Classification: Confidential
Invitation to Tender
Collection, Treatment and Disposal of WEEE from DCF’s in South East Wales
Contract Period: 3 years with an option to extend for a period of up to 24 months
CCBC/PS440/09/WT
Table of Contents
1Contacts
2Instructions to tenderers
3Tender Return Forms
4Format for Responses
5Specification
7Health and Safety
8Conditions of Tender
9Standard Conditions of Contract
10Environmental Policy, Strategy, Supplier Questionnaire and Equality Policy
Equality in Procurement Policy
Questionnaire
11Freedom of Information Notice
1Contacts
Specification Details
Robert Napper
Project Manager
Pontllanffraith House
Pontllanfraith
NP12 2YW
Tel No: 01495 235281
Email:
Purchasing and Tender Details
Wayne Thomas
Procurement Officer
Caerphilly County Borough Council
Procurement Services
Penallta House
Tredomen Park
Ystrad Mynach
Hengoed
CF82 7PG
Tel No: 01443 863061
Fax No: 01443 863167
E-mail:
2Instructions to tenderers
1Tenders will be subject to the conditions set out in this document, the Standard Conditions of Contract and the Specific Conditions of Contract offers made subject to additional or alternative conditions may not be considered and may be rejected on the grounds of such conditions alone.
2It is the responsibility of the tenderer to obtain for himself at his own expense all information necessary for the preparation of his tender.
3 Information supplied by the Council (whether in these tender documents or otherwise) is supplied for general guidance in the preparation of the tender. The tenderer must satisfy himself by his own investigations with regard to the accuracy of any such information and no responsibility is accepted by the Council for any inaccurate information obtained by the tenderer.
4All information supplied by the Council in connection with this invitation to tender shall be regarded as confidential by the tenderer except that such information may be disclosed for the purpose of obtaining sureties and quotations necessary for the preparation of the tender.
5 The tender form must not be altered in any way and under no circumstances will any amendment be allowed after it has been received. Any modification of the schedules permitted by the Specifications should form the subject of a separate letter attached to the tender.
6The tender must be signed by the person tendering or in the case of a Limited Company by a person duly authorised by the Company on its behalf.
7The tender will only be considered if it is received duly sealed in a plain envelope with the enclosed return sticker attached. There must be no mention of the sender’s name or any other way of identifying him from the envelope.
8The tender should be returned to the Head of Legal Services, Caerphilly County Borough Council, Penallta House, Tredomen Park, Ystrad Mynach, Hengoed CF82 7PG not later than 12 noon 7th August 2009.
9 Tenderers are required to keep their offers open until 90 days after tender return.
10 Tenders will be evaluated on most economically advantageous tender based on the quality of service and service delivery proposed in the tender response from the critical and essential questions followed by interview for those short-listed. Refer to Evaluation Criteria for details.
Weighting of Evaluation of Tender - Quality100%
11 The Council does not bind itself to accept the lowest or any tender and reserves the right to accept any tenders either as a whole or as regards any one or more items as thought fit, each item being regarded for this purpose as having been tendered for separately and the Council does not bind itself to purchase any goods or materials even if the tender has been accepted.
12 The tender period will be for a period of 3 years with the option to extend for up to a
further 24 months subject to review after 12 months. The contract period to commence from 1st January 2010.
3Tender Return Forms
CAERPHILLY COUNTY BOROUGH COUNCIL
PROCUREMENT SERVICES
collection, treatment and disposal of weee from dcf’s in south east wales
CONTRACT REF: CCBC/PS440/09/WT
ACKNOWLEDGEMENT FORM
I / We will* / will not* be submitting a quotation for the supply of the above
* - delete as appropriate
If not, please state reason:
Please return this page IMMEDIATELY in a plain sealed envelope indicating the Tender Number and Contract Name to:
Wayne Thomas
Procurement Services
Penallta House
Tredomen Park
Ystrad Mynach
Hengoed
CF82 7PG
OR Fax for the attention of: Wayne Thomas on Fax Number : 01443 863167
OR Email Wayne Thomas on
Trading Name: ______
Signature: ______Date: ______
Designation: ______
Telephone Number: ______
Address: ______
______
______
______
CAERPHILLY COUNTY BOROUGH COUNCIL
PROCUREMENT SERVICES
collection, treatment and disposal of weee from dcf’s in south east wales
CONTRACT REF: CCBC/PS440/09/WT
FORM OF TENDER
Dear Sir,
I/We (Full Name)......
