Section one: Contracting authority
one.1) Name and addresses
Portsmouth City Council
Civic Offices, Guildhall Square
PORTSMOUTH
PO1 2AL
Contact
Procurement Service
procurement@portsmouthcc.gov.uk
Telephone
+44 2392688235
Country
United Kingdom
Region code
UKJ31 - Portsmouth
Justification for not providing organisation identifier
Not on any register
Internet address(es)
Main address
https://www.portsmouth.gov.uk/ext/business/business.aspx
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
Building Safety Consultancy - Framework Agreement
two.1.2) Main CPV code
- 71000000 - Architectural, construction, engineering and inspection services
two.1.3) Type of contract
Services
two.1.4) Short description
Portsmouth City Council - the 'council' - is inviting tenders from suitably qualified and experienced consultants for inclusion on a new multi-supplier fire & building safety services framework agreement.
The framework agreement will be used to source relevant services
required to fulfil the council's landlord duties in respect of its portfolio of 15,000 social housing properties and 900 corporate assets. The scope of relevant framework services is summarised within Section II.2.4. below.
The framework agreement may also be accessed by Gosport Borough Council and Southampton City Council, however the council can provide no guarantees in respect of usage by these additional named Contracting Authorities.
Between 3-4 consultants will be appointed a place on the framework agreement on a ranked basis. Summary information on how the framework agreement will operate is set out within Section II.2.4. below.
The framework agreement will established via, and concurrently with, the award of two significant council call off contracts, being 1) 18m+ Project Contract and 2) Individual Surveys Contract, details of which are summarised within Section II.2.4. below.
Tenderers must submit bids for both contracts and it is intended that the council will award both contracts to the overall highest scoring tenderer who will also be appointed as the number 1 ranked consultant on the framework agreement. In order to ensure consistency the council is not pursuing a Lotted multiple award strategy for the call off contracts in this instance.
The target date for award of the framework agreement and call off contracts referred to above is 13th July 2023 with commencement immediately following execution of the framework agreements and call off contracts. The framework agreement will then run for a duration of 4 years.
Total spend let via the framework agreement over the 4-year term is estimated at between £2.2M - £8.3M based upon the breakdown set out below:
• Portsmouth City Council - Call Off Contract 1 '18m+ Project' = £1.2M - £2M
• Portsmouth City Council - Call Off Contract 2 'Individual Surveys' = £1M - £1.5M (over max 5 year term)
• *Portsmouth City Council - Call Off Contract 3 '11-18m Blocks' = £2.5M - £3M
• **Gosport Borough Council = £400,000 - £600,000
• **SCC Demand = £800,000 - £1.2M
*This call off contract will only be let in the event that the Building Safety Regulator reduces the height of "higher risk" buildings to 11m during the term of the framework agreement.
**These estimates are based upon values which have been provided by each of the named Contracting Authorities. The council provides no guarantee in respect of the accuracy of these estimates or any guarantee that the Contracting Authorities will call off from the framework agreement.
The value of individual surveys commissioned via council Call Off Contract 2) is expected to vary form between £500 to £15,000 per building. However, the council may also commission packages of surveys which may be of a higher value. These ranges are purely indicative and no minimum or maximum values for surveys or packages of surveys will apply.
The Council will establish the framework in accordance with the Open Procedure in accordance with Public Contracts Regulations 2015 following the timetable set out below:
• FTS Notice & Tender Issue - 28th April 2023
• Clarification Deadline - 19th May 2023 @ 23:59
• Tender Return Deadline - 30th May 2023 @ 12:00 (Noon)
• Notification of award and Standstill / S20 Commencement - 12th June 2023
• End of Standstill Period - 22nd June 2023
• End of Section 20 Notice Period - 12th July 2023
• Award of Framework Agreement & Call Off Contracts 1) & 2) - 13th July 2023
Application is via submission of completed tender via 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: £8,300,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 71250000 - Architectural, engineering and surveying services
- 71300000 - Engineering services
- 71620000 - Analysis services
- 71631000 - Technical inspection services
two.2.3) Place of performance
NUTS codes
- UKJ31 - Portsmouth
- UKJ32 - Southampton
- UKJ35 - South Hampshire
Main site or place of performance
The council's property portfolio also encompass properties which are located within the boundaries of Havant Borough Council.
The framework agreement may also be accessed by Gosport Borough Council and Southampton City Council, however the council can provide no guarantees in respect of usage by these additional named Contracting Authorities.
two.2.4) Description of the procurement
COUNCIL CALL OFF CONTRACTS - SUMMARY INFORMATION
1) 18M+ PROJECT CONTRACT
• Form of Contract: NEC 4 Professional Services Contract Option A
• Duration: July 2023 to March 2024 subject to consultant programme
• Estimated Value: £1.2M - £2M
2) INDIVIDUAL SURVEYS CONTRACT
• Form of Contract: NEC 4 Professional Services Contract Option E utilising Option X19 Task Order draw down mechanism
• Duration: 2 years from award with the potential for extension up to a maximum of 5 years in increments to be agreed.
• Estimated Value: £200,000 - £300,000 per annum
FRAMEWORK - SCOPE OF SERVICES
Typically, services will be related to fire engineering consultancy and will include, but not be limited to the following:
• Gap Analysis
• Fire Door Surveys (Residential and Communal)
• Compartmentation Survey Type 4
• FRAEW to PAS9980
• EWS1 Form
• Structural Assessment / Inspection
• Building Condition Survey
• Fire Alarm and Systems Check Review
• Fire and Rescue Service Equipment Review
• Fire Strategies
• Fire Risk Assessments
• Building Safety Cases
• Resident Engagement Strategies
• Prioritisation of works and blocks
• Existing building plans
• H&S compliance items
FRAMEWORK OPERATION - RE-RANKING
Ranking will remain fixed for the duration of the Framework but may be altered over the course of the framework as a result of:
• Suspension, barring, insolvency
• Re-ranking mini competition process
• KPI performance
• Procurement compliance
Generally, the re-ranking mini-competition process will not be undertaken at intervals of no more than 12 months except in exceptional circumstances.
FRAMEWORK OPERATION - CALL OFF PROCESSES
Once established, the framework will allow for call off of contracts via either Direct Award or Mini-Competition as set out below.
FRAMEWORK OPERATION - DIRECT AWARD CALL OFF PROCESS
Call off contracts may be let via direct award in the following circumstances:
• On a Ranked Basis - call-off contracts will be awarded to the highest ranked consultant where the services required may be commissioned without any substantive alterations to terms and pricing established at point of framework award. Where the highest ranked Consultant is unable to undertake the services due to performance and / or capacity issues, the second ranked Consultant may be approached, and so on.
• On a Repeat Work Basis - where requirements are of a sufficiently similar nature to those being provided by a Consultant under a pre-existing contract let via the framework agreement and may be commissioned without any substantive alteration to terms and pricing established at point of framework or call off award.
Requirements may be considered sufficiently similar in nature where ALL of the factors below apply:
o The value of the call off contract is within approximately 50% above or below in value of a previous similar call off contract
o The scope of activities are materially similar in nature
o Similar building types / infrastructure
o The form of call of contract used includes for no changes to economic balance between the Client and the Consultant as the previous similar call off contract
FRAMEWORK OPERATION - MINI-COMPETITION CALL OFF PROCESS
As the council ideally wishes to work with one partner consultant over term of the framework, mini-competitions will generally only be run in the following circumstances:
• Where not all the terms governing the provision of the services concerned are laid down in the framework agreement and associated template call-off contracts
• Where there is a need to formulate more precisely or significantly depart from the terms of the relevant template call-off contract
• Where there is a need to alter the pricing established at the point of framework award
• As an alternative to direct award on a ranked basis following suspension or termination from the framework agreement of the previous number 1 ranked supplier or supplier who had undertaken similar services in the case of repeat work options
FRAMEWORK OPERATION - CALL OFF CONTRACT TERMS
Call off contracts established via the framework agreement will be let using the NEC 4 Professional Services Contract or NEC 4 Professional Services Short Contract.
FRAMEWORK OPERATION - PRICING & TIMESCALES
The following cost and timescale elements submitted at tender by the successful consultants will be held at framework level. These cost elements must be honoured throughout the term of the framework agreement on a meet or beat basis in respect of future call offs.
• *Hourly rates
• NEC 4 Fee Percentages (For NEC4 PSC Option A, NEC4 PSC option E and NEC4 PSSC)
• *Rates held in price list for individual surveys which will be used to price the task orders (NEC4 PSC Option E + X19)
• Lead in time for surveys and turnaround times for individual surveys
*These cost elements may be subject to yearly increase subject to request and approval by the council as set out within the procurement documents.
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: £8,300,000
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: No
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
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: 4
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
Date
30 May 2023
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
30 May 2023
Local time
12:05pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: April 2027 subject to the council having ongoing requirements for the services covered under this framework agreement.
six.4) Procedures for review
six.4.1) Review body
The High Court of Justice
The Strand
London
WCA 2LL
Telephone
+44 2079476000
Country
United Kingdom