ISFT v7 - Charnwood€¦ · Web viewThis has been set as 20th November 2013 at Derby Road Depot,...

Management of Open Spaces Procurement - Invitation to Submit Final Tender - November 2013

Management of Open Spaces Procurement Project

Invitation to Submit Final Tender

November 2013

P a g e 1


CONTENTS:LIST OF TABLES

FOREWARD

1. INTRODUCTION

1.1. ISOS/ISDS submission and consistency of information

1.2. Pricing

1.3. Variations

1.4. Income

1.5. Transferable commitments

1.6. Typologies & Zones

1.7. Resources necessary to deliver the Contract

1.8. Public Services (Social Value) Act 2012

1.9. Reference Projects

1.10. Final interviews

1.11. Scoring Matrix

1.12. Tied tenancies

1.13. Terms & Conditions

1.14. Clarification & Further Meetings

1.15. Bidding Costs

1.16. Disclaimer

1.17. Copyright

1.18. The Council’s Right to Reject Solutions

1.19. Freedom of Information

1.20. Amendments to the ISFT Documents

1.21. Consistency of Information

1.22. Canvassing and Non-Collusion

P a g e 2


2. PROCUREMENT PROCESS

2.1. Proposed Stages

2.2. Meeting with bidders

2.3. Reference project site visits

2.4. Timetable

3. FORMAT OF RESPONSES

3.1. Response checklist

3.2. Commercial Responses

3.3. Technical Responses

3.4. Performance Management Schedule

3.5. Use of Electronic Vault

4. ISFT EVALUATION

4.1. Contract Award

4.2.Phase 4 Preferred Partner / Award of Agreement

4.3.Evaluation Framework

4.4.Compliance

4.5. ISFT Stage Evaluation Methodology

4.6.Evaluation Criteria

4.7.Evaluation Assumptions

4.8.Evaluation of Responses

4.9.Calculation of the ISFT Evaluation Score

P a g e 3


LIST OF APPENDICES & ANNEX

Appendix Title

1 Council Owned Equipment List

Annexes Title

1 TUPE Information

2 Draft Contract (T&C’s)

3Letter of Acknowledgement & Certificate of

Non-Canvassing and Non-Collusion

LIST OF TABLES

Table No. Title

1 ISFT Key Dates

2 Response Checklist

3 Technical Responses Criteria

4 Technical Questions

5 Technical Question Weightings

6 Evaluation Scoring

P a g e 4


FOREWARD

Charnwood Borough Council (CBC) is undertaking a procurement project for the management of open spaces within Charnwood, referred to in this document as ‘the Council’.

The Management of Open Spaces in Charnwood consists of two distinct elements in respect of current service delivery: Green Spaces and Engineering. This contract brings together both of these elements as part of the outsourcing of the services.

Following the evaluation of the previous stage of this procurement project, the ISOS/ISDS, we are delighted to invite you to submit a final tender solution. This ISFT Document should therefore be read in conjunction with previously circulated documents including the Information Memorandum (IM), ISOS Document, ISDS Document, and all related Appendices.

All information is provided via the dedicated BiPs vault. All contact with the Council during the ISFT stage must also be made through the BiPs vault unless otherwise instructed by the Council.

P a g e 5


1. INTRODUCTION

1.1. ISOS submission and consistency of information

1.1.1. The Council has already received and evaluated both the Pre-Qualifying Questionnaire (PQQ) and ISOS/ISDS submissions in response to invitations so far. The quality of the submissions was extremely high and we are now delighted to invite two companies to take forward to the final tender solution stage of the project.

1.1.2. Bidders are reminded that all information submitted within the PQQ, ISOS and ISDS stages will form part of the overall Management of Open Spaces Contract to be awarded in early 2014. It is expected that the Supplementary Documents (Vision Statements) previously submitted as part of your ISOS/ISDS response will also form part of your contract delivery and as such will be used as a guide for performance management of the contract post award.

1.1.3. It is also expected that the method statements provided will be used to deliver the contract services unless clearly highlighted not to be applicable during the final phase of the procurement project. These will also be used as a performance management tool post-award.

1.1.4. Any figures, targets, proposals and initiatives already submitted at either the PQQ, ISOS, or ISDS stages will be expected to remain consistent unless they have been varied by agreement as part of the competitive dialogue process.

1.1.5. Bidders are reminded that all responses should adequately cover all aspects of the service i.e. both Green Spaces activities and Engineering activities.

1.2.Pricing

1.2.1. The Council is keen to maximise the efficiency of the service and realise savings for the duration of the Contract. The Council wishes to be clear on the basis upon which pricing submissions will be measured. As such Bidders are required to ensure they fully understand the instructions within the Pricing Schedule at the ISFT stage.

1.2.2. The Pricing Schedules submitted as part of the ISOS/ISDS submissions should therefore be revised to reflect any responses submitted as part of the ISFT. It is anticipated that the revised Pricing Schedule should be consistent and must meet the minimum savings

P a g e 6


target identified (including KPI rewards). Details of any revisions from the ISOS/ISDS submissions must be provided and justified.

1.3.Variations

1.3.1. As part of the dialogue process the Council was keen to maximise quality whilst maintaining savings. Therefore, one aspect that the Council wishes to retain flexibility over is the ability to vary ‘Zones’ across different sites by agreement with the Service Provider. In this way the Council may, for instance, decide as part of any future cost saving proposals that some sites do not warrant the level (or quality) of service delivery proposed as part of the accepted tender submission. Following dialogue with the successful Service Provider, the Council may therefore reduce the level (or quality) of some sites as depicted by their ‘Zone’. Such variations will be agreed using the Pricing Schedule as a template for agreeing potential cost savings.

1.3.2. The Council reserves the right to withdraw any Task if efficiencies cannot be identified through the ISFT submissions and dialogue process. In particular, provisions for Bereavement Services that are currently being delivered through a Service Level Agreement with North West Leicestershire District Council need to demonstrate added value and efficiency savings through this Contract.

1.3.3. Following ISOS/ISDS submissions it is the Council’s intention to revise Task 9 (Sport Facility Maintenance), to include sport pitch bookings. This change should be taken into account as part of Bidders’ submissions at ISFT.

