Guidance & Instructions for the Invitation to Tender RESTRICTED PROCESS
FOR INFORMATION ONLY
ONLY FOR USE BY THOSE SUPPLIERSWHOPASS
THE PRE-QUALIFICATION STAGE
REFERENCE SBC - 001233
1. Background
2. Form of this Invitation to Tender (ITT)
3. Conditions of Tender
3.1Contract Term and Summary of Instructions
3.2Tender Timetable
3.3Tender Requirements
3.4Contract Requirements
3.5Commercial Requirements
3.6Tender Clarification and Site Visits
3.7Award Criteria & Marking Scale
4. Evaluation Process
5.Additional Information
6. Disclaimers and Legal Compliance
1.Background
Slough, ReadingWokingham Street Lighting Upgrade
This is a collaborative project between Slough Borough Council (SBC), Wokingham Borough Council (WBC) and Reading Borough Council (RBC) to modernise street lighting across all three boroughs and Slough Borough Council is acting as lead authority in accordance with the terms of an agreement between Slough Borough, Wokingham Borough and Reading Borough Councils. Project includes the installation of 38,651 energy efficient LED lanterns, replacement of 11,323 “at risk” street lighting columns and further implementation of Central Management Systems, to remotely manage street lighting levels to improve performance and efficiency.
This project is dependent on grant funding from the DfT and in order to meet the grant criteria the installation must be completed within a 2-year timeframe.
The Invitation to Tender (ITT)
The ITT is to be completed electronically using the SE Shared Services Procurement e-Sourcing portal.
The SE Shared Services e-Sourcing portal provides a web-based tool that enable The Council and Bidders to conduct the strategic activities of the procurement lifecycle over the internet. It provides a simple, secure and efficient means for managing tendering and quotation activities reducing the time and effort required for both buyers and Bidders.
Please note the following codes allocated to the ITT within the SE Shared Services Procurement e-Sourcing portal.
Project Name / Slough, ReadingWokingham Street Lighting UpgradeProject Reference / SBC 001233
Before completing this ITT, Bidders should ensure that the email address that has been used to register will be checked regularly as the e-Sourcing system will generate automatic notifications to this email address when there are updates, changes or messages sent in the project. Bidders should also check that their organisation details are correct and up to date.
No information contained in this ITT or in any communication made between the Council and any Bidder in connection with this ITT shall be relied upon as constituting a contract, agreement or representation that any contract shall be offered in accordance with this ITT. The Council reserves the right, subject to the appropriate procurement regulations, to change without notice the basis of, or the procedures for, the competitive tendering process or to terminate the process at any time. Under no circumstances shall the Council incur any liability in respect of this ITT or any supporting documentation.
Direct or indirect canvassing of any Councillor, public sector employee or agent by any Bidder concerning this requirement, or any attempt to procure information from any Councillor, public sector employee or agent concerning this ITT may result in the disqualification of the Bidder from consideration for this requirement.
2. Form of this Invitation to Tender (ITT)
Bidders are expected to complete this ITT electronically via the Council’s e-Sourcing portal as described above. Please see section 3.3 Tender Requirements of this document for the list of questionnaires requiring completion. All tender documentation is accessible once bidders have expressed interest within the ITT tab of the project. Below is a summary of the documentation and how to access it.
ITEM / FORM AND PURPOSETender Documents to be downloaded
Technical Specifications
Document Volumes 2 -4 / Statement of the Councils’ requirements.
Pricing Schedules
Document Volume 5 / Please download and complete theseforms to enable bidders to provide their pricing against the requirement. The upload button is clearly indicated in the Tender Return.
Contract Terms and Conditions
Document Volume 1 / Bidders will be required to confirm acceptance of the Terms and Conditions by completing the Bidder Warranties document.
Bidder Warranties / Please download and sign this document. The upload button is clearly indicated in the Tender Return.
Under taking
Non Collusive tendering certificate
Form of tender
Freedom of Information
3. Conditions of Tender
3.1Contract Term and Summary of Instructions
ITEM / CONTRACT DETAILSContract Title / Slough, ReadingWokingham Street Lighting Upgrade
Period of Contract: / 28months
Possible Extension Period / 12 months
Number of Suppliers Required to deliver Contract / Minimum 1
Maximum 1
Tender Queries / All queries relating to content of this ITT should be made via the secure messaging service within the Tender section of the e-Sourcing website. All communication with the Council must be made by the Bidder’s Representative, quoting in the message heading the specific section and question numberfor which you require information or clarification. Please note it is the Council’s policy to publish responses to all queries.Any questions deemed to be commercially confidential should therefore be clearly marked.
e-Sourcing Portal Technical Queries / All technical queries regarding access to, completion and submission of the Tender document should be directed to the e-Sourcing Portal Helpdesk using the following contact details:
Phone: 0845 5578079
E-mail:
Submission instructions: / Tender Proposals must be submitted via the council’s e-Sourcing Portal. Full instructions on submitting tenders are available at
3.2Tender Timetable
3.2.1This timetable is indicative only. The Council reserves the right to change it at its discretion.
Stage / Date(s)/timeDate of Dispatch of the OJEU Notice / 26/05/2015
Issue of Invitation to Tender / 20/07/2015
Clarification Request Deadline / 03/08/2015 17:00 hours
Issue answers to ITT clarification questions / 14/08/2015
Tender Submission Deadline / 25/08/2015 12:00 hours
Tenders received after the due time will not be considered.
Evaluation of Tenders / 17/09/2015
Tender Evaluation Report submitted / 29/09/2015
Notification of Award / 01/10/2015
Standstill Period / 01/10/2015 – 15/10/2015
Expected contract award date / 01/11/2015
Contractcommencement / 01/12/2015
Contract Award Notice published / 15/12/2015
3.3Tender Requirements
3.3.1This Invitation to Tender (“ITT”) is issued to those shortlistedBidders to tender (“Bidders”) to Slough Borough Council(the “Council”) to provide Street Lighting Upgrade(“the “Contract”), their professional advisers and other parties essential to preparing a tender for this Contract (the “Tender”) and for no other purpose.
3.3.2A Tender shall only be accepted as compliant if all the required information (“Tender Proposal”), detailed below, are included within the submission.
Table 1: Award Criteria
Questionnaire / Total AwardQuestions / MaxPoints / Notes/Scoring Criteria
Technical Questionnaires
Approach & Methodology / 3 / 30 / Important Notice: This Section will carry 16% weighting of the non-financial award criteria
Performance Management & Reports / 2 / 20 / Important Notice: This Section will carry 7% weighting of the non-financial award criteria
Professional Development / 2 / 20 / Important Notice: This Section will carry 6% weighting of the non-financial award criteria
Contract Management / 8 / 80 / Important Notice: This Section will carry 33% weighting of the non-financial award criteria
Health & Safety / 3 / 30 / Important Notice: This Section will carry 10% weighting of the non-financial award criteria
Equal Opportunities / 1 / 10 / Important Notice: This Section will carry 3% weighting of the non-financial award criteria
Environment & Carbon Management / 2 / 20 / Important Notice: This Section will carry 6% weighting of the non-financial award criteria
Customer Care / 3 / 30 / Important Notice: This Section will carry 13% weighting of the non-financial award criteria
Value Added Services / 1 / 10 / Important Notice: This Section will carry 6% weighting of the non-financial award criteria
Table 2: Requested Documents
Question Group / Notes/Scoring CriteriaRequested Documents
Completed Pricing Schedules / Completed pricing information
Completed Bidder Warranties / Signed and scanned. To be uploaded as an attachment
3.3.3The Council reserves the right to issue supplementary documentation at any time during the tendering process to clarify any issue or amend any aspect of the ITT. All such further documentation that may be issued shall be deemed to form part of the ITT and shall supplement and/or supersede any part of the ITT to the extent indicated.
