Eastern Shires Purchasing Organisation
Further Competition under
ESPO Framework Agreement No. 860-14
for the supply of
Refuse & Recycling Products
Lot: 9 – food waste
containers (caddies)
To
The London Borough of Lewisham
Closing Date for Tenders: 6th February2017
ESPO Contract Reference 860-14
January 25th 2017
1
Contents
1.
INTRODUCTION
3
2.
PROCUREMENT PROCESS AND EVALUATION OF TENDERS
5
3.
CONDITIONS OF TENDER
9
4.
INSTRUCTIONS TO TENDERERS
10
The following sections are to be completed by the tenderer
5.
FORM OF TENDER
11
6.
REQUIREMENT AND PRICE SCHEDULE
12
7.
RESPONSE TO METHOD STATEMENTS
13
2
1. INTRODUCTION
Basis of the Contract
The purpose of this document is to invite you to submit a tender in a Further
Competition exercise to meet the requirements of The London Borough of Lewisham.
This invitation to tender is issued under ESPO framework agreement ref. 860-14,
covering the supply of refuse and recycling products (including wheeled bins). Your
company is included in this framework agreement for the product being sought within
this tender.
The ESPO framework agreement commenced on 01 February 2014 and is of up to four
years duration.
Unless agreed otherwise, any contract awarded and subsequent order placed as a
result of the further competition exercise shall be subject to the Call-Off Terms as
agreed to in the framework agreement and supplied in the user guide
Henceforth in this document, reference to “the Council” means The London Borough of
Lewisham.
Background to the tender
The Council will be making changes to its household waste collection services in June
2017, or such later date. The existing weekly refuse collection will be moving to a
fortnightly service using existing 180 litre wheeled bins and a new food waste
collection service will be introduced. The recycling service and the garden waste
collection service which both use 240 litre bins will remain a weekly collection. The
new food waste service will be for street level properties only i.e. those properties that
have a wheeled bin collection for refuse. Whilst approval has been given for the roll
out of services, a further report will be taken to Mayor & Cabinet Committee on 8th
February 2017. Therefore any information and quotes in this tender will be subject to
approval being granted on 8th February, or such later date, for the service change.
The Requirement
Lewisham Council are inviting tenderers to submit a price for the purchasing of 5 and
23 litre caddies.
Further competition is invited under the terms and conditions of ESPO framework
agreement ref 860-14 for the purchasing of 80,000 x 23 litre kerbside food waste
containers and 80,000 x 5 litre kitchen caddies that are to be delivered to the
Council’s depot. The price is to include the cost of stamping information on to the
caddies that will be supplied by the Council.
Please note that further competition is invited, and a subsequent award will be made
subject to Mayor & Cabinet approval of the changes to the service taken on 8th
February, or such later date, in accordance with the terms and conditions of ESPO’s
overarching framework agreement ref 860-14) - except as may be varied herein.
Delivery Address
All items are to be delivered to the address below unless an alternative address is
specified by the Council when placing their order.
Wearside Service Centre
Wearside Road
3
London
SE13 7EZ
Contract Period
The Council anticipates that the call-off will be in force for a fixed period of six
months; commencing 9th February 2017 and elapsing July 30th 2017. This will be
subject to Mayor & Cabinet approval of the changes to the service taken on 8th
February, or such later date.
The Council will reserve the right to cancel the call-off or remove the nominated
supplier(s) from the call off contract in the event that there is a material concern
which seriously jeopardises the position of the Council.
Firm Price Period
Prices will remain firm for a minimum period of 12 months – commencing from the
start date of the call off.
Estimated Call Off Spend
For bidders guidance, the Council estimates that the approximate aggregate spend on
this contract will be £323,200.
Bidders’ attention is drawn to the fact that this figure is an estimation and could
fluctuate up or down, dependant on circumstances and requirements (i.e. budgetary
restraints etc).
4
2. PROCUREMENT PROCESS AND EVALUATION OF TENDERS
This invitation to tender is issued as part of a further competition exercise which is
being conducted under ESPO framework agreement ref. 860-14, for the supply of
refuse and recycling products (including wheeled bins). The tender process is thus
limited to just those suppliers who are included in that framework for the specified lot.
Procurement timescale
The further competition process is being conducted in accordance with the following
indicative timescale:

Further competition document issued .............30th January 2017

Closing date for receipt of further competition document 6th February 2017

Supplier identified and appointed ................. 10th February 2017

Order(s) placed ......................................... 13th February 2017
Evaluation of tenders
All responses will be assessed against the Evaluation Criteria set out below:
Caddy Purchasing
CRITERIA
and
Distribution
-
EVALUATION
WEIGHTING
Price
60
%
Non price
40
%
A bid may not be accepted that significantly fails to satisfy any specific criterion, even
if it scores relatively well against all other criteria.
In the event that evaluating officers, acting reasonably, consider that a tender is
fundamentally unacceptable on any issue, then regardless of the tender’s other merits
or its overall score, and regardless of the weighting scheme, that bid may be rejected.
5
PRICE (60% weighting)
Tenderers’ price scores will be calculated based upon the lowest price submitted by
tenderers.
This evaluation will include a price for the supply of the kerbside food containers (5
and 23 litre caddies) and a price for the distribution of the containers.
The tenderer with the lowest price will be awarded the full score of 60%, with the
remaining tenderers gaining pro-rated scores in relation to how much higher their
prices are when compared to the lowest price.
Table A – Price evaluation model
Tenderer
Price
(price - lowest
price) / lowest 100%
price
=
% above
above
lowest price
price
1
£100
(£100 - £100) / 100% - 0.00% = 60 x (100%
£100 = 0.00%
100.00%
0.00%)
-
2
£125
(£125 - £100) / 100% - 25.00% 60 x (100%
£100 = 25.00% = 75.00%
25.00%)
-
3
£150
(£150 - £100) / 100% - 50.00% 60 x (100%
£100 = 50.00% = 50.00%
50.00%)
-
4
£175
(£175 - £100) / 100% - 75.00% 60 x (100%
£100 = 75.00% = 25.00%
75.00%)
-
5
£200
(£200 - £100) /
100% - 100.00% 60 x (100%
£100
=
= 0.00%
100.00%)
100.00%
Maximum
%
points x (100% Final
lowest
%
above Score
lowest price)
-
60.00
45.00
30.00
15.00
0.00
6
NON-PRICE (40% weighting)
Tenderers are asked to respond to a number of method statements (Section 6), which
are intended to explain how they will meet specific requirements.
Each method statement will be scored on a scale of 0 to 4 points, in accordance with
the following scheme:
Score Judgement
4
3
2
1
0
Performance
Full and detailed response given, with no concerns
about the ability to meet the requirement based on this
response. Coherent evidence given where required.
Detailed response given but missing detail in some
Good
areas. Coherent evidence given where required
Basic response given, so that requirements are just
Satisfactory
deemed to have been met. Basic evidence provided
where required
Very basic response given, leading to concerns around
Unsatisfactory the Tenderer’s ability to meet the requirement. Poor or
misleading evidence provided where required.
No response given, or irrelevant response leading to
Poor
(or
major concerns around the Tenderer’s ability to meet
missing)
the requirement.
Excellent
If a tender scores ‘0’ against any one or more method statements, this will give
grounds for excluding that tender from any further consideration. For any tenders so
excluded, the relevant price will also be excluded from the evaluation.
Method Statements Scoring
Question
Score
1
3
2
3
TOTAL
6
(Max total score is 8)
(max of 4 points per question)
Total Non-Price Score
6 ÷ 8 x 40 = 30
7
QUESTIONS:
All requests for clarification and questions regarding this ITT should be
submitted via the London Tenders Portal.
The Council will endeavour to circulate a complete list of answers to all questions
submitted by (up to and including) 2nd February 2017.
Queries received after this date may not be answered.
AWARD OF CONTRACT
It is envisaged that one supplier will be appointed on to the call-off.
Such inclusion on the call off pursuant to this further competition will be on the
basis of the most economically advantageous bid, based on the evaluation criteria
listed.
The Council does not bind itself to accept the lowest or any bid, and unless a bidder
expressly states that a partial award will not be acceptable, then the right is
reserved to accept a bid in part.
Upon conclusion of the evaluation of responses, those bid(s) with whom it is agreed
should be awarded the call off will be advised accordingly in writing with the issue of
an ‘Acceptance’ letter.
Bidders that are unsuccessful will be advised of this in writing via a ‘Non acceptance
of Submission’ letter.
Upon conclusion of all of the above stages, a call off will be created between the
Council and the appointed supplier(s).
8
3. CONDITIONS OF TENDER
In submitting a proposal in response to this Invitation to Tender, tenderers do so on
the conditions specified or referred to herein and on the following express conditions
which shall be paramount, and in the event of any breach thereof the Council shall be
entitled to determine any arrangement made pursuant to such tender and to claim
damages accordingly.
Tenderers should consider only the information contained within this Invitation to
Tender, or otherwise communicated in writing to tenderers, when making their offer.
Information supplied by the Council (whether in this document or otherwise) is
supplied for general guidance in the preparation of tenders. Tenderers must satisfy
themselves by their own investigations with regard to the accuracy of such
information. The Council cannot accept responsibility for any inaccurate information
obtained by Tenderers.
Tenderers shall not, before the date and time specified for return of the tender,
communicate to any person the amount or approximate amount of the tender or
proposed tender, except where the disclosure in confidence of the approximate
amount of tender is necessary to obtain insurance cover required for the purpose of
the tender.
The tender shall be a bona-fide tender and shall not be fixed or adjusted by or under
or in accordance with any agreement or arrangement with any other person.
Tenderers shall not enter into any agreement or arrangement with any other person
with the intent that the other person shall refrain from tendering or between you
agree as to the amount of any other tender to be submitted.
The Council shall not be liable for, or pay any direct or indirect costs howsoever
incurred by any Tenderer in the preparation of their tender, or for the costs of any
post-tender clarification meetings, presentations, demonstrations or by any Tenderer
who fails to respond by the deadline set.
TERMS AND CONDITIONS
Any order placed pursuant to this further competition exercise will be subject to the
Call-Off Terms as agreed as part of the contract entered into with ESPO and supplied
in the user guide and framework ITT.
9
4. INSTRUCTIONS TO TENDERERS
4.1
FORMAT OF PROPOSALS
This Invitation to Tender documentation should only have been downloaded from the
The London Tenders Portal (https://www.londontenders.org) which is hosted by Pro
Contract.
The layout of responses should be in accordance with the following format (Tenders
submitted in any other format will not be accepted)
Tenderers must complete the following sections and submit them in the
following order:
1. Form of Tender (Section 5)
2. Price Schedule (Section 6)
3. Response to Method Statements (Section 7)
4.2
COMPLETION AND SUBMISSION OF TENDERS
a)
Tenderers should complete their tender submission following the format and
instructions detailed above. Tenders submitted in any other format will not be
accepted.
b)
In order to submit a tender for this procurement, you are required to upload
your tender electronically through the portal and ensure you click to ‘submit
response’, prior to the tender closing date and time.
4.3
RETURN DATE
Completed tender submissions must be uploaded by 6th February 2017 (12:00). Any
amendments to the submission deadline will be communicated through the portal.
Tenders submitted after the designated time and date will be rejected. Tenders
and/or any documentation supporting a tender submission must NOT be submitted by
fax or email.
Tenders must not be submitted by fax or e-mail.
Unless specifically withdrawn in writing, tenders shall remain open for acceptance for
a period of 90 days from the return date.
4.4
NO BID
If you do not wish to submit an offer, please confirm via The London Tenders Portal.
On no account must this Invitation to Tender be passed to any third party.
10
5. FORM OF TENDER
Further Competition under ESPO Framework Agreement:
Refuse & Recycling Products (including wheeled bins)
860-14
(to be completed by the tenderer)
In response to this further competition Invitation to Tender dated
1
I/we hereby offer to supply on receipt of an Order from any of the Councils
defined within the above-mentioned Further Competition Invitation to Tender,
services of the type offered in my/our tender and in respect of which my/our
tender.
2
I/we undertake that this offer shall remain valid and open for acceptance for a
period of 90 days from the date of submission unless specifically withdrawn in
writing.
3
I/we, the undersigned do hereby contract and agree on acceptance of this
Further Competition, in whole or in part, to perform the Services, at the prices
and terms quoted, and in accordance with the conditions of ESPO framework ref
860-14.
4
I/we further declare that I/we understand, agree and will comply with the
requirements of the Retrospective Rebate Agreement of ESPO framework ref 86014.
5
Unless and until a Contract is prepared and executed, this tender, together with
your written acceptance thereof, shall constitute a binding contract between us.
6
I / we accept the conditions of contract set out in the Invitation to Tender, to
which this tender is my/our response, and I /we undertake to perform any
contract awarded as a result of this Tender in strict conformity with those
conditions of contract.
7
We understand that The London Borough of Lewisham is not bound to accept
any Tender it receives.
Signed: ........................................................ Date ...............................
Name (please print): ................................................................................
Position: ..................................................................................................
Name of Tenderer .....................................................................................
Address: ..................................................................................................
..............................................................................................................
..............................................................................................................
Telephone number: ..................................................................................
Fax number:
.........................................................................................
E-mail address:
.....................................................................................
11
6. PRICE SCHEDULE
Further Competition under ESPO Framework Agreement: 860-14
Refuse & Recycling Products (including wheeled bins)
(to be completed by the tenderer)
Guidance to tenderers
1. All prices quoted must be in Sterling and exclusive of VAT.
2. Tenderers should
Specifications.
satisfy
themselves
that
they
have
understood
the
3. Where any ambiguity or confusion exists, Tenderers are invited to contact the
Council responsible for this Further Competition as per the details on page 9 of
this document.
In all instances the prices tendered shall be deemed to be a fully inclusive rate, and
will therefore include all costs for, transportation, delivery, reporting, administration,
profit, overheads and any other costs incurred in supplying the equipment. All prices
quoted should therefore be inclusive of all charges applicable to supplying the
product.
Purchase only
Item Specification
Price Per Item
(Excl. VAT)
Total Price
(Excl. VAT)
5 litre kitchen caddie
Brown body
Smooth wipe clean interior
1
Suitable handles for lifting and decanting
purposes.
Printing on lid and body
Quantity – Total of 80,000
23 litre kerbside food caddy
Brown body
Brown, lockable lid
Smooth wipe clean interior
Suitable handles for lifting and decanting
purposes.
Printing on lid and body
Quantity – Total of 80,000
Any additional costs (please detail)
12
7. RESPONSE TO METHOD STATEMENTS
Purchase only
1. Provide details of the quality testing undertaken to ensure that the product
meets the requirements of this tender. (5%)
2. Please outline your manufacturing and delivery process timescales to show how
you will meet our required delivery dates. (8%)
3. Please outline requirements for embossing the bins with information and logos.
(2%)
4. In the event of a delivery arriving damaged what would be your process to
resolve this situation in a timely and cost effective manner, paying particular
attention to our service start date. (8%)
5. Provide details of how the deliveries will be made, including whether the
deliveries will be made using a vehicle with a tail lift, and if not, will assistance
be provided to unload as no fork lift truck will be available. (8%)
6. Outline what after-sales service and customer care you can provide. (2%)
7. Provide contact details of all the local authorities that you have worked with
over the past two years. (2%)
8. Please state whether there will be any assembly required (lids and handles) of
the caddies and how they will be stacked during transit.(5%)
13