INVITATION TO TENDER DOCUMENTS FOR ENGLISH HERITAGE Warehousing and Distribution Services EDITION 4 ––– November 2010 ITT ED4 10 INVITATION TO TENDER DOCUMENTS: CONTENTS Invitation to Tender Letter including Instructions to Tenderers and Tender Return Label 1.1.1. Invitation to Tender:Tender:---- 1.1 Invitation to Tender letter 1.2 Instructions and Information for Tenderers 1.3 Contractor Selection and Tender Evaluation Criteria 2.2.2. Description of Services including : Appendix 1 Existing operations and activity levels Appendix 2 Sample delivery schedules 3.3.3. Conditions of Contract for term Services (E(E(Edition(E dition 7 ––– N Novovovov 2010) 4.4.4. Form of Tender / Pricing Schedule 4.1 Form of Tender 4.2 Pricing Schedule and Notes on Pricing 555.5... Information from Contractor 5.1 Main Participating Organisations 5.2 Tenderer’s Management Structure 5.3 Tenderer’s Banking Details 5.4 Freedom of Information Act 2000 Form 5.5 Statement of Non-Collusion Tender return Label Appendices ITT ED4 10 1.1 INVITATION TO TENDER LETTER To: Dear Contract Number & EU Reference Project / Contract: Warehousing and Distribution Services 1 You are invited to submit a Tender in triplicate for the above in accordance with the enclosed Instructions to Tenderers. Your tender must be received by 11.00 hours on 10 th May 2011 and shall remain open for acceptance for not less than sixty (60) days from such date, or in the event that the aforementioned date is extended, the final date for submission of Tenders . 2. You are required to complete and return the Form of Tender together with all appendices attached thereto and all other priced or pertinent documents in accordance with the Invitation to Tender. 3. The Contract Period will be for 3 years and 3 months commencing 1 st November 2011 the expiry date will be 31 st January 2015. 4. For additional information about the contract please contact: Name: Nigel Frost Address: English Heritage, Fire Fly Avenue, Swindon SN2 2EH Tel: 01793 414446 e-mail: [email protected] 5. Please ensure that you confirm your intention to submit a tender in the manner and by the time described in the Instructions and Information for Tenderers, item 3. 6. You may also be required to attend an interview if we do hold interviews this will be taking place week commencing Monday 23 rd May. ITT ED4 10 1.2 INSTRUCTIONS AND INFORMATION FOR TENDERERS 1. Tenders must be submitted in accordance with these instructions and the other documents in the invitation to tender documents (together with all other relevant information required to sufficiently describe the tender fully) not later than the time and date stated in the invitation to tender letter. Tenders must be enclosed in a plain sealed envelope or package. Please use the enclosed pre-addressed label when sending your tender. The envelope must bear no external means by which the tenderer may be identified. 2. Tenderers must check that all the documents listed in the invitation to tender Documents have been received and are complete in all respects. No claims will be considered by English Heritage arising out of failure to study the details contained herein or to obtain such information, and no tender shall be conditional upon the availability of labour, equipment, offices or any other facilities required to be provided by the contractor in the performance of the contract. 3. Tenderers must acknowledge receipt of the invitation to tender to the signatory on the Invitation to Tender letter by 11 th April 2011 thereby confirming receipt of the invitation to tender documents and their intention to either submit a tender or decline this invitation to tender. 4. Tenders received after the date for receipt of tenders set out in the invitation to tender letter or not strictly in accordance with these instructions, may, at the sole discretion of English Heritage, be disregarded and returned. 5. Tenderers shall bear all their own costs and expenses incurred in the preparation and submission of the tender. 6. If Tenderers have any queries or requests for further information they must be submitted to the signatory on the Invitation to tender letter by email, in time to enable a considered response, not less than 6 days prior to the date for receipt of tenders. Questions and answers will be circulated to all Tenderers. 7. No alterations or qualifications to any of the invitation to tender documents shall be made unless they have been notified in writing by English Heritage. 8. English Heritage does not bind itself to accept the lowest or any tender. 9. Tenders are to be submitted in triplicate . Tenderers are to mark the original of the documents 'Original'. The remaining sets are to be marked 'Copy'. 10. Tenderers shall treat the invitation to tender documents as confidential and restrict their circulation and distribution to a 'need to know' basis within the Tenderer’s organisation. Tenderers shall not disclose their tender in whole or in part to any third party prior to either the award of a contract by English Heritage or receipt of ITT ED4 10 notification that the tender has not been accepted as the case may be. 11. Not withstanding the terms of the Freedom of Information Act 2000 (see paragraph 18 below), English Heritage will not disclose information submitted with the tender to any third party; will treat such information as confidential and restrict its circulation on a "need to know" basis. English Heritage may use basic information, after the award of tender in notification and debriefing letters to Tenderers 12. No tender nor any part of it shall be deemed to have been accepted unless such acceptance shall have been notified to the tenderer in writing by English Heritage. 13. Tenders shall remain valid for acceptance for a period not less than sixty calendar days from the final date for submission of tenders. 14. All communications in respect of this invitation to tender must be solely with the signatory on the invitation to tender letter. Tenderers are cautioned that any other communications whether or not in writing, shall not form part of any contract and may result in your tender being disqualified. 15. Tenderers are to return, with their tender such planning information and charts as described in the invitation to tender, and (where applicable), this shall be related to the milestones in the Pricing Schedule. This information shall, when agreed with the Contract Manager, form part of any contract. 16. Tenderers are to return with their tender proof of qualification for all professional staff they propose to use for the execution of the contract. 17. It is the Tenderer’s responsibility to familiarise itself with the work to be performed, contract conditions, location of work, programme and all other matters requiring consideration in order that the tender will be firm and comprehensive. 18. Freedom of Information Act 2000 18.1 Public Authorities are committed to open government and to meeting their responsibilities under the Freedom of Information Act 2000 and the Environmental Information Regulations 2004. Accordingly, all information submitted to a public authority may need to be disclosed by the public authority in response to a request under the Act. English Heritage may also decide to include certain information in the publication scheme that we maintain under the Act and the Regulations. 18.2 If Tenderers consider that any of the information included in their tender is commercially sensitive, it should be identified and an explanation given (in broad terms) of what harm may result from disclosure if a request is received and the time period applicable to that sensitivity. Please use Section 5.4 of this Invitation to Tender for this purpose. 18.3 Tenderers should be aware that, even if they have indicated that information ITT ED4 10 is commercially sensitive, English Heritage may be required to disclose it under the Act or the Regulations if a request is received. Please also note that the receipt of any material marked “confidential” or equivalent by the public authority should not be taken to mean that the public authority accepts any duty of confidence by virtue of that marking. If a request is received, English Heritage may also be required to disclose details of unsuccessful Tenderers. 20. Tender Evaluation Criteria 20.1 The criteria detailed in 1.3 are those by which tenders and Tenderers will be evaluated leading to an award of contract under the EU Regulations on Public Procurement. No other criteria will be used in the evaluation process. It is the Tenderer’s responsibility to submit with their tender information requested which will enable the evaluation to be carried out fully. Unless specified otherwise in the OJEU Notice, the selection will be based on the Most Economically Advantageous 21 Documents to be submitted with your tender submission The following documents / information must be returned with your tender submission as English Heritage’s evaluation of your tender will be based on this information. Provide a comprehensive description of the manner in which the contract is to be performed please ensure this is done in relation to the Description of Services at section 2 of this document. This description must also include the following details : 1. Site / Warehouse details : • Details of space and facilities, storage space and handling equipment to be allocated by activity (ie goods in, general storage, temperature controlled storage, security area, order assembly etc) 2. Transport and delivery services : • Provide details of how you intend to provide a delivery service based on the site restrictions detailed in the sample deliver schedules at Appendix 2 • Provide details of your process and policy for the return of packaging and other materials • How you intend to provide and maintain a high standard delievery service applicable to both directly supervised staff and sub contracted staff.