1.4. Income

1.4.1. The Council is keen to receive proposals that transfer the risk of income to the Service Provider; therefore Bidders are requested to put forward proposals at the ISFT stage that guarantee a level of income and/or profit sharing over the full length of the Contract. These should be identified in the Pricing Schedule and demonstrate continuous improvement throughout the Contract term.

1.4.2. The Council will permit the use of Council assets (in particular Depot facilities) to be used for activities that attract additional income to the Service Provider. However, any arrangement must demonstrate added value to the Council through a level of income/profit share arrangement to be agreed as part of the ISFT dialogue process.

P a g e 7


1.4.3. The Council currently has a list of Council-owned equipment that is utilised to enable effective delivery of the existing Green Spaces and Engineering services. This equipment will be available for use by the Agreed Service Provider with effect from 1st April 2014. The Service Provider will be required to take responsibility for all items on this list and, as such, should work with the Council to agree a reasonable value to be paid for such assets on transfer at 1st April 2014. This value should be included in the Pricing Schedule.

1.5.Transferable commitments

1.5.1. Bidders are reminded that a number of commitments have already been placed for 2014 (e.g. hanging baskets and plants for displays, including Loughborough in Bloom) for which the Service Provider will be responsible. The value of these will be provided throughout the dialogue phase up to the award of Contract (expected late January 2014). Any further commitments that are required to ensure service continuity will be agreed between the Council and the Agreed Service Provider as part of the ISFT clarification.

1.6.Typologies & Zones

1.6.1. The Council has previously circulated GIS maps for all areas of land (sites) to be managed as part of this MOS Contract. These sites are categorised into a number of typologies.

1.6.2. As part of the ISFT submission Bidders are required to ensure that each site has been allocated a ‘Zone’ where applicable. This ‘Zone’ should be the same for all Tasks appropriate for the typology i.e. a site should not be a Zone 1 for grass cutting, but a Zone 2 for border maintenance.

1.6.3. The division of a site into more than one Zone, however, is permissible. In this way, the entrance or more heavily used part of an area may be of a higher standard (i.e. lower Zone number) than other parts of the same site.

1.7.Resources necessary to deliver the Contract

1.7.1. The new Service Provider will be responsible for ensuring that the correct levels of resources are made available to deliver the Contract at all times throughout the duration of the Contract. In particular, the

P a g e 8


Council is keen to ensure the management plans set out for SSSI’s and Green Flags are adequately resourced at all times. Bidders are therefore required to ensure this has been adequately taken into account in their ISFT submission.

1.8.Public Services (Social Value) Act 2012

1.8.1. The Council is keen to maximise the involvement of the local community and stakeholders in the evaluation, design and delivery of services. This commitment has already been demonstrated at ISOS/ISDS level by Bidders and with the support of the local community groups and residents groups, the Council wishes to take this forward at the ISFT stage and a question has been highlighted to address this point in Chapter 3.

1.8.2. After recent consultation these community groups may also be prepared to pay for additional quality standards (improvements) above that agreed to be paid by the Council as part of this Contract. This will be addressed as part of this ISFT in the Pricing Schedule.

1.8.3. Bidders are expected to provide details of how housing tenants would be effectively engaged in the design, delivery, maintenance and potential improvements in the standards of housing sites.

1.8.4. It is the Council’s intention to enlist the help of a number of key housing stakeholders in the evaluation of this part of the ISFT. This element will be clearly identified in the ISFT questions to Bidders.

1.8.5. Bidders are reminded that all Housing sites (as identified by a Typology) should be maintained to the same standard (Zone) unless proposals are identified by the Service Provider in consultation with the key stakeholders for that site.

1.9.Reference Projects

1.9.1. Bidders are required to provide reference projects for the Council’s Project Team and Board Members to visit and evaluate a number of key aspects of service delivery including, but not limited to:

Adherence to specification

Performance achieved

Response to instructions

P a g e 9


Client relationship

Union relationship

Staff welfare & suitability for tasks (training, qualifications, etc.)

Equipment suitability for tasks

Professionalism and corporate image/responsibility

Contact/response with/to the customer (the public/users of the service)

1.10. Final interviews

1.10.1. It is the Council’s intention to conduct final, end-of-stage interviews with Bidders. These interviews will be conducted post-ISFT submission and will provide Bidders with an opportunity to explain the contents of their submission to the interview panel. Those involved in making the final scores will take into account the way in which the Bidders have explained the contents of their tender as part of their presentation.

1.11. Scoring Matrix

1.11.1. The Council has agreed a revised scoring evaluation weighting as part of the ISFT. Submissions will be scored against commercial criteria and technical criteria on a 50:50 weighting with individual scores for each question identified in Chapter 3 of this ISFT.

1.12. Tied tenancies

1.12.1. The Council is currently negotiating the issue of three ‘tied’ tenancy properties associated with the current delivery of the Green Spaces Service. The Council are exploring appropriate resolutions which will be clarified and discussed as part of the ISFT clarification.

1.13. Terms & Conditions

1.13.1. The Contract and specimen tenancies have been revised taking into account all bidder comments received. As such we do not expect a further commentary but any points of dispute on the Contract documentation MUST be raised at this point or we will assume you are in accord with its contents.

P a g e 10


1.14. Clarifications & Further Meetings

1.14.1. In the event that Bidders have any specific queries/questions that they wish to raise about the project, they should submit those questions via the BiPs vault. If the Council considers any question or request of clarification to be of material significance, both the question and the response will be communicated, in a suitable anonymous form, to all current bidders. Telephone enquiries will not be accepted.

1.14.2. The Council reserves the right to disseminate information that is materially relevant to the Project to all Bidders, even if the information has only been requested by one Bidder, subject to the duty to protect any Bidder's commercial confidence in its Solution. Should Bidders wish to avoid such disclosure (for example, on the basis that the request or response contains commercially confidential information or may give another Bidder a commercial advantage) the request must be clearly marked “In confidence – not to be circulated to other Bidders” and the Bidder must set out the reason(s) for the request for non-disclosure to other Bidders, which the Council will then consider. The Council will consider each such request for non-disclosure on its merits, and in particular whether any regulations or considerations of probity require it to be denied. Where the Council decides that the question or request, and their response, cannot be withheld from circulation, the Council will inform the Bidder and the Bidder will have the opportunity to withdraw the question or request, or otherwise to present it in a different format. The Bidder must, as soon as practicable thereafter, respond in writing requesting that either the request be withdrawn or treated as not confidential. The Council will deem that the request for clarification has been withdrawn if the Council is not contacted within 3 Business Days following informing the Bidder as referred to above.

1.14.3. The Council will enter into a contract with the preferred provider. A form or forms of contract will be provided for full comments which will be required before tender submission.

1.15. Bidding Costs

1.15.1. Each party will bear its own costs of bidding, taking part in this competitive dialogue process and clarification and fine-tuning of final touches.

P a g e 11


1.15.2. The Council reserves its position as to whether or not it will enter into contractual arrangements, and the submission of Solutions will be entirely at the Bidders’ risk.

1.15.3. The Council shall bear no liability whatsoever for the outcome of the competitive dialogue and shall not be liable for the costs of Solutions’ preparation, presentation, due diligence, clarification, fine-tuning, or any loss of profit or other economic loss incurred by Bidders as a result of this competitive process.

1.16. Disclaimer

1.16.1. The Information has been prepared by the Council in good faith but does not purport to be comprehensive or to have been independently verified. Bidders should not rely on the Information and should carry out their own due diligence checks and verify the accuracy of the Information. Nothing in this ISFT is or shall be a promise or representation as to the current, present or future.

1.16.2. Bidders considering entering into a contractual relationship with the Council should make their own enquiries and investigations of the Council’s requirements beforehand. The subject matter of this ISFT shall only have contractual effect when and to the extent it is contained in the express terms of an executed Agreement between the Council and any successful Bidder.

1.16.3. Neither the Council, the Council’s members, directors, officers, employees, agents nor advisors make any representation or warranty as to, or accept any liability or responsibility in relation to, the adequacy, accuracy, reasonableness or completeness of the information or any part of it (including but not limited to loss or damage arising as a result of reliance by the Bidder on the information or any part of it).

1.16.4. This invitation by the Council to participate in dialogue and to submit a Final Tender Solution does not mean that the Bidder has satisfied the Council regarding any matter raised during Pre-Qualification, and the Council make no representations or warranties regarding its acceptance or otherwise as to the Bidder's financial status or stability, technical competence or ability in any way to carry out the Project.

P a g e 12


1.17. Copyright

1.17.1. The copyright in this ISFT is vested in the Council and may not be reproduced, copied or stored in any medium without the prior written consent of the Council.

1.17.2. This ISFT, and any document issued as supplemental to it, are and shall remain the property of the Council, regardless of the medium in which the document is stored, and must be returned upon demand.

1.18. The Council’s Right To Reject Solutions

1.18.1. The issue of this ISFT in no way commits the Council to award any Agreement pursuant to the bidding process.

1.18.2. Nothing in this ISFT shall oblige the Council to award an Agreement and the Council shall be able in its sole discretion to withdraw from competitive dialogue or negotiations at any stage.

1.18.3. The Council reserves the right, subject to relevant legislation, at any time to reject any Solution and/or to terminate discussions and competitive dialogue or negotiations with any one or more Bidders.

1.18.4. The Council reserve the right to disqualify any Bidder who makes material changes to, or (in the Council’s opinion) a material change takes place in respect of, any aspect of either its pre-qualification submission or Solution unless substantial justification can be provided to the satisfaction of the Council.

1.19. Freedom of Information

1.19.1. In accordance with the obligations placed upon public authorities by the Freedom of Information Act 2000 (“FOIA”), all information submitted to the Council may be disclosed by the Council in response to a request made pursuant to the FOIA.

1.19.2. Bidders must carefully consider the use of phrases such as "in confidence" or "commercially sensitive" when submitting Solutions since they will not necessarily protect Solutions or parts of Solutions from disclosure. In respect of any information submitted by Bidders which they consider to be commercially sensitive, Bidders should:

1.19.2.1. clearly identify such information as commercially sensitive and the consequences of disclosure; and

P a g e 13


1.19.2.2. detail the envisaged timeframe during which such information will remain commercially sensitive.

1.19.3. The Council is required to comply with the provisions of the FOIA and will normally seek comments from any party whose information is subject to a request under the FOIA. Even where information is identified as confidential and/or commercially sensitive, the Council may be required to disclose such information in accordance with the FOIA if a request is received. Receipt by the Council of Solutions marked in whole or in part as "confidential" and/or "commercially sensitive" should not be taken to mean that the Council accepts any duty of confidence by virtue of the marking.

1.20. Amendments to the ISFT Documents

1.20.1. The Council reserves the right to issue amendments or modifications to the ISFT Documents during the ISFT Period. Any such amendments will be issued to all Bidders simultaneously and Solutions will be assumed to take account of any such modifications and amendments arising from competitive dialogue.

1.21. Consistency of Information

1.21.1. The Council is relying on the information provided by Bidders during Pre-Qualification, ISOS, and ISDS stages. If, at any time prior to the submission of the Final Solution or during the ISFT Period, there are any material changes to the same, the Bidder must advise the Council as soon as practicable (even if this is prior to the submission of the Final Solution).

1.21.2. The Council reserves the right to return to any matters raised at Pre-Qualification, ISOS, or ISDS as part of the ISFT clarification, where circumstances have changed in some material respect.

1.22. Canvassing and Non- Collusion

1.22.1. All Bidders are reminded that canvassing of any Officer or Member of the Council is strictly forbidden and may result in the Bidder being withdrawn from the procurement process.

P a g e 14


1.22.2. In addition, collusion of any sort between Bidders is strictly forbidden and may result in the Bidder being withdrawn from the procurement process.

P a g e 15


2. PROCUREMENT PROCESS

2.1.Proposed Stages

2.1.1. The Council proposes to complete this procurement process as efficiently and effectively as possible with the intention that the Project timetable previously circulated is adhered to. This effectively means we will conclude in January 2014 and the contract will commence on 1st April 2014.

