Highways Capital Works Frameworks Market Engagement Day Highways Capital Works Frameworks

Agenda Session 1 North East Lincolnshire Council/ENGIE Partnership Overview of North East Lincolnshire Council’s Architectural and Asset Management Capital Works Frameworks Overview of the Proposed Frameworks What has changed Key Themes Lot Structure Timetable Preparation Question Time

Agenda Session 2 Procurement Process Section D Supplier Questionnaire Section D Method Statements Evaluation Top Tips Examples Question time

Session 1

North East Lincolnshire Council/ENGIE Partnership North East Lincolnshire Regeneration Partnership strategic Regeneration Partnership NELC formed with ENGIE (formerly BBW/Cofely) in 2010. This partnership enables specialist resources to be accessed to assist with the development and delivery of projects. It reduces costs and allows barriers to delivery to be overcome, enabling the timely availability of additional skilled resources when required ENGIE provide a multi-disciplinary regeneration service to NELC Regeneration Highways Strategic Housing Planning Asset and Facilities Management Architectural Consultancy

Overview of North East Lincolnshire Council’s Highways Estimated £3.5m Annual LTP programme of work 30-50 projects a year Varies in value from £10k up to £600k Estimated £25m externally funded Varies in value from £500k - £8m

Overview of Proposed Frameworks In 2013 North East Lincolnshire Council in partnership with Engie (then known as Balfour Beatty Workplace) set out on a journey to replace the expiring standing lists with a series of frameworks The current portfolio of Capital Works frameworks are up for renewal and need to be re-procured. The Capital Works Frameworks will be procured for a period of 4 years in line with EU regulations. The procurement will be carried out using the OJEU Open process as recommended by the Council’s CPR’s Over arching Terms and Conditions. Mini competitions will be subject to call off terms under NEC 3

What has changed? Reduced number of frameworks Reduced from 9 to 5 Scope of the frameworks has been broaden to include the reduction in frameworks Lot structure has been realigned Lot 1 increased to £100K Lot 2 increased to £1M Constructionline will not be mandatory for Lot 1. However, you will have to demonstrate your compliance with Health and safety, CDM

Key Themes North East Lincolnshire Council’s priorities are clear: ‘Stronger economy and stronger communities’ 3 Key Themes: Commitment of using the local supply chain Commitment of using local labour Commitment to training, skills and apprenticeships

HIGHWAYS MAJOR WORKS £1m - OJEU CARRIAGEWAY RESURFACING £0-£500K Lot Structure LOT 1 HIGHWAYS WORKS £0-£100k Undertaking of minor highways maintenance and improvements. To include minor carriageway reconstruction, reconstruction of footways, kerbing, drainage, bus stop improvements, traffic calming schemes, provision of cycle routes, civils works in connection with traffic signal and controlled crossing improvements. LOT 2 HIGHWAYS WORKS £100k - £1m As above LOT 3 HIGHWAYS MAJOR WORKS £1m - OJEU LOT 4 CARRIAGEWAY RESURFACING £0-£500K LOT 5 SURFACE TREATMENTS Provision of carriageway and footway treatments compromising carriageway micro-asphalt, installation of high friction surfacing and footway slurry sealing. All hardness testing design, pre-patching, weed treatment, removal of vegetation, traffic management, raising of statutory undertakers covers and road studs, replacement of road markings. Planned and reactive maintenance.

Timetable Phase 1 Highways Framework Lot 1 £0-£100K, Lot 3 £1M - OJEU and Lot 4 £0 -£500K Dates Market engagement (2 sessions) 27 September 2017 Publish OJEU Contract Notice 31 October 2017 Release on Tender documents on YORtender 02 November 2017 Deadline for submission of tenders 04 December 2017 Evaluation of Submissions 05 December - 19 January 2018 Award Recommendation 22 January 2018 Alcatel Standstill Period 29 January 2018 – 08 February 2018 Contract Award 09 February 2018 Anticipated contract start date Phased start dates

Timetable Phase 2 Highways Framework Lots 2 £100k - £1M and Lot 5 Dates Market engagement (2 sessions) 29 November 2017 Publish OJEU Contract Notice 08 December 2017 Publication of tender documents on YORtender 11 December 2017 Deadline for submission of tenders 16 January 2018 Evaluation of Submissions 17 January – 23 February 2018 Award Recommendation 26 February 2018 Alcatel Standstill Period 05 March – 16 March 2018 Contract Award 19 March 2018 Anticipated contract start date Phased start dates

Preparation Ensure Insurance is up to date. Ensure policies have been reviewed and up to date e.g. Health and Safety, CDM Ensure all your memberships are up to date e.g. Constructionline, SSIP Look at PAS91

Break

Session 2

Procurement Process OJEU Compliant Tender using the Open Procedure Tender will be advertised on: TED http://ted.europa.eu/TED/main/HomePage.do Contracts Finder https://www.gov.uk/contracts-finder YORtender https://www.yortender.co.uk/ You will need to be registered on YORtender in order to access the tender documents

Documents Section A Instructions to Tenderers Section B Specification Section C Framework Terms and Conditions Section D Supplier Questionnaire and Method Statements Section E Tender Evaluation Plan

Section D Supplier Questionnaire PAS91 PAS 91 is a standardised pre-qualification questionnaire which has been developed to reduce the need for suppliers to complete a variety of different pre-qualification questionnaires for different, and in some cases, the same clients. PAS 91 questionnaire

Section D Method Statements Method statements will be reflective of the lot and value There will be a maximum word count DO NOT PDF. It will be sent back if you do!!

Evaluation Evaluation Plan 100% Quality Each method statement question is weighted according to its importance within its section. There will be questions that will evaluated against a minimum acceptable score. The Authority reserves the right to reject any bid which fails to meet the minimum acceptable score of 3 satisfactory for any of these key criteria. There will also be a minimum acceptable weighted score for the quality criteria A relatively simple scoring system has been adopted, as explained below: 0 Exceptionally poor or missing 1 Poor – major failings to meet the documented requirements 2 Unsatisfactory – only meets some of the documented requirements 3 Satisfactory – meets the documented requirements with only minor shortcomings 4 Good – meets the documented requirements 5 Exceptional – meets the documented requirements and offers enhanced performance

Top Tips Read the Specification not just once. Read it and read it again to ensure you understand what the Authority’s requirements are. Seek clarification for any ambiguities before you start to write your tender submission . Make sure you understand what the question is asking in relation to the specification. Allow yourself plenty of time to answer the questions. Don’t leave it to the last minute and have to rush. You will most likely miss out important information. Avoid the desire to copy and paste from a previous tender. You will get marked down for referring to Hull City Council instead of NELC. Don’t fudge an answer – if you are not sure then ask. Also check that you have really answered what is being asked. Explain yourself. Don’t just tell us that you can meet the criteria, tell us how you are going to meet it and what you are going to do for us that is going to set you apart from other tenderers.

Use your word count. Word counts aren’t just to stop you from rambling on. They are also there to encourage you to demonstrate what you are good at. The higher the word count the more detail we are asking for.   Avoid rambling for the sake of rambling, Make sure the information you provide is relevant. Don’t over use your company name. It wastes words and adds no value. Make sure you have the adequate knowledge, skills and resource to deliver what you have said that you can deliver! Format your response and make sure it is easy to find that we are looking for! After all, we will be reading hundreds of tender submission questions. Tell the truth! It’s often tempting to give the answer that is expected eg: “Is your company ISO 9001 accredited?” Too many companies have responded: “The company is in the process of getting 9001 accreditation”. From past experience this normally translates to “No and no intention of getting it unless you really push me”. Last but not least do a sense check before you upload your documents. Ensure that you provide all the information requested, check that you have signed the reply forms and that all documents are clearly labelled. DO NOT leave uploading to the last minute. If you miss the deadline your tender WILL NOT be accepted .

Examples

christina.tabor@nelincs.gov.uk