Supply and Delivery of 1 No New 4WD Extended-Cab Pick-Up with Protective Load-Liner and 3500 Kg Towing Capacity
T ENV15-15
Invitation Document
Environment Directorate
December 2015
Derry City and Strabane District Council
98 Strand Road
Derry
BT48 7NN
Tel: 02871 365151
Email:
Web: www.derrystrabane.com
Table of Contents
Contents 2
Introduction & Scope of Works 3
Instructions to Tenderers 6
Evaluation / Award Criteria 14
Form of Tender 15
Terms & Conditions 16
Form of Assurance 17
Collusive Tendering Certificate 18
Declaration of Commitment to
Promoting Equality of Opportunity 19
Fair Employment Declaration 21
Prompt Payment Certificate 22
Statement Relating To Good Standing 23
Freedom of Information 26
Non Submittal Form 27
Introduction & Scope of Works
Introduction
Derry City and Strabane District Council wish to appoint a suitably experienced and capable firm to supply, support and deliver to their Skeoge Operating Centre (BT48 8SE) 1 No New 4WD Extended-Cab Pick-Up with Protective Load-Liner and 3500 Kg Towing Capacity.
Note.
Derry City and Strabane District Council is not bound to accept the lowest or any tender submitted.
Chassis: Right hand drive having a minimum pay load of 1000Kg and ground clearance of at least 220mm.
Cab: Extended-Cab capable of seating 4 occupants safely and comfortably.
Load Liner: Cargo Bay to be fitted with fully moulded protective Load-Liner.
Towing Capacity: 3500 Kg min.
Colour: All bodywork to be finished to the highest standards in Metallic Silver.
Vehicle Markings: Rear doors of vehicle to be at least 90% covered in High-Visibility Red/Yellow chevrons.
Engine: 2.5 Litre diesel 4-cylinder capable of producing a minimum of 160 PS whilst complying with Euro Stage-5 emission regulations
Transmission: Manual Transmission having 6 forward speeds plus reverse.
‘Switch on the Move’ 4 Wheel Drive engagement with lockable central differential unit. An audible reverse warning alarm must also be incorporated
Brakes: Anti-Lock Braking System having discs to front and rear.
Steering: Fail-Safe Power assisted.
Blue-Tooth Kit: ‘Parrot’ (or equivalent) Bluetooth Communication.
Body/Ancillary Electric windows on front doors.
Central Locking.
Tow Hitch with full electrics and Ball/Pin fitments.
OE Mud-flaps fitted to all wheel stations.
Front and Side Airbags.
1 Kg Cab Mounted Fire Extinguisher
Comprehensive First-Aid Box.
Wheels/Tyres: Pressed steel or alloy 5-stud wheels finished in bright silver and fitted with premium quality radial tyres. Tyre pressures and road wheel tightening torques must be marked in lbs/in2 and N/M respectively, adjacent to each wheel station.
Electrical: 12 Volt fully colour-coded system.
Additional Lighting 1 No Strobe Amber Light Bar at least 18 inches long to be permanently mounted on roof panel and operated through dash-mounted illuminating switch.
2 Front LED Day Time Running Lights
LED Rear Light Clusters
Reversing Sensors: To be fitted.
Rear-View Camera: A close-circuit, 15 cm colour LCD monitor to be cab-mounted convenient to driving position, with appropriately mounted and protected infra-red camera fitted to rear.
CCTV System: A fully recordable 4-Camera CCTV system (Vision Techniques or similar) providing coverage of all external activity to be fitted and ‘data download’ kit/training provided. A minimum of 250 Gigabyte storage facility required.
Regulations: All vehicle systems and ancillary equipment to comply with current Health & Safety and Construction & Use Regulations.
Manuals: 1 No Operator’s Manual.
1 Parts Manual
Road Tax/Plates: Vehicle to be registered and taxed in Derry City for a period of 1 year. Easy-clean number-plates without additional texts/graphics to be fitted.
Brochure: A full specification brochure must be enclosed.
Training: Training must be provided to operatives and maintenance staff on delivery.
Warranty: 5 Years Manufacturer’s Warranty required.
Pre-Delivery Prep: Vehicle must be complete, ‘Pre-Delivery Inspected’ and Fully Fuelled ready for operational deployment.
