Security Consultants Tender

UK-Birmingham: business services: law, marketing, consulting, recruitment, printing and security

Security Consultants Tender

2012/S 3-004920

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Arts Council England
82 Granville Street
For the attention of: William Brown
B1 2LH Birmingham
Telephone: +44 1216315734

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

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

National or federal agency/office
I.3)Main activity

Recreation, culture and religion
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

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

Security Consultants.
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 11: Management consulting services [6] and related services
NUTS code UK

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: 6
Duration of the framework agreement

Duration in years: 3
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 150 000 and 225 000 GBP

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

Business services: law, marketing, consulting, recruitment, printing and security. The Arts Council wish to procure up to six individual independent security consultants to carry out security and risk surveys at the request of the National Security Adviser. We will accept tender proposals from companies/organisations, however a named individual to perform the services must be provided for the duration of this contract. The successful candidates will have a proven track record in these areas of expertise, working alone to determine and prioritise measures to meet the security and safety requirements of the Government Indemnity Scheme and producing succinct reports for the National Security Adviser who reviews and forwards it to the venue. This report forms the basis for any recommendation as to the suitability of the venue to hold material under grant of Government Indemnity.
Purpose/Objectives: Each consultant will be required to visit allocated sites across the United Kingdom (mainland and Northern Ireland) and carry out fire and security risk assessments. In exceptional circumstances visits outside the United Kingdom may be required. The consultant will visit and advise all types of venue which wishes to host public exhibitions.
It is anticipated (based on previous year’s figures) that the total number of visits required annually from April 2012 to 31.3.2015 will be between 50 and 70. This work will be allocated between six individual consultants. Successful applicants may have their contract extended for two further periods of 12 months from 1.4.2015 subject to satisfactory performance. The National Security Adviser (NSA) will be responsible for managing the consultant, allocating tasks and monitoring performance.
These roles will support elements of the work of the NSA by spending time, arranging, coordinating, making the visit(s) and producing reports thus saving time and providing a timely and professional service to meet the growing demands.
The Consultant will be required to:
— schedule visits with the venue contact and make all travel and accommodation arrangements; (overnight accommodation and air flights to be authorised by the NSA before being undertaken),
— visit museums, galleries, libraries, archives and other places as required in order to assess whether the level of security is of the appropriate standard,
— carry out risk-based assessments and have a fluent, practical understanding and experience of risk management,
— be articulate communicators, both on paper and personally and be able to provide advice (written and verbal) to owners, trustees, custodians and governing bodies,
— maintain confidentiality of all information and restrict this to the individuals involved in supplying this service (except for the production of reports which should be specified and agreed). Any unauthorised disclosure or use will be strictly prohibited and may lead to legal action and termination of contract,
— consent to submitting to security checking due to the nature of this work involved in this contract.
Expectations of consultant:
— have significant experience of police, military or commercial security and risk assessment in the United Kingdom at a senior level,
— be familiar with and influence the security and safety needs of venues in the cultural and heritage sector as required to meet the Government Indemnity Security and Transport Conditions,
— have and maintain a knowledge of the security standards in relation to buildings and building materials, personal protection, anti bandit systems, electronic intruder and fire alarm and suppression systems,
— undertake in-house training provided on the security requirements of the Government Indemnity Scheme (GIS) and Museum Accreditation,
— be able to carry out inspections of all parts of the venue building, both internal and external, subject to such reasonable adjustments as may be required and justifiable in accordance with the Disability Discrimination Act,
— produce reports and tables in Microsoft format and to use email for communications,
— to complete each visit and submit reports thereon within one month of the date when the visit was allocated,
— be available to travel to all parts of the United Kingdom and, on reasonable notice, outside the UK,
— be aware of and implement Data Protection requirements relating to the use of Information Technology and the safe handling and storage of data and documents in their possession,
— to refer any follow up enquiry made directly from a previously visited venue to the NSA and not to make any commitment or recommendation without the knowledge or prior consent of the NSA,
— to attend briefings, meetings or training events as requested by the NSA.
II.1.6)Common procurement vocabulary (CPV)


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

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:
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

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

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

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.

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

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

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

17.2.2012 – 17:00
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

in days: 60 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening 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

If you wish to apply to be awarded our contract for Security Consultants, you need to review our invitation to tender (ITT) documents and then submit your tender proposal along with your completed supplier appraisal form. To download the ITT documents and submit your tender, please follow the instructions below. Downloading the ITT:
— go to and click on the ‘Register’ link. If you have already registered with Delta previously, please log on using your existing username and password and click on the ‘Responses Manager’ tab to collect the ITT documents,

— register your company details and enter the following Tender Access Code (TAC) WY45E3867M at the bottom of the registration page,
— you will be issued with a username and password – this will be sent to the email address you provided,
— go back to, login using your username and password and then click on the ‘Responses Manager’ tab to see the ‘Security Consultants’ link,

— click on the ‘Security Consultants’ link to view the ITT document,
— click on the ‘Collect ITT documents’ tab and download the ITT documents and save it to your computer. If you are experiencing any problems accessing these online ITT documents, please contact the Delta helpdesk at or call +44 8452707050 for further assistance. If you have registered and have forgotten your username and password, please click on the ‘forgotten password’ link on Please download the ITT documents and respond as per the instructions found in the ITT. You must complete and submit your tender response/proposal and completed tender supplier appraisal form electronically into the secure document exchange by the due date of Friday 17.2.2012 at 17:00 hrs. We will only accept responses submitted via the secure electronic document exchange. We will not accept any responses submitted by any other method including email. Any tender delivered after the closing date and time for any reason may be discounted.

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. 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-3636535.

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

Arts Council England
14 Great Peter Street
SW1P 3NQ London
Telephone: +44 2079736534

Body responsible for mediation procedures

Arts Council England
14 Great Peter Street
SW1P 3NQ London
Telephone: +44 2079736534

VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

Arts Council England
14 Great Peter Street
SW1P 3NQ London
Telephone: +44 2079736534

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