Modular ITT for Works – Module A
Forestry Enterprise Scotland
Upper Battleby
Redgorton
Perth
PH1 3EN
Tel 0300 067 6087
Colin Pielou
Buildings and Capital Works Manager
Dear Sirs
INVITATION TO TENDER (ITT) FOR FRAMEWORK CONTRACT FOR BUILDINGS MAINTENANCE AND IMPROVEMENT – SOUTH SCOTLAND
REF NO: FW0027
You are invited to submit a tender for the supply of the above to the Forestry Commission.
Please send your completed tender and any enquires about this invitation to:
Colin Pielou, Forest Enterprise Scotland, Upper Battleby, Redgorton, Perth, PH1 3EN
(Email address provided for enquiries only)
Send completed ITT’s as:
· two paper copies by post or hand delivered, and
· one copy on disk or USB type storage device in a read only format
Please note we do not accept fax or email copies.
Please mark the envelope with the initials ‘‘ITT’ for Building Maintenance and Improvement - Not to be opened until 1pm on the 31st May 2016
We must receive your completed tender by 1pm on the 31st May 2016. We will keep tenders that we receive earlier and not open them until after the deadline. We reserve the right to not consider any tenders received after the deadline. Please be aware that we may copy your documents, but only for our own use.
Please send all enquiries in writing or by email, by the deadline stated in the tender timetable, quoting the contract reference number stated above. If we consider any question or request for clarification is relevant to all interested parties, we will circulate both the query and the response to all potential tenderers, although your identity will remain confidential.
This ITT is a modular document and you will only be supplied with the modules that are required to complete this tender. The document is made up of modules labelled A to C. (See table on Page 3 of this ITT)
All tenders will be evaluated objectively as detailed in the Evaluation Matrix within this ITT document.
You must follow these instructions:
i. Any Framework Contract concluded as a result of this ITT shall be governed by: the law of the country where the site is; and the attached Framework Contract.
ii. The Data which will apply to all Package Orders is as described in the attached Framework Contract. Your terms will not apply. We will discuss any issues you highlight before any award.
iii. Your tender and all accompanying documents are to be in English.
iv. All prices must be in sterling and exclusive of VAT.
v. Costs remain the responsibility of those submitting a tender.
vi. We will not return any part of the documents forming your tender.
vii. We reserve the right to cancel or withdraw from the process at any stage.
viii. We do not undertake to accept the lowest priced tender, or part, or all of any tender.
ix. All information supplied to you by us must be treated in confidence and not disclosed to third parties.
x. All details of your tender, including prices and rates, must be valid for our acceptance for a period of 90 days.
xi. Once we have awarded the Framework Contract, we will not accept any additional costs incurred which were foreseeable, but were not reflected in your tender, or in response to a works package.
xii. Offering an inducement of any kind for obtaining this or any other contract with us will disqualify your tender and may constitute a criminal offence.
- You do not need to provide supporting documents, such as accounts, certificates, statements or policies with your tender unless specifically requested to do so. However, we may ask you for these later. You may also be asked to clarify your answers or provide more details.
xiv. Your organisation will only be evaluated based on the information in your tender. Please do not send any information that is general company or promotional literature, as this will not form part of our evaluation. Any additional documents you provide must refer to a question within the ITT and be easily identifiable as the answer.
xv. We have not asked for financial details in this document; however we reserve the right to carry out checks if we think it is necessary.
Yours faithfully
Colin Pielou
Buildings and Capital Works Manager
1. ITT Composition
This ITT comprises of the following documents:
Module / Description / Action Required /A / 1. ITT Composition / For Information Only
2. ITT Timetable and Associated Stages / For Information Only
3. Statement of Requirements / For Information Only
4. Evaluation Matrix / For Information Only
5. Lots / Complete & Return
6. Organisation Details / Complete & Return
7a. Specific Gateway Questions / Complete & Return
7b. Specific Award Questions / Complete & Return
8. Pricing / Complete & Return
9. Declaration
Appendix 1 – Pricing document / Complete and Return
Appendix 2 – SBCC framework contract / For Information Only
Appendix 3 – FC order T&C’s (call off contract – less than £10k) / For Information Only
Appendix 4 – SBCC MW contract (call off contract - greater than £10k or complex works less than £10k) / For Information Only
Appendix 5 – Performance requirements - All Trades Lots / For Information Only
Appendix 6 – Performance requirements – Joiner Lots / For Information Only
Appendix 7 – Performance requirements – Plumber Lots / For Information Only
Appendix 8 – Performance requirement – Electrician Lots / For Information Only
Appendix 9 – Map of lots / For Information Only
Appendix 10 – Schedule of properties for each Lot
Appendix 11 – Key Performance Indicators / For Information Only
B / References / Not Used
C / Financial Information / Not Used
Module A is the core document and will require to be completed and returned.
