Valuation and Estate Management Services

Valuation and Estate Management Services

WSCC holds a very substantial and varied portfolio of operational and non-operational properties covering educational, residential, community, agricultural and highway land and property.

UK-Chichester: real estate services

2012/S 155-259340

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

West Sussex County Council
County Hall
For the attention of: Simon Walder
PO19 3RJ Chichester
UNITED KINGDOM
Telephone: +44 1243382213
E-mail: simon.walder@westsussex.gov.uk

Internet address(es):

General address of the contracting authority: https://westsussex.gov.uk

Address of the buyer profile: https://westsussex.bravosolution.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: yes

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:
Valuation, Portfolio and Estate Management Services.
II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: West Sussex.
In addition to West Sussex County Council the contracts would be available to Public Sector Bodies within the meaning of the Public Contract Regulations 2006. Within West Sussex this would include District and Borough Councils, Police and Health Authorities any joint venture vehicles created by West Sussex County Council during the contract period and the local authorities within the South East 7 (SE7) region (Hampshire County Council, Surrey County Council, East Sussex County Council, Kent County Council, Medway Unitary Council and Brighton & Hove City Council).
NUTS code UKJ24
II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)
Valuation, Portfolio and Estate Management Services.
WSCC holds a very substantial and varied portfolio of operational and non-operational properties covering educational, residential, community, agricultural and highway land and property.
II.1.6)Common procurement vocabulary (CPV)

70000000, 70122000, 70330000, 77100000, 70300000, 70100000

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: yes
Tenders may be submitted for all lots
II.1.9)Information about variants
Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
Valuation, Portfolio and Estate Management Services.
Due to the varied nature of the services required within the 3 lots there are a range of contract structures and contract periods. Further information is available in Section II.1.8.
The values declared in this notice are approximate and no guarantee or commitment as to the initial and future value of any work arising from these contracts can be given.
Estimated value excluding VAT:
Range: between 1 710 000,00 and 11 970 000,00 GBP
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Information about lots

Lot No: 1 Lot title: Portfolio Management and Estate Services

1)Short description
Portfolio Management and Estate Services.
2)Common procurement vocabulary (CPV)

70000000, 70300000, 70100000

3)Quantity or scope
— marketing non-residential freehold and leasehold property,
— rent reviews and renewals in respect to the leasing and licensing of property as they arise,
— acquiring property interests on behalf of WSCC,
— advise on claims submitted under Part 1 on the Land Compensation Act 1973,
— lands tribunal and dispute resolution casework,
— detailed valuations on specific properties or land,
— advice on project viability, options and solutions for Energy projects affecting the commercial and residential estate.
Estimated value excluding VAT:
Range: between 700 000,00 and 4 900 000,00 GBP
4)Indication about different date for duration of contract or starting/completion
Duration in months: 48 (from the award of the contract)
5)Additional information about lots
Lot 1 will be for a single framework agreement of 4 years duration.
The contract value range represents the minimum requirement anticipated for West Sussex County Council as the potential contract values of the other authorities who may participate in the framework agreement are not known.
The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
Lot No: 2 Lot title: Asset Valuation and Rating
1)Short description
Asset Valuation and Rating.
2)Common procurement vocabulary (CPV)

70000000, 70330000, 70300000, 70000000, 70100000

3)Quantity or scope
— property portfolio asset valuation as at the 1.4.2013,
— annual updates as required for the life of the contract,
— RICS Red Book and CIPFA/SORP compliance,
— rating valuation and advice,
— negotiation of appeals,
— negotiation of temporary or empty rate allowances.
Estimated value excluding VAT:
Range: between 800 000,00 and 5 600 000,00 GBP
4)Indication about different date for duration of contract or starting/completion
Duration in months: 120 (from the award of the contract)
5)Additional information about lots
Service Contract for a minimum of 5 years with the option to extend for periods up to 5 years to a maximum contract period of 10 years. This would be subject to ongoing need, budget availability and contractor performance.
The contract value range represents the minimum requirement anticipated for West Sussex County Council as the potential contract values of the other authorities who may participate in this contract agreement are not known.
The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
Lot No: 3 Lot title: Agricultural Estate Management
1)Short description
Agricultural Estate Management.
2)Common procurement vocabulary (CPV)

77000000, 70122000, 70300000, 70000000, 70100000

3)Quantity or scope
— day to day management of WSCC’s freehold agricultural estate,
— strategic and rural property advice,
— licence acquisition and renewal for Farm Business Tenancies,
— estate / small holding management,
— landlord and tenant negotiations,
— property acquisition and disposal,
— advice on project viability, options and solutions for Energy projects affecting the rural estate.
Estimated value excluding VAT:
Range: between 210 000,00 and 1 470 000,00 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Service Contract for a minimum of 5 years with the option to extend for periods up to 2 years to a maximum contract period of 7 years. This would be subject to ongoing need, budget availability and contractor performance.
The contract value range represents the minimum requirement anticipated for West Sussex County Council as the potential contract values of the other authorities who may participate in this contract agreement are not known.
The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
As detailed in the procurement documentation.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
As detailed in the procurement documentation.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
As detailed in the procurement documentation.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As detailed in the procurement documentation.
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: As detailed in the procurement documentation.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: As detailed in the procurement documentation.
Minimum level(s) of standards possibly required: As detailed in the procurement documentation.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
As detailed in the procurement documentation.
Minimum level(s) of standards possibly required:
As detailed in the procurement documentation.
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: yes
Reference to the relevant law, regulation or administrative provision: As detailed in the procurement documentation.
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
Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Envisaged minimum number 5: and maximum number 18
Objective criteria for choosing the limited number of candidates: As detailed in the procurement documentation.
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:
6686
IV.3.2)Previous publication(s) concerning the same contract

Other previous publications

Notice number in the OJEU: 2012/S 90-148675 of 11.4.2012

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
10.9.2012 – 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
in days: 180 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening tenders

Place:

Chichester.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Authorised officers of West Sussex County Council.

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information

This is the commencement of a new procurement process. The procurement process that commenced with OJEU Contract Notice No. 2012/S 90-148675 11.5.2012 has been stopped. A corrigendum notice is being placed in OJEU to confirm this.

Organisations who have previously submitted a Pre-Qualification Questionnaire are required to reconfirm their interest in this new procurement process that is being started by the placement of this notice.
This can be done via the West Sussex eSourcing Portal, and accessing Project No. 183, ITT Nos. 177, 178, 179,180. Further details are available in the procurement documents that have been revised and subsequently re-issued on the portal. If organisations who have previously submitted a PQQ for the original procurement process do not resubmit WSCC will not be able to assess their application(s).
The current contracts delivering these services will come to an end on 31.3.2013. WSCC has continued to rationalise its property portfolio as well as maximising opportunities that achieve both revenue savings and produce capital receipts. There continues to be a requirement for strategic property advice.
The main headings under which work will be required are:
Lot 1: Portfolio Management and Estate Services.
— marketing non-residential freehold and leasehold property,
— rent reviews and renewals in respect to the leasing and licensing of property as they arise,
— acquiring property interests on behalf of WSCC,
— advise on claims submitted under Part 1 on the Land Compensation Act 1973,
— lands tribunal and dispute resolution casework,
— detailed valuations on specific properties or land,
— advice on project viability, options and solutions for Energy projects affecting the commercial and residential estate.
Contract structure – a single framework agreement of 4 years duration.
Lot 2: Asset Valuation and rating.
— property Portfolio Asset Valuation as at the 1.4.2013,
— annual updates as required for the life of the contract,
— RICS Red Book and CIPFA/SORP compliance,
— rating valuation and advice,
— negotiation of appeals,
— negotiation of temporary or empty rate allowances.
Contract structure – Service Contract for a minimum of 5 years with the option to extend for periods up to 5 years to a maximum contract period of 10 years. This would be subject to ongoing need, budget availability and contractor performance.
Lot 3: Agricultural Estate Management.
Day to day management of WSCC’s freehold agricultural estate.
— strategic and rural property advice,
— licence acquisition and renewal for Farm Business Tenancies,
— estate / small holding management,
— landlord and tenant negotiations,
— property acquisition and disposal,
— advice on project viability, options and solutions for Energy projects affecting the rural estate.
Contract structure – Service Contract for a minimum of 5 years with the option to extend for periods up to 2 years to a maximum contract period of 7 years. This would be subject to ongoing need, budget availability and contractor performance.
Other public bodies, which are Public Bodies within the meaning of the Public Contract Regulations 2006. Within West Sussex this would include District and Borough Councils, Police and Health Authorities any joint venture vehicles created by West Sussex County Council during the contract period and the local authorities within the South East 7 (SE7) region (Hampshire County Council, Surrey County Council, East Sussex County Council, Kent County Council, Medway Unitary Council and Brighton & Hove City Council referred to as being the Relevant public bodies. They shall be entitled, with the prior written consent of the County Council, to access and use the contract on the same or substantially the same terms and conditions as agreed with West Sussex County Council. For further details regarding the membership of these groups refer to the procurement documents. The framework agreement and contracts value ranges represents the minimum requirement anticipated for West Sussex County Council as the potential contract values of the other authorities who may participate in the contracts and framework agreement are not known.
Organisations may apply for any or all lots. Bidders will not be permitted to tender for part of any individual lot.
Organisations are expected to deliver services that provide best value for the County Council.
The County Council is a public authority within the meaning of the Freedom of Information Act 2000 and all correspondence received will be dealt with in accordance with the Act.
The Contracting Authority intends to use the West Sussex eSourcing portal in this procurement exercise and reserves the right to use a reverse auction.
Suppliers Instructions How to Express Interest in this Tender: 1. Register your company on the eSourcing portal (this is only required once) – Browse to the eSourcing Portal: https://westsussex.bravosolution.co.uk and click the link to register – Accept the terms and conditions and click ‘continue’ – Enter your correct business and user details – Note the username you chose and click ‘Save’ when complete – You will shortly receive an email with your unique password (please keep this secure) 2. Express an Interest in the tender – Login to the portal with the username/password – Click the ‘PQQs / ITTs Open To All Suppliers’ link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) – Click on the relevant PQQ/ ITT to access the content. – Click the ‘Express Interest’ button at the top of the page. – This will move the PQQ /ITT into your ‘My PQQs/ My ITTs’ page. (This is a secure area reserved for your projects only) – You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ ITT Details’ box 3. Responding to the tender – Click ‘My Response’ under ‘PQQ/ ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining) – You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification – Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT – There may be a mixture of online and offline actions for you to perform (there is detailed online help available) You must then submit your reply using the ‘Submit Response’ button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.

Note that there are four (4) PQQs related to this opportunity – one generic PQQ, and one PQQ for each of the 3 Lots. You must respond to the Generic PQQ, and then respond in the PQQ relevant to the Lot(s) you are interested in.
The PQQs are as follows:
Generic PQQ (you MUST complete) – pqq_177 – 6686 Valuation, Portfolio & Estate Management Generic PQQ.
Lot 1 PQQ – pqq_178 – 6686 Lot 1 Portfolio Management & Estate Services.
Lot 2 PQQ – pqq_179 – 6686 Lot 2 Asset Valuation & Rating.
Lot 3 PQQ – pqq_180 – 6686 Lot 3 Agricultural Estate Management.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:9.8.2012

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