Cornwall Council’s Estates and Asset Management Term Contract

Cornwall Council’s Estates and Asset Management Term Contract

The services will be split into 2 main types — reactive and term. The term services will be commissioned annually based on a set programme or volume of services. The reactive services will be commissioned as and when they are required.

United Kingdom-Truro: Real estate services with own property

2014/S 248-439197

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Cornwall Council
New County Hall, Treyew Road
For the attention of: Wayne Rossiter
TR1 3AY Truro
UNITED KINGDOM
Telephone: +44 1872322493
E-mail: wrossiter@cornwall.gov.uk
Fax: +44 1872323507

Internet address(es):

General address of the contracting authority: www.cornwall.gov.uk

Electronic access to information: www.ashfordsdataroom.co.uk

Electronic submission of tenders and requests to participate: www.ashfordsdataroom.co.uk

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Regional or local authority

I.3)Main activity

General public services

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

Cornwall Council’s Estates and Asset Management Term Contract.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 14: Building-cleaning services and property management services
Main site or location of works, place of delivery or of performance: Cornwall.

NUTS code UKK3

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement

II.1.5)Short description of the contract or purchase(s)

Cornwall Council intends to establish a term contract for a duration of up to 10 years (subject to break clauses and termination events) with a single supplier to provide property estate and asset management services.

Interested parties are able to access the ITT documentation by going to the web address www.ashfordsdataroom.co.uk and entering the username: CornwallEstates and the password: av8rkd.

In order to submit clarifications and Tenders Tenderers will require individual logins for the tendering extranet. Accordingly, as soon as possible after receiving the ITT please email: wrossiter@cornwall.gov.uk to register your interest in this procurement and receive an individual login enclosing completed Single Point of Contact From as set out in Schedule 9 of the ITT. Tenderers are warned not to leave this until near to the deadline for submission of Tenders as the Council will not be responsible for any delays caused by a failure of a Tenderer to allow adequate time for it to be registered on the extranet.

Any enquiries or requests for clarification of any matter relating to the ITT or its contents must be made in writing electronically using the Clarification Template at Schedule 5 of the ITT via the tendering extranet; https://www.ashfordsdataroom.co.uk

In case of unavailability of the extranet specified above, enquiries concerning the use of the extranet may be directed to: wrossiter@cornwall.gov.uk

II.1.6)Common procurement vocabulary (CPV)

70100000, 70110000, 70120000, 70130000, 70200000, 70210000, 70220000, 70300000, 70310000, 70320000, 70330000, 71200000, 71240000,71250000, 71300000, 71500000, 71510000, 71520000, 71530000, 71540000, 90700000, 90710000, 71310000, 71314200

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

II.1.8)Lots

This contract is divided into lots: no

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The full scope of this procurement will be set out within the ITT documentation.
This procurement aims to establish a term contract between The Cornwall Council and the successful supplier to undertake the delivery of The Cornwall Council’s asset and estate management. The Cornwall Council will retain a contract management structure to commission services, but the obligation for delivering the services shall be placed with the successful supplier. The arrangement shall be based on a bespoke contractual agreement for a duration not exceeding 10 year, subject to break clauses and termination events. The existing Cornwall Council staff performing the services (between 20 and 30 employees) shall, where the rights apply, be subject to the law relating to the Transfer of Undertakings (Protection of Employment) regulations 2006.
The Cornwall Council has a broad and varied portfolio of assets which are generally classified as operational or non-operational. The assets range from offices, schools, youth centres, harbour buildings, public parks, structures (man made and natural), and many more, all the way through to minor rights of way on a specific site. These assets include corporeal and incorporeal hereditaments which will all form part of the successful suppliers duty to manage.
The services will be split into 2 main types — reactive and term. The term services will be commissioned annually based on a set programme or volume of services. The reactive services will be commissioned as and when they are required.
It is a fundamental requirement of this procurement that the successful supplier has an asset management system (with internet based access for the client) that will manage all of The Cornwall Council’s data and allow The Cornwall Council to view the data and extract reports from it. There will also be a requirement for this system to link into The Cornwall Council’s Oracle system for data transfer purposes.
Whilst there is no guaranteed quantity of work or spend, it is estimated that the potential works value will be between 1 000 000 GBP to 2 000 000 GBP per annum over the life of the contract, subject to changes in The Cornwall Council’s policy and budget.
Services in scope:
Strategic Property and asset management:
— Corporate and operational service requirements;
— Property and estate appraisal and studies;
— Ad-hoc studies and reports as commissioned.
Development Consultancy:
— Regeneration, master planning;
— Financial appraisals and feasibility;
— Obtaining and working with development partners;
— Development agreements, acquisition and disposal.
Property management and transactions:
— Acquisitions, lettings and disposals including all completing necessary marketing and sales to optimise capital receipts and revenue;
— Community Asset transfers;
— Negotiating Heads of Terms for new Leases and Licenses;
— Debt management;
— Rental/service charge income management and collection.
Asset valuation services:
— Statutory valuation, insurance and ad-hoc property valuation.
Ratings management:
— Review an appeals and empty property rates.
Reactive property advice:
— General enquiry management for clients and others, including the general public;
— Terrier management, freehold asset advice, wayleaves, covenants and easements;
— Boundary disputes, planning advice and review, compulsory purchase (highways schemes);
— Land registry queries;
— Adverse possession claims.
— Compulsory purchase and compensation work including major road schemes.
Data management:
— Provision of an asset data management and IT interface system to either replace or interface with the existing CC system.
Building Surveying services:
— Building and measured surveys, including condition and dilapidation surveys;
— Maintenance and minor capital works;
— Landlord and Tenant;
— Feasibility and investigations.
Energy Management
— Bureau services — bill transaction, processing and management;
— Carbon reduction commitment obligations.
Estimated value excluding VAT:
Range: between 10 000 000 and 20 000 000 GBP

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no

II.3)Duration of the contract or time limit for completion

Duration in months: 120 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

No deposits will be required but The Cornwall Council reserves the right to require parent company guarantees, bonds and/or any other form of appropriate security.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

These conditions will be provided in the Invitation to Tender.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

The Cornwall Council will accept tenders from individual undertakings or consortia. A consortium bid may be acceptable but The Cornwall Council reserves the right to require a single/lead supplier to take primary liability; to require that a special purpose vehicle be formed, or to require that each member of a consortium is jointly and severally liable for the obligations in the contract.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: These conditions will be provided in the Invitation to Tender.
III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: In accordance with Articles 45 to 50 of Directive 2004/18/EC and Regulations 23 to 35 of the Public Contracts Regulations 2006 (as amended) and as identified in the Invitation to Tender.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: In accordance with Article 47 of Directive 2004/18/EC and Regulation 24 of the Public Contracts Regulations 2006 (as amended) and as identified in the Invitation to Tender.
Minimum level(s) of standards possibly required: Please refer to the Invitation to Tender.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
In accordance with Article 48 to 50 of Directive 2004/18/EC and Regulation 25 of the Public Contracts Regulations 2006 (as amended) and as identified in the Invitation to Tender.
Minimum level(s) of standards possibly required:
Please refer to the Invitation to Tender.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

IV.3.4)Time limit for receipt of tenders or requests to participate

9.2.2015 – 15:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Place:

Cornwall Council, Pydar House, Pydar Road, Truro, Cornwall TR1 1XU.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: The Authorised Officer from the contacting department of Cornwall Council, together with at least 1 independent officer.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: yes
Reference to project(s) and/or programme(s): Services undertaken as part of this contract may be funded in whole or in part through community funds. The most likely funding stream is the European Regional Development Fund.

VI.3)Additional information

In evaluating the suitability of potential suppliers it may be necessary to request additional information and for applicants to attend an interview and/or site visit. Potential suppliers must be able to demonstrate through their responses to the ITT that they possess the necessary skills, knowledge and experience to undertake this service.
1. The contract to be entered into shall be considered as contract made under English law and subject to the exclusive jurisdiction of the English Courts.
2. Cornwall Council reserves the right not to enter into any agreement or award any contract as a result of this notice and to vary or change or not to proceed with this competition at any stage of the procurement process.
3. Cornwall Council shall not be responsible for any costs incurred by any potential supplier responding to this notice.
4. If any potential supplier considers that any information supplied by it to Cornwall Council is commercially sensitive or confidential in nature, this should be highlighted and the reasons for (and duration of) its commercial sensitivity or confidentiality specified. Each potential supplier should be aware that even where it has indicated that information is commercially sensitive or confidential; Cornwall Council may be required to disclose it pursuant to the Freedom of Information Act 2000 and/or the Environmental Information Regulations 2004 in response to a request where such disclosure is considered to be in the public interest. Please note that the receipt by Cornwall Council of any materials marked ‘confidential’ or equivalent shall not be taken to mean that Cornwall Council accepts any duty of confidence by virtue of that marking.
5. Cornwall Council requires potential suppliers to maintain their tenders for a period of 6 months from the date of submission of their response to the ITT.
6. The appointed supplier will be required to provide the services to Cornwall Council or its statutory successors and/or successors in title.
VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Cornwall Council
New County Hall, Treyew Road
TR1 3AY Truro
UNITED KINGDOM
E-mail: estates@cornwall.gov.uk
Telephone: +44 1872322000

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Cornwall Council will comply with the requirements relating to standstill periods and applications to the Court in accordance with the provisions of the Public Contracts Regulations 2006 (as amended).
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

19.12.2014

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