Works - 481244-2020

12/10/2020    S198

United Kingdom-Kingston upon Thames: Highway maintenance work

2020/S 198-481244

Contract notice

Works

Legal Basis:
Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Official name: Surrey County Council
Postal address: County Hall, Penrhyn Road
Town: Kingston upon Thames
NUTS code: UKJ2 Surrey, East and West Sussex
Postal code: KT1 2DN
Country: United Kingdom
Contact person: Harriett Harvey
E-mail: harriett.harvey@surreycc.gov.uk
Internet address(es):
Main address: www.surreycc.gov.uk
Address of the buyer profile: www.sesharedservices.org.uk/esourcing
I.3)Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at: www.sesharedservices.org.uk/esourcing
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted to the abovementioned address
I.4)Type of the contracting authority
Regional or local authority
I.5)Main activity
General public services

Section II: Object

II.1)Scope of the procurement
II.1.1)Title:

Highways Services — Term Maintenance Contract

Reference number: SCC - 031604
II.1.2)Main CPV code
45233139 Highway maintenance work
II.1.3)Type of contract
Works
II.1.4)Short description:

Surrey County Council ('the Council') wishes to put in place a contract which delivers both its core highways maintenance services and also facilitates an exciting and flexible mechanism for the appointed supplier to identify and implement innovative services and solutions throughout the lifetime of the contract. The Council hopes to establish a new way of delivering these services to maximise the potential for success for both itself and the appointed supplier. At present, the majority of the Council's highways maintenance activities are delivered through its existing term maintenance contract which is due to expire in April 2022 and will be replaced with the above-mentioned alternative approach.

II.1.5)Estimated total value
Value excluding VAT: 2 500 000 000.00 GBP
II.1.6)Information about lots
This contract is divided into lots: no
II.2)Description
II.2.3)Place of performance
NUTS code: UKJ2 Surrey, East and West Sussex
Main site or place of performance:

Surrey.

II.2.4)Description of the procurement:

The Council wishes to put in place a new, exciting and innovative arrangement to facilitate its highways maintenance requirements. At present, the majority of highways maintenance activities are delivered through our core term maintenance contract, which has been in place since 2011 and is due to expire in April 2022. While this has been successful, we recognise that there is an opportunity to build on this success and take steps to identify and maximise the opportunities available to both the Council and the appointed supplier. Leading up to the launch of this procurement, we engaged on an extensive pre-market engagement exercise to develop our thinking around this opportunity which will not only deliver our core highways maintenance needs, but create an environment where the Council and the supplier are able to consider ways to transform the way the services are delivered over time and potentially introduce new aspects to the service. We have considered the very helpful feedback provided by the supplier market and have implemented a number of those suggestions in the design of this process and the contracting approach. It is anticipated that the appointed supplier will not only deliver day to day maintenance services, but may also assist with the design/delivery of major schemes and/or design and implement new innovations connected to the operation of the highways network. Through this opportunity, our ambition is to achieve the following: Encourage and support innovation – we are keen to work with a supplier who is innovative in terms of how our core/continuing requirements are realised, in addition to discussing new ideas and ways of maximising the relationship. Our ambition is for this to create an exciting and new way of delivering highways services. Partnership – we are keen to establish a genuine partnership approach which embodies trust in service delivery, pricing and the innovations referenced above, which would potentially take the relationship to a different level. We are open to exploring how we can do things better to facilitate this, including how we involve other parts of our supply chain (and/or other local authorities) to achieve success for all. Social return – we are committed to exploring further the wider social benefits which can be realised from significant public contracts. We did secure a number of successes with our incumbent supplier but hope to achieve significantly more through this partnership approach. To do this, our ambitions must be aligned with those of our appointed supplier. This means jointly agreeing how this will work and how this can realistically be achieved without adding excessive cost. A sensible and fair procurement process – our ambition is to undertake a procurement which is not overly burdensome and facilitates enough interaction with bidders to arrive at the right decision. This is why we have opted to utilise the competitive procedure with negotiation — a process which enables us to interact with shortlisted bidders and provides bidders with a reciprocal opportunity to explore potential solutions with us and obtain detailed feedback on their proposals. It is anticipated that the contract term will be a maximum of 21 years (i.e. 10 year initial term plus options to extend for subsequent periods thereafter). We intend to explore the duration of any extensions as part of the negotiation process. The estimated value of this contract is approximately GBP 2.5 billion (made up of the costs in delivering the core element of the services approximately GBP 80 million p.a., together with additional monies which may be made available to the appointed supplier depending on the extent to which other innovative services are introduced as further described in the procurement documents).

II.2.5)Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value
Value excluding VAT: 2 500 000 000.00 GBP
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 252
This contract is subject to renewal: yes
Description of renewals:

It is anticipated that the contract term will be a maximum of 21 years (i.e. 10 year initial term plus options to extend for subsequent periods thereafter). The Council will explore the duration of any extensions as part of the negotiation process with those bidders selected to participate in that phase.

II.2.9)Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 4
Objective criteria for choosing the limited number of candidates:

Please refer to the Selection Questionnaire.

II.2.10)Information about variants
Variants will be accepted: yes
II.2.11)Information about options
Options: yes
Description of options:

The contract shall include options to facilitate the delivery of innovative and/or transformative services connected to the subject-matter of the 'core' services to be delivered.

II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

While the services to be provided under this contract will be primarily for the benefit of Surrey County Council, the appointed supplier may be presented with opportunities to provide similar/connected services for the benefit of other UK local authorities.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:

III.1.2)Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3)Technical and professional ability
Selection criteria as stated in the procurement documents
III.2)Conditions related to the contract
III.2.2)Contract performance conditions:

The appointed supplier will be required to actively participate in the achievement of social and/or environmental objectives. Accordingly contract performance conditions will relate in particular to social, environmental or other corporate social responsibility considerations. Further details can be found in the procurement documents and the contract.

Section IV: Procedure

IV.1)Description
IV.1.1)Type of procedure
Competitive procedure with negotiation
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated
IV.1.5)Information about negotiation
The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations
IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure
Notice number in the OJ S: 2020/S 119-290670
IV.2.2)Time limit for receipt of tenders or requests to participate
Date: 09/11/2020
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date: 24/11/2020
IV.2.4)Languages in which tenders or requests to participate may be submitted:
English
IV.2.6)Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
VI.2)Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3)Additional information:

Selection Questionnaire responses and tenders are to be completed electronically using the SE Shared Services Procurement eSourcing portal (https://www.sesharedservices.org.uk/esourcing/opportunities). The SE Shared Services eSourcing portal provides a web-based tool that provides a simple, secure and efficient means for managing tendering and quotation activities reducing the time and effort required for both buyers and potential bidders. The portal allows for tender clarifications and submitting your bid electronically. In order to bid for this opportunity, Candidates should register their organisation on the SE Shared Services portal. As suppliers in this market may be aware, there is a possibility that in due course, the Council will transition to a unitary authority. The Council has drafted/designed the contract/process so that notwithstanding the outcome of this process, any requisite changes to this contract can be accommodated to align with the revised structure (e.g. whether this means that there will be one over-arching highway authority, and therefore the appointed supplier may be retained to deliver on behalf of a number of unitary authorities, or that a number of separate highway authorities may be created). It is hoped that the Council will have further detail on the proposed restructure during the course of this procurement process. However, it may be possible that this could take place post contract award. Bidders will remain responsible for all costs and expenses incurred by them or by any third party acting under instructions from Bidders in connection with taking part in this procurement, regardless of whether such costs arise as a consequence direct or indirect of any amendments made to the procurement documents by the Council at any time. The Council reserves the right at any time to:

(i) reject any or all responses and to cancel or withdraw this procurement at any stage;

(ii) award a contract without prior notice;

(iii) change the basis, the procedures and the time-scales set out or referred to within the procurement documents;

(iv) require a bidder to clarify any submissions in writing and/or provide additional information (failure to respond adequately may result in disqualification);

(v) terminate the procurement process; and

(vi) amend the terms and conditions of the selection and evaluation process.

All discussions and correspondence will be deemed strictly subject to contract until a formal contract is entered into. The formal contract shall not be binding until it has been signed and dated by the duly authorised representatives of both parties subject to a sufficient number of satisfactory responses being received. In relation to Section II.2.10, variant bids may be accepted by the Council. However, this will only be in circumstances where the form and content of the variant has been approved by the Council in advance.

VI.4)Procedures for review
VI.4.1)Review body
Official name: Royal Courts of Justice
Postal address: Strand
Town: London
Country: United Kingdom
Telephone: +44 2079477882
Internet address: http://www.justice.gov.uk
VI.4.3)Review procedure
Precise information on deadline(s) for review procedures:

Any appeals should be promptly brought to the attention of the Executive Director of ETI of the Council at the address specified in Section I) above, and will be dealt with in accordance with the requirements of the Public Contracts Regulations 2015. Any appeals must be brought within the time-scales specified by the applicable law, including, without limitation, the Public Contracts Regulations 2015. In accordance with such Regulations, the Council will also incorporate a minimum 10 calendar day standstill period from the date information on award of contract is communicated to tenderers.

VI.5)Date of dispatch of this notice:
07/10/2020