Invitation to Tender (ITT) Bidder response template

Invitation to Tender (ITT) Bidder response template

Reference number: L0038

Buildings and Facilities Management Professional Services framework – Building Services Framework Agreement

Closing date: 5pm on 6

th June 2014

Bidder to insert name: Bidder to insert lot number and name:

Invitation to Tender for Buildings and FM professional services framework – Building Services Framework Agreement

LPP Ref: L0038

ITT Response Template

1. Bidder ITT Response Template

1.1 You are invited to provide a detailed response for each of the lots you are permitted

to bid for, as outlined in your PQQ confirmation email from LPP. 1.2 A separate response document should be submitted for each lot you are bidding for.

If a document is not received for a specific lot then that will not be scored and the Supplier deemed not to have submitted a compliant response for that lot.

1.3 This document outlines the key questions to be responded to and provides the

necessary answer templates for responses to the questions. Within your responses, please respond only in relation to the lot you are bidding for.

1.4 In responding to each of the questions below you are required to show your understanding of the acute, mental health, CCG health sectors as well as academic and research sectors.

1.5 Your response to each of the questions below should also show your understanding and experience of working with each of the forms of contract set out within the Pricing Schedule and Instruction Document.

1.6 Your responses to the following questions will be assessed by the LPP in accordance with the award criteria described in the ITT Instruction document.

1.7 If you decide to draft a separate document to provide your response, instead of using

the answer templates contained within this document, you must ensure that:

• the responses are presented in the same order;

• the responses include the same question numbers and titles;

• the separate document must be clearly named as your response; and

• the instructions within this document are adhered to.

1.8 Your response must adhere to the word limit stated for each question. Appendices should not be provided unless requested – your entire response to each question should be provided within the word limit.

1.9 Relevant embedded images can be used within responses and are not counted

within the word count. Embedded images cannot be used instead of text. 1.10 Please see the ITT Instructions for further information on the award criteria to be

used when evaluating your response. 1.11 Please ensure that your response to each question is relevant and specific to that

question and complies with guidance in point 1.3 above. Generic responses to the question topic may result in your organisation not achieving maximum scores for that response.


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2. Statement of Requirements 2.1 This document contains twelve mandatory response sections:

a) General Questions (Not Scored) b) Roles and Responsibilities (Scored) c) Management Approach (Scored) d) Value for Money & Added Value (Scored) e) Coordination with other consultants (Scored) f) Business Information Modelling (Scored) g) Continuous Improvement (Scored) h) Risk Identification & Mitigation (Scored) i) Procedures (Scored) j) Environmental & Sustainability (Scored) k) Commercial (Scored) l) Signed Documentation (Mandatory Pass/Fail)

2.2 Each response section shows the total marks available for that section and the

breakdown of marks for each sub-question. Bidders should ensure that their response gives enough information as outlined in the scoring matrix in the instruction document. All responses should identify how any approach may differ depending upon the client in question.


LPP Ref: L0038


a) General Questions (Not Scored)

1. Tenderer to confirm unequivocal sign-off of the Framework Agreement. Yes / No

(Please delete as appropriate)

2. Tenderer to confirm that information provided at Pre Qualification stage remains

accurate, up to date and complete. Yes / No (Please delete as appropriate)

If your answer is no please provide additional details as to what has changed.

3. Tenderer to complete ITT Questionnaire - Questions b) to k)

4. Tenderer to complete Form of Offer

5. Tenderer to complete Certificate As To Collusive Tendering

6. Tenderer to complete Certificate As To Canvassing

7. Statement of Acceptance of Contracting Authorities’ Policies

8. Tenderer to complete project preference matrix insert

Confirmed _______________________________ sign

Print _______________________________

Position ________________________________


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b) Roles & Responsibilities (Scored) (8% weighting)

Roles & Responsibilities Question 1 (Scored) (2% Weighting) Bidders should provide an overview of their proposed approach to delivering the services within public buildings and healthcare environments. (Maximum Word Count: 1,000 words) Bidders must write their response in this box

Roles & Responsibilities Question 2 (Scored) (2% Weighting) Please provide details of the organisational set up and roles and responsibilities of your proposed team. (Maximum Word Count: 1,000 words) Bidders must write their response in this box

Roles & Responsibilities Question 3 (Scored) (2% Weighting) Outline how you would manage availability of resource for projects awarded under this framework especially ensuring that staff have the right capabilities to undertake the work. (Maximum Word Count: 1,000 words)

Bidders must write their response in this box

Roles & Responsibilities Question 4 (Scored) (2% Weighting) Provide CV’s for all staff that will directly provide the Service, noting which areas of


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work they will undertake. (Maximum Word Count: N/A)

Attachments should be provided to your response in a folder titled “B4”.


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c) Management Approach (Scored) (8% weighting)

Management Approach Question 1 (Scored) (2% Weighting) Please describe how you would engage with your client to ensure that the services you offer meet their requirements. (Maximum Word Count: 1,000 words)


Management Approach Question 2 (Scored) (2% Weighting) You may be required to work with non-estates professionals to deliver projects, both at management level and with front-line operational staff. Describe your approach to delivering projects within this environment. (Maximum Word Count: 1,000 words) Bidders must write their response in this box

Management Approach Question 3 (Scored) (2% Weighting) Please describe how you would monitor your performance against the contract and how you would communicate performance against deliverables in particular any difficulties that may arise during the contract. (Maximum Word Count: 1,000 words)


Management Approach Question 4 (Scored) (2% Weighting) Please describe how you would manage your staff during an engagement in particular


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how you would communicate the clients requirements. (Maximum Word Count: 1,000 words)



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d) Value for Money & Added Value (Scored) (8% weighting)

Value for Money & Added Value Question 1 (Scored) (2% Weighting) Outline how you in your role you would manage cost on a project and ensure maximum value for money was achieved for the client. (Maximum Word Count: 1,000 words)


Value for Money & Added Value Question 2 (Scored) (2% Weighting) Outline three competencies that your role should demonstrate to bring added value to the wider team. (Maximum Word Count: 1,000 words)


Value for Money & Added Value Question 3 (Scored) (2% Weighting) Describe how you would ensure value for money and added value was brought to the contract without affecting the quality of the service. (Maximum Word Count: 1,000 words)


Value for Money & Added Value Question 4 (Scored) (2% Weighting) How will you demonstrate to the client that your services are delivering value for money throughout the contract period? (Maximum Word Count: 1,000 words)


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e) Coordination with Other Consultants (Scored) (8% weighting)

Coordination with Other Consultants Question 1 (Scored) (2% Weighting) In your role, how would you propose to coordinate with other consultants to achieve a successful project outcome within either a refurbishment or a new build? (Maximum Word Count: 1,000 words)


Coordination with Other Consultants Question 2 (Scored) (2% Weighting) How would you ensure that the client objectives are clearly communicated to other consultants so that all parties are working to deliver the best outcome? (Maximum Word Count: 1,000 words)


Coordination with Other Consultants Question 3 (Scored) (2% Weighting) Describe how you would review work undertaken by other consultants during the period of the contract and how you would manage any issues that could arise. (Maximum Word Count: 1,000 words)


Coordination with Other Consultants Question 4 (Scored) (2% Weighting) Outline how you would report to the client on a regular basis including updates from all consultants working on the project. (Maximum Word Count: 1,000 words)


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f) Business Information Modelling (Scored) (6% weighting)

Bidders should provide details of how they plan to use shared asset information generated using BIM to improve cost, programme and carbon performance on projects, including, where required, the provision of Operating and Maintenance Information sourced from models.

Business Information Modelling Question 1 (Scored) (1% Weighting) How have you or will you use BIM as part of your professional services including the exchange of data using the COBie data exchange standard, and how are these processes documented in practice policy and procedures? (Maximum Word Count: 500 words)


Business Information Modelling Question 2 (Scored) (1% Weighting) How have you or will you establish or work within a Common Data Environment (as defined in PAS 1192:2:2013) and how will you be able to exchange validated geometry, data and documentation between project team members in a managed, efficient and collaborative manner? (Maximum Word Count: 500 words)


Business Information Modelling Question 3 (Scored) (1% Weighting) How will you put in place competence assessment and training arrangements to ensure that your workforce and supply chain has sufficient skills and understanding to implement and deliver projects in accordance with practice policy and procedures. (Maximum Word Count: 500 words) Bidders must write their response in this box


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Business Information Modelling Question 4 (Scored) (1% Weighting) How will your work be integrated with the work of other consultants and contractors in current or future BIM processes, including exchange of data and coordination of models? (Maximum Word Count: 500 words)


Business Information Modelling Question 5 (Scored) (1% Weighting) How will any BIM processes and procedures change for refurbishment projects or existing assets? (Maximum Word Count: 500 words)


Business Information Modelling Question 6 (Scored) (1% Weighting) How will you work towards or deliver BIM compliance without adding cost to a project? (Maximum Word Count: 500 words)



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g) Continuous Improvement (Scored) (6% weighting)

Continuous Improvement Question 1 (Scored) (2% Weighting) Outline how you capture, analyse and implement lessons learned from previous projects ensuring your organisation is continually improving and raising standards. (Maximum Word Count: 1,000 words)


Continuous Improvement Question 2 (Scored) (2% Weighting) Describe how you keep updated with industry practice bringing the best examples from elsewhere into your working environment. (Maximum Word Count: 1,000 words)


Continuous Improvement Question 3 (Scored) (2% Weighting) How do you review project success with the client and other consultants at the end of a contract? (Maximum Word Count: 1,000 words)



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h) Risk Identification & Mitigation (Scored) (6% weighting)

Risk Identification & Mitigation Question 1 (Scored) (2% Weighting) Describe major project risks and your proposed mitigation actions within each scenario:

i. Complex programme of upgrade works within an operational environment with restricted access and enhanced levels of security;

ii. Significant new build in an environmentally sensitive area; iii. Implementation of a programme of enabling and decanting works to

facilitate a larger scale scheme (Maximum Word Count: 1,000 words) Bidders must write their response in this box

Risk Identification & Mitigation Question 2 (Scored) (2% Weighting) Please provide a copy of your business continuity plan. (Maximum Word Count: N/A)

Attachments should be provided to your response in a folder titled “H2”.

Risk Identification & Mitigation Question 3 (Scored) (2% Weighting) Provide details of how you identify risks both within a project and within your supply chain, explaining how these are managed and how regularly they are tested. (Maximum Word Count: 1,000 words)



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i) Procedures (Scored) (6% weighting)

Procedures Question 1 (Scored) (2% Weighting) Describe the key protocols and procedures related to your role that you would implement on our framework projects. (Maximum Word Count: 1,000 words)


Procedures Question 2 (Scored) (2% Weighting) Identify the policies and procedures that you would expect the client to provide you before starting any contract. (Maximum Word Count: 1,000 words)


Procedures Question 3 (Scored) (2% Weighting) Explain how you ensure all of your procedures are updated on a regular basis to reflect industry standards and how these are implemented in future contracts. (Maximum Word Count: 1,000 words)



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j) Environmental & Sustainability (Scored) (4% weighting)

Environmental & Sustainability Question 1 (Scored) (2% Weighting) Bidders should propose their approach to delivering the service(s) in a sustainable and environmentally friendly manner, demonstrating how proposed service delivery models adhere to environmental management standards and policies. (Maximum Word Count: 1,000 words) Bidders must write their response in this box

Environmental & Sustainability Question 2 (Scored) (2% Weighting) Describe how you see sustainability driving down the whole life cost of a project. (Maximum Word Count: 1,000 words)



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k) Commercial (Scored) (40% weighting)

Bidders are required to complete the Pricing Schedule which is available as a separate document within the Delta portal. This document will form the sole evaluation of this section. The following provides information as to how to complete the Pricing Schedule. A Contracting Authority will have the option to either ‘Call-Off’ directly from the framework based on the rates provided in this tender response or to run a ‘Mini-Competition’ where their requirements (e.g. insurance levels) are higher than set out in the framework establishment or where they believe their project could improve rates provided to the framework. Contracting Authorities will only be able to enhance the minimum requirements by undertaking a Mini-Competition, they will not be able to do this through ‘Call-Off’. Where a Contracting Authority undertakes a Mini-Competition, all eligible suppliers on the framework will be invited and will be given adequate time to complete their response in proportion to the complexity of the project. Both ‘Call-Off’ and ‘Mini-Competition’ requirements are further discussed below. Every contract awarded under the framework will be subject to the tendered fees and charges as set out within the Pricing Schedule for a Call-Off or through agreed rates set out within a ‘Mini-Competition’. The final price provided to the framework and as part of a ‘Mini-Competition’ must include allowance for: -

• all travel expenses and subsistence.

• the provision of technical staff and staff engaged in secretarial, accountancy, administrative or other supporting duties including basic salary, any additional payments or benefits and social costs such as insurances or pension payments.

• overheads and profit (general overheads and profit, offices expenses (including rental and heating), non-recoverable staff-time and administrative staff who are not chargeable)

• postage, delivery of documents, telephone calls and similar incidental expenses.

• all necessary disbursements, including reasonable number of paper copies of all reports and drawings for statutory approvals, tender purposes, contract documentation, contract requirements, the Authority’s records and circulation to other disciplines within the Consultant’s team.

The minimum insurance requirement is for the purposes of a ‘Call-Off’ and where not changed within a ‘Mini-Competition’ are:

• Professional Indemnity Insurance: £5m

• Employer’s Liability Insurance: £5m

• Public Liability Insurance: £10m


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A Contracting Authority may increase these values or include any other project specific insurance requirements within their Mini-Competition at which point bidders can adjust their tendered rates to reflect the additional requirement.

Payment for the Services will be calculated by reference to the tendered fees and charges set out within the Pricing Schedule or by reference to other fee arrangements agreed during the ‘Mini-Competition’ process. All prices provided under the Framework Agreement shall apply for the duration of the Framework Agreement. Any ‘Call-Off’ will be managed as per the example provided within the Framework Operation Document. The Contracting Authority will not be able to negotiate the rates provided by the Contractor from what has been submitted in their framework response. In response to a ‘Mini-Competition’ all Contractors on the framework will be able to change their framework tendered rates to reflect the scope of the project required by the Contracting Authority. The Contracting Authority will then evaluate these rates as per the ‘Mini-Competition’ evaluation criteria. The Contracting Authority may request the Contractor to provide a lump-sum or target-price based on the scope of the project. The Contractor must clearly show how this is calculated by providing a breakdown of the cost and the estimated time for each activity/ resource. The Charges for the Framework Services will be assessed by reference to priced resource plans. These will either be based on Time Charge Rates or Fee Percentages against contractual stages. Pre-project stages will always be priced on a Time Charge Rate. The Consultants will manage the procurement and delivery of each project and their fee will include for all necessary professional services to complete the contractual obligations. The Time Charge Rates table within the Pricing Schedule will be available to the Contracting Authorities to raise Call-Off orders as well as being the base data for the Mini-Competition process. Bidders should price their response based an eight (8) hours working day which excludes a lunch break and travel time. The staff categories stated within the pricing schedule are defined as follows:-

Staff Staff Experience

Partner or Director Professionally qualified Partner/director (with at least 10 years

post-qualification experience)

Senior Professional Professionally qualified Associate Partner/Director (with at least

5 years post-qualification experience)

Professional Professionally qualified Consultant (with at least 3 years post-

qualification experience)

Senior Technician Professionally qualified Consultant

Technician Graduate or Assistant Consultant

Bidders must provide a fee percentage for delivering a project, in the format provided in the Pricing Schedule. The percentage should include all necessary professional


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services (including where necessary the cost of providing the services of Sub-consultants) in connection with works of new build, shell and core, fitting out, maintenance, alterations, refurbishment or repair to buildings and/or services or works of a similar nature. All duties provided being construed in the widest sense necessary to ensure the satisfactory completion of the project. For the purposes of fee calculations the Construction Cost, net of VAT, excludes Consultants' design fees, insurances, loose equipment and furniture costs.

The Fee Percentage Rates table within the Pricing Schedule will be available to the Contracting Authorities to raise Call-Off orders as well as being the base data for the Mini-Competition process. Where percentages are quoted, it is expected that these will be converted into a lump sum or target price fee based on an approved construction budget cost evaluated immediately following the selection of the procurement option and contract strategy and the development of the output specification. This fee will remain firm irrespective of project cost increases or prolongation unless they are the direct consequence of actions or variations required by the Contracting Authority, in which case additional fees may be negotiated on the basis of the tendered rates or, on a fair and reasonable basis.

The Percentage Fees are to include for the provision of all core services and tasks set out within the Service Schedules. Note: To assist with evaluation and comparison, the bidders are to use the following directive: “Refurbishment” in the fee columns includes extensions to existing buildings as well as internal alterations. Table 1 is to be priced on the basis of the Construction Industry Council, Consultants Contract (2011),. Table 2 is to be priced on the basis of the NEC3 Professional Services Contract (April 2013),. Table 3 is to be priced on the basis of the JCT Consultancy Agreement 2011. Table 4 is to be priced on the basis of the Agreement for the Appointment of Architects, Surveyors, and Engineers for commissions in the National Health Service (1995 Edition) “The Blue Book” (please note this is not scored). The Contracting Authority will decide at the point of Call-Off or Mini-Competition which form of contract will apply based on their preferences. In the event that the Client’s Requirements for an Order do not precisely equate to the Services specified against the charges, then those charges may be adjusted. The factors to be considered (which may result in positive or negative adjustments) may include but are not limited to:

• Unusual complexity

• Specific personnel required

• Specific Client Professional Indemnity Insurance Requirements

• Special requirements – for example specialised personnel, supplies or equipment.

When agreeing an adjustment, the following issues should be considered:

• The special nature must be clearly identified

• It should not be a sufficiently large proportion of the Order to be an overwhelming factor in the pricing

• The expenditure must be specifically tracked.

The terms and conditions of the Framework Agreement cannot be changed.


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l) Signed Documentation (Pass/Fail)

FORM OF OFFER

Tender for the Appointment to the London Procurement Partnership Buildings and Facilities Management Professional Services framework – Building Services

Framework Agreement L0038

Company Name:

Company Address:

Further to your Invitation to tender dated 2nd May 2014.

1 I/We the undersigned, being authorised officers of the above named

organisation/company (hereinafter called "the Tenderer"), hereby offer to

supply Building Professional Services as specified in accordance with the

Draft Agreement herewith and the instructions described within this tender

document.

2 The completed documents form our offer in accordance with this tender.

3 It is further agreed that any other terms or conditions of contract or any

general reservations which may be printed on any correspondence emanating

from the Tenderer in connection with this Tender, or with any Contract

resulting from this Tender will not be applicable to this Tender or the Contract.

4 I/we undertake that this offer shall remain valid and open for acceptance for a

period of 180 days from the date of submission unless specifically withdrawn

in writing.

5 I/we confirm that if our Tender is accepted we will, if required, upon demand:

(a) Produce evidence that all relevant insurances and compliance

certificates with relevant legislation and policy are held and in

force;

(b) Sign a formal contract document if required;

6 Unless and until a Contract is prepared and executed, this tender, together

with your written acceptance thereof, shall constitute a binding contract

between us.

7 We understand that the Contracting Authorities are not bound to accept any

Tender it receives.


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Signed: .................................................................................... Date ........................................

Name (please print): .....................................................................................................................

Position: ........................................................................................................................................

Name of Tenderer: ........................................................................................................................

Address: ........................................................................................................................................

......................................................................................................................................................

Telephone number: ......................................................................................................................

E-mail address: ..........................................................................................................................


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Certificate As To Collusive Tendering

TO: London Procurement Partnership

The essence of selective tendering is that the Contracting Authorities shall receive bona fide

competitive tenders from all persons tendering.

In recognition of this principle:

I/We certify that this is a bona fide tender, intended to be competitive and that I/we have not

fixed or adjusted the amount of the tender or the rates and prices quoted by or under or in

accordance with any agreement or arrangement with any other person.

I/We also certify that I/we have not done and undertake that I/we will not do so at any time

any of the following acts.

1. Communicating to a person other than the Contracting Authorities the amount or

approximate amount of my/our proposed Tender (other than in confidence in order to

obtain quotations necessary for the preparation of the Tender for any insurance

purposes); or

2. Entering into any agreement or arrangement with any other person that he/she shall

refrain from tendering or as to the amount of any tender to be submitted;

3. Offering or agreeing to pay or give or paying or giving any sum of money,

inducement or valuable consideration directly or indirectly to any person for doing or

having done or causing or having caused to be done in relation to any other Tender

or proposed Tender for the Services any act or omission.

Signed

(1) status:

(2) status:

for and on behalf of

Date / /


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Certificate As To Canvassing


I/We hereby certify that I/we have not canvassed or solicited any Member, Officer, Employee

or Agent of the Contracting Authorities in connection with the award of this Tender or any

other Tender or proposed Tender for the Services and that no person employed by me/us or

acting on my/our behalf has done any such act.

I//We further hereby undertake that I/we will not in the future canvass or solicit any Member,

Officer, Employee or Agent of the Contracting Authorities in connection with the award of this

Tender or any other Tender or proposed Tender for the Services and that no person

employed by me/us or acting on my/our behalf will do any such act.

Signed

(1) status:

(2) status:


Date / / .


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Statement of Acceptance of Contracting Authorities’ Policies


I/We certify that I/we undertake to meet all the provisions of the Contracting Authorities’

policies and rules.

These may be amended from time to time as required to meet changes in statutes or

regulations with which the Contracting Authorities will comply.

I/We certify that I/we will not in pursuance of compliance with the provisions of this

statement, raise any charge against the Contracting Authorities outside the agreed contract

price for any measures taken unless this has been agreed formally with the authorised

officer.

Signed

(1) status:

(2) status:


Date / / .


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Project preference matrix

The following matrix is intended for use post award of the framework agreement. Tenderers’ responses to the matrix below shall not be used in any part of the award procedure. All responses are to be provided for information purposes only. The aim of this matrix is to assist LPP in the ongoing management of the framework and in identifying framework suppliers’ preferences for the different values and scopes of works that may be subject to mini competition once the framework is operational. Indicating a preference (or otherwise) shall not preclude you from consideration for any projects that arise.

Please indicate your preferences in the table below.

Construction Value

Range (£)

Traditional

Design and

Build 2

Stage

Design and

Build 1

Stage

Blue Book:

Traditional

contract

Blue Book:

NEC

contract

Ne

w B

uild

Re

furb

ishm

en

t

Ne

w B

uild

Re

furb

ishm

en

t

Ne

w B

uild

Re

furb

ishm

en

t

Ne

w B

uild

Re

furb

ishm

en

t

Ne

w B

uild

Re

furb

ishm

en

t

£0 - £100,000

£100,001 - £250,000

£250,001 - £500,000

£500,001 - £1million

£1,000,001 - £2million

£2,000,001 - £3million

£3,000,001 - £4million

£4,000,001 - £5million

£5million +

Invitation to Tender (ITT) Bidder response template

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