Insurance Tender

Insurance Tender

The Provision of an Insurable Risk Transfer Framework.

UK-Hertford: Insurance services

2013/S 055-090606

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Hertfordshire County Council
County Hall, Pegs Lane
For the attention of: Zoe Upson
SD13 8DQ Hertford
Telephone: +44 1707292463

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

Electronic access to information: following the instructions given in VI.3 (Additional Information).
Electronic submission of tenders and requests to participate: following the instructions given in VI.3 (Additional Information).
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
Economic and financial affairs
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

A full list of participating bodies for the South East is listed under the following link: )
see link above
see link above

Section II: Object of the contract

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

The Provision of an Insurable Risk Transfer Framework.
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 6: Financial services a) Insurances services b) Banking and investment services
NUTS code UKH23
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: 10
Duration of the framework agreementDuration in months: 36
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 20 000 000,00 and 500 000 000,00 GBP

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

Insurance services.
The Council is taking the lead, in consultation with other Participating Bodies in the South East and the East of England, to establish a multi Broker Framework Agreement for the appointment of a Broker(s) to work with the Council and any Participating Body to manage the total cost of insurable risk. For the avoidance of doubt those authorities covered by this agreement are covered in the following link; Framework Agreement value ranges between GBP 20,000,000 and GBP 500,000,000 over the possible 4 years.
This Framework Agreement shall have a Framework Agreement Period of 3 years with the option to extend on an annual basis for up to a maximum of a further 1 year at the sole discretion of the Council.
The total cost of insurable risk will include, but not be limited to:
— insurance costs,
— non-insurance costs (i.e. self-insured cost retained within self-insured deductibles),
— claims handling costs,
— risk management costs.
A Framework Agreement will be established which can be used by other Participating Bodies and, indeed, any contracting authority (as identified in this OJEU notice) wishing to appoint insurance Broker(s) to manage the total cost of insurable risk.
Brokers applying to be included on the Framework Agreement must demonstrate their ability to broke and place the insurable risk detailed in Specification A (Schedule 1 of Volume II) including in-house capabilities and details of any exclusive facilities and to deliver the core Services detailed in Specification B (Schedule 1 of Volume II)
Brokers are asked to provide details of how they will access markets, including Lloyds, and work to generate competition for the Council’s risk and insurance programme. Appointment to the Framework Agreement will allow the Broker to use their skills and resources to support the Council in managing the total cost of insurable risk with the ability to design an insurance programme using their experience to determine the optimum balance between insured / self-insured risks to deliver best value.
As an appointed Broker on the Framework Agreement the Broker will have the ability to engage with the wider insurance market including Lloyds and the Broker’s specialist facilities, to negotiate the best value insurance policy for any contracting authority who utilises the Framework Agreement without the need to undertake a separate OJEU exercise for the procurement of the insurances.
It is a pass/fail requirement that any Broker appointed on to the Framework Agreement must give direct insurers (e.g. Zurich Municipal) the opportunity of quoting for the insurances required by the Council or any Participating Body.

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): 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:

Further details of the requirement are available on the following link:

II.2.2)Information about options

Options: no
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 36 (from the award of the contract)

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:
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)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
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

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
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:

HCC Contract Reference Number: HCC1306044. Tender Access Code: TFC93538JU.
IV.3.2)Previous publication(s) concerning the same contract

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

24.4.2013 – 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

Duration in months: 6 (from the date stated for receipt of 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
VI.3)Additional information

Please read this section carefully as it provides full instructions on how to apply for this requirement.
The Council has moved to a new way of e-Tendering and worked closely with its Districts and Partners to create a joint procurement website called Supply Hertfordshire. This website is supported by BiP Solutions who provide a system called Delta which is the background platform to Supply Hertfordshire.
To participate in this tender you will need to go into and register or log in.Step 1: Registering with Supply Hertfordshire.
To participate in this tender you will need to go into and register, thereafter you will be issued with a USERNAME and PASSWORD. (If you have already registered with Delta or Supply Hertfordshire, please follow the link above where you can log on using your existing username and password. If you have registered and have forgotten your Username and Password, please click on the forgotten password link below the log in box.) Please keep this USERNAME and PASSWORD secure, and do not pass it to any third parties.

Step 2: Completing your Tender Documents.
To obtain and complete the Tender Documents, you will need to go into the Response Manager area and enter the Access Code TFC93538JU. This is a one stage process and bids must be completed and submitted electronically by using the Tenderbox (Access Code: TFC93538JU) through BiP’s Delta and by the due date of 12:00 noon on Wednesday 24.4.2013 When replying please ensure that you have read and understood all the necessary documentation and provided all the information requested. The Council reserves the right to reject a bid received after this deadline.
Bidders must ensure that these online Invitation to Tender (ITT) documents can be accessed and ensure that a response to this invitation is submitted prior to the closing date and time. Please ensure that after uploading all of your documents you click on the “Submit Response” button in order to complete the process. You should then see an on-screen confirmation message that you have successfully completed the process.
Please make sure you have submitted your completed tender bid to the correct Access Code, the Council will not be held accountable for any errors made by a Bidder in submitting your completed documents. The Delta system does not permit bids to be submitted after the closing time and date.
Bidders are advised to submit their bids at least two working days prior to the due date and time to ensure any issues with uploading the documents can be resolved before the Tenderbox closes. Multiple documents can only be uploaded one at a time or can all be ‘zipped’ together using an application like WinZip.
If you are experiencing problems with the system, then please contact the Delta helpdesk between 8:30 am and 17:30 pm, Monday to Friday, for further assistance via: email at or telephone: +44 8452707050.

The Council reserves the right at any time to cease the tendering process and not award a contract or to award only part of the opportunity described in this notice. If the Council takes up this right then they will not be responsible for, or pay the expenses or losses, which may be incurred by any tenderer as a result.
The Council undertakes to hold confidential any information provided in the proposal submitted, subject to the Council’s obligations under the law, including the Freedom of Information Act 2000. If the applicant considers that any of the information submitted in the proposal should not be disclosed because of its sensitivity then this should be stated with the reason for considering it sensitive. The Council will then endeavour to consult with the applicant about such sensitive information when considering any request received under the Freedom of Information Act 2000 before replying to such a request.
Due to the current economic climate, Hertfordshire County Council reserves the right to carry out additional financial checks on all companies tendering for this Contract at any time during the procurement process, to ensure that they continue to meet the Council’s requirements and remain financially viable to perform the Contract.
For more information about this opportunity, please visit the Delta eSourcing portal at:

To respond to this opportunity, please click here:

GO Reference: GO-2013314-PRO-4657457.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

See VI.4.2

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Hertfordshire County Council will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers to allow unsuccessful tenderers to raise any complaints before the contract is entered into.
If a complaint between the Council and the tenderer regarding the award of a contract has not been successfully resolved, relevant provisions of the Public Contracts Regulations 2006 (as amended) will apply. The aggrieved party is advised to seek independent legal advice in relation to remedies they can pursue under the Public Contracts Regulations 2006 (as amended).
VI.4.3)Service from which information about the lodging of appeals may be obtained

Hertfordshire County Council
Leahoe Annexe
SG13 8DQ Hertford
Telephone: +44 1992588834

VI.5)Date of dispatch of this notice:14.3.2013

Requirement: Insurance Tender