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Supplies - 499920-2017
15/12/2017    S241

United Kingdom-Hamilton: Office furniture

2017/S 241-499920

Contract notice

Supplies

Legal Basis:
Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Official name: South Lanarkshire Council
Postal address: Council Headquarters, Almada Street
Town: Hamilton
NUTS code: UKM95 Not specified
Postal code: ML3 0AA
Country: United Kingdom
E-mail: irene.peacock2@southlanarkshire.gov.uk
Telephone: +44 1698454793
Internet address(es):
Main address: http://www.southlanarkshire.gov.uk
Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00410
I.2)Information about joint procurement
The contract is awarded by a central purchasing body
I.3)Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.publictendersscotland.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://www.publictendersscotland.publiccontractsscotland.gov.uk
I.4)Type of the contracting authority
Regional or local authority
I.5)Main activity
General public services

Section II: Object

II.1)Scope of the procurement
II.1.1)Title:

Supply, delivery and installation of office and supported needs furniture.

Reference number: SLC/PS/FINCOR/17/103
II.1.2)Main CPV code
39130000 Office furniture
II.1.3)Type of contract
Supplies
II.1.4)Short description:

Supply, delivery and installation of office and supported needs furniture.

II.1.5)Estimated total value
II.1.6)Information about lots
This contract is divided into lots: yes
Tenders may be submitted for all lots
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:

Lot 1 - Office furniture.

Lot 2 - Supported needs furniture.

II.2)Description
II.2.1)Title:

Supply, delivery and installation of office furniture.

Lot No: 1
II.2.2)Additional CPV code(s)
39130000 Office furniture
II.2.3)Place of performance
NUTS code: UKM95 Not specified
Main site or place of performance:

South Lanarkshire Council area.

II.2.4)Description of the procurement:

Supply, delivery and installation of office furniture (seating, tables and storage).

II.2.5)Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value
Value excluding VAT: 1 050 000.00 GBP
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 84
This contract is subject to renewal: yes
Description of renewals:

Will be reviewed after 5 years after the initial term to determine whether the 2 year optional extension will be granted.

II.2.9)Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 10
Objective criteria for choosing the limited number of candidates:

The 5 ranked highest scoring Bidders (per Lot) in the Technical evaluation will be invited to submit tenders.

II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

The contract that will be awarded from this tender will be for a period of 5 years with the option to extend for up to 2 years after the expiry of the initial term subject to satisfactory performance and available funding.

II.2)Description
II.2.1)Title:

Supply, delivery and installation of supported needs furniture.

Lot No: 2
II.2.2)Additional CPV code(s)
39140000 Domestic furniture
II.2.3)Place of performance
NUTS code: UKM95 Not specified
Main site or place of performance:

South Lanarkshire Council area.

II.2.4)Description of the procurement:

Supply, delivery and installation of supported needs furniture (seating, tables and storage)mostly for care homes and sheltered housing complexes.

II.2.5)Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value
Value excluding VAT: 1 400 000.00 GBP
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 84
This contract is subject to renewal: yes
Description of renewals:

Will be reviewed after 5 years after the initial term to determine whether the 2 year optional extension will be granted.

II.2.9)Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 10
Objective criteria for choosing the limited number of candidates:

The 5 ranked highest scoring Bidders (per Lot) in the Technical evaluation will be invited to submit tenders.

II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

The contract that will be awarded from this tender will be for a period of 5 years with the option to extend for up to 2 years after the expiry of the initial term subject to satisfactory performance and available funding.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:

ESPD Question 4A.1 Trade Registers.

It is a requirement of this tender that if the bidder is UK based they must hold a valid registration with Companies House. Where the bidder is UK based but not registered at Companies House they must be able to verify to the Councils satisfaction that they are trading from the address provided in the tender and under the company name given.

If the bidder is based outside the UK they must be enrolled in the relevant professional or trade register appropriate to their country as described in Schedule 5 of the Public Contracts (Scotland) Regulations 2015.

III.1.2)Economic and financial standing
List and brief description of selection criteria:

ESPD Question 4B.4 Economic and Financial Standing.

The Council will use the following ratios to evaluate a bidder’s financial status:

Profitability – this is taken as profit after tax but before dividends and minority interests. If a company makes a profit then it is a pass for this ratio;

Liquidity – this is calculated as current assets less stock and work in progress, divided by current liabilities. If the answer is greater than or equal to one then it is a pass for this ratio.

Gearing – this is calculated as the total external secured borrowing (short term and long term) divided by shareholder funds expressed as a percentage. If the answer is less than or equal to 100 % it is considered a pass for this ratio.

Bidders must provide the name and value of each of the 3 ratios within their response to ESPD question 4B.4.

The Council requires bidders to pass 2 out of the 3 financial ratios above. Where 2 out of the 3 ratios cannot be met, the Council may take the under noted into consideration when assessing financial viability and the risk to the Council, providing that the Bidder can supply evidence to substantiate any of the mitigating criteria when requested to do so. The following list is not exhaustive and other criteria may be considered where proposed by a bidder as mitigating factors:

Would the bidder have passed the checks if prior year accounts had been used?

Were any of the poor appraisal outcomes "marginal"?

Does the bidder operate in a market which, traditionally, requires lower liquidity or higher debt finance?

Does the bidder have sufficient reserves to sustain losses for a number of years?

Does the bidder have a healthy cash flow?

Is the bidder profitable enough to finance the interest on its debt?

Is most of the bidder's debt owed to group companies?

Is the bidder's debt due to be repaid over a number of years, and affordable?

Have the bidder's results been adversely affected by "once off costs" and/or "once off accounting treatments"?

Does the bidder's auditors (where applicable) consider it to be a "going concern"?

Does Keynote (where applicable) consider the bidder to be a "going concern"?

Will the bidder provide a Parent Company Guarantee?

Is the bidder the single supplier/source of the Goods/Works/Services in the marketplace?

The Council will request submission of and assess the bidder's financial accounts and may use Keynote or similar financial verification systems to validate the information provided.

.

ESPD Question 4B.5 Insurance.

The bidder must confirm that they have or will commit to obtaining prior to the commencement of the contract, the following levels of Insurance Cover:

Employer’s Liability Insurance covering the death of or bodily injuries to employees of the bidder, arising out of and in the course of their employment in connection with this contract to the level of 10000000 GBP in respect of each claim, without limit to the number of claims.

Public Liability Insurance covering the death of or bodily injury to a person (not an employee of the bidder) or loss of or damage to property resulting from an action or failure to take action by the bidder to the level of 5000000 GBP in respect of each claim, without limit to the number of claims.

III.1.3)Technical and professional ability
List and brief description of selection criteria:

ESPD Question 4C.1.2 Technical and Professional Ability.

With reference to the nature and details of the supplies that are the subject matter of this tender, relevant examples are to be provided of the supplies undertaken by the bidder in the last 3 years.

Bidder should demonstrate in their response that they have held contracts of a similar nature, size and value as detailed in the Specification within the last three years. Bidders should provide details of their experience of organising and coordinating large-scale projects and dealing with ad hoc purchases.

A minimum of 3 examples and a maximum of 5 should be provided PER LOT.

Bidders should also provide details of where they have demonstrated added value, provided innovative solutions, including any lessons learned, from the contracts they have implemented.

The Council reserves the right to verify any information supplied with the relevant Company / Authority.

ESPD Question 4C.4 Technical and Professional Ability (Supply Chain Management / Tracking Systems).

Bidders will be required to confirm that they have (or have access to) the relevant supply chain management and tracking systems used by them to deliver the types of requirements detailed in II.2.4 in the OJEU Contract Notice.

Bidders will also be required to provide details of any industry recognised accreditations/certification e.g. FIRA, FISP, PEFC or equivalent.

ESPD Question 4C.6 Technical and Professional Ability (Qualifications).

It is a mandatory requirement of this tender that the bidder recommended for award holds a full and currently valid Goods Vehicle Operators License Certificate. They should complete and submit, when requested to by the Council, the Goods Vehicle Operator’s Licence declaration prior to progressing to ITT stage. The Goods Vehicle Operator’s Licence Declaration is included in the attachments area for information only at this stage and does not require to be submitted within the Qualification or Technical Envelopes.

Bidders should confirm below whether or not they can evidence this requirement. If they are unable to meet all of the above requirements they should explain why.

For further information on the above, please use the following link to access the Scottish Government website - https://www.gov.uk/being-a-goods-vehicle-operator/overview.

Please Note: There will be no requirement for the Council to request any documentation relating to Good Vehicle Operators License from any bidders participating in this tender exercise that don’t fall within the weight criteria set by GOV.UK.

Minimum level(s) of standards possibly required:

ESPD Question 4C.7 Technical and Professional Ability (Environmental Management Measures).

Bidders will be required to confirm that they will employ environmental management measures that meet the following requirements:

— Details of how they source timber products, plastics, padding materials and textiles used,

— Details of the recycled content across their range of products,

— Details of how they currently dispose of packaging ensuring disposal is carried out in an environmentally friendly manner and in accordance with current legislation,

— Details of any measures used to reduce vehicle emissions,

— Details of any environmental standards/accreditations that their organisation holds e.g. ISO 140001 Environmental Management System,

— Any other environmental measures you propose to use during the performance of the contract.

.

ESPD Question 4C.11 Technical and Professional Ability (Samples).

Bidders who progress to the ITT stage of the procurement process will be required to provide one sample of selected products, (per Lot), identified by the Council, from those listed within the Specification documents for product evaluation. Bidders will require to deliver to and collect the samples from a location within South Lanarkshire Council at no charge to the Council. Bidders will also be required to provide a book of fabric samples. Full details of the product evaluation will be provided within the ITT document.

Section IV: Procedure

IV.1)Description
IV.1.1)Type of procedure
Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure
Notice number in the OJ S: 2017/S 203-418352
IV.2.2)Time limit for receipt of tenders or requests to participate
Date: 11/01/2018
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date: 12/02/2018
IV.2.4)Languages in which tenders or requests to participate may be submitted:
English
IV.2.6)Minimum time frame during which the tenderer must maintain the tender
Duration in months: 4 (from the date stated for receipt of tender)

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: yes
Estimated timing for further notices to be published:

The contract is for 5 years with an optional extension for a further 2 years so the next notice will be issued in approx. November 2023.

VI.2)

VI.2)Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
VI.3)Additional information:

ESPD Question 4C.12 Quality Control.

Bidders will be required to confirm that they have the required quality control institute certificates (or from agencies of recognised competence) confirming that any products in relation to the contract meet the appropriate UK British / EN Standards. Further details can be found in the Specifications - Attachments 3 and 4.

ESPD Question 4D.1 Quality Assurance Schemes.

It is a requirement of this tender that the bidder recommended for award holds the following Quality Assurance scheme membership:

ISO9001 Quality Management System or equivalent OR.

A documented Quality Assurance Policy that as a minimum covers:-.

Quality Management, Quality Performance, Training arrangements to ensure that its workforce has sufficient skills and understanding to discharge their various responsibilities.

On-going procedures for monitoring Quality Management, A complaints process.

(Further information can be found in Attachment 7 of the tender).

Exclusion Criteria.

Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015.

ESPD Questions 3A – 3C have been identified as mandatory exclusion grounds and ESPD Questions 3D have been identified as discretionary exclusion grounds. All the exclusion grounds will be assessed on a PASS/FAIL basis. For the mandatory exclusion; grounds a bid will be excluded where the bidder fails to provide either a positive response or to provide details to the satisfaction of the Council of the self-cleansing measures undertaken. For the discretionary exclusion grounds; a bid may be excluded where the bidder fails to provide either a positive response or if the Council is not satisfied as to the self-cleansing measures undertaken.

.

Declarations and Certificates.

In a restricted tendering procedure, prior to the issue of an invitation to tender, the bidders who are being recommended for issues of tenders will provide the under noted certificates, declarations and/or completed questionnaires to evidence their compliance with the relevant questions within the Qualification and Technical Envelopes.

All certificates, declarations and questionnaires can be found within the Attachment area of PCS-T.

ESPD Question 2D.1 Prompt Payment Certificate.

Declaration Section Form of Tender (only required by Bidders progressing to ITT Stage).

ESPD Question 3D.11 Non-Collusion Certificate.

ESPD Question 4C.6 Goods Vehicle Operator’s Licence Declaration.

ESPD Question 4B.5.1 Insurance Certificates.

ESPD Questions 3A.1 to 3A.8 Serious and Organised Crime Declaration.

ESPD Question 3A.6 Modern Slavery Act 2015 Declaration.

ESPD Question 4D.1 Health and Safety Declaration.

Declarations Signature Page.

Failure to provide this information or in the event that the information provided does not support or evidence the statements made within, the ESPD will invalidate the bid. In this scenario, the Council will seek to obtain the relevant information and evidence from the second highest scoring bidder and so on until a fully compliant bidder is identified.

The buyer is using PCS-Tender to conduct this PQQ exercise. The Project code is 9282. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343.

Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361.

A summary of the expected community benefits has been provided as follows:

The Council is committed to securing Community Benefits through its contracts. Bidders will be asked to detail any Community Benefits.

They wish to offer the Council as part of their bid within the ITT.

(SC Ref:522659).

VI.4)Procedures for review
VI.4.1)Review body
Official name: South Lanarkshire Council
Postal address: Council Headquarters, Almada Street
Town: Hamilton
Postal code: ML3 0AA
Country: United Kingdom
Telephone: +44 3031231010
Internet address: http://www.southlanarkshire.gov.uk
VI.5)Date of dispatch of this notice:
12/12/2017