Section one: Contracting authority
one.1) Name and addresses
Caerphilly CBC
Penallta House
Hengoed
CF82 7RG
Contact
Helen Sellwood Sellwood
Telephone
+44 1443863282
Country
United Kingdom
NUTS code
UKL16 - Gwent Valleys
Internet address(es)
Main address
Buyer's address
https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0272
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://supplierlive.proactisp2p.com/account/login
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://supplierlive.proactisp2p.com/account/login
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at
https://supplierlive.proactisp2p.com/account/login
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 Period Products and Associated Services
Reference number
CCBC/PS2497/23/HS
two.1.2) Main CPV code
- 33700000 - Personal care products
two.1.3) Type of contract
Supplies
two.1.4) Short description
Caerphilly County Borough Council (the Council) has the requirement to procure period dignity products and associated services. Welsh Government (WG) has awarded funding to the council to purchase period products and associated services for individuals. The products will be purchase by the Council and distributed to individuals within, schools and the community free of charge.
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
two.2) Description
two.2.1) Title
Non-Reusable Products and Associated Services
Lot No
1
two.2.2) Additional CPV code(s)
- 33700000 - Personal care products
- 85142300 - Hygiene services
- 33771100 - Sanitary towels or tampons
two.2.3) Place of performance
NUTS codes
- UKL16 - Gwent Valleys
Main site or place of performance
Within the boundaries of Caerphilly County Borough Council
two.2.4) Description of the procurement
The Council wishes to establish an arrangement for the provision of ecofriendly period products that must be sustainable and environmentally/eco-friendly, including all packaging associated with the product. Lot 1 non reusable products and associated services. All products must be plastic free.
Providers must be able to provide the full requirements of the core list of products as per the tender specification
Delivery shall be to a number of various establishments within Caerphilly County Borough
The tender process is a two stage process
Stage one - Compliance pass / fail questions
Stage two - This stage will be evaluated using the Most Economically Advantageous Tender (MEAT) criterion, structured as follows: Quality 80% / cost 20%
The contract shall be awarded to one provider per lot
Full details are in the ITT
two.2.5) Award criteria
Quality criterion - Name: Tender Response / Weighting: 80
Cost criterion - Name: Price / Weighting: 20
two.2.6) Estimated value
Value excluding VAT: £276,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
24
This contract is subject to renewal
Yes
Description of renewals
The contract is for an initial period of twenty four months with the option to extend for up to a further period of twenty four months extended on an annual basis
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
two.2.14) Additional information
WG currently provide the council with funding to purchase products and services. All orders purchased off this arrangement is dependent on the actual funding recieved from WG. If the funding ceases then the Council may not be able to purchase further products. The estimated funding is for the full four years, however this may change due to supply and demand and the funding available.
two.2) Description
two.2.1) Title
Reusable Products and Associated Services
Lot No
2
two.2.2) Additional CPV code(s)
- 33700000 - Personal care products
two.2.3) Place of performance
NUTS codes
- UKL16 - Gwent Valleys
Main site or place of performance
Within the Boundaries of Caerphilly County Borough Council
two.2.4) Description of the procurement
The Council wishes to establish an arrangement for the provision of ecofriendly period products that must be sustainable and environmentally/eco-friendly, including all packaging associated with the product. Lot 2 Reusable products and associated services.
Providers must be able to provide the full requirements of the core list of products as per the tender specification.
Delivery shall be to a number of various establishments within Caerphilly County Borough.
The tender process is a two stage process
Stage one - Compliance pass / fail questions
Stage two - This stage will be evaluated using the Most Economically Advantageous Tender (MEAT) criterion, structured as follows: Quality 80% / cost 20%
The contract shall be awarded to one provider per lot
Full details are in the ITT
two.2.5) Award criteria
Quality criterion - Name: Tender Response / Weighting: 80
Cost criterion - Name: price / Weighting: 20
two.2.6) Estimated value
Value excluding VAT: £137,500
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
24
This contract is subject to renewal
Yes
Description of renewals
The contract is for an initial period of twenty four months with the option to extend for up to a further period of twenty four months extended on an annual basis
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
two.2.14) Additional information
WG currently provide the council with funding to purchase products and services. All orders purchased off this arrangement is dependent on the actual funding recieved from WG. If the funding ceases then the Council may not be able to purchase further products. The estimated funding is for the full four years, however this may change due to supply and demand and the funding available.
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
15 December 2023
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
15 December 2023
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
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
PLEASE NOTE REGISTERING AN INTEREST IN THE SELL2WALES NOTICE IS NOT
REGISTERING AN INTEREST IN THIS TENDER YOU MUST FOLLOW THE
INSTRUCTIONS BELOW IN ORDER TO SUBMIT A TENDER
As part of the process, the tender will be undertaken utilising Caerphilly CBC's Proactis Portal e-tendering system.
Therefore, companies are invited to follow the directions below to register on the system:
1. Log in to the Proactis Portal E-tendering system at https://www.proactisplaza.com
2. Click the "Sign Up" button.
3. Enter your details such as Organisation Name, Details and Primary Contact Details.
4. Please make a note of the Organisation ID and Login Name, then click Register.
5. You may then receive an email from the system asking you to Click here to activate your account. This takes you to Enter Organisation Details. Or you may be redirected straight to your account home page, depending on your browser.
6. Please enter the information requested, click Next and follow the instructions ensuring that you enter all applicable details.
7. In the Enter Product Classification screen please ensure that you select the Product Classification Codes (CPV Codes)that appear in the tender notice.
8. Accept the Terms and Conditions and then click Next. This takes you in to the Welcome window.
9. In the Welcome window please enter your Organisation name, Organisation ID and User Name (User ID). You now need to create your unique password. Please ensure that you make a note of this along with the other information already recorded.
10. Now click Done and you will enter the Supplier Home page.
11. From the Home Page, go to the “Opportunities” area, where you can search for this Opportunity. Click on the "Show Me Arrow" of the relevant opportunity and then click to register your interest on the relevant button.
12. Click the Opportunities Icon on the left of the page so that the page is refreshed, then, click on the "Show Me Arrow" of the relevant contract again and this will take you into the create a response section of the portal.
13. Note the closing date for completion of the relevant project. Please review the tabs at the top of the page as there will be information relating to the project held here.
14. You can now either continue to fill out this area and create a response or if the project is not of interest to you Decline this opportunity by clicking the "Decline" button at the top of the page.
Tenderers shall express an interest in tendering for this arrangement by registering their interest on the Proactis Portal System as stated above and then completing the online e-tender submission. If you have any issues with your account please use the 'Raise a Ticket' function on the Proactis Portal. Instructions on how to utilise this function can be found in the attachments.
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=136502.
(WA Ref:136502)
The buyer considers that this contract is suitable for consortia.
six.4) Procedures for review
six.4.1) Review body
High Court
Royal Courts of Justice, The Strand
London
WC2A 2LL
Telephone
+44 2079477501
Country
United Kingdom