REQUEST FOR QUOTATION
FOR
WORKS TO PROVIDE WATER, GAS, ELECTRICAL AND
TELECOMS SUPPLIES TO SCHOOL EXTENSIONS
NORTHAMPTONSHIRE COUNTY COUNCIL
REF: CBBO130528
Issue Date:
Tuesday 28th May 2013
Return Date: Friday 19th July 2013
V11 28-05-12
1 - INTRODUCTION
1. GENERAL REQUIREMENTS
Quotations are invited for the provision of;
1. Installation of utilities supplies (gas, water, electric and telecoms) at a
point identified by the carrier to a location identified on Schedule 1 of
this document. Trenching and provision of utilities housing to be carried
out and provided by the client.
And
2. Undertaking all necessary trenching and reinstatement plus provision
of utilities housing and foundations.
The Council requires the contractor at minimum to deliver 1 above
element of the works and subject to value of 2 above will either require
the contractor to undertake the necessary trenching and reinstatement
or will undertake this itself.
The Council’s detailed requirements are defined in Part 2 - Specification.
The Council reserves the right to select more than one quotation if they
receive more than three responses.
Please take care in reading this document in particular the Specification; In the
event of any questions or queries in relation to this Request for Quotation
(RFQ), please contact the named person below.
2. BACKGROUND
LGSS is the shared services venture set up by founding partners
Cambridgeshire County Council (CCC) and Northamptonshire County Council
(NCC), offering a fully integrated support service. The partnership was formed
in response to the challenges faced by local authorities, namely, the public
sector funding crisis, impact of the recession, rising expectations and growing
demand, and seeks to reduce the cost of support services through the
consolidation of resources, process redesign and exploitation of technology.
LGSS is governed by a joint committee and began operating legally as a
shared service in October 2010. Within LGSS there are four directorates:
Finance, Human Resources & Organisational Development, Operations and
Legal Services. These directorates provide professional and transactional
business services to the two founding councils and a range of other public
sector customers.
Cambridgeshire and Northamptonshire County Council work together in
partnership under the name of LGSS.
Page 2 of 16
3. PROCUREMENT TIMETABLE
1. Request for Quotation Issued
2. Deadline for Clarification Questions
3. Deadline for Quotation Responses
4. Quotation Evaluation
5. Contract Awarded
6. Works completed by
Friday 24th May 2013
Friday 21st June 2013 12
noon
Friday 19th July 2013 12
noon
Wednesday 24th July
2013
Friday 26th July 2013
21st August 2013
4. CLARIFICATION QUESTIONS
Any queries about this document, the procurement process, or the proposed
contract itself, should be referred to:
[email protected]
Please note that the deadline for questions is Friday 21st June 2013 12
noon.
5. QUOTATION RESPONSES
Should you wish to take part in the selection process please complete this
RFQ and email to:
Colin Barrett
Strategic Estates Manager
[email protected]
by 12 noon on Friday 19th July 2013
6. EVALUATION OF QUOTATIONS
Any bids not compliant or completed fully will be discarded. Based on the
information provided by organisations, each compliant submission will be
evaluated based on the following criteria:
30% Quality and Technical Question Responses
70% Pricing.
Page 3 of 16
Evaluation Method 3: Weighted combination of Quality and Price
Quality Questions at “X (30)”% + Pricing at “Y (70)”% = 100%
Y is applied individually to both OPTION 1 and 2
a. Quality Questions (Part 3 Section B)
Quality Score % will be calculated as follows:
Total sum of (question score × weighting of question)
= Potential Provider Quality Score
(Potential Provider Quality Score ÷ Max Quality Score Available) × “X”
= Potential Provider Quality %
E.g.:
Bid
Bid 1
Bid 2
Bid 3
Potential
Provider
Quality Score
285
270
225
Max Quality
Score
Available
300
300
300
Score %
(If “X” = 40)
38
36
30
The Quality Questions will be scored using the following scale:
Score
4
Criteria to Award Score
The Potential Provider's answer enables the evaluator to have a comprehensive
understanding of the response given and demonstrates a relevant innovative
approach. The evaluator can identify comprehensive evidence that the response
given will deliver all stated requirements.
3
The Potential Provider's answer enables the evaluator to have a comprehensive
understanding of the response given. The evaluator can identify comprehensive
evidence that the response given will deliver all stated requirements.
2
The Potential Provider's answer enables the evaluator to have a clear understanding
of the response given. The evaluator can identify sufficient evidence that the
response given will deliver all stated requirements.
1
The Potential Provider's answer does not enable the evaluator to have a clear
understanding that the response given meets all stated requirements e.g. due to
insufficient evidence and/ or omissions.
The evaluator believes that the Potential Provider has failed to answer the question.
0
b. Pricing (Part 4)
Pricing % will be calculated as follows:
(Lowest compliant bid price ÷ Potential Provider's price) × “Y”
E.g:
Bid
Bid 1
Bid 2
Bid 3
Lowest
Compliant
Bid Price (£)
£45,000
£45,000
£45,000
Potential
Providers
Price (£)
£45,000
£50,000
£55,000
Score %
(If “Y “= 60)
Quality Score
(%)
38
36
30
Price Score
(%)
60
54
49
Total (%)
60
54
49
Total
Bid
Bid 1
Bid 2
Bid 3
Page 4 of 16
98
90
79
2 - SPECIFICATION
The authority is seeking to procure the installation of utilities services in order
that it can de-risk the delivery of statutory school accommodation
development within Northampton.
To identify and seek host distributor utilities (gas, water, electric and
telecoms) company approval to connect to a gas, water, electric and telecoms
supplies and then to provide from this connection to the location identified on
Schedule 1 enclosed new services to loadings specified in this document.
The contractor will provide quotes for the following:
1. a quote for the installation of the services with the authority providing
the trenching and reinstatement and housing for the utilities, and
2. a quote for providing all trenching and reinstatement plus housing of the
supplies provided.
The authority will appoint a contractor for either OPTION 1 or OPTION 2
based on the evaluation 30% technical/quality and 70% price.
Please see the attached site plan Schedule 2 that indicates the land
ownership of the client. The contractor will be expected to provide either
OPTION 1 or 2 as outlined above. For clarity; OPTION 1 is providing from the
public highway/land a connection for the utilities plus ducting and
cabling/pipework to inside the client site to a location with housing supplied by
the client. The contractor will provide a meter for both gas and water plus a
connection point for telecoms.
Whereas OPTION 2 the contractor will provide a total utilities supply package
of work including all trenching and reinstatement, cable, ducting, pipe work
utilities housing and meters for gas and water plus a connection point for
telecoms.
OPTION 1
Specification for providing installation of works only:





Provide an independent gas, water and electrical supply in accordance
with the recognised host distributor installation standards.
Liaise with and identify the point of connection for each utility with the
host distributor.
Provide the installed utilities to the British Standards and best practice
standards i.e. ACOP’s
The contractor will be cognisant of and adhere to national guidance
and legislation on the protection of the environment i.e. arboricutural
considerations.
Electrical installations must comply with The Electricity (Connections
Standards of Performance) Regulations 2010.
Page 5 of 16













Gas installations must comply with The Gas (Standards of
Performance) Regulations 2005 Connections Guaranteed Standards
Payments.
Water installations must be provided in accordance with Water Act
2003 and Self Laying of Water Mains and Services, 2nd Edition, A
Code of Practice for England and Wales.
Water installations must also be provided in accordance with Anglian
Water’s Services Limited Policy for the Provision of Self Lay
Arrangements for Water Supplies. Including WRc’s Self Lay of Water
Mains and Services; A Code of Practice for England and Wales 2 nd Ed
and OFWAT’s Competition in Providing New Mains and Service Pipes;
Guidance for Water Companies 3.0 2009 and Guidance on Financial
Arrangements for Self Lay and Requisitioning Arrangements v2.0 May
2009.
Once water services have been installed they pipework should be
chlorinated in accordance with the host distributors requirements and a
completion certificate provide to the client.
The organisation carrying out any works on public highway or land will
comply with the Street Works Act 1991 and Traffic Management and will
maintain responsibility of the works until the expiration of the NRSWA
guarantee period.
Client will provide trenching and the reinstatement of, on our land. The
Contractor to undertake any trenching and reinstatement on public
land/highways.
Provide the utilities to the loadings/capacities outlined below:
o Gas – 49.3 kW peak load and 4.6 m3/hr
o Water – 1.0 l/s flowrate 32mm pipe size
o Electric – 40 kva, 3 phase 60 amps per phase
Telecoms lines are analogue
Provide the utilities in the housing provided ensuring no damage is
caused to the housing in providing the services.
Provide a termination point within the enclosures and include for gas
and water revenue meters in compliance with the recognised host
distributor installation standards.
Meters to have pulsed output connections.
Provide the client with working drawings so that the client can
undertake the necessary trenching.
Provide the client with a set of as built drawings upon completion within
14 working days.
OPTION 2
Provide as in OPTION 1 above plus additional the requirements (as outlined
below) for undertaking trenching and reinstatement works on the clients land.


The contractor to undertake any necessary site investigations in
accordance with HSG 47.
Provide the installed utilities to the British Standards and best practice
standards i.e. ACOP’s
Page 6 of 16




The contractor will be cognisant of and adhere to national guidance
and legislation on the protection of the environment i.e. arboricutural
considerations.
Undertake any necessary excavations to install the supplies expected
and then reinstate to best practice, British Standards and customer
satisfaction.
Provide a suitable and compliant housing for all utilities (gas, electric
and water). Water to be provided within a suitable low ground chamber.
Gas and Electric to be provided in a single suitable robust enclosure in
compliance with the service utilities standards.
Provide a suitable foundation/base for the above enclosure.
GENERAL
It is expected that if the contractor provides only the installation that the latest
deadline for the completion of works will be Wednesday 21st August 2013. If
the contractor is providing both option 1 and 2 then the latest works be
completed by Wednesday 4th September 2013. The contractor must provide
sufficient time for the client and it representatives to snag the works and be
able to undertake any remedial actions to put right to the client satisfaction.
Any notifiable works will be the duty of the contractor to organise and
manage. The client is aware of their responsibilities but the contractor must
ensure they fulfil theirs.
The contractor will be responsible for all and any damage to public highways
and land and will provide the client with the necessary documentation to
confirm the works have been undertaken to highways authority’s
requirements.
The client withholds the right to at will and at all times be able to inspect works
undertaken to ensure it fulfils statutory requirements and self interests.
The works will be inspected and snagged and the contractor will undertake
any works to meet the clients and representatives satisfaction.
.
The contractor will undertake site mobilisation meetings and seek to ensure
that the schools are appropriately powered down and up to minimise any
disruption to school operations.
Page 7 of 16
3 - SUPPORTING INFORMATION
Note to Potential Providers– You may adjust the size of the following text
boxes to suit your response.
SECTION A
Organisation and Contact Details
A-1 Name of your
organisation
A-2 Registered office
(if applicable)
A-3 Trading address
(if different from registered
office)
A-4 Organisation
Registration Number
(if applicable)
A-5
Is your organisation a:
Sole Trader
Partnership
Public Limited Company
Private Ltd Company
Voluntary & Community Sector
Charity
SME (Small and Medium Enterprise)
Other
If you selected other, please
specify
A-6 What, if any, local
connections do you have with the
County
A-7 If the Company is a
member of a group of companies,
please give the name and
Page 8 of 16
address of the ultimate holding
company
A-8 Name of person to whom
any queries relating to this quote
should be addressed
A-9
Telephone
A-10 Email
A-11 Address
(if different to the Address above)
Page 9 of 16
SECTION B
Technical and Quality Questions
Please see section 6 for details on the weighting and scoring criteria.
Please note that by answering no to any of the following the
following mandatory questions the organisation will not be
evaluated.
Answering FALSE to any of the following question may lead to the quote
not being evaluated.
TRUE
FALSE
a is NOT in a state of bankruptcy, insolvency,
compulsory winding up, administration,
receivership, composition with creditors or any
analogous state, or subject to relevant
proceedings
b has NOT been convicted of a criminal offence
related to business or professional conduct
c has NOT committed an act of grave misconduct
in the course of business
d has fulfilled obligations relating to payment of
social security contributions
e has fulfilled obligations relating to payment of tax
f is NOT guilty of serious misrepresentation in
supplying information
g Is in possession of relevant licences i.e. waste
transfer license or membership of Safe
Contractors or CSCS and appropriate
organisation as required by law of the State in
which your Company is established
Page 10 of 16
Please provide an answer to all the following questions. These are
mandatory.
Question
Number
1
Potential Provider’s
Response
2
Potential Provider’s
Response
3
Potential Provider’s
Response
4
Potential Provider’s
Response
5
Question
Please confirm the following – that pass/fail
the organisation conducting water
installations is accredited with the
Water Industry Registration Scheme
(WIRS) YES/NO
Please confirm that the organisation pass/fail
conducting the installation of the
electrical supply is registered with
Lloyds Register EMEA under the
National
Electricity
Registration
Scheme (NERS). YES/NO
Please confirm that the organisation pass/fail
conducting the installation of the gas
supply is registered with the Lloyds
Register Gas Industry Registration
Scheme (GIRS) YES/NO
Please provide a method statement
for the installation of the services
required including trenching and
reinstatement
20 points i.e.
score (0-4) x 5
Having read the specification what
community benefits, will your
organisation provide as part of your
proposal?
Examples include:
1)
subcontracting locally.
2)
improvements to the county
3)
Use of apprenticeships, etc...
10 points i.e.
score (0-4) x
2.5
Potential Provider’s
Response
6
The level of insurance required is
Employers 10 million
Public 5 million
Professional indemnity 2 million
Can you confirm that your
organisation has the required level of
Page 11 of 16
Weighting
PASS/FAIL
question.
Potential
Providers who
answer ‘No have not got
cover or is prepared to obtain the
level of cover prior to award?
cover and
won't provide
Authority’s
level of cover’
will fail the
RFQ process.
Potential Provider’s Yes - have levels of cover already
Response
and will continue to for this contract
No - but will provide the Authority‘s
level of cover requested if awarded
contract
No - have not got cover and won't
provide Authority’s level of cover
PLEASE ENSURE YOU UPLOAD WATER, GAS, ELECTRIC AND
TELECOMS INTENDED CONNECTION POINTS AND LAY PLANS
Page 12 of 16
4 – PRICING SHEET
Pricing and Costs
Please insert your costs in the table below. The costs should be broken down
into components with a full description of each component and its associated
time and costs.
Please provide the following fixed lump sum excluding VAT quotes for
QUOTE 1 and 2 as specified previously. Please ensure that the following are
included in each of the quotes:
OPTION 1 – must at a minimum include cost of non-contestable works,
trenching and reinstatement on public highways and land, cost of any way
leaves etc/statutory notices, provision of meters as specified.
OPTION 2 – must at a minimum include contestable costs of OPTION 1 plus
trenching and reinstatement to the customers satisfaction, cost of providing a
suitable and robust foundation for any external meter housing/s.
Provisional sums will be excluded from any evaluation and are not valid.
[Component
]
OPTION 1
OPTION 2
[Component description]
[Delivery by]
Providing gas, water and
electrical supplies to the
location specified
Undertake the necessary
trenching
and
reinstatement of grounds
plus provide a robust
suitable housing at the
locations identified.
Please show both the
costs of OPTION 1 and 2
separately.
Wednesday 21st
August 2013
[Costs (£)]
Wednesday 4th
September
2013
Total Costs (£):
OPTION 1 – is based on 30% technical and 70% price. The price will
be the total (OPTION 1) net costs i.e. without VAT
OPTION 2 – is based on 30% technical and 70% price. The price will
be the total (OPTION 1 and 2) net costs i.e. without VAT
Page 13 of 16
5 – FREEDOM OF INFORMATION
Information in relation to this RFQ may be made available on demand in
accordance with the requirements of the Freedom of Information Act 2000
(“The Act”) and your organisation details will be disclosed where the
expenditure is over £500 as per the Government Transparency agenda.
Organisations should state if any of the information supplied by them is
confidential and commercially sensitive or should not be disclosed in
response for the Information under the Act. Organisations should state why
they consider the information to be confidential or commercially sensitive.
Please state here any specific information in this RFQ that you do not wish to
be disclosed under Freedom of information Act. This will not guarantee that
the information will not be disclosed but will be examined in the light of the
exemptions provided in the Act.
Insert specific Information here if applicable
Page 14 of 16
6 – SIGNATURE AND DATE
Request for Quotation for providing gas, water, electrical and telecoms
utility supplies.
I the undersigned hereby declare by marking an X in the box:
(i)
that the information provided is complete and accurate;
(ii)
that the price in Part 4 is our best offer;
a. that no collusion with other organisations has taken place in
order to fix the price;
(iii)
to be subjected to the terms and conditions set out in Conditions of
Contract identified in Appendix 1;
(iv)
that no works/goods/supplies/services will be delivered or undertaken
until both parties have executed the formal contract documentation as
identified in Appendix 1 and an instruction to proceed has been given
by the Council in writing.
Name
...............................................................
Position Held
...........................................................
Dated
...............................................................
Page 15 of 16
APPENDIX 1: CONDITIONS OF CONTRACT
RFQ Works Contract - 11.10.12
Page 16 of 16