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Integrated Community Equipment Store.

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Herefordshire Council
Brockington, 35 Hafod Road
For the attention of: Joanne Parkes-Newton
HR1 1SH Hereford
Telephone: +44 7590266515

Internet address(es):

General address of the contracting authority:

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

Contracting Authorities As described in Section II.1.5 of the Contract Notice
Address as applicable to each Local Authority
As applicable to each Contracting Authority

Herefordshire Clincial Commissioning Group
Brockington, 35 Hafod Road
HR1 1SH Hereford

Section II: Object of the contract

II.1.1)Title attributed to the contract by the contracting authority:
Integrated Community Equipment Store.
II.1.2)Type of contract and location of works, place of delivery or of performance
Service category No 11: Management consulting services [6] and related services
Main site or location of works, place of delivery or of performance: Generally within the County of Herefordshire, however this area may be wider in that the use of this contract will be potentially open to other Contracting Authorities as set out in Section I.4. Please see Sections II.1.5 and II.2.1 for further information.

NUTS code UK,UKG11

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)
Herefordshire Council (‘the Council') will be requesting tenders which cover the provision of an Integrated Community Equipment Service (ICES) (the ‘Core' Service) which will be commissioned from the date of the Contract award. However, the specification will also contain the scope to commission further Services via the Contract, such as a Rapid Response Service; Reablement; Telecare and Adaptation Services (‘Non-Core Services'). The Non-Core Services are not intended to be commissioned at the point of Contract award, but which may be commissioned during the lifetime of the contract. In particular, the Council reserves the right to commission other services within the scope of the CPV codes listed in this notice. (However, please note that the Council may also include the potential to commission ICES during the life of other linked NSI procurements for Adult Health and Social Care Services, as detailed in the PIN 2013/S 154 26863 published on TED on the 9th August 2013. The contracts for which are seeking commencement on the 31.3.2014). In reserving the right to commission Services within the scope of the CPV codes listed within this Notice, the Council wishes to retain the flexibility to cope with future changes in service requirements and strategic direction, such as progression towards becoming a commissioning authority, which will involve increased private sector provision of services currently provided by the Council and other partners / providers. The Council also seeks a Provider who will help to transform the Service, in particular to reflect the current personalisation agenda.
The Contract will also be open for use for other Local Authorities (as defined in Regulation 3(2) to (5) of the Public Contracts Regulations 2006 (as amended) and their statutory successors and organisations created as a result of re-organisation or organisational changes.) A list of the local authorities eligible to use this Contract is available via a search via the following link:

The Contract may also be used by other NHS Contracting Authorities delivering services within the county of Herefordshire. Details are available via a search via the following link

II.1.6)Common procurement vocabulary (CPV)

33000000, 33190000, 33192000, 33192600, 33193000, 32500000, 33195000, 33195100, 33196000, 33196100, 33196200, 51300000, 64200000, 75200000, 85000000, 85300000, 85140000, 85141210, 85323000, 98300000, 98330000, 79990000, 79991000

II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): no
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:
The Council is seeking to award and mobilise a contract for ICES by the 31.3.2014. A Provider is sought who can achieve the mobilisation timescales outlined in the ITT (however the Council reserves the right to substitute an earlier or a later date of contract commencement). The Service is currently provided via an in-house service. TUPE will (or at least is highly likely) to apply to the Council employees who currently work within the Service. TUPE labour data will be provided within the tender documents.
ICES is currently commissioned and funded by Herefordshire Council and Herefordshire Clinical Commissioning Group (the CCG).
The Integrated Community Equipment Stores currently provide equipment to help people to stay at home on behalf of the NHS and the Council. The Service is designed to help develop an individual's full potential and maintain their health and independence. The equipment also provides support to carers to enable on-going care in their home environment.
The equipment provided ranges from toiletry and bathing items, special mattresses, hospital beds, walking frames, crutches, handling to lifting equipment and is loaned on a short or long term arrangement.
Outcomes for service users:
- Increased independence;
- Provides choice and control;
- Supports safety.
Outcomes for Carers:
- To reduce the amount of carer support needed;
- To support carers in their role;
- Helps to reduce risks of injury and ill health.
The commissioning principles in respect of the NSI procurements are:
- maintaining the delivery of essential services;
- ensuring safeguarding and enabling the delivery of high service standards and quality;
- taking account of user and carer experience and providing high levels of customer satisfaction;
- promotion of choice and control with a range of access routes for personal budgets;
- achieving service delivery which is responsive to local needs and priorities;
- the achievement of continuous improvement; process efficiencies and reductions in overall costs;
- incorporation of flexibility into contracting arrangements to ensure flexibility to meet any future changes in service needs;
- contributing to the regeneration of the economy and social capital in Herefordshire, including appropriate access to jobs; training and staff development opportunities;
- use of delivery methods which seek to reduce the environmental impacts of the Service.
Such initiatives across all potential contracts should seek to further the Council's objectives as set out within the Council's Corporate Plan. Further information on Adult Social Care in Herefordshire can be found the following link:

