Section one: Contracting authority
one.1) Name and addresses
The City of Edinburgh Council
Waverley Court, 4 East Market Street
Edinburgh
EH8 8BG
Contact
Claudine Persaud
claudine.persaud@edinburgh.gov.uk
Telephone
+44 1314693727
Country
United Kingdom
NUTS code
UKM75 - Edinburgh, City of
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00290
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
www.publiccontractsscotland.gov.uk
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
www.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
Workshop Equipment Maintenance Services
Reference number
CT2599
two.1.2) Main CPV code
- 50111000 - Fleet management, repair and maintenance services
two.1.3) Type of contract
Services
two.1.4) Short description
The City of Edinburgh Council wish to appoint a single Contractor to (1) calibrate, test and service/maintain its vehicle workshop equipment (2) provide breakdown cover for key vehicle workshop equipment (3) manage its vehicle workshop equipment Asset Register.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 50111000 - Fleet management, repair and maintenance services
two.2.3) Place of performance
NUTS codes
- UKM75 - Edinburgh, City of
Main site or place of performance
Edinburgh.
two.2.4) Description of the procurement
The City of Edinburgh Council’s (the Council), Fleet Service Workshops provide comprehensive vehicle repair and testing services for vehicles owned and operated by the Council (approx.1000) & Edinburgh, Midlothian & West Lothian licenced Taxis (approx.4500).
A list of current vehicle workshop equipment (the equipment) is provided within the Council’s Asset Register (document entitled Schedule of Rates and Asset Register).
To support the delivery of these services the Council require to appoint a single contractor to:
- manage the Council’s vehicle workshop equipment Asset Register
- calibrate, test and service/maintain its vehicle workshop equipment
- provide a repairs/call out service for its vehicle workshop equipment
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 40
Price - Weighting: 60
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
2-year contract with the option to extend for 2 further 12-month periods thereafter (undertaken at the sole discretion of the Council).
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
SPD Part 4 (IV): Selection Criteria: Turnover - Question 4B.1 – In response to this question Bidders are required to provide their “general” annual turnover for the current year and for the prior year. Bidders are required to have a minimum “general” annual turnover of GBP 176,000 for the last two financial years.
SPD Part 4 (IV): Selection Criteria: Economic and Financial Standing - Financial Ratio - Question 4B.4 – In response to this question Bidders are required to provide the following information:
o Current Ratio for the current year
o Current Ratio for the prior year.
The formula for calculating a Bidder’s Current Ratio is current assets divided by current liabilities. The acceptable range for each year’s financial ratio is greater than 1.1.
SPD Part 4 (IV): Selection Criteria: Economic and Financial Standing - Insurance - Question 4B.5a, 4B.5b, 4B.5c - Bidders are required to hold, or commit to obtaining prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:
a. Professional Indemnity - GBP 5m
b. Employers (Compulsory) Liability Insurance - GBP 5m
c. Public and Products Liability Insurance - GBP 10m
Minimum level(s) of standards possibly required
SPD Part 4 (IV): Selection Criteria: Turnover - Question 4B.1 – Where a Bidder does not have a “general” annual turnover of the acceptable value, the Council may exclude the Bidder from the competition or may apply discretion seeking supporting evidence to determine the Bidder’s suitability to proceed in the competition.
SPD Part 4 (IV): Selection Criteria: Economic and Financial Standing - Financial Ratio - Question 4B.4 – Where a Bidder’s Current Ratio for each year is less than the acceptable value, the Council may exclude the Bidder from the competition or may apply discretion seeking supporting evidence to determine the Bidder’s suitability to proceed in the competition.
SPD Part 4 (IV): Selection Criteria: Economic and Financial Standing - Insurance - Question 4B.5a, 4B.5b, 4B.5c - Where a Bidders does not hold or commit to obtaining the types and levels of insurance indicated, the Council may exclude the Bidders from the competition or may apply discretion seeking supporting evidence to determine the Bidder’s suitability to proceed in the competition.
three.1.3) Technical and professional ability
List and brief description of selection criteria
SPD Part 4 (IV): Selection Criteria - Technical and Professional Ability – Relevant Examples - Question 4C1.2 - In response to this question Bidders are required to provide a one case study which demonstrates that they have the technical and professional ability required to deliver the specified service. The case study should demonstrate capacity and experience of delivering the specified type and volume of services in a similar environment (as described in the Contract Notice and appended documents). The case study should include (1) the contract value (2) the contract start/end date (3) client details (4) a demonstration of experience in operating within LOLER, P.U.W.E.R and COSHH regulations. The case study contract must have been delivered within the last 3 years and have been ongoing for at least a 1-year period. The Bidder must be/have been the main Contractor employed to deliver the case study contract and be able to provide evidence of this.
SPD Part 4 (IV): Selection criteria - Quality Assurance Schemes & Environmental Management - Question 4D.1 - It is a mandatory requirement that Organisations with more than 5 employees have in place a Health & Safety Policy which is approved at a senior level within the Organisation and is reviewed regularly. Bidders should confirm that this condition has been met within the response to this question and attach their Health and Safety Policy.
Minimum level(s) of standards possibly required
SPD Part 4 (IV): Selection Criteria - Technical and Professional Ability – Relevant Examples - Question 4C1.2 - Where a Bidder does not demonstrate suitability to the Council’s satisfaction, the Council may exclude the Bidder from the competition or may apply discretion seeking supporting evidence to determine the Bidder’s suitability to proceed in the competition.
SPD Part 4 (IV): Selection criteria - Quality Assurance Schemes & Environmental Management - Question 4D.1 - Where a Bidder does not have a Health & Safety Policy and is required to do so, the Council may exclude the Bidder from the competition.
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
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
22 April 2021
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
22 April 2021
Local time
12:30pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: 2-year contract with the option to extend for 2 further 12-month periods thereafter (undertaken at the sole discretion of the Council).
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
NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=641866.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
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:
As part of this contract the Contractor will be required to provide a minimum of one community benefit from the list of example community benefits detailed in Appendix 1 of the Tenderer's Submission document or suggested by your Organisation. Community Benefits offered must be specific to new community benefits offered as opposed to ongoing initiatives.
(SC Ref:641866)
Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=641866
six.4) Procedures for review
six.4.1) Review body
Edinburgh Sheriff Court
27 Chambers Street
Edinburgh
EH1 1LB
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
A tenderer that suffers loss as a result of a breach of duty under the Public Contracts (Scotland) Regulations 2015 may bring proceedings in the Sheriff Court or the Court of Session. The City of Edinburgh Council (the Council) will have a minimum standstill period of 10 days before awarding the contract. The communication of the award decision notice will be sent by fax or e-mail to all tenderers with the standstill period commencing on the next day. If proceedings are started in the Sheriff Court or the Court of Session against the Council in respect of the decision to award the contract within the standstill period then the Council is prevented from awarding the contract. Post contract award the Sheriff Court or the Court of Session may (1) award damages provided proceedings are brought within 3 months from the date when the grounds for the bringing of the proceedings first arose (2) be entitled to issue an ineffectiveness order or impose a financial penalty on the Council. A claim for an ineffectiveness order must be made within 30 days of the Contract Award Notice being published in the FTS or within 30 days of the date those who expressed an interest in or otherwise bid for the contract were informed of the conclusion of the contract or in any other case within 6 months from the date on which the contract was entered into.