Section one: Contracting authority
one.1) Name and addresses
Glasgow City Council
Chief Executives Department, City Chambers
Glasgow
G2 1DU
Contact
Sharon Wallace
Telephone
+44 1412762473
Country
United Kingdom
NUTS code
UKM82 - Glasgow City
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00196
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.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 above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://www.publictendersscotland.publiccontractsscotland.gov.uk
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Framework for the Provision of Inspection, Maintenance and Repair of Physical Education Equipment, Outdoor Equipment and Play Areas
Reference number
GCC005173CPU
two.1.2) Main CPV code
- 50870000 - Repair and maintenance services of playground equipment
two.1.3) Type of contract
Services
two.1.4) Short description
Glasgow City Council would like to invite Tender bids for the Framework for the Provision of Inspection, Maintenance and Repair of Physical Education Equipment, Outdoor Equipment and Play Areas
two.1.5) Estimated total value
Value excluding VAT: £480,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 45236290 - Repair work on recreational areas
- 37400000 - Sports goods and equipment
two.2.3) Place of performance
NUTS codes
- UKM82 - Glasgow City
Main site or place of performance
Glasgow
two.2.4) Description of the procurement
Glasgow City Council would like to invite tender bids for the Inspection, Maintenance and Repair of Physical Education and Outdoor Play Equipment.
This involves one annual safety inspection at various establishments within Education Services and community gymnasiums and any required/agreed repairs and maintenance works.
two.2.5) Award criteria
Quality criterion - Name: Process / Weighting: 17
Quality criterion - Name: Personnel / Weighting: 5
Quality criterion - Name: Unscheduled Call Outs / Weighting: 4
Quality criterion - Name: Sustainability / Weighting: 4
Quality criterion - Name: Fair Work Practices / Weighting: 5
Price - Weighting: 65
two.2.6) Estimated value
Value excluding VAT: £480,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
51
This contract is subject to renewal
Yes
Description of renewals
This Framework will run for 2 years. The Council will have the option to extend for 12 months and an option to extend for up to an additional 15 months which will consist of a 12 Month extension and up to 3 Month demobilisation/mobilisation period, exercised by the Council serving notice on the supplier in accordance with the Council's Terms and Conditions.
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
List and brief description of selection criteria
In order to pass the Financial Check section of the contract, it is mandatory for companies to attain the undernoted:-
Bidders must comply with the undernoted financial requirements in order to participate in the tendering process: -
There is a minimum financial requirement that affects balance sheet strength and liquidity.
Financial requirements for balance sheet strength and liquidity should be calculated on latest filed accounts with Companies House.
There is also a further requirement regarding current liquidity, which can be met by a Letter of Comfort from the bank of the bidder.
Balance Sheet Strength
Net worth of the organisation must be positive at the time of evaluation and organisation must not be subject to an insolvency process. Intangibles can be included for purposes of the Total Assets figure. The above would be expressed in the ratio Total Assets/ Total Liabilities.
- Liquidity Ratios
Current Ratio - Current Assets/Current Liabilities
Leverage Ratio - Long-term Bank Debt/Net Worth
Applicants must achieve a score of 5 and above from a combination of above two liquidity ratios.
Scoring Method
Current Ratio
Range Score
0.00 to 0.80 0
0.81 to 0.90 1
0.91 to 1.00 2
1.01 to 1.10 3
1.11 to 1.20 4
1.21 and above 5
Leverage Ratio
0.01 to 19.99 5
20.00 to 39.99 4
40.00 to 59.99 3
60.00 to 79.99 2
80.00 to 100.00 1
Intangibles can be included for purposes of the Net Worth figure.
If an applicant is only required to file abbreviated accounts with Companies House, then in the event of the company being successful in the procurement process, full set of accounts will be required in order to verify the above ratios have been complied with.
An applicant should have no outstanding issues, with regard to statutory filing requirements with Companies House.
Applicants must not be the subject of an insolvency process.
