Tender for the Supply & Delivery of Grounds Maintenance Mowers
Invitation Document
Derry City & Strabane District Council
Council Offices
98 Strand Road
Derry
BT48 7NN
Email:
Web: www.derrycityand strabanedistrict.com
Table of Contents
Contents 2
Introduction & Scope of Works 3
Instructions to Tenderers 4
Evaluation / Award Criteria 12
Form of Tender 14
Terms & Conditions 15
Form of Assurance 16
Collusive Tendering Certificate 17
Declaration of Commitment to
Promoting Equality of Opportunity 18
Fair Employment Declaration 20
Prompt Payment Certificate 21
Statement Relating To Good Standing 22
Freedom of Information 25
Non Submittal Form 26
Appendix 27
Introduction & Scope of Works
1. Introduction
Derry City and Strabane District Council is seeking Tenders for the supply and Delivery to their Skeoge Operating Centre (BT48 8SE) of the following Grounds Maintenance Mowers
1 No New 36” Professional Grade Pedestrian Banks Mower
1 No New Tractor-Mounted ‘Trimax’ Stealth Mower
2 No Professional Grade Pedestrian Mulcher Mowers
3 No New Professional Grade Ride-on Mowers complete with ‘Trimax Out-Front Fine-Flail Decks’
4 No New 48” Professional Grade Pedestrian Banks Mowers
Detailed Specifications can be found in Appendix
Interested Suppliers can provide pricing for any or all mowers. It is Derry City and Strabane District Councils intention to award each mower individually to the lowest cost meeting stated specification.
The successful suppliers will supply the unit/s fully assembled, pre-delivery inspected and fully fuelled ready for operational deployment.
All administration required must also be completed in full on delivery.
Instructions to Tenderers
1. Invitation To Tender
1.1 Derry City & 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.
2.3 Should any tenderer be in doubt as to the interpretation of any part of the contract documents, the Fleet Manager shall endeavour to answer written enquiries. All queries must be submitted in writing to arrive with the Fleet Manager not later than 18th June 2015 by email to:
Email –
2.4 All copies of written queries received, together with written replies will be sent to all tenderers not later than 5days before the date of return of tenders. All responses will also be posted on the Councils website as detailed below: - http://www.derrycity.gov.uk/Tenders/index.htm
2.5 In order to ensure receipt of written replies, all prospective tenderers are therefore requested to register their intent to tender in writing to the Fleet Manager by email as noted in Clause 2.3 above, not later 18th June 2015, including full contact details and indicating tender will be submitted.
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
Tenders must be submitted for the supply of all the services specified in the Form of Tender. Tenders submitted for part of the services only will be rejected. Tenderers must price separately for all items listed in the Form of Tender. The Council may reject any tender that is not priced separately.
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 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 “Grounds Maintenance Mowers”
Mr J Kelpie,
Chief Executive,
Derry City & Strabane District Council
98 Strand Road, Derry
BT48 7NN,
so as to arrive not later than 12.00 noon on 26th June 2015
Please provide 4 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 150 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 & 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.
10 Pre-Selection Interviews / Presentations
Tenderers are put on notice that they may be required to attend the Council Offices, 98 Strand Road, Derry, for procedural and technical presentations and/or interviews during the process of tender evaluation at no charge to Council.
11 Contract Commencement Date
The contract will commence in Summer 2015
12 Questions
All questions, requests or other communications regarding this tender must be made in writing to
13 Late Submissions
Tenders submitted after the closing date will not be accepted.
14 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.
15 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 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 & 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 & Strabane District Council will notify each unsuccessful tenderer.
20.3 At the end of the standstill period, unless Derry City & 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 & Strabane District Council will execute the contract documentation.
20.4 If judicial interruption takes place Derry City & Strabane District Council will execute the contract documentation only following the conclusion of the Court proceedings (including any appeals) in favour of Derry City & Strabane District Council. If the Court proceedings are concluded against Derry City & 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);
21.6 within 3 months of the date of award of this contract, and annually thereafter, certify to the Council in writing signed by an officer of the Supplier, compliance with this clause 1 of the Bribery Act 2010 by the Supplier and all persons associated with it under clause 1.2 of the Bribery Act 2010. The Supplier shall provide such supporting evidence of compliance as the Council may reasonably request.
22 Any supplier may be disqualified who:
22.1 is bankrupt or is being wound up, whose affairs are being administered by the court, who has entered into an arrangement with creditors or who is in any analogous situation arising from a similar procedure under national laws and regulations;
22.2 is the subject of proceeding for a declaration of bankruptcy, for an order of compulsory winding-up or administration by the court or for an arrangement with creditors or is the subject of any other similar proceedings under national laws or regulations;
22.3 has been convicted of an offence concerning his professional conduct by a judgement which as the force or res judicata;
22.4 has been guilty of grave professional misconduct proven by any means which the contracting authorities can justify;
22.5 has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or those of the country of the contracting authority;
22.6 has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or those of the country of the contracting authority;
22.7 is guilty of serious misrepresentations in supplying the information required under the provisions of the Directive on the criteria for qualitative selection.
Evaluation / Award Criteria
A two stage process will be used to assess tenders.
Stage 1 of the assessment process will be an examination of the experience of each submitting party
Selection Criteria / MarkTechnical Capacity
· The Supplier shall effect and maintain insurance necessary to cover their liabilities under this Contract. This will include Professional Indemnity Insurance, and where applicable Public Liability (£5 million) and Employer’s Liability Insurance (£10 million). Copies of all valid insurances should be provided. Failure to provide these documents may lead to a fail mark.
· Tenderers must agree to meet the general conditions of contract and the specification.
· Tenderers must provide brochure for each mower being tendered for to allow verification of proposed specification. Failure to provide these documents may lead to a fail mark. / Pass/Fail
Pass/Fail
Pass/Fail
Company Experience
The Tenderer shall supply a list of three similar contracts, carried out within the past three years. Please fill out and return document below. Failure to return this document may lead to a fail mark.
/ Pass/Fail
Tenders who provide the Council with the relevant information requested will receive a pass mark and move on to stage two and their submission will then be evaluated against the following criteria.