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Supply of DVDs, Music CDs and Associated Services for Library Services.

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Neath Port Talbot County Borough Council
Room 129, Civic Centre
Contact point(s): All enquiries should be made through - https://etenderwales.bravosolution.co.uk
For the attention of: All enquiries should be made through - https://etenderwales.bravosolution.co.uk
SA13 1PJ Port Talbot
UNITED KINGDOM
Telephone: All enquiries should be made through - https://etenderwales.bravosolution.co.uk
E-mail: Al lenquiries should be made through - https://etenderwales.bravosolution.co.uk
Fax: All enquiries should be made through - https://etenderwales.bravosolution.co.uk

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

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:
Supply of DVDs, Music CDs and Associated Services for Library Services.
II.1.2)Type of contract and location of works, place of delivery or of performance
Supplies
Purchase
Main site or location of works, place of delivery or of performance: All Wales.

NUTS code UKL

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
Number of participants to the framework agreement envisaged: 2

Duration of the framework agreement

Duration in years: 2 (with an option to extend for up to a further 24 months at the Council's discretion)
II.1.5)Short description of the contract or purchase(s)
Neath Port Talbot County Borough Council ("The Council"), on behalf of the Welsh Purchasing Consortium, wishes to invite suitably experienced organisations to tender for the Supply of DVDs, Music CDs and Associated Services for Library Services.
The current participating Authorities are as follows:
- Bridgend County Borough Council,
- Caerphilly County Borough Council,
- Cardiff County Council,
- Carmarthenshire County Council,
- Ceredigion County Council,
- Denbighshire County Council,
- Flintshire County Council,
- Monmouthshire County Council,
- Neath Port Talbot County Borough Council,
- Pembrokeshire County Council,
- City and County of Swansea,
- Torfaen County Borough Council,
- Vale of Glamorgan,
- Wrexham County Borough Council.
The following Authorities do not currently wish to participate in the Framework but may wish to do so in the future:
- Blaenau Gwent County Borough Council,
- Merthyr Tydfil County Borough Council,
- Newport City Council,
- Rhondda Cynon Taf County Borough Council,
- Powys County Council,
- Talnet:
- Isle of Anglesey County Council,
- Conwy County Borough Council,
- Gwynedd Council.
Each Authority reserves the right to purchase through this arrangement at any time during the period of the Framework.
The Council wishes to contract in lots, under the terms of a Framework Agreement, with one supplier per lot. The Council reserves the right to appoint more providers per lot.
The lots are as follows:
- Lot 1 - DVDs,
- Lot 2 - Music CDs.
The Framework Agreement will run from 1.9.2013 until 31.8.2015, with an option to extend for up to a further 24 months, at the Council's discretion.

Neath Port Talbot CBC will be conducting this procurement through the Etenderwales Portal (https://etenderwales.bravosolution.co.uk). Instructions of how to participate in the tender process are included below in VI.3 'Additional Information' section.

IF YOU ARE A WELSH BASED SME AND REQUIRE INDEPENDENT SUPPORT OR ADVICE IN THE TENDERING PROCESS, PLEASE CONTACT ALAN DOYLE AT BUSINESS SUPPORT WALES ON OR 01554 754862.

Community Benefits do not apply to this contract
II.1.6)Common procurement vocabulary (CPV)

32321300, 30234400, 30234300, 92511000

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
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:
Estimated value excluding VAT: 822 000,00 GBP
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Information about lots

Lot No: 1 Lot title: DVDs
1)Short description
2)Common procurement vocabulary (CPV)

32321300, 30234400, 92511000

3)Quantity or scope
Requirements for stock in this category will include (but not be limited to):
- Feature Films,
- Children's Titles,
- Television Titles,
- Special Interest DVDs,
- World Cinema.
Some Authorities may require the provision of Blu Ray DVDs during the period of this Framework Agreement.
Estimated value excluding VAT: 684 400,00 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Music CDs
1)Short description
2)Common procurement vocabulary (CPV)

32321300, 30234300, 92511000

3)Quantity or scope
Requirements for stock in this category are for material across a range of music charts and genres.
Estimated value excluding VAT: 137 600,00 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

