address: http://www.staffordshire.gov.uk/business/procurement/etendering/. Refer also to details in section VI.3 Additional information
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)Description
II.1.1)Title attributed to the contract by the contracting authority:
Supply and Repair of Musical Instruments.
II.1.2)Type of contract and location of works, place of delivery or of performance
Supplies
Purchase
Purchase
NUTS code UKG24
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: 9
maximum number of participants to the framework agreement envisaged: 9
Duration of the framework agreement
Duration in years: 4Estimated total value of purchases for the entire duration of the framework agreement
Estimated value excluding VAT: 214 000 GBPII.1.5)Short description of the contract or purchase(s)
Framework agreement for the supply and repair of musical instruments.
The participation and process for this tender will be via the electronic tendering portal located at www.staffordshire.alito.co.uk. Please ensure you also refer to section VI.3 of this notice.
II.1.6)Common procurement vocabulary (CPV)
37310000, 37320000, 37310000, 37322000, 37321000, 37312000, 37313000, 37314000, 50860000
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: yes
Tenders may be submitted for one or more lots
Tenders may be submitted for one or more lots
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:
This framework agreement is for the supply and repair of musical instruments.
The framework agreement will be split into four lots.
Lot 1 is for the supply of woodwind and brass instruments.
Lot 2 is for the supply of stringed instruments.
Lot 3 is for the supply of Accessories (inc Bows).
Lot 4 is for the repair of single musical instruments (Strings, Brass, Woodwind, Double Reed and Single Reed).
Providers can bid for one or more lots but they must bid for complete lots.
The framework agreement will be for an initial period of 2 years with the option to extend for a further 2 x 12 months.
Estimated value excluding VAT: 214 000 GBP
The framework agreement will be split into four lots.
Lot 1 is for the supply of woodwind and brass instruments.
Lot 2 is for the supply of stringed instruments.
Lot 3 is for the supply of Accessories (inc Bows).
Lot 4 is for the repair of single musical instruments (Strings, Brass, Woodwind, Double Reed and Single Reed).
Providers can bid for one or more lots but they must bid for complete lots.
The framework agreement will be for an initial period of 2 years with the option to extend for a further 2 x 12 months.
Estimated value excluding VAT: 214 000 GBP
II.2.2)Information about options
Options: yes
Description of these options: The initial period is 1.6.2012 to 31.5.2014 (with 2 x 12 month options to extend) - therefore the first option may be taken up for the period 1.6.2014 - 31.5.2015 and the second option may be taken from 1.6.2015 - 31.5.2016.
Provisional timetable for recourse to these options:
in months: 18 (from the award of the contract)
Description of these options: The initial period is 1.6.2012 to 31.5.2014 (with 2 x 12 month options to extend) - therefore the first option may be taken up for the period 1.6.2014 - 31.5.2015 and the second option may be taken from 1.6.2015 - 31.5.2016.
Provisional timetable for recourse to these options:
in months: 18 (from the award of the contract)
II.2.3)Information about renewals
This contract is subject to renewal: yes
Number of possible renewals: 2
Number of possible renewals: 2
II.3)Duration of the contract or time limit for completion
Duration in months: 24 (from the award of the contract)
Information about lots
Lot No: 1 Lot title: Supply of Woodwind and Brass Instruments1)Short description
Framework agreement for the supply of woodwind and brass instruments.
2)Common procurement vocabulary (CPV)
37310000
3)Quantity or scope
Framework Agreement for the supply of woodwind and brass musical instruments on a call-off basis, as and when required, with no guarantee as to the volumes.
Estimated value excluding VAT: 22 000 GBP
Estimated value excluding VAT: 22 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
1 Economic Operator will be appointed to Lot 1
Lot No: 2 Lot title: Supply of stringed instruments
1)Short description
Framework agreement for the supply of stringed instruments.
