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Design consultancy for office space and supply of furniture and associated services.

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Ty'r Llyn,Waterside Business Park
For the attention of: Thorne Christine (NWSSP Procurement VEL)
SA6 8AH Clos Llyn Cwm
Telephone: +44 1443848606
Fax: +44 1443848606

Internet address(es):

General address of the contracting authority:

Electronic access to information:

Electronic submission of tenders and requests to participate:

Further information can be obtained from: NHS Wales Procurement Services
Internet address:

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from:

Tenders or requests to participate must be sent to:

I.2)Type of the contracting authority
Body governed by public law
I.3)Main activity
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:
Design consultancy for office space and supply of furniture and associated services.
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: Wales: Cardiff.
Public Health Wales Trust new premises at No 2 Capital Quarter in Cardiff.

NUTS code UK

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

Duration of the framework agreement

Duration in months: 60

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 435 000 and 635 000 GBP
II.1.5)Short description of the contract or purchase(s)
Public Health Wales Trust is seeking a sole supplier to provide innovative design solutions for the use of their office space located at their new premises at No 2 Capital Quarter in Cardiff.
The sole supplier will be required to design the office space taking into consideration operational department functions, evaluate the existing Public Health Wales furniture estate and consider what can be reused within the new design, supply refurbished/ remanufactured furniture or new from certifiable sustainable sources where possible to satisfy the design brief. The design and supply requirements also include floor coverings and blinds.
The design must be included in the tender submission. The supply of goods must be delivered between approximately 15.6.2016 - 15.8.2016.
Community Benefits clauses apply as detailed in the additional information section of this notice.
II.1.6)Common procurement vocabulary (CPV)

39130000, 90500000, 45432100, 80531200, 80530000, 79934000, 39100000, 39134000, 39515410, 80531000, 45430000

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
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
The Trust has selected No 2 Capital Quarter and will be taking 4 floors (floors 3 - 6 with 51 000 sq ft in total). As they are largely open plan style of foot plates, the Trust is seeking design solutions to meet its collaborative work place brief. A key component of the Trust's strategy is to enable collaboration with external stakeholders using this new accommodation. Therefore, a significant part of the 3rd floor is a suite of meeting rooms to support joint working and planning.
Other floors will be given over to typical modern office functions which are largely driven by technology. There will be a significant portion of the top floor given over as a large staff area.
The Trust envisages that the design will support the delivery of the qualitative and quantitative and non quantifiable benefits as identified in the Business Case, including but not limited to:
- Improve productivity by co-locating teams within a collaborative workspace;
- Improved well-being of staff;
- Cash releasing;
- Sustainability.
Design Requirement.
In addition to the requirements outlined above, it is essential that the design and supply solution has the ability to support the following requirements:
- Environmental features;
- Functional requirements of a collaborative workspace;
- Re-use of existing furniture within PHW estate;
- Equality.
Supply of Goods and Services - Key Requirements:
- Account Management;
- Supply of re-used furniture/ from sustainable sources;
- Project management and implementation.
The design and supply of blinds is also included as an optional extra. The Authority reserves the right to procure these within 2 years of contract award depending on available budgets.
The Authority has up to 435 000 GBP to spend on the core requirement. A further 100 000 GBP has been set aside to procure additional furniture and maintenance services as may be required during the term of the agreement (5 years). An additional 100 000 GBP has been set aside for the optional purchase of blinds within 2 years of contract award and subject to available budgets.
Only the 435 000 GBP will be considered as part of the commercial evaluation criteria as the further 200 000 GBP can not be forecast or guaranteed.
Estimated value excluding VAT:
Range: between 435 000 and 635 000 GBP
II.2.2)Information about options
Options: yes
Description of these options: Provision of maintenance and repair and procurement of additional furniture up to 5 years after contract award.
II.2.3)Information about renewals
This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion
Duration in months: 60 (from the award of the contract)

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:
Consortium bids are invited with one supplier acting as the prime contractor.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: KPI's apply to this agreement as described in the ITT.
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: As described in the ITT.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
As described in the ITT.
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
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
IV.3.4)Time limit for receipt of tenders or requests to participate
10.3.2016 - 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
Duration in months: 3 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders
Date: 10.3.2016 - 12:00

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
VI.2)Information about European Union funds
VI.3)Additional information
The procurement documents are available for unrestricted and full direct access, free of charge.
The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
Information and formalities necessary for evaluating if the requirements are met: Suppliers Instructions How to Express Interest in this Tender:

1. Register your company on the eSourcing portal (this is only required once); - Browse to the eSourcing Portal: and click the link to register; - Accept the terms and conditions and click ‘continue’; - 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).

2. Express an Interest in the tender (Project Code: 32002); - Login to the portal with the username/password -Click the ‘PQQs / ITTs Open To All Suppliers’ link (these are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier); - Click on the relevant PQQ/ ITT to access the content; - Click the ‘Express Interest’ button at the top of the page. - This will move the PQQ /ITT into your 'My PQQs/ My ITTs'page (this is a secure area reserved for your projects only). You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ ITT Details’ box.
3. Responding to the tender; - Click ‘My Response’ under ‘PQQ/ ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining); - 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 PQQ/ ITT; - There may be a mixture of online and offline actions for you to perform (there is detailed online help available). You must then submit your reply using the 'Submit Response’ button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.
For the avoidance of doubt, as this procurement is being run under the Open Procedure, there is no limit to the number of operators who may respond or that will be taken forward to have its bid evaluated, should it pass all selection criteria as stated in the Instructions to Tender.
Community Benefits.
The Authority is committed to contributing to the social, economic and environmental well-being of the residents of the Health Board area and the wider community. Accordingly, while the following Community Benefit objectives will not be evaluated as part of the tender process the successful contractor will be expected to present a Community Benefit Proposal with their tender detailing how, in the event that they should be successful in winning the contract, they will address the following Community Benefit themes:
Training and Employment Opportunities.
Maximise supply chain opportunities for SME's.
Other benefits for example:
working with local schools and colleges - work experience/ work placements;
contributing to community regeneration schemes;
contributing to community environmental initiatives.
If successful the winning bidder(s) will discuss the content of their Community Benefit Proposal and agree a plan for the delivery of the agreed Community Benefits which will become a condition of the contract.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

NHS Wales Procurement Services
Floor 4 Companies House, Crown Way
CF14 3UZ Cardiff
Internet address:

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Please see the statement available on the Authority's website:

VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice: