highways professional services framework: work package...

IESE Highways Professional Services Framework for LTP Delivery Support 2010-2013 Work Package Instructions for Tendering, Revision 3 May 2010

Highways Professional Services Framework: Work Package Instructions for Tendering

Work Package Reference Number: BFC_2012/13_001 Title attributed to Work Package: Residential Personalised Travel Planning (PTP) Contracting Authority: Bracknell Forest Council Date of Issue: 16 November 2012 Contents 1. KEY INFORMATION......................................................................................................2 2. INSTRUCTIONS FOR TENDERING .................................................................................2 3. TENDER ASSESSMENT...................................................................................................8

3.1 Price Assessment.....................................................................................................9 3.2 Quality Assessment.................................................................................................9 3.2.1 Quality Statement Weightings ........................................................................11 3.2.2 Quality Statement Constraints ........................................................................11 3.2.3 Quality Statement Requirements ...................................................................12


1. KEY INFORMATION

Tender return date/time: 07/12/12 / 12:00

Tender return address: [email protected]

Client contact for tender queries: Phillip Burke

Contact telephone/ email: 01344 351266/ [email protected]

NEC PSC Main Option (A/C/E/G): A Price/ Quality Ratio: 20/80 Tender period meeting available (yes/no): No Meeting Date: N/A Post Tender interview (yes/no): No Interview Date: N/A Tender issue and return mechanism (e-tendering/ post): e-tendering If postal tender mechanism, electronic version of tender return documents required (yes/ no): N/A 2. INSTRUCTIONS FOR TENDERING

Tenders must be submitted in accordance with the following instructions. Tenders not complying with these instructions in any particular way may be considered as qualified and may be rejected by the Contracting Authority whose decision in the matter shall be final.

2.1 The tender document must be treated as private and confidential. Tenderers should not disclose the fact that they have been invited to tender or release details of the tender document other than on an "In Confidence" basis to those who have a legitimate need to know or whom they need to consult for the purpose of preparing the tender. Tenderers shall not at any time release information concerning the invitation to tender and/or the tender documents for publication in the press or on radio, television, screen or any other medium.


2.2 Freedom of Information Act 2000

The Contracting Authority (the Authority) is subject to the provisions of the Freedom of Information Act 2000 (“FOIA”). The Act, as from 1st January 2005, provides that anyone can ask the Authority for any information held by it, or on its behalf and, unless an exemption applies, the information must be supplied. This means that all the information which a company has provided and may provide in future to the Authority will be subject to the FOIA. In the absence of special circumstances, the invitation to tender, contract conditions, specification and any other part of the tender documentation, may be regarded as not subject to any exemptions, and therefore capable of being disclosed under the FOIA. In respect of any completed tender, where the Authority is required to consider whether any information contained therein should be disclosed further to the FOIA, it will be necessary to consider whether any exemption applies. Where the tenderer considers that any of the information contained in its tender is subject to any exemption, this shall be stated in the submitted tender. The attention of tenderers is drawn to S43 FOIA which provides that information is exempt information if it constitutes a trade secret, or if its disclosure would, or would be likely to, prejudice the commercial interests of any person (including the Authority). Tenderers are further advised that, if this exemption applies, it will then be necessary for the Authority to determine whether the public interest in maintaining the exemption outweighs the public interest in disclosing the information. The Authority will reserve the following information under S43 F01A:

Reserved Information When available for

disclosure

Relevant Section of Act

Reason

Tender responses (excl sensitive tender information)

After award of contract

Section 43(2) and/or section 36

Commercial confidentiality and prejudice to the effective conduct of public affairs.

Sensitive tender information received from bidder (e.g. price

When no longer

Section 43(2) and/or

Sensitive information should not be released.


information) sensitive section 36 (EIR

regulation 12(5))

Commercial confidentiality and prejudice to the effective conduct of public affairs.

Information obtained from suppliers and not generally available (future product information, research plans, financial details)

When no longer sensitive

Section 41 (EIR

regulation 12(5))

The information will generally have been specifically requested by the authority and supplied with a reasonable expectation it will not be made public. Otherwise, companies may refuse to divulge the information, to the probable detriment of the public interest.

Price breakdown/information When no longer sensitive

Section 43(2) (EIR

regulation 12(5))

CV’s and reference site information

Until exemption does not apply

Section 40 and/or 41 (EIR

regulation 12(5) and/or regulation 13)

Personal information or information supplied to the bidder in confidence

Information relating to contract negotiation

When no longer sensitive

Section 43(2) and/or section 36

2.3 Any queries arising from the tender documents which may have a bearing on the offer to be

made should be raised with the Contracting Authority as soon as possible (preferably in writing). No queries shall be made less than 3 days prior to the receipt date of the tenders.

2.3.1 Prior to the date for return of tenders, the Employer may clarify, amend or add to the documentation. A copy of each such instruction will be issued by the Employer to every Tenderer and shall form part of the tender documentation. No amendment shall be made to the tender documentation unless it is the subject of such an instruction. You should promptly acknowledge receipt of such instructions.


2.3.2 Clarifications of the invitation to tender documents must be made in writing by either email or letter to the following:

Phillip Burke Bracknell Forest Council

Time Square Market Street Bracknell RG12 1JD [email protected]

2.3.3 As soon as practical after receipt of any request for clarification, the Employer will respond in writing to all Tenderers except where the clarification has been identified by the Tenderer, and subsequently agreed by the Employer, as being commercially sensitive.

2.4 The tender(s) should be made on the Work Package Form of Tender. It should be signed by

the Tenderer and submitted with a printed copy of the completed Tender return, to the address and by the date and time stated in ‘Key Information’ at the beginning of this document. For Work Package tenders performed using the Contracting Authorities electronic tendering system, a scanned version of the signed form of tender should be included instead of a printed copy. Number of Hard Copies [ 3], and/or electronic copies (CD/ DVD [ 1 ]. Note: Copies on electronic memory stick will not be acceptable. Tenderers should note that tenders and supporting documents must be written in English and that any subsequent contract, which may or may not be entered into, its formation, interpretation and performance, shall be subject to and in accordance with the Law of England. NO UNAUTHORISED alteration or addition should be made to the Form of Tender, Supplementary Item Schedule or Work Package Brief. Tenders MUST NOT be qualified in any other way, but must be submitted strictly in accordance with the tender document and these instructions. Tenders MUST NOT be accompanied by any covering letter or any statements that could be construed as rendering the tender equivocal and/or placing it on a different footing from other tenders. Where the Supplementary Schedule is required (PSC Main Options C, E and G only), unit rates and prices must be quoted in pounds and whole pence.


2.5 It is the practice to publish the overall marking position of the tenders and the name of the successful tender.

2.6 TENDERERS SHOULD PARTICULARLY NOTE that the principles governing public procurement require that, as far as is reasonably possible, payments for Goods Works or Services are made AFTER provision. Therefore any indication of a pricing strategy within a tender which provides for substantial payments at the outset of the Framework Agreement will be examined carefully to decide whether or not a tender in such form can be accepted. If in the opinion of the Contracting Authority such substantial early payments appear excessive in relation to the requirements of the Framework Agreement the Contracting Authority reserves the right to require that tenderer to spread such proportion of the costs as are considered excessive over the duration of the Framework Agreement. The Contracting Authority reserves the right to reject the lowest or any tender where in the opinion of the Contracting Authority early payments appear excessive.

2.7 The Contracting Authority does not bind itself to accept the lowest or any tender. The Contracting Authority will not be liable for the preparation and bidding costs involved in any tender, whether accepted or not.

2.8 Work Packages shall be awarded on the basis of the most economically advantageous tender, using the Price/quality ratio stated in ‘Key Information’ at the beginning of this document and the Performance Factor relevant to the Tenderer’s current Performance Zone (Red, Amber or Green).

2.9 It is the Contracting Authority’s policy to make every effort to reach a decision on the award of any Work Package within 90 days of the closing date for submission of tenders. If the 90 day period appears likely to be exceeded, the Contracting Authority will initially seek to negotiate an extension of that period with tenderers. However, if exceptionally this is not possible or delay appears likely to be excessive, the Contracting Authority will re-tender the Work Package. Tenders MUST therefore remain open for acceptance for a minimum of 90 days from the tender return date.

