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Wales (Non OJEU) WW/JAN322939
Type Invitation to tender
Date Published 2020-01-21
Deadline 2020-02-14 00:00:00
Nature Of Contract Service contract
Awarding Authority Careers Wales
Awarding Criteria

Description :

Notice Type: SERVICES

1 Authority Details

1.1 Authority Name and Address

Official Name: Career Choices Dewis Gyrfa Trading as Gyrfa Cymru Careers Wales
Postal Address: Finance, 53 Charles Street,
Postal Code: CF10 2GD
Country: UK
For the attention of: Paul Powell
Telephone: +44 3001323833
E-Mail: Paul.powell@careerswales.com
Internet Address (URL): http://www.careerswales.com

1.2 Address from which further information may be obtained:
Address from which documentation may be obtained

As in 1.1

1.3 Completed documents must be returned to:
Official Name: Gyrfa Cymru Careers Wales
Postal Address: Finance, 53 Charles Street,
Postal Code: CF10 2GD
Country: UK
For the attention of: Paul Powell
Telephone: +44 3001323833
E-Mail: Paul.powell@careerswales.com
Internet Address (URL):

2 Contract Details

2.1 Title


2.2 Description of the goods or services required

Career Choices Dewis Gyrfa Ltd (CCDG) is a wholly owned subsidiary of the Welsh Government which was formed on 1 April 2013. Trading as Gyrfa Cymru Careers Wales, we provide the all age independent and impartial careers information, advice and guidance service for Wales. We currently employ 617 staff and we wish to provide health care insurance policy cover for all our staff which would allow them to claim back money from a range of medical services. The contract will be for a period of two years.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=98745.

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.sell2wales.gov.wales/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.

2.3 Notice Coding and Classification:
Code Description
66512200 Health insurance services
85147000 Company health services

Code Location
1000 WALES
1010 West Wales and The Valleys
1011 Isle of Anglesey
1012 Gwynedd
1013 Conwy and Denbighshire
1014 South West Wales (Carmarthenshire, Pembrokeshire, Ceredigion)
1015 Central Valleys (Merthyr Tydfil, Rhondda Cynon Taf)
1016 Gwent Valleys (Torfaen, Blaenau Gwent, Caerphilly)
1017 Bridgend and Neath Port Talbot
1018 Swansea
1020 East Wales
1021 Monmouthshire and Newport
1022 Cardiff and Vale of Glamorgan
1023 Flintshire and Wrexham
1024 Powys

2.4 Total quantity or scope of tender

Tender Brief

The proposed health care policy must include the following essential benefits:

• Option for employee to upgrade at their own cost

• Dependent children included at no additional charge (up to 4 and up to age 24)

• Option to enrol spouse or partner at employee’s cost

• Company Health Report (regular provision of usage stats)

• No Qualifying Periods

• Pre-existing medical conditions to be covered

• 100% Reimbursement Level

• All administration of the scheme to be undertaken by the supplier

• Dental (check-ups/fillings/dentures/crowns/hygienist/x-rays) £60

• Dental Accidents (dental injury treatment as a direct result of accident) £200

• Optical (eye test/glasses/contact lenses/repairs/laser eye surgery) £60

• Diagnostic Consultation £200

• Therapies (combined maximum benefit) £50

• Chiropody £25

• Hospital in-patient overnight stay cash back per night - £10 up to 20 nights per year

• Hospital day case surgery cash back per day - £10 up to 10 occasions

• Medical Consultation £200

• MRI, CT, PET, X-Ray and ECG Scanning Facilities (in addition to Consultation) reimbursement at full cost without a limit on number

• EAP - 24hr Counselling & Advice Line to include up to 6 sessions of Face to Face counselling/Cognitive Behavioural Therapy (CBT) THIS IS AN ESSENTIAL CRITERION as necessary (financial/legal /family advice)

• Access to a second medical opinion or medical advice (access to online GP 24/7 – where GP is able to prescribe a private prescription)

• Personal Accident Protection (accidental death) – up to £25,000

• Personal Accident Protection (permanent disability) – payment if an injury caused by an accident prevents person from doing any job

• Birth ( Maternity or Paternity) or adoption payment - £100

Please provide evidence that the following insurance cover is in place:

Public Liability Insurance _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ £5,000,000

Professional Indemnity Insurance for each and every claim _ _ _ _ _ _ _ _ £1,000,000

Employers Liability Insurance, where applicable _ _ _ _ _ _ _ _ _ _ _ _ _ _ £5,000,000

Failure to meet the above criteria will result in the tender being rejected

3 Conditions for Participation

3.1 Minimum standards and qualification required

Tendering Terms

CCDG reserves the right to reject or disqualify a Tenderer where:

the tender is submitted late, is completed incorrectly, is incomplete or fails to meet the CCDG's submission requirements.

the Tenderer is guilty of serious misrepresentation in relation to its application and / or the process; and / or

the Tenderer contravenes any of the terms and conditions of this tender; and/or

there is a change in identity (including where applicable the make up of consortia), control, financial standing or other factor impacting on the evaluation process affecting the Tenderer.