Of (Full Address)......
......
......
Having read the Conditions of Tender and the Contract Documents, do hereby tender and undertake to execute and complete as the services required to be performed in accordance with the Contract Documents for the sum as set out in the price schedule sheets contained in the Tender Submission Documents.
I/We agree that the insertion by me/us of any conditions qualifying this tender or any unauthorised alteration to any of the tender documents shall not affect the Articles of Agreement or the Contract Conditions and may cause the tender to be rejected.
I/We agree that this tender shall remain open to be accepted or not by the Council for a period of six months from the closing date for the receipt of tenders stated in the Conditions of Tender.
And I/We further undertake to execute a Contract to be prepared at your expense for the proper and complete fulfilment of the service.
Unless and until a formal agreement is prepared and executed, this tender together with your acceptance thereof in writing, shall constitute a binding contract between us.
I/We certify that the details of this tender have not been communicated to any other person or adjusted on accordance with any agreement arrangement with any other person.
I/We understand that you are not bound to accept the lowest or any tender you may receive.
I/We certify that this is a bona fide tender.
CAERPHILLY COUNTY BOROUGH COUNCIL
PROCUREMENT SERVICES
collection, treatment and disposal of weee from dcf’s in south east wales
CONTRACT REF: CCBC/PS440/09/WT
To: Caerphilly County Borough Council
(hereinafter called “the Council”)
I/We certify that I/We have not canvassed or solicited any member, officer or employee of the council and any other companies in the group of which the council forms par, in connection with the award of the tender or any other tender or proposed award of the Tender for the services and that to the best of our knowledge and belief no person employed by me/us or acting on my/our behalf has done such an act.
I/We further hereby undertake that I/We will not in the future canvass or solicit any member officer or employee of the council in connection with this Tender or any other Tender or proposed Tender for the services and that no person employed by me/us or acting on my/our behalf will do any such act.
signed(1)...... status
(2)......
(For and on behalf of ...... )
Date ......
CAERPHILLY COUNTY BOROUGH COUNCIL
PROCUREMENT SERVICES
collection, treatment and disposal of weee from dcf’s in south east wales
CONTRACT REF: CCBC/PS440/09/WT
Certificate Relating To Collusive Tendering
In recognition of the principle that the essence of selective tendering is that the council shall receive bona fide competitive tenders from all those tendering.
WE CERTIFY THAT
1) The tender submitted herewith is a bona fide tender intended to be competitive.
2) 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.
3) We have not done and we undertake that we will not do at any time before the hour specified for the return of the tender any of the following acts:-
a) communicating to any other person other than the council the amount or approximate amount of the proposed tender (expect where the disclosure, in confidence, of the approximate amount of the tenders was essential to obtain insurance premium quotations required for the preparation of the tender).
b) entering into any agreement with any other person that shall refrain from tendering or as to the amount of any tender to be submitted: and
c) offering paying or giving or agreeing to give any sum of money or valuable consideration or causing or having caused to be done in relation to any other tenders or proposed tenders any act or thing of the sort described above.
In this Certificate:-
1) “Person” includes any person and any body or association, corporate or unincorporated.
2) “Any agreement or arrangement” includes any transaction of the sort described above, formal or informal and whether legally binding or not.
DATED thisday of 2009
Signed:...... ………………………
Position in Firm or Company: ……………………...... ………………………....
Name of Firm or Company: ...... ………………………..
Address: ...... ………………………
...... ……………
…………………………………………………...... ………
CAERPHILLY COUNTY BOROUGH COUNCIL
PROCUREMENT SERVICES
collection, treatment and disposal of weee from dcf’s in south east wales
CONTRACT REF: CCBC/PS440/09/WT
CONTACT FORM
Please give the following information so that contact can be made by the council. Any communications from the council by letter, fax or telephone will be made using the information below.
NAME OF CONTACT (please print)
......
POSITION IN ORGANISATION.
......
ADDRESS
......
......
......
TELEPHONE:
......
FAX:
......
EMAIL ADDRESS:
………………………………………………………………………………………………..
CAERPHILLY COUNTY BOROUGH COUNCIL
PROCUREMENT SERVICES
collection, treatment and disposal of weee from dcf’s in south east wales
CONTRACT REF: CCBC/PS440/09/WT
Declaration
I/We accept the conditions embodied in the Contract Documents previously referred to and undertake to be bound by them if my/our tender is accepted by Caerphilly County Borough Council.
