Section one: Contracting authority
one.1) Name and addresses
London Borough of Waltham Forest
Waltham Forest Town Hall, 701 Forest Road
Walthamstow
E17 4JF
Contact
Mr Stephen Potter
Stephen.Potter@walthamforest.gov.uk
Telephone
+44 7741077216
Country
United Kingdom
Region code
UKI53 - Redbridge and Waltham Forest
Internet address(es)
Main address
http://www.walthamforest.gov.uk/
Buyer's address
http://www.walthamforest.gov.uk/
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://procontract.due-north.com
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://procontract.due-north.com
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
Recreation, culture and religion
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Dynamic Purchasing Vehicle for the Provision of Space4all Youth Spaces Programme on Behalf of the London Borough of Waltham Forest
Reference number
DN706438
two.1.2) Main CPV code
- 80310000 - Youth education services
two.1.3) Type of contract
Services
two.1.4) Short description
The Council of the London Borough of Waltham Forest (“the Authority”) is seeking Tenders from suitably experienced and qualified organisations for the Dynamic Purchasing Vehicle for the Provision of Space4All Youth Spaces Programme on behalf of the London Borough of Waltham Forest (“the DPV”).
The Dynamic Purchasing Vehicle shall commence on 1st April 2024 and, shall continue up to and including 31st March 2025. There will be a provision to extend the DPV by a further twelve (12) months to 31st March 2026.
The Authority is seeking to appoint multiple providers who can deliver good quality, safe, efficient and enjoyable Youth Space activities. The Youth Spaces Programme aims to offer a variety of exciting and interesting Youth Space activities including, sports, creative and performing arts, and environmental activities.
two.1.5) Estimated total value
Value excluding VAT: £700,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKI53 - Redbridge and Waltham Forest
two.2.4) Description of the procurement
The Dynamic Purchasing Vehicle (DPV) shall commence on 1st April 2024 and, shall continue up to and including 31st March 2025. There will be a provision to extend the DPV by a further twelve (12) months to 31st March 2026.
The Authority is seeking to appoint multiple providers who can deliver good quality, safe, efficient and enjoyable Youth Space activities. The Youth Spaces Programme aims to offer a variety of exciting and interesting Youth Space activities including, sports, creative and performing arts, and environmental activities.
Organisations shall be experienced in providing similar services and shall also be required, as part of their Tender, to complete a Selection Questionnaire containing information about their economic and financial standing, technical capability and other general information. This information will be assessed to establish that the organisation is financially viable and technically capable of undertaking a service of the nature covered by the DPV. Also, as a pre-condition to their Tenders being evaluated, organisations will have to satisfy the mandatory and discretionary grounds for exclusion contained in the Selection Questionnaire.
The Authority carries out financial appraisals of all organisations that Tender for the Authority’s contracts to ensure that such organisations satisfy the Authority’s minimum standards of economic and financial standing. In this instance the Authority has set the following financial threshold for the Contract:
For organisations with an annual turnover of £25,000 or less a statement of cashflow forecast for the current year will be required. In addition, a letter will need to be provided from the bank outlining the current cash and credit position of the organisation.
All organisations with an annual turnover above £25,000 will be financially assessed as described in Appendix 3: SQ Explanatory Document that forms part of the Invitation to Tender documentation.
The Authority retains discretion to exclude any organisation that fails to meet this standard.
Subject to satisfying the requirements of the Selection Questionnaire, appointment to the DPV shall be based on the most economically advantageous Tenders received from those organisations that submit a Tender. Such Tenders shall be evaluated in accordance with the following Evaluation Criteria: -
• Quality 100%
A full breakdown of the Evaluation Criteria is contained in the Tender Documents.
Award of Call-Off Contracts:
Organisations are advised that whilst it is the intention of the Authority to utilise the DPV as the primary source of services, the Authority reserves the right to obtain the service from alternative sources should this represent best value. Further, appointment of an organisation to the DPV on does not guarantee any minimum level of income for the organisation or that the organisation will be awarded any Call-Off Contract during the DPV Period. All Call-Off Contracts shall be awarded in accordance with the procedures detailed in the Tender Documents the Specification and the Conditions of Contract.
Organisations shall be aware that any Call-Off Contract awarded prior to the expiration of the DPV may continue beyond the expiration of the DPV Period. In such circumstances the organisation will be bound by the terms of the DPV and the Call-Off Contract, including but not limited to with regard to the price for the Call-Off Contract, until such time as the Call-Off Contract expires or is terminated by the Authority.
As part of the flexibility allowed under the Public Contract Regulations 2015, Regulations 74 to 76 “light touch, the Authority reserves the right to re-open the Dynamic Purchasing Vehicle throughout its duration.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £700,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 April 2024
End date
31 March 2025
This contract is subject to renewal
Yes
Description of renewals
There will be a provision to extend the DPV by a further twelve (12) months to 31st March 2026.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement
Framework agreement with several operators
Envisaged maximum number of participants to the framework agreement: 30
In the case of framework agreements, provide justification for any duration exceeding 4 years:
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
12 February 2024
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
12 February 2024
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.4) Procedures for review
six.4.1) Review body
High Court of England and Wales Royal Courts of Justice
London
WC2A 2LL
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
The Contract is being procured in accordance with the Public Contract Regulations 2015 (to the extent they are applicable to services of this nature and utilising the flexibilities provided for Social Services). The contracting Authority will incorporate a minimum ten (10) day calendar day standstill period at the point of information on the award of the contract is communicated to tenderers. This period allows successful tenderers to seek further de-briefing from the contracting authority before the contract is entered into. Additional information should be requested from the contact in Section 1.1. If an appeal regarding the award of contract has not been successfully resolved the Public Contracts Regulations 2015 (S1 2015 No 102) provide for aggrieved parties who have been harmed or at risk of harm by breach of the rules to take action in the High Court (England and Wales).