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18 - 2016 Framework for The Provision of Fitness Equipment.

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Newry Mourne and Down District Council
Greenbank Industrial Estate
Contact point(s): Only Online through portal at: www.newrymournedown.org/procurement
For the attention of: David Barter
BT34 2QU Newry
United Kingdom
Telephone: +44 2830313233
E-mail:
Fax: +44 2830313288

Internet address(es):

General address of the contracting authority: www.newrymournedown.org

Address of the buyer profile: www.newrymournedown.org/procurement

Electronic access to information: www.newrymournedown.org/procurement

Electronic submission of tenders and requests to participate: www.newrymournedown.org/procurement

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: no

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:
18 - 2016 Framework for The Provision of Fitness Equipment.
II.1.2)Type of contract and location of works, place of delivery or of performance
Supplies
A combination of these

NUTS code UKN03,UKN05

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 a single operator

Duration of the framework agreement

Duration in years: 5
Justification for a framework agreement, the duration of which exceeds four years: 5 year construction plan across district that this framework feeds into.

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 850 000 GBP
II.1.5)Short description of the contract or purchase(s)
The Council has an on-going programme of facility development underway, with enhanced fitness provisions to be developed initially at Newry Leisure Centre and the new Downpatrick Leisure Centre, followed by the proposed outcome of business plan requirements that could see centres such as Kilkeel, Ballymote and Newcastle following suit if the Council is to truly achieve its aim of supporting improved health and well-being outcomes while transforming and modernising the Council by providing accessibility as well as value for money services.
Newry Leisure Centre Phase 2 and the new Downpatrick Leisure Centre have now commenced construction. There is provision and space set aside for a fitness suite within both projects, of which the decision surrounding the final specification of that area rests with the Council.
II.1.6)Common procurement vocabulary (CPV)

37440000, 37442500, 51121000

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
II.1.9)Information about variants
Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
You may quote for one, several or all of the lots under the various options..
(1) Capital purchase for Newry (Lot 1a and/or b) and Downpatrick (Lot 1a):
- Outright purchase of equipment with 2.5 year enhanced CV/technology refresh along with committed 5 year service/maintenance plan for each facility to start from the date of specific equipment commissioning
- Floors plans are listed within the appendix and suppliers are asked to present proposals as per method statements detailed in section 11 and as per Addendum 1 based on Newry Leisure Centre Phase 2 as the case study. (it is envisaged that the new Downpatrick centre will require similar types of equipment, specifications and quantities as listed in Lot 1a)
(2) Lease Newry (Lot 1a and/or b) and Downpatrick(Lot 1a):
- Lease arrangement 5 years approx. with 2.5 year enhanced CV/technology refresh to be paid on a monthly/quarterly basis along with a matching service/maintenance plan for entire duration of lease for each facility to start from the date of specific equipment commissioning
- Floors plans are listed within the appendix and suppliers are asked to present proposals as per method statements detailed in section 11 and as per Addendum 1 based on Newry Leisure Centre Phase 2 as the case study. (it is envisaged that the new Downpatrick centre will require similar types of equipment, specifications and quantities as listed in Lot 1a)
(3) Equipment Partner (for all Lots):
- Lease as per option (2) above with addition of optional equipment/maintenance/service requirements in Ballymote Centre, Kilkeel Leisure Centre and Newcastle Leisure Centre
- General equipment listing is specified within Appendix.
Estimated value excluding VAT: 850 000 GBP
II.2.2)Information about options
Options: yes
Description of these options: You may quote for one, several or all of the lots under the various options..
(1) Capital purchase for Newry (Lot 1a and/or b) and Downpatrick (Lot 1a):
- Outright purchase of equipment with 2.5 year enhanced CV/technology refresh along with committed 5 year service/maintenance plan for each facility to start from the date of specific equipment commissioning
- Floors plans are listed within the appendix and suppliers are asked to present proposals as per method statements detailed in section 11 and as per Addendum 1 based on Newry Leisure Centre Phase 2 as the case study. (it is envisaged that the new Downpatrick centre will require similar types of equipment, specifications and quantities as listed in Lot 1a)
(2) Lease Newry (Lot 1a and/or b) and Downpatrick(Lot 1a):
- Lease arrangement 5 years approx. with 2.5 year enhanced CV/technology refresh to be paid on a monthly/quarterly basis along with a matching service/maintenance plan for entire duration of lease for each facility to start from the date of specific equipment commissioning
- Floors plans are listed within the appendix and suppliers are asked to present proposals as per method statements detailed in section 11 and as per Addendum 1 based on Newry Leisure Centre Phase 2 as the case study. (it is envisaged that the new Downpatrick centre will require similar types of equipment, specifications and quantities as listed in Lot 1a)
(3) Equipment Partner (for all Lots):
- Lease as per option (2) above with addition of optional equipment/maintenance/service requirements in Ballymote Centre, Kilkeel Leisure Centre and Newcastle Leisure Centre
- General equipment listing is specified within Appendix and Tenderer's are invited to visit centres where necessary to review.
II.2.3)Information about renewals
This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Information about lots

Lot No: 1 Lot title: Lot 1a - New Fitness Equipment and ICT Solutions (Method Statement 1 Compliance)
1)Short description
Lot 1a - New Fitness Equipment and ICT Solutions (Method Statement 1 Compliance)
The Council is seeking to procure a full fitness gym which includes the supply, delivery, installation, staff training and commissioning solution of Commercial fitness equipment, including CV, Resistance, Functional and Free Weight Equipment, and ancillary solutions as indicated the tender documentation and in line with the costing option as listed in the introduction.
2)Common procurement vocabulary (CPV)

37440000, 37442500, 51121000

3)Quantity or scope
Please note these requirements are not exhaustive and are indicated as a guide to assist suppliers to provide initial costing proposals with Newry Leisure Centre Phase 2.
Distinct areas (as indicated on the floor plans) are to be provided for (a) Resistance Machines, (b) Functional Training Area, (c) Cardiovascular Machine Areas (d) a Free Weights Area (e) Stretching area (f) Elite Training area and (g) Rehabilitation client area.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Lot 1b - Strength and Conditioning Room (floor plan listed as ‘Aerobics Room’)
1)Short description
The Council has identified a room adjacent to the main fitness suite with Newry Leisure Centre Phase 2 that it would like to incorporate within the main gym through a connecting sliding door partition but also reserve the functionality to have this room being used as a separate environment and available for specific bookings. This is referred to as the ‘aerobics room’ within the floor plans provided.
2)Common procurement vocabulary (CPV)

37440000, 37442500, 51121000

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: Lot 2 - Group Cycles (optional)
1)Short description
Group Cycle equipment proposals will need to consider the following requirements:
- All cycles must be of the same standard with no variation to colour and/or design
- Cycles must have easily identifiable customer adjustment points for:
Handle bars (height and for size)
Set Adjuster (up/down & forwards/backwards)
- A selection of grips for the customers during activity
- Any adjustments (height/size) must be easy to perform with due consideration to the end user.
- Straps or cleats as a standard option (manufacturer must specify type)
- Easy resistance (gear) selection
- Coverings to protect the equipment from failure (including electrics) to prevent moisture erosion (sweat and drinks)
- All cycles to have bottle holders.
2)Common procurement vocabulary (CPV)

37440000, 37442500, 51121000

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:
The Council reserves the right to require deposits, guarantees and/or bonds and/or other forms of appropriate
security.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Details of relevant contractual proposals will be communicated to participants in the dialogue.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
None preferred, however for entering into and performing the contract, Tenderers will require to form a legal entity recognised under Northern Ireland law. There is no preferred form of economic operator but each individual in any group is to be jointly and severally liable for the contract. In the event of an associated group of companies being successful, the Council will require each company to be jointly and severally liable for the satisfactory performance of the contract. This assurance will be required in writing before any contract can be awarded to such a group.
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
Information and formalities necessary for evaluating if the requirements are met: In accordance with Section 3 of Directive 2014/24/EU of the European Parliament and of the Council and regulation 57 and 58 Public Contracts Regulations 2015 and as set out in the tender documentation, which is available from the Council's portal website at

www.newrymournedown.org/procurement.

III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: In accordance with Section 3 of Directive 2014/24/EU of the European Parliament and of the Council and regulation 57 and 58 Public Contracts Regulations 2015 and as set out in the tender documentation, which is available from the Council's portal website at

www.newrymournedown.org/procurement.

Minimum level(s) of standards possibly required: Relevant standards are as set out in the tender documentation, which is available from the Council's portal website at

www.newrymournedown.org/procurement.

III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
In accordance with Section 3 of Directive 2014/24/EU of the European Parliament and of the Council and regulation 57 and 58 Public Contracts Regulations 2015 and as set out in the tender documentation, which is available from the Council's portal website at

www.newrymournedown.org/procurement.

Minimum level(s) of standards possibly required:
Relevant standards are as set out in the tender documentation, which is available from the Council's portal website at

www.newrymournedown.org/procurement.

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:
Tender 18 - Framework for the Provision of Fitness Equipment
IV.3.2)Previous publication(s) concerning the same contract
no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Time limit for receipt of requests for documents or for accessing documents: 19.10.2016
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
24.10.2016 - 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
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of 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
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Royal Courts of Justice (NI)
Chichester St.
BT1 3 JF Belfast
United Kingdom
E-mail:
Telephone: +44 2890235111
Internet address: http://www.courtsni.gov.uk

VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: Precise information on deadline(s) for lodging appeals:
The Council will incorporate a minimum 10 calendar day standstill period when information on the award of the
contract is communicated to tenderers. This period allows tenderers to seek further debriefing
from the Council before the contract is entered into. Applicants have 2 working days from notice of the award
decision to ask for additional debriefing and that information has to be provided a minimum of 3 working days
before the expiry of the standstill period. Such additional information should be requested from email address:

If a dispute about contract award has not been successfully resolved the Public Contracts Regulations 2015
allow aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action
in the High Court. Any such action must be brought promptly (generally within 1 month). The purpose of the
standstill period referred to above is to allow parties to apply to the Courts to set aside the award decision
before the contract is entered into.
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:
23.9.2016