welcome to the session for estates professional services ... … · estates professional services...
TRANSCRIPT
Welcome to the session for
Estates Professional Services RM3816 – Deep
Dive into Best Practice methods for a successfulTender
Please remain on mute through out the presentation. Feel free to ask questions via the chat
function and we will collate these at the end and provide a response and distribute the
presentation.
“
Estates Professional Services RM3816
EPS provides access to services relating directly to existing/new
assets or land with an aim of supporting customers in managing
their full estates strategy requirements. The services commence
at the planning phase and then focus on the ongoing
management of estate operation through to disposal.
Support services can include, but not limited to, early planning
and design support, VRE, general property management (inc
strategic planning for acquisition and undertaking interaction
with landlords, indicative space planning to assess property
suitability and space management) and ongoing property
advice.
Devolved
Administrations
Government
Departments
Local
Government
Housing
AssociationsEmergency
Services
Health
Education
Charities / 3rd
Sector
Who uses our Commercial Agreements?
Wh
at
we o
ffer
8% average
savings
Best in class
supplier
management
Specialist
suppliers
UK wide
national
capability
Addresses
sustainability
& social
value
policies
“
Topics we are covering today….
• Brief overview of Estates Professional Services Lot structure and Scope of Services
• How to conduct a successful procurement via RM3816- including hints and tips from the
suppliers
• Q and A’s
General Rules For Call Off…
Lot 1 National Delivery12 suppliers
One stop shop - All services mandatory (apart from
International delivery optional service)
Suppliers should demonstrate national capability
either directly or through supply chain partners
Direct award for tasks up to £50k
Services outlined are not an exhaustive list-
discuss requirements with the supply base.
Lot 2 Regional Delivery
Up to 7 selected suppliers in each regional panel
Suppliers could not be awarded on both Lot 1 and 2
The services are divided between mandatory and
optional services
Suppliers should demonstrate regional capability
either directly or through supply chain partners
Direct award for tasks up to £50k
Lot 3 Vertical Real Estates5 selected suppliers
All Lot 3 services mandatory
Suppliers should demonstrate national capability either direct or through supply chain partners
The Lot provides a range of traditional estates services together with a number of services to
develop the digital agenda.
The Supplier shall provide advice, guidance, management and assurance on the leasing of new
sites, existing sites that have infrastructure and agreements in place with Infrastructure Providers,
Emergency Services Network (ESN) or Mobile Network Operator’s (MNO’s) or sites where the
Contracting Authority is the Tenant and VRE infrastructure is proposed or exists.
The supplier shall provide advice, guidance, management and assurance on the use of buildings,
mast or structure that may be used for antennas, solar panels or other appliances together with
buildings, masts or structures that may be used for signage, advertising and other purposes
along with those services needed to support the commercial exploitation of such spaces.
Lot 4 FM & Property Managed Service5 suppliers
All Lot 4 services mandatory
Should a customer require procurement capability/expertise
Suppliers should demonstrate national capability either direct or through supply chain partners
Direct award for tasks up to £50k
The Suppliers shall provide a full end-to-end managed procurement service for the provision of
Facilities Management (FM) Services for delivery on a national basis. The Supplier will be expected
to consider using any relevant Authority framework agreements and subsequent frameworks and
any other public sector framework agreements as specified by the Contracting Authority. The
Supplier may also be requested to run an appropriate procurement acting as the agent of the
Contracting Authority.
Plus a variety of other services but not limited to, Procurement strategy development including
holistic view of property related requirements, Procurement and project management advice
ensuring timely activity, Options analysis, Development of customer business case, Asset
verification and condition surveys, Compiling asset information, population to the data pack,
service matrix, cost models, KPI’s and ITT documentation, Managing the procurement process
including award recommendation and overseeing the mobilisation process.
Service Lot 1 Lot 2 Lot 3 Lot 4
Acquisition of freehold and leasehold property ✔ ✔ ✔ X
Disposal (includes letting or other commercial arrangements)
of freehold and leasehold property✔ ✔ ✔ X
Rent reviews ✔ ✔ ✔ X
Valuations ✔ ✔ X X
Lease renewals ✔ ✔ ✔ X
Dilapidations - undertaking surveys / leading negotiations ✔ ✔ ✔ X
Landlord and tenant issues including landlord consents,
service charges and claims✔ ✔ ✔ X
Rating support services ✔ ✔ X X
Strategic advice, including the preparation and development
of an estate strategy✔ O ✔ X
Sample of the services you’re able to procure through the framework but not limited to:
Scope of Services
Sample of the services you’re able to procure through the framework but not limited to:
Scope of Services
Service Lot 1 Lot 2 Lot 3 Lot 4
Planning ✔ ✔ X X
Building surveying services ✔ ✔ X X
General advice on estate and property management
including strategy✔ ✔ ✔ X
General estate and property management duties, (landlord
and tenant day to day) ✔ ✔ X X
Compulsory purchase ✔ O X X
Daylighting/ sunlighting/ overshadowing and rights of light ✔ ✔ X X
Party wall awards ✔ ✔ X X
Wayleaves and easements ✔ ✔ X X
RIBA stage planning (0 to 2 / part of pre-acquisition scope) ✔ O X X
Retail property services/management
Procured Managed service
✔
X
O
X
X
X
X
✔
“
What does a tender timeline consist of?….
Pre Market Engagement
Publication of the Further Competition Invitation- the date you publish your tender
Clarification period starts- for any queries in relation to your tender.
Clarification period closes (“Tender Clarifications Deadline”)
Deadline for the publication of responses to Tender Clarification questions- for the contracting
authority to answer any questions by.
Deadline for submission of a Tender to the Authority Contract (“Tender Submission Deadline”)
Date of Supplier Presentations (if required)
Evaluations- who and when will evaluate the submissions?
Consider if evaluations will be split into commercial and technical?
Does extra time need to be built in to discuss supplier’s costs- face to face?
Consensus- Independent and group to finalise.
Award recommendation report.
Expected commencement date for the Contract
“
Pre Market EngagementActive pre-market engagement includes…
- Communicating to your potential bidder pool
- Engaging on scope
- Quality/ price matrix and take on feedback
How can this be successfully achieved….
- Run an Expression Of Interest or Request For Information, this enables you to communicate to your chosen pool of
suppliers, you can share your scope of requirement and request for suppliers to submit example case studies and ask for
specific feedback, this could lead to supplier 1 2 1s which are great for helping to shape tender requirements and cost
models.
- Hold ‘Supplier/Industry’ days, this will enable you to communicate to your chosen pool of suppliers about your project
enabling the supplier to gain more information before they begin to respond to your tender requirements. This could be
done in a formal environment or by a video conference call/ webinar etc
- Issue Questionnaires or Capability Assessment- this will enable you to gauge market experience and ask any specific
questions which relate to your requirements.
- If you are short on time, you can issue ‘engagement emails’, this still enables you to communicate to
your chosen pool of suppliers about your requirements and when they will be published to the market
-However you issue RFIs -email or Portal, ensure you use the central Framework Supplier List form the CCS Framework
webpages. Should you use your own personal contact or another email listed on a portal, it means you request may never
get to the bid team, suppliers may lose up to a week of tender time as they chase internally for the right contact and these
have a negative impact on the quality of tender proposals received. This list is also kept updated.
“
Why Pre Market Engagement is beneficial….
- It enables your chosen suppliers to have an understanding of what your requirements are before the tender is published
- Suppliers can ask questions about your requirements, shortening the clarification period once your tender is published.
- Suppliers can provide you with feedback about your requirements which may help you shape your tender in a different
way.
- Suppliers can tell you if it doesn’t make sense, and help you understand about how requirements could be priced, hourly
rates, fixed fee’s etc.
Overall Pre Market Engagement enables suppliers to plan their resources so that they can respond to the best of
their ability to customers ITTs.
How CCS can help…
- CCS can provide you with templates to help form an Expression of Interest/ Request for Information. These
can be found on the RM3816 webpage on the document tab.
- We can help you understand timelines and milestone dates to issue an ITT successfully
- We can communicate on your behalf to suppliers about impending release dates so suppliers can manage
their resource
https://ccs-agreements.cabinetoffice.gov.uk/contracts/rm3816
https://ccs-agreements.cabinetoffice.gov.uk/contracts/rm3741
“
Tender Best Practice Hints and TipsBefore you publish your tender to your chosen Lot of suppliers, please take into considerations the below
as this will affect the number of responses and submissions received….
• Naming your Tender- Give your ITT a clear name that relates to the services required. Suppliers have
to go through an internal Bid/ No Bid process, and the more information the supplier can gather from the
tender easily will speed up this process allowing more time for a quality response.
• How is your ITT structured?- Taking on valuable feedback from our suppliers, it is raised often to us
that customers requirements are not clearly defined and embedded pages in within the ITT. Your Scope
of Services/ Requirements are the most important element of your tender as this defines what the
supplier with price against. Therefore it should be clearly formatted with as much information as
possible to enable the supplier to price with as little risk included as possible. The Scope of Services/
Requirements should also be easy to locate within your ITT, avoiding suppliers having to search
through multiple schedules.
• Consider your internal policies and strategies- for example, Social Value, how are you building this
in to your ITT, if you have specific requirements they should be clearly defined for the supplier, you can
even include Quality questions within your ITT to evaluate inline with your policy requirements.
“
Tender Best Practice Hints and Tips
• Quality/ Technical Questions- Questions asked within your ITT should be specific to your
requirements, upon request we can provide you with what was asked at Framework level- the
questions asked will be updated onto our webpage shortly as well. This will enable you to
evaluate against specific requirements rather than general questions- this is often frustrating for
suppliers as the quality questions allow them to respond inline with your service requirements.
Questions can also be related to Social Value etc….
• Cost vs Quality- All suppliers on the framework have gone through a vigorous vetting process,
and can provide a top quality service, how ever after recently meeting with our suppliers now the
framework is just over a year old, there was a lot of feedback around how customers weight their
ITTs. This is because as suppliers go through their own internal Bid/ No Bid process, depending
on customers requirements if they believe the quality/ cost ratio is weighted too high toward cost,
they often do not bid at all, our suppliers also pride themselves on a quality service, which is often
overlooked if the weighting toward cost is too high and they assume they may be beaten on price.
The framework its self at ITT level was 45/55 toward cost, as quality can be determined further at
call off based on the customers requirements. Be clear & consistent on scoring methodology,
weightings and assessment
“
Tender Best Practice Hints and Tips• Timings- Length of time an ITT is published for is our suppliers biggest reason of why they ‘No Bid’.
Take into consideration your ITT requirements and how long it took you to build when allowing time
for suppliers to respond. If you are unsure, seek guidance, as this will ultimately affect the quality
and number of responses you receive. Always try and take into consideration National Holidays,
School Holidays etc, as there will always be a reduced number of staff, as with any organisation.
Also, stick to timings and milestones initially provided, be clear on the timings for key milestones
within the bid process.
• Scope of Requirements/ pricing- Ensure this is in plain English and that any abbreviations are
clearly defined in a glossary. Support in reviewing documents can be provided by myself and my
colleague with advance notice. The cost model is split into 19 tables, so requirements can be
aligned back to it, but it is also flexible depending on requirements. If unsure, please seek guidance
from us at CCS.
• Clarifications- Have a dedicated contact point for clarifications, and respond to questions within the
key milestone dates.
“
Tender Best Practice Hints and Tips• Call Off Contract- Make yourself familiar with this document, understand how it can be utilised to help
maximise your contract management more effectively. Consider KPIs, SLAs, Transparency Reports
etc- have you defined these in your ITT? Other elements to consider…
-GDPR- although at framework level the contract has not been changed, this is dictated by the
level of information being handled at call off. More information on this can be found at the end of the
presentation.
- Security- Do you have bespoke requirements above Cyber Essentials that need to be flagged
in your ITT?
- Liability Levels- The suppliers on the framework all have a minimum liability level of £2m,
however, the call off contract defaults to £10m, this must be discussed with your chosen supplier and
defined in your ITT if necessary, depending on your requirements will affect the liability levels the suppliers
are comfortable with as well.
Further Competition- Tips and Trips Key criteria in an ideal world Real Estate Procurement:
What should ‘good’ look like – the ‘tips’
• Active pre-market engagement
- speak to your potential bidder pool
- engage on scope
- quality/ price matrix and take on feedback
• Streamlined tender documentation that flows and
tells the story of what is trying to be achieved.
• Dedicated contact point for clarifications etc.
• Be clear on the timings for key milestones within the
bid process.
• Be clear & consistent on scoring methodology,
weightings and assessment.
• Limit page count per question / section- ask
questions which are specific and relevant to your
project requirements.
• Detailed, timely and credible feedback to successful
and unsuccessful suppliers
Common Challenges – the ‘trips’
Internal stakeholder engagement and sign
offs- could this add additional time?
Do you use a portal or issue direct by e-mail-
pre supplier engagement to advise how?
Conflicts- are there any?
How to Access Estates Professional Services RM3816
“
Please see links to the webpages:
http://ccs-agreements.cabinetoffice.gov.uk/contracts/rm3816
The webpage offers a lot of information around the framework, and also a suite of documents you will find
useful on the documents tab, which includes…
Framework Agreements
Scope of services
OJEU Notice
Customer Brochure
Customer Guidance
Customer Presentation
Call Off Contract
Customer Further Competition Templates
Customer User Agreement
How To Direct Award
How To Conduct a Further Competition
How to access the supplier maximum rates
GDPR Guidance
The first step if you wish to use the Framework is to complete and return a Customer User Agreement, which
can also be found on the documents tab, we will then return this to you with a reference that you can quote to
the suppliers on the framework, this is to be filled in for every new procurement via the Framework.
Register for forthcoming webinars….
https://www.eventbrite.co.uk/o/ccs-buildings-events-amp-webinars-17517035883
From now until December we are running monthly webinars which cover the below topics, please be sure to
register if you would like to attend:
23/10/2018 11.15am PMFDTS Deep Dive Session
14/11/201811.15am Generic overview EPS/ PMFDTS
11/12/201811.15am Next steps covering…pre market engagement/ cost models/ tendering
• Understand what services you require which can be provided by RM3816- Complete a Customer User Agreement Form which can be found on
the documents tab of the RM3816 webpage and email to CCS to be provided with a reference for your procurement which should also be provided
to the suppliers.
• Choose which Lot you would like to procure the services through.
• Register to the CCS eSourcing portal via the link: https://www.gov.uk/government/publications/esourcing-suite-guidance-for-customers
• Download the rates from your chosen Lot- a step by step guide can be found on the webpage of the documents tab called ‘How to Access the
Suppliers Maximum Framework Rates to review’ to help you find them.
• Evaluate all suppliers rates inline with what your requirements are to get an idea of cost- Direct Award cap is £50k
• Evaluation criteria does not always need to be based on lowest price- we advise if required you have a conversation with suppliers so that you
understand their capacity and lead times to see if this also fits your requirements along with if they have any experience/knowledge of your specific
requirements.
• Customers are reminded of the need to keep a record of their decision making process which shows how the relevant conditions were applied,
making it clear that all capable suppliers were considered each time an award was made. Customers will be expected to disclose this
documentation in the event of a challenge. It is for each contracting authority to ensure they adhere to their own procurement/commercial
governance as well.
• Once you have chosen your supplier you will then need to complete the RM3816 Call Off Contract, which can be found on the RM3816 webpage,
on the documents tab called RM3816 Estates Professional Services Attachment 5 - Call Off Contract.
• Please note the following advice about how to complete the Call Off Contract for a Direct Award… Customers entering into the Call Off Contract
following a direct award should complete the Template Call Off Order Form without modification to the Template Call Off Terms governing the
provision of the Services; and by inserting or confirming only those sections which are necessary for the Call Off Contract to be formed.
Estates Professional Services Direct Award:
Estates Professional Services- Considering GDPR
“
Within the Buildings category and across CCS, an assessment was undertaken in order to establish the extent to which they included personal data processing at a Commercial Agreement level. The assessment covered the type of personal data held, i.e. name, address, date of birth, NI number, telephone number, pay, biometric data etc., and, if appropriate, the nature and purpose of any processing associated to the personal data.
For the Buildings category each Commercial Agreement was categorised as a ‘low’ risk as there is minimal or no personal data involved. It was therefore assessed that no change was required to the existing Commercial Agreement contract terms. It is possible that CCS may determine a Commercial Agreement to be low risk, however, a customer may determine a call-off contract from that same Commercial Agreement to be medium/high risk.
GDPR, with it being a legislative change, all CCS Suppliers have been written to in order to reference the change in law from 25th May 2018 and the impact on the framework agreement. With reference to the call off contract for RM3816, section 10.10 refers to Data Protection which then refers to a clause 34.2.3 in the contract. If appropriate, this can be amended to add in additional clauses as detailed within the PPN which are relevant to you and your organisation, depending on the level of Data that is to be handled.
The PPN includes standard clauses that can be considered and, if appropriate, can be included to reflect your specific data protection requirements. This will ensure your organsiations and the supplier(s) compliance with the new Data Protection Act. These clauses point to a new Schedule in which you must specify what type of personal data can be processed in the contract.
Prior to making any changes in line with the PPN, we encourage you to consult your data protection officer and, if appropriate, consider taking legal advice before doing so.Please see below a Customer Tool Kit which explains in more detail and provides templates as well.
https://www.gov.uk/government/publications/gdpr-customer-toolkit-guidance?utm_source=f8d7f632-0156-4556-a97e-e843e1f1d3a9&utm_medium=email&utm_campaign=govuk-notifications&utm_content=weekly
https://ccsheretohelp.uk/ccs-getting-ready-gdpr-need/