1. Architectural and Asset Management Capital Works Frameworks
Market Engagement Day
Architectural and Asset Management Capital Works Frameworks

2. 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

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

4. Session 1

5. North East Lincolnshire Council/ENGIE Partnership
North East Lincolnshire Regeneration Partnership strategic Regeneration Partnership NELC formed with ENGIE (formerly BBW/Cofely) in 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

6. Overview of North East Lincolnshire Council’s Architectural and Asset Management
New build, extensions, refurbishment to maintained schools and academies, leisure portfolio (libraries, leisure centres, swimming pools, auditorium), offices, and all other public occupied buildings within the Council’s portfolio.

7. 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 JCT Minor Works

8. What has changed? Reduced number of frameworks Reduced from 10 to 4
Scope of the frameworks has been broaden to include the reduction in frameworks
Lot structure has been realigned
Lot 1 reduced to £0 - £350k
Constructionline will not be mandatory. However, you will have to demonstrate your compliance with Health and safety, CDM

9. 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

10. HERITAGE BUILDING WORKS £0-£1.5m
Lot Structure
LOT 1
£0-£350k
Building Construction services to include site works (demolition. soil assessments and testing, road construction and maintenance) substructure (excavation foundations subfloors, drainage) superstructure (internal & external walls, damp proof courses and membrane, arches, windows, glazing, doors, rendering and cladding, thermal insulation), internal construction and finishes (walls, partitions, plastering, tiling, suspended floors, sound insulation, stairs, fire resistance, joinery, decoration, sanitation), electrical (supply, distribution, installation, lighting, fire detection, intruder and communications systems) mechanical (gas supply, flues, hot and cold water systems, hot water heating systems, ventilation) and access systems.
LOT 2
£350k - £1.5M
LOT 3
£1.5m - OJEU
LOT 4
HERITAGE BUILDING WORKS £0-£1.5m
A variety of capabilities including building construction services, brickwork, ironmongery, and other specialist capabilities of heritage buildings.

11. Timetable Phase 1 Architectural and Asset Management Framework
Lot 1 £0 - £350K
Dates
Market engagement (2 sessions)
20 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 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

12. Timetable Phase 2 Architectural and Asset Management Framework
Lots 2 £350k - £1.5M and Lot 3 £1.5m - OJEU
Dates
Market engagement (2 sessions) Asset and Architectural Management
22 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

13. Timetable Phase 3 Architectural and Asset Management
Lot 4 Heritage £0-£1.5m
Dates
Market engagement
28 February 2018
Publication of tender documents on YORtender
05 March 2018
Deadline for submission of tenders
26 March 208
Evaluation of Submissions
27 March April 2018
Award Recommendation
16 April 2018
Contract Award
23 April 2018
Anticipated Start Date
01 May 2018

14. 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

16. Break

17. Session 2

18. Procurement Process OJEU Compliant Tender using the Open Procedure
Tender will be advertised on:
TED
Contracts Finder
YORtender
You will need to be registered on YORtender in order to access the tender documents

19. 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

20. 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

21. 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!!

22. 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

23. 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.

24. 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 .

25. Examples