Section I: Contracting authority
I.1)Name, addresses and contact point(s)
Exeter City Council
Civic Centre, Paris Street
For the attention of: M. Jones
EX1 1RQ Exeter
Telephone: +44 1392265806
Fax: +44 1392265840
General address of the contracting authority: www.exeter.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
General public services
Housing and community amenities
Recreation, culture and religion
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:
Asbestos surveys and analysis of housing and non-housing property, Exeter.
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: Within the administrative boundaries of Exeter City Council.
NUTS code UKK4
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)
Asbestos Surveying and Analysis Company required to carry out asbestos surveys and analysis to Exeter City Council tenanted housing and occupied non-housing property for up to 4 years on a term contract basis. Should this term be successfully completed in Exeter City Council’s opinion the the council will retain the option to extend the contract for up to a further two years by negotiation with the incumbent company.
II.1.6)Common procurement vocabulary (CPV)
II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): no
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 Council spends some GBP 150 000 on tenanted housing properties and some GBP 12 000 on occupied non-housing properties per annum in carrying out asbestos surveys and analysis. The Council has some 5000 tenanted housing properites and some 400 non-housing properties. The contract will be initially for up to a 4 year term contract annually reviewed based on successful company performance of the contract. After annual review, if the contract is extended annual price changes will be based on RICS Building Cost Information service Tender price indeces. If, in the council’s opinion the contract has been successfully performed by the imcumbent company at the end of the 4 year term then the council will retain the option to extend the contract by negiotiation for up to a further two years. The cost range set out below is the estimated annual spending cost for this work.
Estimated value excluding VAT:
Range: between 130 000 and 170 000 GBP
II.2.2)Information about options
Description of these options: The contract term will ideally be for 4 years. But the continued satisfactory performance of the appointed company will be reviewed as a minumum annually and assessed accordingly in terms of level of satisfactory performance before annual extensions to the contract within the initial length of the term contract of 4 years is granted. If the contract is carried out successfully for four years in the council’s opinion, then they council will retain the option to extend the contract further by negotiation for up to a further 2 years.
II.2.3)Information about renewals
This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion
Starting 7.10.2013. Completion 6.10.2017
Section III: Legal, economic, financial and technical information
III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
All applicants will be required to present their latest company accounts and ideally similar accounts for two years previous. These accounts to be provided with the later issued Pre-Qualification Questionairre (or PQQ) to be completed by the applicants. The appointed company will have evidenced that they have sufficient financial resources to carry out this contract. Interim payments will be made on application normally on a monthly basis.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As to be stated in PQQ and/or tender conditions.
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: The quality and capability of applicants will initially be assessed from the information provided with the later issued PQQ. That assessment, carried out by Exeter City Council staff whose decision will be final, will seek to establish a shortlist of companies who will then be selected to enter a competitive tendering process. Shortlisting will be made following the evaluation of the information provided only with the PQQ. Companies then shortlisted will then invited to engage in the tendering process that will establish which company, if any in the council’s opinion whose decision will be final, wil be awarded the contract.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: The appointed company will have evidenced that they have sufficient financial resources to carry out this contract. Each applicant will be assessed as to their abilities in terms of relevant experience, financial capacity, financial capability, health and safety policy and good performance in terms of low numbers of referrals to Health and Safety Executive (HSE) or European Union equivalent, relative company insurances held (minimum cover for Professional Indemnity Insurance (PII) GBP 1 000 000 and for other insurances minmum GBP 5 000 000) and other available resources held and in particular how they match the council’s requirements, in the council’s opinion which will be final. To the task of carrying out this contract and its allied parts. Company credentials will be assessed initially from the presentation of information in a PQQ, to be applied for by registering interest in the contract.
Minimum level(s) of standards possibly required: Shall be stated in the PQQ and render documentation.
Information and formalities necessary for evaluating if the requirements are met:
Companies applying for this contract must have relevant UKAS accreditation (or European Union equivalent) in relation to asbestos surveying and consequent analysis work. Applicants must have a good health and safety record, particularly in terms of low instances of referrals to Uk HSE (or European Union equivalent body). Applicants should have sufficient resources to be able to carry out virtually all of the work demanded using their directly employed staff to so keep sub-contracting of work to an absolute minimum. Applicants should ideally have experience of working in varied types of tenanted or occupied property, both housing and non-housing types. Applicants should be able to provide required reports expeditiously and ultimately within 1 week. Applicants will ideally host a web based client portal service to allow the client officer to readily access reports and information. Companies should have an operational office located sufficiently close to the City Centre to so allow company surveying staff to attend to a council request on site within 2 hours.
Minimum level(s) of standards possibly required:
As above and shall also be stated in PQQ and tender 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: Applicant companies must have relevant UKAS accreditation in relation to asbestos surveying and analysis work (or European Union equivalent).
III.3.2)Staff responsible for the execution of the service
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 4: and maximum number 6
Objective criteria for choosing the limited number of candidates: To ensure only companies with relevant experience, required level of qualifications and expertise and good health and safety record in this specilised area of work are to be involved in the tendering process. The intention being not to waste the time and expense of the applicant or the client in preparing for or evaluating tenders from unqualified or less than capable companies or are unlikely to be successful in securing the contract.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
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.3.1)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: 22.7.2013 – 17:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
22.7.2013 – 02:00
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
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: no
Applicants must apply to register their interest only to the e mail address given in this notice and so request a PQQ. Applicants not registering their interest to this e mail address will be disregarded from any future process in relation to this contract. Applicants are requested to apply as soon as possible after this notice is published. Companies not providing the required information as demanded by the PQQ and not supplied in good time will be disregarded. The PQQ information will be used to establish a shortlist of companies to proceed to a competitive tendering process. All tenders will be evaluated through a quality/price matrix (to be published with the tender documents) to find the most economically advatageous tender for the council.
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: Appeal to address stated above.
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice: