Council Services Transformation Project
The Authorities intend to award 2 separate Contracts (1 for each Lot) under this procedure for two separate sets of services.
United Kingdom-Abingdon-on-Thames: Business services: law, marketing, consulting, recruitment, printing and security
2015/S 057-100137
Contract notice
Services
Directive 2004/18/EC
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
South Oxfordshire District Council
Abbey House, Abbey Close
For the attention of: Andrew Down
OX14 3JE Abingdon-on-Thames
UNITED KINGDOM
Telephone: +44 1865252095
E-mail: procurement@southandvale.gov.uk
Internet address(es):
General address of the contracting authority: http://www.southoxon.gov.uk
Electronic access to information: https://www.businessportal.southeastiep.gov.uk
Electronic submission of tenders and requests to participate: https://www.businessportal.southeastiep.gov.uk
Further information can be obtained from: Andrew Down
Abbey House, Abbey Close
OX14 3JE Abingdon-on-Thames
UNITED KINGDOM
Internet address: http://www.businessportal.southeastiep.gov.uk
Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: South East Business Portal
Contact point(s): https://www.businessportal.southeastiep.gov.uk
UNITED KINGDOM
Internet address: https://www.businessportal.southeastiep.gov.uk
Tenders or requests to participate must be sent to: South East Business Portal
Contact point(s): https://www.businessportal.southeastiep.gov.uk
UNITED KINGDOM
Internet address: https://www.businessportal.southeastiep.gov.uk
I.2)Type of the contracting authority
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: yes
Havant Borough Council
The Public Service Plaza, Civic Centre Road
PO9 2AX Havant
UNITED KINGDOM
Mendip District Council
Cannards Grave Road
BA4 5BT Shepton Mallet
UNITED KINGDOM
Hart District Council
Harlington Way
GU51 4AE Fleet
UNITED KINGDOM
Vale of White Horse District Council
Abbey House, Abbey Close
OX14 3JE Abingdon-on-Thames
UNITED KINGDOM
Section II: Object of the contract
II.1.1)Title attributed to the contract by the contracting authority:
II.1.2)Type of contract and location of works, place of delivery or of performance
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: Oxfordshire (UKJ14), Somerset (UKK23) and Hampshire (UKJ3, UKJ33).
NUTS code UKJ14,UKK23
II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
II.1.5)Short description of the contract or purchase(s)
The Authorities intend to award 2 separate Contracts (1 for each Lot) under this procedure for two separate sets of services. Potential suppliers are welcome to bid for either or both Lots. If the same bidder wins both Contracts/Lots the Authorities reserve the right to award one combined Contract. The competition for both Lots will be run in parallel. Evaluation will be completed independently for each Lot. Further details regarding the approach to evaluation of the 2 Lots will be issued to potential suppliers in due course.
The Authorities envisage that at the end of the procurement process the Authorities will jointly enter into the Contracts with the successful supplier(s).
The principal outcomes of the Contracts will be to:
1. Support the achievement of each Authority’s corporate targets through:
Development of insight and evidence based decision making;
Integration of strategic planning and financial management;
Helping customers input into service planning and redesign and self-service;
Supporting multi-agency, partnership and two-tier collaborative working;
Supporting community-led initiatives;
Supporting growth in the areas served by the Authorities.
2. Improve the satisfaction of customers and service users through:
Ensuring the public sector only needs to be told once;
Simplifying engagement around key life events;
Enabling customers to engage with each Authority through the devices they want to use;
Ensuring customers and users can access information that is relevant to them;
Resolving customer and user issues quickly;
face to face service provided in a secure, accessible and fit for purpose environment;
maintaining and enhancing the public perception of the Authorities as effective providers of public services.
3. Improving the productivity of the Authorities’ staff through:
Helping them to attract the right people and onboard them quickly;
Ensuring they are equipped with the right skills throughout their employment;
enabling them to work flexibly;
supporting effective performance management;
providing them with access to the right applications and management information;
minimising administration and paper within the Authorities whilst retaining compliance;
supporting effective and efficient workflow processes;
providing access to fit for purpose working and meeting facilities.
4. Achieve high levels of resilience and compliance through:
minimising dependency on specific locations to deliver service;
standardising processes and applications;
achieving open data standards;
protecting the Authorities, their customers and their staff from unauthorised activity;
engaging effectively with external assurance;
forecasting and planning for changes in levels of service demand;
achieving a highly utilised but flexible civic estate demonstrating transparency to the public.
5. Deliver improved value for money through:
Ensuring the Authorities achieve greater financial benefits through collaboration;
Harmonising and improving service performance;
Consistent and unit-based pricing of common elements of scope;
Developing a flexible partnership model that increases flexibility and innovation in the delivery and provision of the services and allows the Authorities to transfer services within the scope of this procurement at a date of their choosing;
Reducing the cost to the Authorities of providing the services including reducing the unit cost of transactions;
Encouraging the use of and access to the services through more cost effective and efficient channels and assisting with demand management;
Enabling the Authorities to achieve efficiencies in, and better outcomes from, their client and contract management function;
Utilising modern approaches to the provision of ICT infrastructure and new technology generally;
Enabling capability to support future transformation.
In delivering these outcomes the Authorities will expect their chosen supplier(s) to:
— Deliver to specified performance, at least as good as current levels, from the start of the Contracts.
— Achieve rapid improvement and efficiencies in the services in scope without adversely impacting upon the Authorities’ retained functions.
— Achieve further benefits by using the services in scope to transform the retained functions within the Authorities.
— Deliver the benefits of a shared service model for the users of council services.
— Provide value for money and accountable services from a customer perspective.
— Reduce revenue costs in supporting the delivery of front-line services wherever possible.
— Deliver continuous improvement and innovation in respect of these services.
It is anticipated that the core requirements that may be included in the Contracts will comprise the following:
Lot 1 Citizen, Corporate and Support Services
— Revenues and Benefits;
— Exchequer Services;
— Payroll;
— Accountancy/Finance;
— Information Technology;
— Human Resources;
— Licensing;
— Land Charges;
— Procurement;
— Customer Services.
Lot 2 Asset Management Services
— FM;
— Property Management;
— Car Parks Management.
The Authorities may include other requirements specific to a particular Authority in the Descriptive Document and the tender documents.
It should be noted that in the event of re-structuring within local government this procurement and/or the Contracts awarded may pass to successor authorities to the Authorities as relevant and appropriate.
In the event that any of the Authorities decides to withdraw from this procurement process, the remaining Authorities reserve the right to continue with this procurement process.
It is anticipated that the first services delivered under the Contracts will be for South Oxfordshire District Council and Vale of White Horse District Council and will commence on or around 1.8.2016, to coincide with the expiry of existing contracts. The service commencement dates for the first services for the other Authorities will be determined by the expiry dates of their existing contracts and the dialogue process. It is anticipated that the duration of the contracts shall be for an initial period of 110 months but with the ability to extend by one or more periods up to a further 60 months. The maximum Contract Period available is 170 months.
The Authorities reserve the right for:
— the Contracts and/or the services for (and within) each Lot to commence on the same or different dates for different Authorities;
— certain service areas within the scope of each Contract/Lot to be added during the contract term and commence after the first service commencement date; and/or
— some of the service areas not to be taken up by all the Authorities.
II.1.6)Common procurement vocabulary (CPV)
79000000, 79900000, 66171000, 66172000, 79940000, 75242110, 75310000, 75130000, 79212400, 79211120, 79211110, 79631000, 79200000,79210000, 79211000, 79211200, 66600000, 72222300, 72267100, 72261000, 72253000, 79632000, 79633000, 79414000, 79600000, 79418000,79520000, 79521000, 79553000, 79810000, 79820000, 79822500, 79500000, 79342300, 79512000, 79710000, 79993000, 79993100, 98341130,98341140, 70330000, 98351000, 98351100, 98351110
II.1.7)Information about Government Procurement Agreement (GPA)
II.1.8)Lots
Tenders may be submitted for one or more lots
II.1.9)Information about variants
II.2.1)Total quantity or scope:
(1) at the lower end, the Authorities only spend over an average of 9 years and assumes the targeted level of savings is achieved;
(2) at the upper end, the Authorities spend over a 14 year 2 months contract term and all Councils take the full range of services.
The Authorities combined current annual spend is approximately 25 000 000 GBP.
These values are estimates.
Estimated value excluding VAT:
Range: between 170 000 000 and 415 000 000 GBP.
Estimated value excluding VAT:
Range: between 170 000 000 and 415 000 000 GBP
II.2.2)Information about options
Description of these options: It is anticipated that the duration of the Contract shall be for an initial period of 9 years 2 months but with the ability to extend by 1 or more periods up to a further 5 years. The maximum Contract Period available is 14 years 2 months.
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion
Information about lots
Lot No: 1Lot title: Citizen, Corporate and Support Services
1)Short description
It is anticipated that the core requirements that may be included in the Contract will comprise the following:
Lot 1 Citizen, Corporate and Support Services
— Revenues and Benefits;
— Exchequer Services;
— Payroll;
— Accountancy/Finance;
— Information Technology;
— Human Resources;
— Licensing;
— Land Charges;
— Procurement;
— Customer Services.
2)Common procurement vocabulary (CPV)
79000000, 79900000, 66171000, 66172000, 79940000, 75242110, 75310000, 75130000, 79212400, 79211120, 79631000, 79211110, 79200000,79210000, 79211000, 79212000, 79211200, 66600000, 72222300, 72267100, 72261000, 72253000, 79632000, 79633000, 79414000, 79600000,79418000, 79520000, 79521000, 79553000, 79810000, 79820000, 79822500, 79500000, 79342300, 79512000
3)Quantity or scope
Range: between 132 000 000 and 301 000 000 GBP
5)Additional information about lots
Oxfordshire (UKJ14), Somerset (UKK23) and Hampshire (UKJ3, UKJ33).
Lot No: 2Lot title: Technical, asset and location based services
1)Short description
It is anticipated that the core requirements that may be included in the Contract will comprise the following:
Lot 2 Asset Management Services
— FM;
— Property Management;
— Car Parks Management.
2)Common procurement vocabulary (CPV)
79710000, 79993000, 79993100, 79500000, 98341130, 98341140, 70330000, 98351000, 98351100, 98351110
3)Quantity or scope
Range: between 38 000 000 and 115 000 000 GBP
5)Additional information about lots
Oxfordshire (UKJ14), Somerset (UKK23) and Hampshire (UKJ3, UKJ33).
Section III: Legal, economic, financial and technical information
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:
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
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
Minimum level(s) of standards possibly required: As set out in Pre-Qualification Questionnaire.
III.2.3)Technical capacity
As set out in Pre-Qualification Questionnaire.
Minimum level(s) of standards possibly required:
As set out in Pre-Qualification Questionnaire.
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service
Section IV: 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
Objective criteria for choosing the limited number of candidates: As set out in Pre-Qualification Questionnaire.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2.1)Award criteria
IV.3.2)Previous publication(s) concerning the same contract
Prior information notice
Notice number in the OJEU: 2014/S 201-355002 of 18.10.2014
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
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
Section VI: Complementary information
VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information
2. It is for those invited to participate in dialogue to satisfy themselves of the position, but it is the initial view of the Authorities that the Transfer of Undertakings (Protection of Employment) Regulations 2006 will apply to the Contract.
3. This tendering exercise is being undertaken through the South East Business Portal: (URL: https://www.businessportal.southeastiep.gov.uk). Suppliers will need to register an interest on the system in order to participate, and registration is free.
4. Requests for clarification should be sent through the South East Business Portal. The Authorities shall reply to requests for clarification that are received by it before 17:00 on 9.4.2015.
5. A briefing event will be held on 1.4.2015 at 10:30 am to 12:30 (in a group session) at Havant Borough Council, Public Service Plaza, Civic Centre Road, Havant PO9 2AX. Individual sessions will be available following the group session from 12:30 onwards. Due to space limitations, organisations are asked to send no more than two representatives. In order that appropriate security arrangements can be made interested organisations who wish to attend the group session shall advise Jennifer Burt, no later than 27.3.2015, via email at jennifer.burt@southandvale.gov.uk, of the names of their representatives attending and confirm whether an individual session will also be required. (Please note: individual slots will be allocated on a first come first serve basis and specific times will be issued during the morning session).
VI.4.1)Body responsible for appeal procedures
High Court
Royal Courts of Justice, The Strand
WC2A 2LL London
UNITED KINGDOM
Body responsible for mediation procedures
High Court
Royal Courts of Justice, The Strand
WC2A 2LL London
UNITED KINGDOM
VI.4.2)Lodging of appeals
VI.5)Date of dispatch of this notice: