Council Services Transformation Project

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

Regional or local authority

General public services

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

Five Councils Corporate Services Project.

Services
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

The notice involves a public contract

This OJEU contract notice is giving notice of the joint procurement of two public contracts (the ‘Contracts’). The Contracting Authority is seeking to procure on behalf of itself and Vale of White Horse District Council, Hart District Council, Havant Borough Council, and Mendip District Council (together referred to as ‘the Authorities’) innovative private sector supplier(s) to invest in, transform and provide a range of corporate and transactional services.
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.

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

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

This contract is divided into lots: yes
Tenders may be submitted for one or more lots

Variants will be accepted: yes

The estimated values set out in this section take account of:
(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

Options: yes
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.

This contract is subject to renewal: no

Duration in months: 170 (from the award of the contract)

See Section II.1.5 above
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.

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

Estimated value excluding VAT:
Range: between 132 000 000 and 301 000 000 GBP

For the NUTS codes for Lot 1 please see section II.1.2:
Oxfordshire (UKJ14), Somerset (UKK23) and Hampshire (UKJ3, UKJ33).

See Section II.1.5 above
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.

79710000, 79993000, 79993100, 79500000, 98341130, 98341140, 70330000, 98351000, 98351100, 98351110

Estimated value excluding VAT:
Range: between 38 000 000 and 115 000 000 GBP

For the NUTS codes for Lot 2 please see section II.1.2:
Oxfordshire (UKJ14), Somerset (UKK23) and Hampshire (UKJ3, UKJ33).

Parent company guarantees, deposits, bonds or other forms of appropriate security may be required for the Contract. Further details will be included in the tender documents.

To be developed in competitive dialogue.

The Authorities intend to enter into a contract (for each Lot) with either a single contractor or prime contractor (which may be an existing company or special purpose vehicle). The prime contractor would be expected to be a single legal entity.

The performance of the contract is subject to particular conditions: no

Information and formalities necessary for evaluating if the requirements are met: As set out in Pre-Qualification Questionnaire.

Information and formalities necessary for evaluating if the requirements are met: As set out in Pre-Qualification Questionnaire.
Minimum level(s) of standards possibly required: As set out in Pre-Qualification Questionnaire.

Information and formalities necessary for evaluating if the requirements are met:
As set out in Pre-Qualification Questionnaire.
Minimum level(s) of standards possibly required:
As set out in Pre-Qualification Questionnaire.

Execution of the service is reserved to a particular profession: no

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

competitive dialogue

Envisaged minimum number 3: and maximum number 5
Objective criteria for choosing the limited number of candidates: As set out in Pre-Qualification Questionnaire.

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated yes

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

Prior information notice

Notice number in the OJEU: 2014/S 201-355002 of 18.10.2014

Payable documents: no

16.4.2015 – 13:00

7.5.2015

English.

This is a recurrent procurement: no

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

1. This is a joint procurement conducted by the Authorities who have formed a joint project team and a joint steering group to conduct the procurement. The intention is to award a single joint contract for each Lot.
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).

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

Precise information on deadline(s) for lodging appeals: The Authorities will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. Applicants who are unsuccessful shall be informed by the Authorities as soon as possible after the decision has been made as to the reasons why the Applicant was unsuccessful. If an appeal regarding the award of the contract has not been successfully resolved, The Public Contracts Regulations 2015 (SI 2015 No. 102) provide for aggrieved parties who have been harmed or are at risk of harm by breach of the rules to take legal action. Any such action must be brought within the applicable limitation period. Where a contract has not been entered into, the Court may order the setting aside of the award decision or order the Authorities to amend any document and may award damages. If the contract has been entered into the Court may, depending on the circumstances, award damages, make a declaration of ineffectiveness, order the Authorities to pay a fine, and/or order that the duration of the contract be shortened. The purpose of the standstill period referred to above is to allow the parties to apply to the Courts to set aside the award decision before the contract is entered into.

16.3.2015