2.1.2. As detailed in the previous documents (IM, ISOS, and ISDS) the Council’s chosen procurement process is Competitive Dialogue. It is therefore our intention to complete the necessary stages required to ensure we have identified the most appropriate partners for delivering the services being procured. A Pre-Qualifying Questionnaire, ISOS, and ISDS have already been completed and evaluated with two companies chosen to go forward to the next stage – the Invitation to Submit Final Tenders (ISFT).

2.1.3. This document provides details on how bidders should complete the ISFT. The Council is seeking long-term partners that have the professional expertise, capability and capacity to deliver excellent services to the communities we serve. As such the replies provided should be clear and robust to ensure that all information required, establishing the specific credentials relevant to this Contract, can be accurately assessed. Should you have any questions about the process or the ISFT please contact us via the dedicated BiPS vaults.

2.2.Meeting with bidders

2.2.1. The Council proposes to hold a further “Bidders Day” as an opportunity for bidders to meet the Council in an interactive forum and clarify the exact needs for the ISFT. This has been set as 20th November 2013 at Derby Road Depot, Loughborough commencing at 10:00am.

2.2.2. There will be a presentation from the Project Team to provide clarity with regard to the Council’s expectation and provide an opportunity for Bidders to ask questions. We will include an opportunity for questions and answers sessions in an open and closed forum with Bidders as required. The purpose of these sessions is for Bidders to gain a clear understanding of the Council’s requirements for the successful delivery of this contract and aid both the submission by Bidders and evaluation by the Council.

P a g e 16


2.2.3. In addition, Meetings are proposed for bidders to enter into further clarification with the Council during the ISFT stage if required. In recognition of the timescales involved at this stage of the process, in particular the holiday period in December, these meeting dates can be arranged at short notice by Bidders to which the Council will use its best endeavours to respond positively. Bidders should contact the Project Team through the BiPs vault in the usual way.

2.3.Reference project site visits

2.3.1. As detailed in Chapter 1 the Council proposes to conduct reference project site visits which will be evaluated as part of the ISFT tender submission. These are proposed to be conducted on Monday 18th or Tuesday 19th November 2013. Bidders have already been contacted to agree a suitable reference project site.

2.3.2. The scoring and weighting for this aspect of the submission is identified in Chapter 3.

2.4.Timetable

2.4.1. The following key dates are proposed as part of the final stages of the procurement project.

Table 1 – ISFT Key Dates

ISFT issued 15th November

Site visits to reference projects 18th & 19th November

Bidders day 20th November

Clarification meetings for operational / financial or legal issues TBA at Bidders convenience

ISFT submission deadline 15th December - midnight

Evaluation period 16th – 20th December

End of stage interview 19th December

Report to Cabinet 16th January 2014

Confirm award of Contract (subject to Alcatel and Scrutiny call-in) 26th January

Mobilisation 26th January to 31st March

Contract start date 1st April 2014

P a g e 17


P a g e 18


3. FORMAT OF RESPONSES

3.1. Response checklist

3.1.1. Bidders are required to submit a range of information identified in Table 2 below.

3.1.2. There are two elements to the Council’s evaluation of the ISFT: commercial and technical responses on the basis of a 50:50 weighting.

Table 2 – Response Check List

No. Title Description

1 Revised Pricing Schedule

This is an Excel spreadsheet that identifies prices for tasks and typologies and includes instructions on how to complete.

2 Technical Criteria Responses Schedule

This is in Word format document and is a response to a number of criteria identified in

3 Revised Performance Management Schedule

This is a Word format document and is a response to the proposals regarding performance management identified in the Tasks. Bidders are asked to consider if they wish to revise these KPI’s or LPI’s in any way to reflect the change in emphasis of the ISFT.

3.2. Commercial Responses

3.2.1. The Council will evaluate responses as part of the Commercial element of the ISFT according to the following criteria:

The whole-life price for delivering the service over the ten year Contract Period as tendered within the Pricing Schedule on the assumption that all KPI targets will be achieved and hence rewards paid for the ten year Contract Period;

The guaranteed level of income over the ten year Contract Period; and

P a g e 19


The agreed ‘one-off’ price to be paid for the Council’s equipment as identified in an agreed Appendix 1 to this ISFT.

3.2.2. The commercial criteria evaluation will be based upon the overall net cost of the service over the ten year Contract Period taking into account the above three criteria. This information should be contained within the Bidder’s Pricing Schedule submission. All instructions for completion are clearly marked.

3.2.3. The Bidder demonstrating the lowest net cost option to the Council, as identified in 3.2.2, will be awarded 50 percentage marks of the overall 100 available for the ISFT. The second Bidder will receive a proportion of these 50 percentage marks reflecting the proportional net cost when measured against the lowest cost Bidder.

3.2.4. The Pricing Schedule should be revised (from that submitted at ISOS/ISDS stages) in light of the revised requirements identified in this ISFT. Bidders are reminded of the Council’s revised scoring matrix identified in Section 1.11 which states the Council will evaluate the ISFT on a weighting of 50:50 for commercial versus technical criteria. This change in emphasis reflects the Council’s desire to maximise financial savings through the delivery of this Contract.

3.3.Technical Responses

3.3.1. Bidders are required to submit their response to a set of questions that relate to the technical evaluation criteria previously identified by the Council through consultation with Reference Panels at earlier stages. Table 3 below translate these weightings against each set of information.

Table 3 – Technical Responses CriteriaSection Set of Information Required Weighting %

A Performance 10.2

B Contract Delivery 7.2

C Environmental Impact of Contract 6.3

D Resources 6.2

E Customer Service 5.6

F Partnership Working 5.0

G Community Engagement 3.9

H Experience 3.0

I Added Value 1.6

J Overall Quality of the Submission 1.0

P a g e 20


(including final interview clarification)

3.3.2. A series of 18 questions have been developed to examine the detail within Bidders ISOS responses with a focus on key areas for the Council. These questions have been grouped into the eight evaluation criteria headings and are highlighted in Table 4 below.

Table 4 – Technical Questions

A. Performance (10.2%)

BackgroundPerformance management is a key measure for the Council in delivering services and we are keen to ensure the targets are measureable, challenging and drive improvements.

The current Open Spaces operations were drawn together in April 2011 and an interim review of the service was approved in December 2011 amalgamating the two areas of the service (Green Spaces and Engineering) to create efficiencies and improve customer satisfaction.

Interim performance measures were established on a number of significant areas of the service to ensure a baseline from which continuous improvement could be achieved.

Whilst this work is ongoing there are a limited number of performance management targets that demonstrate current levels of performance and help establish continuous improvement.

The Council does currently hold two Green Flags which are a significant measure of quality. The Council does however, recognise that these are by no means the only measure of quality standards in green space management.

Question Evidence

1

How will your performance measures proposed (including KPI’s and LPI’s and the rewards/penalties) drive continuous improvement strategically throughout the life of the Contract?

Overview of measures adopted to achieve continuous improvement

Evidence of relevant KPI achievement in other contracts

Reasoning behind the choice of KPI’s and penalty/reward scheme proposed

2 What improvements in quality will the Council and its customers see during the term of the Contract?

Type and number of quality measures proposed

Rectification methodology Inspections protocol

P a g e 21


Customer satisfaction improvementMethodology for continuous improvement

B. Contract Delivery (7.2%)

BackgroundThe Council has identified the effectiveness of monitoring arrangements for contract delivery within the Council as a strategic risk. Inadequate monitoring may result in personal injury; insurance claims; enforcement action/prosecution; reduced performance or financial, political or reputational damage.

Health and Safety is one of the Council’s key performance areas and therefore should be included within your suite of risk and reward KPI’s. It is also vital that mobilisation of any new contract does not adversely affect the service delivery.

Management of Open Spaces is a front line, key service for the Council. In addition, a significant number of personnel are to be transferred to the Service Delivery partner. The Council is keen to ensure that as this project is currently running to a very tight timeline, that an effective and well resourced mobilisation plan is in place that will reduce disturbance, inconvenience and concerns of staff and service users.

The quality of the current service is key to the Council and its customers. A measure of this quality will be the distribution of ‘Zones’ across Tasks e.g. the higher the volume of Zone 1 areas, the greater the level of quality being delivered.

Question Evidence

3

What methods do you propose to use to ensure the Health and Safety matters of this contract are addressed and how do you intend to measure it?

Reference to legislation (ISO and HSE guidance)

Encapsulation of information (reporting system)

How compliance will be measured and monitored

4

Please provide a detailed mobilisation plan including timescales, allocated personnel, IT services, fleet and equipment.

Timescales, milestones, and minimisation of service disruption to ensure a seamless transfer.

Adequacy of resources to deliver an effective mobilisation plan

A robust mechanism to identify Zones for each site (polygon) prior to contract start date to enable accurate performance monitoring

5 Please provide evidence of how your proposal will deliver improved quality across Open Spaces in Charnwood.

To demonstrate a clear link between the Method Statements and the Vision Statements.

Change in operational methods to demonstrate improved quality e.g. collection of grass clippings, weed and moss free areas etc

P a g e 22


Levels of resource available for replacement plants in bedding, borders and planters etc

Please make your evidence as typology or site specific as possible

C. Environmental Impact (6.3%)

Charnwood Borough Council covers a wide area and contains a great number of diverse Open Space sites and watercourses. Amongst these sites are Sites of Special Scientific Interest (SSSI’s) and others that are key to local nature and habitats. This presents a unique blend of management issues both in terms of the optimisation of resources, as well as ensuring biodiversity is maximised using a multi-faceted approach.

Charnwood Borough Council aspires to develop a “carbon-neutral” service, please identify the measures you plan to adopt towards this direction as part of the carbon mitigation plan. (milestones and timescales)

Background

Question Evidence

6

Please provide a contract specific Sustainability Plan

Pesticides Reduce – Reuse – Recycling and

Use of renewable resources Green fuel Lower energy consumption/use of

more sustainable energy

7

Please provide a quantifiable Carbon mitigation/reduction plan

Vehicles usage / route optimisation Electric vehicles Carbon offsetting Indication of levels of carbon

emissions proposed during the life of the Contract

8

Please provide a Charnwood specific Biodiversity Action Plan with reference to actual sites where applicable.

Protection of habitats Operational activities to promote

biodiversity (grazing, alternative planting, etc.)

Examples of ‘special’ sites within Charnwood to demonstrate an understanding of the area and unique nature of the landscape

D. Resources (6.2%)

BackgroundISOS and ISDS responses have provided details of the estimated resources required for the delivery of the service. This section seeks evidence supporting your submission and how this will drive efficiencies and improvement in the quality of the

P a g e 23


services as well as minimising the risk to the Council of service failure through insufficient resource levels.

The Council is keen to reduce the risk of infrastructure maintenance costs over the term of the Contract and will effectively utilise the Asset Infrastructure Survey conducted annually by the Council as a tool for measuring the level and number of rectifications required to maintain standards. This survey highlights work according to the level of risk i.e. category A represent a health and safety risk and will be complete by the Council; all other items will be expected to be completed by the Service Provider as ‘routine maintenance’ (categories B,C and D).

The Council recognises that the interface between Lagan (the Council’s CRM system) and the Service Provider’s work instruction system is critical and has been identified as a key risk. The responsibility for the development of the interface rests with the Service Provider.

Question Evidence

9

Please demonstrate through your business continuity plan your views on workforce resilience as well as optimisation of equipment, vehicles and depot facilities.

Confirmation of Team Structure and staff numbers (including any seasonal variations), management of downtime as a result of training, holiday & sickness, key responsibilities and productivity

Costs, vehicle type & life expectancy, productivity, changes/investment at the Depot(s)

Measurable milestones for improvements

Timescales for any proposed changes

10

Please give details of your plans to integrate the Council’s CRM system (Lagan) and its automatic electronic transfer of data. A contingency plan should also be provided including an alternative plan of receiving instructions.

How/Who/What level of resources put into it

Contingency plan Alternative methods

E. Customer Service (5.6%)

BackgroundCharnwood Borough Council prides itself on meeting and exceeding customer expectations. We currently hold Customer Service Excellence for this area. This contract is one of the major frontline services the Council provides and therefore we strive to seek a professional image in all aspects of our activities, in particular, through our workforce and our partners.

Question Evidence

P a g e 24


11

ISOS submissions detailed the way in which companies portrayed their image and professionalism. Please provide examples of how you intend to implement the joint branding in all aspects of this contract.

Livery, uniforms, fleet etc

12

The directorate has achieved and retained the “Customer Service Excellence” (CSE) accreditation and recognises its importance for the provision of the service. Please provide details of how you intend to achieve this key objective of the service.

Timescales / Plan for accreditation Experience in this area Clear understanding of the principles

of CSE throughout the organisation

F. Partnership Working (5.0%)

BackgroundCharnwood Borough Council recognises that there are a wide variety of internal and external partners who are key for the optimum provision of the service. Successful collaboration is crucial to ensure standards are maintained and improved.

The volunteering resource in Charnwood is significant, and with the current economic climate there is an expectation that this partnership arrangement will play a vital and growing role in delivering the MOS Contract into the future. This relates to both the green spaces management and engineering service.

Question Evidence

13

Please identify the key internal and external partners and the levels of collaboration required. From evidence previously submitted, show how this will be utilised to address any potential benefits or risks for this Contract.

List of future partners and expected degree of collaboration

Community Safety, Child Protection and Anti-social behaviour.

Sports development issues and relationships

Experience of building such partnerships

Proposals for new initiatives14 Doubts have been expressed as

to whether levels of volunteering will be maintained at the current level. Please identify how you intend to allay these fears and meet the challenging targets you have set as part of your Performance Management Schedule (KPI’s).

Rangers Service An overview of your volunteering

management plan Number and role of volunteers within

the service How they will be effectively recruited

and deployed

P a g e 25


G. Community Engagement / Social Value (3.9%)

BackgroundCharnwood Borough Council values its relationship with local communities. Working with groups and volunteers helps to enhance the Council’s reputation and provides a focus to achieve their aims and maximise community engagement.

In particular, a significant number of key areas relate to housing areas in Charnwood. Housing tenants and related resident groups will be engaged in evaluating the question relating specifically to Housing sites to ensure effective engagement at this stage and expectations can be managed.

The delivery of effective public services requires an overarching and relevant marketing plan. This is particularly important where the Council is trying to maximise use of open space and ensure all sectors of the community are effectively engaged in the opportunities and benefits that open spaces provide.

Question Evidence

15

Please identify the relevant stakeholders for the optimum service provision and how you plan to utilise them in developing the service and ensuring continuous improvement for the contract.

Methodology for engaging with different user groups including “Friends of” groups, special interest groups and Loughborough in Bloom

Experience of working with Britain in Bloom and proposals for Charnwood

16

Please indicate how housing tenants and associated residents groups can become actively involved in the design, delivery of services.

Proposals as to how residents groups will be engaged, the level of resources to support them and evidence of how this has worked in other areas

Key milestones of improvements that residents will see during the life of the Contract

Mechanisms for residents to agree improvements in service provision, how these will be delivered and the costs associated

The type of response that residents could expect to complaints about the service

17 Please provide your detailed Marketing & Promotion Plan for the first two years of the contract, including levels of funding and resources. Your

Resources made available and timescales for key milestones

Integrated campaigns that link to the Open Spaces Strategy Action Plan

Potential for funding leverage, match

P a g e 26


outline plan for the remainder of the initial term of the contract is also required.

funding and community grant opportunities

Use of social media Effective use of signage including

number supplied and timescales

H. Experience (3.0%)

BackgroundThe Council recognises that the Service Provider needs to have the right level of experience and expertise in delivering public service contracts of this nature, and in particular building trusting and workable relationships with their clients, customers and staff.

A formal site visit is proposed to be undertaken whereby the Bidders relevant experience in delivering a contract to the specification and a clear demonstration of striving for customer service excellence, continuous improvement and positive relationships with be explored.

I. Added Value (1.6%)

BackgroundThe Council recognises that in outsourcing the MOS service there needs to be significant added value evidenced to the communities and users of the service in Charnwood.

Added value can be identified in many ways other than simply the cost of the service to the Council-Tax payer e.g. community cohesion, levering support or resources from other sources, additional expertise or specialist knowledge, tools or equipment, partner benefits such as additional services offered, improvements in quality standards and ICS benefits.

Question Evidence

18

Added Value: What evidence of added value would the Council and its communities see in year’s one, three, five and ten if your organisation was to be awarded the MOS Contract?

Additional services Better quality services Improvements in marketing,

promotions etc Increased funding opportunities Key activities that will be evidenced Investment funds? Sign provision and replacement

programme (sports facilities, SSSI’s, parks, etc.)

J. Overall Quality of Submission (1.0%)

Background

P a g e 27


The Council will consider the overall quality, clarity and robustness of the submission and will use the Final Stage Interview to inform the scoring of this section.

3.3.3. Each question provides an indication of the type, level and scope of detail required in the response. In addition, the evaluation weighting for each section has been divided equally between the number of questions within that section i.e. questions 1 and 2 both relate to the Performance Section and therefore share the 10.2%, meaning each question is worth 5.1% (see Table 5 below).

Table 5 – Technical Question WeightingSection Question Weighting %

Performance1 5.1

2 5.1

Contract Delivery

3 2.4

4 2.4

5 2.4

Environmental Impact

6 2.1

7 2.1

8 2.1

Resources9 3.1

10 3.1

Customer Service11 2.8

12 2.8

Partnership Working13 2.5

14 2.5

Community Engagement

15 1.3

16 1.3

17 1.3

Experience - 3.0

Added Value 18 1.6

Overall Quality of Submission - 1.0

TOTAL TECHNICAL SCORE 50

3.3.4. The Council is keen to ensure Bidders focus their responses to each question accordingly and have taken on board issues raised at the

P a g e 28


ISOS/ISDS stages in respect of page limitations. As such, the Council will accept varying levels of responses to individual questions provided the total page limit for all 18 questions does not exceed 100 pages in total.

3.3.5. Each question will be scored on the basis of marks out of five according to the evaluation framework in Chapter 4.

