Professional and Technical Services Framework Agreement
Guidance & Instructions for the Invitation to Tender
Professional and Technical Services Framework Agreement
Invitation to Tender
Guidance & Instructions
Restricted Process
Revision 1
Contents
1. Background and Framework Objectives 3
2. Form of this Invitation to Tender (ITT) 8
3. Conditions of Tender 9
3.1 Contract Term and Summary of Instructions 9
3.2 Tender Timetable 12
3.3 Tender Requirements 13
3.4 Contract Requirements 31
3.5 Framework Fees 31
3.6 Social Value 32
3.7 Commercial Requirements 33
3.8 Tender Clarification and Site Visits 33
3.9 Award Criteria & Marking Scale 33
4. Evaluation Process 36
5. Additional Information 37
6. Disclaimers and Legal Compliance 40
1. Background and Framework Objectives
This ITT Guidance document is issued as the second stage of a restricted tender process to establish a Framework Agreement for Professional and Technical Services, following an earlier PQQ stage.
Words and expressions defined in the PQQ shall bear the same meaning in this document (‘ITT Guidance’).
The Lead Authority and Surrey County Council (SCC) have each had multi-lot framework agreements for the provision of Property professional and technical services in place for the past four (4) years. The arrangements have successfully supported the capital and revenue programmes within each of the Councils (respectively), providing a full range of property consultant disciplines, commissioned on a call-off or mini-competition basis.
This Procurement is to establish a single framework to replace the two arrangements across both Councils under the Orbis partnership, to provide a highly efficient and effective building procurement vehicle capable of undertaking a large volume of public construction work within the South East of England.
The high level objective (the “Framework Objective”) is to deliver the programmes and projects of Orbis partners and clients, to a high level of client satisfaction, ensuring good value for money, quality and efficiency. The Framework Objective will be achieved by focusing on the following:
· Delivery of projects to cost, quality and time targets;
· High levels of client satisfaction;
· Creation of employment and skills opportunities;
· Generation of wider Social Value benefits in the voluntary and community sectors;
· Employment of a high proportion of local labour and subcontractors;
· A high value of work undertaken by small and medium sized enterprises (SMEs);
· Added value;
· Continuous improvement;
· Innovative approaches;
· Fast and efficient procurement;
· Support for internal resources;
· Diversion of waste from landfill wherever possible;
· Good health and safety performance on site.
Bidders who are successfully appointed to the Framework (“Framework Providers”) will be required to work in an open, co-operative and collaborative manner and in the spirit of mutual trust and respect with other project and Framework partners, with a view to delivering individual projects or programmes of work for Orbis Partners and Clients to achieve the Framework Objective.
The following procurement methods may be used by the Council:
• Single Stage Traditional
• Two Stage Open Book Traditional (Construct only)
• Single Stage Design and Build
• Two Stage Open Book Design and Build (Develop and Construct)
• Cost Led Procurement
• Target Cost
Please note that for some projects consultants from the Design Team may be novated from the Contracting Authority to the Contractor.
The Government Construction Strategy 2016–2020 sets out a number of initiatives to improve Central Government procurement in construction. The Framework aspires to adopt some or all of these initiatives, e.g. project bank accounts, building information modelling, soft landings, whole life cycle costings. By adopting this approach, it is anticipated that the Councils and any other Public Authorities accessing the Framework can improve their capability as a construction client, improve the use of digital technology, develop local capacity and skills, enable early contractor and supply chain involvement, promote fairer payment and improve the whole life cycle approach to cost and carbon reduction.
The new Framework will comprise of the following lots:
Lot / Estimated Annual Consultant Fee Value (Range)Lot 1 – Multi-disciplinary (major projects)
Including Lead Consultant, Architect, Principal Designer, BIM Information Manager, Contract Administrator, Project Manager, Landscape Architect, Mechanical Engineer, Electrical Engineer, Structural/Civil Engineer, Planning Consultant, Cost Consultant/Quantity Surveyor – plus minor consultancy specialisms e.g. ecology, highways etc.
Commissions under this lot will predominately be large capital funded projects or programmes of work requiring an experienced Multi-Discipline design team, experienced in the effective management and design of building projects, and in administering building contracts through the life of the whole project, in accordance with client requirements. / £0-£5 million
Lot 2 – Multi-disciplinary (minor works projects)
Including Lead Consultant, Architect, Principal Designer, BIM Information Manager, Contract Administrator, Landscape Architect, Project Manager, Mechanical Engineer, Electrical Engineer, Structural/Civil Engineer, Planning Consultant, Cost Consultant/Quantity Surveyor – plus minor consultancy specialisms e.g. ecology, highways etc.
Commissions under this lot will predominately be single capital funded type projects requiring an experienced Multi-Discipline design team, experienced in the effective management and design of building projects, and in administering building contracts through the life of the whole project. All in accordance with client requirements. / £0-£2 million
Lot 3 – Building Surveying Consultancy (Maintenance and Refurbishment projects)
Primarily for the procurement of Building Surveying Services; however, there may be occasions when a Building Surveying led multi-disciplinary team is required, including Mechanical/Electrical Engineer, Structural Engineer, Cost Consultant and Principal Designer.
Commissions under this lot will be for maintenance type projects requiring an appropriate design team. Commissions will encompass individual technical building inspections / reports for the consultancy services to undertake specification and project management of building planned maintenance projects and / or programmes of work. Building surveying will be the predominate discipline but with the consultancy support from other specialists as required from time to time. / £0-£500K
Lot 4 – Building Services Engineering Consultancy (Maintenance and Refurbishment projects)
Primarily for the procurement of Electrical/Mechanical Building Services; however, there may be occasions when a Building Services led multi-disciplinary team is required, including Building Surveyor, Structural Surveyor, Cost Consultant and Principal Designer.
Lead Building Services Mechanical and / or Electrical Consultant, plus minor consultancy specialisms.
Commissions under this lot will be for maintenance type projects requiring an appropriate design team. Commissions will encompass individual technical M&E inspections / reports for the consultancy services to undertake specification and project management of M&E planned maintenance projects and / or programmes of work. M & E will be the predominate discipline but with the consultancy support from other specialists as required from time to time. / £0-£500K
Lot 5 – Structural Engineering Consultancy (Maintenance and Refurbishment projects)
Primarily for the procurement of Structural Surveying Services; however, there may be occasions when a Structural Surveying led multi-disciplinary team is required, including Building Surveyor, Mechanical/Electrical Engineer, Cost Consultant and Principal Designer.
Structural Engineering consultant commissions for inspection of structural issues and reports. These commissions may encompass a specification and project management of individual projects or programmes of work. Whilst structural design will be the predominate discipline there may be support from other specialists as required from time to time. / £0-£250K
Lot 6 – Cost Consultant / Project Manager
Cost Consultant, Employers Agent/Contract Administrator, Project Manager, BIM Information Manager (NEC3, JCT, PPC2000 and all other common industry contract capable).
Commissions under this lot will be capital or revenue funded type projects or programmes of work requiring an experienced Lead Project Management team, working collaboratively with the Principal Contractor, generally in (but not limited to) a design and build working environment, ensuring the effective and efficient management of building contracts through the life of the whole project. / £0-£2 million
Lot 7 – Clerk of Works/NEC Supervisor
Commissions under this lot will be capital or revenue funded projects or programmes of work requiring the clerk of works, or site inspector, to work collaboratively with the project team, oversee the quality and safety of work on the construction site, making sure that building plans and specifications adhere to client requirements. / £0-£300K
Lot 8 – Planning Advisor
Commissions under this lot will be capital or revenue funded projects or programmes of work requiring the planning consultant to work collaboratively with the project team. The consultant will focus on quality assurance and the quality of submissions, adopting a collaborative, rather than adversarial approach regarding any planning advice received from the Planning Authority. The consultant should seek to advise across the partner/customer team and their consultants, to ensure projects are evaluated and any planning issues and constraints are identified. The consultant should ensure high quality and timely submissions to the planning authority including the implementation, compliance to, and discharge of any planning conditions imposed. / £0-£300K
Lot 9 – Highways/Traffic Consultant
Commissions under this lot will be capital or revenue funded type projects or programmes of work requiring the Highways/Traffic Consultant to work collaboratively with the project team, to assist with the Planning Applications, undertake Transport Assessments, Transport Statements, Transport Scoping Studies, Travel Plans, Road Safety Audits, Detailed Design work, Feasibility Studies of potential access arrangements and Supervision of on and off site Highway Works. / £0-£500K
*Please note that the values are estimates based on previous annual expenditure for the Councils, in addition to an estimate of the anticipated value for other organisations that may access the Framework. However, no value or volume of work is guaranteed under the Framework.
Map of South East England
The Invitation to Tender (ITT)
Bidders’ responses to the ITT (‘Tender Submission’) are to be completed electronically using the e-Sourcing Portal: http://www.sesharedservices.org.uk/esourcing
The e-Sourcing Portal provides a web-based tool that enables the Lead Authority and potential providers / suppliers 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 the Lead Authority (and other buyers) and potential providers / suppliers.
Please note the following codes allocated to this Procurement within the e-Sourcing Portal.
Project Name: / PROFESSIONAL AND TECHNCIAL SERVICES FRAMEWORK AGREEMENTProject Reference: / SCC-0101732
Before completing their Tender Submission, Bidders should ensure that the email address that has been used to register will be checked regularly as the e-Sourcing Portal will generate automatic notifications to the registered email address wherever there are updates, changes or messages in relation to this Procurement and / or any of the Tender Documents. Bidders should also check that their organisation details are correct and up to date.
No information contained in this ITT Guidance, the Tender Documents, or in any communication made between the Lead Authority and any Bidder in connection with this Procurement shall be relied upon as constituting a contract, agreement or representation that any contract shall be offered as a result of this Procurement. The Lead Authority reserves the right, subject to the appropriate procurement regulations, to change without notice the basis of, or the procedures for, this Procurement or to terminate the Procurement at any time. Under no circumstances shall the Councils incur any liability in respect of this Procurement or any supporting Tender Documentation.
Direct or indirect canvassing of any Councillor, public sector employee or agent by any Bidder concerning this Procurement, or any attempt to procure information from any Councillor, public sector employee or agent concerning this Procurement may result in the disqualification of the Bidder from consideration for the Framework under this Procurement.
2. Form of this Invitation to Tender (ITT)
Please see section 3.3 (Tender Requirements) of this ITT Guidance for the list of documents that are to be completed by Bidders and submitted as part of the Tender Submission at the ITT stage (‘ITT Tender Documents’). All Tender Documents are accessible once a Bidder has expressed interest within the ‘ITT’ tab for this Procurement on the e-Sourcing Portal. Below is a summary of the ITT Tender Documents and how to access them:
ITT Tender Document / FORM AND PURPOSEITT Tender Documents to be downloaded
Technical Specification / Statement of the Lead Authority’s requirements set out in the Framework Agreement.
Pricing Schedule / This is to enable Bidders to provide their pricing against the requirements of the Technical Specification.
Please download and complete this form. The upload button is clearly indicated in the “My Tender Return – Main” tab on the e-Sourcing Portal.
Framework Agreement / The terms and conditions that will be applicable to the Framework, including the Call-off Terms.
Bidders will be required to confirm acceptance of the Framework Agreement and the Call-off Terms by completing the Bidder Warranties document.
Bidder Warranties / Please download and sign this document.
The upload button is clearly indicated in the “My Tender Return – Main” tab on the e-Sourcing Portal.
3. Conditions of Tender
3.1 Contract Term and Summary of Instructions
ITEM / CONTRACT DETAILSContract Title / PROFESSIONAL AND TECHNICAL SERVICES FRAMEWORK AGREEMENT
Period of Contract: / 3 years
Anticipated Start Date and Duration: 12/06/2017 to 11/06/2020
Possible Extension Period / 1 x 12 month extension
Number of Framework Providers required to deliver each Lot of the Framework
*Please note that the Lead Authority reserves the right to modify the stated numbers of contractors to be awarded a place on the Framework in accordance with the number and quality of bids received.
LOT 1 / Multi-disciplinary (major projects)
Including Lead Consultant, Architect, Principal Designer, BIM Information Manager, Contract Administrator, Project Manager, Landscape Architect, Mechanical Engineer, Electrical Engineer, Structural/Civil Engineer, Planning Consultant, Cost Consultant/Quantity Surveyor – plus minor consultancy specialisms. / 4
LOT 2 / Multi-disciplinary (minor works projects)
Including Lead Consultant, Architect, Principal Designer, BIM Information Manager, Contract Administrator, Project Manager, Landscape Architect, Mechanical Engineer, Electrical Engineer, Structural/Civil Engineer, Planning Consultant, Cost Consultant/Quantity Surveyor – plus minor consultancy specialisms. / 6*(see following note)
LOT 3 / Building Surveying Consultancy (Maintenance and Refurbishment projects) Primarily for the procurement of Building Surveying Services, however there may be occasions when a Building Surveying led multi-disciplinary team is required, including Mechanical/Electrical Engineer, Structural Engineer, Cost Consultant and Principal Designer. / 6
LOT 4 / Building Services Engineering Consultancy (Maintenance and Refurbishment projects) Primarily for the procurement of Electrical/Mechanical Building Services, however there may be occasions when a Building Services led multi-disciplinary team is required, including Building Surveyor, Structural Surveyor, Cost Consultant and Principal Designer. / 6
LOT 5 / Structural Engineering Consultancy (Maintenance and Refurbishment projects) Primarily for the procurement of Structural Surveying Services, however there may be occasions when a Structural Surveying led multi-disciplinary team is required, including Building Surveyor, Mechanical/Electrical Engineer, Cost Consultant and Principal Designer. / 4
LOT 6 / Cost Consultant / Project Manager
Cost Consultant, Employers Agent/Contract Administrator, Project Manager, BIM Information Manager, Technical Design Advisor (NEC3, JCT, PPC2000 and all other common industry contract capable). / 4
LOT 7 / Clerk of Works/NEC Supervisor / 3
LOT 8 / Planning Advisor / 3
LOT 9 / Highways/Traffic Consultant / 4
*Note - Organisations bidding for both Lot 1 and Lot 2 - please note that in order to establish a diverse range of consultants to provide multi-disciplinary services under the Framework, no more than two (2) Bidders that are awarded a place on Lot 1 of the Framework will be awarded a place on Lot 2. For the avoidance of doubt, no places on Lot 2 are reserved for Bidders that bid for both Lot 1 and Lot 2; to be appointed to Lot 2, a Bidder must be in the top 6 scoring Bidders for Lot 2. A Bidder’s score / ranking for Lot 1 will be irrelevant to the appointment of Bidders under Lot 2; the two (2) Bidders appointed to Lot 2 (that have also bid for Lot 1) will be the two (2) Bidders that score highest on Lot 2. An example is set out below.