Signature (s)………………………………..
………………………………..
(Print Names)………………………………..
In Full………………………………..
Date……………………………….
CAERPHILLY COUNTY BOROUGH COUNCIL
PROCUREMENT SERVICES
collection, treatment and disposal of weee from dcf’s in south east wales
CONTRACT REF: CCBC/PS440/09/WT
Reservation Form
NOTE; THE COUNCIL RESERVE THE RIGHT TO CANCEL THE CONTRACT IF THE DELIVERY PERIOD IS EXCEEDED.
I/We the undersigned, hereby tender to supply the goods mentioned on the attached specification/letter, at the respective prices quoted. (Prices must not include VAT).
NAME OR TRADING NAMES: ...... …
DESIGNATION:......
SIGNATURE: ...... DATE: ……………………………
ADDRESS: ......
......
......
......
POST CODE......
TELEPHONE:...... FAX:......
PAYMENT TERMS:...... …
CAERPHILLY COUNTY BOROUGH COUNCIL
PROCUREMENT SERVICES
collection, treatment and disposal of weee from dcf’s in south east wales
CONTRACT REF: CCBC/PS440/09/WT
GENERAL INFORMATION
QUALITY ASSURANCE ASSESSMENT
(1)Do you have a formal Quality Assurance/Control program, in operation?
YES / NO
(2)Do you have any formal Quality Approval certified by a third party?
YES / NO
If YES – please ensure you complete Appendix One
If NO – please complete 3 – 7 below
(3)Do you have a formal Quality Manual?YES / NO
If YES is it available for customers’ inspection?YES / NO
(4)Are your quality procedures:
Fully documentedYES / NO
Regularly reviewedYES / NO
Results recordedYES / NO
(5)Who is the nominated person with specific Quality responsibilities?
Name: ……………………………………… Title:………………………………………
(6)How many Quality Assurance/control personnel are employed? …………
(7)Do you have a formal Customer Complaints procedure?YES/NO
SUB CONTRACTORS
(8)Do you assess your sub contractors prior to service commitment?YES/NO
(9)Do you identify which of your sub contractors have been certified by a third party?
YES/NO
(10)Are your sub contractors continuously checked for quality?YES/NO
How frequently are checks made?……………………………………………………
……………………………………………………………………………………...
(11)Are all services regularly inspected and results recorded?YES/NO
(12)Do you visit your subcontractors premises as part of your assessment?YES/NO
(13)Do you have arrangements for the use of alternative sub contractors should circumstances dictate?
YES/NO
(14)Do you ensure that standby sub contractors have been certified by a third party?
YES/NO
APPENDIX 1
QUALITY ASSURANCE QUESTIONNARE: THIRD PARTY CERTIFICATION
(this form is to be completed only if your company has a formal Quality Approval certified by a third party.)
Name of Company:
Name of Managing Director:
Name of Quality Representative:
Total number of employees in:- Company:
- Production:
- Quality Assurance:
FORMAL QUALITY APPROVALS (British Standard, AQAP etc.)
Approving Body / Quality Standard Attained / Scope (Part 1, Part 2, etc.) / Date of Expiry / Registration NumberPLEASE SUPPLY A COPY OF THE SCOPE OF YOUR REGISTRATION.
IF YOU ARE CURRENTLY SEEKING THIRD PARTY CERTIFICATION, PLEASE COMPLETE THE ABOVE TABLE GIVING YOUR PROSPECTIVE DATE OF REGISTRATION AND TICK THE BOX BELOW.
Name:………………………………………………………………………………………
Title:………………………………………………………………………………………
Signature:………………………………………………………………………………………
Date:………………………………………………………………………………………
4Format for Responses
The contents of this section are mandatory for any responses to this tender document. Any non-conformity to this requirement may result in the supplier not progressing further in the tendering process.
4.1 The responses to this tender document will be provided as a printed hard copy. An electronic copy of the response may be provided at the same time as the printed hard copy, but may not be a replacement for the hard copy.
4.2 The language to be used for all correspondence will be English, and all monetary values need to be in British Pounds Sterling. Any dates incorporated within the response need to be in Day/Month/Year format, with the Year being represented by 4 digits.
4.3 All electronic copies of your response will be pre-formatted in Microsoft Word 2000 or Adobe PDF and aligned for printing on A4 paper. All hard copies requested will be supplied on A4 paper.
4.4 The Supplier will guarantee that any services quoted will remain valid for 90 days from the start of the tender evaluation.
4.5 Tenderers are required to submit eight copies of the responses to the evaluation criteria questions.
5Specification
INTRODUCTORY INFORMATION
Caerphilly County Borough Council acting as lead Authority for the Local Authorities mentioned below (Caerphilly CBC from here on) plans to award a contract for the collection, treatment and disposal of WEEE from DCFs in South East Wales Authorities.
Public Information to Tenderers
Caerphilly CBC invite tenders for the provision of the following services:
- The collection, treatment and environmentally sound disposal of WEEE from DCFs in South East Wales Authorities.
The following Authorities have confirmed their participation:
- Blaenau Gwent CBC
- Caerphilly CBC
- Cardiff City Council
- Newport City Council
- Powys County Council
- Rhondda Cynon Taff CBC
Evaluation
It is the intention to evaluate the contract on the basis of Quality in terms of the tender response submitted and the evaluation of the critical and essential questions as set out in the evaluation criteria.
Scope of Service
The contractor will be responsible for the collection, treatment and environmentally sound disposal of WEEE from a number of Local Authorities within South East Wales during the contract period. The contract must comply with the WEEE Regulations and “The Code of Practice” and any amendments or revisions to these regulations made during the period of the contract such as:-
- The Department of Innovation and Skills (BIS) hope to lay new WEEE regulations by September 1st 2009 so that the requirements can come into force by January 2010,
- It should also be noted that the draft revision of the directive unveiled by the EU propose a change to market-based goals which would mean that the UK would be expected to collect 22kg per head. The UK may have these new WEEE regulations by the end of 2011, to come into force by early 2012.
SPECIFICATION
1.BACKGROUND
a) The Governments Waste Electrical and Electronic Equipment (WEEE) Regulations introduced a new system for the management of WEEE in the UK from 1st July 2007, in accordance with the requirements of the EU WEEE Directive. The aim of the WEEE Directive is to minimise the negative environmental and health impacts of WEEE, and contribute positively to sustainable development by maximising the separate collection of WEEE from other forms of waste.
b) The South East Wales Group of Local Authorities are tendering for the collection, treatment and environmentally sound disposal of WEEE from Designated Collection Facilities (DCFs) in South East Wales Authorities. The group will receive WEEE at DCFs, the current locations of which are listed in Appendix A.
c) Although the number of WEEE requiring disposal is not known exactly, the number of units presently collected is listed in Appendix A. These figures may only be seen as a guide and is no guarantee of the number of units to be treated.
d) In this specification WEEE includes up to the 5 main categories.
e) The contractor should satisfy himself regarding the use of appropriate haulage vehicles, with respect to access to individual sites, room to manoeuvre within each site, the suitability of the terrain and the methodology for loading units for haulage.
f) Due to the seasonal nature of this Service, fluctuations in demand are likely to occur throughout the year and year on year.
2.THE PRIMARY DUTY
A core function of the contract is the safe removal and reuse/recycling/treatment and disposal of WEEE from the Site(s) in accordance with current regulations and legislation, being domestic (UK), European and International and the responsibility of identifying the suitability and haulage to an appropriate contractor.
The Contractor shall ensure that every person employed by him in the provision of the Service is at all times properly and sufficiently qualified, experienced and instructed with regard to:-
a)The task or tasks such person has to perform;
b)All provisions of the Contract;
c)All policies, rules and procedures of the Authority;
d)All legislation relating to the provision of the Service;
e)The need to maintain the highest standards of courtesy and consideration;
f)The need to carry out their duties in any orderly manner as may be practicable; and
g)Health and Safety procedures.
3.TENDER REQUIREMENTS
The Contractor will be required to:
a)Collect for reuse/recycling/treatment/disposal WEEE from the Site(s) specified in appendix A. The units must be removed from the Site(s) in accordance with Clause 7 of “The Code of Practice”. The Contractor must ascertain for himself the operational times and dates at the various location points and the frequencies of collection from each site. The Authority reserves the right to vary collection locations during the period of the Contract;
b)Undertake all Duty of Care responsibilities whilst removing the WEEE to the recycling site, treatment centre or disposal plant;