2)Common procurement vocabulary (CPV)
37310000
3)Quantity or scope
Framework Agreement for the supply of stringed musical instruments on a call-off basis, as and when required, with no guarantee as to the volumes.
Estimated value excluding VAT: 10 000 GBP
Estimated value excluding VAT: 10 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
1 Economic Operator will be appointed to lot 2
Lot No: 3 Lot title: Framework agreement for the supply of accessories (inc bows)
1)Short description
Framework agreement for the supply of accessories (inc bows).
2)Common procurement vocabulary (CPV)
37310000
3)Quantity or scope
Framework Agreement for the supply of accessories (inc bows) on a call-off basis, as and when required, with no guarantee as to the volumes.
Estimated value excluding VAT: 7 000 GBP
Estimated value excluding VAT: 7 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
2 Economic Operators will be appointed to lot 3
Lot No: 4 Lot title: Framework agreement for the repair of instruments (Strings, brass, woodwind, double reed and single reed)
1)Short description
Framework agreement for the repair of instruments (Strings, brass, woodwind, double reed and single reed).
2)Common procurement vocabulary (CPV)
37310000
3)Quantity or scope
Framework agreement for the repair of instruments (Strings, brass, woodwind, double reed and single reed) on a call-off basis, as and when required, with no guarantee as to the volumes.
Estimated value excluding VAT: 14 500 GBP
Estimated value excluding VAT: 14 500 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Up to 5 Economic operators will be appointed to lot 4.
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:
Payments may be made following acceptance by the banking agents of the County Council.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
No special legal form is required by the grouping of providers but each provider will be required to become jointly or severally responsible for the contract before acceptance.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The requirements for minimum economic, financial and technical capacity will be included in the tender documents.
Any tender may be rejected from a company/organisation who interalia:
(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 for compulsory winding up or 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 contracting 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 organisation, 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 26.5.1997 and Article 3(1) of Council Joint Action 98/742/JHA 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;
Description of particular conditions: The requirements for minimum economic, financial and technical capacity will be included in the tender documents.
Any tender may be rejected from a company/organisation who interalia:
(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 for compulsory winding up or 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 contracting 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 organisation, 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 26.5.1997 and Article 3(1) of Council Joint Action 98/742/JHA 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 10.6.1991 on prevention of the use of the financial system for the purpose of money laundering. Please refer to Regulation no 23 of the Public Procurement Regulations 2006 (SI No 5) for additional rejection criteria (see link) http://www.opsi.gov.uk/si/si2006/20060005.htm.
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
Information and formalities necessary for evaluating if the requirements are met: The applicant must meet the minimum set standards of economic and financial standing to service the term and value of the contract.
Note:
1. It is the responsibility of the economic operator to ensure that the appropriate accounts have been filed and that the credit information held is correct
2. Should economic operators wish other financial information to be taken into account to support the economic and financial check this should be submitted with the response to the PQQ. SCC reserves the right to request further financial information and to take this into account where necessary in addition to the level of risk stipulated by the financial assessors.
3. For sole traders/partnerships where third party financial assessments are not available the assessment will be undertaken using a financial spreadsheet detailing trading account data for the last three years.
Minimum level(s) of standards possibly required: The organisation should hold as a minimum the following insurance levels or be able to provide with their response, a written statement advising that should they be awarded the contract they will have the required levels of insurance in place for the commencement of the contract.
Public Liability 5 000 000 GBP.
Employers Liability 5 000 000 GBP.
Financial checks will be undertaken for economic operators using one or more of the Councils current financial assessors; n2check (www.n2check.com), Dun & Bradstreet (www.dnb.co.uk), Experian (www.experian.co.uk).
Economic operators will be assessed according to the level of risk stipulated by the financial assessors used. Any economic operator being given an above average/higher than average risk rating or poorer, by one or more of the assessors used, may be rejected.Note:
1. It is the responsibility of the economic operator to ensure that the appropriate accounts have been filed and that the credit information held is correct
2. Should economic operators wish other financial information to be taken into account to support the economic and financial check this should be submitted with the response to the PQQ. SCC reserves the right to request further financial information and to take this into account where necessary in addition to the level of risk stipulated by the financial assessors.
