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Invitation to Quote

Request for Quote for the supply;

The supply, delivery and installation of a semi-automatic single cubicle public toilet

Opening Date : Tuesday 29th August 2017

Closing Date : Friday 22nd September 2017 12 noon

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Great Dawley Town CouncilDawley Town HallNew StreetDawleyTelford TF4 3JRTel: (01952) 567910Fax: (01952) 567917e-mail: [email protected]

mailto:[email protected]

INVITATION FOR QUOTE

1.0 Introduction

1.1 You have been invited to bid by Great Dawley Town Council for the supply, delivery and installation of semi-automatic single cubicle public toilet.

Great Dawley Town Council are looking for a company to supply, deliver and install a public toilet as detailed within the specification and associated documents.

1.2 Please read this document in full and follow the instructions to submit your bid, please submit your bid by email to [email protected] by noon on Friday 22nd September 2017. A confirmation email from the Clerk or another member of the Town Council staff will be confirmation of the time received and receipt of your quotation.

2.0 Term of the Contract

2.1 The bid is for a one off supply, delivery and installation of a public toilet within Dawley.

2.2 The bid is for one company to be responsible for the supply, delivery and installation of the public toilet.

3.0 Contract Award

3.1 The response to this Invitation to Quote (ITQ) will be evaluated by the Clerk, Projects Officer and 1 Councillor, if required bidders will be asked to attend a meeting with the Clerk, Project Officer and Councillor to give a presentation on the proposals.

The overall outcome that offers the most economically advantageous quotation, demonstrates best value and added value will be awarded the contract.

Best value may not be the lowest price.

3.2 The award of this contract will not prohibit the Town Council from purchasing goods/services and/or associated goods/services from alternative suppliers should the contractor be unable to meet the Town Council’s requirements such as:

Delivery timescales

Availability of staff with necessary expertise and experience in supporting the required events. (Equipment and goods)

Value for money

3.3 The Town Council reserves the right to seek comparative quotes from other suppliers for single requirements or for specialist services.

3.4 The winning bidder will be contacted by telephone no later than the Monday 2nd October 2017 by the Clerk. Formal agreement by the Town Council will be given at the Council meeting on the Monday 9th October 2017.

3.5 Those bidders who are unsuccessful will be able to request feedback and/or a feedback meeting with the Clerk.

4.0 Specification

4.1 The Town Council is looking to install a public toilet for the local community within the Great Dawley Parish.

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Details of the specification for the public toilet are below:

1 x single cubicle public toilet Semi-automatic DDA compliant Tiled roof Timber clad (optional) Cubicle lined full height in hardened tiles High security door – stainless steel Hardened glass porthole in doors Toilet bowl – steel with laminate seat Automatic handwash unit No-touch toilet flush sensor (optional) Automatic (back up) toilet flush on user exit (if not flushed manually) Baby changing facilities Toilet paper dispenser in stainless steel (recessed in service area) (optional) Stainless steel mirror Two stainless steel coat hooks per cubicle Recessed sharps bin Automatic ventilation system Door open and lock buttons (LED illuminated) including Braille External lighting and signage Definable open/closed periods for each cubicle Computer controlled operation to allow up to 15 minutes usage Usage counter for coins and radar entry Automatic heating during use – with a background temperature to maintained when out of

use Automatic lighting 150 lux min at floor level on entry Emergency lighting in the event of power failure External coin plate indicating “in service”, “vacant” or “out of service” Coin system capable of managing different denominations Two emergency exit buttons by AEO with alarm

Appendix 1 - Map of location where toilet will be installedAppendix 2 - Mains grid in area Appendix 3 - Sewers suppliesAppendix 4 - Example of single cubicleAppendix 5 - Specification of inside of cubicle Great Dawley Town Council will be responsible for submitting planning permission applications.

It will be the responsibility of the bidder to provide the following as part of the supply, delivery and installation of the public toilet;

All documents required for planning permission application Responsible for all H&S co-ordination for the supply, delivery and installation Ensuring the work area is kept tidy Minimal disruption to members of the public The current requirement is not to charge entry for usage but this may change in the

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Great Dawley Town Council reserve the right to review your employee and volunteer list and have the right to seek further detailed information on suitability and appropriateness to individuals who will be representing Great Dawley Town Council as part of this contract.

Great Dawley Town Council have the right to final discretion for any member of staff, third party employee or volunteer who will be representing Great Dawley Town Council as part this contract.

5.0 Payment terms

5.1. The Town Council’s method of payment is by cheque.

5.2. The Town Council is committed to paying valid invoices within 30 days. The Supplier should include details of discounts available for early payment.

5.3. If staged payments are to be part of the bid information to be provided.

6.0 Pricing

6.1 The bidder is asked to give information on how they will be providing added-value to their quotation, details to be given for each of the individual events.

The bidder to include detailed breakdown of all the associated costs and charges included in the prices provided to the Town Council.

7.0 Compliance

7.1 Please supply the name and contact details of single point of contact within your organisation to act as a responsible point for contract delivery.

Response:

7.2 Please confirm that you are compliant with all aspects of Section 4 and provide any evidence as attachments. No more than 25 pages of attachments will be accepted, please list the evidence provided in the table below.The Town Council reserves the right to consider alternatives.

Compliance: ACCEPT* / DO NOT ACCEPT* (*only keep relevant word)

Evidence Response:

7.3 Termination and Notice period – either party can terminate this agreement by giving 30 days notice in writing.

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7.4 Please provide in writing a total cost, as well as a breakdown of costs for the supply, delivery and installation of a public toilet;

Response :

7.4 Please provide details of warranty cover including what is and isn’t covered including cover period and any extended warranty information and charges;

Response:

7.5 Please provide details of any call out times including out of hours and charges;

Response:

7.6 Please provide public liability insurance and a copy of your insurance certificate;

Response:

7.7 Please provide evidence of

Please provide references for establishments where this service has been previously supplied

Please provide information of similar contracts already delivered to similar organisations

Response:

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7.8 Please provide a project plan for the delivery timescale and milestones for this project;

Response:

7.9 Attend all pre-planned meetings with the Town Council. Dates and times to be confirmed.

Response:

7.10 Please provide an example of how the Health & Safety requirements for the supply, delivery and installation of the public toilet will be met and adhered to. Do not provide any more than 5 pages for this section.

Response:

7.11 Please provide information on how complaints will be dealt with for (a) public during the installation of the public toilet (b) by the Town Council;

Response:

7.12 Please provide information of third party companies you will be using, and give details on how you will manage these third party companies including process for checking suitability;

Response:

Please now submit your response back to Great Dawley Town Council via the email; [email protected]

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Your email submission to the Project Officer at Great Dawley Town Council will be confirmation of submission of your Invitation to Quote (ITQ) and confirmation that you accept the terms and conditions within this Invitation to Quote (ITQ).

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Appendix 1

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Appendix 2

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Appendix 3

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Appendix 4

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Appendix 5

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