Section one: Contracting authority
one.1) Name and addresses
Portsmouth City Council
Civic Offices,Guildhall Square
PORTSMOUTH
PO12AL
Contact
Procurement Service
procurement@portsmouthcc.gov.uk
Telephone
+44 2392688235
Country
United Kingdom
NUTS 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.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' invited 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.
Three consultants have been 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 has been established via, and concurrently with, the award of two significant council call off contracts, being
1) 18m+ Project Contract for 36 weeks and
2) Individual Surveys Contract for 2 years + optional ext. up to 5 years,
details of which are summarised within Section II.2.4. below.
Tenderers submitted bids for both contracts and the council awarded both contracts to the overall highest scoring tenderer, F R Consultants Ltd, who was also appointed as the number 1 ranked consultant on the framework agreement.
Bailey Partnership LLP and Vemco Consulting Ltd were awarded 2nd and 3rd place on the framework respectively.
The framework agreement will run for a duration of 4 years from 10th August 2023 to 10th August 2027.
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 were 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 established the framework in accordance with the Open Procedure in accordance with Public Contracts Regulations 2015.
two.1.6) Information about lots
This contract is divided into lots: No
two.1.7) Total value of the procurement (excluding VAT)
Value excluding VAT: £8,300,000
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
At the same time as framework establishment the following two call off contracts were let and awarded to F R Consultants LLP from Portsmouth City Council:
1) 18M+ PROJECT CONTRACT
• Form of Contract: NEC 4 Professional Services Contract Option A
• Duration: August 2023 to April 2024
• Value: £2,166,557
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.
• Total Value: £1,828,046
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
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 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
two.2.11) Information about options
Options: Yes
Description of options
The contract for Individual surveys may be extended by another 3 years up to a maximum of 5 years in increments to be agreed.
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
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.2.1) Previous publication concerning this procedure
Notice number: 2023/S 000-012406
Section five. Award of contract
Contract No
1
Title
Framework (1st ranked), 18m+ contract and Individual Surveys Contract
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
2 August 2023
five.2.2) Information about tenders
Number of tenders received: 5
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
FR Consultants Ltd
Romsey
SO51 9AQ
Country
United Kingdom
NUTS code
- UK - United Kingdom
Companies House
11354060
The contractor is an SME
No
five.2.4) Information on value of contract/lot (excluding VAT)
Initial estimated total value of the contract/lot: £8,300,000
Total value of the contract/lot: £8,300,000
Section five. Award of contract
Contract No
2
Title
Framework (2nd Ranked)
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
2 August 2023
five.2.2) Information about tenders
Number of tenders received: 5
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Bailey Partnership (Consulting) LLP
Chichester
PO19 1LJ
Country
United Kingdom
NUTS code
- UK - United Kingdom
Companies House
OC420278
The contractor is an SME
No
five.2.4) Information on value of contract/lot (excluding VAT)
Initial estimated total value of the contract/lot: £8,300,000
Total value of the contract/lot: £8,300,000
Section five. Award of contract
Contract No
3
Title
Framework (3rd Ranked)
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
2 August 2023
five.2.2) Information about tenders
Number of tenders received: 5
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Vemco Consulting Ltd
Cambridge
CB4 0WX
Country
United Kingdom
NUTS code
- UK - United Kingdom
Companies House
08276458
The contractor is an SME
No
five.2.4) Information on value of contract/lot (excluding VAT)
Initial estimated total value of the contract/lot: £8,300,000
Total value of the contract/lot: £8,300,000
Section six. Complementary information
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