United Kingdom-Hengoed: Fresh cows’ milk

Type of document: Invitation to tender
Country: United Kingdom
OJEU Ref: (2016/S 015-021583/EN)
Nature of contract: Supply contract
Procedure: Open procedure
Regulation of procurement: EU – with participation by GPA countries
Type of bid required: Global bid

Contract notice
Supplies
Directive 2004/18/EC
Section I: Contracting authority
I.1) Name addresses and contact point(s):
Caerphilly County Borough Council
Penallta House, Tredomen Park, Ystrad Mynach
Hengoed
Postal code: CF82 7PG
United Kingdom
Contact points(s): Procurement Services
For the attention of: Mrs Anne Knibbs
Phone: +44 1443863352
Fax: +44 1443863167
Internet Address(es):
General address of the contracting authority: www.caerphilly.gov.uk
Address of the buyer profile:
Electronic access to information:
Electronic submission of tenders and requests to participate:
Further information can be obtained from: Caerphilly County Borough Council
United Kingdom
For the attention of: Mrs Anne Knibbs
Email: knibba@caerphilly.gov.uk
Internet address: www.caerphilly.gov.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Caerphilly County Borough Council
United Kingdom
Internet address:

Tenders or requests to participate must be sent to: Caerphilly County Borough Council
United Kingdom
Internet address:

I.2) Type of the contracting authority:
Regional or local authority
I.3) Main activity: General public services,Public order and saftey,Environment,Health,Housing and community amenities,Social protection,Recreation culture and religion,Education
I.4) Contract award on behalf of other contracting authorities/entities:
The contracting authority is purchasing on behalf of other contracting authorities: No
Section II: Object of the contract:
II.1) Description:
II.1.1) Title attributed to the contract by the contracting authority/entity:
Framework for the Supply and Distribution of Fresh Pasteurised Milk and Other Associated Products.
II.1.2) Type of contract and location of works, place of delivery or of performance:
Supplies
Type of supplies contract: Purchase
Main site or location of works, place of delivery or of performance: Caerphilly County Borough.
Nuts code: UKL16
II.1.3) Information about a public contract, a framework agreement or a dynamic purchasing system (DPS):
The notice involves the establishment of a framework agreement:
II.1.4) Information on framework agreement:
Framework agreement with several operators
Duration of the framework agreement in years: 4
Estimated total value of purchases for the entire duration of the framework agreement
Estimated value excluding VAT: 2 000 000 GBP
Frequency and value of the contracts to be awarded: Number of participants will be 2 unless scores are tied or there are insufficient compliant tenders in which case the Council reserves the right to award to 1 operator or none at all.
II.1.5) Short description of the specific contract:
Caerphilly County Borough Council (the Council) requires a framework to be put in place for the supply and distribution of fresh pasteurised milk and other associated products to various establishments (including schools, day centres, residential homes, leisure centres and any other corporate buildings or premises utilised by the Council) throughout the Council.
The Council anticipates that it will also require alternative milk products such as (but not limited to) long-life unsweetened and sweetened Soya, Almond milk, Goats milk along with yoghurt products, particularly smooth fresh natural yoghurt as well as orange juice.
From time to time the Council may require the loan (free of charge) of Pergal Machines and table top milk fridges from the successful operator(s) during the course of the framework.
All milk must be cow’s milk (unless otherwise stated) and shall be pasteurised and homogenised and produced in the EU. Milk must meet the specifications and nutritional compositions detailed by the United Kingdom Dairy Council, London.
The Council will only consider the school milk thirds (189 ml to 250 ml) in recyclable poly bottles.
The drinking milk (Wales) Regulations 2010 (Statutory Instrument 2010 No. 1492 (W.135)) as amended shall apply in relation to this contract.
All goods must be packed and marked in a proper manner in accordance with any statutory requirements and instructions from the Council from time to time. All labelling must conform to current legislative requirements.
The Council will require the successful suppliers to conduct business electronically, including but not limited to purchase order processing and invoice submission and as such, suppliers will be required to register on the Councils designated eTrading portal upon receipt of an invitation issued to the supplier following award on to the framework.
Please be aware that TUPE may apply for this provision.
Full details and additional information is set out in the invitation to tender (‘ITT’).
Note: to register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at
II.1.6) Common procurement vocabulary (CPV): 03333000, 03331200, 03331000, 15511000, 15511100, 15511210, 15511300, 15511400, 15511500, 15511600, 15511700, 15551000, 15321100, 15551300, 15551320, 15551310
II.1.7) Information about Government Procurement Agreement (GPA):
The contract is covered by the Government Procurement Agreement (GPA): YES
II.1.8) Lots:
The contract is divided into lots: No
II.1.9) Information about variants:
Variants will be accepted: NO
II.2) Quantity or scope of the contract:
II.2.1) Total quantity or scope:
The estimated value of the framework is approximately 500 000 GBP per annum based on previous annual expenditure. Tenderers should note however that there is no guarantee of supply and will be wholly subject to demand from each Council establishment at any given time.
At this stage it is anticipated the period of the framework will be for 3 years with an option to extend for up to a further period of 12 months. The framework shall take effect on the Commencement Date (anticipated to be 1.5.2016) and shall expire after 3 years unless it is otherwise terminated in accordance with the provisions of the framework, or otherwise lawfully terminated, or extended as part of the extension period of up to 12 months.
Estimated value excluding VAT:
2 000 000 GBP
II.2.2) Information about options:
Options:yes
Description of these options:Framework will be for a period of 3 years with an option to extend for up to a further 12 months.
II.2.3) Information about renewals:
This contract is subject to renewal: no
II.3) Duration of the contract or time limit for completion:
Duration in months: 48 (from the award of the contract)
Section III: Legal, economic, financial and technical information
III.1) Conditions relating to the contract:
III.1.1) Deposits and guarantees required:
Any deposits, guarantees or bonds required by the contracting authority will be set out in the ITT documents.
III.1.2) Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Tender pricing must be in Sterling (GBP). Payments made under the framework agreement awarded will be in Sterling (GBP).
Any further information will be made available in the tender documentation.
III.1.3) Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
A consortium/joint venture will not be required to convert into a specific legal form in order to submit an Application, but may be required to do so prior to award of the Framework Agreement. The Authority may:
contract with one contractor who will act as the agreed prime contractor;
contract with each member of the consortium/joint venture on the basis of joint and several liabilities;
contract with one member of the consortium/joint venture as prime contractor to whom the other members will be sub-contractors;
or at its discretion, require the consortium/joint venture to enter into any other contracting arrangement.
III.1.4) Other particular conditions:
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Any acceptance on to the framework will be subject to obtaining certification of approval following a 3rd Party Food Hygiene audit. Failure to comply with that condition will result in the withdrawal of acceptance and the next available tenderer will be considered. The cost of this audit is borne by the Council.
During the course of the framework period the Council will undertake food hygiene audits annually (or as required). These will be unannounced and certification of approval must be obtained to continue supplying and distributing the goods under this framework. The supplier may be given the opportunity to rectify any areas of concern (depending on severity and risk), however this must result in successful certification of approval or the supplier will be removed from the framework. Further details can be found in the ITT documentation.
The Council accepts no less than a minimum 5 000 000 GBP cover for Employers Liability and no less than a minimum of 5 000 000 GBP cover for Public Liability Insurance.
Please refer to the Invitation to Tender (ITT).
III.2) Conditions for participation:
III.2.1) Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers:
Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.
(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established
(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.
Please refer to the Invitation to Tender.
III.2.2) Economic and financial ability:
Information and formalities necessary for evaluating if the requirements are met: Please refer to the Invitation to Tender.
Minimum level(s) of standards possibly required: Please refer to the Invitation to Tender.
III.2.3) Technical capacity
Information and formalities necessary for evaluating if the requirements are met: Please refer to Invitation to Tender.
Minimum level(s) of standards possibly required: Please refer to the Invitation to Tender.
III.2.4) Information about reserved contracts:
III.3) Conditions specific to services contracts:
III.3.1) Information about a particular profession:
III.3.2) Staff responsible for the execution of the service:
Section IV: Procedure
IV.1) Type of procedure:
IV.1.1) Type of procedure:
Open
IV.1.2) Limitations on the number of operators who will be invited to tender or to participate:
IV.1.3) Reduction of the number of operators during the negotiation or dialogue:
IV.2) Award criteria:
IV.2.1) Award criteria:
IV.2.2) Information about electronic auction:
An electronic auction will be used: no
IV.3) Administrative information:
IV.3.1) File reference number attributed by the contracting authority/entity:
CCBC/PS1377/15/AK (RFX RQST11199)
IV.3.2) Previous publication(s) concerning the same contract:

IV.3.3) Conditions for obtaining specifications and additional documents or descriptive document:

IV.3.4) Time limit for receipt of tenders or requests to participate:
25.02.2016 – 12:00
IV.3.5) Date of dispatch of invitations to tender or to participate to selected candidates:
IV.3.6) Language(s) in which tenders or requests to participate may be drawn up:
EN
IV.3.7) Minimum time frame during which the tenderer must maintain the tender:
IV.3.8) Conditions for opening of tenders:
Date: 22.02.2016 – 13:00
Place: Offices of Caerphilly County Borough Council.

Section VI: Complementary information
VI.2) Information about European Union funds:
The contract is related to a project and/or programme financed by European Union funds: Yes
VI.3) Additional information
Tenderers must express an interest by completing the following process:
1. Log in to the Proactis Supplier Portal at
2. Click the ‘Sign Up’ option on the Portal homepage (If already registered go to point 11.)
3. Enter your correct Organisation Name, Details and Primary Contact Details.
4. Please make a note of the Organisation ID and User Name, then click ‘Register’.
5. You will then receive an email from the system asking you follow a link to activate your account.
6. Please enter the information requested, clicking on the blue arrow to move on to the next stage and follow the instructions
ensuring that you enter all applicable details.
7. In the Classification section please ensure that you select the Product Classification Codes (CPV Codes) that appear in the tender
notice, it is essential that only CPV Codes specific to your organisation are added to your profile.
8. Buyer Selection — At this stage you are required to indicate which Buyer Organisations you would like to register with. Please
remember to register with Caerphilly this ensures that you will be alerted to all relevant opportunities.
9.Terms and Conditions — Read the terms and conditions of the use of this Supplier Portal and tick the box to denote you have read
and understood the terms and that you agree to abide by them. If you do not agree you cannot complete the registration process.
Once you have agreed click on the blue arrow to move on to the next stage.
10. Insert a password for the admin user and repeat it. The password MUST be between 6 and 50 characters in length. It must contain at least 2 number(s). Once completed select ‘Complete Registration’ and you will enter the Supplier Home page.
11. From the Home Page, go to the ‘Opportunities’ icon, all current opportunities will be listed. Click on the blue arrow under the
field ‘Show Me’ of the relevant opportunity then click to register your interest on the applicable button.
12. Refresh your screen by clicking on the opportunities icon located on the left hand side, to view the opportunity click the blue
arrow.
13. Note the closing date for completion of the relevant project. To find all available documentation please drop down the ‘Request
Documents’ option and click to download all documents.
14. You can now either complete your response or ‘Decline’ this opportunity.
All queries are to be made via the messaging system on the Proactis portal. Please note we will not accept any questions/queries
via telephone/email.
A supplier guide is available via the portal detailing how to use the Proactis Plaza system.
If you require assistance please contact
Natasha Ford 01443 863075 — fordn@caerphilly.gov.uk or the procurement team on 01443 863161. Procurement Clinics are also available should you require further assistance when completing and submitting your tender or for general tendering advice aside from this process.
(WA Ref:39408)
Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:
Tenderers’ are required to submit a Community Benefits Method Statement Plan for this arrangement which will be assessed as a non-core requirement and as such the Community Benefit Plans submitted in the tender process will not be scored as part of the Council’s tender evaluation. However a response must be provided in order for the tender submission to be considered further.
VI.4) Procedures for appeal:
VI.4.1) Body responsible for appeal procedures:
Caerphilly County Borough Council
Penallta House, Tredomen Park, Ystrad Mynach, Y
Hengoed
Postal code: CF82 7PG
United Kingdom
Phone: +44 1443863161
Email: procurement@caerphilly.gov.uk
Fax: +44 1443863167
Internet address: www.caerphilly.gov.uk
VI.5) Date of dispatch of this notice:
20.01.2016