Process Mapping Services for Clackmannanshire Council

Process Mapping Services for Clackmannanshire Council

Redesign of Housing Services Processes.

United Kingdom-Alloa: Housing services

2014/S 099-173331

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Clackmannanshire Council
Kilncraigs, Greenside Street
Contact point(s): Housing & Community Safety
For the attention of: Murray Sharp
FK10 1EB Alloa
UNITED KINGDOM
Telephone: +44 1259450000
E-mail: msharp@clacks.gov.uk
Fax: +44 1259452230

Internet address(es):

General address of the contracting authority: http://www.clacksweb.org.uk/

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00260

Electronic access to information: www.publiccontractsscotland.gov.uk

Electronic submission of tenders and requests to participate: www.publiccontractsscotland.gov.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

Housing and community amenities

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:

Redesign of Housing Services Processes.

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

Services
Service category No 11: Management consulting services [6] and related services
Main site or location of works, place of delivery or of performance: Clackmannanshire Council, Kilncraigs, Alloa.

NUTS code UKM22

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)

Clackmannanshire Council Housing and Community Safety Service has decided to undertake a comprehensive process mapping exercise across the Service’s activities and processes in pursuit of greater efficiencies, increased capacity and sustained improved performance.
We are seeking tenders from suppliers with expertise and a proven track record in helping social housing providers to deliver efficiencies and to undertake this exercise within Clackmannanshire Council Housing and Community Safety Service aligning the redesign of our processes with recognised best practice and our current programme of IT systems development.
Clackmannanshire Council intends to build on recent successes to become one of Scotland’s leading providers of local authority housing. Our objective is to develop a housing service that helps people to find an affordable and good quality home that meets their assessed needs and to help people to remain in their home. We want to transform our service by involving people in the organisation in the redesign of our processes with the customer at the centre of our approach. As a result, our resources will focus on adding value, reducing waste and duplication of effort and therefore efficiencies will be realised.
The Redesign of Housing Services Processes will therefore enable services to deliver improved performance whilst absorbing potential resource reductions. It will also embed the capability for staff to continuously improve to meet the increasing demand for Housing Services in the near future and beyond.

Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site athttp://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=305500

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available athttp://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

II.1.6)Common procurement vocabulary (CPV)

703330007322000080532000

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:

This project budget is estimated at GBP 125 000 for a two year period. After further consultation and consideration within the Service, it was decided that there may be scope to provide for a possible one year extension with a possible maximum value of GBP 50 000. The expectation still is that the project can achieve it’s purpose within the initial two years and with the maximum GBP 125 000 budget. But to prevent a job being incomplete the additional funding and the possibility of an extension was agreed. The Council has sole discretion on any extension of the contract.
Estimated value excluding VAT:
Range: between 125 000 and 175 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: This project budget is estimated at GBP 125 000 for a two year period. After further consultation and consideration within the Service, it was decided that there may be scope to provide for a possible one year extension with a possible maximum value of GBP 50 000. The expectation still is that the project can achieve it’s purpose within the initial two years and with the maximum GBP 125 000 budget. But to prevent a job being incomplete the additional funding and the possibility of an extension was agreed. The Council has sole discretion on any extension of the contract.
Each potential supplier is to provide a breakdown within their tender for the project by the initial two year period and (if required) the 3rd year of the project. This breakdown will include the allocation of supplier inputs, staff, staff time, tasks and project costs for both the initial two years and the extension year.

II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

A Performance Bond or a a Parent Company Indemnity may be required in relation to the Contract at the Council’s sole discretion. A Parent Company Indemnity may be required in the event that the successful Tenderer is a subsidiary company.

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

Payment will normally be made within 30 days of the Council registering a valid invoice. The Council’s preferred method of payment is via BACS.
The contract will be awarded on the following terms and Conditions.

Clackmannanshire Council Terms and conditions are available to download from our web site Clacksweb @http://www.clacksweb.org.uk/site/documents/procurement/termsandconditionsforordersandcontracts/

The selected terms and conditions will form the basis of any written signed contract between us, and will take precedence over any other conditions that you may propose.
No variation, replacement, alternative or substitute terms and conditions shall apply to the contract unless such terms are subscribed by the Clackmannanshire Council Governance Manager.

