United Kingdom-Newry: Fitness equipments

Type of document: Invitation to tender
Country: United Kingdom
OJEU Ref: (2016/S 187-336249/EN)
Nature of contract: Supply contract
Procedure: Open procedure
Regulation of procurement: EU – with participation by GPA countries
Type of bid required: Mixed global and partial bid

Contract notice
Supplies
Directive 2004/18/EC
Section I: Contracting authority
I.1) Name addresses and contact point(s):
Newry Mourne and Down District Council
Greenbank Industrial Estate
Newry
Postal code: BT34 2QU
United Kingdom
Contact points(s): Only Online through portal at: www.newrymournedown.org/procurement
For the attention of: David Barter
Phone: +44 2830313233
Email: David.Barter@newryandmourne.gov.uk
Fax: +44 2830313288
Internet Address(es):
General address of the contracting authority: www.newrymournedown.org
Address of the buyer profile: www.newrymournedown.org/procurement
Electronic access to information: www.newrymournedown.org/procurement
Electronic submission of tenders and requests to participate: www.newrymournedown.org/procurement
Further information can be obtained from: The above mentioned contact point(s)
Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)
Tenders or requests to participate must be sent to: The above mentioned contact point(s)
I.2) Type of the contracting authority:
Regional or local authority
I.3) Main activity: General public services
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:
18 — 2016 Framework for The Provision of Fitness Equipment.
II.1.2) Type of contract and location of works, place of delivery or of performance:
Supplies
Type of supplies contract: A combination of these
Nuts code: UKN03, UKN05
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 a single operator
Duration of the framework agreement in years: 5
Justification for a framework agreement, the duration of which exceeds four years: 5 year construction plan across district that this framework feeds into.
Estimated total value of purchases for the entire duration of the framework agreement
Estimated value excluding VAT: 850 000 GBP
II.1.5) Short description of the specific contract:
The Council has an on-going programme of facility development underway, with enhanced fitness provisions to be developed initially at Newry Leisure Centre and the new Downpatrick Leisure Centre, followed by the proposed outcome of business plan requirements that could see centres such as Kilkeel, Ballymote and Newcastle following suit if the Council is to truly achieve its aim of supporting improved health and well-being outcomes while transforming and modernising the Council by providing accessibility as well as value for money services.
Newry Leisure Centre Phase 2 and the new Downpatrick Leisure Centre have now commenced construction. There is provision and space set aside for a fitness suite within both projects, of which the decision surrounding the final specification of that area rests with the Council.
II.1.6) Common procurement vocabulary (CPV): 37440000, 37442500, 51121000
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: Yes. Tenders may be submitted for one or more lots
II.1.9) Information about variants:
Variants will be accepted: YES
II.2) Quantity or scope of the contract:
II.2.1) Total quantity or scope:
You may quote for one, several or all of the lots under the various options..
(1) Capital purchase for Newry (Lot 1a and/or b) and Downpatrick (Lot 1a):
— Outright purchase of equipment with 2.5 year enhanced CV/technology refresh along with committed 5 year service/maintenance plan for each facility to start from the date of specific equipment commissioning
— Floors plans are listed within the appendix and suppliers are asked to present proposals as per method statements detailed in section 11 and as per Addendum 1 based on Newry Leisure Centre Phase 2 as the case study. (it is envisaged that the new Downpatrick centre will require similar types of equipment, specifications and quantities as listed in Lot 1a)
(2) Lease Newry (Lot 1a and/or b) and Downpatrick(Lot 1a):
— Lease arrangement 5 years approx. with 2.5 year enhanced CV/technology refresh to be paid on a monthly/quarterly basis along with a matching service/maintenance plan for entire duration of lease for each facility to start from the date of specific equipment commissioning
— Floors plans are listed within the appendix and suppliers are asked to present proposals as per method statements detailed in section 11 and as per Addendum 1 based on Newry Leisure Centre Phase 2 as the case study. (it is envisaged that the new Downpatrick centre will require similar types of equipment, specifications and quantities as listed in Lot 1a)
(3) Equipment Partner (for all Lots):
— Lease as per option (2) above with addition of optional equipment/maintenance/service requirements in Ballymote Centre, Kilkeel Leisure Centre and Newcastle Leisure Centre
— General equipment listing is specified within Appendix.
Estimated value excluding VAT:
850 000 GBP
II.2.2) Information about options:
Options:yes
Description of these options:You may quote for one, several or all of the lots under the various options..
(1) Capital purchase for Newry (Lot 1a and/or b) and Downpatrick (Lot 1a):
— Outright purchase of equipment with 2.5 year enhanced CV/technology refresh along with committed 5 year service/maintenance plan for each facility to start from the date of specific equipment commissioning
— Floors plans are listed within the appendix and suppliers are asked to present proposals as per method statements detailed in section 11 and as per Addendum 1 based on Newry Leisure Centre Phase 2 as the case study. (it is envisaged that the new Downpatrick centre will require similar types of equipment, specifications and quantities as listed in Lot 1a)
(2) Lease Newry (Lot 1a and/or b) and Downpatrick(Lot 1a):
— Lease arrangement 5 years approx. with 2.5 year enhanced CV/technology refresh to be paid on a monthly/quarterly basis along with a matching service/maintenance plan for entire duration of lease for each facility to start from the date of specific equipment commissioning
— Floors plans are listed within the appendix and suppliers are asked to present proposals as per method statements detailed in section 11 and as per Addendum 1 based on Newry Leisure Centre Phase 2 as the case study. (it is envisaged that the new Downpatrick centre will require similar types of equipment, specifications and quantities as listed in Lot 1a)
(3) Equipment Partner (for all Lots):
— Lease as per option (2) above with addition of optional equipment/maintenance/service requirements in Ballymote Centre, Kilkeel Leisure Centre and Newcastle Leisure Centre
— General equipment listing is specified within Appendix and Tenderer’s are invited to visit centres where necessary to review.
II.2.3) Information about renewals:
This contract is subject to renewal: no
II.3) Duration of the contract or time limit for completion:

Information about lots
Lot No: 1; Lot title: Lot 1a — New Fitness Equipment and ICT Solutions (Method Statement 1 Compliance)
1) Short description: Lot 1a — New Fitness Equipment and ICT Solutions (Method Statement 1 Compliance)The Council is seeking to procure a full fitness gym which includes the supply, delivery, installation, staff training and commissioning solution of Commercial fitness equipment, including CV, Resistance, Functional and Free Weight Equipment, and ancillary solutions as indicated the tender documentation and in line with the costing option as listed in the introduction.
2) Common procurement vocabulary (CPV): 37440000,37442500,51121000
3) Quantity or scope:
Please note these requirements are not exhaustive and are indicated as a guide to assist suppliers to provide initial costing proposals with Newry Leisure Centre Phase 2.Distinct areas (as indicated on the floor plans) are to be provided for (a) Resistance Machines, (b) Functional Training Area, (c) Cardiovascular Machine Areas (d) a Free Weights Area (e) Stretching area (f) Elite Training area and (g) Rehabilitation client area.

4) Indication about different date for duration of contract or starting/completion:
5) Additional information about lots:

Lot No: 2; Lot title: Lot 1b — Strength and Conditioning Room (floor plan listed as ‘Aerobics Room’)
1) Short description: The Council has identified a room adjacent to the main fitness suite with Newry Leisure Centre Phase 2 that it would like to incorporate within the main gym through a connecting sliding door partition but also reserve the functionality to have this room being used as a separate environment and available for specific bookings. This is referred to as the ‘aerobics room’ within the floor plans provided.
2) Common procurement vocabulary (CPV): 37440000,37442500,51121000
3) Quantity or scope:

4) Indication about different date for duration of contract or starting/completion:
5) Additional information about lots:

Lot No: 3; Lot title: Lot 2 — Group Cycles (optional)
1) Short description: Group Cycle equipment proposals will need to consider the following requirements:— All cycles must be of the same standard with no variation to colour and/or design— Cycles must have easily identifiable customer adjustment points for:Handle bars (height and for size)Set Adjuster (up/down & forwards/backwards)— A selection of grips for the customers during activity— Any adjustments (height/size) must be easy to perform with due consideration to the end user.— Straps or cleats as a standard option (manufacturer must specify type)— Easy resistance (gear) selection— Coverings to protect the equipment from failure (including electrics) to prevent moisture erosion (sweat and drinks)— All cycles to have bottle holders.
2) Common procurement vocabulary (CPV): 37440000,37442500,51121000
3) Quantity or scope:

4) Indication about different date for duration of contract or starting/completion:
5) Additional information about lots:

Section III: Legal, economic, financial and technical information
III.1) Conditions relating to the contract:
III.1.1) Deposits and guarantees required:
The Council reserves the right to require deposits, guarantees and/or bonds and/or other forms of appropriate
security.
III.1.2) Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Details of relevant contractual proposals will be communicated to participants in the dialogue.
III.1.3) Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
None preferred, however for entering into and performing the contract, Tenderers will require to form a legal entity recognised under Northern Ireland law. There is no preferred form of economic operator but each individual in any group is to be jointly and severally liable for the contract. In the event of an associated group of companies being successful, the Council will require each company to be jointly and severally liable for the satisfactory performance of the contract. This assurance will be required in writing before any contract can be awarded to such a group.
III.1.4) Other particular conditions:
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: In accordance with Section 3 of Directive 2014/24/EU of the European Parliament and of the Council and regulation 57 and 58 Public Contracts Regulations 2015 and as set out in the tender documentation, which is available from the Council’s portal website at
www.newrymournedown.org/procurement.
III.2.2) Economic and financial ability:
Information and formalities necessary for evaluating if the requirements are met: In accordance with Section 3 of Directive 2014/24/EU of the European Parliament and of the Council and regulation 57 and 58 Public Contracts Regulations 2015 and as set out in the tender documentation, which is available from the Council’s portal website at
www.newrymournedown.org/procurement.
Minimum level(s) of standards possibly required: Relevant standards are as set out in the tender documentation, which is available from the Council’s portal website at
www.newrymournedown.org/procurement.
III.2.3) Technical capacity
Information and formalities necessary for evaluating if the requirements are met: In accordance with Section 3 of Directive 2014/24/EU of the European Parliament and of the Council and regulation 57 and 58 Public Contracts Regulations 2015 and as set out in the tender documentation, which is available from the Council’s portal website at
www.newrymournedown.org/procurement.
Minimum level(s) of standards possibly required: Relevant standards are as set out in the tender documentation, which is available from the Council’s portal website at
www.newrymournedown.org/procurement.
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:
Tender 18 – Framework for the Provision of Fitness Equipment
IV.3.2) Previous publication(s) concerning the same contract:
No
IV.3.3) Conditions for obtaining specifications and additional documents or descriptive document:
Time limit for receipt of requests for documents or for accessing documents:19.10.2016
Payable documents: No
IV.3.4) Time limit for receipt of tenders or requests to participate:
24.10.2016 – 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:
IV.3.7) Minimum time frame during which the tenderer must maintain the tender:
IV.3.8) Conditions for opening of tenders:

Section VI: Complementary information
VI.1) Information about recurrence:
This is a recurrent procurement: No
VI.2) Information about European Union funds:
The contract is related to a project and/or programme financed by European Union funds: No
VI.3) Additional information
VI.4) Procedures for appeal:
VI.4.1) Body responsible for appeal procedures:
Royal Courts of Justice (NI)
Chichester St.
Belfast
Postal code: BT1 3 JF
United Kingdom
Phone: +44 2890235111
Email: adminoffice@courtsni.gov.uk
Internet address:
VI.4.2) Lodging of appeals:
Precise information on deadline(s) for lodging appeals:Precise information on deadline(s) for lodging appeals:The Council will incorporate a minimum 10 calendar day standstill period when information on the award of thecontract is communicated to tenderers. This period allows tenderers to seek further debriefingfrom the Council before the contract is entered into. Applicants have 2 working days from notice of the awarddecision to ask for additional debriefing and that information has to be provided a minimum of 3 working daysbefore the expiry of the standstill period. Such additional information should be requested from email address:purchasing.department@newryandmourne.gov.ukIf a dispute about contract award has not been successfully resolved the Public Contracts Regulations 2015allow aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take actionin the High Court. Any such action must be brought promptly (generally within 1 month). The purpose of thestandstill period referred to above is to allow parties to apply to the Courts to set aside the award decisionbefore the contract is entered into.
VI.5) Date of dispatch of this notice:
23.09.2016