3.3.6. All bidders are required to answer ALL of the 18 questions by the submission of an “MS Word” document and completing the relevant Schedules. These should be amalgamated into one document so that your response is contained within one document with pages numbered concurrently to ensure ease of reference (e.g. DO NOT number pages for each question starting with page 1).

3.3.7. Please make your answers service-specific and ensure wherever relevant they cover Green Spaces and Engineering. The responses should be self-contained and avoid cross-referencing back to your response to the PQQ, ISOS or ISDS wherever possible.

3.3.8. Please ensure you do not exceed the page limit for questions that require text in addition to any Schedule that needs completing. Page limits include maps, images and supporting documents. All Schedules are provided as templates.

3.4.Performance Management Schedule

3.4.1. Bidders are required to consider revising the Performance Management Schedule submitted as part of their ISOS/ISDS submissions and reflect any changes in emphasis of the ISFT document or changes proposed and discussed through the ISFT dialogue process.

3.4.2. The Performance Management Schedule should identify levels of performance proposed including KPI’s, LPI’s and target response times for Tasks. In particular any KPI rewards/penalties should be included and be cross-referenced against figures submitted within the Pricing Schedule.

3.5.Use of the Electronic Vault

3.5.1. The ISFT Document must be completed and submitted electronically by using VAULT through BiPs Delta-ets portal. No hard copy of any material or response is required at this stage.

P a g e 29


3.5.2. The information and documents for the ISFT will be at the following website http://www.delta-ets.com. To access these documents you will firstly need to register your company details and enter in a TAC (Tender Access Code) thereafter you will be issued with a Username and Password. If you have registered with Delta previously, please follow the link shown and click on the 'Delta-ets Home' tab instead. This will redirect you to the home page where you can log on using your existing username and password to collect the ISFT information and documents.

3.5.3. Thereafter, enter in the TAC (Tender Access Code) number into Vault and you will be able to view the ISFT Document information and documents. Please check that you are able to access the online ISFT documents.

3.5.4. If you are experiencing problems then please contact the Delta helpdesk at [email protected] or call +44 845 2707050 for further assistance. If you have registered and have forgotten your Username and Password, please click on the forgotten password link on the Delta-ets homepage.

3.5.5. Please ensure that you allow yourself plenty of time when responding to this ISFT prior to the closing date and time. The completed ISFT and all supporting documentation must be returned by the deadline set out above.

3.5.6. Completed ISFT documents received after the deadline set out above may not be considered.

3.5.7. Registering with Delta is free of charge.

3.5.8. Your submission should clearly indicate at the top of each page the name of your company or organisation together with the relevant question being responded to.

P a g e 30

http://www.delta-ets.com/


4. ISFT EVALUATION

4.1.Contract Award

4.1.1. This part of the Instructions provides guidance on the methodology that will be used for the evaluation of the ISFT Solutions. Pursuant to the Public Contracts Regulations 2006, Regulation 30(1)(a) the Solutions will be evaluated on the basis of the most economically advantageous Solution for the Councils having regard to the criteria set out in this ISFT.

4.1.2. An extension period of up to ten years may be granted upon satisfactorily meeting agreed Key Performance Indicators. It is anticipated that these will be agreed at the outset of the first Contract term to provide added security and benefit to all parties.

4.1.3. Bidders should be aware that the Council reserves the right to discontinue dialogue with any Bidder within the scope of the dialogue process, whether or not any ISFT solution has been provided.

4.1.4. This ISFT stage represents Phase 3 to the Competitive Dialogue process. Phases 1 and 2 have been completed as part of a combined ISOS/ISDS.

4.1.5. This ISFT also includes a Draft Contract for the Management of Open Spaces for which comments are welcome from Bidders at this stage. This is attached at Annex 2.

4.1.6. Once the Final Tenders are received, there may need to be a period for clarifying and fine-tuning the detail of the Final Tenders with the Bidders. Once clarification and fine-tuning has taken place, the Final Tenders will be evaluated.

4.1.7. The key output of the Final Tender evaluation process will be a report which provides the rationale for the scoring of each solution and recommendations for the preferred Partner. The preferred Partner will be the one submitting the most economically advantageous tender, according to the evaluation process.

4.2.Phase Four – Preferred Partner/ Award of Agreement

4.2.1. The final phase of the procurement process involves the formal award of Contract and undertaking the necessary preparations for the commencement of the Contract.

P a g e 31


4.2.2. Once the preferred Partner is selected, the Council will undertake fine-tuning and confirmation of commitments with the preferred Partner. Once all issues are agreed, the Contract will be awarded to the preferred Partner, subject to the Council’s formal decision making and scrutiny processes. The unsuccessful Bidders will be notified and the Council will implement the required standstill period prior to Contract signature.

4.3.Evaluation Framework

4.3.1. The Contract will be awarded under the competitive dialogue procedure of the Public Contracts Regulations 2006, and the Council, in accordance with those regulations, intend to award a Contract to the Bidder offering the most economically advantageous tender for the Council.

4.3.2. This Evaluation Model provides guidance on the methodology that will be used to evaluate the Solutions throughout the dialogue phase. By applying the methodology the Council will arrive at the most economically advantageous Final Tender.

4.3.3. The Council has established an Evaluation Panel which will conduct the evaluation of the Bids.

4.4.Compliance

4.4.1. Each Solution will be checked for completeness and compliance. Clarification may be sought from Bidders in order to determine if a Solution is complete and compliant. Solutions that are not substantially complete and/or compliant may be rejected.

4.5. ISFT Stage Evaluation Methodology

4.5.1. The ISOS stage of the process will involve clarification and evaluation of the Outline Solutions.

4.5.2. The key criteria for the evaluation of the ISOS stage will be commercial and technical.

4.5.3. Within each of the commercial and technical areas, there are a range of evaluation criteria and the specific questions to be answered (identified in Chapter 3 of this ISFT)

P a g e 32


4.5.4. The scores for each question are weighted depending on the importance of the criteria to the Council.

4.6.Evaluation Criteria

4.6.1. The ISOS submissions will be evaluated under the main headings of commercial and technical. Weightings against all criteria and questions are identified in Chapter 4.

