INVITATION TO TENDER

CCTV MAINTENANCE CONTRACT

REF PS/2016/249

Contents Page

1. SUMMARY CONTRACT DETAILS...........................................................................................4

2. DEFINITIONS............................................................................................................................5

3. INTRODUCTION.......................................................................................................................6

4. INSTRUCTIONS TO TENDERERS...........................................................................................6

4.1 NOTIFICATION OF INTENTION TO TENDER...............................................................................64.2 INVITATION TO TENDER..............................................................................................................74.3 FURTHER INFORMATION.............................................................................................................74.4 PREPARATION OF TENDERS......................................................................................................74.5 SUBMISSION OF TENDERS.........................................................................................................84.6 GENERAL....................................................................................................................................... 84.7 TRANSPARENCY AGENDA AND THE PUBLISHING OF CONTRACTS......................................9

5. PROCUREMENT TIMETABLE................................................................................................10

6. LEGAL ISSUES.......................................................................................................................10

6.1 THE CONTRACT.......................................................................................................................... 106.2 TENDERING PROCESS..............................................................................................................106.3 EQUAL OPPORTUNITIES...........................................................................................................116.4 FREEDOM OF INFORMATION....................................................................................................116.5 EMPLOYEE ISSUES.................................................................................................................... 126.6 DISCLOSURE AND BARRING SERVICE FORMERLY (CRB) DISCLOSURE............................136.7 PUBLIC SERVICES (SOCIAL VALUE) ACT 2012........................................................................15

7. INFORMATION REQUIRED....................................................................................................15

7.1 GENERAL..................................................................................................................................... 157.2 INFORMATION TO BE PROVIDED.............................................................................................15

8. TENDER EVALUATION AND AWARD CRITERIA.................................................................16

9. THE EVALUATION PHASES:.................................................................................................19

9.1 PHASE 1: COMPLIANCE CHECKS......................................................................................................199.2 PHASE 2: EVALUATION OF TENDER RESPONSES...............................................................................199.3 PHASE 3: SCORE REVIEW...............................................................................................................199.4 PHASE 4: FINAL EVALUATION REPORT AND RECOMMENDATION.........................................................199.5 PHASE 5: APPROVALS..................................................................................................................... 199.6 TECHNICAL AND QUALITY QUESTION SCORING CRITERIA:...................................................................21

10. CLARIFICATION MEETINGS, SITE VISITS AND TENDERER INTERVIEWS..................22

10.1 SITE VISITS.................................................................................................................................... 2210.2 POST-SUBMISSION CLARIFICATIONS.................................................................................................2210.3 Tenderer Interviews...................................................................................................................... 22

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Appendices

ITT APPENDIX 1:- FORM OF TENDER……………………………………………………….22

ITT APPENDIX 2:- ANTI COLLUSION CERTIFICATE………………………………………23

ITT APPENDIX 3:- ANTI CANVASSING CERTIFICATE…………………………………….24

ITT APPENDIX 4:- CONFIDENTIALITY AGREEMENT…………………………………......25

ITT APPENDIX 5 – PRICING SCHEDLUE 28

ITT APPENDIX 6 – SPECIFICATION 29

ITT APPENDIX 7:- FORM OF CONTRACT XX

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IMPORTANT NOTICE

This Invitation to Tender (“ITT”) has been prepared by Thurrock Council for use by those Tendering for the Contract (“Tenderers”), their professional advisers, and other parties essential to preparing the Tender for the Contract and for no other purpose.

The information contained in this ITT and all subsequent information and documents sent to you by Thurrock Council pursuant to this procurement must be treated as confidential and must not be disclosed to any third party. If you are unable to comply with this requirement you must destroy this ITT and all associated documents immediately and not retain any electronic or paper copies.

No warranties or opinions as to the accuracy or completeness of any information provided in, or which accompanies, this ITT or otherwise or as to the powers and/or status of Thurrock Council shall be given at any stage by Thurrock Council and any liability for any inaccuracy or incompleteness is therefore expressly disclaimed by Thurrock Council.

Any person considering making a decision to enter into contractual relationships with Thurrock Council or any other person on the basis of the information provided by or on behalf of Thurrock Council must make their own investigations and form their own opinion in relation to the status, completeness and accuracy of all such information and in relation to the status and/or powers of Thurrock Council.

Your attention is drawn to the fact that, by issuing this ITT, Thurrock Council is in no way committed to awarding any contract and reserves the right to cancel the Tendering process at any point. Thurrock Council shall not be liable for any costs resulting from any cancellation of this Tendering process nor for any other costs incurred by those expressing an interest in or Tendering for this contract opportunity.

You are deemed to fully understand the process that Thurrock Council is required to follow under relevant European and UK legislation, particularly in relation to the Public Contracts Regulations 2015.

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1. SUMMARY CONTRACT DETAILS

ITEM CONTRACT DETAILS

Contract Description: Procurement of CCTV Maintenance Contract

Period of Contract: 1st April 2017 to 31st March 2020 with an option to extend for a maximum of two 12 month periods

Contact Point: Any queries should be addressed to John Harmer using the ‘Message Centre’ facility on the Delta E-Tendering system.

Date and time for Tender return:

12.00 noon on Friday 16th December 2016

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2. DEFINITIONS

“Authorised Officer”

the Responsible Officer.

