SECTION · Web view2021. 7. 21. · 1.1 Your organisation, along with others, are invited to submit a tender . for . Tender Title. referenced . Tender Reference. 1.2 The deadline

Invitation to Tender for

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Ref:

To arrive no later than:Tender Return Date @12:00 Noon

TO BE COMPLETED BY ALL TENDERERSOrganisation:Contact:Department:Address:Town:Postal Code:Country:Telephone: +44Fax: +44Email Address:

What is the company size? Micro, small, Medium or LargeWhat is the company type? Private, Charity, SE or other third sectorDoes the company pay the Real Living WageIs the company an accredited Living Wage EmployerHas the company signed up to the Scottish Business PledgeIs the company a Supported Business

Contract ValueOver the lifetime of the contract

TO BE COMPLETED BY ALL TENDERERS

£

ITT Works Contract June 21 1

SECTION 1: INTRODUCTION AND CONTACT DETAILS..........................................3SECTION 2: CONTACT DETAILS...............................................................................4SECTION 3: PROCUREMENT TIMETABLE...............................................................4SECTION 4: INSTRUCTIONS FOR SUBMISSION OF TENDER...............................5SECTION 5: EVALUATION OF TENDER..................................................................11SECTION 6: SPECIFICATION...................................................................................15SECTION 7: METHOD STATEMENTS......................................................................16SECTION 8: PRICING SCHEDULE...........................................................................19SECTION 9: CERTIFICATE OF NON CANVASSING AND NON COLLUSION........20SECTION 10: FORM OF TENDER............................................................................21SECTION 11: DECLARATION CERTIFICATE..........................................................22SECTION 12: IMPORTANT INFORMATION TO CANDIDATES..............................23


SECTION 1: INTRODUCTION AND CONTACT DETAILS

1.1 Your organisation, along with others, are invited to submit a tender for Error: Reference source not found referenced Error: Reference source not foundError: Reference source not foundError: Reference source not foundError: Reference source not found .

1.2 The deadline for submission of tenders is Error: Reference source not found @12:00 Noon

1.3 The information and instructions provided in this Invitation to Tender are designed to ensure that all tenders are given equal and fair consideration. If you have any doubts as to what is required, or you have difficulty in providing the information, please contact the person named below.

1.4 Please check that you have received all of the information listed in the ‘Contents’. If any of the information is missing, you should notify the named contact, below, immediately.

1.5 If you have any queries relating to the tender documentation, or would like to request further information, please contact the person named below.though the Public Contracts Scotland Advertising Portal http://www.publiccontractsscotland.gov.uk/

The Online Questions & Answers facility allows suppliers to submit queries online for tender procedures that are advertised on the website. Purchasers can then manage and respond to clarifications online and circulate questions and answers to all suppliers on the interest list.

Clackmannanshire Council use this function to handle questions and clarifications during a tender procedure. Rather than handling queries via email or telephone, all questions can be submitted and responded to online and stored along with other notice details for easy reference. Please do not contact any member of the Council out with this process until the tender process is completed and awarded.

Suppliers are asked to use the online Q&A facility when this option has been activated by the Council, rather than submitting the query by email for example. After recording an interest in a specific notice, suppliers will be able to ask a question electronically and receive an automatic response when the query is answered.

1.6 [Tenderers will also have the opportunity to attend a clarification meeting with the Council to take place on [insert date]. At this meeting, Tenderers will be able to meet with the Council to discuss their approach to the requirements and to clarify any queries on the tender documentation. The clarification meetings will take place at [insert address] on [insert time and date] – Delete as appropriate]

1.7 [You should note that any issues raised at the meeting that are not commercially confidential will be shared with the other Tenderers and the Council’s answers to any written queries may also be circulated to all Tenderers. Delete as appropriate]


SECTION 2: CONTACT DETAILS

Name

Position

Service

SECTION 3: PROCUREMENT TIMETABLE

The intended timetable for this procurement is:

TimetableExpected issue of Invitation to Tender (ITT)Expected date for Return of Tender Documents (ITT)1 40 Days Error: Reference

source not found @12:00 Noon

Expected Evaluation of ITT - Week CommencingExpected Intent to award decision (if applicable only route 3)Expected Standstill period (if applicable only route 3)2 15 days Error: Reference

source not foundError: Reference source not found

Anticipated completion date for debrief/feedback sessionsExpected Award decisionContract Commencement Error: Reference

source not foundContract Extension (if applicable) Error: Reference

source not foundContract End (including any extensions) Error: Reference

source not found

Please note:

The Council reserves the right to cancel the tender process at any point. The Council is not liable for any costs resulting from any cancellation of this tender process, nor for any other costs incurred by those tendering for this Contract.

In the event that proceedings are brought against Clackmannanshire Council the Council reserve the right to suspend the contract until such time as the proceedings are finally determined or to terminate the contract on immediate written notice to the Service Provider without any penalty or damages due to the Council.

