tender for the supply and delivery of 2 … · - 1 - tender for the supply and delivery of 2 no....

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TENDER FOR THE SUPPLY AND DELIVERY OF 2 NO. REFUSE COLLECTION VEHICLES

Ards and North Down Borough Council Town Hall, The Castle BANGOR Co Down, BT20 4BT

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SECTION 1

INSTRUCTIONS AND INFORMATION FOR TENDERERS

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1. INVITATION TO TENDER

Tenders are sought by Ards and North Down Borough Council for 2 No. Refuse Collection Vehicles (6x2) Mid Steer complete with Automatic Binlifting Equipment and Bin Weighing System to replace existing vehicles. These vehicles will be used for the collection and subsequent billing of commercial waste. The Tenderer shall be deemed to have satisfied itself before submitting its tender as to the accuracy and sufficiency of the rates and prices stated in their tender which shall (except in so far as is otherwise provided in the Contract) cover all the Contractor’s obligations under the Contract and the Contractor shall be deemed to have obtained for itself all necessary information as to risks and any other circumstances which might reasonably influence or affect the Contractor’s tender.

2. SUBMISSION OF TENDER

Tenders should be returned no later than 12pm on Monday 18th January 2016.

Tenders received after this time will NOT be considered.

Tenders may only be submitted via the https://e-sourcingni.bravosolution.co.uk portal. If you encounter any difficulties registering on the e-Sourcing NI site or difficulty in accessing the information quoted, please contact the BravoSolution Supplier Helpdesk on 0800 368 4850, open Monday to Friday 9am to 6pm. Tenders submitted by post, fax or email will be rejected. When tender submissions are made online via the eSourcing NI site, you will receive confirmation of receipt automatically. All technical questions relating to the tender should be directed through the secure messaging area found within the tender to the BUYER. All technical questions relating to the process of responding and replying to the tender must be directed to the BravoSolution Supplier Helpdesk (0800 368 4850 open Monday to Friday 9am to 6pm).

All submissions must be in English and prices in Sterling, exclusive of VAT.

3. CONTRACT PERIOD

The Contract start date is as detailed in the Tender Specification.

4. CLARIFICATION

Before submitting a tender, clarification should be sought on any points of doubt. The deadline for receipt of points for clarification is three working days (12pm on Wednesday 13th January 2016) before the tender return date and time. During the tender period requests for clarification cannot be made by telephone or in person, requests for clarification must be made via the e-Sourcing NI site. The tenderer will be

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expected to have satisfied itself that the tender price submitted will cover all expenses and obligations under the Contract, the Specification and the Conditions are acceptable, before the tender is submitted. No claims can subsequently be made for omissions.

5. WRITTEN ACCEPTANCE

Acceptance by the Council will only be made by written instruction to the successful Contractor.

6. EXPENSES AND LOSSES

The Council shall not be responsible for, or pay for, any expenses or losses that may be incurred by any tenderer in preparing their tender proposals. It is the responsibility of prospective tenderers to obtain for themselves, at their own expense, any additional information necessary for the preparation of their tenders

7. LOWEST TENDER

The Council is not bound to accept the lowest or any tender or part thereof.

8. CONFIDENTIALITY

Tenderers should treat the tender documents as private and confidential between the tenderer and the Council. Tenderers should note that the Council shall use the tender documents for the purposes of evaluation and that the tender documents held will be destroyed in line with Council disposal schedules.

9. RIGHT TO ISSUE FURTHER INSTRUCTIONS

During the tendering period, the Council reserves the right to make changes to the Contract Documentation and the tenderer, will without reservation, accept such changes. Should it be necessary for the Council to amend the tender documentation in any way, prior to receipt of tenders, all tenderers who have downloaded documents will be notified simultaneously via the eSourcing NI portal.

10. SUSTAINABLE DEVELOPMENT, ENVIRONMENTAL MANAGEMENT AND BIODIVERSITY

The Council is committed to the principles of Sustainable Development, Environmental Management and protection of biodiversity. All tenderers should be aware of the Council’s Sustainability and Environmental Policy and agree to abide within its principles. Tenders must follow and adhere to any Environmental Management procedures concerning the provision of goods and services to the Council. The Council is committed to furthering the conservation of biodiversity and requires tenders to be mindful of this and where appropriate ensure that goods and services do not adversely affect local or global biodiversity.

11. ASSÚMPTIONS

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Tenderers must not make assumptions the Council have prior knowledge of their organisation or their service provision. Tenderers will only be evaluated on the information provided in their response.

12. COMPLIANCE

Tenders must be submitted in accordance with these Instructions to Tenderers. Failure to comply may result in a Tender being rejected by the Council.

13. PERIOD TENDERS ARE TO BE HELD OPEN

Tenders must remain valid for acceptance for a period of three months from the closing date for submission of tenders.

14. QUALIFIED TENDERS

Qualification of tenders may result in rejection thereof.

15. EVALUATION CRITERIA

Tenders for each area will be evaluated using the following criteria and associated weightings. A two stage process will be used to assess tenders. STAGE 1 – SELECTION CRITERIA

Criteria

Weighting

Ability to Meet all aspects of the Specification as stated on pages 12-16

Pass/Fail

Tenders who provide the Council with the relevant information requested will receive a pass mark, and move on to Stage Two – Award Criteria. Their submission will then be evaluated against the following criteria. STAGE 2 – AWARD CRITERIA

Criteria

Weighting

Delivery Schedule

10%

Technical Support 10%

Cost

80%

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Important note: The Council reserves the right not to select a potential supplier who has been assessed as having grave weaknesses in one particular area covered by this tender, notwithstanding acceptable or even strong responses in all other areas. Format of Response In order to submit your response via eSourcingNI you are required to click 'My Response' in the menu on the left hand side of the screen and then click ‘Create Response’ to answer the on line questions and upload attachments where appropriate within the Qualification, Technical and Commercial Areas. These responses can be retracted and re-submitted any time before the closing date. Once you have entered your response and attached all the requested documents, you must click ‘Submit Response’ in order for your tender to be considered for evaluation. Tenderers must submit plans detailing how they will deliver the requirement taking account of the criteria and requirements specified. To be considered, Tenderers submitting a tender must address the following key areas: Stage 1 – Selection Criteria (1) Ability to meet all aspects of the Specification as stated within

Pages 12-16

Tenderers must upload their vehicle proposal demonstrating that it meets all aspects of the Specification. Note: Failure to provide evidence to clearly demonstrate that you can meet the specification as detailed will result in the elimination of your tender submission. Those tenders which successfully provide the Council with the relevant information requested will receive a pass mark and move on to stage 2 and their submission will then be evaluated against the following criteria. Stage 2 – Award Criteria Tenders will be evaluated using the following criteria and associated weightings. Delivery Schedule 10% Please complete and upload within the Qualification Envelope, your completed Document B – Delivery Schedule. Tenderers must outline their proposed programme for both vehicles to be delivered at the same time. The anticipated Tender Award date is Tuesday 8th March 2016. Where a tenderer states delivery over a range of weeks the furthest date will be used in the evaluation process. Tenderers should note Clause 19 “Other Information” which will apply if the vehicles are not delivered within the timescale submitted.

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Council will award marks as per the following scoring system.

Both Vehicles Delivered Within: Scoring Weighted Score

14-15 weeks 5 10 marks





Greater than 23 weeks 0 0 marks

Technical Support 10% Please complete and upload Document C – Technical Support. Tenderers must submit a proposal, providing details on how they will diagnose and repair vehicle faults for all components of each vehicle and all items fitted on each vehicle within 24 hours of the fault being reported. The Tenderers response must include, but not be limited to, response times and availability of spares. Council will award marks as per the following scoring system.

Measure Scoring Weighted Score

Excellent response that meets the requirements. Indicates an excellent response with detailed supporting evidence and no weaknesses.

5

10

A good response that meets the Client’s requirements with good supporting evidence. Demonstrates good understanding.

4

8

Meets Requirements. The response generally meets the Client’s requirements, but lacks sufficient detail to warrant a higher mark.

3

6

A response with reservations. Lacks convincing detail to demonstrate that the proposed technical support will meet the Client’s requirement.

2

4

An unacceptable response with serious reservations. Very limited detail to demonstrate that the proposed technical support will meet the Client’s requirement.

1

2

The Tenderer failed to address the question. 0 0

Cost 80% Please complete and upload Document D - Pricing Schedule. Tenderers must submit their cost for the supply and delivery of 2no Refuse Collection Vehicles as per the specification. The lowest Price will be awarded the highest score and all other Tenderers will be awarded pro-rata scores to 2 decimal places based on the relative competitiveness of their Price. The formula that will be used is: Lowest Price / Tenderers Price x 60%

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16. QUALIFICATION ENVELOPE

The Qualification envelope includes online questions relating to this project which are mandatory and are required to be answered. In addition to project specific questions, there are a number of questions relating to the following;

Form of Tender;

Bribery, Collusion and Canvassing Declaration;

Fair Employment and Treatment (Northern Ireland) Order 1998;

Freedom of Information Statement;

Data Protection;

Conflict of Interest Statement;

Vat Registration;

Terms and Conditions – Goods & Supplies; and

Confirmations.

The successful tenderer may be required to complete and sign an original copy of the Form of Tender at the award stage of this competition. There is a requirement to fully complete all information requested in the Qualification Envelope. Failure to do so may result in a void tender. It is important that tenderers take note of Ards and North Down Borough Council’s ‘ANDBC Terms and Conditions – Services’ as found in the Business section of the Council’s website: www.ardsandnorthdown.gov.uk You will need to indicate that you agree and accept these Terms and Conditions within the Qualification Envelope.

17. ASSIGNMENT AND SUBCONTRACTING As per clause 21 of the Council terms and conditions, which must be agreed to within the qualification envelope on submission of any tender response, the Contractor shall not assign, mortgage, charge or otherwise transfer any rights or obligations under this Contract without the prior written consent of the Council. The Contractor shall not sub-contract any portion of the Contract without the prior consent of the Council. Sub-contracting any part of the Contract shall not relieve the Contractor of any obligation or duty attributable to it under the Contract. The Contractor shall provide the Council with a list of all personnel engaged by its subcontractors and any subsequent amendments thereto and shall ensure that all other requirements of the Council are observed and complied with by any sub-contractor.

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Where the Council has consented to the placing of sub-contracts, copies of each subcontract shall be sent by the Contractor to the Council immediately it is issued.

18. PROCUREMENT TIMETABLE

The timetable for procurement is detailed in the table. Whilst every attempt will be made to adhere to the timetable, delays may occur during the tendering phase. This timetable cannot be guaranteed and is indicative only. If significant variations occur to the timescales indicated, the Council will keep tenderers updated using the eSourcingNI messaging system.

Procurement Activity LATEST DATE

Publish Advert 11 December 2015

Publish documentation on eSourcingNI 11 December 2015

Closing date for return of Tenders 18 January 2016

Report to Council 24 February 2016

Standstill 25 February 2016

Award Contract 8 March 2016

19. OTHER INFORMATION Any contracts awarded as a result of this tender competition will be based on the most economically advantageous offer, which offers Best Value. In the event of the successful Tenderer being unable to deliver the vehicles within the specified delivery timescale, a financial penalty of £350 per day or part thereof will be applied for late delivery in order to indemnify the Council against vehicle hire charges. Any monies owed to the Council for late delivery must be deducted from the successful Tenderer’s final invoice.

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SECTION 2

TENDER SPECIFICATION

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Client Background and Service Requirements Client Background and Reform The new local authority of Ards and North Down Borough Council (the Council) has existed in shadow form since the elections of May 2014 and has assumed full responsibility from 1 April 2015 for the delivery of services and functions of two legacy councils (Ards Borough Council and North Down Borough Council), along with other functions transferring from central government. This may result in a review of this service across the new borough. Further information about the Council can be found on the Council’s website at http://www.ardsandnorthdown.gov.uk Requirement Ards and North Down Borough Council requires two refuse collection vehicles to replace existing vehicles. These vehicles will be used for the collection and subsequent billing of commercial waste. Therefore it is important that the appropriate level of Technical Support is available to provide an immediate response service to diagnose and repair faults as required. The Council expects faults to be diagnosed and repaired within 24hours of an initial report being made to the successful supplier. Tenderers must have an adequate availability of spare parts to ensure faults are repaired as required. It is expected that both vehicles will be delivered at the same time to the Council’s North Road Depot, Newtownards before 12 noon on the specified delivery date to ensure that they are ready for operational use the next working day. In the event of the successful Tenderer being unable to deliver both vehicles within the specified delivery timescale, a financial penalty of £350 per day or part thereof will be applied for late delivery in order to indemnify the Council against vehicle hire charges.

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SPECIFICATION BODY Body: Fully enclosed reinforced and fabricated for the Collection and disposal of industrial, commercial and Domestic waste. The capacity of the body must not be less than 22 cubic metres net and the vehicle should be capable of operating up to 26 tonnes GVW. The packer plate mechanism to be of intermittent/ continuous loading type in operation. Note: Body to be located on chassis in such a position that front axle traction on road is not reduced causing steering of the vehicle to be “lightened”. (During normal operation, the minimum front axle load shall not fall below 20% of the total vehicle weight on level ground). All underneath body parts to be undersealed before delivery. Amber warning beacons shall be fitted on the body and a rear adjustable spotlight to illuminate the lifters. Paint: Colour – White Hopper: Capacity should not be less than 1.7 cubic metres with steel backplate and reinforced compaction plate in the vertical plane. Material to be high tensile abrasion resistant steel Onboard Weighing: The vehicle will be supplied with an onboard weighing system, the load cells of which must be fitted between the longitudinal chassis rails and the main body. A display monitor will be provided in the cab of the vehicle, showing the vehicle’s GVW and each axle in real time. The tenderer must undertake to calibrate the onboard weighing system as part of the delivery and handover. Cab: Low entry cab with a single step and suppliers should

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provide details of the step height. There should be adequate seating for driver and two crew members. The vehicle to be right hand drive. The cab is to be fitted with the following equipment. A Brigade video recording system which can record front, rear and both sides of the vehicle with a 500gb removable hard drive. The rear facing camera should provide the driver with a clear view of the working area. A Maple run-lock system which permits unattended engine operation but prevents unauthorised use of the vehicle. A storage locker for personal protective clothing, lunch bags etc. Fire extinguisher (fitted) 2 litre foam First aid kit. FM/AM radio, complete with antenna and speakers and fully installed. Air con to be fitted Chassis: To be suitable size and strength to carry refuse type Body, complete with bin lifting equipment. Chassis shall comply in full with all current legislation and regulations for the construction and use of vehicles as applies in Northern Ireland. Engine: 6 cylinder, 4 stroke diesel engine – minimum engine power to be 290 BHP and to conform to Euro 6 emissions specification. Exhaust: Fitted with vertically mounted silencer and rear facing tail pipe. Gearbox: Allison automatic type to allow pack on the move functionality Retarder/Intarder: Retarder/Intarder to be fitted to gearbox or final drive Final drive: Single reductive with diff lock Axles: 3 axle configuration with axles 1 and 2 being steered. Front axle to be plated at 8000kgs All axles to be on air suspension Brakes: Dual circuit air system with failsafe system for footbrakes. All brakes to conform to current construction and use regulations. Lubrication: To be fitted with automatic lubrication system

