Section one: Contracting authority
one.1) Name and addresses
Dundee City Council
Dundee City Council, Procurement, Dundee House, Floor 4, 50 North Lindsay Street
DUNDEE
DD1 1NZ
Contact
Claire Petrie
claire.petrie@dundeecity.gov.uk
Telephone
+44 1382433417
Country
United Kingdom
NUTS code
UKM71 - Angus and Dundee City
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00220
one.1) Name and addresses
Angus Council
Angus House, Orchardbank Business Park
Forfar
DD8 1AN
Telephone
+44 3452777778
Country
United Kingdom
NUTS code
UKM71 - Angus and Dundee City
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00236
one.1) Name and addresses
Perth & Kinross Council
2 High Street
Perth
PH1 5PH
Telephone
+44 1738475000
Country
United Kingdom
NUTS code
UKM77 - Perth & Kinross and Stirling
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00372
one.1) Name and addresses
Aberdeen City Council
Woodhill House, Westburn Road
Aberdeen
AB16 5GB
CPSSprocurement@aberdeencity.gov.uk
Telephone
+44 1467539600
Country
United Kingdom
NUTS code
UKM50 - Aberdeen City and Aberdeenshire
Internet address(es)
Main address
http://www.aberdeencity.gov.uk
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00231
one.1) Name and addresses
Aberdeenshire Council
Woodhill House, Westburn Road
Aberdeen
AB16 5GB
cpssprocurement@aberdeencity.gov.uk
Telephone
+44 1467539600
Country
United Kingdom
NUTS code
UKM50 - Aberdeen City and Aberdeenshire
Internet address(es)
Main address
http://www.aberdeenshire.gov.uk
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00232
one.1) Name and addresses
Moray Council
High Street
Elgin
IV30 1BX
Telephone
+44 1343563137
Country
United Kingdom
NUTS code
UKM62 - Inverness & Nairn and Moray, Badenoch & Strathspey
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00160
one.1) Name and addresses
The Highland Council
Glenurquhart Road
Inverness
IV3 5BX
Contact
Elizabeth Maciver
Elizabeth.Maciver@highland.gov.uk
Telephone
+44 1463702386
Country
United Kingdom
NUTS code
UKM6 - Highlands and Islands
Internet address(es)
Main address
http://katie.macaulay@highland.gov.uk
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00045
one.2) Information about joint procurement
The contract involves joint procurement
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
Provision of Winter Roads Forecasting (Tayside and North East Scotland)
Reference number
DCC/CD/38/24
two.1.2) Main CPV code
- 71351600 - Weather-forecasting services
two.1.3) Type of contract
Services
two.1.4) Short description
The Purchasers operate a weather maintenance program which relies on Winter Roads Weather Forecasting Bureau and Associated Services to be provided for their weather monitoring stations. This Contract will provide the Purchasers with a mechanism to make gritting decisions throughout the winter season. In turn, this allows the Purchasers to discharge their duties under the Roads (Scotland) Act 1984 and is considered an essential service that must be provided.
The Bureau Services providers gathers data using loggers, then transfers info to Forecaster and Forecaster returns forecast to the Bureau Services provider. The Bureau Services provider shares the data/forecast info/alerts with the Purchasers via web application.
two.1.5) Estimated total value
Value excluding VAT: £525,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 71351600 - Weather-forecasting services
two.2.3) Place of performance
NUTS codes
- UKM71 - Angus and Dundee City
two.2.4) Description of the procurement
The Purchasers operate a weather maintenance program which relies on Winter Roads Weather Forecasting Bureau and Associated Services to be provided for the Council’s their weather monitoring stations. This Contract will provide the Purchasers with a mechanism to make gritting decisions throughout the winter season. In turn, this allows the Purchasers to discharge their duties under the Roads (Scotland) Act 1984 and is considered an essential service that must be provided.
The Bureau Services providers gathers data using loggers, then transfers info to Forecaster and Forecaster returns forecast to the Bureau Services provider. The Bureau Services provider shares the data/forecast info/alerts with the Purchasers via web application.
two.2.5) Award criteria
Quality criterion - Name: Producing Reports and the Content Required / Weighting: 15
Quality criterion - Name: Template Reports / Weighting: 13
Quality criterion - Name: Implementation Plan / Weighting: 10
Quality criterion - Name: Resilience of the System / Weighting: 10
Quality criterion - Name: Self Evaluation / Weighting: 10
Quality criterion - Name: Training / Weighting: 8
Quality criterion - Name: Community Benefits Through The Contract / Weighting: 2
Quality criterion - Name: Fair Work First / Weighting: 2
Price - Weighting: 30
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 October 2024
End date
30 September 2027
This contract is subject to renewal
Yes
Description of renewals
To be re-tendered for contract implementation 1 October 2027
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
The Purchasers require a robust ‘forecaster intervened’ Winter Roads Weather Forecasting service supplied by an established and recognised weather forecasting company with appropriate skills, experience and resource to undertake the exacting requirements of the Purchaser (as opposed to automated service content).
The Forecasting Service Provider must have a proven track record in providing accurate Winter Roads Weather Forecasts for sites in a similar topographical area (Note: geographical area of Perth & Kinross, Dundee, Angus, Aberdeen City and Shire, Moray and Highland)
All text should be specific to the Purchaser(s) geographic area and be produced by a qualified ‘roads’ meteorologist and not generated automatically from a computer.
three.1.2) Economic and financial standing
List and brief description of selection criteria
The Council will utilise Equifax Score check to assess the Economic and financial standing of organisations bidding for contracts.
Tenderers (including all participants in a group) are required to have a Score check Score of 35 or above in order to demonstrate their
financial strength and stability.
It is recommended that Tenderers review their own Score check score in advance of submitting a Tender Submission. Where the Tenderer
does not have a Score check score, or where the Tenderer does not consider that the Score check score reflects their current financial status;
the Tenderer may give an explanation within the Tender Submission, together with any relevant supporting alternative evidence which
demonstrates its financial strength/stability.
Where the Tenderer is under no obligation to publish accounts and therefore does not have a Score check score, they must provide their
audited financial accounts for the previous 2 years as part of their SPD Submission in order that the Council may assess these to determine
the suitability of the Tenderer to undertake a contract of this size.
As an alternative to the above requirement but only for bidders who started trading less than 3 years prior to the return date for the Tender
response set out below, those bidders must demonstrate adequate financial capacity for the Contract by the following evidence:
A business plan for a minimum 3-year trading period setting out projected annual average turnover;
audited or unaudited (if the company has no legal audit requirement) accounts for any years trading to date, and
letter of support for the bidder’s bank setting out the level of financial support available to the business from the bank and for how long that
is available.
A bank letter of support should explain the amount and duration of financial support made available to the business by the bank and what
information, such as a business plan for the period 01/04/2024 – 31/03/2027, was considered by the bank in deciding to make that support
available. These are matters of fact not opinion so should be able to be given by any bank on the authority of their customer. It must be
understood, however, that the sufficiency or otherwise of the bank letter can only be judged after submission and assessment of all
Questionnaire responses so the provision of as much information as possible is encouraged.
All of this information must be in terms entirely satisfactory to the Purchasing Authority. We reserve the right (but are not obliged) to seek
additional clarification and/or supporting information from or about the bidder to satisfy us in this regard, for example, a bank reference.
Where a Tenderer does not meet the minimum financial requirements in its own right and wishes to rely on the financial standing of a
parent company, Tenderers should provide a statement that they commit to obtaining a parent company guarantee in the form attached in
the Standard Documents Parent Company Guarantee.
Where a consortium bid is received, the Score check score of each consortium member shall be assessed and each must achieve a Score
check score of 35 or above.
Where a sub-contractor material to the performance of the Contract or where the Tenderer intends to sub-contract more than 25% of any
contract value to a single sub-contractor, the Tenderer may be required to confirm that the sub-contractor(s) has a Score check score of 35
or above The Council reserves the right to request one copy of all sub-contractor last 3 financial years' audited accounts and details of
significant changes since the last financial year end.
