Leeds City Council
Waste Management Services
Knowsthorpe Gate
Cross Green Industrial state
Leeds
LS9 0NP
Contact: Stephen Holmes
Tel: 0113 3951278
Stephen.holmes@leeds.gov.uk
17 th December 2015
Dear Sir/Madam
RE: QUOTATION FOR HOOK LIFT WASTE CONTAINERS
CONTRACT REF: A57M-5HRXNA
I am inviting you to submit firm prices for the supply of a range of containers suitable for use with the Councils existing hook loader vehicles. To enable you to do so I enclose the following documents:
1. General Information
2. Specification (Plus appendix of photographs)
3. Pricing Schedule
4. Conditions of Contract
The quotation asks for submissions against two (2) Lots and you are able to bid for one or both of these Lots and the council reserves the right to award each Lot to different contractors dependant on the prices submitted.
You are advised to carefully read the attached documents prior to preparing and uploading your quotation. If at any time the Council discover that any information or documentation submitted by a tenderer appears to be incomplete, erroneous, or missing, the Council may
(but shall not be obliged to) ask you to submit, supplement, clarify or complete the relevant information or documentation.
Attached to the letter is a copy of the Pricing Schedule that you must complete to take part in this quotation exercise. You are also required to specify the delivery time for the containers being delivered from placement of order. The Council will award the supply contract to the tenderer that submits the lowest overall price for the goods specified within each LOT within the specification.
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Quotations must be submitted electronically by 12:00pm on Wednesday 6 th January 2015 , using the Yortender electronic tendering portal at www.yortender.co.uk using the following reference number: A57M-5HRXNA
If you have any problems with the Yortender system, please contact the helpdesk on 0844
543 4549, or email yorkshiresupport@due-north.com.
Yours faithfully
Stephen Holmes
Business Manager (Waste Procurements and Contract Management)
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1.1. You are required to submit competitive prices strictly in accordance with the attached specification/project brief.
1.2. If you have any questions in relation to this quotation please submit them via the discussions link on www.yortender.co.uk
1.3. You must not contact any person directly in relation to this quotation except through the Yortender website, or in exceptional circumstances if you need to speak with someone urgently, you may contact Stephen Holmes on (0113) 3951278.
1.4. All queries regarding the quotation which may have a bearing on the offer to be made should be raised by the Tenderer at least two (2) working days before the due date for return of quotations.
1.5. The Council will provide written answers to any questions posted via Yortender. We will copy all of our answers to all tenderers, except answers which are commercially confidential to one tenderer. If you do not want the answer to your question to be copied to all tenderers, you must clearly mark your question ‘in confidence’ and provide reasons for the request for non-disclosure. We will decide, at our discretion, whether the question is confidential. If we do not consider the question to be confidential, we will offer you the option of withdrawing the question.
1.6. Quotations must be submitted through www.yortender.co.uk
by or before 12 noon on Wednesday 6 th January 2015.
Quotations must not be submitted through other submission routes. Quotations will not be accepted after the deadline has passed. If you are unable to submit an electronic tender you must raise a question via Yortender discussion link as soon as possible to request guidance.
1.7. Tenderers must complete their quotation on the basis set out in the Councils documents. Variant or qualified quotations will be disqualified and will not be evaluated.
1.8. The Tenderer should provide any potential third parties it appoints to assist with the
Contract with all necessary technical and commercial information to enable such third parties to accurately respond to the quotation.
1.9. It is the policy of the Council not to respond to any direct approach from such potential third parties seeking details about a particular Invitation to Tender.
1.10. Tenderers must declare the share of any contract they intend to sub-contract and list any proposed third parties in their quotation submission.
1.11. The Council is committed to openness and transparency in its activities and its decisions. In addition, we are subject to legislation and guidance relating to information publishing and open data. The Council publishes tender documents and details of contracts awarded. We also publish information relating to the key decisions that we take and the invoices that we pay.
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1.12. In addition to the information that we publish, we must respond within twenty (20) working days to written requests for information in accordance with Freedom of
Information Act 2000. The information requested must be supplied unless it falls into specified categories of exempted information, which cover areas like commercial sensitivity, confidentiality, personal details, matters pertaining to national security, or any other information that is likely to prejudice either the Council or other affected parties. If an exemption holds true, we have no duty to disclose the requested information.
1.13. It is your responsibility to state in your submission any information that fits with a recognised exemption. You should also provide contact details within your tender submission so that should the Council need to consult on an information request it can be done promptly within the twenty (20) working days deadline.
1.14. You are advised that information which falls into the Council’s interpretation of the legal definition of confidentiality, personal information, trade secret or prejudice to commercial interests may still have to be disclosed in some circumstances. For example, if there were very strong public interest reasons for disclosure, the Council may have to disclose trade secrets, or information that would, or would be likely to prejudice a tenderer’s commercial interests. The Council may be forced to make information public as a result of an appeal by a member of the public against our initial decision not to reveal information. The public can appeal through the Council’s internal complaints procedure and ultimately to The Information Commissioner’s Office, the government organisation responsible for enforcing the Freedom of Information Act.
1.15. Detailed guidance on contracts with third parties and confidentiality clauses, and the implications of The Freedom of Information Act 2000, is available on the Council’s website www.leeds.gov.uk
under Information Governance. Further information can be obtained from The Information Commissioners Office website using the link from the Council’s website or www.informationcommissioner.gov.uk
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2.1. GENERAL DESCRIPTION (ALL CONTAINERS)
2.1.1. The containers shall have a sub-frame and lifting structure constructed in accordance with Container Handling Equipment Manufacturers (CHEM) standards and will be compatible for use with the Council’s existing fleet of 8 x 4 hook-lift loading vehicles.
Prior to submitting your bid you should arrange an accompanied inspection of our vehicles and current containers to ensure your product meets requirements
– you can do this by contacting Ed Walton on 0113 2474907.
2.1.2. The containers will be supplied new and unused, painted with a primer/base coat.
The main final finished colour will be Traffic Green (RAL 6024). The lifting beam, deflector plate and striker plate will be painted Traffic Red (RAL 3020). The Top Rail of the containers will be painted Traffic Yellow (RAL1023). All other safety features will also be painted in Traffic Yellow, i.e. door retaining link, labrynth catches, ladder, rear door locking mechanism and ratchets.
2.1.3. The purchased containers will be provided with a 12 month warranty to cover any defects in materials or workmanship under normal use and in the warranty period.
During the warranty period the supplier will repair or replace at no charge all products and parts of a product that proves defective because of improper material or workmanship under normal use and maintenance.
2.1.4. The c ontainer “A” Frame, sub-frame, body plates and fittings will be fully welded and continuous throughout.
2.1.5. Minimum material thickness will be at least as follows; 3mm single side opening rear door with reinforced frame, 4mm floor, 3mm side walls and 4mm headboard with industry standard reinforcements.
2.1.6. The containers floor will have a tapered corner profile down their sides to facilitate an easier discharge of the load. (See Fig 6 – Appendix 1)
2.1.7. The lifting beam will be constructed such that it passes through openings in the surrounding side plates and is welded to both inner and outer faces of the supporting plates.
2.1.8. A striker plate will be installed behind the lifting beam to provide additional structural strength and to protect the headboard from damage.
2.1.9. A 10mm thick hook deflector plate should be installed behind/above the lifting beam in order to ensure that the container handling vehicles lifting hook cannot physically slip behind the lifting bar and engage incorrectly. Similarly where a ledge is created above the lifting beam by any cross members, then a deflector plate should be installed to prevent the container handling vehicles hook dropping onto the ledge.
2.1.10. A labyrinth door retaining catch with a security latch must be fitted to securely retain the rear door in its open position whilst tipping takes place.
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2.1.11. Immediately adjacent to the rear door ratchet locking mechanism a sign will be affixed which reads as follows:
“WARNING – OPERATORS MUST STAND CLEAR OF DOOR(S) AND LEVER(S)
WHEN OPENING AND ENSURE THAT DISCHARGE AREA IS CLEAR OF
PERSONNEL
– DOOR MUST BE LOCKED UPEN SECURELY BEFORE TIPPING”
(See Fig 10 - Appendix 1)
2.1.12. The two rear roller wheels will be free running, coated with polyurethane and have axles fitted with maintenance free Oilite bushes.
2.1.13. An individual and unique fleet number Is to be welded to the front bulkhead of each container. A schedule listing the Fleet numbers will be provided at time of ordering.
2.1.14. Detailed drawings/plans of your product must be supplied with your bid. These drawings should show the different elevations and special features together with all dimensions and show specific material composition and thickness.
2.1.15. Please see attached Appendix 1 for images of key features present in an existing container in use. These features must be incorporated into the containers provided through this contract.
2.2. 50 Cu/Yd OPEN TOP CONTAINER SPECIFICATION
2.2.1. The containers will be suitable for containing and transporting a range of different waste streams accepted at the Councils civic amenity Sites including cardboard, scrap metals, garden waste, timber, tyres and other mixed general wastes etc.
2.2.2. They will be built to an appropriate standard for use in a Civic Amenity Site where roller compaction takes place.
2.2.3. The top rail of the containers will be made from 120mm x 80mm box section. There will be eight (8) structural uprights which fix to eight (8) horizontal bottom cross members. Between each of these cross members there will be nine (9) additional intermediate cross members to provide further rigidity for the floor.
2.2.4. They will have a single side opening rear door with a minimum of three (3) hinges
(complete with grease nipples)
2.2.5. The door will be retained with a 3 point ratcheted locking mechanism. The ratcheting mechanism should be located as low as possible on the container.
2.2.6. During manufacture they will be provided with additional structural integrity through featuring swaged sides down their length.(See Fig 7
– Appendix 1)
2.2.7. An operative access ladder will be affixed to the side of th container on one side.
2.2.8. A bracing bar will be installed in order to provide additional structural integrity. The bracing bar should be flush level with the rear door and side rails.
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2.2.9. Due consideration should be paid in the design of the 50 Cu/Yd containers in order to limit the height of the containers where possible. The Council would have a preference to have a minimal increase in height and to see an increased length where feasible. Due regard to the overall travelling length of the vehicle and container should be considered though to ensure it is always within legal limits for an
8 x 4 Hook Lift container handling vehicle.
2.3. 14 to 15 Cu/Yd OPEN TOP BUILDERS/RUBBLE CONTAINER SPECIFICATION
2.3.1. The containers will be an open top design and they will be suitable for containing and transporting soils, rubble and other inert materials accepted at the Councils civic amenity Sites.
2.3.2. During manufacture the containers will be provided with additional structural integrity through featuring swaged sides down their length.(See Fig 7
– Appendix 1)
2.3.3. The top rail of the containers will be made from 120mm x 80mm box section. There will be seven (7) structural uprights which fix to seven (7) horizontal bottom cross members. Between each of these cross members there will be eight (8) additional intermediate cross members to provide further rigidity for the floor.
2.3.4. In order to make loading easier for site users the containers provided will have low sides with a load over height of no more than approximately 1.2 metres from ground level.
2.3.5. They will have a single side opening rear door with a minimum of two (2) hinges
(complete with grease nipples)
2.3.6. The rear door will be retained with a 2 point ratcheted locking mechanism. The ratcheting mechanism should be located as low as possible on the container.
2.3.7. A raised rear bracing bar will be installed in order to provide additional structural integrity. The bracing bar will be mounted above the level of the container itself on box sections.
2.3.8. A Reinforcing structure will be manufactured at both the front and rear of the containers to provide rigidity to the front and rear panels. (See Fig 10 – Appendix 1)
2.3.9. A sign board approximately 2.2 metre x 600mm will be welded to both sides of the container and the following wording will be applied.
“SOIL, BRICK & HARDCORE ONLY”
2.4. DELIVERIES
2.4.1. All containers must be delivered within a maximum of 11 weeks from placing an order. Tenderers are required to identify their required lead in times when completing their Pricing Schedule.
2.4.2. All containers supplied will be delivered to one of the Councils sites within the Leeds boundary. Prior to any delivery being made the supplier must liaise with the Councils
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Authorised Officer one week in advance in order to agree a delivery schedule and to ensure that appropriate offloading arrangements are in place.
2.4.3. The Council’s Authorised Officer will be granted one week from the day of delivery to inspect the containers supplied and to ensure they meet with the requirements of this specification and that they are free from defects.
2.4.4. The Contractor will be responsible for all costs involved in rectifying any faults in terms of the specification and/or defects in construction. This will include all man hours, materials and transport.
2.5. PRICING OF BIDS
2.5.1. Tenderers are required to complete the Pricing Schedule at Appendix 2 below filling in the shaded fields.
2.5.2. The prices submitted must include all costs involved in designing, manufacturing, supplying and delivering the required containers as specified above.
2.5.3. These costs must also include all travelling/subsistence expenses applicable to this contract.
2.5.4. The prices submitted should be for each individual container. The Council has identified the approximate number of containers of each type that will be required however this is only a guide at this stage and should not be considered a guarantee.
Final numbers of each container type required will be notified at the time of award of this contract. This is due to the Council only having a limited budget available for this project and as such the actual prices submitted will determine the number of containers actually ordered from each Lot.
2.5.5. You should aalso use the space available to identify any discount you can offer should you secure the order for both Lots 1 and 2.
2.5.6. As a separate price and an option available to the Council we would like you to also provide a price for an advertising board which can be welded to both sides of the Lot
1 containers. The advertising boards will be approximately 3 metres x 1.5 metres.
The Council will advise if this feature is to be required at the time of award.
2.5.7. Tenderers are also required to detail in the Pricing Schedule the delivery time from placing of an order. You should base your delivery time on the approximate number of containers that is stipulated. Please note that the Council requires the supplier to commit to a maximum of 11 weeks from the placement of order.
2.5.8. Tenderers are required to sign and complete the declaration at Appendix 3 below.
2.6. EVALUATIONS
2.6.1. The evaluation of bids will solely take into account the prices submitted in your
Pricing Schedule and any discounts which apply for the award of both Lots.
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2.6.2. Each Lot will be evaluated and awarded separately with only one contractor appointed to each Lot. The same contractor may be appointed to supply the requirements of both Lots if they can offer the best value for money overall taking into account their overall bid including any discount offered and as long as the required delivery times can be met.
2.6.3. The priority for the Council is to ensure the required numbers of containers can be supplied by the end of March 2016 and to ensure we obtain the best value for money in this procurement.
2.7. AWARD
2.7.1. The award of the contract to supply containers will be confirmed through the placement of an official Council purchase order. The date of this order is when the 11 weeks required maximum delivery time will commence.
2.7.2. Once in receipt of an official order to supply, the supplier will be required to keep the
Council appraised of progress through the manufacturing process updating us on any changes to the lead in times they specify within their bid.
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FIGURE 1 & 2 - Open Door Retaining Link And Labrynth Catch Mechanism
FIGURE 3 – Polyurethane Coated Rear Wheels
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FIGURE 4 and 5 – Door Retaining Mechanism And Ratchet Lever
FIGURE 6 – Tapered side/bottom
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FIGURE 7 – Open Top Container With Swaged Sides (Note: Disregard the number of uprights on this image)
FIGURE 8 – 40 Cu/Yd Open Top Container Bracing Bar (Note: 50 Cu/Yd ones will have flush bracing bars)
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FIGURE 9 – Reinforcing Structure And Locking Mechanism On Builders/Rubble Containers
FIGURE 10 – Warning Sign
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FIGURE 11 - A Typical 14 to 15 Cu/Yd Builders/Rubble Container
(Note: Disregard the number of uprights on this image)
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The prices offered must include all costs involved in designing, manufacturing, supplying and delivering the required containers as specified above. These costs must also include all travelling/subsistence expenses applicable to this contract.
LOT
N o
DESCRIPTION
APPROX
N o OF
UNITS
REQUIRED
UNIT PRICE
(Exclusive of VAT)
50 CU/YD OPEN TOP WASTE
CONTAINERS AS PER SPECIFICATION
LOT
1
Delivery Time from placement of order
(Note Maximum 11 Weeks )
Optional 3m x 1.5m Advertising Board Welded to Both Sides Of
Container
(Price submitted here to be for both sides of a single container)
LOT
2
14 TO 15 CU/YD BUILDERS/RUBBLE
CONTAINERS AS PER SPECIFICATION
Delivery Time from placement of order
(Note Maximum 11 Weeks )
DISCOUNTS ON AWARD OF BOTH LOTS
You should identify here any discount you can offer on your unit prices above in percentage terms, should you be successful in securing the order for both Lots 1 & 2 above
(The discounts offered here will be considered when undertaking the evaluation of bids)
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I/We hereby offer to provide the services as specified in the Pricing Schedule in accordance with the Council’s Specification and Conditions of Contract contained in this enquiry.
Signed:
Name (Block Capitals):
Designation:
For and on behalf of:
Landline Tel:
Mobile Tel:
Fax:
E-mail address:
:
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