2.10 Tenders should be sent using the Contracting Authority’s electronic tendering system (if applicable and required), by Registered Post, Recorded Delivery, Red Star Service, Courier, Parcel Force Datapost, or delivered by hand, wrapped and packaged incorporating the enclosed envelope in the outside layer. Whichever method is used, the package, any supporting delivery forms and any franking thereon, must not bear any marks, sign or reference which might indicate who the tenderer is. When using Parcel Force Datapost tenderers should ensure that The Post Office allows the requirements for insertion of a sender's name to be waived. When using Couriers or any form of delivery requiring a signed receipt, the Tenderer should note that The Contracting authority or any member of staff will not sign


receipts that identify the source of the Tender in any way. A receipt may be issued by The Contracting Authority or a member of staff confirming delivery of a tender using the Contracting Authority’s headed paper. If the tender is NOT being submitted electronically, the return envelope must be clearly marked as follows:- “TENDER FOR IESE HIGHWAYS PROFESSIONAL SERVICES FRAMEWORK WORK PACKAGE REF: <Work Package Ref as stated at the beginning of these Instructions for Tendering>” using the address stated in ‘Key Information’ above.

2.11 The following completed are required as part of a Work Package tender: (i) Quality Statement (if applicable) (ii) Form of Tender (iii) Contract Data Part Two (iv) Prompt Payment Certificate (Section 12 of the Tender document) (v) Anti-collusion Certificate (Section 12 of the Tender document) Items (ii) to (v) must be signed by the tenderer and may be combined into a single volume, but must be submitted as a separate document to item (i). Failure to provide any of the above items (except item (i) when there is no ‘quality’ element to the Work Package tender) or any unauthorised amendments thereto will render a tender qualified. The Prompt Payment Certificate is to provide the Contracting Authority with assurances from the tenderer(s) that in the event of any contract award they will make every effort to ensure that their subconsultants and suppliers are paid promptly and within the terms of any sub-contract. Failure to comply with these requirements will be taken into account as provided for by the EC Works Directive when compiling future tender lists. In this respect tenderers should particularly note that the Contracting Authority reserves the right to and will make periodic checks to ensure that the provisions of the Prompt Payment Certificate are being observed.

2.12 The Contracting Authority accepts no liability whatsoever for any loss or damages suffered by any tenderer who submits a successful bid pursuant to this invitation should it subsequently be held that the Tenderer’s view of the Regulations or Directive was incorrect.

2.13 All submitted tenders will be assessed in accordance with the procedure shown in “Tender Assessment” below.


2.14 The Employer shall be under no obligation to award a contract for all or any part of the requirement set out in the Invitation to Tender, to any tenderer or at all.

2.15 You may be required to answer any Employer queries on your proposal and to attend formal meetings with the Employer during the tender evaluation period. Additionally the Employer may wish to visit Tenderers’ premises to view the facilities and systems that may be used to deliver the Work Package and may invite Tenderers for interview as part of the process.

2.16 Alternative Offers Alternative offers will only be considered if they constitute a fully priced alternative and are submitted in addition to a tender complying with the requirements specified in the Invitation to Tender documents. Alternative offers must contain sufficient supplementary information, drawings and data to permit a complete evaluation to be made.

2.17 Canvassing

Any contractor who directly or indirectly canvasses any member or official of the Employer concerning the award of the contract for the provision of the Goods/Services, or who directly or indirectly obtains or attempts to obtain information from any such member or official concerning any other tender for the Goods/Service will be disqualified. If discovery occurs after the award of the contract, the Employer shall then be entitled to summarily terminate the contract.

2.18 Whistle blowing policy

Your attention is drawn to the Employer’s whistle blowing policy which can be found on the Procurement website at: www.bracknell-forest.gov.uk/procurement

3. TENDER ASSESSMENT

The Price/ Quality ratio for the assessment of tenders for this Work Package is shown in the Section ‘Key Information’ at the beginning of these Instructions for Tendering Work Packages shall be awarded to the tenderer with the highest Performance Factored Total Weighted Score as described in Section 6: Selection Procedure of the Framework Contract Document. If the Price/ Quality ratio is anything other than 100/0 then the assessment of tenders shall be carried out in two separate evaluations; one based upon price and the other on quality. The tenderer’s quality statement must not contain any reference to the tendered price (or part thereof) for the Work Package.


3.1 Price Assessment

An evaluation of the Priced Schedule and (where applicable) Supplementary Schedule submitted by each tenderer will be made by a Price Assessment Panel on behalf of the Contracting Authority. The Total of the Prices for each tender will be the sum of the Priced Schedule and (where applicable) Supplementary Schedule. The lowest tender Total of the Prices will be given 100 marks and all other totals will be calculated using the formula: Price Score = (lowest Total of the Prices across all tenderers/ Tenderer’s Total of the Prices) * 100

3.2 Quality Assessment

Marks will be assigned against each of the Quality Statement Sub-Categories that have a non-zero weighting, based on the Quality Statements from the tenderers. The Quality Statement Categories, Sub-Categories and their associated weightings are shown below, under the heading ‘Quality Statement Weightings’. Marks shall be assigned according to the criteria stated in the table below.

Assessed Standard Marks Exceptionally High Standard, with no reservations 10

Very High Standard, with only minimal reservations on non-key issues 9

Good Standard, with some minor reservations on key issues 7

Acceptable Standard, but significant reservations with some key issues 4 Unacceptable Standard, with major reservations about the ability to deliver the Work Package Brief* 0


* Any submission meeting this standard may result in the exclusion of the tender from any further part of the assessment process.


3.2.1 Quality Statement Weightings

Each Category and Sub-Category weighting can be any value between 0-10. The total of the Category weightings will always be 10 and the total of the Sub-Category weightings within each Category will always be 10.

Category Category weighting Sub-Category Sub-Category

weighting Commitment to managing and improving performance 2 Quality of service 6 Regional service delivery 0

Performance & Quality 4

Health & Safety/Risk Management 2 Management & Organisational Structure 4 Organisational

Arrangements 3 Resource Commitment 6 Public oriented service and managing perception 7 Customer Focus 3 Equalities and Race Relations 3

Sustainability 0 Incorporating sustainability into service provision and measuring outcomes

0 3.2.2 Quality Statement Constraints

The written Quality Statements submitted by a tenderer shall be contained within a maximum of 10 sides of A4 sized paper using a 12 point size font. Limited appendices are permitted above this number of sides to provide illustrations of particular aspects of the main submission, but shall not exceed an additional 5 sides of A4 sized paper. Note that these constraints exclude cover and dividing sheets. Quality statements will be used to determine the quality assessment element of the submitted tender. Specific criteria will be used to assess the Quality Statements. These are:


3.2.3 Quality Statement Requirements The Quality Statements completed by the Tenderer shall address the issues described below: Note to clients. any categories or sub-categories that are not relevant should be either clearly identified as such or deleted. Category: Performance and Quality Sub-Category: Commitment to managing and improving performance The supplier should demonstrate how they will ensure experiences and feedback from the early part of the project delivery are learnt from and improved upon for the remainder of the project. Sub-Category: Quality of Service The supplier should demonstrate what level of experience they possess in delivering and managing residential Personal Travel Planning programmes, including a track record of achieving successful outcomes, and how they will bring this experience to bear on this contract. Sub-Category: Regional Service Delivery N/A Sub-Category: Health & Safety/Risk Management The supplier should demonstrate how Health and Safety policies and procedures will be applied to the delivery of this package and how they propose the key risks identified in the Brief will be mitigated. Category: Organisational Arrangements Sub-Category: Management & Organisational Structure The supplier should demonstrate, through the use of CVs, the role of each member of the project team who will be responsible for the delivery of this package and state how their skills and experience will be used to support the successful management and delivery of the package. The supplier should demonstrate how they will ensure they recruit the best possible calibre of staff to train as Travel Advisors, and how they will ensure these advisors will reflect the demographics of the residents they will be speaking to.


Sub-Category: Resource Commitment The supplier should provide a realistic, workable programme that clearly sets out the level of resource to be utilised for delivering this package, together with a methodology for delivery. Category: Customer Focus Sub-Category: Public oriented service and managing perception The supplier should demonstrate how the face-to-face engagement and active travel interventions will be delivered in a manner that demonstrates a high level of customer care, will increase the likelihood of the advice offered being accepted, and will provide an experience which enhances participants' view of Bracknell Forest Council and of the benefits of workplace travel planning. The supplier should explain how they intend to publicise or promote the PTP work to the target audience such that residents are not surprised when they are contacted by a Travel Advisor and are more likely to participate in the programme. Sub-Category: Equalities and Race Relations The supplier should demonstrate how equalities and race relations policies and procedures would apply to the delivery of this package. Category: Sustainability Sub-Category: Incorporating sustainability into service provision and measuring outcomes N/A

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