Candidates are deemed to understand fully the processes that the Council is required to follow under relevant UK legislation, particularly in relation to Public

1

2


Contracts (Scotland) Regulations 2015, Procurement (Scotland) Regulations 2016 and the Procurement Reform (Scotland) Act 2014. Where Concessions and Utilities are required the Concession Contracts (Scotland) Regulations 2016 and the Utilities Contracts (Scotland) Regulations 2016 may also apply.


SECTION 4: INSTRUCTIONS FOR SUBMISSION OF TENDER

The following Instructions are designed to give you assistance with the completion of your tender.

Please ensure that you submit your tender in accordance with these instructions. It is important that you provide all the information asked for in the format and order specified. If you do not, it could invalidate your tender.

4.1 General Information

How you prepare and present your tender proposal can be a crucial factor in securing a contract. The following points may help you to understand what can turn a tender into a winning tender:

4.1.1 Read ALL the Instructions and Information included within the Invitation to Tender; preparation is the key, so understand fully what is being asked of you.

4.1.2 Respond in the required format. You must not alter the format of any of the documents. If the space on the form is insufficient, attach additional sheets but please follow a similar format. Mark any additional sheets with your organisation name and the question number.

4.1.3 Please provide as full a response to the requirements as possible. It is your only chance to give solutions rather than create more questions. Answer the questions but be concise and do not make us search too hard to find answers.

4.1.4 Don’t use your tender as a vehicle to issue glossy but meaningless brochures about your organisation – only include them if they are relevant.

4.1.5 Be upfront – we will be as honest about our requirements as possible. In return, we look for honest tenders with no hidden costs or exclusions.

4.1.6 Be aware of the deadline for return of your tender and plan ahead to ensure that you meet it; tenders submitted once the deadline has passed will not be accepted.

4.1.7 Make sure that your tender is completed legibly, in ink or typed, in English, with all prices in Sterling (exclusive of VAT), and is signed and dated.

4.1.8 Please ensure that where information is to be sought from third parties – for example, references, guarantees etc. – such requests can be dealt with speedily and at no cost to the Council. You may wish to contact referees for their agreement to provide a reference prior to putting their details in your tender.

4.1.9 You must notify the Council, in writing, of any change in the information submitted in the response at any time during the tender process.


4.2 Submission of Tender

4.2.1 Prospective tenderers shall ensure that they are fully familiar with the nature and extent of the obligations to be accepted by them if their tenders are accepted, including the Authority’s Contract Standing Orders, a copy of which can be found on the council website http://www.clacksweb.org.uk/

4.2.2. Should any prospective tenderers be in doubt as to the interpretation of any part of the contract documents, the Authority’s Contract Responsible Officer or nominated officer shall endeavour to answer written enquiries before tenders being returned.

All clarification questions must be submitted through the National Advertising Portal - Public Contracts Scotland http://www.publiccontractsscotland.gov.uk/ If the request is reasonable, You must ensure that any queries are made no later than 7 days before the deadline for tender submission. Reasonable means that it is of legitimate value to the Tenderer seeking it, and that it would not be disproportionately laborious to produce. Answers will be made available to all those expressing an interest to tender in the national advertising portal - Public Contracts Scotland

4.2.3 All information supplied by the Authority in connection with this invitation to tender shall be treated as confidential by prospective tenderers except that such information may be disclosed so far as is necessary for the purpose of obtaining sureties, guarantees and quotations necessary for the preparation and submission of the tender. Additional information issued will be circulated to all tenderers

4.2.4 The Council in its absolute discretion may reject a Tender if;

Tenders received after Error: Reference source not found @12:00 Noon will NOT be considered.

All or part of the Tender Documents are reproduced for submission in a different format from that provided by the Council,

The Tender is qualified and the qualification materially affects the operation of the Contract or the balance of risk between the parties,

The Tender contains a financial section which is incomplete,

The Tenderer makes or attempts to make any variation or alteration to the terms of the Management Agreement or the Specification except where the variation or alteration is expressly permitted therein.

If the Tenderer is guilty of a serious misrepresentation in supplying any information requested in this document.

4.2.5 The following factors may also reject a tender if through the evaluation process:

Fail in Exclusion Grounds Single Procurement Document Scotland SPD (Scotland)

For restricted contracts only - Selection criteria score that places your submission 6th place or above


Award Criteria score below (60%) is obtained

Affordability Criteria: the price submitted is more than the estimated maximum annual contract value

Any tender that is found to be an abnormally low that is uneconomic and unsustainable

A score of 2 or less is awarded in respect of any of the quality method statements.

4.2.6 Tenders must remain open for acceptance for a period of 120 days from the return date

4.2.7 Your submission MUST be made via the tender post box online submission facility contained within The Public Contracts Scotland Site http://www.publiccontractsscotland.gov.uk/ which allows the Council to receive tender responses from suppliers electronically in a secure environment.

Tender responses are submitted through the portal and held in the secure Post box until the deadline for responses has expired. Nominated members of the authority then unlock the Post box to access the submissions.

Submissions can be created, edited and submitted up to the stated tender deadline. Once the deadline has passed submissions can neither be created, edited or submitted. It is not advisable for suppliers to wait until the last moment before creating and dispatching a response in case of any last minute problems.

Electronic copies on must be compatible with MS Office / Excel.

Tenders by mail, email, fax or verbal will NOT be accepted

4.2.8 Tenderers should note that in accordance with Public Contracts (Scotland) Regulations 2015, Procurement (Scotland) Regulations 2016 and the Procurement Reform (Scotland) Act 2014, the Council is obliged to publish the contract value and name of the successful Contractor.

4.2.9 The Council reserves the right to vary any aspect of the Contract where returned Tenders exceed budgetary resources.

4.2.10 All quantities if stated are estimated and are given for guidance only and do not constitute a commitment on the part of the authority.

4.2.11 Tenders should be fully priced to include all necessary actions or procedures relating to Health and Safety, as required by the Health and Safety at Work Act and associated Acts and Regulations

4.2.12 The Council requires that all contractors, their employees and where applicable, sub-contractors shall, while working for the Council, conform with all requirements of the Health and Safety at Work Act 1974 and with all other Health and Safety associated Acts and Regulations that relate generally or specifically, to their trade, business or undertaking.

Contractors who fail to comply with Health and Safety legislation, including CDM Regulations where applicable, may be excluded from future opportunities of working for the Council.


4.2.13 A Performance Bond (or other form of financial security) in the form attached to this notice may be required in relation to the Contract at the Council’s sole discretion. Tenderers are therefore required to identify separately the cost relating to provision of the Performance Bond in the Pricing Documents where indicated. If a bond is required, this will be detailed in the Specification.

4.3 Consortium Bids

4.3.1 If you intend to form a partnership or consortium in order to deliver this contract, you must identify: a) The lead organisation; or, b) A legal entity,

to take responsibility for the tender and the eventual contractual arrangements.

4.3.2 If applying on behalf of a consortium, please list the names and addresses of all other members of the consortium. Please note that the tender will be evaluated based on the details supplied in the tender submission.

Contracts will normally be entered into with the nominated lead organisation and all members of the consortium, who will in these circumstances each be required to execute the contract together with all ancillary documentation, evidencing their joint and several liability in respect of the obligations and liabilities of the contract. It will be for members of the consortium to sort out their respective duties and liabilities amongst each other. For administrative purposes, any associated documentation will be sent to the nominated lead organisation.

If a consortium is awarded this contract, the members of the consortium will be required to form a single legal entity before entering into, or as a term of the contract.

4.3.3 If sub-contractors are proposed to assist in the delivery of the service, please list the business names and addresses.

4.4 Freedom of Information

4.4.1 The Freedom of Information (Scotland) Act 2002, which came into force on 1 January 2005, designates CLACKMANNANSHIRE COUNCIL as a Scottish public authority and therefore subject to the provisions and obligations in that Act. This means that from 1 January 2005, any person who makes a valid request for recorded information held by CLACKMANNANSHIRE COUNCIL will be entitled to receive it, unless all or part of that information can be withheld as a result of the exemptions in that Act.

4.4.2 As part of our responsibility under the Act, CLACKMANNANSHIRE COUNCIL may be required to disclose any information held relating to your response to anyone who makes a request under that Act. Such information may only be withheld if it meets one or more of the exemptions or conditions in that Act. Information held cannot simply be classified as “confidential" or "commercial in confidence" to enable it to be protected from disclosure. The 'Restricted - Commercial' header in these documents is part of CLACKMANNANSHIRE COUNCIL internal file protective marking system which provides guidance for staff on the handling and storage of such


documents, and is not an indication that the information will be protected from disclosure in response to a valid request.

4.4.3 The Provider shall (and shall ensure that any of its Employees involved in the provision of the Services) comply with any requirements under the Data Protection Act (DPA) Including the General Data Protection Regulation (GDPR) upon its commencement in May 2018.

4.5 Method Statement

4.5.1 The Method Statement is your response to the Council’s specification, and should set out how you will meet all of the requirements set out in the Specification. Your Method Statement is the formal offer to the Council and will form part of the contract between us.

4.5.2 The purpose of the Method Statement is to allow us to evaluate your understanding of our requirements and the quality of your proposals for meeting them. To help us evaluate your Method Statement, we ask you to present the information as requested in the Specification.

4.5.3 If more than one organisation will be involved in the delivery of the contract (for example, through a consortia arrangement), full details should be provided of how the arrangements will operate to meet the Council’s requirements.

4.6 Contract Price & Payment

4.6.1 You must calculate the full costs of providing the service, works or goods for which you are tendering, including both the direct and non-direct costs

4.6.2 Payment will normally be made within 30 days of the Council registering a valid invoice. The Council’s method of payment is via BACS. Bidders should refer to the specific contract conditions and requirements in respect of payment.

4.7 Contract Award & Conditions

4.7.1 You will be notified in writing if you are the successful tenderer. We will ask you to sign a written contract, which will include our standard Conditions of Contract (including all contract schedule(s)) together with the Pricing Schedule and Method Statement. Without a contract signed by both parties being in place, there will be no binding agreement between us.

4.7.2 The contract will be awarded on the following terms and Conditions set out below and subject to the schedule of amendments attached to the Contract Notice.

The selected terms and conditions will form the basis of any written signed contract between us, and will take precedence over any other conditions that you may propose.

No variation, replacement, alternative or substitute terms and conditions shall apply to the contract unless such terms are subscribed by the Clackmannanshire Council Procurement Manager.

This will be in accordance with section 3 of the Requirements of Writing (Scotland) Act 1995 and any attempt by the supplier to impose any alternative


conditions (including the imposition of any clause superseding or constituting an entire agreement clause) shall be null and void and shall not be binding on the Council.

Terms and Conditions (select as appropriate)NEC Conditions of Contract 3rd Edition (NEC3) as amendedSBCC 2011 Measured Term Contract (MTC/Scot 2011 Edition) as amended.Minor Works Building Contract with Contractor's Design for use in Scotland (MWD/Scot 2013 Edition) as amended.

Acceptance of the terms and Conditions Delete as appropriate

Do You accept the terms and Conditions of Contract as noted above?Please note that selecting NO as a response may result in your offer not being considered.

Yes / No

4.8 Incurred Expenses

4.8.1 The Council shall not be responsible for any expenses that you may incur in any aspect of the tendering process.


SECTION 5: EVALUATION OF TENDER

5.1 Tender Evaluation

5.1.1 The distinction between selection and award criteria is crucially important. Selection criteria are focused on "the bidder" and award criteria are focused on "the bid”.

5.1.2 The Council will evaluate the tenders it receives based on the most economically advantageous tender (a balance of quality and price) to the Council. We are not bound to accept the cheapest, or any tender, and will award contracts based on the most economically advantageous tender to the Council.

5.2 Selection Criteria

5.2.1 As part of the tender process, candidates will be required to submit the Single Procurement Document (Scotland) or SPD (Scotland)

5.2.2 The Council will use the electronic version of Single Procurement Document (Scotland) which is incorporated into Public Contracts Scotland (PCS) for all regulated procurement exercises selection stage questions.

The Council can issue selection stage questions either in advance of an ITT, as part of a two-stage process, or within an ITT document, a one stage process. This is to allow the Council to identify suitably qualified and experienced bidders, and to ensure consistency in their approach to selection.

The selection criteria shall be proportionate to the value of the purchase, its sensitivity, estimated risks, and the complexity of the requirement.

5.2.3 The electronic version of the SPD (Scotland) is known as the online SPD (Scotland) module on PCS.

The online SPD (Scotland) module on PCS will allow you to complete the selected exclusion and selection criteria required for your submission from pre-populated lists and include additional information where required.

This change means that all SPD information will be held in this self-contained on-line SPD (Scotland) module, and therefore minimum requirements, exclusion and selection criteria information do not need to be added to the Contract Notice and cross-referenced to an SPD (Scotland) question.

5.2.4 For Construction Contracts you are required to submit additional information as part of this tender.


5.3 Quality Award Criteria

5.3.1 The Quality award criteria identified relates directly to the goods or services to be provided and not focus on the characteristics of the individual suppliers. Each award criterion shall be clearly defined, so that there is a common understanding of what it means.

5.3.2 This criteria will ensure that responses from suppliers clearly address the most critical aspects of the specification and allow the evaluation panel to make a fair and equal comparison of the bids received.

5.3.3 The Quality Award criteria must ensure the possibility of effective competition and be accompanied by specifications that allow the information provided by the bidders to be verified during their award criteria assessment.

Delete this table before publishingSome examples of Quality Award criteria are given below: This is what should be in your Method StatementsQuality/Technical Merit - Is the product or service proposed fit for purpose? How well does it perform?

Design, functional characteristics and aesthetics - How should the product look and feel? How easy is it to use?

Community Benefits – Consideration of community benefit requirements required for contracts valued equal to or greater than £4M, recommended for use below this threshold.

Sustainable Procurement - e.g. social, economic and environmental considerations and fair work practices, see Statutory Guidance.Innovation, where appropriate - e.g. new or novel concept?

Maintenance, ongoing technical support or after sales service - What support is required and available?

Delivery or period of completion - the guaranteed turnaround time from order to delivery or provision of service

Labels – does the product or service you seek have specific social or environmental characteristics that would be verified by a label such as Fairtrade (please note that equivalent labels or other proof must also be accepted)?

Test reports and certification may be requested – note that equivalents from other member states must be accepted.

Where you may also evaluate the organisation, qualification and experience of staff where the quality of staff assigned can have a significant impact on the level of performance of the contract.

However, if you wish to consider such matters you must use the Online SPD


5.4 Award Price

5.4.1 The Price/financial evaluation criteria should include:

Whole Life Cost comparisons Quantifiable financial benefits arising from the technical evaluation (e.g.

speed, fuel or electricity consumption, coverage, shelf life etc) Fixed or variable pricing Cost of components, spare parts, consumables and servicing Price - The whole life cost including the initial purchase price, operating costs,

consumables and disposal costs. How cost effective will the goods/service prove to be?

Life Cycle Costing – this may be considered for use where additional environmental costs can be attributed to the products or services that you are purchasing such as the cost of carbon emissions from machinery being bought

5.5 Overall Award Criteria

Overall Evaluation Criteria WeightingQuality Award Criteria 70 %Award Price 30 %

5.5.1 Quality Award Criteria overall weighting is 70 %

Method Statemen

tDescription %

Weighting123456 Community Benefits and Wealth Building Method Statement 20

Scores to equal 100 100

The scoring methodology provided below is used in conjunction with the evaluation matrix tailored to suit the specific requirements of the procurement exercise.

Scoring Methodology for Quality CriteriaNo. of Points Definition*

0 Response does not meet requirements and/or is unacceptable

1- 2 Response partially meets requirements but contains material weaknesses, issues or omissions, is poorly articulated and/or is inconsistent.

3-4 Response meets requirements to a minimum acceptable standard, however contains some weaknesses, issues or omissions. Lacking detail and/or clarity.

5-6 Fit for purpose. Good in many respects. No significant weaknesses, issues or omissions.

7-8Response meets requirements to a high standard. Robust, detailed, well articulated in all material respects. Minimal weaknesses, issues or omissions.

9-10Response meets requirements to an exceptional standard. Robust, detailed, well articulated in all material respects. Minimal weaknesses, issues or omissions. Evidence of real insight, creativity and flair.


5.5.2 Award price Overall weighting is 30 %

Description - Section 1

Estimated Cost of Supply - [x] years

This is an estimated contract value over the lifetime of the contract and will be used for evaluation purposes only.

The actual cost of supply will be regulated by your submission.

£

5.5.3 The Council reserves the right to reject any tender that fails to comply fully with the requirement of the selection process outlined above, or that is guilty of a serious misrepresentation in supplying any information requested in this document.

5.4 Post-Tender Clarification

Please note that we may require clarification of the answers provided or ask for additional information but not on price alone,

We will not allow any post-tender negotiation to distort competition. It is important that you submit your best and final offer at the tender stage and do not rely on post-tender negotiation to revise your tender.


SECTION 6: SPECIFICATION

The following items attached to the Contract Notice and marked as such comprise the Contract Specification.

[1. The Employers Requirements

2. The Pricing Schedule

3. The Contract Drawings

4. The Contract Bills]3

3 The Definitions are linked to the terms used in both the MTC and MWD contracts as amended, therefore all technical requirements must be captured here. The terminology should not be changed however definitions can be deleted as appropriate.ITT Works Contract June 21 16

SECTION 7: METHOD STATEMENTS4

Note to Buyers:- The method statement is the bidder’s offer in response to the specification.

In this section, you need to detail exactly what information you require from bidders to enable you to evaluate the proposals and whether or not they meet your requirements.

It is important that you ask for information in a clear and logical order

that corresponds to the specification.

This will help bidders to respond to your requirements, and will help you to evaluate their offers.

**Please delete this note before issuing this Tender**

The responses to the method statements will be evaluated in accordance with the criteria set out at section 5.

Method Statement 1.Please DetailPercentage Weighting %Response:





4.ITT Works Contract June 21 17

Method Statement 6. Community Benefits Method StatementPlease DetailPercentage Weighting An overall weighting of 20% is available for this section if used.Response:

In accordance with the terms of the Procurement Reform (Scotland) Act, Clackmannanshire Council is committed to maximising community benefits, community wealth building and the Council's social and economic regeneration objectives.

Candidates are therefore required to complete the community benefit method statement, which will form part of the contract conditions. The successful candidate will be required to enter into a legally binding agreement incorporating the Community Benefits method statement

Community Benefits will be included as part of the evaluation at the Selection Stage as minimum criteria (pass/fail) and/or at the Award stage as a percentage of the overall weighting

Prior to completing the method statement, all candidates are advised to make contact with the Council's Economic Development Section on 01259 452196 and to read the supplementary guidance note provided by the Council's Economic Development Section and included in the tender documentation.

WHAT DO OUR COMMUNITIES NEED?

In order to ensure community benefits requested are proportional and relevant to this contract, Clackmannanshire Council have asked community groups and third sector organisations to identify items they require to support their work. Clackmannanshire Third Sector Interface, also known as CTSI, are tasked by the Scottish Government to enable development of the Third Sector in Clackmannanshire to meet the needs of the community and to represent the Voluntary Sector in community planning.

In Partnership with CTSi we have developed a list of benefits which you can find on our website and on the CTSI website @ https://ctsi.org.uk/community-benefits

Suppliers should choose to deliver an offer made up of at least one item from this list.

We have tried to ensure that organisations have asked for things which are appropriate for suppliers and are easy to deliver.

However If you cannot find a community benefit that is suitable for you, or if you have any queries about using this list please CTSI on 01259 213840


https://ctsi.org.uk/community-benefits

email them on [email protected] or by mail at Connect Centre Burgh Mews Alloa FK101HS

Further information and assistance can also be sought from Sarah Stone on 07779 111176.

METHOD STATEMENT

You are recommended to contact the third sector organisations directly to confirm details of their requirements before submitting your method statement. Your response should detail:

what Community Benefits you will commit to deliver via this contract; how you will deliver these to their full potential; when these will be delivered by; how you will report regularly on all progress made and; contact details of the individual responsible for delivering Community

Benefits.

MONITORING

Community benefits will be monitored and reported during the lifetime of the contract and the council will request management information to support and confirm delivery of the benefits committed.


mailto:[email protected]

SECTION 8: PRICING SCHEDULE

Note to Buyers:- The Pricing Schedule is the bidder’s offer in response to the specification.

In this section, you need to detail exactly what information you require from bidders to enable you to evaluate the proposals and whether or not they meet your requirements.

It is important that you ask for information in a clear and logical order

that corresponds to the specification.

This will help bidders to respond to your requirements, and will help you to evaluate their offers.

**Please delete this note before issuing this Tender**

Provided that the Tender is substantially responsive, the Council shall correct arithmetical errors. If a tenderer does not accept the correction of errors, its Tender shall be declared non-responsive and;

If in the opinion of the Council the Tender which results in the lowest Evaluated Tender Price, is seriously unbalanced or front loaded or substantially below the Council's estimates, the Council will require the tenderer to produce detailed price analyses for any or all items of the Bill of Quantities, to demonstrate the internal consistency of those prices with the methods and schedule proposed.

After evaluation of the price analyses, taking into consideration the schedule of estimated Contract payments, the Council may require that the amount of the performance security be increased at the expense of the tenderer to a level sufficient to protect the Council against financial loss in the event of default of the successful tenderer under the Contract.

The Price will be the whole life cost including the initial purchase price, operating costs, consumables and disposal costs.

Price (£)

Total Price lifted from MS Excel Pricing Schedule

Total Price (£) £

Prices must be quoted in Pounds sterling, exclusive of VAT.


SECTION 9: CERTIFICATE OF NON CANVASSING AND NON COLLUSION

Contract for the provision of Error: Reference source not found to Clackmannanshire Council

Ref:

1. We certify that this is a bona fide tender, and that we have not fixed or adjusted the amount of the tender by or under or in accordance with any agreement or arrangement with any other person. We also certify that we have not done, and we undertake that we will not do, at any time before the tender return date any of the following acts:

a) communicate to any person, other than the person calling for this tender, the amount or approximate amount of the tender, except where the disclosure, in confidence, of the amount or approximate amount of the tender was necessary to obtain insurance premium quotations and where disclosure is made, in confidence, to professional advisors who reasonably require to be involved in the preparation of the tender;

b) enter into any agreement or arrangement with any other person that s/he shall refrain from tendering or as to the amount or for conditions of any tender to be submitted;

c) offer or pay or give or agree to pay or give any sum of money or valuable consideration directly or indirectly to any person for doing or having done or causing or having caused to be done in relation to any other tender or proposed tender for the Services any act or omission, and any act or omission in breach of the relevant provisions of the Bribery Act 2010 in relation to this tender;

d) cause or induce any person to enter into such agreement as is mentioned in paragraph (b) above or inform us of the amount of any rival tender.

2. We hereby undertake that we have not canvassed or solicited, nor will in the future canvass or solicit, any officer, member or employee or advisor of any participating authorities or any of their affiliates or subsidiaries in connection with this tender and that persons employed by us acting on our behalf have not and will not do any such act.

3. In this certificate, the word "person" includes any persons and any body or association, corporate or unincorporated; and any agreement or arrangement includes any such transaction, formal or informal, and whether legally binding or not.

Name: _______________________________________

Signature: _______________________________________

Organisation: _______________________________________

Date: _______________________________________


SECTION 10: FORM OF TENDER

Contract for the provision of Error: Reference source not found to Clackmannanshire Council

Ref: Error: Reference source not found

To: Clackmannanshire Council,KilncraigsAlloa, FK10 1EB

We....................................................................................................................

carrying on business at....................................................................................

hereby tender in accordance with the Tender Documents to enter to into a [contract] with Clackmannanshire Council for the provision of [goods/services]

We agree the insertion by us of any conditions qualifying this tender shall not affect the Tender Documents and may cause the tender to be rejected. We confirm that we have not made any unauthorised alteration to the Tender Documents.

We agree that this tender shall remain open to be accepted and cannot be withdrawn for a period of One Hundred and Twenty Days from the tender return date.

We understand that you are not bound to accept the lowest or any tender you may receive.

We understand that the Framework may be entered into by one or both Councils.

Signature ...........................................................................

(Print name in full) ................................................................................

Designation ..................................................................................................

Duly authorised to sign tenders for and on behalf of ......................................................................................................(Name of Company)

Date .................................................................................................................


SECTION 11: DECLARATION CERTIFICATE

Contract Title Error: Reference source not found

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Please Read And Sign The Section Below.

I/We certify that the information supplied is accurate to the best of my/our knowledge and that I/we accept the conditions and undertakings requested in the application.

I/We have inserted information in relation to the company named in this undertaking which is the company making the submission and not in relation to any Holding or Parent Company, Group or Subsidiary to which I/We belong.

I/We understand that false information could result in my/our exclusion from this, or any future tendering process and, exclusion from any other list of companies to be invited to tender by the Authority.

I/We also understand that it is a criminal offence, punishable by imprisonment, to give or offer any gift or consideration whatsoever as to inducement or reward to any servant of a public body and that any such action will empower the Authority to cancel any contract currently in force and may result in my/our exclusion from any future tendering process.

Signed

Name

Date

On Behalf of

Position

A Director or other Senior Representative must verify this questionnaire.Please note that the term “company” refers to: sole proprietor, partnership, incorporated company, co-operative as appropriate.

BEFORE RETURNING THIS QUESTIONNAIRE, PLEASE ENSURE THAT YOU HAVE: -

- Answered all questions appropriate to your application;- Attached relevant documents ensuring that all attachments are clearly marked with

the name of your company and the number of the question to which they refer;- Completed the undertaking above :- Submitted any additional information requested.

IF YOUR TENDER IS SUCCESSFUL, YOUR RESPONSE TO THIS ITT QUESTIONNAIRE WILL BE INCORPORATED INTO THE CONTRACT AWARDED TO YOU.


SECTION 12: IMPORTANT INFORMATION TO CANDIDATES

12.1 This invitation to tender has been published in order to comply with the duties incumbent on the Council under relevant UK procurement legislation,

Where the value of the products or services required by the Council fall below the relevant threshold,, the Council has assessed that no cross border interest is or is likely to exist,

12.2 The Council will assess all submissions objectively and in accordance with the criteria set out in the advertisement, however the selection of candidates and award of the contract is entirely within the Council's discretion. It is expressly declared that the Council are under no obligation to accept any tender, regardless of whether the submission is either the lowest price tendered or is the most economically advantageous tender.

12.3 Any reference to the Regulations or Acts are to ensure that the Council fulfils its statutory duty under the Local Government in Scotland Act 2003 (the "2003 Act") to achieve best value.

In applying the terms of the relevant UK legislation, particularly in relation to Public Contracts (Scotland) Regulations 2015, Procurement (Scotland) Regulations 2016 and the Procurement Reform (Scotland) Act 2014. Where Concessions and Utilities are required the Concession Contracts (Scotland) Regulations 2016 and the Utilities Contracts (Scotland) Regulations 2016 may also apply as principles for assessment of tenders, the Council is using a recognised consistent and fair approach to comply with its duties.

The Public Contracts (Scotland) Regulations 2015, Procurement (Scotland) Regulations 2016 and the Procurement Reform (Scotland) Act 2014. Where Concessions and Utilities are required the Concession Contracts (Scotland) Regulations 2016 and the Utilities Contracts (Scotland) Regulations 2016 do not constitute (either expressly or impliedly) a term of the contract or the procurement exercise save as prescribed for by law.

Furthermore, the fact that the Council has sought offers from candidates for the performance of the goods and/or services set out herein does not give rise to a contractual obligation on the Council (either expressly or impliedly) to consider the tenders in line with the published requirements or to award the contract to any candidate. Any decision to award a contract is at the Council's entire discretion, subject to any over-riding requirement of public law.

12.4 Whilst the Council has prepared this Invitation to Tender (ITT). The Council will not accept any responsibility or liability for advising any recipient of any changes or additions to the information contained in this ITT, or any other information relating to the project that comes to their attention.

12.5 Although every care has been taken in preparing the ITT, no representation, warranty or undertaking, expressed or implied is, or will be made, and no responsibility or liability will be accepted by the Council or by any of its officers, employees, servants, agents or advisers ("Connected Persons") as to the accuracy or completeness of the ITT or any other written or verbal information made available to any interested party or its advisers. Any liability, however arising, is expressly disclaimed.

