Architectural Services Framework for University of Southampton

Architectural Services Framework for University of Southampton

Framework agreement for architectural, interior design and master planning services for the delivery of New Student Halls of residence and Refurbishment Programme.

United Kingdom-Southampton: Architectural, construction, engineering and inspection services

2014/S 238-419182

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

University of Southampton
University Road, Highfield
Contact point(s): Procurement
For the attention of: Eychelle Heywood
SO17 1BJ Southampton
Telephone: +44 2380592654

Internet address(es):

General address of the contracting authority:

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

Body governed by public law

I.3)Main activity


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

Framework agreement for architectural, interior design and master planning services for the delivery of New Student Halls of residence and Refurbishment Programme.

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

Service category No 12: Architectural services; engineering services and integrated engineering services; urban planning and landscape engineering services; related scientific and technical consulting services; technical testing and analysis services
Main site or location of works, place of delivery or of performance: University of Southampton.

NUTS code UKJ3

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

The notice involves the establishment of a framework agreement

II.1.4)Information on framework agreement

Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 5

Duration of the framework agreement

Duration in months: 48

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 500 000 and 2 500 000 GBP

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

The University of Southampton (the University) recognises that its halls accommodation is an important influence on the ?Student Experience? whilst at university and moreover could influence the application process.
The recruitment of students in the higher education sector is becoming increasingly competitive and it is clear that the quality and availability of halls accommodation can be a contributory factor in potential students and their parent”s decision making process.
The University has undertaken a holistic review of its Residential Estate from which it has developed its Residences Strategy. It is recognised there is a long term need for additional bed spaces to meet a forecasted growth in student numbers but also to improve current provisions through a complex refurbishment and on-going maintenance programme by providing ‘swing space’.
A team has been set up to oversee the projects that comprise the proposed strategy which, if implemented will have an estimated value in excess of GBP 200 000 000. This currently includes up to 10 comprehensive refurbishments totalling in the region of GBP 35 000 000 with the remainder being new developments. These new developments are currently expected to be a mix of University delivered projects on their existing estate and those delivered elsewhere by third party developers.
Where new developments are delivered through third parties the University will look to their framework consultants to assist in the evaluation of proposals and therefore a good understanding of and experience in the evaluation and procurement process is beneficial.
The Estates and Facilities Directorate is responsible for the management of all new build and refurbishment works, building services, infrastructure projects and plant rooms on the University estate. This includes the Halls estate which currently comprises approximately 6,100 student rooms across two principle campuses and a number of individual halls within both Southampton and Winchester.

A wider appreciation of the University”s facilities and location can be obtained by visiting the University”s website:

The proposed framework, the subject of this Invitation to Tender, is for architectural services. However on some projects the University may look to individual consultants to be able to provide, in addition to architectural services, master planning and interior design as individual services or a one stop shop service. On larger projects, or where appropriate, the provision of architectural services by individual consultants may be supplemented by consultants from similar University frameworks for the provision of other construction-related services. The University is looking to establish a collaborative framework of consultants from relevant professional disciplines who combine technical expertise in their relevant professional areas with an ability to work as a team with other framework consultants in different disciplines. Framework consultants will work with the Estates and Facilities Directorate and selected contractors to provide buildings and refurbishments that meet the needs of the University and provide best value for money in terms both of their capital and (perhaps more importantly) whole life costs.
To help bidders assess at the outset if this is the right kind of work for them, the high level scoring is as follows: 40 % Price; 60 % Quality.

II.1.6)Common procurement vocabulary (CPV)

71000000, 71200000, 71221000, 79932000, 71400000, 71240000, 71220000, 71356400

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

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


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 estimated maximum contract value over the life of this framework is GBP 2 500 000 for the delivery of Architectural, Master Planning and Interior Design Services.
Estimated value excluding VAT:
Range: between 500 000 and 2 500 000 GBP
II.2.2)Information about options
II.2.3)Information about renewals
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:

The Contracting Authority reserves the right to require deposits, guarantees, bonds, warranties and other forms of appropriate security.

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

As defined in the Tender Documents.

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

No special legal form will be required. In the case of organisations applying as a consortia or joint venture, full details for each member is required. It will be necessary for each member to sign an undertaking that they shall be jointly and severally liable, or to require a single provider to take primary liability for the performance of the contract.
III.1.4)Other particular conditions
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: In accordance with Articles 43 to 51 of Directive 2004/18/EC as amended by S.I. 2007/2157, 2009/2992,2011/1441; and Regulation 24 of the Public Contracts Regulations 2006 as amended by The Public Contracts (Amendment) Regulations 2009.
To support the financial assessment the University will obtain a financial appraisal report from Creditsafe. This report provides the University with an overall Risk Score which will be used to assess the applicants financial standing. A suitable Performance Bond or Parent Company Guarantee may at the University’s discretion be accepted and allowed to override a poor credit score.
Minimum level(s) of standards possibly required: Organisations are advised that the following minimum insurance levels are required:
Employers Liability GBP 10 000 000,
Public Liability GBP 10 000 000,
Professional Indemnity GBP 5 000 000,
The University reserves the right to increase the level of Professional Indemnity required to GBP 10 000 000 on specific projects when appropriate, bidders should bear this in mind when submitting their application.
III.2.3)Technical capacity
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: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure


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 8
Objective criteria for choosing the limited number of candidates: A maximum of 8 organisations will be short-listed based on the following objective criteria. Organisation details for information; financial information pass/fail; insurance pass/fail; current/past projects 34 %; references 6 %; relevant professional experience 30 %; case studies 20 %; quality assurance 5 %; Environment 5 %; Proceedings and judgements pass/fail; statement of good standing pass/fail. Submissions scored at less than 50 % of the total marks will not be short-listed to proceed to the invitation to tender stage.
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


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: 8.1.2015 – 11:59
Payable documents: no

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

8.1.2015 – 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

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

The contract is related to a project and/or programme financed by European Union funds: no

VI.3)Additional information

This tender will be conducted electronically and tender documents can be downloaded from the web portal (Intend) provided earlier in this notice.

If you are not already registered as a supplier with the In-tend Portal, you will need to register before accessing the tender documents. if you are not an existing supplier to the University, please complete and upload the Health and Safety New Supplier documentation which is attached to the stage along with the tender document.
Once you have logged in as a supplier, click on current tenders and locate the tender documents by clicking on 14/PROF/102. Further instructions for the submission of tender are below. (Please note, to preserve the integrity of the tendering procedure, all queries must made be via In-Tend).
1 Completion of Tender
1.1 Offers will be considered for all or part of the contract.
1.2 The system will only permit you to submit one return. You may upload as many documents as necessary but once your return has been submitted no further documents can be uploaded.
1.3 The most efficient method to upload your submission is to create a Zip File containing all necessary documents and upload the zip file.
1.4 Your tender response must be submitted through the -Submit My Return- facility in In-tend which is accessed via the — My Tenders — icon, do NOT use the correspondence facility or a standard email. To submit your return, please follow the instructions below:
1. Log In,
2. My Tenders,
3. View Tender Details,
4. View Documents,
5. Browse and Upload each part of your return (or Zip File),
6. Once ALL your response documents are uploaded and displayed in the — My Documents for Return — use — Submit My Return —. You are only permitted to submit once.

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: