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Supply of Labour & Materials for the WHQS External Works Programme.

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Caerphilly County Borough Council
Caerphilly County Borough Council, Building Maintenance Services, Block B9, Tir-y-berth
Contact point(s):
For the attention of: Kevin Hurley
CF82 8NR Hengoed
Telephone: +44 1443863068
Fax: +44 1443864499

Further information can be obtained from: 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:
Supply of Labour & Materials for the WHQS External Works Programme.
II.1.2)Type of contract and location of works, place of delivery or of performance
Main site or location of works, place of delivery or of performance: Within the boundaries of Caerphilly County Borough Council.


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)
The Council is seeking expressions of interest from suitable organisations to undertake external works to the Council's housing stock in line with the Welsh Housing Quality Standard (WHQS) Programme.
The work requires organisations to provide a range of works including but not limited to the the items detailed in II.1.6 below.
Community Benefits apply to this contract, Further details: The Council is committed to contributing to the social, economic and environmental well-being of the wider community.At award of the contract, the successful provider will be expected to work with the Council to maximise the community benefits delivered through the contract. This will include (but not be limited to):Training and employment opportunities - to be developed in line with the Caerphilly Passport Programme (or equivalent)Maximising supply chain opportunities for SME'sWorking with schools and colleges - work experience/ work placementsExisting Contractual Arrangements:In order to ensure that the Council meets its commitment to bringing up the standard and condition of its existing housing stock to the Welsh Government's Welsh Housing Quality Standard ("the Standard”) by the end of 2019, a number of contractual arrangements are in place which cover some elements of the scope of this agreement. In order to ensure that the Standard is met, some of these contracted arrangements may continue into the early term of this agreement. Further details regarding this issue can be found within the tender documentation. Bidders' Days/information:The Council will be holding a Bidder days for each procurement associated with the WHQS Programme, details can be obtained from Jemma Ford (Supplier Realtionship Officer) on 01443 863163
II.1.6)Common procurement vocabulary (CPV)

45211000, 45211100, 45211200, 45261210, 45261211, 45261212, 45261213, 45261214, 45261215, 45261300, 45261400, 45261410, 45261420, 45261900, 45262000, 45262100, 45262350, 45262370, 45262510, 45262512, 45262520, 45262521, 45262522, 45262650, 45262660, 45262670, 45321000, 45421110, 45421148, 45421160, 45441000, 45442000, 45442100, 45442200, 45443000, 45332000

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 contract will cover the Upper Rhymney Valley and have a committed spend of approximately £10.5 million by 31st March 2016 and an upper limit of approximately £21 million during the term of the contract.
The contract will be for 5 years, with the option to extend for a period of 12 months.
It is the Council's intention to appoint 3 contractors.
II.2.2)Information about options
Options: no
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion
Starting 1.4.2014. Completion 31.3.2019

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
The Council reserves the right to request a bond, parent guarantee and / or other guarantees of financial liability both at the time of award of the contract and during the term. Please see the contract documents for further information.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
As set out 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:
None specified, save that in the case of a partnership or consortia or other grouping of more than one legal entity, one party must act as "prime contractor" / "lead contractor". Consortia or other groupings must be legally constituted as a single entity prior to contract award or if more than one entity, must accept joint and several liability.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As outlined in the contract and tender documentation.
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 documentation.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: As set out in the tender documentation
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
As set out in the tender documentation.
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

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
Envisaged minimum number 3: and maximum number The envisaged number of organisations invited to tender will be the top twelve (12) scoring organisations. However in the event that the twelfth placed scores are tied; those organisations in joint twelfth place will also proceed to the tender stage.
Objective criteria for choosing the limited number of candidates: The criteria used for selecting the limited number of candidates to tender are detailed in the pre qualification questionnaire ("PQQ") and supporting documentation. However, it should be noted that both financial / economic standing and quality thresholds will apply.
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:
IV.3.2)Previous publication(s) concerning the same contract
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: 4.3.2013 - 12:00
IV.3.4)Time limit for receipt of tenders or requests to participate
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: 2.9.2013 - 14:00


Caerphilly County Borough Council, Penallta House, Tredomen Park, Ystrad Mynach, Hengoed, CF82 7PG via Proactis Plaza e-tendering portal.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: The Head of Procurement and / or Authorised Council employees only. No members of the general public.

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
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
Any sub contracting arrangements will be limited to a maximum of two levels. The second level can only be a maximum of twenty percent (20%) of the first level. All sub contract arrangements must ensure the flow down of terms and conditions (including payment terms) as detailed in the main contract.
(i) As part of the process, the tender will be undertaken utilising Caerphilly' CBC's Proactis Plaza e-tendering system. Therefore, companies are invited to follow the following directions to register on the system.

1. Log in to the Proactis Plaza E-Sourcing Portal at

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.
(ii) Contract award and liability in respect of tendering costs
The Council reserves the right to award all, part or none of the business forming the subject matter of this procurement and to abandon this procurement at any time. Under no circumstances will the Council incur any liability (including, but not limited to, liability as to costs) in respect of this procurement exercise, the abandonment of the same, or any documentation issued as part of this procurement exercise.
The Council does not bind itself to accept the lowest or any tender as part of this process.
(iii) Tender documents
The tender documents will outline the requirements of the tender process and the evaluation criteria.
PQQ's are to be returned in accordance with the instructions in the PQQ documentation and in order to receive consideration must be received no later than 12 noon on 11th March 2013. It should be noted that the deadline for requests to participate is 12:00:00 on 04 March 2013 and it should be noted that the PQQ documentation will not be available after this time.
The PQQ selection criteria is as detailed in the PQQ documentation.
The tender award criteria for this procurement will comprise of cost and quality. Full details of the award criteria and the method of evaluation will be provided in the ITT documents.
It is anticipated that the invitation to ITTdocumentation will be sent out on 18th June 2013, although the Council reserves the right to change this date at any time.
(iv) Living Wage:
The Council has adopted the policy in relation to the "Living Wage". The "Living Wage" is deemed to be the minimum income necessary for a worker to meet their basic needs. The current living wage is £7.45 per hour outside of London. It is hoped that the successful contractor will give due consideration to the payment of the living wage to its employees, sub contractors and other persons it may engage in order to deliver this contract.
(v) Existing Contractual Arrangements:
In order to ensure that the Council meets its commitment to bringing up the standard and condition of its existing housing stock to the Welsh Government's WHQS by the end of 2019, a number of contractual arrangements are in place which cover some elements of the scope of Contract Notice for the Supply of Labour & Materials for the WHQS External Works Programme. In order to ensure that the WQHS is met, some of these contracted arrangements may continue into the early term of this agreement. Further details regarding this issue can be found within the tender documentation.
(vi) Supply Partner for Key Components
Bidders will be required to purchase their "key components” from the Council's Supply Partner. For more information please refer to the tender documents.
Buy4Wales Reference Number: 32886
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 notify candidates of whether or not they have been successful in accordance with the provisions of Regulation 23 (1) to 32 (A) of the Public Contracts Regulations 2006 as amended ("the regulations") and will hold a mandatory 10-day standstill period.
Economic operators who have been prejudiced or are at risk of prejudice may issue proceedings in the high court (England and Wales) in accordance with the Regulations. Bidders should be aware that strict limits apply as laid down by the regulations.
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice: