Services - 452140-2015

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23/12/2015    S248    Services - Contract notice - Competitive dialogue 

United Kingdom-Llandrindod Wells: Construction work

2015/S 248-452140

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Official name: Powys County Council
Postal address: County Hall
Town: Llandrindod Wells
Postal code: LD1 5LG
Country: United Kingdom
Contact person: Commercial Services
For the attention of: Garry Leatherland
Telephone: +44 1597826000

Internet address(es):

Address of the buyer profile: http://www.sell2wales.gov.uk/search/Search_AuthProfile.aspx?ID=AA0354

Electronic access to information: www.etenderwales.bravosolution.co.uk

Electronic submission of tenders and requests to participate: www.etenderwales.bravosolution.co.uk

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
Regional or local authority
I.3)Main activity
General public services
Environment
Housing and community amenities
Social protection
Recreation, culture and religion
Education
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Official name: Powys Teaching Health Board

Official name: Brecon Beacons National Park

Official name: Welsh Ambulance Service NHS Trust

Official name: Torfaen County Borough Council

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:
Powys Property Services Joint Venture.
II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: This will predominately focus on the Council's Housing and Corporate Property portfolios but may include other contracting authorities as identified. The Joint Venture may also operate outside the county of Powys where it is successful in securing work for other organisations.

NUTS code UKL24

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)
Powys County Council (‘the Council’) is seeking a suitable established industry partner, from either the private or public sector to enter into a Joint Venture to deliver Property Services, in partnership with the Council. The Council is seeking to create a Joint Venture to deliver an integrated Property Service, jointly owned and controlled by the Council and its partner acting collectively.
Initially, the Joint Venture will deliver four key functions:
Delivery of a responsive buildings repair and maintenance contracting service, to deliver planned responsive and cyclical maintenance, minor works housing, public and commercial buildings, including statutory inspections/servicing and housing void works, call centre and budget management provided across the whole of the Council's estates portfolio of 5400 houses, 615 Corporate buildings of which total 450 main operational buildings (work order value under 10 000 GBP).
Consultancy services to deliver small projects and a Design and Build contracting service (works value 10 000 GBP to 1 500 000 GBP); typically includes maintenance, refurbishment, adaptations works M&E upgrades, to existing buildings.
Consultancy services to deliver the ambitious major capital investment programme in new buildings (construction contract value over 1 500 000 GBP). Note, for contract values over 5 000 000 GBP these are generally procured as design and build contracts. Consultancy services are to provide, but not limited to, Principal Designer, Architectural, Project Management, Cost and contract management, Building surveying, Mechanical and electrical engineering, NEC Supervisor.
Consultancy services to deliver property advice, asbestos laboratory and consultancy, budget and estate portfolio management.
The Joint Venture will be based in the County of Powys. It is expected that the existing Council employees delivering these services will transfer under TUPE terms and conditions to the Joint Venture which will offer and maintain a full multi-disciplinary property service, with a good balance of resources across the key disciplines.
The partnership is expected to deliver over a term of 10 to 15 years and to build a strong, viable and resilient property service for the Heart of Wales, not only delivering services to Powys County Council, but in time to other public sector organisations.
The Joint Venture will be the Council's strategic partner in ensuring that all Council owned homes and public buildings are safe and fit for purpose, be the vehicle for consultancy services to deliver a wide range of property services including the Council's major capital investment programme. A central component of this work is the provision of replacement schools as part of Welsh Government's C21st Schools Programme.
The Joint Venture will continue to use and up-skill the established supply chain, procuring directly to support the works and services delivered by the Joint Venture Company, managing contracts held by the Council and novated contracts. It will develop a strong and trusted brand for the partnership which is valued by customers and citizens across mid Wales. It will improve job satisfaction and career opportunities making it easier to attract, motivate and retain valued staff.
In time, the Council may choose to extend the scope of Property Services delivered by the Joint Venture for additional property services such as cleaning and grounds maintenance. It is expected that the Joint Venture will provide services to other organisations through separate procurements.
It is expected that the Joint Venture will provide services to other organisations through separate procurements.
Bidders should note that the Procurement Documents are draft documents at this stage, providing indicative information of the Council's intended approach in the procurement process and are for general information only. The Council reserves the right to vary, amend and update any aspects of the Procurement Documents, and final details and versions of the Procurement Documents will be confirmed to applicants successful in being selected to participate in the relevant tender stages of the procurement procedure.

Note: the authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at http://www.sell2wales.gov.uk/search/search_switch.aspx?ID=38551

II.1.6)Common procurement vocabulary (CPV)

45000000, 45100000, 45200000, 45300000, 45400000, 45500000, 45210000, 45220000, 45260000, 45211000, 45212000, 45213000, 45214000, 45215000, 45216000, 45310000, 45320000, 45330000, 45340000, 45350000, 45410000, 45420000, 45430000, 45440000, 45450000, 50000000, 50700000, 50710000, 50720000, 50730000, 50740000, 50750000, 50760000, 51000000, 51100000, 51700000, 70000000, 70110000, 70120000, 70130000, 70200000, 70300000, 71000000, 71200000, 71300000, 71400000, 71500000, 71600000, 71700000, 71800000, 71900000, 90900000, 71315200, 71315210, 71251000, 71315400, 71530000, 70331000, 90911200, 71247000, 71313400, 71313410, 71324000, 79993000

II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)Lots
This contract is divided into lots: no
II.1.9)Information about variants
Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
The scope of the contract is set out in the Invitation to Participate in Dialogue (ITPD) documents 1 to 4 available via the eTenderwales portal. The Joint Venture will deliver a combination of contracting and consultancy services as described in the Short Description in this notice at II.1.5) and the ITPD documents. Based on current expenditure for the services the combined annual spend with the Joint Venture would be in the region of 9 000 000 GBP per annum. Budgets for responsive building maintenance and statutory testing are likely to reduce over time, however, the value of consultancy services will increase over the next 5 years as the major capital build program is delivered.
Additional services, for the delivery of premises management activities, cleaning and grounds maintenance, based on current expenditure amount to approximately 1 700 000 GBP per annum.
Other contracting authorities have indicated an annual expenditure on consultancy and contracting works of 500 000 GBP.
The potential quantity based over a 10 year life of the Joint Venture, is estimated to be between 60 000 000 GBP and 130 000 000 GBP.
Bidders should seek independent legal and commercial advice in relation to the potential value of the opportunity as a whole.
II.2.2)Information about options
Options: yes
Description of these options: The contract between the Council and the partner will be for an initial term of 10 years with an option to extend (exercisable during the initial term) for a further 5 years.
II.2.3)Information about renewals
This contract is subject to renewal: yes
Number of possible renewals: 1
II.3)Duration of the contract or time limit for completion

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
The Council reserves the right to require deposits, guarantees, bonds or other forms of appropriate security.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Details will be set out in the Invitation to Participate in Competitive Dialogue (ITPD) and/or the contractual documentation and will be developed throughout the competitive dialogue procedure.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Expressions of interest in response to this contract notice may be submitted by a single bidder or a consortium. The contracting authority reserves the right to require groupings of contractors to take a particular legal form or to require a single contractor to take primary liability or to require that each party undertakes joint and 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: In accordance with Articles 57 to 63 of Directive 2014/24/EU and Regulations 57 to 63 of the Public Contracts Regulations 2015 and as set out in the pre-qualification questionnaire available from the address in section I.1).
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: In accordance with Article 58 to 63 of Directive 2014/24/EU and Regulation 58 to 63 of the Public Contracts Regulations 2015 and as set out in the pre-qualification questionnaire which is available from the address in section I.1).
Minimum level(s) of standards possibly required: As set out in the pre-qualification questionnaire.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
In accordance with Articles 58 to 63 of Directive 2014/24/EU and Regulation 58 to 63 of the Public Contracts Regulations 2015 and as set out in the pre-qualification questionnaire which is available from the address in section I.1).
Minimum level(s) of standards possibly required:
As set out in the pre-qualification questionnaire.
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
competitive dialogue
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Envisaged minimum number 3: and maximum number 5
Objective criteria for choosing the limited number of candidates: As set out in the pre-qualification questionnaire.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated yes
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
IV.3.4)Time limit for receipt of tenders or requests to participate
29.1.2016 - 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
12.2.2016
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up
English.
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
VI.2)Information about European Union funds
VI.3)Additional information
Section II.1.8) (Lots): The Council has not divided the contract into Lots because it is not appropriate for this arrangement.
Section II.1.9) (Variants) — The Council reserves the right to invite variant proposals and final details of whether variants will be invited will be provided to bidders that are shortlisted to participate in the competitive dialogue stage of the procurement.
Section II.1.2) Service categories: Maintenance and repair services; Architectural, engineering, urban planning and related services and Building-cleaning services and property management services.
It is anticipated that the invitation to participate in dialogue will be sent to short-listed bidders in February 2016.
Section IV.3.4) (Time-limit for requests to participate) — Expressions of interest must be by way of completion and return of the pre-qualification questionnaire (in accordance with the requirements set out in the pre-qualification questionnaire) by the date and time specified in Section IV.3.4).
Some confidential information is available upon interested parties returning a signed confidentiality agreement via the messaging facility on the eTenderwales portal (a copy of the agreement can be found within the Attachments area on the portal). This information generally in its nature relates to people and therefore the Council requires these measures be observed in order to govern access to this information.
Expressions of interest must be received before the deadline.
Bidders are encouraged to submit their submissions well in advance of the stated date and time in order to avoid such issues as technical difficulties with the electronic system that may be due to the high volumes of traffic attempting to submit applications on the same date at the same time. Expressions of interest delivered after the date and time specified or to a different address, electronically or otherwise, will not be considered.
The contracting authority reserves the right not to award the opportunity or to award only part (or a different arrangement) of the opportunity described in this contract notice.
— Instructions for Suppliers — Registration on eTenderwales.

Powys County Council will be conducting this tender through the Value Wales eTendering portal. This can be found at www.etenderwales.bravosolution.co.uk all information may be downloaded and returned through this channel.

Internet address(es): http://etenderwales.bravosolution.co.uk

Suppliers Instructions How to Express Interest in this PQQ.
1. Register your company on the eTenderwales portal (this is only required once).

— Browse to the eSourcing Portal: www.etenderwales.bravosolution.co.uk

— Click the ‘Click here to register’ link;
— Accept the terms and conditions and click ‘continue’;
— Enter your correct business and user details;
— Note the username you chose and click ‘Save’ when complete;
— You will shortly receive an email with your unique password (please keep this secure).
2. Express an Interest in the PQQ.
— Login to the portal with the username/password;
— Click the ‘Open Access PQQs’ link;
— Click on the relevant PQQ to access the content (PQQ_31916);
— Click the ‘Express Interest’ button in the ‘Actions’ box on the left-hand side of the page;
— This will move the PQQ into your ‘My PQQs’ page (this is a secure area reserved for your projects only);
— Click on the PQQ code, you can now access any attachments by clicking the ‘Settings and Buyer Attachments’ in the ‘Actions’ box.
3. Responding to the PQQ.
— You can now choose to ‘Reply’ or ‘Reject’ (please give a reason if rejecting);
— You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification;
— Note the deadline for completion, then follow the onscreen instructions to complete the PQQ;
— There may be a mixture of online and offline actions for you to perform (there is detailed online help available).
If you require any further assistance use the online help, or the BravoSolution help desk is available Mon — Fri (8:00-18:00) on:

— eMail: help@bravosolution.co.uk

— Phone: +44 8003684850 / Fax: +44 2070800480.

Tenders or Requests to Participate must be sent to: Official name: www.etenderwales.bravosolution.co.uk

(WA Ref:38551)
Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority's economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are: to be in accordance with Welsh Government Community Benefits policy to include but not limited to Apprenticeships, Targeted Recruitment and Training, Supply Chain Development and Engagement.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Official name: Powys County Council
Postal address: County Hall
Town: Llandrindod Wells
Postal code: LD1 5LG
Country: United Kingdom

VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: Precise information on deadline(s) for lodging appeals: in accordance with Regulation 32 (Information about contract award procedures), Regulation 32A (standstill period), Regulation 47 and Regulations 47D to 47N (inclusive) of the Public Contracts Regulations 2006 (as amended).
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:
18.12.2015