This will be a single stage procurement process conducted under an Open Procedure, in line with the Public Contracts Regulations 2015. The process will be split into 2 parts:

• Stage 1 – Selection Criteria – This is a set of questions and criteria that must be passed for the Bidders submission under Part 2 to be considered. The criteria is based on the Bidders history and what they are currently doing. Written answers will be evaluated by a panel.

• Stage 2 – Award Criteria – This is both a pricing schedule and a set of questions that the Bidder needs to answer based on what the Bidder will do or how they will approach works, if they are awarded the Contract. Prices will be evaluated using a set formula and written answers will be scored by an evaluation panel.

Procurement process

The client understands that public procurement can be a challenging experience, with many questions being asked by the client and detailed answers needing to be provided by the bidder. This is to ensure that value for money is being achieved and that public money is being spend wisely.

The client and SCAPE have used their many years of procurement experience to try and make this procurement process as easy as possible, especially for Small to Medium Enterprises (SMEs).

To that end, for this procurement process, the client will:

- refrain from using acronyms where possible or will provide an explanation of the acronym within a definitions sheet at the front of each procurement document.

- provide guidance and help on each question asked

- provide an open day where Bidders can book a 20 minute slot to talk directly to SCAPE about the procurement. Questions can be asked and any information issued will be sent out via a Q&A document

- be available to answer questions via the Delta eSourcing Messaging Centre.

Answers to the selection questions and general information about the Bidder will be asked via the selection questionnaire directly in Delta eSourcing. Please make sure you save often so you do not lose any work.

Contract award

Following the conclusion of Stage 1 and Stage 2, the top scoring Bidder who provides the Most Economically Advantageous Tender (MEAT), i.e., the highest combined score for price and quality, will be invited to enter into the Contract with the Client.

Key information

No warranty is given to the Bidder by the Client or SCAPE as to the amount (if any) or nature of the service and/or work which may be required to be carried out by the Contractor during the Contract period and no claim for compensation either contractual or otherwise will be accepted in respect of any variation in the volume of the work.

To enable the client to have the re-assurance that the contractor’s workforce is acting in the interest of its efficiency aims, it would be expected that an open book policy[1] is adopted by the contractor.

Aims and objectives

The contract will be used to assist the client in conducting their repairs, maintenance, servicing and construction works.

The specific size, intricacy and value of the projects is currently unknown, however the pricing schedule has been created to reflect the types of works envisaged.

The client requires the contractor to achieve the following contract objectives:

- zero health and safety incidents;

- identify and minimise risk;

- teamworking and consideration to others;

- improvements in quality, productivity and value for money; 

- improvements in environmental performance and sustainability and reductions in environmental impact;

- right first time with zero defects;

- reduce abortive visits where applicable;

- client satisfaction with product and services;

- enhancement of both client and contractor reputation;

- complete work within set timescales and set budgets;

- attain the highest quality relative to cost;

- attain the highest level of customer satisfaction;

- maximise efficiency and effectiveness;

- flexibility in programming;

- improve performance and productivity whenever possible without compromise

Client information

Details

Name: Arc Property Services Partnership Limited

Registered address: 2nd Floor East West Building, 1 Tollhouse Hill, Nottingham, England, NG1 5AT

Registration number: 10074366 (England and Wales)

History

The client was established in 2016 as a joint venture between Nottinghamshire County Council (NCC) and SCAPE.

The initiative was launched to deliver NCC’s capital programme for their property portfolio through a multidisciplinary design and project management practice which also delivers planned maintenance and manage the reactive repairs and servicing.

Since its inception, the client have delivered over 2,700 projects with a value in excess of £275m, varying from small refurbishments to new secondary schools; and master planning to regeneration.

If you have any questions, uncertainty or need clarification on any part of the tender process, do not hesitate to get in touch via the Delta eSourcing Message Centre.

Any questions asked will help clarify the situation and will be issued to all bidders so everyone will have the same information and can submit comparable bids.

You won’t be able to change you bid once the tender box is closed, so always check if you are unsure about anything.