Section one: Contracting authority
one.1) Name and addresses
Scottish Police Authority
1 Pacific Quay, 2nd Floor
Glasgow
G51 1DZ
procurementtenders@scotland.police.uk
Telephone
+44 1786895668
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=AA19762
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
Body governed by public law
one.5) Main activity
Public order and safety
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
PROC-23-2132 Specialist Paper, Ancillary Items and Technical Support
Reference number
PROC-23-2132
two.1.2) Main CPV code
- 30197630 - Printing paper
two.1.3) Type of contract
Supplies
two.1.4) Short description
The Scottish Police Authority (hereafter referred to as “the Authority”) has a requirement for Specialist Papers and ancillary items to be supplied and delivered to various Print Services, Police Scotland locations and will also include technical support services.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKM - Scotland
two.2.4) Description of the procurement
FTS - Open Procedure
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 30
Price - Weighting: 70
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
Yes
Description of renewals
The contract will be renewed at the end of the contract period (including extensions if activated)
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.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
It is a requirement of this tender that if the Tenderer is UK based they must hold a valid registration with Companies House. Where the Tenderer is UK based but not registered at Companies House they must be able to verify to the SPA’s satisfaction that they are trading from the address provided in the tender and under the company name given.
Tenderers within the UK must confirm if they are registered under Companies House within this question.
If the Tenderer is based out-with 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.
three.1.2) Economic and financial standing
List and brief description of selection criteria
It is a requirement of this Contract that Tenderers hold, or can commit to obtain prior to the commence of any subsequently awarded Contract, the items indicated below:
SPD Question 4B5 Insurances
Employers (Compulsory) Liability Insurance = 10 million GBP in respect of each claim without limit to the number of claims. Tenderers may be required to provide their current Employers Liability Insurance certificate which should include name of the insurers, policy numbers, expiry date and limits for any one incident and annual aggregate caps and the excesses under the policies.
Public Liability Insurance = 5 million GBP in respect of each claim without limit to the number of claims. Tenderers may be required to provide a copy of their current Public Liability Insurance certificate.
Product Liability Insurance = 5 million GBP in respect of each claim and in the aggregate. Tenderers may be required to provide a copy of their current Professional Indemnity Insurance certificate.
Motor Vehicle Insurance = Minimum Third-Party Motor Vehicle Liability in respect of any motor vehicle or plated plant used. Tenderers may be required to provide a copy of their current Motor Vehicle Insurance
SPD Question 4B6 Financial Standing
The Authority will access a Credit safe report for a Tenderers organisation and use the information contained within to assist with the assessment of the Tenderer’s economic and financial standing. Tenders are asked to provide their company number within the SPD to allow the Authority to access a Credit Safe Report.
Within such reports, the risk of business failure is expressed as a score of less than 30 (high risk of business failure). In the event that a company is determined to have a risk failure rating of 30 and below i.e. that the company is considered to have a high risk of business failure, the submission will not be considered further.
If you are successful in the award of this contract and your risk failure rating falls below 30 then the SPA reserve the right to remove you from this contract. It is the Contractor’s responsibility to ensure that the information held by Credit Safe is accurate and up to date.
For the avoidance of doubt, the SPA will request a report from Credit Safe following the closing date for the receipt of the Tenders to ensure that the most up to date information is used. Where you are not registered on credit safe e.g. charitable organisations or new start companies/ Sole Traders with less than 3 years trading history, discretionary powers are available to the Director of Finance to consider abbreviated accounts along with bankers references etc.
Tenderers should be aware that any outstanding County Court Judgements will have a detrimental effect on the rating held by Credit Safe and it is your responsibility to ensure that the information held by Credit Safe is accurate and up to date - failure to do so will result in rejection of your submission.
IMPORTANT NOTE: This requirement is not applicable to Sole Traders/ Charities. Sole Traders/ Charities may be required to provide a bankers reference if successful.
three.1.3) Technical and professional ability
List and brief description of selection criteria
Tenderer`s will be required to provide evidence of having the necessary capacity and capability to deliver the requirements stated within the tender documents.
The below requirements will be requested during the tender process:
SPD Question 4C.1.2 Technical and Professional Ability
With reference to the nature and details of the supplies/services that are the subject matter of this tender, relevant examples are to be provided of the supplies/services undertaken by the Tenderer in the last 3 years.
Minimum number of relevant examples: Two (2)
Tenderer`s will be required to provide evidence of having the necessary capacity and capability to deliver the requirements for the Supply and Delivery of Specialist Paper, Ancillary items and Technical Support
Two (2) examples of the provision of similar goods/services/works may be requested and must be from within the last 3 years for goods and services and within the last 5 years of work contracts.
If Tenderers are unable to provide two (2) examples the tenderer may be required to explain why examples cannot be provided.
If available, copies of completion certificates or customers' written declaration which validates the examples you have provided.
Guidance
If you cannot provide certificates or customer declarations the Authority may choose to contact customers cited directly in order to validate the experience examples you have provided without any further reference to you.
SPD Question 4C.7 Technical and Professional Ability (Environmental Management Measures)
Please provide details of the environmental management measures which the bidder will be able to use when performing the contract:
Tenderers must provide details of their environmental accreditation, standards and traceability and will confirm that they will employ environmental management measures that meet the following requirements:
-Accreditation for paper ie FSC, recycled etc against the list of requirements.
-Carbon capture programme measured against supply.
SPD Question 4C.11 Technical and Professional Ability (Samples)
Tenderers must confirm that they will provide samples, descriptions and/or photographs of the products to be supplied which do not require a certificate of authenticity, if they are required to do so.
Tenderers must deliver 6 sheets or 4 sets of each product that is sheet based, as listed below, to each of the listed PS Print Services locations for evaluation purposes only and must be delivered before the deadline for tender submissions on 12noon, Thursday, 29th February 2024.
SPD Question 4C.11.1 Technical and Professional Ability (Samples Certificates of Authenticity)
The Tenderer must confirm that they will provide certificates of authenticity where required.
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
During the period of the Contract Agreement, the Contractor shall monitor and measure their performance against the Key Performance Indicators (KPIs) detailed below:
Quality – Category Weight (65%)
Cost – Category Weight (5%)
Service – Category Weight (25%)
Sustainability – Category Weight (5%)
three.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
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
8 March 2024
Local time
12:00pm
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: 6 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
8 March 2024
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: The Authority reserves the right to renew the contract.
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
Economic Operators
Applicable to FTS Notices: 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.
SPD Question 4C.12 Quality Control Requirements
SPD Question 4D.1 Quality Assurance/Health and Safety Requirements
Living Wage
Equality and Diversity
Declaration of Non-Involvement in Serious Organised Crime
Subcontractor Detail
Data Protection
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 24523. 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:
Refer to Community Benefits clause (clause 2.28) within the ITT
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 24523. 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:
It has become clear that there is scope within the EU legal framework which applies to public contracts, to use contracts to deliver wider social benefits such as:
- Targeted recruitment and training (providing employment and training opportunities/Apprenticeships)
- SME and social enterprise development
- Community engagement
As part of your response to the Quality criteria, Tenderers are requested to provide an outline of all community benefits you can offer for this contract.
(SC Ref:756594)
six.4) Procedures for review
six.4.1) Review body
Glasgow Sheriff Court and Justice of the Peace Court
Glasgow
Country
United Kingdom