3. For sole traders/partnerships where third party financial assessments are not available the assessment will be undertaken using a financial spreadsheet detailing trading account data for the last three years.
Minimum level(s) of standards possibly required: The organisation should hold as a minimum the following insurance levels or be able to provide with their response, a written statement advising that should they be awarded the contract they will have the required levels of insurance in place for the commencement of the contract.
Public Liability 5 000 000 GBP.
Employers Liability 5 000 000 GBP.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
The organisation should hold a Health and Safety policy where required to do so by law and be able to provide a copy of this with their response.
The organisation should provide details of 5 references. Failure to provide references of similar value/scope or Failure to provide a single reference or a Poor reference sought the submission will be rejected.
The organisation should hold a Health and Safety policy where required to do so by law and be able to provide a copy of this with their response.
The organisation should provide details of 5 references. Failure to provide references of similar value/scope or Failure to provide a single reference or a Poor reference sought the submission will be rejected.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
Execution of the service is reserved to a particular profession: no
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: no
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 minimum number 10: and maximum number 20
Objective criteria for choosing the limited number of candidates: Lot 1 - 3.
Experience 20 %.
Technical Capacity 80 %.
Lot 4.
Experience 10 %.
Qualification 10 %.
Technical Capacity 80 %.
Objective criteria for choosing the limited number of candidates: Lot 1 - 3.
Experience 20 %.
Technical Capacity 80 %.
Lot 4.
Experience 10 %.
Qualification 10 %.
Technical Capacity 80 %.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
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:
PC372
IV.3.2)Previous publication(s) concerning the same contract
no
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: 23.12.2011
Payable documents: no
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
6.1.2012
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
24.1.2012
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 tenders
Date: 28.2.2012
Additional information about authorised persons and opening procedure: SCC personnel in attendance only.
Place:
SCC Offices.
Persons authorised to be present at the opening of tenders: yesAdditional information about authorised persons and opening procedure: SCC personnel in attendance only.
Section VI: Complementary information
VI.1)Information about recurrence
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
This is an electronic tender. All requests for information to be sent through the electronic tendering portal and messaging facility on the Proactis electronic tendering system. How to register: -.
4. You will receive a confirmation e-mail with an authentication link (this email may find its way to your trash/junk email account, so please check).
5. Confirm the authentication and then login into
Proactis Suppliers-side.
6. Search the bulletin board for the tender(s) using key words, search criteria etc.
7. Once found, click on the (blue) contract title to register interest against an active tender.
8. Click the REGISTER button and then CONTINUE.
9. The tender will now be in the MY TENDERS profile area on the main menu.
1. Instructions at http://www.staffordshire.gov.uk/business/procurement/etendering/
2. Follow the link to Proactis E-Tendering(http://www.staffordshire.alito.co.uk). On the main page click SUPPLIERS then (new user) REGISTER links.
3. Complete the self-registration questions and click the Register button.4. You will receive a confirmation e-mail with an authentication link (this email may find its way to your trash/junk email account, so please check).
5. Confirm the authentication and then login into
Proactis Suppliers-side.
6. Search the bulletin board for the tender(s) using key words, search criteria etc.
7. Once found, click on the (blue) contract title to register interest against an active tender.
8. Click the REGISTER button and then CONTINUE.
9. The tender will now be in the MY TENDERS profile area on the main menu.
10. Find the READ ME FIRST document and continue with managing the tender. If you require urgent assistance regarding the initial usage of the eTendering package please contact the Contracting Authority point-of-contact in Section I.1 of this notice. On failure to reach this contact, please immediately email the nature of the difficulty to
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:
30.11.2011