Nottingham: architectural design services

Nottingham: architectural design services

Architectural Design Services, including Design of External Works and Landscaping.

2012/S 3-004919

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Efficiency East Midlands Ltd
Beechdale Court Offices, Beechdale Road
For the attention of: Eunice Walker
NG8 3LH Nottingham
UNITED KINGDOM
Telephone: +44 1158762090
E-mail: procurement.team@nottinghamcityhomes.org.uk
Fax: +44 1158762092

Internet address(es):

General address of the contracting authority: www.efficiency-em.co.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
I.3)Main activity

Housing and community amenities
I.4)Contract award on behalf of other contracting authorities

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

Nottingham City Homes Ltd
14 Hounds Gate
NG1 7BA Nottingham
UNITED KINGDOM

A1 Housing Bassetlaw Ltd
Hundred Acre Lane
S81 0TS Worksop
UNITED KINGDOM

Derby Homes Ltd
Floor 2 South Point, Cardinal Square
DE1 3QT Derby
UNITED KINGDOM

Newark and Sherwood Homes Ltd
Kelham Hall, Kelham
NG23 5QX Newark on Trent
UNITED KINGDOM

Ashfield Homes Ltd
Broadway, Brook Street
NG17 1AL Nottinghamshire
UNITED KINGDOM

Charnwood Neighbourhood Housing Ltd
Council Offices, Southfield Road
LE11 2TN Loughborough
UNITED KINGDOM

Tuntum Housing Association Ltd
90 Beech Avenue, New Basford
NG7 7LW Nottingham
UNITED KINGDOM

Nottingham Community Housing Association Ltd
12/14 Pelham Road, Sherwood Rise
NG5 1AP Nottingham
UNITED KINGDOM

Mansfield District Council
Civic Centre, Chesterfield Road South
NG19 7BH Nottinghamshire
UNITED KINGDOM

Gedling Homes Ltd
Cavendish 249, Cavendish Street
OL6 7AT Ashton under Lyne
UNITED KINGDOM

Rykneld Homes Ltd
Pioneer House, Mill Lane
S42 6NT Chesterfield
UNITED KINGDOM

ACIS Group Ltd
Acis House, Bridge Street
DN21 1GG Gainsborough
UNITED KINGDOM

Chesterfield Borough Council
Town Hall, Rose Hill
S40 1LP Chesterfield
UNITED KINGDOM

LHA – ASRA Group Ltd
3 Bede Island Road
LE2 7EA Leicester
UNITED KINGDOM

South Derbyshire District Council
Civic Offices, Civic Way
DE11 0AH Swidlincote
UNITED KINGDOM

Derwent Housing Association Ltd
No 1 Centro Place, Pride Park
DE24 8RF Derby
UNITED KINGDOM

Communities Building Services
12 Elstree Way
WD6 1JE Hertfordshire
UNITED KINGDOM

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

Architectural Design Services, including Design of External Works and Landscaping.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
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
NUTS code UKF

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
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 5 000 and 100 000 000 GBP

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

Architectural design services. Efficiency East Midlands Limited (“EEM”) is a consortium of Local Authority. Registered Provider and ALMO members: The names and addresses of the current members of EEM (at the date this Contract Notice is posted) are set out at VI.3. The Authorised Users of the Framework Agreement being advertised by publication of this Contract Notice (in addition to EEM) are set out at section VI.3 of this Contract Notice. The requirement being procured under this Contract Notice comprises – an Architectural Design Consultant or Consultants to undertake the design of new build projects as and when required. The sites of the proposed work are situated, at the time of tender, predominantly within the East Midlands as defined by the Government Office Regions. However, the members (current and future) may have sites across the United Kingdom and therefore for avoidance of doubt this Framework is intended to be used for Clients and sites located within the United Kingdom regions. They are generally those owned or managed by the Members of Efficiency East Midlands Ltd, any organisation, not being a Client but notified to the Tenderer after the date of this Framework Agreement as being a joining organisation will be entitled to use this Framework Agreement to instruct the Tenderer to perform Services and Works, and for the avoidance of doubt all future members of the Consortium are included within this Framework Agreement. The Framework Agreement will comprise of elements such as – Architectural Design Services, including Design of External Works and Landscaping. The organisations listed in section VI.3 as Authorised Users of the Framework Agreement to be awarded at conclusion of the procurement exercise begun by publication of this Contract Notice have requirements predominately within the East Midlands as that region is described at www.direct.gov.uk/en/Dl1/Directories/Local councils/index.htm. However, organisations which are Authorised Users in other parts of the East Midlands region may also access and use the Framework Agreement to be awarded at conclusion of the procurement exercise begun by publication of this Contract Notice as described in VI.3.

Suppliers must read through this set of instructions and follow the process to respond to this opportunity.
The information and/or documents for this opportunity are available on https://www.delta-esourcing.com/delta. You must register on this site to respond, if you are already registered you will not need to register again, simply use your existing username and password. Please note there is a password reminder link on the homepage.

Suppliers must log in, go to your Response Manager and add the following Access Code: H5ZERJYP37. Please ensure you follow any instruction provided to you here.
The deadline for submitting your response(s) is 13.2.2012 13:00. Please ensure that you allow yourself plenty of time when responding to this invite prior to the closing date and time, especially if you have been asked to upload documents.
If you experience any technical difficulties please contact the Delta eSourcing Helpdesk on call +44 8452707050 or email helpdesk@delta-esourcing.com.

II.1.6)Common procurement vocabulary (CPV)

71220000

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

The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)Lots

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:

Efficiency East Midlands Limited (“EEM”) is a new consortia of affordable housing landlords operating predominantly in the East Midlands area. Details of its current members are set out at section VI.3i of this Contract Notice. The current members of EEM are responsible for the upkeep of approximately 156 210 properties [and other stock for specialist housing groups (e.g. care homes, student housing, supported housing,
Hostels) and other stock (e.g. offices, leisure facilities, day centres, and other public non-housing buildings owned, managed or maintained by the authorised user). The total quantity or scope of the value of services to be purchased through the Framework Agreement to be awarded at conclusion of the procurement exercise begun by publication of this Contract Notice is in the range of 5 000 GBP to 100 000 000 GBP.
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: 48 (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:

Details of any deposits, guarantees or bonds required by the Contracting Authority will be set out in the Contract Documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Details of any financial conditions and payment arrangements will be set out in the contract documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Consortium bids must state in their documents that the bidding members are a consortium. Efficiency East Midlands reserves the right to require a lead consultant to undertake primary contarcting liability or to require that one or more parties are jointly and severally liable.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Applicants who satisfy any of the criteria for rejection as set out in Regulation 23(1), Public Contracts regulations 2006 shall be treated as ineligable. Applicants may be requested to provide such evidence as is resonably necessary to allow Efficiency East Midlnads members to establish that the afore mentioned criteria do not apply to them. Contract performance conditions may relate in particular to secondary considerations in accordance with Regulation 39 of the Public Contracts Regulations 2006.
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 Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.
A full list of the Regulation 23(1) and 23(2) criteria are at http://www.delta-esourcing.com/delta/project/reasonsForExclusion.html#pcr.

Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists.
Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.
Applicants will be required to complete the tender documentation consistent with Directive 2004/18/EC. A short list will be drawn from the suitable applicants from which the successful service provider or providers will be selected. Any potential service provider should note that no cost reimbursement will be considered for work carried out prior to appointment. The tender documents are available at I.1 and must be uploaded to the portal stipulated in the tender documents.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) Appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance.
(b) The presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established.
(c) A statement of the undertaking’s overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available.
Applicants will be required to complete the tender documentation consistent with Directive 2004/18/EC. A short list will be drawn from the suitable applicants from which the successful service provider or providers will be selected. Any potential service provider should note that no cost reimbursement will be considered for work carried out prior to appointment. The tender documents are available at I.1 and must be uploaded to the portal stipulated in the tender documents.
Minimum level(s) of standards possibly required: Applicants will be required to complete the tender documentation consistent with Directive 2004/18/EC. A short list will be drawn from the suitable applications from which the successful service provider or providers will be selected. Any potential service provider should note that no cost reimbursement will be considered for work carried out prior to appointment. The tender documents are available at I.1 and must be uploaded to the portal stipulated in the tender documents. Minimum level(s) of standards possibly required where Consultants will be expected to meet Efficiency East Midlands criteria for existing turnover in relation to their major customer and legal compliance with Architectural Design Services, including Design of External Works and Landscaping.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(a) a list of the works carried out over the past five years, accompanied by certificates of satisfactory execution for the most important works. These certificates shall indicate the value, date and site of the works and shall specify whether they were carried out according to the rules of the trade and properly completed. Where appropriate, the competent authority shall submit these certificates to the contracting authority direct;
(b) a list of the principal deliveries effected or the main services provided in the past three years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given: – where the recipient was a contracting authority, in the form of certificates issued or countersigned by the competent authority, – where the recipient was a private purchaser, by the purchaser’s certification or, failing this, simply by a declaration by the economic operator;
(c) an indication of the technicians or technical bodies involved, whether or not belonging directly to the economic operator’s undertaking, especially those responsible for quality control and, in the case of public works contracts, those upon whom the contractor can call in order to carry out the work;
(d) a description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking’s study and research facilities;
(e) where the products or services to be supplied are complex or, exceptionally, are required for a special purpose, a check carried out by the contracting authorities or on their behalf by a competent official body of the country in which the supplier or service provider is established, subject to that body’s agreement, on the production capacities of the supplier or the technical capacity of the service provider and, if necessary, on the means of study and research which are available to it and the quality control measures it will operate;
(f) the educational and professional qualifications of the service provider or contractor and/or those of the undertaking’s managerial staff and, in particular, those of the person or persons responsible for providing the services or managing the work;
(g) for public works contracts and public services contracts, and only in appropriate cases, an indication of the environmental management measures that the economic operator will be able to apply when performing the contract;
(h) a statement of the average annual manpower of the service provider or contractor and the number of managerial staff for the last three years;
(i) a statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract;
(j) an indication of the proportion of the contract which the services provider intends possibly to subcontract;
(k) with regard to the products to be supplied: (i) samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so requests; (ii) certificates drawn up by official quality control institutes or agencies of recognised competence attesting the conformity of products clearly identified by references to specifications or standards.
Applicants will be required to complete tender documents consistent with Directive 2004/18/EC. A short list will be drawn from the suitable applications and asked to provide a price based tender from which the successful service provider will be selected. Any potential service provider should note that no cost reimbursement will be considered for work carried out prior to appointment. The documents are available at I.1.
And must be returned as stipulated in the tender documents.
Minimum level(s) of standards possibly required:
Suppliers will be expected to have sufficient staffing levels to provide the service and satisfy the performance targets specified by Efficiency East Midlands and detailed within the tender documentation. Suppliers will also be required to comply with any statutory registration and reporting requirements.
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: no
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

Open
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 below

Price. Weighting 30

Quality. Weighting 70

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:

EEM0035
IV.3.2)Previous publication(s) concerning the same contract

no
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: 10.2.2012 – 16:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

13.2.2012 – 14:00
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

English.
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 tenders

Date: 13.2.2012 – 14:30
Place:

Icon Business Centre, Lake View Drive, Sherwood Park, Nottingham, NG15 0DT.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Authorised Personnel.

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

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender. This Contract Notice has been published by Efficiency East Midlands Limited (EEM) on behalf of its members. The Framework Agreement being procured by this procurement process will be entered by EEM as the Contracting Authority which will have undertaken and completed the procurement exercise begun by publication of this Contract Notice. EEM will issue the Invitation to Tender, evaluate tender responses and award the Framework Agreement. Accordingly, any reference in this Contract Notice to Contracting Authority is deemed to be and include a reference to EEM. The seventeen current members of Efficiency East Midlands Ltd (EEM) are – Nottingham City Homes Ltd, A1 Housing Bassetlaw Ltd, Derby Homes Ltd, Newark and Sherwood Homes Ltd, Ashfield Homes Ltd, Charnwood Neighbourhood Housing Ltd, Tuntum Housing Association Ltd, Nottingham Community Housing Association Ltd, Mansfield District Council, Gedling Homes Ltd, Rykneld Homes Ltd, ACIS Group Ltd, Chesterfield Borough Council, LHA –ASRA Group Ltd, South Derbyshire District Council, Derwent Housing Association Ltd and Communities Building Services. All of the current members are, therefore, to be regarded as Contracting Authorities under the Public Contracts Regulations 2006 for the purpose of this procurement exercise and entitled as Authorised Users (as described at 1 below) to access and use the Frameworks Agreement to be awarded at conclusion of the procurement exercise begun by publication of this Contract Notice. Homes and assets owned, managed or maintained by the EEM members already stretch across the whole of the East Midlands, but EEM’s objective is to grow substantially, by adding to its membership Local Authority, Arms Length Management Organisation (ALMO) and Registered Provider housing landlords within the East Midlands that are Contracting Authorities under the Public Contracts Regulations 2006 owning and/or managing/maintaining affordable, rented, intermediate market rent or shared equity housing stock or managing/maintaining stock for specialist housing groups (e.g. care homes, student housing, supported housing, hostels) and other stock as described at II.1.5 of this Contract Notice. Additionally, EEM recognises that Local Authority, ALMO or Registered Provider organisations may not wish to join EEM as a member but will wish to access and use the Framework Agreement to be awarded at the conclusion of the procurement exercise begun by publication of this Contract Notice subject to being Authorised Users (as described at either 2 or 3 below). All such organisations in either case will be entitled to access and use the Framework Agreement to be awarded at conclusion of the procurement exercise begun by publication of this Contract Notice. The Authorised Users of the Framework Agreement being advertised by this Contract Notice (in addition to EEM) and entitled to access and use the Framework Agreement to be awarded at conclusion of the procurement exercise begun by publication of this Contract Notice are:
1. any Current EEM Member – an organisation which is a member of EEM at the date of this Contract Notice and being one of the organisations listed above in this section VI.3;
2. any Future Member of EEM – a Local Authority, ALMO or Registered Provider housing landlord organisation (of the type described in the third paragraph of this section VI.3) entitled to join and which has applied to and has joined EEM as a member in accordance with the constitutional documents of EEM and in respect of which organisation notice has been given by EEM to the economic operators who are a party to the Framework Agreement being advertised by this Contract Notice that such organisation is an Authorised User of this Framework Agreement as a member of EEM. Future EEM Members may include consortia made up entirely of organisations which would themselves individually be a Future EEM Member and may include any special purpose vehicle (of whatever nature) wholly owned and controlled by the consortia members and would include in those circumstances the consortia members of the special purpose vehicle that owns and controls it;
3. an EEM Participant – an organisation which is neither a Current EEM Member (as defined at 1 above) nor a Future Member of EEM (as defined at 2 above) will be entitled to use the Framework Agreement advertised by this Contract Notice if it is based within the East Midlands, owns and/or maintains/manages housing stock or other property of the type described in the third paragraph of this section VI.3 in one or more geographical area in which it operates and is a Local Authority i.e. a County, Metropolitan (City), District and Borough Council or a Unitary Authority in England or Wales or is an Arms Length Management Organisation (or any statutory replacement or successor organisation) managed by such local authority under a management agreement under section 27 of the Housing Act 1985 (or subsequent legislation) or is a Registered Provider under the Housing and Regeneration Act 2008 (or subsequent legislation) and is itself a Contracting Authority for the purpose of the Public Contract Regulations 2006 and in respect of which organisation notice has been given by EEM to the economic operators that are a party to the Framework Agreement being advertised by this Contract Notice that such organisation is an Authorised User of this Framework Agreement. EEM participants will include consortia made up entirely of organisations which would themselves individually be an EEM Participant and may include any special purpose vehicle (of whatever nature) wholly owned and controlled by the consortia members and would include in those circumstances the consortia members of the special purpose vehicle that owns and controls it. For the purpose of this Notice, the geographical area local authorities are identifiable by reference to the Direct Gov website at www.direct.gov.uk/en/Dl1/Directories/Localcouncils/index.htm and a full list of all current Registered Providers can be found at www.tenantservicesauthority.org/server/show/nav.490. Reference to legislation in this Contract Notice includes successor and/or replacement legislation. The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender. GO Reference: GO-201214-PRO-3636533.

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

Royal Courts of Justice
The Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

Body responsible for mediation procedures

Royal Courts of Justice
Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Efficiency East Midlands Ltd will incorporate a standstill period, following award of the contract. The period shall commence on the day following award notification, and shall be in accordance with the Public Contracts Regulations 2006, and all amendments and directives. At present the standstill period shall be no less than 10 calendar days.
VI.4.3)Service from which information about the lodging of appeals may be obtained

A1 Housing Bassetlaw Limited
Forest Bungalow Boulevard, Hundred Acre Lane
S81 0TS Nottinghamshire
UNITED KINGDOM
Telephone: +44 1623726250

VI.5)Date of dispatch of this notice:4.1.2012