Administrative The successful Tenderer shall complete the following Documents documents for each vehicle to be returned at time of
delivery:
(a) An Acquisition Record proforma that will be supplied
(b) A relevant tick-box type service/inspection schedule proforma preferably in A4 format
Date:
Instructions to Tenderers
1. Invitation To Tender
1.1 Derry City and Strabane District Council principally invites detailed and costed proposals for Tender brief defined in Introduction & Scope of Works. Please ensure your submission includes all details as per section 19 of Instructions to Tenderers
2 Explanation of Documents / queries during the tender period / registration of intent to tender
2.1 It is the responsibility of prospective facility/service providers (hereafter referred to as ‘tenderers’) or parties submitting ‘expressions of interest’ to obtain for themselves at their own expense any additional information necessary for the preparation of their proposals (hereafter referred to as ‘tenders’) or ‘expressions of interest’.
2.2 Tenderers are advised to ensure that they are fully familiar with the nature and extent of the obligations to be accepted by them if their tender is accepted, including the Council’s Standing Orders, a copy of which may be seen by arrangement.
2.3 Should any tenderer be in doubt as to the interpretation of any part of the contract documents, procurement shall endeavour to answer written enquiries. All queries must be submitted via e-mail to the address below so as to arrive not later than 12Noon 4th January 2016.
Email –
2.4 Copies of queries received, together with written replies will be sent to all tenderers not later than one week before the date of return of tenders. All responses will also be posted on the Councils website.
2.5 In order to ensure receipt of written replies, all prospective tenderers are therefore requested to register their intent to tender via e-mail to the procurement as noted in Clause 2.3 above, not later than 12:00 noon on 4th January 2016.
2.6 No representation, explanation, or statement made to a tenderer, or anyone else, by or on behalf of the Council, as to the meaning of any of the tender documents, or otherwise in clarification as aforesaid, shall bind the Council in exercise of its powers and duties under any subsequent Contract(s).
3 Accuracy of Tender
Preferably Tenders submitted will be for the supply of all aspects of this service to include both software and hardware. However submissions for provision of software only will be considered on this occasion as long as accompanied by a detailed report of specific hardware requirements.
4 Information to be provided
Tenderers should provide a brief description of the overall organisation of their company. Tenderers must also include subcontracting information in this section if subcontractors will be engaged. Subcontractors must be named and their roles in the project briefly described.
Tenderers should provide this general background information:
o Company Address
o Contact person (s)
o Year established and company background
o Account experience
o Number of customers currently being serviced
o Comprehensive list of available services
o Provide any additional background information
Tenderers must complete and return all relevant tender/pricing, assurance and declaration forms etc.
5 Submission of Tender Documents (and/or Additional Proposals and Expressions of Interest)
5.1 The tender(s) shall be made on the Form of Tender(s) provided, and signed by the Tenderer. All Contract Documents, together with these Instructions and completed Form of Tender(s) should be forwarded, by registered post or delivered by hand and a receipt obtained to:
Tender for “Supply and Delivery of 1 No New 4WD Extended-Cab Pick-Up with protective Load-Liner and 3500 Kg Towing Capacity T ENV15-15”
Mr John Kelpie
Town Clerk and Chief Executive
Derry City and Strabane District Council
98 Strand Road, Derry
BT48 7NN,
so as to arrive not later than 12.00 noon on Friday 15 January 2016.
Please provide 3 copies of your tender submission and one copy on USB Stick. These copies will enable your submission to be reviewed by tender panel
No UNAUTHORISED alteration or addition should be made to the Tender Form(s), or to any other of the Contract Documents. IF ANY SUCH ALTERATION OR ADDITION IS MADE OR IF THESE INSTRUCTIONS ARE NOT FULLY COMPLIED WITH THE TENDER MAY BE REJECTED.
5.2 All documents requiring a signature shall be signed.
(a) Where the Tenderer is an individual, by that individual
(b) Where the Tenderer is a partnership by the two duly authorised partners.
(c) Where the Tenderer is a company by two directors or by a director and the secretary of the company, such persons being duly authorised for that purpose.
5.3 Tenders shall be submitted strictly in accordance with the tender documents.
5.4 No alteration to the text of any of the Tender Documents will be permitted, and if any are made, the tender may be rejected. Failure to complete any part of the documents may also incur rejection of the tender.
5.5 Tenderers must ensure that all requested documentation is returned with the completed tender.
5.6 No name or mark, including any franking machine slogan, is to be placed on the envelope to indicate in any way the identity of the sender.
5.7 Tenderers or any representatives thereof will not be permitted to be present when the tenders are opened.
5.8 All prices should be quoted in pounds sterling and shall be exclusive of VAT.
6 The Basis of the Tender
The rates quoted in the form of tender section shall remain fixed for the duration of this contract.
7 Period of Acceptance
The Tenderer is required to hold his tender open for acceptance for a period of 120 days from the closing date for the submission of tenders.
8 Evaluation of Tender
8.1 Evaluation/Award Criteria are outlined in next section.
8.2 Derry City and Strabane District Council is not required to accept the lowest or any tender and may wish to award the contract as a whole or individual aspects depending on the strength of the successful team.
9 Contract Documents take Precedence
The information given in these Instructions for Tenderers is given in good faith for the guidance of Tenderers, but if there is any conflict, the Conditions of Contract, Specifications, and the Pricing Documents / Form of Tender shall take precedence over these Instructions.
11 Questions
All questions, requests or other communications regarding this tender must be made via e-mail to
12 Late Submissions
Tenders submitted after the closing date will not be accepted.
13 Expenses and Losses
The Council shall not be responsible for, or pay for, any expenses or losses that may be incurred by any tenderer in preparing their tender proposals.
14 Preparation of Tender
It is the responsibility of prospective tenderers to obtain for themselves, at their own expense, any additional information necessary for the preparation of their tenders.
16 Confidentiality
All information supplied by the Council 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.
17 Ownership of Tender Documents
These documents are, and shall remain the property of the Council and shall be returned with the tender. If no tender is to be submitted, the documents shall be returned pursuant to the Council’s Invitation to Tender.
18 Insurances
The Supplier shall effect and maintain insurance necessary to cover their liabilities under this Contract.
19 Format of Tenders
Those interested in tendering for this project should submit a tender document comprising of:
o Form of Tender
o Evidence of experience including references of track record of similar type projects
o Company details as per section 4 of Instructions to Tenderers
o Form of Assurance
o Collusive Tendering Certificate
o Declaration of Commitment to the Promotion of Equality of Opportunity & Good Relations
o Fair Employment declaration
o Copies of Insurances: Public/Products Liability, Employers Liability etc
o Any additional information to support your tender submission
20 Offer and Acceptance of Contract (Above threshold Contracts only)
20.1 Prior to the expiry of the tender validity period as defined in Clause 7 Derry City and Strabane District Council will send to the successful tenderer a letter of provisional acceptance of tender. This letter will make clear that the execution of the contract will be subject to a minimum mandatory standstill period of 10 calendar days, from the day after the date of letter of provisional acceptance.
20.2 At the same time, Derry City and Strabane District Council will notify each unsuccessful tenderer.
20.3 At the end of the standstill period, unless Derry City and Strabane District Council notifies the successful tenderer that there has been judicial interruption in the form of an order by the court of competent jurisdiction that the execution and/or implementation of the contract should be suspended pending a full hearing of the matter by a court of competent jurisdiction, Derry City and Strabane District Council will execute the contract documentation.
20.4 If judicial interruption takes place Derry City and Strabane District Council will execute the contract documentation only following the conclusion of the Court proceedings (including any appeals) in favour of Derry City and Strabane District Council. If the Court proceedings are concluded against Derry City and Strabane District Council, no contract shall be entered into or executed.
21 2010 Bribery Act
The Supplier shall:
21.1 comply with all applicable laws, statutes, regulations, and codes relating to anti-bribery and anti-corruption including but not limited to the Bribery Act 2010 (Relevant Requirements);
21.2 not engage in any activity, practice or conduct which would constitute an offence under sections 1, 2 or 6 of the Bribery Act 2010 if such activity, practice or conduct had been carried out in the UK;
21.3 have and shall maintain in place throughout the term of this agreement its own policies and procedures, including but not limited to adequate procedures under the Bribery Act 2010, to ensure compliance with the Relevant Requirements and clause 1.1(b), and will enforce them where appropriate;
21.4 promptly report to the Council any request or demand for any undue financial or other advantage of any kind received by the Supplier in connection with the performance of this agreement;
21.5 immediately notify the Council (in writing) if a foreign public official becomes an officer or employee of the Supplier or acquires a direct or indirect interest in the Supplier (and the Supplier warrants that it has no foreign public officials as officers, employees or direct or indirect owners at the date of this agreement);