12.6 Data provided by the Council to interested parties will be given in good faith but interested parties will have to make their own investigations and


interpretation. No liability will be accepted by the Council for the accuracy or completeness of that data.

12.7 Neither the receipt of this ITT by any person, nor any information contained in it or distributed with it, or subsequently communicated to any interested party or its advisers is, or is to be taken as, constituting the giving of investment advice by the Council.

12.8 No information contained in this document or any other written or verbal information made available to any interested party or its advisers shall form the basis for any warranty, representation or term of any contract by the Council with any third party.

12.9 Nothing in this document is, or should be, relied on as a promise or representation as to the future. The Council reserves the right, without principle, to change the procedure for the project competition or any of the proposals or information in relation to the project.

12.10 The Council reserves the right to cancel the tender process at any point. The Council is not liable for any costs resulting from any cancellation of this tender process, nor for any other costs incurred by those tendering for this Contract.

In the event that proceedings are brought against Clackmannanshire Council, the Council reserve the right to suspend the contract until such time as the proceedings are finally determined or to terminate the contract on immediate written notice to the Service Provider without any penalty or damages due to the Council.

By submitting a tender, candidates are deemed to understand fully the processes that the Council is required to follow under relevant UK legislation, particularly in relation the Public Contracts (Scotland) Regulations 2015, Procurement (Scotland) Regulations 2016 and the Procurement Reform (Scotland) Act 2014. Where Concessions and Utilities are required the Concession Contracts (Scotland) Regulations 2016 and the Utilities Contracts (Scotland) Regulations 2016.

12.11 This document is for use by candidate/s who are interested in providing the goods or services set out at section 5 of the ITT, their professional advisers and other parties essential to preparing responses to the ITT and for no other purpose.

12.12 The contents of this ITT, and that of any other documentation sent to you in respect of this tender process are provided on the basis that they remain the property of the Council and must be treated as confidential. If you are unable or unwilling to comply with this requirement you are required to destroy this ITT and all associated documents immediately and not to retain any electronic or paper copies.

12.13 This ITT is made available in good faith. No warranty is given as to the accuracy or completeness of the information contained in it and any liability for any inaccuracy or incompleteness is therefore expressly disclaimed by the Council and its advisers.

12.14 The Council reserve the right to make revisions to this ITT. No additional time in relation to submission deadlines for the ITT will be granted, following notification of any such revision, unless the participants are expressly notified of any extension by Clackmannanshire Council.


12.15 The Council reserves the right to reject ITT's which are not submitted in accordance with the instructions given.

12.16 Freedom of Information Act

12.17 The Council must comply with Freedom of Information law. The law enables anyone to require us to disclose to them any information we hold, including information relating to contracts.

12.18 You may consider that some information you supply to us should not be disclosed to other people or organisations under Freedom of Information law. If you do, you must tell us.

The Council will take your representations into account in its decision whether or not to release the information requested, but the public interest may require that this information is released despite such representations.

12.19 Confidentiality

12.20 The information supplied by the Council in connection with this tender must be treated as confidential, however it may be disclosed for the purpose of obtaining quotations required for the preparation of the tender and for insurance purposes.

12.21 The information provided by tenderers in their submissions will be treated as confidential by the Council (for exceptions to this rule please refer to Freedom of Information).

12.22 Data Protection Act & Environmental Information Regulations

12.23 Clackmannanshire Council may publish the names and contact details of companies who have been issued with a tender on its website.Information may also be requested under the Data Protection Act 1998 and the Environmental Information (Scotland) Regulations 2004

The Environmental Information Regulations provide parallel access to documents regarding environmental information. All documents detailing environmental information are automatically exempt from disclosure under the Freedom of Information Act 2000, but will instead be disclosed under the EIR (Scotland) 2004, which has different rules for ‘commercial interest’ and ‘confidentiality’ exemptions as well as other applicable exemptions.

It will relate to information about the elements of the environment, factors likely to affect these elements, the measures likely to affect these elements and factors, reports and cost-benefit analyses relating to these measures, and the state of human health and safety arising out of these issues.

Exemptions available allow for the protection of intellectual property rights, the protection of information volunteered without obligation and confidentiality of commercial and industrial information where confidentiality is provided by law to protect a legitimate economic interest.


12.24 Clackmannanshire Council will work with the Police, the Scottish Crime & Drug Enforcement Agency and any other body deemed appropriate in order to verify and validate the information provided.

Where misrepresentation of any type is discovered the supplier and their proposal will be excluded from any further consideration.

12.25 All contracts comprising an element of security industry service provision including sub contracts require those providing the service to be registered with the security industry authority's (SIA) approved contractor scheme for the category of service being provided. http://www.scotland.gov.uk/Resource/Doc/116601/0095263.pdf


http://www.scotland.gov.uk/Resource/Doc/116601/0095263.pdf