Spend within this Contract is broadly estimated at GBP 800K per annum; however the Council is looking to appoint a Provider who through innovation, is able to produce efficiencies and budgetary reductions. The expenditure stated includes expenditure on behalf of the Council and the CCG. (Further details in respect of the extent of budgetary commitments are contained within the tender documentation.) The value of the contract is estimated at between GBP 2M and GBP 18M. The lower estimate is based on an initial period of 4 years multiplied by a below anticipated spend of GBP 500K per annum, including an allowance for reduced expenditure which may be the sole or combined result of efficiencies and innovation and / or any unforeseen reduction in budgetary expenditure or any decrease in direct spend, (such as may be attributable to such factors as an increase in personal budgets).
Spend over the maximum term of the contract (6 years) is very broadly estimated to be at a maximum of GBP 18M (but this maximum is highly unlikely to occur unless the maximum estimate of all cumulative elements of the additional allowances is reached). Additional allowances have been included for any unforeseen increase in the amount of equipment purchased and to allow for the commissioning of any Non-Core Services and any usage by Contracting Authorities as indicated in section I.4 and II.1.5.
Therefore combined effect of the maximum predicted spend on ICES (GBP 1M p/a), plus (GBP 2M p/a) for any additional allowances, produces a predicted maximum over the 6 year maximum life of the Contract of GBP 3M x 6 years: GBP 18M.
Services will be principally carried out within Herefordshire; however delivery may be wider depending upon the uptake of usage of the Contract by the Contracting Authorities indicated at section I.4 and II.1.5.
The Provider will be required to participate in the economic and social regeneration of Herefordshire (as the place of primary service delivery). This will include working with Service User groups to assure that Service delivery meets local needs and priorities.
The Provider will be expected to provide effective contract management including process visibility; efficiency reporting and bespoke management information plus costs transparency.
The Provider will also need to comply with the policies of the Council (and those of any Contracting Authorities commissioning services via this Contract as appropriate).
Estimated value excluding VAT:
Range: between 2 000 000 and 18 000 000 GBP
II.2.2)Information about options
Options: yes
Description of these options: The initial term of the contract will be 4 years, subject to continual performance satisfaction. In addition, the Contract will include an option to extend the contract by a period not exceeding in total 2 years, making a total maximum term of 6 years (for example 4 year initial period plus 2 extensions of 1 year each).
Provisional timetable for recourse to these options:
in months: 48 (from the award of the contract)
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 1.4.2014. Completion 31.3.2020

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
These may be required. Details are provided in the Tender Documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Details are provided in the Tender Documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
The Council reserves the right to require groupings of Providers to take a particular legal form or to require a single Provider to take primary liability or to require that each party undertakes joint and several liability irrespective of the form of the vehicle to be established.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As detailed within the tender documents.
Providers will need to be registered with any relevant accreditation / certification schemes during the lifetime of the Contract.
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: As set out in the Tender Documents.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: As set out in the Tender Documents.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
As set out in the Tender Documents.
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
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:
As set out within the Proactis System.
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2013/S 154-268634 of 9.8.2013

Other previous publications

Notice number in the OJEU: 2013/S 186-320913 of 25.9.2013

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
22.11.2013 - 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
IV.3.8)Conditions for opening of tenders
Date: 22.11.2013


Tenders will be opened by authorised officers of the Council on the 22.11.2013.

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: yes
Estimated timing for further notices to be published: From 36 months to 66 months from the date of award of Contract.
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
The Council reserves the right not to proceed or not to award a contract for the whole or part of this proposed procurement. Variants will be accepted if accompanied by a compliant tender. Neither the Council nor any person on whose behalf of whom this procurement is undertaken is to be liable for any costs incurred by those expressing an interest or tendering for this contract.

Tender documents will be available in electronic format. Please follow the URL below to the Councils e-sourcing system Proactis to register your interest; access documents and submit a response. Organisations wishing to participate in this procurement must first register their interest via this link

The Proactis support team can be contacted at or via +44 1432261617 (UK).

All enquiries should in the first instance be directed via the Proactis system: any enquiries and requests for support in relation to the Proactis system should be directed via the Proactis support team above.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: The Council will incorporate a standstill period at the point information on the award of the Contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the Contract is entered into.
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice: