HYSBYSIAD O GONTRACT - CYFNODOLYN SWYDDOGOL

Adran I: Awdurdod Contractio

I.1)

Enw, Cyfeiriad a Phwynt(iau) Cyswllt

I.2)

Math o Awdurdod contractio a'i Brif Weithgaredd neu Weithgareddau

Gweinyddiaeth neu unrhyw awdurdod cenedlaethol neu ffederal arall, gan gynnwys eu hisadrannau rhanbarthol neu leol Asiantaeth/Swyddfa genedlaethol neu ffederal Awdurdod rhanbarthol neu leol Asiantaeth/Swyddfa ranbarthol neu leol Corff a lywodraethir gan gyfraith gyhoeddus Sefydliad/Asiantaeth Ewropeaidd neu Sefydliad Rhyngwladol

Gwasanaethau cyhoeddus cyffredinol Amddiffyn Trefn gyhoeddus a diogelwch Amgylchedd Materion economaidd ac ariannol Iechyd Tai ac amwynderau cymunedol Diogelwch cymdeithasol Hamdden, diwylliant a chrefydd Addysg

Havant Borough Council

Mendip District Council

Hart District Council

Vale of White Horse District Council

Adran II: Amcan y Contract

II.1)

Disgrifiad

II.1.1)

Teitl a roddwyd i'r contract gan yr awdurdod contractio

II.1.2(a))

Math o gontract gwaith

II.1.2(b))

Math o gontract cyflenwadau

II.1.2(c))

Math o gontract gwasanaeth

II.1.2)

Prif safle neu leoliad y gwaith, man cyflawni neu berfformio

Oxfordshire (UKJ14), Somerset (UKK23) and Hampshire (UKJ3, UKJ33).

II.1.3)

Mae'r hysbysiad hwn yn ymwneud â

Contract cyhoeddus
Sefydlu System Brynu Ddeinamig
Sefydlu cytundeb fframwaith

II.1.4)

Gwybodaeth am gytundeb fframwaith (os yw'n berthnasol)

Cytundeb fframwaith gyda gweithredwr unigol
Cytundeb fframwaith gyda sawl gweithredwr

Nifer y cyfranogwyr a ragwelir yn y cytundeb fframwaith

Hyd y cytundeb fframwaith

Cyfiawnhad dros gytundeb fframwaith sy'n para am fwy na phedair blynedd

Amcangyfrif o gyfanswm gwerth pryniannau yn ystod cyfnod llawn y cytundeb fframwaith

Amlder a gwerth y contractau a gaiff eu dyfarnu

II.1.5)

Disgrifiad byr o'r contract neu'r pryniant/pryniannau

This OJEU contract notice is giving notice of the joint procurement of two public contracts (the ‘Contracts’). The Contracting Authority is seeking to procure on behalf of itself and Vale of White Horse District Council, Hart District Council, Havant Borough Council, and Mendip District Council (together referred to as ‘the Authorities’) innovative private sector supplier(s) to invest in, transform and provide a range of corporate and transactional services.

The Authorities intend to award 2 separate Contracts (1 for each Lot) under this procedure for two separate sets of services. Potential suppliers are welcome to bid for either or both Lots. If the same bidder wins both Contracts/Lots the Authorities reserve the right to award one combined Contract. The competition for both Lots will be run in parallel. Evaluation will be completed independently for each Lot. Further details regarding the approach to evaluation of the 2 Lots will be issued to potential suppliers in due course.

The Authorities envisage that at the end of the procurement process the Authorities will jointly enter into the Contracts with the successful supplier(s).

The principal outcomes of the Contracts will be to:

1. Support the achievement of each Authority's corporate targets through:

Development of insight and evidence based decision making;

Integration of strategic planning and financial management;

Helping customers input into service planning and redesign and self-service;

Supporting multi-agency, partnership and two-tier collaborative working;

Supporting community-led initiatives;

Supporting growth in the areas served by the Authorities.

2. Improve the satisfaction of customers and service users through:

Ensuring the public sector only needs to be told once;

Simplifying engagement around key life events;

Enabling customers to engage with each Authority through the devices they want to use;

Ensuring customers and users can access information that is relevant to them;

Resolving customer and user issues quickly;

face to face service provided in a secure, accessible and fit for purpose environment;

maintaining and enhancing the public perception of the Authorities as effective providers of public services.

3. Improving the productivity of the Authorities' staff through:

Helping them to attract the right people and onboard them quickly;

Ensuring they are equipped with the right skills throughout their employment;

enabling them to work flexibly;

supporting effective performance management;

providing them with access to the right applications and management information;

minimising administration and paper within the Authorities whilst retaining compliance;

supporting effective and efficient workflow processes;

providing access to fit for purpose working and meeting facilities.

4. Achieve high levels of resilience and compliance through:

minimising dependency on specific locations to deliver service;

standardising processes and applications;

achieving open data standards;

protecting the Authorities, their customers and their staff from unauthorised activity;

engaging effectively with external assurance;

forecasting and planning for changes in levels of service demand;

achieving a highly utilised but flexible civic estate demonstrating transparency to the public.

5. Deliver improved value for money through:

Ensuring the Authorities achieve greater financial benefits through collaboration;

Harmonising and improving service performance;

Consistent and unit-based pricing of common elements of scope;

Developing a flexible partnership model that increases flexibility and innovation in the delivery and provision of the services and allows the Authorities to transfer services within the scope of this procurement at a date of their choosing;

Reducing the cost to the Authorities of providing the services including reducing the unit cost of transactions;

Encouraging the use of and access to the services through more cost effective and efficient channels and assisting with demand management;

Enabling the Authorities to achieve efficiencies in, and better outcomes from, their client and contract management function;

Utilising modern approaches to the provision of ICT infrastructure and new technology generally;

Enabling capability to support future transformation.

In delivering these outcomes the Authorities will expect their chosen supplier(s) to:

— Deliver to specified performance, at least as good as current levels, from the start of the Contracts.

— Achieve rapid improvement and efficiencies in the services in scope without adversely impacting upon the Authorities' retained functions.

— Achieve further benefits by using the services in scope to transform the retained functions within the Authorities.

— Deliver the benefits of a shared service model for the users of council services.

— Provide value for money and accountable services from a customer perspective.

— Reduce revenue costs in supporting the delivery of front-line services wherever possible.

— Deliver continuous improvement and innovation in respect of these services.

It is anticipated that the core requirements that may be included in the Contracts will comprise the following:

Lot 1 Citizen, Corporate and Support Services

— Revenues and Benefits;

— Exchequer Services;

— Payroll;

— Accountancy/Finance;

— Information Technology;

— Human Resources;

— Licensing;

— Land Charges;

— Procurement;

— Customer Services.

Lot 2 Asset Management Services

— FM;

— Property Management;

— Car Parks Management.

The Authorities may include other requirements specific to a particular Authority in the Descriptive Document and the tender documents.

It should be noted that in the event of re-structuring within local government this procurement and/or the Contracts awarded may pass to successor authorities to the Authorities as relevant and appropriate.

In the event that any of the Authorities decides to withdraw from this procurement process, the remaining Authorities reserve the right to continue with this procurement process.

It is anticipated that the first services delivered under the Contracts will be for South Oxfordshire District Council and Vale of White Horse District Council and will commence on or around 1.8.2016, to coincide with the expiry of existing contracts. The service commencement dates for the first services for the other Authorities will be determined by the expiry dates of their existing contracts and the dialogue process. It is anticipated that the duration of the contracts shall be for an initial period of 110 months but with the ability to extend by one or more periods up to a further 60 months. The maximum Contract Period available is 170 months.

The Authorities reserve the right for:

— the Contracts and/or the services for (and within) each Lot to commence on the same or different dates for different Authorities;

— certain service areas within the scope of each Contract/Lot to be added during the contract term and commence after the first service commencement date; and/or

— some of the service areas not to be taken up by all the Authorities.

II.1.6)

Geirfa Gaffael Gyffredin (CPV)

II.1.7)

Contract wedi'i gwmpasu gan Gytundeb Caffael y Llywodraeth (GPA)

II.1.8)

Rhannu'n lotiau

un lot yn unig

un lot neu fwy

pob lot

II.1.9)

A gaiff cynigion amrywiadol eu derbyn?

II.2)

Maint neu Gwmpas y Contract

II.2.1)

Cyfanswm maint neu gwmpas

II.2.2)

Opsiynau

Amserlen dros dro ar gyfer defnyddio'r opsiynau hyn

Nifer yr adnewyddiadau posibl

Yn achos contractau cyflenwadau neu wasanaethau adnewyddadwy, amserlen amcangyfrifedig ar gyfer contractau dilynol

II.3)

Hyd y contract neu derfyn amser ar gyfer ei gwblhau

Adran III: Gwybodaeth Gyfreithiol, Economaidd, Ariannol a Thechnegol

III.1)

Amodau sy'n Ymwneud â'r Contract

III.1.1)

Adneuon a gwarantau sydd eu hangen

Parent company guarantees, deposits, bonds or other forms of appropriate security may be required for the Contract. Further details will be included in the tender documents.

III.1.2)

Prif Delerau ariannu a thalu a/neu gyfeiriad at y darpariaethau perthnasol

To be developed in competitive dialogue.

III.1.3)

Y ffurf gyfreithiol i'w chymryd gan y grŵp o gyflenwyr, contractwyr neu ddarparwyr gwasanaeth y caiff y contract ei ddyfarnu iddo

The Authorities intend to enter into a contract (for each Lot) with either a single contractor or prime contractor (which may be an existing company or special purpose vehicle). The prime contractor would be expected to be a single legal entity.

III.1.4)

Amodau penodol eraill y mae perfformiad y contract yn ddarostyngedig iddynt

III.2)

Amodau ar gyfer Cymryd Rhan

III.2.1)

Sefyllfa bersonol gweithredwyr economaidd, gan gynnwys gofynion sy'n ymwneud â chofrestru ar gofrestrau proffesiynol neu fasnach

As set out in Pre-Qualification Questionnaire.

III.2.2)

Capasiti economaidd ac ariannol

III.2.3)

Capasiti technegol

III.2.4)

Contractau sydd wedi'u cadw

Mae'r contract wedi'i gyfyngu i weithdai gwarchodol
Mae gweithrediad y contract wedi'i gyfyngu i'r fframwaith o raglenni cyflogaeth warchodol

III.3)

Amodau sy'n Benodol i Gontractau Gwasanaeth

III.3.1)

A gaiff y gwaith o ddarparu'r gwasanaeth ei gadw ar gyfer proffesiwn penodol?

III.3.2)

A fydd yn ofynnol i endidau cyfreithiol nodi enwau a chymwysterau proffesiynol y personél a fydd yn gyfrifol am ddarparu'r gwasanaeth?

Adran IV: Gweithdrefn

IV.1)

Math o Weithdrefn

Agored		Cyfyngedig
Cyfyngedig - cyflym		Wedi'i negodi
Wedi'i negodi - cyflym		Deialog cystadleuol

Cyfiawnhad dros ddewis gweithdrefn gyflym

IV.1.1)

A yw ymgeiswyr wedi'u dewis eisoes?

IV.1.2)

Cyfyngiadau ar nifer y gweithredwyr a gaiff eu gwahodd i dendro neu gymryd rhan

Meini prawf gwrthrychol ar gyfer dewis nifer cyfyngedig o ymgeiswyr

As set out in Pre-Qualification Questionnaire.

IV.1.3)

Lleihau nifer y gweithredwyr yn ystod y broses negodi neu'r deialog

Defnyddio gweithdrefn fesul cam er mwyn lleihau'n raddol nifer y datrysiadau i'w trafod neu'r tendrau i'w negodi

IV.2)

Meini Prawf Dyfarnu

IV.2.2)

Defnyddir arwerthiant electronig

IV.3 Gwybodaeth Weinyddol

IV.3.1)

Rhif cyfeirnod a roddwyd i'r hysbysiad gan yr awdurdod contractio

IV.3.2)

Cyhoeddiad(au) blaenorol sy'n ymwneud â'r un contract

Hysbysiad Gwybodaeth Ymlaen Llaw
Hysbysiad o Broffil Prynwr

Cyhoeddiadau blaenorol eraill

IV.3.3)

Amodau ar gyfer cael manylebau a dogfennau ychwanegol

IV.3.4)

Terfyn amser ar gyfer derbyn tendrau neu geisiadau i gymryd rhan

IV.3.5)

Dyddiad yr anfonwyd y gwahoddiadau i dendro neu'r gwahoddiadau i gymryd rhan at ymgeiswyr a ddewiswyd

IV.3.6)

Yr iaith neu'r ieithoedd y gellir ei/eu defnyddio i lunio tendrau neu geisiadau i gymryd rhan

IV.3.7)

Isafswm y cyfnod y mae'n rhaid i'r cynigiwr gadw'r tendr 

IV.3.8)

Amodau ar gyfer agor tendrau

Adran VI: Gwybodaeth Arall

VI.1)

Nodwch a yw'r broses gaffael hon yn digwydd yn rheolaidd a rhowch Amcangyfrif o pryd y caiff hysbysiadau pellach eu cyhoeddi

VI.2)

A yw'r contract yn ymwneud â Phrosiect/Rhaglen a ariennir gan Gronfeydd Cymunedol?

VI.3)

Gwybodaeth Ychwanegol

1. This is a joint procurement conducted by the Authorities who have formed a joint project team and a joint steering group to conduct the procurement. The intention is to award a single joint contract for each Lot.

2. It is for those invited to participate in dialogue to satisfy themselves of the position, but it is the initial view of the Authorities that the Transfer of Undertakings (Protection of Employment) Regulations 2006 will apply to the Contract.

3. This tendering exercise is being undertaken through the South East Business Portal: (URL: https://www.businessportal.southeastiep.gov.uk). Suppliers will need to register an interest on the system in order to participate, and registration is free.

4. Requests for clarification should be sent through the South East Business Portal. The Authorities shall reply to requests for clarification that are received by it before 17:00 on 9.4.2015.

5. A briefing event will be held on 1.4.2015 at 10:30 am to 12:30 (in a group session) at Havant Borough Council, Public Service Plaza, Civic Centre Road, Havant PO9 2AX. Individual sessions will be available following the group session from 12:30 onwards. Due to space limitations, organisations are asked to send no more than two representatives. In order that appropriate security arrangements can be made interested organisations who wish to attend the group session shall advise Jennifer Burt, no later than 27.3.2015, via email at jennifer.burt@southandvale.gov.uk, of the names of their representatives attending and confirm whether an individual session will also be required. (Please note: individual slots will be allocated on a first come first serve basis and specific times will be issued during the morning session).

VI.4)

Gweithdrefnau ar gyfer apelio

VI.4.1)

Corff sy'n gyfrifol am y gweithdrefnau apelio

Corff sy'n gyfrifol am y gweithdrefnau cyfryngu

VI.4.2)

Cyflwyno apeliadau
Gwybodaeth fanwl gywir am y dyddiad(au) cau ar gyfer cyflwyno apeliadau:

The Authorities will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. Applicants who are unsuccessful shall be informed by the Authorities as soon as possible after the decision has been made as to the reasons why the Applicant was unsuccessful. If an appeal regarding the award of the contract has not been successfully resolved, The Public Contracts Regulations 2015 (SI 2015 No. 102) provide for aggrieved parties who have been harmed or are at risk of harm by breach of the rules to take legal action. Any such action must be brought within the applicable limitation period. Where a contract has not been entered into, the Court may order the setting aside of the award decision or order the Authorities to amend any document and may award damages. If the contract has been entered into the Court may, depending on the circumstances, award damages, make a declaration of ineffectiveness, order the Authorities to pay a fine, and/or order that the duration of the contract be shortened. The purpose of the standstill period referred to above is to allow the parties to apply to the Courts to set aside the award decision before the contract is entered into.

VI.4.3)

Gwasanaeth y gellir cael gwybodaeth ynglŷn â chyflwyno apeliadau oddi wrtho

VI.5)

Dyddiad yr anfonwyd yr Hysbysiad hwn

ATODIAD A

Cyfeiriadau a Phwyntiau Cyswllt Ychwanegol

I)

Cyfeiriad a phwyntiau cyswllt ar gyfer cael gwybodaeth bellach

II)

Cyfeiriad a phwyntiau cyswllt ar gyfer cael manylebau a dogfennaeth ychwanegol

III)

Cyfeiriad a phwyntiau cyswllt ar gyfer anfon Tendrau/Ceisiadau i Gymryd Rhan:

ATODIAD B

Gwybodaeth Am Lotiau

1)

Disgrifiad Byr

See Section II.1.5 above

It is anticipated that the core requirements that may be included in the Contract will comprise the following:

Lot 1 Citizen, Corporate and Support Services

— Revenues and Benefits;

— Exchequer Services;

— Payroll;

— Accountancy/Finance;

— Information Technology;

— Human Resources;

— Licensing;

— Land Charges;

— Procurement;

— Customer Services.

2)

Geirfa Gaffael Gyffredin (CPV)

3)

Maint neu gwmpas

4)

Syniad o ddyddiadau gwahanol y contract

5)

Gwybodaeth Ychwanegol am lotiau

For the NUTS codes for Lot 1 please see section II.1.2:

Oxfordshire (UKJ14), Somerset (UKK23) and Hampshire (UKJ3, UKJ33).

ATODIAD B

Gwybodaeth Am Lotiau

1)

Disgrifiad Byr

See Section II.1.5 above

It is anticipated that the core requirements that may be included in the Contract will comprise the following:

Lot 2 Asset Management Services

— FM;

— Property Management;

— Car Parks Management.

2)

Geirfa Gaffael Gyffredin (CPV)

3)

Maint neu gwmpas

4)

Syniad o ddyddiadau gwahanol y contract

5)

Gwybodaeth Ychwanegol am lotiau

For the NUTS codes for Lot 2 please see section II.1.2:

Oxfordshire (UKJ14), Somerset (UKK23) and Hampshire (UKJ3, UKJ33).