The disqualification of a Tenderer will not prejudice any other civil remedies available to CCDG and will not prejudice any criminal liabilities that such conduct by a Tenderer may attract.

CCDG further reserves the right to:

cancel the tender process at any stage for any reason;

require a Tenderer to clarify their submission in writing or by means of a clarification meeting and / or provide additional information. (Failure to respond adequately may result in the disqualification of a Tenderer);

amend the terms and conditions of the tender process; and/or

award only part of the contract.

CCDG reserves the right to withdraw from the tendering process at any stage or to vary the scope of the Products required and CCDG shall not be liable to any Tenderer as a result of this action. In the event that the tender process is cancelled no part of the tender submitted shall be returned to the Tenderer.

Tenderers acknowledge and agree by their submission that their tender remains open for acceptance by CCDG for six months from the closing date for receipt of tenders.



All contact must be made through Paul Powell who will facilitate appropriate contact with other relevant persons.

Contact should be made by email to paul.powell@careerswales.com.

Tenderers must not in any way canvass or solicit information from any other employee of CCDG or its agents and / or advisers.


Should any Tenderer wish to raise any questions or obtain any further information not contained in the tender or not otherwise publicly available all questions / requests must be submitted to Paul Powell before 5pm on 31/01/20 to the email Paul.powell@careerswales.com

If a question or request for clarification or further information is not made by the date referred to in section 1.8, CCDG reserves the right not to respond but may, at its own discretion, endeavour to respond to the Tenderer and provide the Tenderer with any additional information to which CCDG has access, but CCDG shall not be obliged to comply with any such request and does not accept any liability or responsibility for failure to provide any such information.

CCDG will endeavour to respond to queries within seven working days and will advise Tenderers if a longer response time is required due to the nature of the query.

Tenderers are encouraged to identify issues on which they would like clarification as early as possible in the tendering process and must raise a clarification if any aspect of this tender is not clear to the Tenderer.

Right to Amend

CCDG reserves the right to issue supplementary documentation at any time during the process in order to clarify any issue or amend any aspect of the tender. All such further documentation issued by CCDG during the tendering process shall be deemed to form part of the tender and shall supersede any part of the tender to the extent indicated. CCDG may exercise the option to extend the tender period and postpone the tender return date, in the event that subsequent documentation is issued or for any other reason.


CCDG and its advisors will keep confidential the tenders and any other information supplied by Tenderers during the tendering process and will use best endeavours to prevent any disclosures by their officers and employees.

Tenderers must be aware that at key stages in the project CCDG may be obliged to disclose detailed information relating to Tenders to relevant monitoring authorities and to make the key project documents available for private inspection by such authorities.

Whilst CCDG will be reasonable as regards the protection of commercially sensitive information, it can only do so in the light of the latest published guidance on this area.

Freedom of Information and Environmental Information Statement

CCDG is subject to The Freedom of Information Act 2000 (“Act”) and The Environmental Information Regulations 2004 (“EIR”).

As part of CCDG’s duties under the Act or EIR, it may be required to disclose information concerning the procurement process or the Contract to anyone who makes a request.

If the Tenderer considers that any of the information provided in their tender is commercially sensitive (meaning it could reasonably cause prejudice to the Tenderer if disclosed to a third party) then it should be clearly marked as "Not for disclosure to third parties” together with valid reasons in support of the information as being exempt from disclosure under the Act and the EIR.

CCDG will endeavour to consult with the Tenderer and have regard to comments and any objections before it releases any information to a third party under the Act or the EIR. However CCDG shall be entitled to determine in its absolute discretion whether any information is exempt from the Act and/or the EIR, or is to be disclosed in response to a request of information. CCDG must make its decision on disclosure in accordance with the provisions of the Act or the EIR and can only withhold information if it is covered by an exemption from disclosure under the Act or the EIR.

Canvassing and non-collusion

Except as specifically authorised by CCDG, Tenderers shall not approach any other Tenderer or member of CCDG’s staff with a view to seeking information in respect of any part of their submission or proposals or attempting to support or enhance their prospects of their tender being selected.

Any collusion between Tenderers, combining of Tenderers or transfer of any equity partner, development manager, advisor or subcontractor from one Tenderer to another may lead to the exclusion of the Tenderers involved at the discretion of CCDG.


No publicity regarding the project or the award of the contract will be permitted unless and until CCDG have given express written consent to the relevant communication. In particular, no statements should be made to the press or other similar organisations regarding the nature of any tender, its contents or any proposals relating thereto without prior written consent.


All Tenderers are solely responsible for their costs and expenses incurred in connection with the preparation and submission of their tender and the tendering process. Under no circumstances will CCDG, or any of its advisers, be liable for any costs or expenses borne by the Tenderer or any of its consortium members, subcontractors or advisers in this process or for any economic loss or other loss of profit incurred by any Tenderer in relation to the project.

Welsh Language

CCDG is committed to promoting and facilitating the use of the Welsh language,

and to not treat the Welsh language less favourably than English in line with the

Welsh Language (Wales) Measure 2011. The successful Bidder should be aware of

the provisions of the Measure and ensure that in implementing the contract the Welsh

language is promoted and facilitated and not treated less favourably than English. (ESSENTIAL)

Compliance with Legislation

Tenderers are deemed to understand fully the processes that CCDG is required to follow under relevant European and UK legislation, particularly in relation to The Public Contracts Regulations 2015

Jurisdiction and governing laws

All aspects of the tendering process shall be governed by and construed in accordance with the laws of England and Wales as applied in Wales and each Tenderer submits to the jurisdiction of the English and Welsh courts.


None of CCDG, its advisors, or directors, officers, members, partners, employees, other staff, agents or advisers of any such person:

makes any representation or warranty (express or implied) as to the accuracy, reasonableness or completeness of the information in the tender. Any persons considering making a decision to enter into contractual relationships with CCDG following receipt of the tender should make their own investigations and their own independent assessment of CCDG and its requirement for the Products and should seek their own professional financial and legal advice; or

accepts any responsibility for the information in the tender or for its fairness, accuracy or completeness, nor shall any of them be liable for any loss or damage (other than in respect of fraudulent misrepresentation) arising as a result of reliance on such information or any subsequent communication. Only the express terms of any written contract relating to the subject matter of this tender as and when it is executed shall have any contractual effect in connection with the matters to which it relates. Any such contract will be governed by English and Welsh law.

Nothing in the tender or other contract documents is or should be relied upon as a promise or representation as to CCDG's ultimate decisions in relation to this tender.

No oral acceptance by CCDG of any offer or outline submissions within an offer shall be valid or binding on CCDG.

In order to further ensure a fair and competitive process, CCDG requires that all actual or potential conflicts of interest are disclosed, identified and resolved to CCDG ’s satisfaction prior to the submission of Tenders or immediately notified to CCDG in the event that any actual or potential conflict of interest comes to the Tenderer’s attention following the submission of a Tender. In such circumstances CCDG may require further information from Tenderers but reserve the right to disqualify a Tenderer from further involvement.

CCDG reserves the right to exclude Tenderers from the procurement process should actual or potential conflicts of interest be found by CCDG to confer an unfair competitive advantage on one or more Tenderers or to otherwise undermine a fair and competitive procurement process and, following consultation with the Tenderer, such actual or potential conflicts are not resolved to the satisfaction of CCDG.

Tenderers should read these instructions carefully before completing the Tender documentation. Failure to comply with these requirements for completion and submission of the Tender Response may result in the rejection of the Tender. Tenderers are advised therefore to acquaint themselves fully with the extent and nature of the services and contractual obligations. These instructions constitute the Conditions of Tender. Participation in the tender process automatically signals that the Tenderer accepts these Conditions of Participation.

The Tenderer shall not make contact with any other employee, agent or consultant of the Authority who are in any way connected with this procurement exercise during the period of this procurement exercise, unless instructed otherwise by the Authority.

Set out below is the proposed procurement time table that is intended as a guide and although it is not intended to depart from this it reserves the right to do so at any stage.

Any Tenderer who:

Fixes or adjusts the amount of its Tender by or in accordance with any agreement or arrangement with any other party; or

Communicates to any other party other than the Client or, as applicable, relevant OCB the amount or approximate amount of its proposed Tender or information which would enable the amount or approximate amount to be calculated (except where such disclosure is made in confidence in order to obtain quotations necessary for the preparation of the Tender or insurance or any necessary security); or

Enters into any agreement or arrangement with any other party that such other party shall refrain from submitting a Tender; or

Enters into any agreement or arrangement with any other party as to the amount of any Tender submitted; or

Offers or agrees to pay or give or does pay or give any sum or sums of money, inducement or valuable consideration directly or indirectly to any party for doing or having done or causing or having caused to be done in relation to any other Tender or proposed Tender, any act or omission, shall (without prejudice to any other civil remedies available to the Client and without prejudice to any criminal liability which such conduct by a Tenderer may attract) be disqualified.