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

The contract will be awarded on the following terms and Conditions.
Clackmannanshire Council Terms & conditions are available to download from our web site Clacksweb @

http://www.clacksweb.org.uk/site/documents/procurement/termsandconditionsforordersandcontracts/

If you intend to form a partnership or consortium in order to deliver this contract, you must identify:
a) The lead organisation; or,
b) A legal entity, to take responsibility for the tender and the eventual contractual arrangements.
If applying on behalf of a consortium, please list the names and addresses of all other members of the consortium. Please note that the tender will be evaluated based on the details supplied in the tender submission.
Contracts will normally be entered into with the nominated lead organisation and all members of the consortium, who will in these circumstances each be required to execute the contract together with all ancillary documentation, evidencing their joint and several liability in respect of the obligations and liabilities of the contract. It will be for members of the consortium to sort out their respective duties and liabilities amongst each other. For administrative purposes, any associated documentation will be sent to the nominated lead organisation.
If a consortium is awarded this contract, the members of the consortium will be required to form a single legal entity before entering into, or as a term of the contract.
If sub-contractors are proposed to assist in the delivery of the service, please list the business names and addresses.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
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: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.
(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established
(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.
The contract will be awarded on the following terms and Conditions.

Clackmannanshire Council Terms & conditions are available to download from our web site Clacksweb @http://www.clacksweb.org.uk/site/documents/procurement/termsandconditionsforordersandcontracts/

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide a reference from their bank.
(2) All candidates will be required to provide evidence of relevant professional risk indemnity insurance.
(3) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice.
(4) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.
The contract will be awarded on the following terms and Conditions.

Clackmannanshire Council Terms and conditions are available to download from our web site Clacksweb @http://www.clacksweb.org.uk/site/documents/procurement/termsandconditionsforordersandcontracts/

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(1) A statement of the candidate’s average annual number of staff and managerial staff over the previous 3 years
(2) Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract;
(3) All candidates will be required to provide certification drawn up by an independent body attesting the compliance of the economic operator with quality assurance standards based on the relevant European standards.
(4) Certificates drawn up by official quality control institutes or agencies of recognised competence attesting the conformity of products clearly identified by references to specifications or standards.
(5) Samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so requests.
(6) A check may be carried out by the contracting authority or by a competent official body of the State in which the candidate is established, to verify the technical capacity of the candidate; and if relevant, on the candidates study and research facilities and quality control measures;
(7) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
(8) A statement of the technicians or technical services available to the candidate to carry out the work under the contract; or be involved in the production of goods or the provision of services under the contract; particularly those responsible for quality control, whether or not they are independent of the candidate.
(9) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract.
(10) A list of works carried out over the past 5 years, detailing the value of the consideration received; when and where the work or works were carried out; and whether they were carried out according to the rules of the trade or profession and properly completed.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession

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:

2/6/1298
IV.3.2)Previous publication(s) concerning the same contract

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 23.6.2014

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

30.6.2014 – 12:00
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

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds

VI.3)Additional information

(SC Ref:305500)
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Council reserves the right to cancel the tender process at any point. The Council is not liable for any costs resulting from any cancellation of this tender process, nor for any other costs incurred by those tendering for this Contract. In the event that proceedings are brought against Clackmannanshire Council under regulation 47 of the Public Contracts (Scotland) Regulations 2012 (SSI 2012 No 88) and the Utilities Contracts (Scotland) Regulations 2012 (SSI 2012 No 89), as amended, which came into force on 1st May 2012 , the Council reserve the right to suspend the contract until such time as the proceedings are finally determined or to terminate the contract on immediate written notice to the Service Provider without any penalty or damages due to the Council. ITT’s must be completed in the English language. Tenderers are deemed to understand fully the processes that the Council is required to follow under relevant European and UK legislation, particularly in relation to Public Contracts (Scotland) Regulations 2012 (SSI 2012 No 88) and the Utilities Contracts (Scotland) Regulations 2012 (SSI 2012 No 89), as amended, which came into force on 1st May 2012. Clackmannanshire Council will incorporate a minimum of 15 calendar day standstill period at the point of information on the award of the contract is communicated to candidates. Unsuccessful candidates may request a summary of reasons as to why their bid was unsuccessful. Such information can be obtained from the address specified in the contract notice.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

20.5.2014

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