Section one: Contracting authority
one.1) Name and addresses
Glasgow City Council
40 John St, City Chambers
Glasgow
G2 1DU
Telephone
+44 1412872000
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
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
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
Utility Management Software
Reference number
GCC005508CPU
two.1.2) Main CPV code
- 71314200 - Energy-management services
two.1.3) Type of contract
Services
two.1.4) Short description
Supply of an energy management bureau service including a monitoring and targeting (M&T) system and bill validation for multi-utilities at multiple sites across the Council.
two.1.5) Estimated total value
Value excluding VAT: £350,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 71314200 - Energy-management services
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
Supply of an energy management bureau service including a monitoring and targeting (M&T) system and bill validation for multi-utilities at multiple sites across the Council.
two.2.5) Award criteria
Quality criterion - Name: Account Management / Weighting: 4%
Quality criterion - Name: System Overview and Demonstration / Weighting: 14%
Quality criterion - Name: Security / Weighting: 4%
Quality criterion - Name: Management System/Functionality / Weighting: 12%
Quality criterion - Name: Bill Validation / Weighting: 14%
Quality criterion - Name: Project Implementation / Weighting: 8%
Quality criterion - Name: Training / Weighting: 4%
Quality criterion - Name: Fair Work First / Weighting: 5%
Price - Weighting: 35
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
up to 24 months
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 trading performance, balance sheet strength and current liquidity
Financial requirements for trading performance and balance sheet strength should be calculated on latest filed accounts
accounts with Companies House
Trading Performance
An overall positive outcome on EBITDA earnings over a 3 year period
Exceptional items can be excluded from the calculation.
The above would be expressed in the ratio EBITDA/Turnover
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
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 who have been trading for less than the 3 years noted above must provide
evidence that they are complying with the above minimum financial requirements
for the period in which they have been trading.
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 potential negative financial consequences of the pandemic on company finances, Glasgow City Council also requires assurance regarding current liquidity of the bidding company. The bidder must provide a Letter of Comfort from its own bank to satisfy the above financial requirement.
The internal procedures of each bank is different, therefore it is difficult for Glasgow City Council to be definitive, as to the precise wording of the Letter of Comfort, but the undernoted wording should provide an example of the broad requirements of the Letter:-
I can confirm that the above company holds an account with this bank, and has been a customer
of the bank since (Date)
The account has always been maintained in a satisfactory manner, and the customer has always
complied with our operational requirements
The customer currently has credit balances of (Amount), and as such has sufficient liquidity
to undertake the contract with Glasgow City Council, at the value and duration
we believe the contract to be at.
Finally, I am obliged to state that the Bank is not a Credit Reference Agency, and the response above, cannot be relied upon as such'
If the pandemic has had an adverse affect 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 above financial requirements.
Glasgow City Council reserves the right, at its own discretion, to seek such other information from the Bidder
in accordance with Regulations 61(7) or Regulation 61 (8) of the Public Contracts (Scotland) Regulations 2015 to prove the Bidder's economic and financial standing.
Minimum level(s) of standards possibly required
Glasgow City Council’s Insurance Requirements are:
The organisation/consultant shall take out and maintain throughout the period of their services Employer’s Liability insurance to the value of at least TEN MILLION (10,000,000) POUNDS STERLING in respect of any one claim and unlimited in the period.
The organisation/consultant shall take out and maintain throughout the period of their services Public Liability insurance to the value of at least FIVE MILLION (5,000,000) POUNDS STERLING in respect of any one claim and unlimited in the period.
Glasgow City Council also requires that the successful bidder will retain a sufficient level of Professional Indemnity Insurance required to cover any services to be performed within the scope of the contract.
The standard requirement for Glasgow City Council is:
The organisation/consultant shall take out and maintain throughout the period of their services and for a further 6 years on completion of their service, Professional Indemnity insurance to the value of a minimum ONE MILLION (1,000,000) 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 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.
three.1.3) Technical and professional ability
List and brief description of selection criteria
Bidders are required to provide evidence of having the necessary capacity and capability to deliver the requirements of the contract.
Bidders shall demonstrate their experience in delivering the relevant services similar to the project requirements as detailed within the tender documentation by using examples from their own experience.
As part of your response please provide as a minimum, the following information:
- name of the client, contract value, project duration
- a description of the scope, size and complexity of the contract
- a brief project description including mobilisation and service provision
- details of where you have been able to demonstrate added value through the adoption of innovative solutions
Bidders must score a minimum threshold of 60% for each question within the section Technical and Professional Ability. Any Bidder who fails to achieve the minimum points score for any question will be disqualified and not be taken through to the Award Criteria stage.
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
KPI's can be located within the Invitation to Tender document.
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
21 March 2023
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: 4 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
21 March 2023
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: January/February 2028
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
Award criteria questions can be found in the ITT together with the weightings. The responses to these questions should be inserted into the award criteria response document and uploaded to the Technical Envelope within PCS-T.
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 22515. 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:
Community benefits are included in this requirement. For more information see:
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:721869)
six.4) Procedures for review
six.4.1) Review body
Glasgow Sheriff Court and Justice of the Peace Court
Glasgow
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.