“Closing Date” the closing date for the submission of Tenders being 12 noon on Friday 16th December 2016

“Contract”the contract to be entered into by Thurrock Council with the Contractor in relation to the Project consists of the terms and conditions as set out in Appendix 7

“Contractor(s)” the firm(s) selected to enter into the Contract with the Council;

“Contract Period” the duration of the Contract.

“eTendering” An electronic procurement process management tool that automates the stages of Tender workflow.

“ITT” this Invitation to Tender including all appendices.

Most Economically Advantageous Tender (MEAT)

the Tender which Thurrock Council has evaluated as representing the best all round value taking into account factors other than or in addition to price such as quality, technical merit and running costs.

“Project” As per the conditions of contract definition.

“Services” the services to be provided by the Contractor under the Contract.

“Standstill Period”a period of at least 10 calendar days between the date notification is sent to candidates that Thurrock Council intends to award the Contract and the date it is proposed to enter into the Contract.

“Tender(s)” the proposal(s) submitted by the Tenderer(s) in response to this ITT.

Public Services (Social Value) Act 2012

The Public Services (Social Value) Act 2012 came into effect on 31 January 2013 and places a duty upon the council, its commissioners and its procurers to consider, at pre-procurement stage, how what is to be procured may improve the social, economic and environmental well-being of the Council’s area and how they might secure any such improvement.

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3. INTRODUCTION

Please refer to the introduction section of the Pre-Qualification Questionnaire and Thurrock Council’s website www.thurrock.gov.uk for further details on the Council.

A Contract Notice was published in the Official Journal of the European Union in respect of this project. Your attention is drawn to the content of that notice.

PROJECT DESCRIPTION

Thurrock Council’s CCTV network was established in 2001 and has grown over the years with a number of upgrades.

The current system comprises a combination of both PTZ and fixed cameras over 40 locations within Thurrock.

There are two types of connection methods to these cameras, coaxial cable and wireless radio links. Each area has a recording facility in the form of IndigoVision NVRs which are linked back to the main CCTV Control Room via a broadband network which is maintained by Thurrock Council’s ICT Department.

There are a mixture of analogue and IP cameras on the system. The analogue cameras are encoded to IP before being recorded by the NVRs.

Each NVR is connected to a fibre modem which is networked back the Thurrock Concierge Control Room based in Tilbury, Essex, for viewing /reviewing in the Control Room.The exact number and locations are contained within appendix (to be added).

The main Control room based in Tilbury houses the main server which all of the networked cameras link back to.

The Control Room comprises of three main workstations, two stand alone workstations, one workstation for viewing mobile cameras and a workstation for monitoring internal cameras in the front Concierge office.

The monitoring wall comprises of eight 42 inch LED screens and each of the three main workstations has two 17 inch spot monitors for CCTV Operators to view live and recorded images.

The main CCTV system operates using IndigoVision Control Centre Intrepid software which can utilize HD IP cameras.

The three standalone workstations operate on Hik Vision software and cameras as well as IndigoVision software.

The mobile cameras operate via Vodaphone 3g and 4g networks.

Other CCTV installations include a monitoring system within the local Police station and CCTV at the Council’s Civic Offices Facilities and Public Protection services located in Grays, Essex.

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A detailed specification of the Service is provided in the SERVICE INFORMATION (Appendix 6)

4. INSTRUCTIONS TO TENDERERS

4.1 NOTIFICATION OF INTENTION TO TENDER

Please email John Harmer via the Delta e Tendering Solution by 2nd December 2016 to confirm whether you intend to submit a Tender. You should also confirm your lead contact details if you have not already done so.

4.2 INVITATION TO TENDER

Please read this ITT carefully and ensure that you are fully familiar with the nature and extent of the obligations on you if your Tender is successful.

All documents requiring a signature must be signed as follows:

a) Where the Tenderer is a company, by two directors or by a director and the secretary of the company, provided that such persons are authorised for this role; or

b) Where the Tenderer is an individual, by that individual; orc) Where the Tenderer is a partnership, by at least two duly authorised partners.

Only one Tender is permitted per Tenderer. If a Tenderer submits more than one Tender, only the one with the latest time and date of receipt noted will be evaluated, any other Tenders will be disregarded.

4.3 FURTHER INFORMATION

If you have any questions or require any clarification please email using the Message Centre facility on the Delta E-Tendering system. Emails received outside of the Message Centre may be disregarded and telephone enquiries will NOT be accepted.

Any questions must be received no later than close of business on Wednesday 7th

December 2016. Questions received after this time will NOT be answered.

Please note that any questions submitted and Thurrock Council’s responses may, at Thurrock Council’s discretion, be circulated to all Tenderers, subject to Thurrock Council accepting an assertion made by a Tenderer at the time of question submission that the subject matter of a question relates specifically to a Tenderer’s response and is therefore confidential.

Thurrock Council reserves the right to issue supplementary documentation at any time during the Tendering process to clarify or amend any aspect of the ITT or any of the

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documents referred to in the ITT. All such further documentation shall be deemed to form part of the ITT and shall supersede any part of the ITT to the extent indicated.

4.4 PREPARATION OF TENDERS

All documents submitted as part of your Tender must be written in English or a full English language translation provided at no cost to Thurrock Council. Only the translated English version will be evaluated.