3.3.4Bidders must obtain for themselves at their own expense all information necessary for the preparation of their Tenders.
3.3.5Under the Contract the Council will require compliance with its policies. Bidders are advised to satisfy themselves that they understand all of the requirements of the Contract before submitting their Tender. Where additions or amendments are made to the clauses included in the Contract and are issued during the tendering process they shall supplement and/or supersede previous versions.
3.3.6The Tender must be received in accordance with the relevant instructions no later than the time and date indicated.
3.3.7Tenders must be completed in the English language or a full English translation provided at no cost to the Council.
3.3.8In completing their Tender submissions and/or requesting clarification, Bidders must refer back to the numbering format as set out in the Technical Specification.
3.3.9Only one Tender is permitted from each Bidder. In the event that more than one is submitted by a Bidder the one with the latest time of submission will be evaluated and the other(s) disregarded.
3.3.10The submission will be checked for completeness and compliance before responses are evaluated.
3.3.11The Tender (including price) should remain valid for a minimum period of 90 days and should not be qualified in any way.
3.3.12Any signatures must be made by a person who is authorised to commit the Bidder to the Contract.
3.3.13In the event that Bidders believe that they are unable to submit a Tender through the electronic system or require assistance or further information to be able to use the e-tendering process they must contact the Councilvia the messaging tool of the e-Sourcing portal no later than 4 calendar days before the Tender submission due date to enable any technical queries to be investigated and resolved.
3.3.14This ITT is made available in good faith. No warranty is given as to the accuracy or completeness of the information contained in it and any liability or any inaccuracy or incompleteness is therefore expressly disclaimed by the Council and its advisers
3.3.15The Council reserves the right to cancel the tender process at any point. The Council is not liable for any costs resulting fromany cancellation of this tender process or for any other costs incurred by those tendering for this Contract.
3.3.16Any contract award will be conditional on the Contract being approved in accordance with the Council’s internal procedures and the Council being generally able to proceed and will allow the statutory standstill period of a minimum of 10 calendar days to elapse before sending confirmation of contract award to the successful Bidder.
3.3.17You are deemed to understand fully the processes that the Council is required to follow under relevant European and UK legislation, particularly in relation to The Public Contracts Regulations 2015.
3.4Contract Requirements
3.4.1The Technical Specification details the required Service Level Agreements, Key Performance Indicators and overall Council requirement. The Bidder shall be required to confirm their ability to meet the Technical Specification through completion of the Quality Questionnaire in the e-Sourcing portal.
3.4.2The Bidderis required to accept the Contract Terms and Conditions without qualification failing which its Bid will be rejected.
3.4.3The Bidder’s terms of business will not be accepted in lieu of or in addition to the Contract Conditions forming part of this ITT
3.5Commercial Requirements
3.5.1Bidders must complete the Commercial Envelope within the e-Sourcing portal to provide all of the obligations under the Contract. Any additional or alternative pricing proposals can be sent via the messaging tool of the e-Sourcing portal as an attachment with a reason for their inclusion. Regardless of submitting an alternative bid, the Bidder must still provide a bid that is compliant with the specification.
3.5.2All Prices shall be stated in pounds sterling and exclusive of VAT.
3.5.3Bidders must ensure they have read and understood the specific conditions relating to the Tender detailed within the Commercial Envelope.
3.5.4Demand for the Slough, ReadingWokingham Street Lighting UpgradeProject may decrease or Increase during the tender activity and the three Councils’ circumstances may change. The three Councils do not guarantee any volume of business to the supplier.
3.6Tender Clarification and Site Visits
3.6.1All queries relating to content of this ITT should be made via the secure messaging service within the Tender section of the e-Sourcing website. All communication with the Council must be made by the Bidder’s Representative, quoting in the message heading the specific section and question numberfor which you require information or clarification. Please note it is SBC policy to publish responses to all queries, any questions deemed to be commercially confidential should therefore be clearly marked.
3.6.2Bidders may seek tender clarification by submitting written queries via the e-Sourcing portal up until the date and time stated in the tender time table.Please note that the Council’s responses to any queries or clarification requests may, at the Council’s discretion, be circulated to all Bidders.
3.6.3The Council may wish to undertake a site audit on your premises, in order to clarify any aspect of your tender submission.Following the site visit, the Council reserves the right to re-moderate the scores given to your submission.
3.7Award Criteria & Marking Scale
3.7.1In evaluating the tenders, the Council is seeking the Most Economically Advantageous Tender, while the Council reserves the right to accept the whole or any part of any Tender submitted.
3.7.2Tenders shall be evaluated according to the prescribed weighting below:
Criteria / WeightingPrice / 60%
Quality & Sustainability / 40%
Quality & Sustainability Evaluation
3.7.3Quality will be measured upon evaluation of Bidders’ responses to theTender Quality Questionnaire. Each question in the Quality Questionnaire is marked using the following scores:
Scoring - Quality & Sustainability CriteriaRating of Response / Score
VeryGood or Fully Compliant Submission which meets all requirements and is fully explained in comprehensive detail. Clearly includes all the information requested and instils full confidence that the Tenderer has the ability to fully meet the requirements of the Contract. / 9 – 10
Good or Fully CompliantSubmission which meets all the requirements and is explained in reasonable detail. Includes all the information requested and instils reasonable confidence that the Tenderer has the ability to fully meet the requirements of the Contract. / 7 – 8
Satisfactory or Compliant Submission which meets the essential requirements and is explained in adequate detail. Although brief or lacking some detail, all the information requested has been supplied and the Council is relatively confident that the Tenderer has the ability to meet the requirements of the Contract. / 5 – 6
Weak or Partially Compliant (Minor issues) Submission which in some areas falls short of requirements and is poorly explained. Not all of the information requested has been supplied and The Council has minor concerns regarding the Tenderers ability to meet the requirements of the Contract. / 3 – 4
Un acceptable or Non Compliant (Major issues) Submission which clearly fails to meet requirements and is not explained. Key information requested has not been supplied and the Council has major concerns regarding the Tenderers ability to meet the requirements of the Contract. / 1 – 2
An answer to the question has not been provided or the Tenderer has not understood the requirements of the question and therefore the answer provided does not address the question. Note that in some instances, not responding to a question may result in your Tender being rejected and a fail mark awarded. Such questions will be identified within the Tender documents. / 0
3.7.4Weighted quality scores will be calculated by multiplying the average score for each quality question by its individual weighting. The weighted scores will be totalled for each bid. The totals will then be normalised so that the bid with the highest total will attract the maximum quality score (i.e., 10 out of 10). Lower scoring bids will receive a proportional score. Finally, the overall quality weighting (i.e. 40%) will be applied to the normalised quality scores.
3.7.5 Any Bidder who achieves an ‘Unacceptable’ score of ‘0’ for any of the questions will be deemed to have failed to meet the Council’s minimum acceptable standards and therefore will not be evaluated further and will not be considered for contract award.
3.7.6Any Bidder who does not achieve any declared minimum quality score will be deemed to have failed to meet the Council’s minimum acceptable standards and therefore will not be evaluated further and will not be considered for contract award.
Price Evaluation
3.7.7Price will be evaluated based on the lowest price bidder achieving the maximum % for the pricing element. Higher priced bids will receive a proportional score based on the amount higher they are than the lowest bid price. For example if the price element is worth 40%:
Lowest Price (A)
Higher Price (B) X 40% = B’s Score
A = 10000
B = 14000 X 40% = In this example B’s price score is 28.5%
4. Evaluation Process
Tender submissions will be evaluated based on the following ITT Evaluation stages: