Services - 350002-2018

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09/08/2018    S152    - - Services - Contract notice - Restricted procedure 

United Kingdom-Newcastle Upon Tyne: Architectural, construction, engineering and inspection services

2018/S 152-350002

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Byker Community Trust
17 Raby Cross, Byker
Contact point(s): Quantity Surveyor (Todd Milburn Partnership)
For the attention of: Mark Berry
NE6 2FF Newcastle Upon Tyne
United Kingdom
Telephone: +44 1912302100

Internet address(es):

General address of the contracting authority:

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority
Body governed by public law
I.3)Main activity
Housing and community amenities
I.4)Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1.1)Title attributed to the contract by the contracting authority:
Lead Design Consultant and Multidiciplinary services to examine environmental issues affecting the Grade II* listed estate to create a programme of environmental improvements across the whole estate
II.1.2)Type of contract and location of works, place of delivery or of performance
Service category No 12: Architectural services; engineering services and integrated engineering services; urban planning and landscape engineering services; related scientific and technical consulting services; technical testing and analysis services
Main site or location of works, place of delivery or of performance: Byker Estate, Byker, Newcastle Upon Tyne

NUTS code UKC22

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)
BCT wishes to appoint a design team to examine environmental issues affecting our Grade II* listed estate in line with delivering this offer promise. The design team will be expected to work with BCT and a range of partners during the design process to understand the issues in managing the estate, in particular the Steering Group and Byker residents to understand their concerns and current neighbourhood priorities for environmental improvements.
They will be required to produce a design specification that is affordable, meets the requirements of Historic England, balances both BCT and tenant priorities, addresses future maintenance requirements, meets the lifestyle and expectations of our tenants and impacts positively on the future sustainability of the estate, enhancing tenancy sustainability and the Net Present Value of our assets. The estate redesign must seek to improve the quality of lives of people living on our estate.
Setting standards within the developing Heritage partnership agreement will enable tenancies to be managed in the future in a more proactive way to enable a consistent approach to granting permission for tenant’s requests for alterations in line with their tenancy agreement and the estates Grade II* listing. It is envisaged that the design team will be procured for the entire design stage of the environmental upgrade up to and including securing planning permission and listed building consent.
Byker Community Trust took ownership of the Byker Estate on 5.7.2012 as stock was transferred from Newcastle City Council to Byker Community Trust (BCT). The Official offer document to tenants committed BCT to deliver four main areas of investment in its first 10 years. This project will see BCT deliver on its final promise as part of that offer.
II.1.6)Common procurement vocabulary (CPV)

71000000, 71200000, 71210000, 71220000, 71222000, 71221000, 71230000, 71240000, 71400000, 71420000, 45212350, 90712100

II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): no
This contract is divided into lots: no
II.1.9)Information about variants
Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
The appointed design team will be commissioned to undertake the following services:
— Undertake consultation through their own structured framework (to be put forward) working alongside BCT in their own engagement process capturing feedback from all groups within the estate to hone the design and ensure the project captures elements that are a priority as a result of tenant / stakeholder feedback
— Produce detailed designs and specifications by Neighbourhood area, based on feedback received and using the framework that has been established to present ideas as they develop to further refine the designs. Close liaison is envisaged with NCC and Historic England to ensure designs are in line with the developing Heritage Partnership Document.
— Co-ordination of any sub-consultants as required to achieve the brief
— Preparing and submission of Planning and Listed Building Consents as applicable
The appointed design team will also be encouraged to meet with a range of BCTs partners as part of a consultation process to fully understand the maintenance requirements of this estate. This could include, but is not limited to:
— Emergency services – Police, fire and ambulance
— NCC – highways, street lighting, drainage etc.
— BCT Grounds maintenance and environmental team including the arbour work
— Pest control
— BCT Repairs and maintenance team
— NCC District heating team
— BCT housing management team
— NCC Waste management team
— Statutory undertakers including service providers
— Owners of non-residential buildings including – schools, community centre, churches etc.
— The community – including tenants, leaseholders, freeholders, TARA’s, ACANE, Sheltered blocks etc.
Further background information:
As part of the ‘Your Byker Future, Official Offer Document May 2011’, the need for major external environmental improvements across the estate was identified.
It placed a transfer commitment on BCT to investigate a number of environmental improvements as part of this process. The document stated that improvements would be designed after consultation and engagement with tenants. Designs will be tasked to address key issues identified by residents and ensure that each neighbourhood within the Estate is upgraded to preserve its own distinctive characteristics, as the Estate’s architect Ralph Erskine, originally intended.
The considerations for improvements may include:-
1) Car access and car parking
— Improving street lighting and lighting to car park areas;
— Maintaining or replacing landscaping where it can be seen from surrounding homes by: Using CCTV to improve security / providing secure boundaries to car parking areas.
2) Pedestrian Movement
— Improving CCTV;
— Making the entrances to the estate through the Byker Wall safer and more welcoming;
— Maintaining or replacing landscaping next to footpaths;
— Improving sign posting and signage across the estate.
3) Materials, Maintenance and Management
— Looking at the original features of the estate, to make sure they are fit for purpose such as walls and fencing;
— Making sure brickwork repairs are carried out with the same brick type and colour as originally used;
— Repairing and replacing road surfaces as per the original design.
4) Refuse Management and Recycling
— Changing the original bin stores so that modern wheelie bins can fit;
— Introducing a system that makes bins easier to be collected and looks at storage issues to improve the appearance of the estate;
— Setting up more opportunities for recycling.
5) Safety and Security
— Improving CCTV;
— Modernising the hobby rooms and bringing them back into use;
— Providing safer play areas.
6) Sustainability
— Investing in solar panels (photovoltaic) to generate electricity.
7) Play and Recreation
— Creating safe play areas;
— Making play areas and other opportunities such as trim trails for adults more exciting and unique.
8) Trees and Landscaping
— Thinning or removing some of the trees which have become too big for the spaces they are in, or where they interfere with television reception;
— Replacing flower beds and hedges etc. which originally formed garden boundaries.
It also committed BCT to explore solutions for digital access on the estate.
Any improvements to the estate would be designed with the help of residents, NCC Planning Authority and Historic England. This was to ensure that the proposals are both what people want to see and that they do not harm the heritage value of the estate. Each neighbourhood will go through its own design process to identify the priorities and needs within that neighbourhood in consultation with local residents.
Estimated value excluding VAT:
Range: between 160 000,00 and 230 000,00 GBP
II.2.2)Information about options
Options: no
II.2.3)Information about renewals
This contract is subject to renewal: yes
II.3)Duration of the contract or time limit for completion
Starting 1.1.2019. Completion 30.6.2020

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
Parent company guarantees may be required. Evidence of relevant insurances will be required as detailed in the documentation.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Payments to be made in stages (in accordance with a drawdown agreed with the Client).
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Joint or several liability.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
Information and formalities necessary for evaluating if the requirements are met: Information and formalities necessary for evaluating if the requirements are met: In accordance with Article 45 of Directive 2004/18/EC and Regulation 23 of the Public Contracts Regulations 2006 (as amended):
1) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate have not been the subject of a conviction by final judgment for one or more of the reasons listed below:
(a) participation in a criminal organisation, as defined in Article 2(1) of Council Joint Action 98/733/JHA (1);
(b) corruption, as defined in Article 3 of the Council Act of 26.5.1997 and Article 3(1) of Council Joint Action98/742/JHA respectively;
(c) fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(d) money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10.6.1991 on prevention of the use of the financial system for the purpose of money laundering.
2) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent. Failure to provide such declarations will result in the candidate being declared ineligible for selection to participate in this procurement process.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: 1) All candidates will be required to provide evidence of relevant insurances.
2) All candidates will be required to provide financial statements covering the previous 2 financial years, and including the total turnover of the candidate and the turnover in respect of activities which are of a similar nature to the subject matter of this notice.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
Candidates must provide:
1) A comprehensive formal statement of the candidate's Technical capabilities.
2) Evidence of the candidate's ability to work on buildings of particular historic or architectural interest, including details of relevant experience as appropriate.
3) A statement of the candidate's average number of staff and managerial staff.
4) Details of the educational and professional qualifications of the candidate's managerial staff, and those of the named person(s) who would be responsible for providing the services or carrying out the work or works under the contract.
5) A copy of the candidate's company quality policy statement, together with evidence showing that the candidate's company quality system is compliant to a relevant quality standard.
6) Details of work similar to that required under this notice, which has been carried out by the candidate for a minimum of 3 other clients within the last 2 years, including relevant descriptions, plans and/or photographs of the works, and contact details of the clients for whom those works were carried out.
7) An indication of the proportion of the contract which is the subject of this notice, and the precise nature of the work, which the candidate would propose to subcontract.
8) In the event that the candidate is unable to demonstrate direct experience of work similar to that required under this contract, in respect of buildings of particular architectural or historic interest, such other information as will enable the contracting authority to assess the candidate's ability to carry out such work.
9) Evidence of effective collaborative working with other parties, relevant to projects of a similar nature and complexity.
Minimum level(s) of standards possibly required:
Evidence of sound business structure, strong technical capabilities, and adequate staffing arrangements is essential. Details of company accreditations recent experience of working on Grade II* listed estates / buildings (or equivalent) is essential. Evidence of how best your approach provides local economic benefit would be beneficial. Evidence of an acceptable quality management system is essential. Evidence of ability to work collaboratively with clients, design team, and other professional specialists, relevant to projects of a similar nature and complexity, is essential. Knowledge and experience of working on buildings / estates of similar character to the Byker Estate would be beneficial. Evidence of working on public open space projects evidence of providing / creating training opportunities for key stakeholders or general public. Evidence of public engagement during design and / or construction works.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service
Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Envisaged minimum number 5: and maximum number 7
Objective criteria for choosing the limited number of candidates: By selecting between 5 and 7 candidates to be invited to tender we will achieve a reasonable spread of competition while ensuring a manageable procurement process and provide suitable competition to ensure best value is achieved. The minimum standards for selecting the limited number of candidates is set out in section III above. Further information about methodology for the evaluation of candidates' submissions is set out in the Pre-qualification Questionnaire.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria
The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction
An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
14.9.2018 - 17:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
VI.2)Information about European Union funds
The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information
All relevant information in relation to the requirements and criteria for selection including full timetable can be found within the Pre-qualification Questionnaire document.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Byker Community Trust
United Kingdom

VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: A minimum 10 calendar day standstill period at the point information on the Award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further
Debriefing from the contracting authority before the contract is entered into. Applicants have 2 working days from the notification of the award decision to request additional debriefing and that information has to be provided a minimum of 3 working days before the expiry of the standstill period.
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice: