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
Asbestos Testing and Consultancy - Multi-Supplier Framework
two.1.2) Main CPV code
- 71600000 - Technical testing, analysis and consultancy 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 suppliers for inclusion on a multi-supplier framework agreement for the provision of asbestos surveying and consultancy services.
The framework will be used to source asbestos testing and consultancy services for the council's portfolio of 15,000 social housing properties and 900 corporate assets. The framework will also be accessible to Gosport Borough Council, Rushmoor Borough Council and Southampton City Council, however the council can provide no guarantees in respect of usage by these additional named Contracting Authorities.
The council is targeting to have awarded the framework agreement by 13th November 2023 with commencement from 8th January 2024. Once established the framework agreement will run for a term of 4 years.
Spend per annum via the framework agreement is estimated to be in the region of £450 - £500K. Call off contracts may be let which have terms which go beyond the framework term as long as they are awarded within the 4 year term of the framework.
The highest scoring 5 suppliers will be appointed onto the framework agreement on a ranked basis.
Concurrently with establishing the framework, a term service contract for standard services incorporating a schedule of rates will be awarded to the highest scoring supplier on the framework. The term service agreement will be used for services to sites which are of a consistent value, quantity and complexity and fall within agreed Schedule of Rates (See section II,2,4 for further details). The term service contract will run for 4 years with an option to extend in increments to be agreed for a further 2 years.
Services procured through the term service contract is estimated at approximately £350,000 per annum. Individual orders are likely to be frequent with value varying between £250 - £5,000, however generally they will be in the lower value range. The contract will be let using the council's bespoke term service contract.
Contractors allocated onto the framework will provide contingency for the term service contact on a ranked basis in case of any capacity or significant performance issues.
In addition to the Term Service contract all contractors allocated onto the framework will be invited to participate in mini competitions for non-standard services. Non standard services will be characterised by being of a higher value in comparison to one off dwelling surveys, volume, complexity or do not fall within the agreed schedule of rates (See section II,2,4 for further details).
Estimated value for non-standard services is approximately £150,000 per annum, approximately £100,000 of this demand is estimated to be from the council and £50,000 of demand from other named contracting authorities, The number of call offs are likely to be low across the framework term, with value expected to vary with no upper or lower limit, however generally will be between £5,000 - £50,000. Contracts will be let using the council's bespoke service contract.
The Council will establish the framework agreement in accordance with the Open Procedure as set out within Public Contracts Regulations (2015) to the following programme:
• Issue FTS Notice & Tender Pack - 12.09.23
• Request for clarification deadline - 06.10.23 23:59
• Tender return deadline - 13.10.23 12:00
• Notification of award decision - 03.11.23
• Standstill period - 03.11.23 - 13.11.23
• Section 20 period - 14.11.23 - 14.12.23
• Commencement - 08.01.24
Application is via submission of completed tender responses by 13.10.23 via the Council's e-sourcing solution InTend which will be used to administrate all aspects of the procurement process. The system is free to use and can be accessed via the following internet address:
https://in-tendhost.co.uk/portsmouthcc/aspx/Home
two.1.5) Estimated total value
Value excluding VAT: £2,700,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 71630000 - Technical inspection and testing services
- 71700000 - Monitoring and control services
- 79311000 - Survey services
two.2.3) Place of performance
NUTS codes
- UKJ31 - Portsmouth
- UKJ32 - Southampton
- UKJ35 - South Hampshire
- UKJ37 - North Hampshire
Main site or place of performance
The majority of services will be performed within Portsmouth. Portsmouth council's property portfolio also encompass properties which are located within the boundaries of Havant Borough Council.
Gosport Borough Council, Rushmoor Borough Council and Southampton City Council are also able to access the framework, however the council can provide no guarantees in respect of usage by these additional named Contracting Authorities.
two.2.4) Description of the procurement
SCOPE OF SERVICES
Contractors will be expected to undertake asbestos surveys, analyse samples and produce reports for a range of domestic and commercial premises. Services procured will include, but are not limited to:
- Management Surveys
- Refurbishment and Demolition Surveys
- Single Samples and Emergency Callouts
- Air Testing
- Stage 4 Clearance
- Asbestos Management Advice and Health and Safety Guidance
Portsmouth City Council requires asbestos surveys to be carried out for its portfolio of domestic and non-domestic properties. These will typically include but are not limited to:
- Tenanted social housing properties.
- Void social housing properties.
- Communal areas of blocks of flats (low, medium and high rise).
- Education buildings.
- Community buildings.
- Council offices and depots.
- Commercial buildings
The framework will be used to procure standard and non-standard works. The definitions of these works and award mechanisms are outlined below.
STANDARD SERVICES (Term Service Contract)
Standard services are defined as asbestos testing and consultancy services covered within the scope of the specification which are standard in value, quantity and complexity. These services will generally fall within the Schedule of Rates provided. The term service agreement will generally be used for procurement of standard services.
Examples of procurement of standard service include but are not limited to:
- Surveys required to individual properties as a result of reactive repair works.
- Surveys required to individual properties as a result of void works.
- Surveys required as a result of small scale planned maintenance works.
- Management surveys of small to medium sized commercial assets.
- Management surveys of communal areas to low-rise blocks of flats
- Any emergency call-out works requiring asbestos surveying services including
sampling and air testing.
NON-STANDARD SERVICES (Mini Competition/Task specific contract)
Non-Standard services are defined as asbestos testing and consultancy services covered within the scope of this specification which are significantly high in value, volume or complexity. These services generally do not fall within the Schedule of Rates provided. Mini competitions will generally be used for procurement of non-standard services.
Examples of procurement of standard service include but are not limited to:
- Surveys required as a result of large scale planned maintenance works.
- Management surveys of medium to large commercial assets such as office blocks.
- Management surveys of communal areas to high-rise blocks of flats.
- Surveys of properties with known complex asbestos issues.
- Long term air testing requirements as a result of asbestos issues
The council anticipate an average turnaround period of 2 weeks for surveys from the point of instruction to delivery of the report. Consultants will be provided with access to Portsmouth City Council's Asbestos database and expected to upload the data collected during surveys.
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.
DIRECT AWARD CALL OFF PROCESS - (CONTINGENCY FOR TERM SERVICE CONTRACT ONLY)
The purpose of the direct award mechanism is to allow a second term service contract to be awarded in the event of performance or capacity issues with the existing term service provider.
Direct award will be available to the next highest-ranking contractor on the framework, after the existing term service provider.
As per the term service contract, a schedule of agreed rates will be provided at framework level for different architypes of properties and level of surveys. The consultant will be held to these rates when direct awarded a term service contract.
MINI-COMPETITION CALL OFF PROCESS
For non standard services all contractors on the framework will be invited to each mini competition and will be given the allowance to opt in or out of submitting a bid.
Low risk contracts let via mini competition will generally be awarded on a 100% cost basis whilst more complex surveys will have a quality element.
In submitting mini competition bids contractors must meet or beat the OH/P % tendered at establishment of the framework agreement.
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: £2,700,000
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: 5
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
13 October 2023
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 4 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
13 October 2023
Local time
1:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: Estimated timing for further notices to be published: May 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