Applicants who do not comply with the above financial requirements but are part of a Group, can provide a Parent Guarantee if the Parent company satisfies the financial requirements stipulated above.
Due to the negative financial consequences of the pandemic, Glasgow City Council also requires assurance regarding the current liquidity of the bidding company.
The bidder must provide a Letter of Comfort from its own bank to satisfy the above financial requirement.
If the pandemic has had an adverse effect on the latest set of accounts filed with Companies House, Glasgow City Council will take that into account in determining financial suitability for the contract. The above, however, should not impinge on the financial viability of the company, as defined by the ratios set out in the financial requirements.
The Council reserves the right at its own discretion to seek such other information from the Applicant in accordance with Regulation 61(7) or Regulation 61(8) of the Public Contracts (Scotland) Regulations 2015 to prove the Applicant’s economic and financial standing.
Any Bidder that fails to achieve or exceed the criteria as stated above will be excluded at this stage.
Minimum level(s) of standards possibly required
Glasgow City Council’s Insurance Requirements are:
Bidder shall take out and maintain, throughout the period of the contract, Employer’s Liability insurance to the value of at least TEN MILLION POUNDS STERLING (10,000,000 GBP) in respect of any one event and unlimited in the period.
Bidder shall take out and maintain, throughout the period of the contract, Public Liability insurance to the value of at least FIVE MILLION POUNDS STERLING (5,000,000 GBP) in respect of any one event and unlimited in the period.
Bidder shall take out and maintain, throughout the period of the contract, Products Liability insurance to the value of at least FIVE MILLION POUNDS STERLING (5,000,000 GBP) in respect of any one event and in the aggregate.
Bidder shall take out and maintain throughout the period of their services and for a further 2 year on completion of their service, Professional Indemnity insurance to the value of a minimum TWO MILLION (2,000,000 GBP) POUNDS STERLING in respect of any one claim and in the aggregate.
The above insurances shall be with an insurance company registered with Financial Conduct Authority (FCA) in the UK, or equivalent body for other EU member states by the council and any organisation shall not sub-let or sub-contract any part of the commission unless the sub-contractor is similarly insured, unless the council agrees otherwise. It is the express responsibility of the lead organisation to ensure this is the case.
Should the Bidder not have the specified insurances at the time of tendering then, the Bidder must certify in their response to this ITT that the specified insurance will be obtained.
The Council reserves the right at its own discretion to seek such other information from the Applicant in accordance with Regulation 61(7) or Regulation 61(8) of the Public Contracts (Scotland) Regulations 2015 to prove the Applicant’s economic and financial standing.
The Bidder appointed to the contract shall, during the lifetime of the contract, inform the Council immediately of any material changes to the information provided in their submission in relation to economic and financial standing.
Any Bidder that fails to achieve or exceed the criteria as stated above will be excluded at this stage.
three.1.3) Technical and professional ability
List and brief description of selection criteria
Please provide 2 relevant examples of supplies and/or services carried out during the last three years as specified in the Contract Notice:
(Examples from both public and/or private sector customers and clients may be provided)
Responses should not exceed 2 X A4 sided of paper for each example and should be submitted in Ariel font 11. Where a submission exceeds the maximum number of sides of A4 paper requested, no account will be taken of the content of the contents beyond the maximum.
The weighting will be 50% for each example with 100% attributed to two examples for this contract. Bidders must score in total a minimum of 60% for SPD question 4C1.2. Any Bidder who fails to achieve the minimum points score will be excluded at this stage.
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
The supplier must complete all Inspection / Maintenance of Physical Education Equipment within the specified timelines
99% successfully completed no later than the anniversary inspection date
All agreed repairs to equipment will be delivered and met within the specified timelines
99% within 28 days from receipt of Purchase Order
All complaints raised by GCC to be logged, officially acknowledged, investigated and resolved to GCC satisfaction within one month of being raised.
The target is 99% within one month of being raised.
