INVITATION TO TENDER FOR CASH COLLECTION,
PROCESSING, CASH-IN-TRANSIT (CIT) & BANKING THE MONEY
SERVICES
STEVENAGE BOROUGH COUNCIL
STEVENAGE LEISURE LIMITED
BOROUGH OF BROXBOURNE
EAST HERTFORDSHIRE DISTRICT COUNCIL,
HERTSMERE LEISURE
SPORTSPACE DACORUM SPORTS TRUST
OJEU Ref: 2011/S 110-181863
Tender Submission Deadline:
12 noon Monday 12th September 2011
CONTENTS
Section 1:
Instructions to Tenderers
Section 2:
Specification for Cash Collection
Section 3:
Conditions of Contract
Section 4:
Information Required
Section 5:
Transfer of Undertaking (Protection of Employment) Regulations 2006
Section 6:
Method Statements
Section 7:
Schedule of Rates for Completion
Section 8:
Forms to be completed
Section 9:
Evaluation and Award
Section 10: Appendices
2
Section 1: Instructions to Tenderers
1.1 Intro
duction
1.1.1
Stevenage Borough Co uncil, St evenage Le isure Limit ed, Borough of Brox bourne, Ea st
Hertfordshire Dis trict Council, He rtsmere Lei sure and Sportspace Da corum Sports Trust
(hereafter also known collectively as the Aut horities) are seeking a suitably q ualified and
experienced contractor to supply Cash Collection, Processing, Cash-in-Transit and Banking the
Money services and you have been selected, following a pre-qualification process, to participate
in the tender process.
1.1.2
The contract will be for a 5 year term with the o ption for a 2 year extension. It is expected that
the con tract under which these ser vices will be delive red will c ommence on 1 st Ja nuary 201 2
and expire on 31st December 2019 if the two year extension is taken up. The contract terms and
conditions information are detailed in Section 3 of this document. No Authority will be joint and
severably liable for the whole contract; each Authority will be a signatory to the Form o f Tender
and will be responsible for their own payments in respect of this contract.
1.1.3
Tenderers must co mply with thes e instruc tions. The y are designed to en sure that all tenders
are trea ted equa lly an d fairly and t o compl y with all le gal requirements for public sector
procurement. Failure to c omply with thes e in structions a nd conditions ma y inv alidate your
tender.
1.1.4
The Tende r doc uments are and shall be t he prop erty of Stevenage Boroug h Cou ncil and will
not be copied or reproduced in whole or in part, save as is necessary to enable you to complete
the Tender and must be returned to Stevenage Borough Council on demand.
1.2 Tenderers
Responsibilities
1.2.1
Tenderers shall make themselves fully conversant with the requirements as set out in Section 2
(Specification of R equirements) and Section 6 an d 7 (Me thod S tatements an d Sc hedule of
Rates for Co mpletion) before s ubmitting their tender . No c laims arising from n eglect in t his
respect will be entertained by the Authorities.
1.2.2
All tenderers are required to read these in structions before sub mitting a tender as referred to
below. Th e Authorities will a ssume t hat Tende rers are f ully aware of the contents of thes e
instructions and that unless queries are raised by Tenderers they are fully satisfied and have no
queries upon them. The Authorit ies will no t entertain any claims for compensation arising from
the neglect or failure of any Tenderer to comply.
1.2.3
Information supplied to Tenderers by the Authorities is supplied for general g uidance o nly.
Tenderers must satis fy t hemselves by their own inves tigations about the ac curacy of such
information and n o res ponsibility is ac cepted b y the Authorities for an y inaccurate information
obtained or for an y loss or damage o f wh atever kind and ho wsoever c aused arising f rom the
use of such information.
1.2.4
It is the responsibility of Tenderers to obtain for themselves at their own expense all information
necessary for t he preparation o f their t ender. All works of inv estigation and p reparation o f
tenders shall be carried out at the Tenderers cost.
3
1.2.5
The Invita tion to Te nder and any other informa tion is sued by S tevenage Boro ugh Council
relating t o the s ervices shall be treated b y you as con fidential and shall not be disclosed in
whole or in part to any third party without the prior consent of Stevenage Borough Council other
than for obtaining sureties, guarantees or quotations.
1.3
Basis of the Tender
1.3.1
All pric es quoted in the tender and a ny s upporting docu ments must be in p ound s terling an d
must be ex clusive o f VAT and w here a pplicable m ust inc lude the c ost of delive ry, packaging,
and a ny a dditional re lated co sts to the place(s) spe cified in the Tender. If req uested the
Authority will return the packaging at the Tenderer’s expense.
1.3.2
The prices quoted will remain valid and open, for acceptance by the Authorities until the expiry
of six months from the last date for receipt of tenders.
1.3.3
The Tenderer shall bear all costs expenses and liabilit ies incurred in connection w ith the
preparation and submission of the Tender.
1.3.4
Quantities, volumes and /or values sho wn in t he Invitation to Tender a re base d on historic al
usage and for guida nce on ly. Due to t he current economic situation a nd c hanges in service
delivery there m ay be reduc tions or in creases fr om historic us age. The Co uncils m ay re duce
collections and the L eisure Trusts may reduce c ollections if the y a re unsuccessful with the
retendering of s ites up for renewal but this could also increase collections if ne w contracts are
signed with other organisations.
1.4
Arithmetic Accuracy of the Tender
1.4.1
If t he Au thorities s uspect t hat there has bee n an error in t he pricin g of t he Tender t he
Authorities res erve the right to se ek such c larification as it con siders n ecessary from the
Tenderer only.
1.4.2
It is the responsibility of the supplier to check that all unit rates and other information entered in
the cost templates are ac curate. If any errors in the unit rates or in the totals are detected they
will be corrected b y ex tending ea ch u nit ra te b y the quan tity to wh ich it applies . An y ite m for
which no unit rate is entered in the appropriate column will be treated as if it is free of charge.
1.5 The
Tender
1.5.1
The Tender sha ll be submitted in accordance w ith thes e instruc tions to Tende rers. The
Authorities may reject any tender not complying in any particular matter and its decision in that
regard shall be final.
1.5.2
The Ten der shall be made in ac cordance w ith the ins tructions in Section 3 (C onditions of
Tendering) and all relevant forms for completion in Section 8 (Forms to be completed) shall be
signed and submitted with all other documents comprising the Tenderers Tender.
1.5.3
The Authorities reserve the right to amend any information or the Specification contained within
the invitation to tende r at an y p oint prior to t he award of c ontract. Suc h amendme nts w ill be
notified to the contractor within a period of 5 days.
4
1.5.4
The Authorities may accept or reject the whole or any part of a tender or combined tender.
1.5.5
The Authorities reserve the right to make all or any bids received available for inspection by the
Office of Fair Trading or any other regulatory body.
1.5.6 An y Tenderer who:

fixes or ad justs the a mount o f i ts Tend er b y o r in a ccordance w ith an y ag reement or
arrangement with any other party; or

communicates to any party o ther th an the Authorities or, as applic able, relevant other
commercial bo dy, the amount or ap proximate a mount of its prop osed Tender or
information which would enable th e amoun t o r approximate amount to be c alculated
(except wh ere such d isclosure is made in confidence in order to ob tain quotations
necessary for the preparation of the Tender or insurance or any necessary security); or

enters into any agre ement or arran gement with a ny o ther party that su ch other p arty
shall refrain from submitting a Tender; or

enters into any agreement or arrangement with any other party as to the amount of any
Tender submitted; or

offers or agre es t o pa y or give or does pay or give any sum or su ms of money,
inducement o r valuable c onsideration directly or indirectly to any pa rty for doin g or
having done or causing or h aving caused to be done in relation to any other Tender or
proposed Tender, any act or omission,

may (w ithout prejudice to any oth er civil remedies a vailable to the Authorities and
without prejudice to any criminal liability which such conduct by a Tenderer may attract)
be disqualified from this procurement exercise.
1.6
Contact Details
1.6.1
Any questions regarding t hese doc uments and the spec ific requirements of the Authori ties
must be made in writing by emailing queries through Delta Response Manager.
There is an email box pres ent on the top le ft hand s ide o f the Te nderbox R esponse sc reen
which says ‘Email Stevenage Borough Council’; click on this button and type your query in the
email text box then click on the green ‘Send Email’ button. You should then receive a message
which says Email has been sent successfully to buyer.
You can also ch eck t hat your e mail ha s bee n s ent b y clic king on t he a ctivity log o n t he top
right hand side of the Tender Response section.
1.6.2
The deadline for q uestions is 12 noon on Th ursday 1 st September 2011 . Tenderers should
note that the questions and res ponses w ill b e anonymised and shared w ith other Tenderers.
Responses will be circulated through Delta by 3pm on Tuesday 6th September 2011.
1.6.3
If you hav e any t echnical problems with the Delta email f unction pl ease contact the Delta
eSourcing Helpdesk on 0845 270 7050 or email [email protected]
1.6.4
Contact by any person acting in the name of th e prospective contractor with an y employee of
the Authorities other t han t hose mentioned in this ITT will be grounds for the Au thorities t o
terminate the tender process for that supplier.
5
1.7 Tende r Submission
1.7.1
All tenders must be returned to Stevenage Borough Council as per the instructions under 7.2
and arrive not later than 12 noon on Monday 12th September 2011.
1.7.2 Te nders must b e returned thro ugh Delta at the
following we bsite: http://www.deltaesourcing.com. You must be registered on this website to respond, if you are already registered
you w ill not need to register again, simply use your exis ting use rname a nd password. Please
note that there is a password reminder link on the homepage.
Suppliers must log in , go to your Response M anager an d ad d the following Access Co de:
Please ensure that you follow any instruction provided to you here.
If y ou ex perience an y technical d ifficulties please c ontact the Delta eSourcing Helpdesk on
0845 270 7050 or by email [email protected]
1.7.3
Tenderers are requ ired to supp ly one el ectronic copy o f their tender resp onse in either a
Microsoft Word or PDF format, the schedule of cos ts and all s upporting documents are to be
uploaded to the Delta E-tendering system.
1.7.4
No extensions to the closing date for Tenders can be granted. However the Authorities may at
their discretion extend the closing date and time specified.
1.7.5
The Authorities will not accept any res ponsibility if any tender is record ed as h aving been
received at Stevenage Borough Council after the time and date stated above.
1.7.6
Tenderers are required to keep tenders valid for acceptance for a period of six months from the
closing date for receipt of tenders.
1.7.7
Qualified te nders or te nders bearing an y una uthorised alteration or a ddition to the form o f
tender or any other contract documents may be rejected by the Authorities.
1.8 Tende r Timetable
1.8.1
The following dates are applicable to this tender:
Activity
Dates
Invitation to Tender made available to shortlisted
Tenderers
Week commencing 1st August 2011
Contractor Site Visits (only for SBC and BOB car
parks, if required)
15th to 26th August 2011
Deadline for Tenderer Clarifications
12 noon 1st September 2011
Deadline for return of Tenders
12 noon 12th September 2011
Evaluation including Clarifications, Presentations (if 13th September – 14th October 2011
required)
Announce Successful Tender (Intention to Award)
17th October 2011
End of Standstill Period
31st October 2011
Contract Award
1st November 2011
Contract Commencement
1st January 2012
This timetable is indicative only. The Authorities may amend at their discretion.
6
1.9 Evaluation of Tenders & Award of Contract
1.9.1 Tenders will be evaluated using a method known as MEAT (m ost economically advantageous
offer). A panel of Authorities Officers will undertake the evaluation process. The Authorities will
consider bo th quality a nd pric e in the ev aluation of tenders. These are weighted t o reflect
relative importance and scored accordingly:
Criteria
Quality 30
Weighting %
Price 70
Total 100
1.9.2
The full evaluation methodology breakdown and the factors to be taken into account in judging
the award criteria are set out in Section 9 (Evaluation and Award).
1.9.3
No tender will be con sidered unless the potential supplier
has sub mitted a ful l proposal
including the completed forms in section 8 within this document.
1.9.4
The Authorities do not bind themselves to ac cept any tender and will not accept responsibility
for an y exp ense or lo ss which may b e incu rred by any potential supplier in the p reparation of
the tender.
1.9.5
Tenderers ma y be a sked to attend the Stevenage Borough C ouncil Off ices for a combined
presentation and clarification interview. The pre sentation / clarification interview would provide
the opportunity for the Authorities to clarify areas of the te nder submission and the Tenderer to
demonstrate the solution. This interview would be ut ilised to support the tender evaluation
scoring process.
1.9.6
The Autho rities will ad vise each Tenderer wh ether it s ten der ha s been succe ssful. The
Authorities aim is to notify each Tenderer in writing by Monday 17th October 2011.
1.10
Freedom of Information Act
1.10.1 The Coun cil is bou nd b y the provis ions of the Free dom of In formation Act (“FOI”) 20 00. All
information submitted to the Council may therefore need to be disclosed and / or published by
the Council in compliance with the Act. Any other law, or, as a consequence of judicial order, or
order by a ny c ourt, tribunal o r b ody with th e authority to orde r disc losure (including t he
Information Commissioner).
If you consider that an y of the informa tion included in y our Tender should not be disclosed by
the Council please identify it and explain (in broad terms) why. Please also indicate how long
you think the information should be covered by a n on-disclosure provision. Pleas e include this
information in the “Fre edom o f Information” Sc hedule inclu ded in these I TT Doc uments and
return with your Tender.
7
In terms of FOI information may be exempt from disclosure if it is –

A trade secret

Information which is likely to prejudice someone’s commercial interests if disclosed
(this could be your interests or the Council’s)

Personal data where disclosure cannot be justified in terms of the Data
Act 1998

Subject to an enforceable obligation of confidentiality. (This means that the information
should be reco gnisable as confidential in nature and must not be in the public domain
already; it must have be en rec eived in circumstances wh ich impose an obligation t o
maintain co nfidentiality on the pers on rec eiving it; and any una uthorised dis closure
would cause you harm.)
Protection
You should therefore seek to ensure that those parts of the Tender which you would prefer not
to be dis closed fall within these broa d catego ries. The Coun cil is more like ly to res ist
disclosure and b e able to jus tify non-disclosure of information in response to an FOI request if
the sug gested n on-disclosure items are res tricted to t hese c ategories. Please no te that the
Council reserves the right to disclose if it is satisfied (acting reasonably) that it is in the public
interest for the information to be disclosed.
It sh ould be remembere d that, e ven w here y ou have indicated tha t c ertain informa tion oug ht
not to be disclosed, the Council reserves the right to disagree. Even when the Council agrees
that the information has been correctly identified, it may nonetheless be required to disclose it
or elect to do so in th e p ublic interest. Re ceipt b y the C ouncil of any material marked
‘confidential’ or e quivalent s hould n ot be tak en to mean that the Council accept an y d uty o f
confidence.
In all c ases, the Council may pub lish (eit her proactively or in re sponse to a request) the
following information:

The identity of all tenderers

Overall valu e of the C ontract aw arded (or a g eneral indicat ion o f the rates ap plicable
under the Contract)

The v alue of a ll tenders re ceived (not nec essarily co rrelated to the iden tity of the
tenderers)

General performance standards to be achieved under the Contract

Performance and progres s monitorin g arra ngements; and e arly completion ince ntives
and penalties for failure to meet targets.
Tenderers should not mark anything as confidential which falls into the above categories.
8
Section 2: Specification for Cash Collection
This section details cash collection, banking and reporting requirements for the Authorities.
2.1 Summary of Requirements
2.1.1 The Authorities require cash collection and other services such as counting, banking, change
provision and reporting requirements as detailed in the appropriate appendices in Section 10.
The table below provides a summary of all of the Authorities requirements.
Each of the Authorities participating in the tender may have differing start dates to 1st January
2012. Details of the contract start dates are provided in the appropriate appendices in Section
10.
Authority
Stevenage Borough Council
– Standard Sites
Stevenage Borough Council
– Car Park Collections
Stevenage Leisure Limited
– Standard Sites
Borough of Broxbourne –
Standard Sites
Borough of Broxbourne –
Car Park Collections
East Hertfordshire District
Council – Standard Sites
Hertsmere Leisure Limited –
Standard Sites
Sportspace Dacorum Sports
Trust – Standard Sites
Collect
Cash from
required
Sites








Count cash
collected
from sites








Bank the
cash
Prepare
and Supply
Reports to
Authority
















Provide
Change at
required
sites








9
2.2 Car Park Background Information
2.2.1 Two Authorities require cash collections to be made from car parks; Stevenage Borough Council
(SBC) and Borough of Broxbourne (BOB). The table below details the number and types of machines
located at each Authority. Maps illustrating the locations of the car parks/machines are available for
view in Appendix A and C.
Authority
Stevenage
Borough
Council
Borough of
Broxbourne
Car Parks Owned
and Operated

The Authority owns and
operates 17 off-street
car parks; 2 of which
are multi-storey car
parks.
T
he Authority operates
12 pay and display car
parks; 11 of which are
owned, and 1 is leased
from Lea Valley
Regional Park Authority.
2.2.2
2.2.3
2.2.4
2.2.5
There are several vehicle height restrictions in place at various SBC and BOB car park
entrances. The table below provides details of height restrictions and access arrangements to
the car parks.
Authority
Access to Car Parks
Maximum Height Available
Stevenage Borough
Council