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Fuel tank: Capacity to be minimum 200 litres Tachograph: To be fitted with latest edition digital tachograph head and to be calibrated and activated prior to delivery. Electrical System: 24 volt system. Rear and high level tail lamp clusters to be LED type. Reversing bleeper to be fitted. LED type warning beacons to be fitted to rear and sides of vehicle and on front grille. Rotating beacons to be fitted to front of cab roof. Battery isolator switch to be fitted. Tyres/Wheels: Tyre and wheel ratings must conform to the axle loads as per chassis plate. Tyres to be Goodyear/Dunlop. Accessories: Paint – Cab and body to be finished in white Chassis to be finished in dark grey or black. Number plates to be fitted Mudguards, mudflaps and spray suppression. Side crash barriers Spare wheel Maintenance manual Reflective markings in accordance with current legislation

AUTOMATIC BIN LIFTING EQUIPMENT

1. Approved lifter system suitable for lifting 140 litre, 240 litre and 1100 litre bins. The successful tenderer is to include all costs incurred for fitting the lifting device to the vehicle in his tender price.

2. Each lifter must have two independent auto cycling lifting carriages. The automatically operated cycle is to be initiated by sensor switch activated by locating the container onto the lifting carriage.

3. A total of 1 pair of lifter fitted to the vehicle.

4. Safety barriers are to be an integral part of the lifter (to prevent access to operating zone).

5. A 6 bolt attachment of lifter to vehicle is desirable together with quick release couplings.

6. The lifters shall be fitted with an automatic bin counter system.

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7. A certified dynamic bin weighing and ID system capable of reading RFID tags

on bins

Valves and auxiliary equipment controlling pneumatic, hydraulic and other systems to be housed in weatherproof compartment.

BIN WEIGHING SYSTEM A dynamic bin weighing system is to be fitted to the bin lifters. Each lifting chair should be fitted with a weighing loadcell and be capable of weighing bins independently and simultaneously. The system must be accurate to 0.5% or better. The system should be able to identify Customer ID and or address via RFID tag along with type of waste. The system should be capable of transmitting data over air via GPRS which in turn should be capable of importing data into the Council finance software package (TOTAL) in CSV format. Back office software should be included to allow management to monitor collections. The system should be fully calibrated before delivery to the Council.

GENERAL

1. Vehicles must be registered in Northern Ireland and come complete with one year’s road fund licence.

2. Full details of body, lifters and chassis must be submitted along with tender.

3. A minimum one year warranty is required. Details of all warranties relating to

body, lifters and chassis must be submitted along with tender. This must be included within the total tender cost.

4. Tenderer must submit all servicing arrangements in Northern Ireland for the body, lifters and chassis.

5. Tender price must include delivery to Council Depot, North Road, Newtownards, Co.Down, BT23 7SZ.

6. Tenderer should note that the tender is being sought on a “Fixed Price” basis.

7. Tenderer to state guaranteed delivery date from time of order. (NB the tenderer is reminded of the conditions set out in Clause 19 (Other Information).

8. Tender price must be quoted in British Pounds £ sterling.

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Vehicle & Equipment All vehicle and equipment in operation shall fully comply with current Health and Safety legislation applicable to Northern Ireland and should be suitably noise suppressed to comply with Environmental noise emission standards. The vehicle is to meet all requirements of the European Standard EN 1501-01 Refuse Collection Vehicles and their associated lifting devices – General requirements and safety requirements – part 1: Rear end loaded refuse collection vehicles.

Manuals

One complete workshop manual must be supplied for the body, lifters and chassis. This must be included within the total tender cost.

Training After delivery the supplier will be required by the Council to provide training for a minimum of 4no (four) trainers to ensure correct operation of the equipment. A training session will be expected to last one half working day and the cost of the session must be included within the total tender cost.

tender for the supply and delivery of 2 … · - 1 - tender for the supply and delivery of 2 no....

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