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   privacy policy.
Privacy Policy

At Proactis we take care to protect the privacy of customers and users of this website (“site”). This Privacy Policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us, whether you are a visitor to the site or a customer that subscribes to our services online or over the phone.

Who we are

In this privacy policy, the terms "we", "our" and "us" are used to refer to Proactis Tenders Limited, of AB1, First Floor, 48 Huntly Street, Aberdeen, AB10 1SH, company number SC115090.

You can contact us regarding this Privacy Policy at privacypolicy@proactis.com.

Where we got your information

We collect and process the following information about you either from your use of our site, or your correspondence with us by phone or email:

  • Information you give us. We collect and store the personal information that you submit through the site or by corresponding with us by phone, email or otherwise. This includes information that you provide when you register to use our site or subscribe to any of our services. The information you give us may include your name, postal address, email address, telephone number, details of any comments you provide to us, payment information and any documents you may upload containing your personal information. We may also collect and process records of any correspondence and communications with us and telephone calls may also be recorded.
  • Information we collect about you. We also collect and store the following information regarding each of your visits to our site:
    1. technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform; and
    2. information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time), products and / or services you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks and mouse-overs), and methods used to browse away from the page.

What we need and why we need it

We may use information we hold about you in the following ways:

  • Information you give us. We will use this information:
    1. to carry out our obligations arising from any agreements entered into between you and us and to provide you with the information, products and services that you request from us;
    2. to notify you about changes to any of our services;
    3. to communicate with you to gain feedback on our products or services in order to improve them;
    4. to ensure that content from our site is presented in the most effective manner for you and for your computer;
    5. to administer your attendance at training courses;
    6. to respond to any queries you may raise via LiveChat on our website;
    7. to administer any contest or other promotional feature that you may enter with us and to notify winners; and
    8. to provide you with information about other goods and services we offer that are similar to those that you have already purchased or enquired about, as further detailed in the 'Marketing' section below.
  • Information we collect about you. We will use this information:
    1. to administer our site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
    2. to improve our site to ensure that content is presented in the most effective manner for you and for your computer or mobile device;
    3. as part of our efforts to keep our site safe and secure; and
    4. to make suggestions and recommendations to you about services that may interest you.

Our legal basis for using your information

The legal grounds on which we rely to use your information are:

  • To allow us to perform our contract with you: When you purchase services from us, a contract between you and us will have been entered into. In order for us to fulfil our obligations under such contract, we will need to collect and process your personal information, including payment information. Failure to provide the requisite personal information on sign-up and payment information on entering into the contract or objecting to this type of processing / exercising your deletion rights will mean that we cannot provide our services to you.
  • To allow us to exercise our legitimate interests as a data controller: We rely on our legitimate interests as a data controller to process the personal information that you provide to us on feedback forms or through any contest or promotional feature that we may run, and to process personal information that we collect from you when you use our site. It is in our legitimate interests as a business to process the above information in to order administer our site, to ensure that content from our site is presented to you effectively and securely, and to run contests and other promotional features.

Marketing

We may use your personal information to contact you about other goods and services we offer that are similar to those that you have already purchased or enquired about. You will be given an option to opt-out of such marketing when you subscribe to a service.

We and other companies within our group (for full details, see www.proactis.com) may also use your personal information to contact you about other goods and services, provided you have given your consent.

You may withdraw your consent to the use of any of your personal information for marketing purposes, at any time by contacting us at privacypolicy@proactis.com. You will also be given the opportunity in each marketing communication to opt-out of future marketing communications.

Your payment information

If you sign up to purchase our Quarterly Plan subscription and consent to auto-renewal subscriptions (as set out in our Product Terms and Conditions), your payment information (such as credit or debit card details) and other information that we need to process your payment will be collected and stored by us and / or the payment processors with which we work.

We use your payment information to charge the applicable sum to your payment card and renew your purchase, in order to provide the services that you subscribe to (including any Add Ons that you may request) and to perform the contract between you and us.

How long we hold your data

With the exception of auto-renewal Quarterly Plan subscriptions, we do not retain your payment information, and this information will be immediately deleted once your payment is processed.

Where you have signed up for an auto-renewal Quarterly Plan subscription, our payment processors will retain your payment information and store it until you cancel your auto-renewal subscription. If you cancel your auto-renewal subscription, we will delete your payment information as soon as possible once your last payment is processed.

We will only hold your information for as long as it is required for the purposes for which it was obtained. There may be instances where we keep your personal information for longer periods for legal and regulatory purposes, such as to comply with our audit or revenue reporting obligations.

If you are not a customer and we have collected information about you, this will be deleted within 2 years.

Storage of your information, international data transfers and security

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

The transmission of information via the Internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to prevent unauthorised access.

Disclosure of Your Information

We won’t share your information with third parties, save as follows:

  • with our payment processors for the purposes of processing your payment;
  • with third party analytics suppliers that work with us for the purposes of producing aggregate statistics about customers, sales, traffic patterns and related site information – we use this information for the purposes detailed above and the third party suppliers use this information to inform their own analytics products and services;
  • if you have opted-in to receive targeted marketing via Facebook, we will upload data onto Facebook for that purpose;
  • with other members of our group for the purposes of marketing and only where you have provided your consent, as described above; and
  • with our event and training suppliers to allow us to deliver training, information sharing and events that you have opted to take part in.