 1.98
Borough of Broxbourne

 1.8
metres
metres
10
2.2.6
Authority
Security System and Access
Stevenage
Borough
Council
Borough of
Broxbourne

2.3 Car Park Reconciliation/Reporting Requirements
2.3.1
SBC and BOB machine faults, including missing audit receipts and inability to access the cash
boxes/cassettes inside machines, must be reported to the relevant Authority’s Contract Manager
immediately. The table below details whether intercoms are available at each Authority’s car
parks. A phone number will be provided in the absence of an intercom.
Authority
Intercom Availability
Stevenage
Borough Council
Borough of
Broxbourne
2.3.2
The automated receipts generated from BOB and SBC payment machines must be scanned and
sent to the appropriate Authority Contract Manager within two working days of the collection.
2.3.3
The contractor will count the cash collected from BOB and SBC car parks as per the schedules
in Appendix A and C. All notes and coins must be counted, bagged in separate denominations,
recorded and banked.
2.3.4
Sealed bags of coins and notes must bear a date and total amount, with any additional
information to facilitate banking. Alternative deposition methods suggested by the contractor will
be considered.
11
2.3.5
The contractor will provide BOB’s Contract Manager with daily Cash Collection Reports, in an
electronic Excel spreadsheet format, detailing a breakdown of the cash collected from each
individual machine, within 2 working days, plus the scanned receipts. The contractor will also
reconcile the cash collected against the receipt total (printed on the automated receipts
generated by the payment machines) and report any discrepancies with reasons, on the
appropriate Cash Collection Report. Alternative reporting methods suggested by the contactor
will be considered.
2.3.6
The contractor will provide SBC’s Contract Manager with daily Cash Collection Reports, in an
electronic Excel spreadsheet format, detailing a breakdown of the cash collected from each
individual machine, within 2 working days, plus the scanned receipts. Alternative reporting
methods suggested by the contactor will be considered.
2.3.7
BOB does not require any change to be provided for car park payment machines. However,
SBC does require change for the machines, indentified in Appendix A. Any requests for change
will be made by the SBC Car Park supervisor or his/her superior. Both the amount and
denomination will be communicated via email or telephone, with 24 hours prior notice, to the
contractor.
2.3.8
SBC and BOB payment machines issue automated receipts, upon change being fed directly into
the coin mechanisms of the machines. Change must be taken from monies collected and noted
daily, on the Cash Collection Reports. The receipts issued by the machines, must be scanned
and emailed to the Contract Manager with the relevant Cash Collection Report.
2.3.9
A set of site instructions must be produced by the contractor and a copy given to SBC and BOB
Contract Managers.
2.3.10 A summary of the key car park requirements for SBC and BOB are highlighted below.
Requirements / Information
Stevenage
Borough
Council
Borough of
Broxbourne

12
2.4 Standard Sites Background Information
2.4.1
Cash from standard sites at each Authority must be collected as per the schedules in the
Appendices in Section 10.
2.4.2
Some Authorities require change provision, which are detailed in the schedules in the
appropriate Appendices in Section 10.
2.4.3
Cash will be prepared by Authority staff and made ready for banking prior to each collection, in
sealed bags; the total amount of cash enclosed will be indentified on the front of each bag.
2.4.4
Collection bags bearing unique reference numbers will be provided by the contractor.
2.4.5
Upon collection of cash bags, the contractor will provide each individual site with a signed
receipt detailing the unique reference number for each bag collected.
2.5 Standard Sites Reconciliation/Reporting Requirements
2.5.1
The contractor must bank the cash at the appropriate banks for the six Authorities or utilise their
own/sub-contractors counting house facilities.
2.5.2
Where cash is banked directly at the six Authorities banks, a daily Cash Collection Report must
be produced by the contractor, in an electronic Excel spreadsheet format. This report will be
provided to the Authorities within 2 working days and detail the sites collected from, date of
collection, number of bags collected and the unique bag reference numbers. Alternative
reporting methods will be considered.
2.5.3
Where counting houses are used, the contractor must ensure appropriate site security provisions
are in place, and that Authorities receive appropriate management information. This will entail
providing a daily Cash Collection Report, in an electronic Excel spreadsheet format, detailing a
breakdown of the cash collected from individual sites and unique bag reference numbers, within
2 working days. Alternative reporting methods will be considered.
2.6 General Requirements for Car Park and Standard Site Collections
2.6.1
Coins and notes collected from any site or car park must be conveyed immediately or as soon
as possible after collection to secure premises.
2.6.2
Missed collections at any site or car park will be reported to the appropriate Authority Contract
Manager on the same day, as scheduled and will not be charged for by the contractor.
2.6.3
Any missed collections must be made on the next working day; collections which cannot be
accommodated by the contractor (on the next working day) will be automatically credited to the
appropriate Authority’s bank account.
2.6.4
With reference to sections 2.5.2 and 2.5.3, irrespective of which option is chosen, the
contractor must process all cash from car park machines on the same day. This is to ensure
SBC and BOB are able to readily identify actual banking against the contractor’s daily Cash
Collection Report.
13
2.6.5
Forged notes/coins collected from sites must be reported to the appropriate Authority Contract
Manager on the same timescale as outlined in sections 2.3.5, 2.3.6, 2.5.2 and 2.5.3. The
contractor will report any forged notes/coins as part of the appropriate daily Cash Collection
Report. Terms and conditions of handling and processing forged notes/coins to be agreed
upon contact award.
2.6.6
Any damage caused by the negligence of the contractor will be the contractor’s liability.
2.6.7
There is no provision for use of premises or facilities should the contractor wish to request
provision this will be considered on a cost and convenience basis.
2.6.8
Loss of Authority Access Cards to sites or car park security keys must be reported immediately
to the appropriate Authority Contract Manager.
2.6.9
The contractor will be liable for replacement costs for loss of car park security keys. Please
note the loss of a car park key may require locks on all car park equipment to be replaced;
costs may be several thousand pounds.
2.6.10 The contractor must provide Authorities with a contact number and/or email for tracing missing
bags and discrepancies; and if necessary, detailed information relating to the delivery of cash.
2.6.11 The contractor’s staff must be experienced and/or fully trained in the service being provided.
Contractor staff must carry identification at all times, and the contractor will provide Authorities
with details of all personnel.
14
Section 3: Conditions of Contract
3.1
The Authorities participating in this contract would be prepared to accept the supplier’s terms
and conditions, however the following clauses shall apply and must be included as part of the
contra
ct.
3.2

Payment terms for each Authority must be 30 days from the date of invoice

The contractor must either complete an equation showing the annual price increase or
agree to use the CPI minus 1% index.

The contractor must provide efficiency savings of at least 2% year on year.

The a uthorities will only be liable for
the s ervice a ttributable t o th em. There will
therefore be no joint and severab le liability under the contract as the authorities will be
severably liable only.

In the event that collection numbers are reduced throughout the life of the contract due
to sites clos ing or a c hange in circumstances, the relevant Au thorities cos ts will be
reduced, in line with t he f requency and un it price c harged for those co llections. This
will be subj ect to a no tice per iod of 30 days being provided. Likew ise the increase in
the number of collections will be charged at the unit price agreed in the tender.

Contractors must notify the Authorities in writing with 30 days notice, in the e vent of a
change of delivery of the contract where sub-contractors are to be used.

