The Supply of Musical Instruments.
Contract notice
Supplies
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
Hertfordshire County Council
Strategic Procurement Group, Leahoe Annexe, County Hall, Pegs Lane
SG13 8DQ Hertford
UNITED KINGDOM
Telephone: +44 1707292467
E-mail:
Fax: +44 1992588416
Internet address(es):
General address of the contracting authority: http://supplyhertfordshire.g2b.info/hpf/ following the instructions given in VI.3 (Additional Information).Address of the buyer profile: www.hertsdirect.org
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
The contracting authority is purchasing on behalf of other contracting authorities: yes
Section II: Object of the contract
II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:
The Supply of Musical Instruments.
II.1.2)Type of contract and location of works, place of delivery or of performance
Supplies
Purchase
Purchase
NUTS code UKH23
II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement
Framework agreement with several operators
Range: between 360 000 and 480 000 GBP
Duration of the framework agreement
Duration in months: 36Estimated total value of purchases for the entire duration of the framework agreement
Estimated value excluding VAT:Range: between 360 000 and 480 000 GBP
II.1.5)Short description of the contract or purchase(s)
Musical instruments. Accessories of musical instruments. Repair and maintenance services of musical instruments.
II.1.6)Common procurement vocabulary (CPV)
37310000, 37321000, 50860000
II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)Lots
This contract is divided into lots: yes
Tenders may be submitted for one or more lots
Tenders may be submitted for one or more lots
II.1.9)Information about variants
Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
Hertfordshire County Council (the Council) has a requirement for the supply of Musical Instruments to Parents, Carers and Schools.
The Hertfordshire Music Service has a requirement for suppliers to enter into a Framework Agreement for the supply of musical instruments (strings, percussion, guitars, keyboard, woodwind and brass) and their associated accessories e.g. strings, reeds. Call-offs will vary from individual, one-off purchases which may include high quality, professional level instruments to bulk purchasing of basic, entry level instruments.
Instruments are purchased on behalf of parents and carers throughout the year through the Assisted Instrument Purchase Scheme. They are also purchased on behalf of Academies and for use in Music Centres and Schools. Bulk purchases of instruments are typically ordered between July and September.
All call-offs shall include the provision of pre and post sales support. Pre-sales support includes the initial set-up of instruments, to our specifications, by qualified technicians and the opportunity for pupils and their teachers to play a number of instruments as part of their instrument selection. This may include having the instrument on approval. Demonstration visits may be necessary for the purchase of bulk instruments. Post-sales support must allow for all faults (as a result of delivery or set-up) to be rectified, as well as the normal manufacturers guarantee.
Range: between 270 000 and 360 000 GBP
The Hertfordshire Music Service has a requirement for suppliers to enter into a Framework Agreement for the supply of musical instruments (strings, percussion, guitars, keyboard, woodwind and brass) and their associated accessories e.g. strings, reeds. Call-offs will vary from individual, one-off purchases which may include high quality, professional level instruments to bulk purchasing of basic, entry level instruments.
Instruments are purchased on behalf of parents and carers throughout the year through the Assisted Instrument Purchase Scheme. They are also purchased on behalf of Academies and for use in Music Centres and Schools. Bulk purchases of instruments are typically ordered between July and September.
All call-offs shall include the provision of pre and post sales support. Pre-sales support includes the initial set-up of instruments, to our specifications, by qualified technicians and the opportunity for pupils and their teachers to play a number of instruments as part of their instrument selection. This may include having the instrument on approval. Demonstration visits may be necessary for the purchase of bulk instruments. Post-sales support must allow for all faults (as a result of delivery or set-up) to be rectified, as well as the normal manufacturers guarantee.
The Framework Agreement will be for a period of three (3) years with the option to extend on an annual basis for up to a maximum of a further one (1) year at the sole discretion of the Council. The estimated total value of the Contract stated below is for the core contract period and does not include the value of any extension period. Further details of the requirement are available on the following link: http://supplyhertfordshire.g2b.info/hpf/.
