Section one: Contracting authority
one.1) Name and addresses
PORTSMOUTH CITY COUNCIL
City Council
Portsmouth
PO12BG
Contact
Procurement Service
procurement@portsmouthcc.gov.uk
Telephone
+44 2392688235
Country
United Kingdom
NUTS code
UKJ3 - Hampshire and Isle of Wight
Internet address(es)
Main address
https://in-tendhost.co.uk/portsmouthcc/aspx/Home
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://in-tendhost.co.uk/portsmouthcc/aspx/Home
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://in-tendhost.co.uk/portsmouthcc/aspx/Home
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at
https://in-tendhost.co.uk/portsmouthcc/aspx/Home
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
PRIMARY CONTRACTOR FRAMEWORK 2021 - PORTSMOUTH & SUB REGION
two.1.2) Main CPV code
- 45210000 - Building construction work
two.1.3) Type of contract
Works
two.1.4) Short description
Portsmouth City Council - the "Council" - is inviting tenders from contractors for inclusion on a new Primary Contractor Framework. Contractors must have the ability to be able to undertake a range of multi-disciplinary project work on a Principal Contractor basis.
The Framework will serve as the primary route to procure building maintenance and to a lesser degree construction projects for Building Services within the Council, with works generally being undertaken to the Councils portfolio of nearly 15,000 social housing properties and 900 corporate assets.
The target date for award of the framework agreement is 16th July 2021 with commencement following on 16th August 2021. The Framework will be established for a period of 4 years.
The framework agreement will be established via evaluation of tenders submitted for Phase 1 works on Dunsmore Close flats 26-44, which comprises of a repair and improvement scheme to Local Authority blocks of flats.
Upon completion of Phase 1, the Council reserve the right to directly award a further two phases of works for additional blocks of flats for Dunsmore Close to the successful tenderer. The estimated value for the works are -
• Phase 1 - £350K
• Phase 2 - £800K
• Phase 3 - £450K
The tender return deadline is Friday 21st May 2021 at 10:00.
The highest ranking contractor plus the next ranking contractors up to a maximum total number of 12 will be appointed onto the framework agreement and be split onto a primary and secondary tier of contractors.
Typically works include but are not limited to;
• External and communal decoration
• Window replacement
• Roofing replacement
• Fire Door replacement
• Electrical works
• Fencing
• External repair to brickwork and concrete structures
Other projects may involve but are not limited to;
• Conversion of properties
• Refurbishment of properties
• Extensions
• Disabled adaptations
• Construction projects
It is forecast that the majority of projects, around 80% based upon historical demand, will be to the Councils social housing portfolio where residents usually remain in occupation for the duration of works. Although only a forecast subject to variation, the remaining 20% of projects are likely to be in relation to maintenance / construction of properties within the Councils varied corporate property portfolio, this includes properties such as;
• Schools
• Libraries
• Leisure centres
• Social Care Facilities
• Depots
• Commercial Buildings
• Community Centres
• Cultural assets
• Shops
It is anticipated that over the 4 year period up to £60m of PCC projects may be procured through the Framework based upon the agreed maintenance budget for 2021/22 and predicted budgets for future years.
Factoring in potential additional use by the PCC and use from other contracting authorities that will be able to access the framework agreement, either directly or via PCC, it is anticipated that the maximum spend on the Framework could be as much £100m, although no commitment can be made in this respect.
Typically the majority of projects will range from £100k - £250k however there will be frequent occurrences where project values are below £100k ranging up to above £1.5m. It is not proposed to set minimum or maximum project values as whilst the contract value ranges may differ the core work is of a similar nature.
The framework will have a primary and secondary tier, whilst allowing for award of call off contracts via mini-competition and direct award against a range of options. Further details on who can access the framework, the contract award provisions and operation see section II.2.4.
The procurement will be undertaken in accordance with the Open Procedure as defined within the Public Contracts Regulations (2015).
Application is via submission of completed tender via the Council's e-sourcing system accessible via: https://in-tendhost.co.uk/portsmouthcc/aspx/home which will be used to administrate the procurement process.
two.1.5) Estimated total value
Value excluding VAT: £100,000,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 44112000 - Miscellaneous building structures
- 44115000 - Building fittings
- 45100000 - Site preparation work
- 45210000 - Building construction work
- 45260000 - Roof works and other special trade construction works
- 45300000 - Building installation work
- 45400000 - Building completion work
- 45500000 - Hire of construction and civil engineering machinery and equipment with operator
- 50700000 - Repair and maintenance services of building installations
- 71200000 - Architectural and related services
- 71300000 - Engineering services
- 71420000 - Landscape architectural services
- 71500000 - Construction-related services
- 71600000 - Technical testing, analysis and consultancy services
two.2.3) Place of performance
NUTS codes
- UKJ31 - Portsmouth
- UKJ32 - Southampton
- UKJ34 - Isle of Wight
- UKJ35 - South Hampshire
- UKJ36 - Central Hampshire
- UKJ37 - North Hampshire
Main site or place of performance
Framework Access
In addition to use on Council assets, the Framework may be used by the Council when undertaking projects on behalf of other public sector clients within South Hampshire and the Isle of Wight. The Framework may also be accessed directly by the following Contracting Authorities:
• Portsmouth City Council
• Havant Borough Council
• Fareham Borough Council
• Gosport Borough Council
• University of Portsmouth
• Solent NHS Trust (and its successors)
• Isle of Wight Council
two.2.4) Description of the procurement
Portsmouth City Council - the "Council" - is inviting tenders from contractors for inclusion on a new Primary Contractor Framework. Contractors must have the ability to be able to undertake a range of multi-disciplinary project work on a Principal Contractor basis.
The Framework will serve as the primary route to procure building maintenance and to a lesser degree construction projects for Building Services within the Council, with works generally being undertaken to the Councils portfolio of nearly 15,000 social housing properties and 900 corporate assets.
The target date for award of the framework agreement is 16th July 2021 with commencement following on 16th August 2021. The Framework will be established for a period of 4 years.
The framework agreement will be established via evaluation of tenders submitted for Phase 1 works on Dunsmore Close flats 26-44, which comprises of a repair and improvement scheme to Local Authority blocks of flats. Upon completion of Phase 1, the Council reserve the right to directly award a further two phases of works for additional blocks of flats for Dunsmore Close to the successful tenderer. The estimated value for the works are -
• Phase 1 - £350K
• Phase 2 - £450K
• Phase 3 - £800K
The project will be let on an individual basis to the tendering contractor who achieves the highest score following assessment of submitted bids under a JCT Intermediate Contract 2016. That contractor plus the next ranking contractors up to a maximum total number of 12 will be appointed onto the framework agreement and be split onto a primary and secondary tier of contractors.
Framework Scope
Typically works will involve planned maintenance activities to properties including but not limited to;
• External and communal decoration
• Window replacement
• Roofing replacement
• Fire Door replacement
• Electrical works
• Fencing
• External repair to brickwork and concrete structures
In additional to planned maintenance works other projects may involve but are not limited to;
• Conversion of properties
• Refurbishment of properties
• Extensions
• Disabled adaptations
• Construction projects
It is forecast that the majority of projects, around 80% based upon historical demand, will be to the Councils social housing portfolio where residents usually remain in occupation for the duration of works. Although only a forecast subject to variation, the remaining 20% of projects are likely to be in relation to maintenance / construction of properties within the Councils varied corporate property portfolio, this includes properties such as;
• Schools
• Libraries
• Leisure centres
• Social Care Facilities
• Depots
• Commercial Buildings
• Community Centres
• Cultural assets
• Shops
Framework Access
In addition to use on Council assets, the Framework may be used by the Council when undertaking projects on behalf of other public sector clients within South Hampshire and the Isle of Wight. The Framework may also be accessed directly by the following Contracting Authorities:
• Portsmouth City Council
• Havant Borough Council
• Fareham Borough Council
• Gosport Borough Council
• University of Portsmouth
• Solent NHS Trust (and its successors)
• Isle of Wight Council
Framework Value Estimates & Demand Pipelines
It is anticipated that over the 4 year period up to £60m of PCC projects may be procured through the Framework based upon the agreed maintenance budget for 2021/22 and predicted budgets for future years. Factoring in potential additional use by the PCC and use from other contracting authorities that will be able to access the framework agreement, either directly or via PCC, it is anticipated that the maximum spend on the Framework could be as much £100m, although no commitment can be made in this respect.
Typically the majority of projects will range from £100k - £250k however there will be frequent occurrences where project values are below £100k ranging up to above £1.5m. It is not proposed to set minimum or maximum project values as whilst the contract value ranges may differ the core work is of a similar nature.
Tiering and Performance Overview
The framework agreement will be comprised of a primary and secondary tier in order to provide contingency and ongoing competition. It is envisaged that the primary tier will be made up of a minimum of 6 contractors and the secondary tier will also be made up of a minimum of 6 contractors. Framework rankings and placement in tiers will be in accordance with tender evaluation scores achieved at establishment of the framework agreement.
The Council may increase the number of contractors on the primary tier over the course of the agreement and may also undertake re-tiering exercises whereby contractors from both tiers will be invited to submit bids which following evaluation will set new rankings and tier allocation. Unless under exceptional circumstances the Council does not envisage undertaking such an exercise more than once within a 12 month period.
Contractor rankings and tiering may also be affected by performance scores achieved for framework projects. Tier 1 contractors who routinely do not bid for projects and / or who routinely submit uncompetitive bids may be demoted to Tier 2.
Framework Award Procedures and Operation
The framework will allow for award of call off contracts via mini-competition and direct award against a range of options.
Mini-competitions will generally be run just using the primary tier but may be run across both tiers for re-tiering exercises, times of reduced capacity and for non-standard works which may include for specialist works, geographical considerations, alternate contracting strategies etc. at the discretion of the Council.
Sifting briefs may be included for within mini-competitions for non-standard works which will establish a specific shortlist for the call off contract or may create a framework sub-lot for the non-standard work type in questions which can be subsequently used for further call offs, whether via mini-competition or direct award.
Direct awards may be made on a ranked basis or repeat work / work expansion basis. Where direct awards are made on a ranked basis this may be on the basis of a single contract award to the highest ranked contractor or multiple contract awards on a sliding scale value / preference basis by contractor rank.
Repeat work direct awards may be made to a contractor who has recently undertaken works of a very similar nature, either for the Council or for any other UK contracting authority. Work expansion direct awards may be made where the contractor is already in contract with the Council and further works are identified which may be brought into the scope of the contract.
Whilst it is anticipated that most call off contracts will be subject to JCT Minor Works or JCT Intermediate terms the full suite of JCT and NEC4 contracts may be utilised. Whilst most works will be let on a fully designed construct only basis contracts may also be let via a range of other strategies including for not limited to 2 stage open book design & build partner contracting, single stage design & build, single stage build only with contractor design portions, etc.
Dunsmore Close - Phase 1
Within Dunsmore Close there are 3 no. blocks of flats, with Phase 1 of the works starting on block 26-44. The tenders received for Dunsmore Close - Phase 1 works will be evaluated and subsequently decided the framework tiering decisions for future call off contracts.
The block comprises of 10no.flats and maisonettes that are let for social housing. The project scope is fully defined within the specification and associated documents contained within the tender pack The works consist of general repairs and maintenance works to the external and communal areas of the building fabric, key activities include;
• Replacement roof
• Concrete repairs
• External decoration
• Installation of emergency lighting
• Replacement fire doors
• Fire upgrading works
The target date for onsite commencement of works is 16th August 2021 with completion targeted for 17th December 2021. The value of Phase 1 of the works is estimated at approx. £350k.
The remaining two blocks (2-24 and 46-102) are in similar condition and require similar works to block 26-44. An initial evaluation of these blocks has been undertaken and it is anticipated that project costs for block 2-24, Phase 2, would be in the region of £800k and for block 46-102, Phase 3, costs would be in the region of £450k.
In accordance with the proposed direct award function that will be incorporated into the new Framework, the Council may look to directly award the additional phases of works to the Phase 1 contractor, subsequent to satisfactory contractor performance for the works to block 26-44 and a negotiated contract price based upon the tendered rates for block 26-44.
The Council will establish the framework agreement in accordance with the Open Procedure as defined within the Public Contracts Regulations (2015) following the timetable set out below:
• FTS Notice & Tender Issue - 15-04-2021
• Bidder Session - 27-04-2021 at 13:00
• Deadline for framework operation clarifications - 30/04/2021
• Clarification Deadline - 11-05-2021 23.:59
• Tender Return Deadline - 21-05-2021 14:00
• Notification of Evaluation Results and Standstill / S20 Commencement - 14-06-2021
• End of Standstill Period - 25-06-2021 @ 23:59
• End of S20 Notice Period - 08-07-2021
• Dunsmore Contract & Framework Award - 09-07-2021
Application is via submission of completed tender via the Council's e-sourcing system accessible via: https://in-tendhost.co.uk/portsmouthcc/aspx/home which will be used to administrate the procurement process.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £100,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
Individual call off contracts may be extended in line with the relevant call off terms used and the direct award provisions set out within the framework agreement.
two.2.14) Additional information
Included in the tender pack is the Primary Contractor - Framework Overview Document that provides a detailed review of the framework tiering, general operation and performance measures. The following areas are covered in further detail -
• Historical Usage
• Future Use
• Framework Operation
o Tiering
o Re-tiering of Framework
o Suspension, Barring, Insolvency
o Yearly Review
o Competitive Re-Tiering
o Requirement to bid
o Excessively High Bids
• Awarding Work
• Call-Off Process - Standard Works
• Call Off Process - Non-Standard Works
• Call-Off Process - Direct Award
• Framework Management
• Procurement Compliance
o Accounts
o Insurance
o Quality Assurance Accreditations
o Health and Safety Accreditations
o Social Value
• Contractor Performance
o KPI Scoring
o Use of KPI's - performance monitoring
o Demotion to tier 2
o Expulsion from Framework
o Use of KPI's - tender weighting
• Rebate
Tenderers must refer to the Primary Contractor - Framework Overview Document for full details on each of the sections outlined above. Below is a summary of the key performance and social value criteria
Tiering System
A framework tiering system will be established with a Primary tier made up of the highest scoring 6 contractors and a Secondary tier of the next highest 6 contractors on a ranked basis.
However, the Council reserve the right to increase the number of contractors on either the primary or secondary tier dependent on the disparity in tender submissions following evaluation of all bids received.
Call Off Options
The majority of call off contracts will be let via traditional single stage tender mini-competition. However, alternative procurement strategies may also be utilised. Contracts may be let via direct award in certain circumstances -
• On a ranked basis
• Repeat work basis
o On a repeat work basis based on previous award decisions and contractors performance
o On a repeat work basis where a contractor has demonstrated significant relevant delivery experience from their portfolio of works in relation to the project scope
• Incorporating additional works into an existing contract
There will be no upper or lower value constraints in respect of project contracts let via the framework.
Project Call Off Key Performance Indicators
Key Performance Indicators (KPIs) will be used to assess the Contractor's on-going performance over the lifetime of the framework.
Each project will receive 1 overall KPI score. A holistic approach will be taken when determining a score with general themes of assessment will include but not limited to:
• Time
• Cost
• Quality
• Health and Safety
• Customer Perception
• Innovation
• Contractual Compliance
Each project will be scored from 0-5 with the score representative of the following performance:
0 - Unacceptable Performance - grounds for immediate suspension / removal from the framework.
1 - Poor - significant issues have arisen. Potential temporary suspension.
2 - Fair - works completed a satisfactory level however a significant number of smaller issues arose or one significant issue occurred.
3 - Satisfactory - met the contractual obligation
4 - Good - met and on occasion exceeded contractual expectations.
5 - Excellent - performed above general contracted requirement by bringing added value and exceeded expectations in multiply areas.
KPI information for all projects will be fed back to the Councils framework manager who will monitor performance across the agreement.
Framework Level Performance Monitoring
Contractors KPI scores will be monitored throughout the duration of the Framework.
It is expected that contractors will score 3 or above to demonstrate their competence. Where a contractor consistently scores less than 3 then the Framework Manager may investigate the issues further.
If performance do not improve over a sustained period this may result in demotion to a lower tier or suspension from the Framework.
Where a contractor is awarded a KPI score of 0 or 1 the Framework manager will consider taking formal action, including:
• Written warning
• Improvement notice
• Dropped to a lower tier
• Suspension from the framework
• Termination from the framework
Use of KPI's - Tender Weighting
In order to reward good performance from contactors, when tendering for projects the average of contractors KPI scores over their previous 3 projects will form 10% of the future tender evaluation.
Where a contractor has not completed any projects their baseline KPI score for the tender evaluation with 3.
Where a contractor has not completed 3 projects to give a full average, an average of their last 2 or 1 projects will be used.
Social Value
In the initial setup of the Framework 10% of contractors overall tender score will be based upon their response to providing social value to PCC and the wider Portsmouth community.
In order to ensure that contractors adhere to their proposals then social value demonstrated by each contractor will be reviewed on a yearly basis. Contractors will be required to submit a report/evidence against their initial social value responses.
Initial tender scores can subsequently be increased or decreased, which will consequently contractor's position in the tierings could go up or down.
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
three.2) Conditions related to the contract
three.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement
Framework agreement with several operators
Envisaged maximum number of participants to the framework agreement: 12
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Originally published as:
Date
21 May 2021
Local time
10:00am
Changed to:
Date
1 June 2021
Local time
10:00am
See the change notice.
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
21 May 2021
Local time
10:01am
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: Spring 2025
six.4) Procedures for review
six.4.1) Review body
The High Court of Justice
The Strand
London
WC2A 2LL
Country
United Kingdom