4.7.Evaluation Assumptions

4.7.1. Bidders are required to ensure any evaluation assumptions detailed within Schedule 1 are adhered to and if further assumptions are made these should be made clear within their response in Schedule 1.

4.8.Evaluation of Responses

4.8.1. Each bidder’s answer for each question will be evaluated against the evaluation matrix in the table below.

4.8.2. Each area identified in the evaluation criteria will be scored out of five using the following 0 – 5 matrix. The appropriate weighting will then be applied:

P a g e 33


Table 6 – Evaluation Scoring

Score Criteria

0 Insufficient information provided or does not meet the Councils’ requirements

1

A poor, below expectation response: there is a lack of content / explanation in addressing each of the requirements at ISOS stage; some proposals are unjustified / unsupported or lack significant content / explanation; a significant proportion of proposals are unacceptable from a risk perspective; it may be difficult to resolve the issues in future dialogue; a degree of failure to demonstrate approach to partnering, technical delivery and financial aspects.

2

A satisfactory but below expectation response: Requirements are addressed; proposals lack significant content / explanation; some proposals are unacceptable from a risk perspective; it may be difficult to resolve the issues in future dialogue; some proposals lack an acceptable approach to partnering, technical delivery and financial aspects.

3

A satisfactory response that slightly exceeds expectation: Requirements are addressed; proposals have a reasonable level of content / justification and explanation; proposals should be acceptable from a risk perspective with some further dialogue; issues are capable of resolution in future dialogue; an acceptable approach to partnering, technical delivery and financial aspects.

4

A good, above expectation response: Requirements are addressed; proposals have a good level of content / justification and explanation; proposals should be acceptable from a risk perspective with some further dialogue; issues are capable of resolution in future dialogue; a good / sound approach to partnering, technical delivery and financial aspects.

5

An exceptional response: Requirements are addressed and the bidders proposals include sound, innovative suggestions; proposals are detailed in content / justification and explanation; proposals are acceptable from a risk perspective; issues are capable of resolution in future dialogue; an outstanding approach to partnering, technical delivery and financial aspects which delivers more than expectations supported by evidence.

4.9.Calculation of the ISFT Evaluation Score

4.9.1. The ISFT evaluation score will be calculated by adding together the weighted scores awarded for each specific criterion to give a total weighted score. The total weighted score will then be compared and

P a g e 34


the Council will choose a Preferred Bidder to take forward to recommend for Contract Award.

P a g e 35


ANNEX 1

TUPE INFORMATION

SEE SEPARATE DOCUMENT

P a g e 36


ANNEX 2

DRAFT CONTRACT WITH LEASE SCHEDULES – SEE SEPARATE DOCUMENT

P a g e 37


ANNEX 3

LETTER OF ACKNOWLEGEMENT AND CERTIFICATE OF NON-CANVASSING AND NON-COLLUSION

To Charnwood BC

1. ACKNOWLEDGEMENT

We acknowledge receipt of your Invitation dated 16th August 2013 to Participate in Competitive Dialogue in respect of the Management of Open Spaces Procurement Project.

We have read the ISOS documentation and confirm that any dialogue that we are involved in with the Councils will be carried out by us in accordance with the Invitation contained therein.

We acknowledge that we are bound by the confidentiality provisions set out in the Invitation.

We further acknowledge that the Council will not bear any costs incurred by us in connection with our dialogue with the Council.

We agree that any other terms or conditions or any general reservation which have been or may be included in any document sent by us to the Council or referred to by any of our representatives in any conversation with the Council in connection with this dialogue or with any agreement resulting from this dialogue shall not be applicable to this dialogue or to any such agreement.

2. NON-COLLUSION

We certify that we have not and will not fix or adjust the any of the terms of our offer or negotiations by or under or in accordance with any agreement or arrangement with any other person. We undertake that we have not done and will not at any time during the dialogue or the remainder of the procurement process do any of the following acts:

2.1disclose the fact that we have been invited to participate in competitive dialogue or communicate to a person other than the Authority any information discussed between us and the Authority during the course of the dialogue except where the disclosure, in confidence, of that information was necessary to obtain insurance premium quotations, for the purpose of sub-contracting or was required by law;

2.2enter into any agreement or arrangement with any other person that they shall refrain from being involved in such dialogue;

2.3cause or induce any person to enter into such agreement as is mentioned in paragraph 2.2 above or inform us of the terms of any rival offer; or

P a g e 38


2.4offer or pay or give or agree to pay or give any sum of money 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 offer or proposed offer for the said work any act of the sort described above.

3. NON-CANVASSING

3.1We have not canvassed or solicited any Member, Officer or employee of the Authority in connection with this procurement process or any other contract or proposed contract and that to the best of our knowledge and belief nor has any person employed by us or acting on our behalf has done any such act.

3.2We further hereby undertake that we will not in the future canvass or solicit any Member, Officer or employee of the Authority, in connection with this procurement process or any other contract or proposed contract and that no person employed by us or acting on our behalf will do any such act.

4. INTERPRETATION

In this certificate:

"Person" includes any person or any body or association corporate or incorporate;

"Canvassing or soliciting’ includes any direct or indirect canvassing or any attempts to obtain information by any means; and

"Any agreement or arrangement" includes any such transaction, formal or informal, and whether legally binding or not.

5. ACKNOWLEDGEMENT OF EFFECTS OF BREACH OR MISREPRESENTATION

We accept that any breach of the terms of this certificate or any misrepresentation made in giving this certificate will give the Authority the right to terminate our involvement in the competitive dialogue process and/or give the Authority the right to rescind any contract between us and the Authority entered into as a result of this process.

Name:

Signature:

In the capacity of:

P a g e 39


Duly authorised to sign certificate for and on behalf of:

(Company)

Address:

Contact Telephone Number:

Date:

P a g e 40

ISFT v7 - Charnwood€¦ · Web viewThis has been set as 20th November 2013 at Derby Road Depot,...

Documents

Transcript of ISFT v7 - Charnwood€¦ · Web viewThis has been set as 20th November 2013 at Derby Road Depot,...