Estimated value excluding VAT:Range: between 270 000 and 360 000 GBP
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion
Duration in months: 36 (from the award of the contract)
Information about lots
Lot No: 1 Lot title: Woodwind1)Short description
2)Common procurement vocabulary (CPV)
37310000, 50860000
3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Percussion
1)Short description
2)Common procurement vocabulary (CPV)
37310000, 50860000
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: Brass
1)Short description
2)Common procurement vocabulary (CPV)
37310000, 50860000
3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 4 Lot title: Guitar
1)Short description
2)Common procurement vocabulary (CPV)
37310000, 50860000
3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 5 Lot title: Keyboard
1)Short description
2)Common procurement vocabulary (CPV)
37310000, 50860000
3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 6 Lot title: Upper Strings
1)Short description
2)Common procurement vocabulary (CPV)
37310000, 50860000
3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 7 Lot title: Lower Strings
1)Short description
2)Common procurement vocabulary (CPV)
37310000, 50860000
3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 8 Lot title: Primary Music Percussion
1)Short description
2)Common procurement vocabulary (CPV)
37310000, 50860000
3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 9 Lot title: Electric Instruments
1)Short description
2)Common procurement vocabulary (CPV)
37310000, 50860000
3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 10 Lot title: Electric Accessory Equipment
1)Short description
2)Common procurement vocabulary (CPV)
37321000
3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 11 Lot title: Accessories / Stands / Storage
1)Short description
2)Common procurement vocabulary (CPV)
37321000
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:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
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
III.2.2)Economic and financial ability
III.2.3)Technical capacity
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
The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
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:
Hertfordshire County Council Contract Reference Number: HCC1104939. Delta Tenderbox Access Code: 996N38559X.
IV.3.2)Previous publication(s) concerning the same contract
no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate
18.1.2012 - 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
English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening 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
The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs).However, any selection of tenderers will be based solely on the criteria set out for the procurement,and the contract will be awarded on the basis of the most economically advantageous tender. Mandatory pass/fail questions.
Mandatory Requirements.
Tenders will initially be evaluated on being able to meet a series of mandatory requirements listed below. This initial evaluation consists of six (6) questions which will be marked Pass or Fail.
Tenders that fail to meet any of the mandatory requirements shall be rejected and eliminated from the evaluation process. Tenders that meet the mandatory requirements shall then go forward to be evaluated against the Award Criteria.
The Mandatory Requirement questions will consist of the following factors, these will all be marked as pass/fail in accordance to what is requested below:
Mandatory Requirement Questions.
Part A Tenderers are to confirm their bank details and that they can accept payment by BACS.
Part B Financial stability. In accordance with regulation 24.b.ii of the Public Contract Regulations 2006, the Council will be carrying out a financial assessment of all tenderers, including an Experian check of their Audited Accounts. Any applicant that is deemed unsuitable as a result of this financial assessment may fail this Mandatory Requirement.
Due to the current economic climate, the Council reserves the right to carry out additional financial checks on all organisations tendering for this Framework Agreement at any time during the procurement process, to ensure that they continue to meet the Council’s requirements and remain financially viable to perform the Framework Agreement. By submitting your tender, the organisation authorises the Council to undertake any financial checks that it deems relevant to ascertain the financial status of the organisation.
Part C Insurance cover. As a minimum, tenderers must provide the following levels of Insurance or subject to award of the Framework Agreement obtain the following levels for each and every occurrence and not in the aggregate of:
- employers liability insurance: 10 000 000 GBP,
- public liability insurance: 5 000 000 GBP.
Tenderers must confirm that they either have these levels already or would be willing to obtain these levels if they were to be awarded the Framework Agreement. Failure to comply with this will result in the tenderer failing this Mandatory Requirement.
Part D Fixed Price Period. Tenderers are to confirm that they are offering a fixed price period of at least twelve (12) months.
Part E Warranty. Tenderers are to confirm that all Goods purchased are subject to the manufacturer’s guarantee.
Part F Faulty Goods. Tenderers are to confirm that all costs in returning faulty goods will be borne by the Contractor not by the Council.
Award criteria.
Tender bids will only be evaluated against the Award Criteria if they have fulfilled the Mandatory Requirements.
Please be aware that failure on any of the areas stated above will result in your tender being disregarded.
Please read this section carefully as it provides instructions on how to apply for this requirement.
Hertfordshire County Council has moved to a new way of e-Tendering and worked closely with its Districts and Partners to create a joint procurement website called Supply Hertfordshire. This website is supported by BiP Solutions who provide a system called Delta which is the background platform to Supply Hertfordshire.
To be able to access the tender documents you will need to register on the website to set up your account user details. Please note that this will take you to a new version of the Delta system. If you have previously registered for Delta but NOT via Supply Hertfordshire, when you enter your username and password, you will be prompted to contact the Delta Helpdesk to activate your account. After that your username and password will be valid for the new system.
If you have already registered at Supply Hertfordshire, then your username and password will automatically take you through to the new version of Delta.
Step 1: Registering with Supply Hertfordshire.
To obtain and complete the Tender Documents you will need to go into the Response Manager area and enter the Access Code 996N38559X. You will then need to download the relevant documents and complete. Any supporting documents should be cross-referenced to the relevant question and detailed in Return Schedules, Appendix A.
Step 3: Uploading Your Completed Tender Documents.
Once you have completed your Tender documents for this Tender exercise you must then "upload” your completed response into the Tenderbox (Access Code 996N38559X). If you wish to be considered as a tenderer you must complete and submit your tender bid by 12 noon on Wednesday 18.1.2012. Documents cannot be uploaded after the closing date/time.
Please make sure you have submitted your completed Tender Bid to the correct Access Code, the Council will not be held accountable for any errors made by a tenderer in submitting your completed documents.
Multiple documents can only be uploaded one at a time or can all be 'zipped' together using an application like WinZip.
Full details of the requirement and instructions are provided in the tender documents.
The Council reserves the right at any time to cease the tendering process and not award a contract or to award only part of the opportunity described in this notice. If the Council takes up this right then they will not be responsible for, or pay the expenses or losses, which may be incurred by any tenderer as a result. The Council undertakes to hold confidential any information provided in the proposal submitted, subject to the Council's obligations under the law, including the Freedom of Information Act 2000. If the applicant considers that any of the information submitted in the proposal should not be disclosed because of its sensitivity then this should be stated with the reason for considering it sensitive. The Council will then endeavour to consult with the applicant about such sensitive information when considering any request received under the Freedom of Information Act 2000 before replying to such a request. Due to the current economic climate, Hertfordshire County Council reserves the right to carry out additional financial checks on all companies tendering for this Framework Agreement at any time during the procurement process, to ensure that they continue to meet the Council's requirements and remain financially viable to perform the Framework Agreement. GO Reference: GO-2011128-PRO-2793451.
Mandatory Requirements.
Tenders will initially be evaluated on being able to meet a series of mandatory requirements listed below. This initial evaluation consists of six (6) questions which will be marked Pass or Fail.
Tenders that fail to meet any of the mandatory requirements shall be rejected and eliminated from the evaluation process. Tenders that meet the mandatory requirements shall then go forward to be evaluated against the Award Criteria.
The Mandatory Requirement questions will consist of the following factors, these will all be marked as pass/fail in accordance to what is requested below:
Mandatory Requirement Questions.
Part A Tenderers are to confirm their bank details and that they can accept payment by BACS.
Part B Financial stability. In accordance with regulation 24.b.ii of the Public Contract Regulations 2006, the Council will be carrying out a financial assessment of all tenderers, including an Experian check of their Audited Accounts. Any applicant that is deemed unsuitable as a result of this financial assessment may fail this Mandatory Requirement.
Due to the current economic climate, the Council reserves the right to carry out additional financial checks on all organisations tendering for this Framework Agreement at any time during the procurement process, to ensure that they continue to meet the Council’s requirements and remain financially viable to perform the Framework Agreement. By submitting your tender, the organisation authorises the Council to undertake any financial checks that it deems relevant to ascertain the financial status of the organisation.
Part C Insurance cover. As a minimum, tenderers must provide the following levels of Insurance or subject to award of the Framework Agreement obtain the following levels for each and every occurrence and not in the aggregate of:
- employers liability insurance: 10 000 000 GBP,
- public liability insurance: 5 000 000 GBP.
Tenderers must confirm that they either have these levels already or would be willing to obtain these levels if they were to be awarded the Framework Agreement. Failure to comply with this will result in the tenderer failing this Mandatory Requirement.
Part D Fixed Price Period. Tenderers are to confirm that they are offering a fixed price period of at least twelve (12) months.
Part E Warranty. Tenderers are to confirm that all Goods purchased are subject to the manufacturer’s guarantee.
Part F Faulty Goods. Tenderers are to confirm that all costs in returning faulty goods will be borne by the Contractor not by the Council.
Award criteria.
Tender bids will only be evaluated against the Award Criteria if they have fulfilled the Mandatory Requirements.
Please be aware that failure on any of the areas stated above will result in your tender being disregarded.
Please read this section carefully as it provides instructions on how to apply for this requirement.
Hertfordshire County Council has moved to a new way of e-Tendering and worked closely with its Districts and Partners to create a joint procurement website called Supply Hertfordshire. This website is supported by BiP Solutions who provide a system called Delta which is the background platform to Supply Hertfordshire.
To be able to access the tender documents you will need to register on the website to set up your account user details. Please note that this will take you to a new version of the Delta system. If you have previously registered for Delta but NOT via Supply Hertfordshire, when you enter your username and password, you will be prompted to contact the Delta Helpdesk to activate your account. After that your username and password will be valid for the new system.
If you have already registered at Supply Hertfordshire, then your username and password will automatically take you through to the new version of Delta.
Step 1: Registering with Supply Hertfordshire.
To participate in this tender you will need to go into http://supplyhertfordshire.g2b.info/hpf/ and register, thereafter you will be issued with a username and password. (If you have already registered with Delta or Supply Hertfordshire, please follow the link above where you can log on using your existing username and password. If you have registered and have forgotten your Username and Password, please click on the forgotten password link below the log in box.) Please keep this USERNAME and PASSWORD secure, and do not pass it to any third parties.
Step 2: Completing the Tender Documents.To obtain and complete the Tender Documents you will need to go into the Response Manager area and enter the Access Code 996N38559X. You will then need to download the relevant documents and complete. Any supporting documents should be cross-referenced to the relevant question and detailed in Return Schedules, Appendix A.
Step 3: Uploading Your Completed Tender Documents.
Once you have completed your Tender documents for this Tender exercise you must then "upload” your completed response into the Tenderbox (Access Code 996N38559X). If you wish to be considered as a tenderer you must complete and submit your tender bid by 12 noon on Wednesday 18.1.2012. Documents cannot be uploaded after the closing date/time.
Please make sure you have submitted your completed Tender Bid to the correct Access Code, the Council will not be held accountable for any errors made by a tenderer in submitting your completed documents.
Multiple documents can only be uploaded one at a time or can all be 'zipped' together using an application like WinZip.
If you are experiencing problems, then please contact the Delta helpdesk via email at or call +44 8452707050 (option 2) Monday to Friday 8:30am - 5:30pm for further assistance.
Any clarification questions related to the tender documents must be submitted following the instructions provided in paragraph 13 of the Instructions to Tenderers.Full details of the requirement and instructions are provided in the tender documents.
The Council reserves the right at any time to cease the tendering process and not award a contract or to award only part of the opportunity described in this notice. If the Council takes up this right then they will not be responsible for, or pay the expenses or losses, which may be incurred by any tenderer as a result. The Council undertakes to hold confidential any information provided in the proposal submitted, subject to the Council's obligations under the law, including the Freedom of Information Act 2000. If the applicant considers that any of the information submitted in the proposal should not be disclosed because of its sensitivity then this should be stated with the reason for considering it sensitive. The Council will then endeavour to consult with the applicant about such sensitive information when considering any request received under the Freedom of Information Act 2000 before replying to such a request. Due to the current economic climate, Hertfordshire County Council reserves the right to carry out additional financial checks on all companies tendering for this Framework Agreement at any time during the procurement process, to ensure that they continue to meet the Council's requirements and remain financially viable to perform the Framework Agreement. GO Reference: GO-2011128-PRO-2793451.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
See VI.4.2
VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: Hertfordshire County Council will incorporate a minimum 10 calendar day standstill period at the point information on the award of the Framework Agreement is communicated to tenderers to allow unsuccessful tenderers to raise any complaints before the contract is entered into. If a complaint between the Council and the tenderer regarding the award of a Framework Agreement has not been successfully resolved, relevant provisions of the Public Contracts Regulations 2006 (as amended) will apply. The aggrieved party is advised to seek independent legal advice in relation to remedies they can pursue under the Public Contracts Regulations 2006 (as amended).
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:
8.12.2011