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Professional and Technical Services Framework Agreement

Pre-Qualification Questionnaire

Guidance & Instructions

Restricted Process

Professional and Technical Services Framework AgreementGuidance & Instructions for the Pre-Qualification Questionnaire

Contents

Introduction..............................................................................................................................3

1. Purpose of this Pre-Qualification Questionnaire (PQQ)................................................4

2. Structure of PQQ...........................................................................................................4

3. Background Information and Framework Objectives....................................................5

4. Framework Fees.............................................................................................................6

5. Map of South East England...........................................................................................7

6. The Requirement.......................................................................................................... 7

7. Contract Term.............................................................................................................11

8. Outline Timetable....................................................................................................... 11

9. Additional Information................................................................................................11

10. Instructions for Completion........................................................................................12

11. Bidder Representatives...............................................................................................12

12. Queries about the Procurement.................................................................................13

13. Submission of Completed PQQs..................................................................................13

14. Bidder Selection..........................................................................................................13

15. PQQ Selection Criteria.................................................................................................17

16. Freedom of Information..............................................................................................20

17. Social Value.................................................................................................................21

18. Evaluation Process......................................................................................................22

19. Financial Assessment..................................................................................................22

20. Scoring Mechanism.....................................................................................................24

21. Disclaimers and Legal Compliance..............................................................................25

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Introduction

Professional and Technical Services Framework Agreement

East Sussex County Council (‘ESCC’) in partnership with Surrey County Council (‘SCC’) (together ’the Councils’) is seeking to establish a framework agreement for the provision of property professional and technical services for the Orbis partnership (the ‘Framework’).

Orbis is a partnership that has been formed between the Councils aimed at maximising efficiencies and benefits by working together to provide modern and effective business services for both Councils, in addition to other existing and future partner organisations and customers as the business grows.

The Framework is being established to support the Property capital and revenue programmes of the Councils and other Orbis partner authorities and customers now and going forward. The Framework will consist of nine (9) lots covering a range of disciplines that will be commissioned on a directly awarded call-off or mini-competition basis.

This procurement exercise (‘Procurement’) will consist of a two stage EU restricted process:

- A pre-qualification questionnaire (‘PQQ’) stage (part of which will use the Constructionline PAS91: 2013 Construction Consultant Related Procurement document) to assess bidder suitability and to shortlist bidders for the second stage; and

- The invitation to tender (‘ITT’) stage, to establish which bidders should be appointed as providers for each of the Framework lots.

The proposed timescale for this Procurement is shown in this document (‘PQQ Guidance’), and it is intended that the Framework will start on 12/06/2017.

ESCC will be the lead authority and the contracting party for this Procurement, and for the remainder of this PQQ Guidance shall be referred to as “the Lead Authority”.

The Pre-Qualification Questionnaire (‘PQQ’)

The PQQ is to be completed electronically using the SE Shared Services Procurement e-Sourcing portal (the ‘e-Sourcing Portal’).

The e-Sourcing Portal provides a web-based tool that enables the Councils 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 buyers and potential providers / suppliers.

Please note the following codes allocated to this Procurement within the SE Shared Services Procurement e-Sourcing portal.

Project Name: Professional and Technical Services Framework Agreement

Project Reference Project Reference as appears on the portal

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Before completing the PQQ for this Procurement, 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 PQQ Guidance or the PQQ 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 this Procurement at any time. Under no circumstances shall the Councils incur any liability in respect of this Procurement or any supporting 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.

1. Purpose of the Pre-Qualification Questionnaire (PQQ)

The PQQ sets out the information which is required by the Lead Authority in order to assess the suitability of Bidders in terms of: their technical knowledge and experience; capability / capacity and organisational & financial standing to meet the requirements of this Procurement. The PQQ will contain a list of questions to be fully answered by citing examples from previous projects or programmes of work from the public or commercial sectors which have been carried out in the last three (3) years and that are relevant to the proposed Framework.

2. Structure of PQQ

Bidders must adhere to the format of the PQQ when answering the questions. Where questions cannot be answered fully, please provide relevant explanation and details. Please keep responses concise and adhere to the stated size limitations (generally character count restrictions) on the response. In particular, please note that the Lead Authority will only view the response information contained within the descriptive response. The Lead Authority will only consider additional information contained within uploaded electronic files where these have been specifically requested by the Lead Authority. For the avoidance of doubt, there is no obligation placed on the Lead Authority to search for information that should have been provided within the descriptive response.

Questions requiring a numeric response must have a numeric value of “0” or more.

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Failure to complete the PQQ in full or to provide any of the documents subsequently requested (if any) may result in a Bidder’s PQQ submission being rejected or your organisation not being considered for inclusion in the list of organisations invited to tender.

3. Background Information and Framework Objectives

The Lead Authority and 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 of the Framework (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, 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)

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• 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.

4. Framework Fees

Framework Providers will be required to pay a Framework Subscription Fee to the Council to support and facilitate the administration of the Framework. The Framework Subscription Fee has been set in accordance with the estimated annual value of fees to be procured under the Lots, and will support local initiatives, which currently include the Build East Sussex and Build Surrey networks. Included in the Framework Subscription Fee will be the opportunity to exhibit at Build Events at no cost to the Framework Providers.

The current annual fee structure is as follows:

Lot Annual CostLot 1 Service Providers £6,000Lot 2 Service Providers £3,000Lot 3 Service Providers £1,000Lot 4 Service Providers £1,000Lot 5 Service Providers £1,000Lot 6 Service Providers £3,000Lot 7 Service Providers £1,000Lot 8 Service Providers £1,000Lot 9 Service Providers £1,000

In addition to the above Framework Subscription Fees, there will be a requirement for Framework Providers to pay fees to support the current system that the Council uses for managing and monitoring Service Provider performance (the KPI Hub), which is an external website hosted by the IBI Partnership. The current Service Provider fees for the KPI Hub are set out below:

Project value band - from

Project value band - to £ per project £ initial purchase

of credits

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£0 £99.9K 10 100£100K £249.9K 20 200£250K £499.9K 35 280£500K £999.9K 75 300£1M £3M 150 300

£3M+ - 200 400

The KPI Hub can be trialled by using the following log on details: Website: http://orbiskpihub.com/sign-in.aspx

Email: Guest [email protected] Password: Orbis16

5. Map of South East England

6. The Requirement

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

£0-£5 million

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http://orbiskpihub.com/sign-in.aspx


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. (NEC3, JCT, PPC2000 and all other common industry contract capable).

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.

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. (NEC3, JCT, PPC2000 and all other common industry contract capable).

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 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.

Lead Building Surveying 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 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

£0-£500K

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from other specialists as required from time to time.

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, Technical Design Advisor (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

£0-£2 million

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design and build working environment, ensuring the effective and efficient management of building contracts through the life of the whole project. All in accordance with variable partner/customer requirements.

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 providing the client with planning advice, 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 shown above 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, the Lead Authority makes no guarantee as to the volume of work to be placed under the Framework, or under any particular lot of the Framework.

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7. Contract Term

The term of the Framework will be three (3) years, with the option of a further one (1) year extension (exercisable at the Lead Authority’s sole discretion).

8. Outline Timetable

Set out below is the proposed timetable for this Procurement. This is intended as a guide and whilst the Lead Authority does not intend to depart from the timetable, it reserves the right to do so at any stage.

Stage Date(s)/time

Date of Dispatch for the OJEU Notice Monday 24th October 2016

Issue of PQQ Monday 24 October 2016

PQQ Clarification Request Deadline Thursday 17 November 2016 5:00pm

PQQ Submission Deadline Wednesday 23 November 2016 5:00pm

PQQ Responses received after the due time will not be considered unless it can be proven beyond doubt that not meeting the deadline was beyond the Bidder’s control.

PQQ Evaluation Complete Monday 9 January 2017

Invitation to Tender issued to short listed Bidders.

Monday 23 January 2017

ITT Clarification Request Deadline Monday 13 February 2017 5:00pm

ITT Submission Deadline Friday 17 February 2017 5:00pm

ITT Evaluation Complete Friday 31 March 2017

Expected contract award date Friday 28 April 2017

Commencement of the Framework Agreement Monday 12 June 2017

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9. Additional Information

Bidders are required to complete the PQQ on the e-Sourcing Portal.

Technical questions and assistance regarding the use and operation of the e-Sourcing Portal should be addressed to the e-Sourcing Helpdesk:

Phone: 0845 5578079E-mail: [email protected]

The PQQ is being provided on the same basis to all Bidders.

The Lead Authority reserves the right to require a Bidder to provide additional information supplementing or clarifying any of the information provided in their response to the requests set out in the PQQ.

10. Instructions for Completion

Bidders should follow the instructions outlined below when completing the PQQ.

Bidders should answer all questions as accurately and concisely as possible in the same order as the questions are presented. Where a question is not relevant to the Bidder’s organisation, this should be indicated, with an explanation.

Bidders will be unable to submit their PQQ submission until all mandatory elements of the PQQ have been completed. Please ensure the PQQ submission is submitted once completed, the e-Sourcing Portal will automatically reject any PQQ submissions that have not been completed and submitted by the deadline.

All questions in the PQQ should be answered in English.

The information supplied will be checked for completeness and compliance before responses are evaluated.

PQQ submissions will be evaluated in accordance with the procedures set out in this PQQ Guidance in the section entitled ‘Bidder Selection’.

Failure to furnish the required information or to make a satisfactory response to any question within the specified timescale, or to supply such supporting documentation as may be requested by the Council (within a reasonable timescale), may mean that a Bidder is not invited to participate further.

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mailto:[email protected]


11. Bidder Representatives

Bidders are asked to include a single point of contact in their organisation for their response to the PQQ (‘Bidder Representative’). The Lead Authority will not be responsible for contacting Bidders through any route other than the Bidder Representative. Bidders must therefore undertake to notify any changes to the identity of the Bidder Representative to the Lead Authority promptly.

12. Queries about the Procurement

The Lead Authority will not enter into detailed discussion about the requirements of this Procurement or the specification for any lot at the PQQ stage.

All queries relating to content of the PQQ should be made via the secure messaging service within the ‘PQQ’ section of the e-Sourcing Portal. The Bidder’s Representative must make all communication with the Lead Authority, quoting in the message heading the specific section and question number for which the Bidder requires information or clarification. Any questions deemed to be commercially confidential should be clearly marked. No direct approach of any kind in connection with this Procurement should be made to any other person within, or associated with, the Lead Authority, SCC or any other associated authorities.

13. Submission of Completed PQQs

To submit a PQQ submission, Bidders must complete all elements of the PQQ online via the e-Sourcing Portal no later than 5:00pm on Wednesday 23 November 2016 (the ‘PQQ Submission Deadline’). Completed PQQs may be submitted at any time before the PQQ Submission Deadline and Bidders are able modify and resubmit their PQQ submission up to the PQQ Submission Deadline. Please note that PQQ submissions received after the PQQ Submission Deadline may be rejected. Bidders must keep their contact details on the e-Sourcing Portal up to date or they will be unable to receive communications from the Lead Authority.

14. Bidder Selection

The objective of the PQQ stage is to assess Bidders’ PQQ submissions and select Bidders to proceed to the ITT stage of this Procurement.

The Lead Authority may disqualify from this Procurement any Bidder who:

(i) by virtue of Regulation 57 (exclusion grounds) of the Public Contracts Regulations 2015 must (mandatory exclusion grounds) or may be excluded (discretionary exclusion grounds) from participation;

(ii) Does not provide a satisfactory response to any questions in the PQQ or inadequately or incorrectly completes any question;

(iii) Does not submit its completed PQQ submission before the PQQ Submission Deadline;

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(iv) Has been named or is going to be named as a sub-contractor on another Bidders PQQ submission;

(v) Is already aware that a PQQ submission has been received from another member of the same group of companies; or is a member of a consortium or partnership which submits another PQQ submission;

(vi) The Lead Authority believes there has been collusion or co-operation with another Bidder in the formation of the Bidder’s PQQ submission.

All Bidders who are not disqualified in accordance with the above shall be evaluated on the qualification criteria listed at section 15 below. These criteria take into account the economic and financial standing and the technical or professional ability of the Bidder and are in accordance with Regulations 57 and 58 of the Public Contracts Regulations 2015 (as amended).

A shortlist of Bidders will be drawn up and those Bidders will be invited to tender for the Framework.

The Lead Authority may seek independent financial and market advice to validate information declared in any Bidder’s PQQ submission or to assist in the evaluation process.

The following table details the proposed numbers of Service Providers to be selected for the ITT stage of the tender process and the Framework Agreement itself.

LotProposed number

of Service Providers on Lot

Proposed number of Bidders to be taken through

from PQQ stage to ITT stage

Lot 1 – Multi-disciplinary (major projects) 4 8

Lot 2 – Multi-disciplinary (minor works projects) 6*(see following note) 14

Lot 3 – Building Surveying Consultancy (Maintenance and Refurbishment projects) 6 12

Lot 4 – Building Services Engineering Consultancy (Maintenance and Refurbishment projects) 6 12

Lot 5 – Structural Engineering Consultancy (Maintenance and Refurbishment projects) 4 8

Lot 6 – Cost Consultant / Project Manager 4 8

Lot 7 – Clerk of Works/NEC Supervisor 3 6

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Lot 8 – Planning Advisor 3 6

Lot 9 – Highways/Traffic Consultant 4 8

*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 also 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.

In the event that there are insufficient bidders for Lot 2 to occupy the places reserved for bidders of Lot 2 that have not bid for Lot 1, the Council reserves the right to make the places available to bidders for Lot 2 that have also bid for Lot 1.

In the following example, Bidders A, B, C and D would be appointed to Lot 1. Bidders C, B, J, K, L and M would be appointed to Lot 2.

15.PQQ Selection Criteria(a) Constructionline PQQ Document

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Lot 1 Lot 2

Bidder A Rank 1 Bidder A Rank 3

Bidder B Rank 2 Bidder B Rank 2

Bidder C Rank 3 Bidder C Rank 1

Bidder D Rank 4 Bidder D Rank 5

Bidder E Rank 5 Bidder J Rank 4

Bidder F Rank 6 Bidder K Rank 6

Bidder G Rank 7 Bidder L Rank 7

Bidder H Rank 8 Bidder M Rank 8

Bidder N Rank 9

Bidder O Rank 10

Bidder P Rank 11

Bidder Q Rank 12

Bidder R Rank 13

Bidder S Rank 14


Questionnaire QuestionsScoring

Mechanism / Criteria

Notes

Table 1 - Qualification Documents/Questionnaires

Constructionline PQQ Document –

Module C1 - Supplier Identity,

Key Roles and Contact

Information

C1-Q1 to C1-Q9 in blue, plus additional

ESCC questions 1 to 2.1 in

red

Information only – must be

completed

Important Notice:

This section captures key information about the main contact on behalf of the Bidder’s organisation

for this Procurement.


Module C2 - Financial

Information and Insurance

Requirements

Finance C2-Q1-1

toC2-Q1-5 in

blue

InsuranceC2-Q2-1

toC2-Q2-3in blue

ESCC questions

in red

Pass/Fail Important Notice:

The financial information provided in this section is used to assess Bidders financial suitability for the delivery of the Framework. Following this assessment, the Lead Authority reserves the right to exclude from this Procurement any Bidder deemed to be financially unsuitable to deliver the Framework. Details of the Lead Authority’s process for financial assessment is shown under 18 of this PQQ Guidance.

If a Bidder’s organisation has been newly formed within the last 2 years, the Bidder should provide as much information for the following questions as it can. At the Lead Authority’s discretion, a Bidder may be requested to provide a letter from its bank outlining the Bidder’s current cash and credit position.

The Lead Authority requires Bidders to have minimum levels of insurance to deliver this Framework. The minimum levels required for this Procurement are;

Public liability £10 million or higher Employers liability £10 million or higher Professional indemnity £5 million or higher

All insurances cover is required to be in respect of ‘any one incident’.

The Lead Authority reserves the right to exclude any

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Bidder from further consideration in this Procurement if the Bidder does not meet the Lead Authority’s financial requirements and / or is not prepared to obtain the minimum insurance levels if successfully appointed to the Framework.


Module C3 - Business and Professional

Standing

C3-Q1

to

C3-Q3 in blue

Pass / Fail Important Notice:

This section relates to the reputable nature of organisations with which the Lead Authority does

business.

The Lead Authority is entitled and reserves the right to exclude any Bidder from further involvement in

this Procurement, if any of the areas covered in this section apply. If a Bidder is unable to answer ‘no’ to

every question, its PQQ submission may not be accepted. If Bidders answer 'yes' to any of the any of

the questions in this section, please set out in the last question full details of the relevant incident and

any remedial action taken subsequently.

The information provided under this section will be taken into account by the Lead Authority in

considering whether or not Bidders will be able to proceed any further in respect of this Procurement.

1(a) to 1(p) in blue

2(a) to 2(k) in blue

Additional ESCC

questions 1 to 4.6 in

red


Module C4 - Health and

Safety Policy and Capability

C4-Q1

to

Designers/Principal Designers questions

in blue


This section ensures that any Bidder the Lead Authority contracts with is aware of the Health and

Safety at Work Act 1974 and requires Bidders to confirm the policies and processes that are in place

within their organisations to ensure that this is complied with in the delivery of the Lead Authority’s

(and any other participating authorities’) duties.


Module O1 - Equal

Opportunity and Diversity Policy and Capability

ESCC questions 1 to 1.2 in

red


This section captures the policies and accreditations Bidders have regarding Equality.

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Module O2 - Environmental Management

Policy and Capability

ESCC Questions

1 to 1.1


This section captures the policies and accreditations Bidders have regarding the Environment.


Quality Management

Policy and Capability

O3-Q1 to O3-Q6


This section captures the policies and accreditations Bidders have regarding Quality Assurance.

Constructionline PQQ Document – Reference Form

2 for each work

category / lot


This section requires Bidders to provide Constructionline with two references for each work category that is associated with the lot that they are

bidding for.

ESCC E-tender Questionnaire -

Technical Ability and Capacity

Questions 1-4 below

Scored – as set out below

Important Notice:

This section (below) sets a number of scorable questions, to examine Bidders expertise, experience

and capacity to provide the required services

(b) On-line Technical/Capacity Questionnaire

Question Group

Question Number

Question Weighting

Question

Table 2 – Technical Ability / Capacity Questionnaire

Please note that responses to the Technical Ability and Capacity questions below must not exceed

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the stated words per question


1 40%

Please provide three (3) references for projects where you have delivered similar services. Explain how this experience is relevant and would be used to successfully support / deliver projects and or programmes of work under the Framework. (3 references, plus a maximum of 600 words in explanation)


2 15%

Please provide details of your company delivery structure and offices that would provide the services. Your response should clearly identify specific disciplines and the use of sub-consultants where applicable. (maximum of 300 words plus organograms)


3 15%Please provide details of how your company would accommodate the potential growth and future demands of the Orbis partnership. (maximum 300 words)


4 30%

The Framework will provide services to a number of public sector partners and clients, each with individual procurement preferences, procedures and ways of working. Describe your ability to be able to meet these individual needs, whilst maintaining a consistent quality based approach to the services provided. (maximum 600 words)

16. Freedom of Information Act and Commercially Sensitive Information

The Councils are committed to open government and to meeting their legal responsibilities under the Freedom of Information Act 2000 (‘FOIA’). Accordingly, all information submitted to the Lead Authority may need to be disclosed by the Lead Authority in response to a request under the FOIA. The FOIA may also decide to include certain information in its publication scheme, which the Lead Authority maintains under the FOIA.

If a Bidder considers that any of the information included in their PQQ submission is commercially sensitive, the Bidder should identify it and explain (in broad terms) what harm may result from disclosure if a request is received, and the time period applicable to that sensitivity.

Bidders should be aware that, even where they have indicated that information is commercially sensitive, the Lead Authority might be required to disclose it under the FOIA if a request is received. Bidders should also note that the receipt of any material marked ‘confidential’ or equivalent by the Lead Authority should not be taken to mean that the Lead Authority accepts any duty of confidence by virtue of that marking.

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The last date for the Lead Authority to consider and respond to queries raised by Bidders will be Thursday 17 November 2016 5:00pm. Any queries raised after the Clarification Request Deadline may remain unanswered.

Where a clarification request is not commercially sensitive, it is the Lead Authority’s general policy to broadcast its responses to all clarification requests / queries. If the Lead Authority considers that any question or request for clarification is of material significance, both the question and the response will be communicated, in a suitably anonymised form, to all Bidders who express an interest in this Procurement and / or submit a PQQ submission before the PQQ Submission Deadline.

All PQQ submissions received and any communication from Bidders will be treated in confidence but will be subject to this section 16.

17. Social Value

The Public Services (Social Value) Act 2012 requires Contracting Authorities to consider the following in all its procurement activities:

(a) How what is proposed to be procured might improve the economic, social and environmental well-being of the area where it exercises its functions, and

(b) How, in conducting the process of procurement, it might act with a view to securing that improvement.

The Council is therefore seeking to maximise the generation of Social Value through this Framework and it will therefore be a contractual requirement of the Framework that Service Providers will deliver a minimum baseline of £10,000 of Social Value as calculated by reference to the Social Value Charter (detailed in the Framework Agreement), on an annual basis. This amount is irrespective of whether the Service Provider has entered into any Call-off Contracts under the Framework.

In addition to the annual requirement, Service Providers will be required to deliver Social Value equivalent to a minimum of 5% of the Call-off Contract fee value calculated by reference to the Social Value Charter.

Following award of the Framework to Service Providers, the Council will host a workshop to further explain the Council’s approach to Social Value through this Framework to ensure the appointed Service Providers understand how Social Value can be delivered.

18. Evaluation ProcessWhen evaluating PQQ submissions received, the Lead Authority will check them to ensure that:

they comply with all instructions; they do not contain any qualifications or conditions; they are clear and comprehensive;

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they are valid and complete.

Please also note:

the response by Bidders to questions must not exceed the permitted word count. No words beyond the permitted word count will be evaluated;

no documents other than those requested will be considered in the evaluation of a Bidder’s PQQ submission; and

responses to any part of the PQQ will be evaluated in isolation and no references to other parts of the PQQ submission, documents (other than those requested), or information contained elsewhere etc. will be considered in the evaluation.

If the Lead Authority needs to clarify any points, questions will be submitted in writing to the Bidder through the e-Sourcing Portal. The Bidder will be required to respond in writing through the e-Sourcing Portal.

PQQ submissions that are not complete will be eliminated and not considered further except, at the Lead Authority’s sole discretion, in the case of minor omissions that can be rectified in accordance with any reasonable request made by the Lead Authority.

19. Financial Assessment

19.1 Financial appraisals of Bidders are required under the Lead Authority’s Financial Regulations, in order that the Lead Authority can understand and minimise financial risk, and to demonstrate that Bidders have a stable and appropriately-substantive financial background.

19.2 The financial appraisal is undertaken by an analysis of the Bidder’s formal (published) accounts, applying recognised accounting formulae and interpreting financial ratios. For registered companies, accounts and data are normally sourced electronically from a commercial analysis company or from Companies House.

For companies who are exempt from submitting their accounts to Companies House, copies of the latest three (3) years’ accounts are required. Any companies unable to provide at least three (3) years’ accounts are subject to an automatic risk analysis.

The financial appraisal primarily aims to establish the following:

(a) The Bidder has sufficient resources to support a contract, and;

(b) The Bidder is financially sound and potentially stable enough to remain in business for the period required.

The financial strength of the Bidder is assessed by looking at its turnover, gross and (pre-tax or net) profits, net worth and certain financial ratios. Consideration of the accounts for the last three (3) years enables an opinion to be made on continuing information, rather than just at one point in time.

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The Lead Authority does not usually award contracts where the contract value exceeds 50% of a company's turnover, in order that a company's resources are not overstretched. In addition, a company should not be overly dependent upon business it received from the Lead Authority.

19.3 The result of a financial appraisal is a clear-cut pass / fail, reported as “Acceptable” or “Not Acceptable”.

Unless exceptional special circumstances exist, no award will be made by the Council to a Bidder assessed as “Not acceptable”.

19.4 The table below sets out the contract values that will be used for each lot for the purposes of the Lead Authority’s financial appraisal process for this Procurement:

LotContract (Consultant Fee)

Value

Lot 1 – Multi-disciplinary (major projects) £100,000

Lot 2 – Multi-disciplinary (minor works projects) £50,000

Lot 3 – Building Surveying Consultancy (Maintenance and Refurbishment projects) £50,000

Lot 4 – Building Services Engineering Consultancy (Maintenance and Refurbishment projects) £50,000

Lot 5 – Structural Engineering Consultancy (Maintenance and Refurbishment projects) £50,000

Lot 6 – Cost Consultant / Project Manager £100,000

Lot 7 – Clerk of Works/NEC Supervisor £50,000

Lot 8 – Planning Advisor £50,000

Lot 9 – Highways/Traffic Consultant £50,000

20. Scoring Mechanism

20.1 Please note that the questions in the Technical Ability and Capacity Questionnaire will be scored by the evaluators using the criteria below:

Score Description Criteria

0 Unacceptable No response or irrelevant information provided.

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1 Poor The response provides limited evidence in the response to the question.

2 Adequate The response demonstrates a basic understanding of what is required with minimal evidence.

3 Good Good understanding of what is required and evidence in response to the question.

4 Very GoodThe response is of a high standard and provides very good evidence of previous experience of working towards delivering best value outcomes.

5 ExcellentThe response is of a very high standard and provides excellent evidence of previous experience of continuous improvement and innovative ways of working to deliver best value outcomes.

20.2 Given the subjective nature of evaluation, the evaluator scores for each of the Technical Ability and Capacity Questions do not have to match precisely in this PQQ stage – however; they should be no more than one score apart (“Score Matching Criteria”). If the evaluators’ scores are more than one score apart for a particular Technical Ability and Capacity Question, moderation will take place between the evaluators to review the response and scoring to determine and agree the score for that question.

20.3 Once the scores meet the Score Matching Criteria, the scores given be each evaluator for the relevant question are added together and divided by the number of evaluators to determine an average score (“the Average Score”). The Average Score will be recorded to two decimal places.

20.4 For each question, the Average Score is then divided by the maximum score and multiplied by the question weighting to determine the weighted score per question “the Weighted Score”).

20.5 The Weighted Scores are added together to determine a total weighted score for the Bidder.

Example below:

Question 1 Question 2 Question 3 Question 4 TOTAL

Evaluator 1 5 3 4 5

Evaluator 2 5 2 4 4

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Evaluator 3 4 3 4 4

14 8 12 13

Average Score (5 + 5 + 4) / 3

= 4.67

(3 + 2 + 3) / 3 = 2.67

(4 + 4 + 4) / 3 = 4

(5 + 4 + 4) / 3 = 4.33

Question Weighting 20% 15% 35% 30% 100%

Maximum Score 5 5 5 5

Weighted Score (Average Score divided into Maximum Score, multiplied by weighting)

4.67/5x20%=18.68

2.67/5x15%=

8.01

4/5x35%=

28

4.33/5x30%=

25.880.49

20.6 Tied Scores

Following the evaluation of the Pass / Fail and Technical Ability / Capacity elements of this PQQ exercise, it is anticipated that the number of Bidders to be taken through to the ITT stage of this Tender Exercise will be in accordance with the numbers shown in the table under section 13 of this PQQ Guidance.

However, if there are any Bidders with tied scores preventing the Lead Authority taking through the numbers shown in the table under section 13:

(a) The Bidder with the highest score(s) for question 1 of the Technical Ability / Capacity questions will be taken through to ITT stage.

(b) If the tied Bidders’ scores for question 1 are the same, the Bidder with the highest score for the Technical Ability/Capacity question 4 will be taken through to ITT stage.

(c) In the event that scores are tied following both (a) and (b), all the tied Bidders will be taken though to the ITT stage.

21. Disclaimers and Legal Compliance

All information provided by the Lead Authority, or its staff, agents or advisers in respect of this Procurement is confidential.

In no circumstances shall the Lead Authority or its staff, agents or advisers incur any liability whatsoever or be liable for any expenses incurred by Bidders at any time. Any and all liability is hereby expressly disclaimed and excluded to the maximum extent permissible by law.

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Bidders must immediately inform the Lead Authority if any of the key persons who have put together a Bidders PQQ submission becomes ineligible under the provisions of the Public Contracts Regulations 2015 (as amended).

In issuing the PQQ, this PQQ Guidance and the ITT Documents (‘Tender Documents’), the Lead Authority is not making a commitment to award the Framework as a result of this Procurement, or making an offer to enter into a contractual relationship by issuing the Tender Documents.

The Lead Authority is under no express or implied obligation to invite or evaluate tenders from any or all of the Bidders who respond to this Procurement with a PQQ submission.

The issue of the ITT Documents does not imply any representation by the Lead Authority as to the Bidder’s financial stability, technical competence or ability in any way to carry out the Services. The Lead Authority reserves the right to return to these matters as part of the ITT evaluation process.

The laws of England and Wales shall apply for the purposes of all proceedings relating to this Procurement process and any Framework Agreement or Call-off Contract awarded pursuant thereto.

Bidders are requested to note that wherever in the Tender Documents there is a reference to the proprietary name of a service or qualification, or to a specific standard, alternative services or qualifications or standards will be acceptable provided the Bidder can demonstrate that the service, qualification or standard is at least equivalent in quality and specification to the named service, qualification or standard and that the alternative meets all of the Lead Authority’s requirements to the Lead Authority’s satisfaction.

No reimbursement of any expense incurred by a Bidder in preparing its PQQ submission or any subsequent bid will be made. Nor is the Lead Authority bound to select any Bidder or award a contract at the end of the Procurement. The Lead Authority reserves the right to cancel the Procurement at any point.

The Lead Authority reserves the right to retain all non-confidential PQQ submission material, including that prepared for presentation purposes, and to display or otherwise utilise the material as it may consider appropriate, at no cost to the Lead Authority.

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