Automated decision-making

We do not use your personal data to undertake any automated decision-making.

Cookies

For more information on how we use cookies, please see our Cookies Policy.

Your rights

You have certain rights in relation to your personal information that is processed by us. These rights are listed below. These rights are not absolute and apply subject to certain conditions, as set out in applicable data protection laws. Your rights may include:

  • the right to access personal data held by us about you;
  • the right to require us to rectify any inaccurate personal data held by us about you;
  • in certain circumstances, the right to require us to erase personal data held by us about you;
  • in certain circumstances, the right to restrict our processing of personal data held by us about you;
  • in certain circumstances, a right to receive personal data which you have provided to us in a structured, commonly used and machine readable format. You may also have the right to require us to transfer this personal data to another organisation, at your request;
  • the right to object to our processing of personal data held by us about you (including for the purposes of sending marketing materials to you); and
  • the right to withdraw your consent, where we are relying on it to use your personal data (for example, to provide you with marketing information about our services and products).

You can exercise these rights be contacting us using the details set out above.

Changes to this policy

If we make changes to our privacy policy, we'll share details of these changes on this page. Please continue to check this page to ensure that you are always aware of any changes.

Concerns or complaints

You can contact us regarding this Privacy Policy using the details set out above. Should you wish to make a complaint, you may also contact the Information Commissioner's Office using the details set out on its website, which is currently: https://ico.org.uk/global/contact-us/.


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Reviewed By
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Notice Summary

Title:
United Kingdom-Glenrothes: Void Property Clear and Clean Services
Document Ref:
398550-2019
Document Type:
Contract Notice - Open Procedure
Published By:
Fife Council
Date Published:
23 August 2019
Deadline Date:
23 September 2019
Document Source:
Framework/DPS:
Yes
Alert Profile:
Labels:
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Reviewed By
Our Specialist Team

Notice Abstract

The purpose of the clear and clean contract is to bring Fife Council housing stock back to its original standard with regard to cleanliness and general maintenance after a Council tenant or homeless person moves on to alternative accommodation, to allow the property to be re-let. This includes general clearance of large items and rubbish, deep cleaning, and trauma cleaning. As well as clear and clean services, the requirement will also extend to a garden tidy, pest control, and sharps removal.

Notice Details

Contract notice

Directive 2014/24/EU - Public Sector Directive

Directive 2014/24/EU

Section I: Contracting Change entity

I.1) Name and addresses

Fife Council

Fife House, North Street

Glenrothes

KY7 5LT

UK

Contact person: alan wright

Telephone: +44 3451550000

E-mail: alan.wright@fife.gov.uk

NUTS: UK

Internet address(es)

Main address: http://www.fifedirect.org.uk

Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00187

I.2) Joint procurement

The contract is awarded by a central purchasing body

I.3) Communication

The procurement documents are available for unrestricted and full direct access, free of charge at:

http://www.publiccontractsscotland.gov.uk


Additional information can be obtained from the abovementioned address


Tenders or requests to participate must be sent electronically to:

http://www.publiccontractsscotland.gov.uk


I.4) Type of the contracting authority

Regional or local authority

I.5) Main activity

General public services

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

Void Property Clear and Clean Services

Reference number: 10626

II.1.2) Main CPV code

90911100

 

II.1.3) Type of contract

Services

II.1.4) Short description

The purpose of the clear and clean contract is to bring Fife Council housing stock back to its original standard with regard to cleanliness and general maintenance after a Council tenant or homeless person moves on to alternative accommodation, to allow the property to be re-let. This includes general clearance of large items and rubbish, deep cleaning, and trauma cleaning. As well as clear and clean services, the requirement will also extend to a garden tidy, pest control, and sharps removal.

II.1.6) Information about lots

This contract is divided into lots: No

II.2) Description

II.2.2) Additional CPV code(s)

90911100

II.2.3) Place of performance

NUTS code:

UKM72

Main site or place of performance:

Fife, SCOTLAND.

II.2.4) Description of the procurement

The requirements of this contract are broken down into:

— clearance,

— cleaning,

— gardening,

— specialist services,

— handyman services.

II.2.5) Award criteria

Criteria below:

Quality criterion: Quality / Weighting: 50

Price / Weighting:  50

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 24

This contract is subject to renewal: Yes

Description of renewals:

Up to 24 months extension.

II.2.9) Information about the limits on the number of candidates to be invited

II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: No

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Section III: Legal, economic, financial and technical information

III.1) Conditions for participation

III.1.2) Economic and financial standing

List and brief description of selection criteria:

4B1.1 — Tenderers are required to provide their annual turnover for their last 2 financial set of accounts.

4B.4 — The current ratio will be applied. Tenderers are to provide their current assets and current liabilities in relation to their audited published accounts for the last 2 years and to divide the current assets by the current liabilities figure. If a company does not have 2 years of audited published accounts an explanation should be given.

4B.5.1b — Insurance — Employer’s (compulsory) liability: bidders are required to hold or commit to obtaining 10 000 000 GBP of employer’s (compulsory) liability insurance.

4B.5.2 — Insurance — all other types listed: bidders are required to hold or commit to obtaining, prior to the commencement of the contract, the levels of all other types of insurance cover indicated.

1) Type of insurance-public liability: minimum amount: 5 000 000 GBP.

Minimum level(s) of standards required:

4B1.1 — Tenderers will be required to have a minimum ‘general’ yearly turnover of 1 400 000 GBP for the last 2 years.

Tenderers shall be advised that where they do not currently meet the above requirements they shall require to confirm why and the Council may undertake additional financial checks checks using a tool such as Creditsafe and a qualitative judgement shall be made as to the financial capacity of the tenderer. Fife Council may require a parent company guarantee, a performance guarantee bond, a bank guarantee, and/or an advance payment bond.

4B.4 — Tenderers are expected to achieve a ratio of 1 or more. Where a tenderer does not meet this requirement further details should be provided to confirm why and the Council may undertake additional financial checks using a tool such as Creditsafe and a qualitative judgement shall be made as to the financial capacity of the tenderer. Fife Council may require a parent company guarantee, a performance guarantee bond, a bank guarantee, and/or an advance payment bond.

4B.5.1b — Where a bidder does not confirm that they already have or can commit to obtaining, prior to the commencement of the contract, 10 000 000 GBP of employer’s (compulsory) liability insurance, the Council may exclude the bidder from the competition.

4B.5.2 — Where a bidder does not confirm that they already have or can commit to obtaining, prior to the commencement of the contract.

1) Type of insurance — public liability: minimum amount — 5 000 000 GBP.

Then the Council may exclude the bidder from the competition.

III.1.3) Technical and professional ability

List and brief description of selection criteria:

4C1.2 Bidders are to provide 3 examples that demonstrate that they have the relevant experience to deliver the services required. Bidders are to provide full details of the contracts including: project description, price, dates, customer/client, etc. Examples provided must be similar to the requirement. Please provide 500 words for each example.

4C6 — The following educational and professional qualifications are held by the bidder.

Minimum level(s) of standards required:

4C1.2 — Pass/Fail.

4C6 —

1) Asbestos awareness training certification;

2) Working at height training certification;

3) Ladder training certification;

4) Sharps removal training;

5) COSHH training;

6) Appropriate SEPA Waste carrier licence (or equivalent) or details of third party’s waste carrier licence;

7) Site supervisors are to hold an appropriate site supervision certification.

III.2) Conditions related to the contract

Section IV: Procedure

IV.1) Description

IV.1.1) Type of procedure

Open procedure

IV.1.3) Information about a framework agreement or a dynamic purchasing system

The procurement involves the establishment of a framework agreement with several operators.

Envisaged maximum number of participants to the framework agreement: 3

IV.1.8) Information about Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: Yes

IV.2) Administrative information

IV.2.2) Time limit for receipt of tenders or requests to participate

Date: 23/09/2019

Local time: 12:00

IV.2.4) Languages in which tenders or requests to participate may be submitted

EN

IV.2.7) Conditions for opening of tenders

Date: 24/09/2019

Local time: 12:00

Place:

Bankhead, Glenrothes.

Section VI: Complementary information

VI.1) Information about recurrence

This is a recurrent procurement: No

VI.2) Information about electronic workflows

Electronic ordering will be used

Electronic invoicing will be accepted

Electronic payment will be used

VI.3) Additional information

Economic operators may be excluded from this competition if they are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015.

Please see ESPD Part II for full details and disclosure.

ESPD 2D.1.1 Bidders to provide list of proposed subcontractors.

ESPD 4D.1 The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent) or bidders must confirm they have in place documented, monitoring and reviewing arrangements (on an ongoing basis) for:

— quality assurance,

— health and safety,

— documented arrangements that the organisation has a system for monitoring quality management procedures on an on-going basis.

ESPD 4D.2 1 The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate or bidders must have a regularly reviewed documented policy regarding environmental management. This policy must include and describe the organisation’s environmental emergency response procedures, including the preparedness and response procedures for potential accidents and emergency response situations that give rise to significant environmental impacts (for example hazardous substances spill control). Documented arrangements for providing employees with training, information on environmental issues and procedures for dealing with waste (e.g. waste management plans, waste segregation, recycling, etc.).

Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland website at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=595043

The buyer has indicated that it will accept electronic responses to this notice via the postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361

A summary of the expected community benefits has been provided as follows:

Bidders will be asked to provide voluntary community benefits.

(SC Ref:595043)

VI.4) Procedures for review

VI.4.1) Review body

Fife Council

Fife House, North Street

Glenrothes

KY7 5LT

UK

Telephone: +44 3451550000

Internet address(es)

URL: http://www.fifedirect.org.uk

VI.5) Date of dispatch of this notice

20/08/2019

Current Notes