Any Tender received at the designated place after 12 noon on 14/02/20 may be rejected unless the Tenderer can provide irrefutable evidence that the Tender was capable of being recovered by the due date and time.

After the receipt of Tenders, the client may visit at least one customer reference site of the Tenderer and may seek whether references from any other designated customers which are not visited. All unsuccessful Tenderers will be provided with an “unsuccessful letter” notifying them of the outcome of the evaluation exercise and the name of the successful tenderer/s.

4 Administrative Information

4.1 Type of Procedure

Single stage - Any candidate may submit a tender.

4.2 Reference number attributed to the notice by the contracting authority


4.3 Time Limits
Time-limit for receipt of completed tenders
14-02-2020 Time 12:00

Estimated award date

4.5 Language or languages in which tenders or requests to participate can be drawn up

4.6 Tender Submission Postbox
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.sell2wales.gov.wales/sitehelp/help_guides.aspx

5 Other Information

5.1 Additional Information

Tender Scoring

Price_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ 40%

Quality _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _60%

Price Calculation 40%

The lowest price submitted will be awarded the maximum score of 40 for price alone, with tenderers thereafter being allocated a relative score which will be 40 marks less the percentage difference from the lowest price.

For example lowest price is £40,000 the next lowest is £50,000 the second lowest tender would score 40 – (10,000/40,000x100) = -10 score of 30.

Quality – 60%

Criteria 1 Added Value to be included in the cover at no additional cost maximum score 20%

• Personal Health Risk Assessment/Health screening (well man/woman screening and screening that helps prevent an illness) - £100

• Employee discount programme

• Complementary Therapy (Homeopathy, reflexology, aromatherapy) £50

• Dietician

• Allergy testing

• Surgical Appliances

• Hearing Aids

• Hypnotherapy

• Home Assistance Cover – Up to 14 hours of paid personal care of domestic assistance after a planned hospital stay of two nights or more

• Health Club/Gym Concession

Criteria 1 scoring 2% per option included within the cover from the above list – maximum score 20%

Criteria 2 - 15%

• Explanation of how the successful supplier will help to raise awareness of the scheme and its benefits to all members of staff

Criteria 3 – 10%

• Description of claims process and average time for claims to be paid

Criteria 4 – 10%

Careers Wales embraces sustainable development principles in all aspects of procurement to ensure that environmental, social and economic factors are considered within the framework of value for money’ Please provide a brief description of how you:

•reduce waste to landfill;

•recycle materials;

•reduce water consumption;

•manage business mileage.

Maximum 300 words

Criteria 5 – 5%

CCDG has adopted the Welsh Government‘s code of practice on ethical procurement in supply chains and in order to ensure high standards of service quality in this contract we expect contractors to take a similar approach in relation to ethical working practices. Please describe how you will commit to fair working practices for workers engaged in the delivery of this contract (including any agency or sub contracted workers) maximum 200 words

The scoring methodology for Criteria 2-5

• Very Good or Fully Compliant Submission -which meets all requirements and is fully explained in comprehensive detail – between 90 to 100% of the marks available

• Good or Fully Compliant Submission -which meets all the requirements and is explained in reasonable detail between 70% and 80% of the marks available

• Satisfactory or Compliant Submission -which meets the essential requirements and is explained in adequate detail 50% to 60% of the marks available

• Weak or Partially Compliant (Minor issues) Submission where some areas falls short of requirements and is poorly explained 30% to 40% of the marks available

• Un acceptable or Non Compliant (Major issues) Submission which fails to meet requirements and is not explained 10% to 20% of the marks available

These instructions are designed to ensure that all Tenderers are given equal and fair consideration. It is important therefore that you provide all the information asked for in the format and order specified. Please contact the client if you have any doubt as to what is required or will have difficulty in providing the information requested.

(WA Ref:98745)

5.2 Additional Documentation

Age Report

Claim stats - Careers Wales 01.04.2018 - 31.03.2019 (1)

Age Report

Claim stats - Careers Wales 01.04.2018 - 31.03.2019 (1)

5.3 Publication date of this notice

CPV Codes
Code;66512200;85147000 Description;Health insurance services;Company health services

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