Ref 1336.Car parking. Invitation to Tender..docxPage 1 05/03/09

MASTER INDEX OF TENDER DOCUMENTS

Provision of Security Service and Car Park Management Service

05th

March 2009

Tender Reference: SDH043

Issued By:

Adam Wilby, Senior Buyer

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MASTER INDEX OF TENDER DOCUMENT

Schedule A Invitation to Tender Pages 3-4 Schedule B Conditions of Tender Pages 5-9 Schedule C Background to South Devon Healthcare Pages 10-11 NHS Foundation Trust Schedule D Specification Pages 12-15 (for mandatory completion and return) Schedule E Conditions of Contract and Supplementary Pages 16-17 Conditions of Contract Schedule F Price Schedule and Pages 18-19

Additional Information (for mandatory completion and return)

Schedule G Form of Offer Pages 20-21 (for mandatory completion and return) Schedule H Certificate of Non-Canvassing Pages 22-23 (for mandatory completion and return) Schedule I References Pages 24-25

(for mandatory completion and return) Schedule J Acknowledgement of Intention to Respond Pages 26-27

(for immediate faxed return)

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SCHEDULE A

INVITATION TO TENDER

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INVITATION TO TENDER

Dear Sirs

Re: Invitation to offer for the supply of Security Service and Car Park Management Service Offer reference number: SDH043 Official Journal of the European Union ref: 2009/S 12-016783 & 2009/S 14-018647

Offers are invited subject to the terms of this letter and also to the Conditions of Tender (Schedule B) for the supply, in accordance with the NHS Terms and Conditions of Contract (Schedule E), of the goods and/or services detailed in the Specification (Schedule D).

South Devon Healthcare NHS Foundation Trust does not bind itself to accept the lowest or any offer and reserves the right to accept an offer either in whole or in part, each item being for this purpose treated as offered separately. South Devon Healthcare NHS Foundation Trust reserves the right to award contracts for the supply of the described above and arising out of this procurement process to more than one supplier.

I would like to draw your attention to the following important points when completing and submitting your offer:

1. All offers must be written in English and, where applicable, in ink.

2. All offers must be submitted in accordance with the documentation provided herein. This must not be amended in any way. 3. Offers must be written in English and uploaded and submitted to the eTendering portal https://tactica.belmin.com/ no later than 12pm Midday on 9

th April 2009

I must also draw your attention to the enclosed Form of Offer where all the requirements for completing and submitting an offer can be found. Failure to comply with these instructions may result in your offer being rejected.

I hope that this clarifies matters, but please contact me if there is anything you wish to discuss.

Yours faithfully

Adam Wilby

Senior Buyer

South Devon Health Care NHS Foundation Trust

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SCHEDULE B

CONDITIONS OF TENDER

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CONDITIONS OF TENDER

1. Information and confidentiality

1.1 Information that is supplied to offerors as part of the procurement exercise is supplied in good faith. However, offerors must satisfy themselves as to the accuracy of such information and no responsibility is accepted for any loss or damage of whatever kind or howsoever caused arising from the use by the offerors of such information, unless such information has been supplied fraudulently by South Devon Healthcare NHS Foundation Trust.

1.2 All information supplied to offerors by South Devon Healthcare NHS Foundation Trust in connection with this procurement exercise shall be regarded as confidential. By submitting an offer the offeror agrees to be bound by the obligation to preserve the confidentiality of all such information.

1.3 This invitation and its accompanying documents shall remain the property of South Devon Healthcare NHS Foundation Trust and must be returned on demand.

2. Freedom of Information Act 2000

2.1 The Freedom of Information Act 2000 (FOIA) applies to South Devon Healthcare NHS Foundation Trust

2.2 Offerors should be aware of the South Devon Healthcare NHS Foundation Trust obligations and responsibilities under the FOIA to disclose, on request, recorded information held by South Devon Healthcare NHS Foundation Trust. Information provided by offerors in connection with this procurement exercise, or with any Contract that may be awarded as a result of this exercise, may therefore have to be disclosed by South Devon Healthcare NHS Foundation Trust in response to such a request, unless South Devon Healthcare NHS Foundation Trust decides that one of the statutory exemptions under the FOIA applies. South Devon Healthcare NHS Foundation Trust may also include certain information in the publication scheme which it maintains under the FOIA.

2.3 In certain circumstances, and in accordance with the Code of Practice issued under section 45 of the FOIA or the Environmental Information Regulations 2004, South Devon Healthcare NHS Foundation Trust may consider it appropriate to ask offerors for their views as to the release of any information before a decision on how to respond to a request is made. In dealing with requests for information under the FOIA, South Devon Healthcare NHS Foundation Trust must comply with a strict timetable and South Devon Healthcare NHS Foundation Trust would, therefore, expect a timely response to any such consultation within five working days.

2.4 If offerors provide any information to South Devon Healthcare NHS Foundation Trust in connection with this procurement exercise, or with any Contract that may be awarded as a result of this exercise, which is confidential in nature and which an offeror wishes to be held in confidence, then offerors must clearly identify in their offer documentation the information to which offerors consider a duty of confidentiality applies. Offerors must give a clear indication which material is to be considered confidential and why you consider it to be so, along with the time period for which it will remain confidential in nature. The use of blanket protective markings such as “commercial in confidence” will no longer be appropriate. In addition, marking any material as “confidential” or equivalent should not be taken to mean that South Devon Healthcare NHS Foundation Trust accepts any duty of confidentiality

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by virtue of such marking. Please note that even where an offeror has indicated that information is confidential, South Devon Healthcare NHS Foundation Trust may be required to disclose it under the FOIA if a request is received.

2.5 South Devon Healthcare NHS Foundation Trust cannot accept that trivial information

or information which by its very nature cannot be regarded as confidential should be subject to any obligation of confidence.

2.6 In certain circumstances where information has not been provided in confidence,

South Devon Healthcare NHS Foundation Trust may still wish to consult with offerors about the application of any other exemption such as that relating to disclosure that will prejudice the commercial interests of any party.

2.7 The decision as to which information will be disclosed is reserved to South Devon

Healthcare NHS Foundation Trust, notwithstanding any consultation with you.

3. Not applicable

4. Prices

4.1 Prices must be stated in the Price Schedule (Schedule F) and must remain open for acceptance until 90 days from the closing date for the receipt of offers.

4.2 Prices must be firm (i.e. not subject to variation) for the period of the contract subject only to any variation provisions contained in the contract documents.

5. Offer documentation and submission

5.1 Offers may be submitted for all goods and/or services or for selected items.

5.2 The goods and/or services offered should be strictly in accordance with the Specification. Alternative goods and/or services may be offered but all differences between such items and the Specification must be indicated in detail in the Offer Schedule.

5.3 Offers must comprise all items detailed in the Information Required in Tender

Submission documents found in the Specification section for each requirement. 5.4 The Form of Offer must be signed by an authorised signatory: in the case of a

partnership, by a partner for and on behalf of the firm; in the case of a limited company, by an officer duly authorised, the designation of the officer being stated.

5.5 The Form of Offer and accompanying documents must be completed in full. Any

offer may be rejected which: contains gaps, omissions or obvious errors; or contains amendments which have not been initialled by the authorised signatory; or is received after the closing time.

5.6 For help in completing any documentation, commercial queries and technical queries please contact Adam Wilby (tel 01803 653356 email adam.wilby@nhs.net. Please be aware the trust reserves the right to compile lists of questions and answers and make available to all bidders. All questions should be asked at least 5 working days before the closing date in order to receive an answer.

5.7 Offers must be written in English and uploaded and submitted to the eTendering portal https://tactica.belmin.com/ no later than 12pm Midday on 9

th April 2009

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6. Contract award criteria

6.1 The appointment shall be awarded to the most economically advantageous tender in terms of the criteria listed below;

30% Price 20% Quality assurance relating to processes 20% Quality assurance relating to staff 15% Financial stability and adequate insurances 10% Experience 5% Satisfactory completion of all documentation required

6.2 Failure to score over 49% of marks available in any one criterion may lead to

disqualification from the competition. 6.3 Offerors may be required to present to the trust following initial assessment of bids

dates and times to be confirmed.

7. Contract monitoring

7.1 South Devon Healthcare NHS Foundation Trust is committed to helping improve the efficiency of contracted suppliers through sharing information on performance measurement. The criteria for measuring performance shall be agreed with the supplier/s and formally documented. It is possible that measurement criteria will develop during the term of the contract - this will also be documented following agreement with the supplier/s.

8. TUPE

8.1 The attention of offerors is drawn to the provisions of the European Acquired Rights Directive EC77/187 and TUPE (Transfer of Undertakings Protection of Employment Regulations). TUPE may apply to the transfer of the contract from the present supplier to the new one, giving the present supplier’s staff (and possibly also staff employed by any present sub-contractors) the right to transfer to the employment of the successful offeror on the same terms and conditions. The above does not apply to the self-employed.

8.2 Offerors are advised to form their own view on whether TUPE applies, obtaining their own legal advice as necessary.

8.3 To assist in this process South Devon Healthcare NHS Foundation Trust has sought workforce details from the present supplier. This information is contained in documents below and is supplied to you on the basis that you treat it as strictly confidential; that you do not disclose it except to such people within your organisation, and to such extent, as is strictly necessary for the preparation of your offer; and that you do not use it for any other purpose. By opening the below files you will be deemed to have agreed to abide by these obligations of confidentiality.

