Real Estate Services Chichester

Real Estate Services Chichester

Valuation, portfolio and estate management services.

UK-Chichester: real estate services

2012/S 90-148675

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

West Sussex County Council
Room 18, Ground Floor, West Wing, County Hall
For the attention of: Alistair Little
PO19 1QT Chichester
UNITED KINGDOM
Telephone: +44 1243382167
E-mail: alistair.little@westsussex.gov.uk

Internet address(es):

General address of the contracting authority: https://westsussex.gov.uk

Address of the buyer profile: https://westsussex.bravosolution.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

General public services
I.4)Contract award on behalf of other contracting authorities

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

Section II: Object of the contract

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

Valuation, portfolio and estate management services.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: The following organisations may use this contract at a later date the district and borough councils, police authorities and health authorities within the geographical boundaries of East and West Sussex; educational providers within West Sussex; Any joint venture vehicles created by WSCC during the contract period; the local authorities within the SE7 region (Hampshire County Council, Surrey County Council, East Sussex County Council, Kent County Council, Medway Unitary Council and Brighton & Hove City Council.
NUTS code UKJ24

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: 3
Duration of the framework agreement

Duration in years: 5
Justification for a framework agreement, the duration of which exceeds four years: This coincides with the 5 year rating cycle adopted within the UK, meaning this contract will cover a discrete rating period.
The contract term will be for a period of 5 years and may be extended depending on the ongoing need, budget availability and contract performance up to a maximum period of 10 years.
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 1 250 000,00 and 1 425 000,00 GBP

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

Valuation, portfolio and estate management services.
WSCC holds a very substantial and varied portfolio of operational and non-operational properties covering educational, residential, community, agricultural and highway land and property.
The value range is due to the potential value of the work if all the participating authorities who could use the framework adopt it.
II.1.6)Common procurement vocabulary (CPV)

70000000, 70122000, 70330000, 77100000, 70300000, 70100000

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

The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for all lots
II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Estimated value excluding VAT:
Range: between 1 250 000,00 and 1 425 000,00 GBP
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 60 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Portfolio management and estate services

1)Short description

Portfolio management and estate services.
2)Common procurement vocabulary (CPV)

70000000, 70300000, 70100000

3)Quantity or scope

— Marketing non-residential freehold and leasehold property,
— Rent reviews and renewals in respect to the leasing and licensing of property as they arise,
— Acquiring property interests on behalf of WSCC,
— Advise on claims submitted under Part 1 on the Land Compensation Act 1973,
— Lands Tribunal and dispute resolution casework,
— Detailed valuations on specific properties or land,
— Advice on project viability, options and solutions for Energy projects affecting the commercial and residential estate.
Estimated value excluding VAT:
Range: between 750 000,00 and 875 000,00 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
Lot No: 2 Lot title: Asset valuation and rating

1)Short description

Asset valuation and rating.
2)Common procurement vocabulary (CPV)

70000000, 70330000, 70300000, 70000000, 70100000

3)Quantity or scope

— Property portfolio asset valuation as at the 1.4.2013,
— Annual updates as required for the life of the contract,
— RICS Red Book and CIPFA/SORP compliance,
— Rating valuation and advice,
— Negotiation of appeals,
— Negotiation of temporary or empty rate allowances.
Estimated value excluding VAT:
Range: between 350 000,00 and 400 000,00 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
Lot No: 3 Lot title: Agricultural estate management

1)Short description

Agricultural estate management.
2)Common procurement vocabulary (CPV)

77000000, 70122000, 70300000, 70000000, 70100000

3)Quantity or scope

— Day to day management of WSCC’s freehold agricultural estate,
— Strategic and rural property advice,
— Licence acquisition and renewal for farm business tenancies,
— Estate / small holding management,
— Landlord and tenant negotiations,
— Property acquisition and disposal,
— Advice on project viability, options and solutions for energy projects affecting the rural estate.
Estimated value excluding VAT: 150 000,00 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

As detailed in the procurement documentation.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As detailed in the procurement documentation.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

As detailed in the procurement documentation.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As detailed in the procurement documentation.
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: As detailed in the procurement documentation.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As detailed in the procurement documentation.
Minimum level(s) of standards possibly required: As detailed in the procurement documentation.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As detailed in the procurement documentation.
Minimum level(s) of standards possibly required:
As detailed in the procurement 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: As detailed in the procurement documentation.
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: yes

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 5: and maximum number 18
Objective criteria for choosing the limited number of candidates: As detailed in the procurement documentation.
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:

6686
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

8.6.2012 – 15:00
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
IV.3.8)Conditions for opening tenders

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information

The current contracts delivering these services will come to an end on 31.3.2013. WSCC has continued to rationalise its property portfolio as well as maximising opportunities that achieve both revenue savings and produce capital receipts. There continues to be a requirement for strategic property advice.
The main headings under which call off work will be required are:
Lot 1:
— Marketing non-residential freehold and leasehold property,
— Rent reviews and renewals in respect to the leasing and licensing of property as they arise,
— Acquiring property interests on behalf of WSCC,
— Advise on claims submitted under Part 1 on the Land Compensation Act 1973,
— Lands Tribunal and dispute resolution casework,
— Detailed valuations on specific properties or land,
— Advice on project viability, options and solutions for energy projects affecting the commercial and residential estate.
Lot 2:
— Property portfolio asset valuation as at the 1.4.2013,
— Annual updates as required for the life of the contract,
— RICS Red Book and CIPFA/SORP compliance,
— Rating valuation and advice,
— Negotiation of appeals,
— Negotiation of temporary or empty rate allowances.
Lot 3. Day to day management of WSCC’s freehold agricultural estate.
— Strategic and rural property advice,
— Licence acquisition and renewal for farm business tenancies,
— Estate / small holding management,
— Landlord and tenant negotiations,
— Property acquisition and disposal,
— Advice on project viability, options and solutions for energy projects affecting the rural estate.
The County Council enters into this framework agreement for itself and on behalf of other public bodies, which are Public Bodies within the meaning of the Local Government (Goods and Services) Act 1970 and which are, including all successors or assigns; The District and Borough Councils, Police Authorities and Health Authorities within the geographical boundaries of East and West Sussex; Educational Providers within West Sussex; Any joint venture vehicles created by WSCC during the contract period;The local authorities within the SE7 region (Hampshire County Council, Surrey County Council, East Sussex County Council, Kent County Council, Medway Unitary Council and Brighton & Hove City Council)and public bodies referred to being the Relevant public bodies. They shall be entitled, with the prior written consent of the County Council, to access and use the contract on the same or substantially the same terms and conditions as agreed with the County Council. For further details regarding the membership of these groups refer to the procurement documents.
Organisations may apply for any or all lots. Bidders will not be permitted to tender for part of any individual lot. The successful bidder is expected to be selected at the end of August / beginning of September 2012 and it is anticipated that the Contract for lot 1 and Lot 3 will commence on the 1.4.2013. It is anticipated that the Contract for lot 2 will commence as soon as possible after award.
3.6. Contract period.
The contract term will be for a period of 5 years and may be extended depending on the ongoing need, budget availability and contract performance up to a maximum period of 10 years.
The value range is due to the minimum and maximum figures made available based on current and anticipated membership of the framework agreement.
It is anticipated that the Contract for Lot 1 and Lot 3 will commence on the 1st of April 2013. It is anticipated that the Contract for Lot 2 will commence as soon as possible after award.
To address any questions/issues you may have on reading the procurement documents you are encouraged to attend a bidders’ briefing that will be held at West Sussex County Council, County Hall, Chichester, West Sussex the morning of the 22 May 2012. All bidders are recommended to attend. You should confirm who will be representing your organisation (name and status) by 17:00 on the 18 May 2012 in order for the County Council to make final arrangements for the briefing session.
Questions may be asked on the day however to assist the County Council bidders are requested to send any questions you may have via the secure messaging portal no later than 3 days prior to the bidders’ briefing so that they can be answered on the day.
Organisations are expected to deliver services that provide best value for the County Council.
The County Council is a public authority within the meaning of the Freedom of Information Act 2000 and all correspondence received will be dealt with in accordance with the Act.
The Contracting Authority intends to use the West Sussex eSourcing portal in this procurement exercise and reserves the right to use a reverse auction.
Suppliers instructions how to express interest in this tender:
1. Register your company on the eSourcing portal (this is only required once),
— Browse to the eSourcing Portal: https://westsussex.bravosolution.co.uk and click the link to register,

— Accept the terms and conditions and click ‘Continue’,
— Enter your correct business and user details,
— Note the username you chose and click ‘Save’ when complete,
— You will shortly receive an e-mail with your unique password (please keep this secure).
2. Express an Interest in the tender:
— Login to the portal with the username/password,
— Click the ‘PQQs / ITTs Open To All Suppliers’ link. (These are pre-qualification questionnaires or invitations to tender open to any registered supplier),
— Click on the relevant PQQ/ ITT to access the content,
— Click the ‘Express Interest’ button at the top of the page,
— This will move the PQQ /ITT into your ‘My PQQs/ My ITTs’ page. (This is a secure area reserved for your projects only),
— You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ ITT Details’ box.
3. Responding to the tender:
— Click ‘My Response’ under ‘PQQ/ ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining),
— You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification,
— Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT,
— There may be a mixture of online and offline actions for you to perform (there is detailed online help available). You must then submit your reply using the ‘Submit Response’ button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.
Note that there are four (4) PQQs related to this opportunity – one generic PQQ, and one PQQ for each of the 3 Lots. You must respond to the Generic PQQ, and then respond in the PQQ relevant to the Lot(s) you are interested in.
The PQQs are as follows:
Generic PQQ (you must complete) – pqq_177 – 6686 Valuation, Portfolio & Estate Management Generic PQQ.
Lot 1 PQQ – pqq_178 – 6686 lot 1 portfolio management & estate services.
Lot 2 PQQ – pqq_179 – 6686 lot 2 asset valuation & rating.
Lot 3 PQQ – pqq_180 – 6686 lot 3 agricultural estate management.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:8.5.2012