Minimum level(s) of standards possibly required
The Supplier shall have in force and shall require any sub-contractor to have in force:
(a) employer's liability insurance in accordance with any legal requirements for the time being in force but covering at least all employers’ liability matters which are the subject of indemnities or compensation obligations under these Conditions in the sum of not less than 10 million GBP for any one incident, unless otherwise agreed by the Purchaser in writing, and
(b) public liability insurance for such sum and range of cover as the Supplier deems to be appropriate but covering at least all matters which are the subject of indemnities or compensation obligations under these Conditions in the sum of not less than 10 million GBP for any one incident and unlimited in total, unless otherwise agreed by the Purchaser in writing.
(c) professional indemnity insurance for such sums and range of cover as the Supplier deems to be appropriate but covering at least all the professional indemnity matters which are the subject of indemnities or compensation obligations under these Conditions in the sum of not less than 5 million GBP for any one incident, unless otherwise agreed by the Purchaser in writing
Public and Products insurance for each sum and range of cover as the Supplier deems to be appropriate but covering at least all matters which are the subject of indemnities or compensation obligations under these Conditions in the sum of not less than 5 million GBP for any one incident and unlimited in total, unless otherwise agreed by the Purchaser in writing.
three.1.3) Technical and professional ability
List and brief description of selection criteria
The Purchasers require a robust ‘forecaster intervened’ Winter Roads Weather Forecasting service supplied by an established and recognised weather forecasting company with appropriate skills, experience and resource to undertake the exacting requirements of the Purchaser (as opposed to automated service content).
The Forecasting Service Provider must have a proven track record in providing accurate Winter Roads Weather Forecasts for sites in a similar topographical area (Note: geographical area of Perth & Kinross, Dundee, Angus, Aberdeen City and Shire, Moray and Highland)
All text should be specific to the Purchaser(s) geographic area and be produced by a qualified ‘roads’ meteorologist and not generated automatically from a computer.
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
Staff (including sub-contractor staff) directly involved in the delivery of the Contract, must be paid at least the real Living Wage.
The Scottish Public Sector considers the payment of the real Living Wage to be a significant indicator of an employer's commitment to fair work practices and that payment of the real Living Wage is one of the clearest ways an employer can demonstrate that it takes a positive approach to its workforce.
The real Living Wage is a rate of pay which applies to all employees aged 18 and above and is sufficient to ensure that the recipient may enjoy an acceptable standard of living. There are two rates of the real Living Wage: the UK wide rate and the London rate. The rates are announced annually by the Living Wage Foundation.
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
Originally published as:
Date
19 June 2024
Local time
12:00pm
Changed to:
Date
26 June 2024
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: 3 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
19 June 2024
Local time
12:00pm
Place
Electronic Postbox
Information about authorised persons and opening procedure
Procurement Category Officer
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: May 2027
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
The Contract Awarding process will only be undertaken where firm commitment to proceed has been given by 4 out of the 7 Participating Partners.
The Forecaster must do both types of Forecasting (Domain based and Route Based).
Tender Clarification (a session online) for Bidders can be held during the tender open period if there is demand for this. The Session will be noted and the note published in the Additional Information Section of this Notice. Tenderers must advise by 7 June 2024. Contact Named Contract mentioned at the Start of This Notice. Claire.Petrie@dundeecity.gov.uk.
Full details of the Evaluation Criteria is contained in the ITT documentation. (which can be found in the Additional Documents Section of this Notice).
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=766441.
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: 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 will become a contract requirement for contractors to deliver Community Benefit activities over the duration of this contract.
Tenderers will require to confirm their commitment and provide details of the types of Community Benefits which will deliver the local community (of the Councils) in relation to this contract.
(SC Ref:766441)
Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=766441
six.4) Procedures for review
six.4.1) Review body
Dundee Sherriff Court and Justice of the Peace Court
Sherriff Court House, 6 West Bell Street
Dundee
DD1 9AD
Country
United Kingdom
Internet address
six.4.4) Service from which information about the review procedure may be obtained
Scottish Courts Service
Saughton House, Broomhouse Drive
Edinburgh
EH11 3XD
Telephone
+44 1314443300
Country
United Kingdom