All maintenance and repair work carried out must be fully guaranteed against defects in materials and workmanship for the minimum period of 12 months from the completion date of each inspection, maintenance and repair.
During the guarantee period the supplier must respond to any notification of defects within 3-5 working days.
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 a single operator
In the case of framework agreements, provide justification for any duration exceeding 4 years:
3 Month period after 4 years for demobilisation/mobilisation.
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
Originally published as:
Date
28 February 2022
Local time
12:00pm
Changed to:
Date
2 March 2022
Local time
12:00pm
See the change notice.
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.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)
four.2.7) Conditions for opening of tenders
Date
28 February 2022
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: September/October 2025
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
Health & Safety – Bidders must complete the Health & Safety Questionnaire as part of their submission response. The Questionnaire will be evaluated pass or fail.
Freedom of Information Act – Information on the FOI Act is contained in Appendix A of the ITT. Bidders note the implications of the legislations and ensure any information they wish the council to consider withholding is specifically indicated on the certificate contained within the Technical response envelope within the PCS-T portal (The council does not bind itself to withholding this information).
Tenders Amendments Certificate – Bidders must enter any clause, condition, amendment to specification or any other qualification they may wish to make conditional to this offer in the tenders amendment certificate contained within the Technical response envelope within the PCS-T portal.
Prompt Payment Certificate – The successful bidder shall as a condition of being awarded to the framework will be required to demonstrate to the council’s satisfaction that all funds due to the tenderers permitted sub-contractors in respect of these works are paid timeously and that as a minimum invoices rendered by sub-contractors shall (unless formally disputed by the bidder) be paid within 30 days of receipt. The successful bidder shall impose this condition on it sub-contractors in respect of payments due to any sub-contractors, if any.
Bidders are required to complete the Non Collusion Certificate contained in Technical response area in PCS-T portal.
All suppliers will be required to sign an Insurance Mandate in Technical response envelope within PCS-T portal. If it is not signed and returned the Council reserve the right to request copies of Certificates from bidders at any point during the contract period.
Terms and conditions are located within the buyer’s attachment area with PCS-T portal.
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 42048. 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: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/
A summary of the expected community benefits has been provided as follows:
Bidders must offer a minimum of 25 points worth of Community Benefits from the Community Benefits Menu. Bidders must review the Community Benefits Menu and indicate the type and volume of any Community Benefits outcomes which they propose to deliver through this contract. The outcomes offered must meet the minimum Community Benefits points required for the contract.
(SC Ref:675409)
six.4) Procedures for review
six.4.1) Review body
Glasgow Sheriff Court and Justice of the Peace Court
PO Box 23 1 Carlton Place
Glasgow
G5 9DA
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
Glasgow City Council (“the Council”) must, by notice in writing as soon as possible after the decision has been made, inform all tenderers and candidates concerned of its decision to award the contract, conclude the framework agreement or establish a dynamic purchasing system. The Council must allow a period of at least the relevant standstill period (where the notice is sent by facsimile or electronic means the period is 10 days ending at midnight at the end of the 10th day after that on which the last notice is sent, when sent by other means the period is 15 days) to elapse between the date of despatch of the notice referred to in Regulation 85(1) of the Public Contracts (Scotland) Regulations 2015 (“the Regulations”). The Council is obliged to comply with the Regulations and any eligible economic operator can bring an action in the Sheriff Court or the Court of Session where as a consequence of a breach by the Council, suffers or risks suffering loss or damage. The bringing of court proceedings during the standstill period means that the Council must not enter into the contract, conclude the framework agreement or establish the dynamic purchasing system unless the proceedings are determined, discontinued or disposed of; or the court, by interim order, brings to an end the prohibition. The bringing of court proceedings after the standstill period has elapsed and the remedies that are available to the courts are detailed in the Regulations. Economic Operators can write to the Council seeking further clarification on the notice, to which the Council must respond within 15 days. Economic Operators should be mindful to seek their own independent legal advice when they consider appropriate to do so.