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:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions
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: (a) is bankrupt or is being wound up, whose affairs are being administered by the courts, who has entered into an arrangement with creditors or who 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 courts or for an arrangement with creditors or is the subject of any other similar proceeding under national laws or regulations;
(c) has been convicted of an offence concerning his professional conduct by a judgement which has the force of res judicata;
(d) has been guilty of grave professional misconduct proven by any means which the contracting authorities can justify;
(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 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 those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under the provisions of the Directive on the criteria for qualitative selection.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As detailed in the tender documentation on http://www.etenderwales.bravosolution.co.uk

III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:

As detailed in the tender documentation on http://www.etenderwales.bravosolution.co.uk

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
Open
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:
WPC/NPT/1155/13
IV.3.2)Previous publication(s) concerning the same contract
no
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
30.4.2013 - 14:30
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
English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
in days: 90 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders
Date: 30.4.2013 - 14:30

Place:

Port Talbot Civic Centre.

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: yes
Estimated timing for further notices to be published: Approximately 2-4 years from now.
VI.2)Information about European Union funds
VI.3)Additional information
Instructions to suppliers
The Tender is comprised of 3 separate Invitation to Tenders (ITT) under one Project number:
project_24994
in the eTenderwales portal:

https://etenderwales.bravosolution.co.uk/web/login.shtml

These ITT's are as follows:
- ITT_38320,
- ITT_38446,
- ITT_38447.
Completion of ITT_38320 is mandatory as this will serve as a qualification for the technical envelope and any of the other tenderer's ITT bid's to be considered.
This ITT_38320 contains a Qualification and Technical envelope:
The Qualification Envelope requires a number of mandatory questions to be answered, these are marked on a PASS / FAIL basis.
The Technical Envelope contains a number of questions which will generate the overall quality score. This quality score will be generic to both lots.
The two remaining ITT's each represent a Lot. Each individual ITT contains a Commercial Envelope.
Important:
A detailed scope of agreement (word format) and terms and conditions (word format), can be found under the attachments section in the invitation to tender (ITT) number:
ITT_38320
Please address all communications via the messaging service on the above itt, regardless of the lot number you bid for.
Should you have any queries, please do not hesitate to contact me on the above messaging portal.
All queries must be addressed via messaging portal in ITT_38320.
Additional information - to assist suppliers in registering on etenderwales:
Suppliers Instructions How to Express Interest in this Tender
1. Register your company on the etenderwales portal (this is only required once)

- Browse to the eSourcing Portal: www.etenderwales.bravosolution.co.uk,

- Click the "Suppliers register here" link,
- Enter your correct business and user details,
- Note the username you chose and click "Save" when complete,
- You will shortly receive an email with your unique password (please keep this secure),
- Agree to the terms and conditions and click "continue".
2. Express an Interest in the Project
- Login to the portal with the username/password,
- Click the "ITTs Open to All Suppliers" link. (These are Invitation to Tender Questionnaires open to any registered supplier),
- Click on the relevant ITT to access the content,
- Click the "Express Interest" button in the "Actions" box on the left-hand side of the page,
- This will move the ITT into your "My ITTs" page. (This is a secure area reserved for your projects only),
- Click on the ITT code, you can now access any attachments by clicking the "Settings and Buyer Attachments" in the "Actions" box.
3. Responding to the tender
- You can now choose to "Reply" or "Reject" (please give a reason if rejecting),
- You can now use the 'Messages' function to communicate with the buyer and seek any clarification,
- Note the deadline for completion, then follow the onscreen instructions to complete the ITT,
- There may be a mixture of online & offline actions for you to perform (there is detailed online help available).
If you require any further assistance use the online help, or the BravoSolution help desk is available Mon - Fri (8:00-18:00) on:

- email: ,

- Phone: 0800 368 4850/ Fax: 020 7080 0480.
Buy4Wales Reference Number: 34402
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: Neath Port Talbot County Borough Council will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. Applicants have 2 working days from the notification of the award decision to request additional debriefing and that information has to be provided a minimum of 3 working days before the expiry of the standstill period.
If an appeal regarding the award of a contract has not been successfully resolved the Public Contracts Regulations 2006 (SI 2006 No 5) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought promptly (generally within 3 months). Where a contract has not been entered into the Court may order the setting aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into the Court may only award damages. [The purpose of the standstill period referred to above is to allow parties to apply to the Courts to set aside 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:
20.3.2013