You must ensure that your Tender refers to the requirements set out in Section 7 of this ITT. Please DO NOT provide additional attachments or documents where not requested to do so. These will not be read and will not be taken into account in the evaluation of your Tender

Thurrock Council requires ALL the following documents to be submitted as a minimum for your Tender to be accepted:

A signed and completed;

a) Form of Tender (Appendix 1); and b) Certificate of Non-Collusive Tendering (Appendix 2); and c) Certificate of Non-Canvassing (Appendix 3)d) Confidentiality Agreement (Appendix 4)e) Pricing Schedule (Appendix 5)f) Confirmation that your circumstances and information as certified in your

submission to the Pre-Qualification Questionnaire have not changed.

Failure to provide ALL of the information required or to meet the requirements of this document may result in your Tender NOT being considered by Thurrock Council due to it being a non-compliant Tender.

4.5 SUBMISSION OF TENDERS

Completed Tenders must be returned online via the Delta E-Tendering Solution.

PLEASE DO NOT SEND HARD COPIES AS THESE WILL NO LONGER BE ACCEPTED

Failure to return your Tender in the correct manner may result in your exclusion from consideration for the Contract.

The Closing Date for submission of a Tender is 12.00 noon on Friday 16 th December 2016. Thurrock Council reserves the right to reject Tenders received after the Closing Date.

Fax, postal and email submissions will not be considered.

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4.6 GENERAL

Thurrock Council may, at its absolute discretion, extend the Tendering period and postpone or change the Closing Date, for any reason.

Your Tender, and the prices quoted therein, must remain valid for a minimum period of 90 days from the Closing Date. Please specify an expiry date for your Tender in your Tender Response.

Tenderers must obtain for themselves, at their own expense, all information necessary for the preparation of their Tenders and must satisfy themselves that they fully understand the requirements of the Contract.

In accordance with Thurrock Council’s Contract Procedure Rules and the Public Contracts Regulations 2015 Regulation (67) Thurrock Council seeks to award the contract on the basis of the Most Economically Advantageous Tender.

No officer, employee, agent of or any consultant engaged by Thurrock Council has the authority to give any undertaking, guarantee or warranty or make any representation (express or implied) in relation to this ITT or any other matter relating to the Contract.

Prior to the award of the Contract no publicity by Tenderers regarding this Tendering process or the Contract is permitted. Once the Contract has been awarded, in accordance with the Contract, no publicity is permitted without the prior written consent of Thurrock Council.

No alteration to the successful Tenderer’s position post award of the Contract will be accepted, unless this is due to external factors beyond the control of the Tenderer, is acceptable to Thurrock Council and is in accordance with any applicable legislation.

Thurrock Council reserves the right to disqualify any Tenderer whose circumstances change to the extent that the Tenderer ceases to meet the qualification criteria in the Pre-Qualification Questionnaire, or who makes material changes to any aspect of its Tender, unless substantial justification can be provided to the satisfaction of Thurrock Council and such change is in accordance with procurement law.

Subject to Thurrock Council’s legal and regulatory obligations from time to time and Freedom of Information See section 6.4 of this ITT), Thurrock Council will respect the confidentiality of each Tenderer’s work and will not disclose any aspect of their submission to another Tenderer, save that Thurrock Council reserves the right to inform all Tenderers in identical terms if an issue of general application to the Tendering process emerges by way of clarification or otherwise.

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4.7 TRANSPARENCY AGENDA AND THE PUBLISHING OF CONTRACTS

The Tenderer in submitting its Tender will agree that it will assist, if required, the Council in complying with its obligations under the government's transparency agenda, which requires the Council to publish the PQQ and the ITT and the text of the contract documentation to be signed with the winning Tenderer (the "Agreement"), and the Tenderer gives its consent for the Council to publish the text of the Agreement, and any schedules to the Agreement in its entirety, including from time to time agreed changes to the Agreement, to the general public in whatever form the Council decides.

The Tenderer in submitting its Tender will acknowledge that, except for any information which is exempt from disclosure in accordance with the provisions of the Freedom of Information Act (“the Act”) the text of the Agreement, and any schedules to the Agreement, is not confidential information. The Council shall be responsible for determining in its absolute discretion whether any part of the Agreement or its schedules is exempt from disclosure in accordance with the provisions of the Act.

5. PROCUREMENT TIMETABLE

The proposed timetable below is subject to change and is provided by way of guidance only. Thurrock Council reserves the right to amend this timetable at its absolute discretion at any time during the Tendering process.

KEY EVENT DATE

Issue of Invitation to Tender 6th October 2016

Closing date for PQQ submissions 9th November 2016

Closing date for Tender submissions 16th December 2016

Interviews Week Commencing 19th

December 2016

Notification of result of evaluationWeek Commencing 2nd

January 2017

Standstill period – 10 daysWeek Commencing 2nd

January 2017

Expected date of award of Contract 17th January 2017

Contract Commencement 1st April 2017

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6. LEGAL ISSUES

6.1 THE CONTRACT

The contractual terms required by Thurrock Council are as set out in the Form of Contract as attached to this ITT.

The duration of the Contract is four years with an option to extend by mutual consent for a further maximum period of two years.

6.2 TENDERING PROCESS

This Tendering process and the subsequent Contract to be entered into will be subject to English law and the exclusive jurisdiction of the English Courts.

This procurement complies with the Restricted procedure under EU procurement rules and Thurrock Council cannot enter into any negotiations on the Contract.

Contract award will be conditional on the Contract being approved in accordance with Thurrock Council’s internal procedures and Thurrock Council being generally able to proceed.

Thurrock Council will observe the statutory Standstill Period between the date notifications are sent to candidates that Thurrock Council intends to award the Contract and the date it is proposed to enter into the Contract.

After confirmation of Contract award to the successful Tenderer(s) and until the execution of the Contract, the Tender (as accepted by Thurrock Council) will form a binding contract between Thurrock Council and the successful Tenderer(s) upon the terms and conditions of the Contract.

6.3 EQUAL OPPORTUNITIES

Thurrock Council is an equal opportunities employer and has various statutory duties to ensure that its services are delivered in a way that promotes equality and eliminates discrimination; in particular Thurrock Council must adhere to equality legislation.

Thurrock Council also expects that the successful Tenderer will promote equality, comply fully with all UK equality legislation or European equivalent, have an equalities policy and be an equal opportunities employer at all times during the Contract.

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6.4 FREEDOM OF INFORMATION

In addition to Thurrock Council’s commitment to public disclosure, transparency and accountable government, Tenderers should note that Thurrock Council is subject to the Freedom of Information Act 2000 (“FOIA”) and the Environmental Information Regulations 2004 (“EIR”). This means that, subject to certain exemptions, an individual may request access to any information held by Thurrock Council and Thurrock Council may disclose the information sought. This may include information on a Tender or details relating to the procurement process.

If you consider that any specific information supplied by you is either commercially sensitive or confidential in nature, please clearly state this in your Tender and mark it as such. You must also give us the reasons for the sensitivity or confidentiality. Block marking of whole Tender submissions is not acceptable. Please note, however, that Thurrock Council may still be required to disclose such information in accordance with FOIA or EIR.

Thurrock Council will endeavour to consult with you prior to making its decision on whether to disclose under FOIA or EIR information you have identified as commercially sensitive or confidential.

If you are unsure as to Thurrock Council’s obligations under FOIA and EIR regarding the disclosure of commercially sensitive or confidential information please seek independent legal advice.

6.5 EMPLOYEE ISSUES

Transfer of Undertakings (Protection of Employment) Regulations 2006

The Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE Regulations 2006) came into force on 6 April 2006 and apply to all transfers taking place on or after 6 April 2006.

Under the TUPE Regulations 2006, regulation 11 the transferor is obliged to notify to the transferee in writing the ‘employee liability information’ of any employee who is assigned to the organised grouping of resources or employees that is the subject of the relevant transfer.

The information that must be given is:

a) The written employment particulars required to be given to the employee under the Employment Rights Act 1996, Section 1;

b) Information on any disciplinary procedure taken in relation to the employee or grievance procedure taken by the employee within the previous two years to which the statutory dispute resolution procedures apply;

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c) Information on any court or tribunal case, claim or action brought by the employee against the transferor within the previous two years, or any court or tribunal case, claim or action arising out of the employees’ employment with it that the transferor has reasonable grounds to believe that the employee may bring against the new employer; and

d) Information about any collective agreement that will have effect after the transfer in relation to the employee.

The employee liability information must include that of any person who would have been employed by the transferor and assigned into the organised grouping of resources or employees to be transferred if the individual had not been dismissed because of the transfer itself or for a non-economic, technical or organisational reason connected with the transfer, i.e. in circumstances where the dismissal is automatically unfair.

6.6 DISCLOSURE AND BARRING SERVICE FORMERLY (CRB) DISCLOSURE

Where the Service Provider is providing the Services at Council premises where it is likely their employees/representatives may have regular contact with children or vulnerable adults they may be carrying out a Regulated Activity or Controlled Activity and as such will be subject to a DBS check at the Service Providers cost.

The Service Provider should satisfy themselves as to the meaning of a Regulated Activity and a Controlled Activity which are defined in the Safeguarding Vulnerable Groups Act 2006.

The Council understands that a Regulated Activity is any activity which involves contact with children under 18 or vulnerable adults that is carried out in a specified place frequently or intensively. The Council understands frequent to mean once a week or more and intensive to mean three or more days in a 30 day period or overnight.

Examples of premises where a DBS check will be required include:

Schools Childcare premises (including nurseries) Residential homes for children in care Children’s centres Adult care homes Sheltered housing for elderly persons

A more detailed list of Council premises where the Services are to be provided will be set out in the Specification which will indicate whether a DBS check is required for delivery of the Services at a particular premises.

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The Council understands that individuals are involved in a Controlled Activity if they are support workers (for example cleaners, caretakers, catering staff, receptionists) in further education or healthcare settings, who perform on a frequent or intensive basis duties which give them an opportunity for contact with children or vulnerable adults. It is for the Service Provider to satisfy themselves as to the meaning of a Controlled Activity.

Prior to delivery of the Services the Service Provider shall supply the Authorised Officer with details of all persons engaged in the provision of the Services at premises where a DBS check is required. Where a DBS check is required the Service Provider must obtain an Enhanced DBS check as above - plus any additional information held locally by police forces that is reasonably considered relevant to the post applied for or the Enhanced with Lists as above - plus a check of the appropriate DBS list.

The Service Provider shall obtain a DBS check at their own cost in respect of each person engaged in the provision of the Services. The Service Provider must not commence delivery of the Services until the Council has been provided with satisfactory DBS disclosures.

The Authorised Officer of the Council may also notify the Service Provider if a DBS check is required when providing the Service at any other Council premises.

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6.7 PUBLIC SERVICES (SOCIAL VALUE) ACT 2012

The Public Services (Social Value) Act 2012 (“the Act”) imposes a duty upon the Council – where the European procurement regulations apply to the contract in question – to consider, at pre-procurement stage:

a) how what is proposed to be procured might improve the economic, social and environmental well-being of the Council’s area; and

b) how, in conducting the process of the procurement, it might act with a view to securing that improvement.

The Act applies to services contracts and to mixed contracts where the ‘services’ part has the greater value.

In addition, the Council’s Social Value Strategy and Framework apply in respect of contracts to which the European procurement regulations do not apply.

7. INFORMATION REQUIRED

7.1 GENERAL

You should note that your response will be evaluated according to the evaluation criteria set out in section 8. Tenderers should refer to the evaluation criteria when preparing their responses.

Where information is referred to in any of the evaluation criteria set out in Section 8 which is not specifically requested in this Section 7, Tenderers should nevertheless ensure that all relevant information is included within their response.

Tenderers may not propose amendments to the Contract. If Tenderers wish to seek clarification in relation to any provision of the Contract, they should do so by asking a clarification question and submitting that question in accordance with Section 4.3 of this ITT. Tenderers should note that responses to clarification questions may be provided to all Tenderers.

7.2 INFORMATION TO BE PROVIDED

Tenderers must provide the following information in their response failure to return may result in your submission being disqualified:

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Response to Evaluation Criteria questions:

See Section 8 of this ITT

Form of Legal Agreements:

a) Confirm that you accept the terms and conditions of the Contract (subject to any points of clarification that have been notified to Thurrock Council during the Tendering process in accordance with the requirements of this ITT)

8. TENDER EVALUATION AND AWARD CRITERIA

Thurrock Council does not undertake to accept the lowest or any Tender and reserves the right to accept the whole or any part of any Tender submitted.

Each Tender will be checked for compliance with the requirements of this ITT. Tenders which are not substantially complete or which are non-compliant with the ITT may be rejected.

Amendments to the terms of the Contract that have not been approved via a pre-submission clarification and/or failure to provide confirmation that the required level of insurance is held or will be held may result in your Tender being declared non-compliant and it therefore may not be evaluated. Thurrock Council reserves the right to evaluate Tenders before declaring them non-compliant.

Where the pricing of a Tender is abnormally low Thurrock Council reserves the right to reject the Tender in accordance with the requirements for further investigation under the Public Contracts Regulations 2015.

Tenders will first be evaluated against the following requirements which will be scored on a pass/fail basis. Any Tender that scores “Fail” against any of these requirements may be deemed non-compliant and rejected without further evaluation.

Tenders will then be evaluated in accordance with the evaluation criteria set out below in accordance with the methodology set out in Section 9 to determine the most economically advantageous Tender to Thurrock Council taking into consideration the following award criteria:

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Evaluation Criteria Weighting Maximum

Score is 5

Contract Mobilisation & Delivery

Please provide details of how your organisation would look to effectively mobilise, resource and manage this contract. Please provide a mobilisation plan with a proposed timeline. Maximum word response is 300 of Ariel 11 font and size

10% 5 marks

Contract Management Please provide the managerial structure you would propose to work to when providing the required services and the roles and educational and professional qualifications of those within the proposed structure. Maximum word response is 300 of Ariel 11 font and size

10% 5 marks

Service Delivery, 01 Please provide details of the performance management information and reports you will use to manage this contract in order to achieve the KPIs which have been identified within the tender documentation and detail what management information will be provided to Thurrock Council. In order to support your response please provide a template report identifying the management information which would be provided to Thurrock. Maximum word response is 300 of Ariel 11 font and size

10% 5 marks

30% Service Delivery Explain how you will continually

improve or innovate the service in partnership with the Council throughout the life of the contract. Maximum word response is 300 of Ariel 11 font and size

5% 5 marks

Environmental Please provide details of your environmental management measures (including details of attestation registrations (if any) for example under ISO14001 or

5% 5 marks

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equivalent and details of your approach to environmental management). Maximum word response is 300 of Ariel 11 font and size

Health & Safety Please detail how all staff involved on the contract will have appropriate H&S qualifications, skills, experience and training or supervision to adequately discharge their duties. Maximum word response is 300 of Ariel 11 font and size

5% 5 marks

Social Value What existing and proposed initiatives does your organisation have for supporting local people, local communities and local businesses? (economic, social and/or environmental) Maximum word response is 300 of Ariel 11 font and size

5% 5 marks

20% Total 50%

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9. THE EVALUATION PHASES:

9.1 Phase 1: Compliance Checks

a) Receipt and Opening Tender Response will be formally logged via the Delta e Tendering Solution in accordance with Thurrock Council’s procurement procedures. It will not be possible to submit a Tender once the closing time and date has passed, the Delta e Tendering Solution will reject all out of time submissions and therefore will not be considered for evaluation

b) Compliance CheckA small team from Thurrock Council’s Procurement/Commercial teams will then check the Tender Statement, Anti-Collusion Certificate, Anti-Canvassing Certificate and Confidentiality Agreement, completion of which is mandatory. Tenderers are required to confirm in the Tender Statement that they have provided a Tender Response including, where applicable, any evidence requested by this ITT. In the event that a Tenderer is unable to provide a positive response for any of the requirements, or a detailed reason as to why a positive response cannot be given Thurrock Council may either exclude the Tenderer from further participation in the evaluation process or, at its discretion, may seek clarification. In the case of the latter, a failure by the Tenderer to provide a satisfactory response within the deadline specified in the request for clarification may result in its disqualification from the evaluation process.

9.2 Phase 2: Evaluation of Tender Responses

a) Qualitative/Technical Evaluation - response containing information required by Section 8 of this ITT.

b) Quantitative/Commercial Evaluation - financial response contained within returned– Pricing Schedule . (Appendix 5 of the ITT)

9.3 Phase 3: Score Review

a) Review of qualitative and quantitative evaluation scores.

9.4 Phase 4: Final Evaluation Report and Recommendation

9.5 Phase 5: Approvals

Thurrock Council intends to award the contract to the Most Economically Advantageous Tenderer to be evaluated in accordance with the following criteria:

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Criteria Weighting Demonstrated by

Price 50%

Price submitted by Tenderer, where lowest cost Tenderer shall receive 50% and all other scores shall be allocated according to their difference from the lowest price.

From the prices submitted a final contract price shall be calculated using the maximum score of 50% out of the total 100% available (with 50% available for quality). A table will be prepared showing the 50/50 score allocation to determine the successful tenderer.

The lowest tenderers price will be awarded 50 marks equivalent to 50%

The points for other tenderers prices will be calculated as follows:-

(Lowest Tenderer price / Tenderer price) x 50% = % mark awarded

Technical and Quality 50%

The Tenderer is to review and respond to all questions in Section 8 with proposals on how the requirements for the Council would be met.

Please ensure that you provide all the documentation asked for in the required format specified. Supporting information should be presented in the same order as, and should be referenced to, the relevant question.

Each question will be scored using the scale 0-5 and the following weighting applied:

(marks awarded / marks available) x weighting

For example if the weighting is 30% and the maximum score is 5, and the score received is 3, the weighted score would be:

( 3 / 5 ) x 50 = 30

NB: For the purposes of this calculation, weighting is expressed as a number not a percentage.

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9.6 Technical and Quality question scoring criteria:

Technical and quality questions will be scored in line with the following scoring criteria

Using a 0 – 5 scoring system:

0 Unacceptable Response – No information provided or response does not address the requirement.

1Poor response – The response contains material omissions and / or is supported by limited evidence / examples. Major concerns that the organisation has the potential to deliver / that they have failed to meet a reasonable standard.

2Fair response – The response contains some omissions and / or is not well supported by evidence / examples. Some concerns about the Bidder’s ability to deliver / that they have failed to meet a reasonable standard.

3Good response – There is adequate detail / supporting examples giving a reasonable level of confidence in the Bidder’s experience and ability. The Bidder appears to have the potential to deliver as required / has met a reasonable standard and there are only minor concerns about the Bidder’s experience.

4Very Good Response – The level of detail / supporting examples gives a high level of confidence in the Bidder’s experience and ability. The Bidder clearly has the potential to deliver and / or has clearly met an acceptable standard.

5

Excellent Response – A comprehensive well evidenced submission, clearly demonstrating expertise and knowledge incorporating value added benefits/social value attributes & other points of innovation. The bid is deemed to offer little or no risk and fully captures the understanding of the steps involved to deliver the aspects of the question posed, giving a very high level of confidence in the Bidder’s experience and ability.

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10. CLARIFICATION MEETINGS, SITE VISITS AND TENDERER INTERVIEWS

10.1 Site Visits - N/A

10.2 Post-Submission Clarifications

During the evaluation period, Thurrock Council reserves the right to seek further information from the Tenderers to assist it in its consideration of the Tenders; this may take the form of post-submission clarification meetings or written clarifications.

10.3 Tenderer Interviews

Thurrock Council may, at its discretion, decide to interview Tenderers to further the Tendering process. It is envisaged that interviews, if required by Thurrock Council, will take place week commencing 19th December 2016. Thurrock Council reserves the right to amend this timetable. Therefore, Tenderers should ensure that if required to do so, they will be able to attend these meetings and provide a presentation on their Tender.

At the interview Tenderers will be required to make available key members of their delivery team who will be responsible for the provision of the Contract to demonstrate their understanding and approach as outlined in the Tender Response.

If the Council decides to interview Tenderers, Tenderers should register attendance, including the names and job titles of those who will be attending, via the ‘Message Centre’ facility on the Delta E-Tendering system immediately after being notified. Tenderers will then be allocated a time slot on the above date for their interview. Tenderers may bring no more than 3 representatives to the meeting including the proposed Contract Manager.

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ITT APPENDIX 1 – FORM OF TENDER

To: Thurrock Council

For the Attention of: Procurement Services

Dear Sir / Madam

I/We the undersigned, hereby Tender and offer to perform the Contract, details of which was set out in the Invitation to Tender supplied to me/us for the purpose of Tendering for the Contract, and agree to do so in accordance with the terms of the Invitation to Tender.

I/We confirm that I/We will provide the Contract at the price provided in my/our Tender. I/We confirm that the price provided in my/our Tender will not be subject to any increase otherwise than as determined in accordance with the Contract.

I/We confirm that this Tender will remain valid and open for acceptance without variation for at least 90 days from the Closing Date for the receipt of Tenders.

I/We confirm that we agree the Contract and undertake that in the event of our Tender being accepted to execute the Contract (subject to any minor amendments which have been accepted by Thurrock Council) within four (4) weeks from the date on which I/we receive notification that our Tender is successful and in the interim provide the Services in accordance with the Contract (subject to such amendments).

I/We confirm that attached to this Tender are the following:

My/Our Tender Response (including the information required in Section 7); Certificate of Anti -Collusive Tendering (ITT Appendix 2); and Certificate of Anti -Canvassing (ITT Appendix 3); Confidentiality Agreement (ITT Appendix 4) Completed Pricing Schedule – ( Appendix 5) Completed Evaluation Criteria as required in Section 8. Where appropriate Completed Parent Company Guarantee (Schedule 12 of Service Information) Confirmation that my/our circumstances and information as certified in my/our submission to the Pre-Qualification Questionnaire have not changed.

I/We confirm that the information supplied to you and forming part of this Tender, including, for the avoidance of doubt, any information supplied to you as part of my/our initial expression of interest in Tendering, was true when made and remains true and accurate in all respects.

I/We understand that any false representations, including but not limited to, changes to forms, could result in this Tender being rejected or subsequent contract termination.

I/We confirm and undertake that if any information supplied becomes untrue or misleading that I/We will notify you immediately and will update such information as is required.

I/We confirm that the undersigned are authorised to commit the Tenderer to the contractual obligations contained in the Invitation to Tender and the Contract.

Signed …………………… Signed ……………………

For and on behalf of …………………… For and on behalf of ..….………………

Dated …………………… Dated ……………………

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ITT APPENDIX 2 - ANTI-COLLUSION CERTIFICATETo: Thurrock Council

For the Attention of: Procurement Services

Dear Sir / Madam

The essence of the public procurement process for selective Tendering for the Contract is that Thurrock Council shall receive bona fide competitive Tenders from all Tenderers.

In recognition of this principle I/we hereby certify that this is a bona fide offer, intended to be competitive, and that I/we have not fixed or adjusted the amount of the offer or the price in accordance with any agreement or arrangement with any other person (except any sub-contractor identified in this offer).

I/We also certify that I/We have not done, and undertake that I/We will not do, at any time during the Tender process or in the event of my/our Tender being successful while the resulting Contract is in force, any of the following acts:

1) enter into any agreement or agreements with any other person that they shall refrain from Tendering to Thurrock Council or as to the amount of any offer submitted by them; or

2) inform any person, other than Thurrock Council , of the details of the Tender or the amount or the approximate amount of my/our offer except where the disclosure was in confidence and was essential to obtain insurance premium quotations required for the preparation of the Tender; or

3) cause or induce any person to enter into such an agreement as is mentioned in paragraph 1) and 2) above or to inform us of the amount or the approximate amount of any rival Tender for the Contract; or

4) commit any offence under the Public Bodies Corrupt Practices Act 1889, Bribery Act 2010 nor under Section 117 of the Local Government Act 1972; or

5) offer or agree to pay or give or actually pay or give any sum of money, inducement or valuable consideration directly or indirectly to any person for doing or having done or causing or having caused to be done in relation to any other Tender or proposed Tender for the performance of the Project covered by the Tender any act or omission.

In this Certificate the word “person” includes any person, body or association, corporate or incorporate and “agreement” includes any arrangement whether formal or informal and whether legally binding or not.

I/We agree that Thurrock Council may, in its consideration of the offer, and in any subsequent actions, rely upon the statements made in this certificate.

Signed ……………… Signed ………………

For and on behalf of ……………… For and on behalf of ...….…………

Dated ……………… Dated ………………

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ITT APPENDIX 3 - ANTI-CANVASSING CERTIFICATE

To: Thurrock Council

For the Attention of: Procurement Services

Date: …………………………….

Dear Sir / Madam

I/we hereby certify that I/we have not canvassed any Director, employee, contractor or adviser of Thurrock Council in connection with this Tender and the proposed award of the Contract by Thurrock Council , and that no person employed by me/us or acting on my/our behalf, or advising me/us, has done any such act.

I/we further hereby undertake that I/we will not canvass any Director, employee, contractor or adviser of Thurrock Council in connection with this Tender and the proposed award of the Contract and that no person employed by me/us or acting on my/our behalf, or advising me/us, will do any such act.

I/we agree that Thurrock Council may, in consideration of this bid, and in any subsequent actions, rely upon the statements made in this Certificate.

Signed ……………… Signed ………………

For and on behalf of ……………… For and on behalf of ...….…………

Dated ……………… Dated ………………

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ITT APPENDIX 4

CONFIDENTIALITY AGREEMENT

(1) THURROCK COUNCIL

– and –

(2) Company Name

CONFIDENTIALITY AGREEMENT

___________________________________________________________________

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THIS AGREEMENT is made between:-

1. Thurrock Council of Civic Offices, New Road, Grays, Essex RM17 6SL; and

2. Company Name of Address

collectively known as “the Parties”.

WHEREAS:

A. Thurrock Council has agreed to provide and allow access to its Confidential Information (defined below) to enable NAME OF COMPANY to assess whether to pursue the contract for Provision of Housing Concierge Services (the “Purpose”).

B. NAME OF COMPANY agrees to protect the Confidential Information of Thurrock Council.

IT IS AGREED AS FOLLOWS: 1. Interpretation

1.1 The following words and expressions shall have the following meanings unless the context otherwise requires:

“Agreement” means this agreement on these terms and conditions;

“Confidential Information” means any or all information whether disclosed in written, electronic, oral or other form, in connection with the Purpose, which is disclosed by Thurrock Council to the NAME OF COMPANY or otherwise obtained from Thurrock Council, but excluding information which:

a. was already known to NAME OF COMPANY;b. was already public knowledge on the date of its

disclosure by Thurrock Council to NAME OF COMPANY;

c. subsequently becomes public knowledge through no fault on NAME OF COMPANY's part; or

d. is received by NAME OF COMPANY from a third party who has the lawful right to disclose it to NAME OF COMPANY without imposing obligations of confidentiality upon NAME OF COMPANY.

““Personnel” means officers, employees and professional advisers.

1.2 The headings in this Agreement are provided for ease of reference only and shall not be taken into account in the construction or interpretation thereof.

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1.3 Words importing the singular number shall include the plural and vice versa, words importing one gender shall include all genders and words importing persons shall include bodies corporate, unincorporated associations and partnerships.

2. Obligations of NAME OF COMPANY

2.1 In consideration of Thurrock Council disclosing the Confidential Information to NAME OF COMPANY for the Purpose, NAME OF COMPANY hereby undertakes with Thurrock Council that it shall:

2.1.1 not communicate, disclose or make available to any third party, nor directly or indirectly use, or permit others to use, other than for the Purpose, all or any part of the Confidential Information, save for NAME OF COMPANY's Personnel;

2.1.2 not make any announcement or disclosure in connection with the Confidential Information or the Purpose without the prior written consent of Thurrock Council;

2.1.3 not copy, reproduce or reduce to writing any material part of the Confidential Information except as may be reasonably necessary for the Purpose;

2.2 The obligations and restrictions provided in this Clause 2 shall survive termination of this Agreement for a period of five (5) years.

3. Exceptions to NAME OF COMPANY’s Obligations

The obligations of confidentiality and non-use provided in Clause 2 above will not apply with respect to any of the Confidential Information to the extent it is required to be disclosed by law or pursuant to the rules of any recognised stock exchange but only to the extent that such disclosure is compellable by law, provided always that wherever reasonably possible, Thurrock Council shall be given by NAME OF COMPANY not less than two (2) business days prior notice of such disclosure with a view to avoiding such disclosure if reasonably practicable.

4. Further Assurances 4

4.1 NAME OF COMPANY shall ensure that all measures necessary are taken to secure the confidentiality of the Confidential Information including but not limited to:55.1.1 keeping separate all Confidential Information and all information

generated by NAME OF COMPANY based on the Confidential Information from all other documents and records;6

6.1.1 not transmitting the Confidential Information in any form or by any means whatsoever outside NAME OF COMPANY’s usual place(s) of business and not copying all or any part of the Confidential Information except only to the extent that the same is reasonably necessary for the Purpose;

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77.1.1 allowing access to the Confidential Information only to those

Personnel of NAME OF COMPANY who have reasonable need to see or use it for the Purpose and informing each of those Personnel of the confidential nature of the Confidential Information and of the obligations on NAME OF COMPANY in respect of the Confidential Information and ensuring such Personnel comply with the confidentiality and non-disclosure obligations contained in this Agreement;

88.1.1 on the request of Thurrock Council at any time, (i) delivering up to

Thurrock Council all documents, and other materials in tangible form (and all copies thereof) containing Confidential Information of Thurrock Council and (ii) in the case of information stored electronically, deleting or expunging the same from personal computers and other such electronic devices in the possession, custody or control of NAME OF COMPANY, or Personnel that bear or incorporate any part of the Confidential Information of Thurrock Council and on request providing Thurrock Council with written confirmation of the same.

95. General

5.1 NAME OF COMPANY acknowledges and agrees that all property, including intellectual property, in the Confidential Information shall remain with and be vested in Thurrock Council.

5.2 This Agreement does not include, expressly or by implication, any representations, warranties as to the accuracy, efficacy, completeness, capabilities, safety or any other qualities whatsoever of any information or materials provided under this Agreement.

5.3 This Agreement shall be governed by the law of England and Wales and shall be subject to the jurisdiction of the courts of England and Wales to which the Parties submit.

5.6 This Agreement constitutes the entire agreement between the Parties concerning the Purpose. It supersedes all prior and contemporaneous agreements and communications, whether oral or written, between the parties relating to the Purpose.

AGREED by the Parties:

SIGNED by _____________________Name (print) _____________________Position _____________________

Authorised signatory for and on behalf of

Date ___/ ___/___

SIGNED by _____________________Name (print) _____________________Position _____________________

Authorised signatory for and on behalf of

Date ___/ ___/___

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ITT APPENDIX 5

PRICING SCHEDULE

Uploaded to Delta as a separate document

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ITT APPENDIX 6

SPECIFICATION

Uploaded to Delta as a separate document including Schedule 1 and Schedule 2

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ITT APPENDIX 7

TERMS AND CONDITIONS

Uploaded to Delta as a separate document

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