Documents Redacted

8.4 The successful supplier will be required to indemnify South Devon Healthcare NHS Foundation Trust against all possible claims under TUPE.

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8.5 It is a further requirement that the successful supplier will pass on all details of their own workforce towards the end of the contract period so that this information can be passed to other bona fide suppliers to enable them to assess their obligations under TUPE in the event of a subsequent transfer.

9. Rebates/commissions

9.1 In any application of rebates and commissions, offerors will be treated fairly and equitably within their markets. Furthermore, agreement will be reached between both parties on the process for relating payments to contractual activity.

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SCHEDULE C

BACKGROUND TO SOUTH DEVON HEALTHCARE

NHS FOUNDATION TRUST

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BACKGROUND TO SOUTH DEVON HEALTHCARE NHS TRUST

South Devon Healthcare Trust was formed on 1st April 1991, and obtained Foundation

status on 1st March 2007. Providing acute healthcare services to a resident population of

260,000 we also provide a service to many thousand of holidaymakers that visit the region

each year. The Trust covers a population area of 300 square mile – from South Dartmoor

to the coast, from the mouth of the River Exe, past the Teign and Dart estuaries.

The Trust operates:-

a District General Hospital with over 400 beds

In addition to these establishments, the Trust also has employees at three local Primary

Care Trusts, 9 community hospitals, at GP surgeries, clinics, health centres, residential

homes and day centres. South Devon Healthcare NHS Foundation Trust is one of

Devon’s biggest employers with over 3,500 paid staff as well as hundreds of volunteers.

The biggest part of the Trust’s work is emergency treatment. Nearly 100,000 patients

come through the main Accident & Emergency Department and Casualty Departments

each year.

“Within attainable resources, our mission is to provide: the best possible

healthcare; the best achievable working conditions and environment for

staff.”

More information on the Trust can be viewed at

http://www.sdhct.nhs.uk/

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SCHEDULE D

SPECIFICATION

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SPECIFICATION The requirement is split into two lots, Lot 1 is the Security Service and Lot 2 is Car Park Management Service. Bidders can offer for one or both Lots. The specification for both Lots is split into two parts; general service requirement and specific service requirement. The general service requirement is the same for both Lots and is attached below, but the specific service requirement is tailored for each lot and is contained under the specific Lot heading on the following pages.

O:\GENERAL OFFICE\TENDERS\Security and Car Parking 2009\Security\tender docs\Ready to go\working docs\General Service Specification.doc

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LOT 1 SECURITY SERVICE

Information Redacted

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LOT 2 CAR PARK MANAGEMENT SERVICE

Target Start Date 1

st June 2009, contract length for 1 year with the option to extend for a

further 4 x 12 month periods. The following document contains the Specific Services Specification and should be read in conjunction with the General Service Specification.

O:\GENERAL OFFICE\TENDERS\Security and Car Parking 2009\Security\tender docs\Ready to go\working docs\Specific Service Specification Car Park Management.doc

Information Required in Tender Submission

The following document contains the information required in your tender submission for this Lot.

O:\GENERAL OFFICE\TENDERS\Security and Car Parking 2009 SDH043\Security\tender docs\Ready to go\working docs\Lot 2 Car Parking docs that must accompany tender.doc

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SCHEDULE E

CONDITIONS OF CONTRACT

SUPPLEMENTARY CONDITIONS OF CONTRACT

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CONDITIONS OF CONTRACT AND SUPPLEMENTARY CONDITIONS OF CONTRACT

1. Applicable Conditions of Contract 1.1.1 NHS PASA terms NHS conditions of contract for the supply of services dated July

2007 and Supplementary Conditions of Contract Document 4 shall apply to both Lot 1 and 2 (Security Service and Car Park Management Service). These can not be altered or amended without the written consent of South Devon Healthcare NHS Foundation Trust, a copy of these terms is attached below.

O:\ADAM WILBY\estates\Security\tender docs\Terms and Conditions.doc

C:\Documents and Settings\wilba99\Desktop\security\Supplementary Conditions of Contract Document 4.doc

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SCHEDULE F

PRICE SCHEDULE

(for mandatory completion and return)

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PRICE SCHEDULE

1. Pricing

The trust requests best possible value offers in relation to the services offered,

please use the follow documents to submit pricing;

1.1 Lot 1 Security Service Pricing

Document Redacted

1.2 Lot 2 Car Park Management Pricing

O:\GENERAL OFFICE\TENDERS\Security and Car Parking 2009 SDH043\Security\tender docs\Ready to go\working docs\Lot 2 Pricing Car Park Management service.doc

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SCHEDULE G

FORM OF OFFER

(for mandatory completion and return)

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FORM OF OFFER

NHS Contract for Secrurity Service and/or Car Park Management Service

[insert name of offeror] (‘the Offeror’) of [insert address of offeror]

Agrees:

1.1 That this offer and any contracts arising from it shall be subject to the Terms

of Offer, the NHS Terms and Conditions of Contract and Supplementary

Conditions of Contract and all other terms (if any) issued with the Invitation to

Offer; and

1.2 to supply the goods and/or services in respect of which its offer is accepted (if

any) to the exact quality, sort and price specified in the Offer Schedule in such

quantities, to such extent and at such times and locations as ordered; and

1.3 that this offer is made in good faith and that the Offeror has not fixed or

adjusted the amount of the offer by or in accordance with any agreement or

arrangement with any other person. The Offeror certifies that it has not and

undertakes that it will not:

1.3.1 communicate to any person other than the person inviting these offers the

amount or approximate amount of the offer, except where the disclosure, in

confidence, of the approximate amount of the offer was necessary to obtain

quotations required for the preparation of the offer, for insurance purposes or

for a contract guarantee bond;

1.3.2 enter into any arrangement or agreement with any other person that he or the

other person(s) shall refrain from making an offer or as to the amount of any

offer to be submitted.

Dated this [insert day] day of [insert month and year]

Name (print)

Signature

Title

The Form of Offer must be signed by an authorised signatory: in the case of a

partnership, by a partner for and on behalf of the firm; in the case of a limited

company, by an officer duly authorised, the designation of the officer being stated.

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SCHEDULE H

CERTIFICATE OF NON-CANVASSING

(for mandatory completion and return)

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CERTIFICATE OF NON CANVASSING I/We hereby certify that I/We have not canvassed or solicited any Member, Officer, Employee or Agent of the Trust in connection with the award of this Tender or any other Tender or proposed Tender for the Products/Services and that no person employed by me/us or acting on my/our behalf has committed any such act. I/We further hereby undertake that I/We will not in the future canvass or solicit any Member, Officer, Employee or Agent of the Trust in connection with the award of this or any other Tender or proposed Tender for the provision of Products/Services and that no person employed by me/us or acting on my/our behalf will commit any such act.

Signed:

………………………………………………………………………………..

Print Name:

………………………………………………………………………………..

Title:

………………………………………………………………………………..

Company Name:

………………………………………………………………………………..

Date:

………………………………………………………………………………..

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SCHEDULE I

REFERENCES

(for mandatory completion and return)

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REFERENCES Please provide below the names and addresses of two customers (preferably other NHS

organisations or organisations of a similar size and complexity), including specific points

of contact, who would be prepared to act as Referees on your behalf, specifically with regard to the Products/Services detailed in this Tender:- Name and Address of Your Company: …………………………………………………………………………………………………………. …………………………………………………………………………………………………………. ………………………………………………………………………………………………………….

Reference Site 1 Name of Company/Organisation:…...………………………………………………………………. Address……………………………………………………………………………………………...... …………………………………………………………………………………………………………. Duration of contract; ………………………..From Date………………to Date…………………. Description of services provided

Contact name: ……………………………………………………………………………….. Telephone Number ………………………. email Address……………………….......

Reference Site 2 Name of Company/Organisation:…...………………………………………………………………. Address……………………………………………………………………………………………...... …………………………………………………………………………………………………………. Duration of contract; ………………………..From Date………………to Date…………………. Description of services provided

Contact name: ……………………………………………………………………………….. Telephone Number ………………………. email Address……………………….......

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SCHEDULE J

ACKNOWLEDGEMENT OF INTENTION

TO RESPOND

(for immediate faxed return)

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ACKNOWLEDGEMENT OF INTENTION TO RESPOND

FOR THE ATTENTION OF: Adam Wilby

FAX NUMBER: 01803 653366

CONTRACT NAME: Security Service and Car Park

Management

TENDER REFERENCE: SDH043

I ACKNOWLEDGE SAFE RECEIPT OF THE ABOVE INVITATION TO TENDER AND

CONFIRM WE WILL/WILL NOT* BE RESPONDING BY THE CLOSING DATE INDICATED

FOR THE FOLLOWING SERVICES:

Yes No

LOT 1 SECURITY SERVICE

LOT 2 CAR PARK MANAGEMENT SERVICE

* Delete as appropriate

Signed:

………………………………………………………………………………..

Print Name:

………………………………………………………………………………..

Title:

………………………………………………………………………………..

Company Name:

………………………………………………………………………………..

Date:

………………………………………………………………………………..

Telephone

Number:

………………………………………………………………………………..

Fax Number:

………………………………………………………………………………..

Email Address:

………………………………………………………………………………..