In the ev ent that an a uthority wishes to vary the frequency or collection day as a new
fixed arrangement 30 days notice will be g iven. There will be the option to va ry
collections without inc urring pena lties and the unit pric ing will be charged at the rat e
agreed in the tender.
The terms a nd c onditions supplied by the con tractor will be scored on a ris k ba sis as pa rt of
the quality criteria.
I / We agree that the Conditions of Contract above will supersede any contradicting standard terms
and conditions submitted by us for this tender.
Name:
Signature
Position:
Date:
15
Section 4: Information Required
Information to be returned to the Authorities as part of your Tender.
4.1
The Form of Tender
4.2
The Certificate that the Tender is Bona Fide
4.3
.
4.4
Conditions Of Contract Agreement
4.5
Schedule of Pricing
th
You must r eturn t he Sc hedule of pricing. You must s tate any o ther co sts, and the bas is of
those c osts, w hatsoever that you w ould s eek to charge the Authorities in t he performance of
e service.
4.6
Method Statements
The Schedule of Sensitive Information. This form is for return at the Tenderer’s option
You must return responses to the method statements in section 6 detailing how you will deliver
the service . If as a res ult of this proc edure your tend ering o rganisation en ters into a c ontract
with the Authorities for the delivery of the service then your method statements as agreed with
the Authorities will be included in that Agreement as part of the Specification Schedule.
16
Section 5: Transfer of Undertaking (Protection of Employment)
Regulations 2006
5.1
Stevenage Borough Cou ncil cu rrently runs an in -house func tion for c ash c ollection se rvices
and has st aff that will be cover ed by the Transfer of Undertaki ng (Protection of Employment)
Regulations 2006.
5.2
Please see details below regarding the members of staff who will be impacted by TUPE;
5.3
You will need to explain how you propose to support and manage the staff involved in the
process as part of the method statements under section 6.
17
Section 6: Method Statements
6.1
Listed below are a number of statements/questions which we require responses for as part of
the quality evaluation of the tender. Each method st atement will be scored in line with t he
scoring matrix under section 9 (Eva luation and Aw ard). The Authorities want to se e how t he
systems, procedures and established methods of working that the Tenderers have in place will
ensure the achievement of all aspects of the Council’s Specification.
1)
What are your timesc ales from rece ipt of cash to the money arrivi ng in th e bank
account of any authority in this contract? Please could you provide a breakdown of
the average timescales for each process that is undertaken?
2)
What are the key performance indicators an d targe ts that you would app ly to this
contract?
3)
How frequently and w hat sty le of mana gement i nformation would y ou be able to
provide all authorities involved in this contract?
4)
If you fail to collect at the designated time or on the de signated day how quickly are
you ab le to rectify th is and what pro cedure i s undertaken i f these circu mstances
were to occur?
5)
How do you propose to support and manage the staff involved in the TUPE process?
6)
What are your cus tomer c are/customer re lations arrangements for each of the
Authorities in this co ntract? Would th ere be a dedicat ed point of contact in you r
organisation?
7)
How do you propose to measu re the car bon footprint of this service both now and
over the duration of this contract?
8)
We expect bank holiday collections to be maintained at a standard rate, please could
you confirm ho w y ou propose to m anage any normal co llections which fall on a
bank holiday?
9)
What system of bags, seals and other processes do you propose to use?
10)
Please confirm that you will be able to prov ide the full specification as doc umented
in the tender within your quoted pricin g. If Not please document any areas you are
not able to provide and the reasons.
18
Section 7: Schedule of Rates for Completion
7.1
exc
Prices quoted must be inc lusive of all c osts ass ociated wit h the provis ion of t he service (as
outlined in the Specification, for each element of the requirement), except VAT (which must be
luded)
You should pric e on t he basis that the sc hedule of requ irements are met (i .e. the specific
collection days and times set out in the specification). Bank holidays and change requirements
must be included in the price per collection.
Location/Type of
Collection
Task
Price per collection
Council Offices/Leisure
Centres/Theatres/Sports
Centres/One Stop Shops etc.
covering all Authorities
Off Street Car Parks covering
Stevenage Borough Council
and the Borough of
Broxbourne only
Collection of cash bags
£
Collection of cash vaults
£
We would lik e o ne price irrespective of the value of cash collec ted for an y on e t ransaction,
however if you are unable to provide this service please give us the reasons why and complete the
table below detailing the thresholds that would apply.
Type of C ollection –
Park or Cash bags
Car Thresholds Applied
Price of Threshold
19
Section 8: Forms to be Completed
FORM 1
Certificate that Tender is Bona Fide
We certif y that this Tender f or Cash Col lection, Proce ssing, Cash-in-Tran sit & B anking t he
Money Services Contract is bona fide and that we have not:(a)
entered into an y agreement with any other person with the aim of preventing tenders
being ma de or as to the am ount of any t enders or the conditions on which any tender s are
made;
(b)
informed any other person, ot her t han the pers on calling f or these t enders, of t he
amount or the approxim ate a mount of t he tenders, ex cept whe re the disclosu re, in
confidence, of the amount of
the tenders was n ecessary to obtain insurance pre mium
quotations required for the preparation of the tenders;
(c)
caused or induced any p erson to e nter i nto such an agreement as is me ntioned in
paragraph (a) above o r to i nform u s of t he amount or the ap proximate amount o f a ny riva l
tenders for the Contract.
We also undertake that we will not do any of the acts mentioned in paragraphs (a), (b) and (c)
above before the hour and date specified for the return of these tenders.
In this certificate “person” includes any arrangement whether formal or informal and whether
legally binding or not.
1st Signatory
2
nd
Signatory
Signed:
Signed:
In the capacity of:
In the capacity of:
Dated:
Dated:
Duly authorised to give Certificates for and on behalf of:
20
FORM 2
Schedule of Sensitive Information
(Freedom of Information Act)
This form is for return at the Tenderer’s option
Description of
Information
Is the
information
sensitive?
Is it necessary to
keep the
information
confidential?
Why is the
information
considered
sensitive or
confidential?
How long must
the information
be kept
confidential for?
21
FORM 3
FORM OF TENDER FOR STEVENAGE BOROUGH COUNCIL,
STEVENAGE LEISURE LIMITED, BOROUGH OF BROXBOURNE, EAST
HERFORDSHIRE DISTRICT COUNCIL, HERTSMERE LEISURE LIMITED,
& SPORTSPACE DACORUM SPORTS TRUST
For: Cash Collection, Processing, Cash-in-Transit & Banking the Money Services
To:
Stevenage Borough Council,
Daneshill House
Danestrete
Stevenage
Hertfordshire
SG1 1HN
Stevenage Leisure Limited
Lytton Way
Stevenage
Hertfordshire
SG1 1LZ
Borough of Broxbourne
Bishops College
Churchgate
Cheshunt
Hertfordshire
EN8 9XQ
East Hertfordshire District Council
Wallfields
Pegs Lane
Hertford
SG13 8EQ
Hertsmere Leisure Limited
Unit 8 Borderlake House
Lowbell Lane
London Colney
Hertfordshire
AL2 1HG
Dacorum Sports Trust
Sportspace Hemel Hempstead
Park Road
Hemel Hempstead
Hertfordshire
HP1 1JS
22
I / We________________________________________________________________
carrying on business
at________________________________________________________
Having examined the Instructions to Tender, Conditions of Contract and Requirements together with
all associated documentation hereby tender and undertake to provide Cash Collection, Processing,
Cash in Transit and Banking the Money Services for Stevenage Borough Council, Stevenage Leisure
Limited, Borough of Broxbourne, East Hertfordshire District Council, Hertsmere Leisure and
Sportspace Dacorum Sports Trust as defined and referred to in this Specification.
This Form of Tender i s made ac cording t o th e Sched ule of Cos ts a ttached her eto and an y o ther
documents required to be returned with this Form of Tender and I/we* have completed and signed the
following documents, attached hereto:(i)
(ii) C
the Certificate that the tender is Bona Fide;
onditions of Contract
I/We confirm and undertake that if any of the information provided in this Tender becomes untrue or
misleading that I/We shall notify you immediately and update such information as required.
1st Signatory
2
nd
Signatory
Signed:
Signed:
In the capacity of:
In the capacity of:
Dated:
Dated:
Duly authorised to give Certificates for and on behalf of:
23
Section 9: Evaluation and Award
9.1 Evaluation
Methodology
9.1.1 This se ction details th e me thodology that will be used to ev aluate the cas h co llection,
processing,
cash-in-transit and banking the money services tender. The evaluation will award a
maximum of 500 points with 70% (350) of the points av ailable to the price criteria an d 30%
(150) of the points available to the quality criteria.
There are 11 elements to the quality evaluation, these will each be scored on a 0 - 10 point
basis and the weightings as shown below applied:
1)
2)
3)
4)
5)
6)
7)
8)
9)
10)
11)
Method Statement 1 (see section 6)
Method Statement 2 (see section 6)
Method Statement 3 (see section 6)
Method Statement 4 (see section 6)
Method Statement 5 (see section 6)
Method Statement 6 (see section 6)
Method Statement 7 (see section 6)
Method Statement 8 (see section 6)
Method Statement 9 (see section 6)
Method Statement 10 (see section 6)
Conditions of Contract
1.5
1.5
1.5
1.5
1.5
1.5
0.8
0.8
0.8
1.5
2.1
9.1.2 T he prices that you submit in the Schedule of Rates will be calculated as follows:


The tender prices will b e multiplied by an es timated number of Cas h Ba gs & Cash
Vaults to give an annua l sum which will then be multiplied by 7 (the number of years of
the contract) to give a Total Contract Sum.
The tenderer with the lowest Total Contract Sum will be awarded the t op score of 350
points wit h all ot her ten ders receiv ing poin ts b ased on the proport ionate differe nce in
their Total Contract Sum to the lowest Total Contract Sum.
24
Section 10: Appendices
Appendix
Appendix A – Stevenage
Borough Council
Appendix B – Stevenage
Leisure Limited
Appendix C – Borough of
Broxbourne
Appendix D – East
Hertfordshire District
Council
Appendix E – Hertsmere
Leisure Limited
Appendix F – Sportspace
Dacorum Sports Trust
Specification
Appendix A - SBC
Appendix B - SLL
Appendix C - BOB
Appendix D - EHDC
Appendix E - HLL
Appendix F - SDST
25