Only additional Modules marked ‘Complete & Return’ will require to be completed for this opportunity.
Any Modules marked ‘Not Used’ will not have been sent to you for completion.
2. ITT Timetable and Associated Stages
Set out below is the proposed procurement timetable. This is intended as a guide, and, while we do not intend to depart from the timetable, we reserve the right to do so.
Stages / DatesFinal Date for expressing an interest and requesting tender documents / 6th May 2016
Bidder Briefing Day (Optional) / 12th May 2016 for Dumfries and Borders lots 2, 4, 6 and 8 – held at Forest of Ae.
13th May 2016 for Galloway lots 1,3,5 and 7 – held at Newton Stewart
Closing date and time for questions & enquiries / 1pm on 20th May 2016
Tender Return Date and Time / 1pm on 31st May 2016
Expected Notification of Intent to Award / 14th June 2016
End of Standstill Period / 27th June 2016
Expected Start Date / 4th July 2016
Bidder Briefing Day
Bidders are invited to attend an optional Bidder Briefing Day to help them understand more about the requirements of this framework contract and to be given advice on how to complete this document. Bidders must express interest in tendering by e-mailing by the above date. If you also wish to attend the bidders day please confirm along with the name of person attending on this e-mail. If you will be attending the bidders day you will receive an e-mail by return confirm the times of the bidders day.
You are limited to one representative on the day, and you must confirm who this is when you confirm your attendance
The Briefing will take place for Dumfries and Borders lots 2 ,4, 6 and 8 on the 12th May 2016 at the Forest of Ae Office of the Forestry Commission. The address is Forest of Ae Parkgate, Dumfries, DG1 1QB
The briefing for Galloway lots 1, 3, 5 and 7 will take place on the 13th May 2016 at the Newton Stewart Office of the Forestry Commission. The address is Creebridge, Newton Stewart DG8 6AJ
3. Statement of our Requirements
We will be awarding a Framework Contract for the maintenance and improvement of buildings. The following trades are required:· All trades builder
· Joiner
· Plumber
· Electrician
Each trade is required in the below two areas
1) Galloway
2) Dumfries and Borders
Our intention is to award this Framework Contract for a period of four years
Break points are available within the Framework Contract at years two and three at which time we will decide on whether the Framework Contract will continue.
The decision on whether to use the break points or any or all of the extension options available will be at our discretion and we will base it on the following factors: KPI performance, operational requirements and budget availability.
The total value of this Framework Contract over the entire period, including any extension options, will be a maximum of £900,000. This spend is across 176 buildings over 8 lots and a large geographical area. It will be made up of many small value contracts/orders under the Framework. Contracts could range from very low values for example £100 to higher value work of £20,000. The majority of work will be between £100 and £5,000
We intend to accept four contractors per lot onto the Framework Contract, although we reserve the right to take a more appropriate number where necessary.
Selection and Quotation Procedure
A framework is an agreement with one or several providers. It sets out the general terms and conditions under which we can make specific purchases as and when we need them. The formal contract is formed when the customer places a call-off order against the framework asking for specific delivery of goods, services or works. A bidder can receive a call-off order directly, or we may ask them to take part in a mini-competition with the other bidders on the framework.
This particular Framework Agreement will operate as follows:
· Direct Call Offs – We will directly award contracts as work arises under the Framework and will directly offer the work to the contractor in first place within the relevant Lot of the Framework. If they cannot complete the work for their Framework rate and within the timescales required the contract will be offered to second place contractor and so on down the list.
OR
· Mini-Competition – We will run a Mini-Competition under a Lot when we have higher value, pre-planned work to be completed under the Lot. All bidders under the Lot will be invited to bid for the contract. Specifications will be prepared for these works and quotations sought. These will be scored 60% price and 40% quality. The FC reserve the right to change the mini-competition award criteria
The FC reserves the right to run a Mini-Competition at our sole discretion.
The Framework will be broken into the following Lots and bidders can bid for one or more Lots:
Lot 1 – All Trades builder, Galloway
Lot 2 – All Trades builder, Dumfries and Borders
Lot 3 – Joiner, Galloway
Lot 4 – Joiner, Dumfries and Borders
Lot 5 – Plumber, Galloway
Lot 6 – Plumber, Dumfries and Borders
Lot 7 – Electrician, Galloway
Lot 8 – Electrician, Dumfries and Borders
Specific Requirements
The mandatory qualifications are as set out below for each lot
If you do not already have the specified CSCS cards or equivalent they must be obtained within one month of award
Lots 1 and 2 - All trades
Site Management - CIOB Level 4 Certificate and Diploma in Site Management or The Scottish Vocational Qualification SVQ Level 4 in Construction Site Management (Construction): Building and Civil Engineering or equivalent plus CSCS Card, Black, Yellow or White or equivalent.
Joiner - City and Guilds Carpentry and Joinery or NVQ Level 2 Diploma Carpentry, plus CSCS Card (blue) or equivalent
Plumber - City and Guilds Plumbing and heating or NVQ Level 2/3 Diploma in Domestic Plumbing and Heating, plus CSCS Card (blue) or equivalent.
Electrician – NICEIC or SELECT registered, plus CSCS Card (Blue) or equivalent.
Where it is proposed to use a sub-contractor they must be named and the above certificates for the sub-contractor trade provided.
Lots 3 and 4 – Joiner - City and Guilds Carpentry and Joinery or NVQ Level 2 Carpentry, plus CSCS Card (blue) or equivalent.
Lots 5 and 6 – Plumber – City and Guilds Plumbing and Heating or NVQ Level 2/3 (NVQ) Diploma in Domestic Plumbing and Heating, plus CSCS Card (blue) or equivalent.
Lots7 and 8 – Electrician – NICEIC or SELECT registered, plus CSCS Card Blue or equivalent.
Work Priority
Work will be categorised as one of three priorities
Priority 1 - Emergency work – Trade to attend site within 3 hours and a call out charge may be payable as per pricing schedule
Priority 2 - Reactive Work – Trade to attend site within 3 days. No call out charge will apply
Priority 3 Planned Work – Trade will attend site within 3 weeks, no call out charge will apply
All work shall be carried out by qualified staff and firms to relevant British Standards, Good Practice Guides and to high standards of workmanship these will include but not be limited to that set out in the following appendices for the specific Lots.
Appendix 5 – Performance requirements - All Trades Lots 1,2
Appendix 6 – Performance requirements – Joiner Lots 3, 4
Appendix 7 – Performance requirements – Plumber Lots 5,6
Appendix 8 – Performance requirement – Electrician Lots 7,8
Framework contractors will be monitored against the Key Performance Indicators in Appendix 11 to ensure the service and works is maintained throughout the framework period. There will be six monthly framework meetings with the 1st ranked contractor in each lot.
Repeated failure by framework contractors to meet the standards required will result in removal from the framework contract.
Prior notice of access to properties (except for Priority 1 emergency work) must be given and agreed at least 24 hours in advance. Contractors turning up at properties without making an appointment will be turned away.
Health and Safety
All work shall be carried out in accordance with the Construction Design and Management regulations 2015
All work shall follow the Health and Safety Pre-Contract Meeting (PCM) process of the Forestry Commission. The Forestry commission Red/Amber/Green system will apply to Health and Safety incidents. All near misses are to be reported and recorded in the Forestry Commission Health and Safety database
All successful tenderers not already holding the appropriate CSCS card will be required to obtain them within one month of award and prior to any call off contracts being placed.
Contract Management Requirements
The framework contract will be the SBCC framework agreement 2014 (terms and conditions attached at appendix 2
Call of Contracts will be the following (terms and conditions attached at appendices 3 and 4)
JCT Minor Works Contract 2014 plus amendment 1 (with contractor design option if required) for all works over £10 and complex works under 10k
Forestry Commission T&C for small orders – works less than £10k only
The contract administrator will be representatives of Forest Enterprise Scotland or their appointed consultants and this will vary in accordance with the lots
Sustainability Requirements
The contractor must:
1. Minimise waste on site and record recycling and waste transfer.
2. Demonstrate a sustainable approach to transport and procurement of materials
3. Have in place procedures to prevent damage to the environment.
4. Use energy efficient plant and minimise the use of electricity and water
5. Use FSC timber
6. The contractor will be required to provide records of the above environmental impacts
Note:
If we ask, you must provide documentary evidence establishing your eligibility to tender and your qualifications to fulfil the framework contract if we accept you’re tender. This may be in the form of literature, drawings or samples.
You must include details of any areas where you will not be able to comply with these requirements. If your tender does not meet these requirements we reserve the right to reject it completely.
4. Evaluation Matrix
Note – failure of any of the ‘Pass/Fail’ sections will constitute an overall Fail of your bid.