CONTENTS
CLAUSE
1.
Schedule 1 - Instructions to Tenderers
1.1
1.2
1.3
1.4
1.5
1.6
1.7
1.8
1.9
1.10
1.11
1.12
1.13
1.14
1.15
1.16
1.17
1.18
1.19
1.20
2.
PAGE NO.
Introduction
Disclaimer
Scope of Contract
Contract Period / Conditions
Tender to be Submitted
Tender Submission Procedures
Tenderers Requests for Clarification
Tender Response Requirements
Procurement Programme
Standstill Period
Tender Evaluation
Awards Decision Notice
Form of Tender
Post Tender Clarification
Award of Contract
Commercial and Corporate Information Required
Confidentiality and Copyright
Canvassing and Non-Collusion
Applicable Law
Prices, Currencies and Taxation
2
4
5
13
13
14
15
16
16
16
16
20
20
21
21
21
21
22
23
23
Appendices
Appendix A – District Profile Information
24
Definitions
The Council
Company / Tenderer
Contractor
Authorised Officer
Account Manager
South Derbyshire District Council
Company submitting a tender
the winner of the contract
designated representative of the Council
Lead officer for the Company
The Act
The Council
The Contractor
BRE
CIEH
DBS
DCLG
EPC
HHSRS
HMO
LLPG
RDSAP
SAP
Housing Act 2004
South Derbyshire District Council
The person/company appointed by the Council
Building Research Establishment
The Chartered Institute of Environmental Health
Disclosure and Barring Service
Department of Communities and Local Government
Energy Performance Certificate
Housing Health and Safety Rating System
House in Multiple Occupation
Local Land and Property Gazetteer
Reduced Data Standard Assessment Procedure
Standard Assessment Procedure
1
Instruction to Tender
1.
Instruction to Tenderers
Tenderers should note that the following information and instructions have been
provided for guidance purposes in preparing a tender submission. Throughout this
document terms or words used shall have the meanings assigned to them as
shown in the Conditions of Contract and the Specification.
The successful Contractor will be required to enter into a Contract in the form of,
or substantially in the form of the Conditions of Contract supplied to the successful
tenderer.
1.1
Introduction
1.1.1
Invitation - South Derbyshire District Council invites you to quote for the provision
of a Private Sector Stock Condition Survey to assist them in meeting their
legislative obligations. The instructions and guidance as provided in this document
are designed to ensure that all companies are given equal and fair consideration.
It is therefore important that you provide all the information asked for and in the
format and order specified.
1.1.2
South Derbyshire District Council has an anticipated spend of circa £60,000 and is
looking for the successful Company to manage a contract for the provision of a
Private Sector Stock Condition Survey.
1.1.3
Background and Legislation
1.1.3.1 Within South Derbyshire there are approximately 36,900 dwellings within the
private sector. Section 3 of the Housing Act 2004 places the Council under a duty
to review housing conditions within its area with a view to identifying any action
that may need to be taken by them. The last survey of housing stock was carried
out in 2009.
1.1.3.2 Previous guidance provided by the Government indicated that a review should be
undertaken by means of a stock condition survey at least every five years. Whilst
the Government no longer provides this guidance, it is essential that a picture of
the stock is available to inform targeted interventions and to support the Council’s
Housing Strategy.
1.1.3.3 The Council is seeking to commission a survey of private sector housing stock
conditions. This will include information on Category 1 and 2 Hazards using the
HHSRS, non-decent homes, energy efficiency matters, and general information
concerning private sector households including a socio-economic and health
profile.
1.1.3.4 Housing stock owned by the Council, and Housing Association stock, will be
exempt.
1.1.4
At least two of our four Council Strategic objectives relate directly to housing under
the four themes of: Sustainable Growth and Opportunity; Safe and Secure;
Lifestyle Choices and; Value for Money. The four objectives are:
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 Deliver a range of affordable and ‘decent’ housing options, within safe and
clean neighbourhoods.
 Strengthen South Derbyshire’s economic position within a clean and
sustainable environment
 Improve the health and well-being of our communities and residents
 Ensure that proper arrangements are in place to deliver excellent customer
focused services
1.1.5
It is in your interest to read and consider all aspects of this document before
preparing your offer. The aim of this document is to outline the minimum technical
and performance levels required by South Derbyshire District Council should your
organisation be appointed the contract.
1.1.6
The Consultant company (hereinafter referred to as the company) shall be
deemed to have examined fully, at the time of submission, the Tender Documents.
The Company shall bring any discrepancies to the attention of the Procurement
Officer during the period allowed for tender, otherwise it shall be accepted that all
items in the Tender Documents have been included in the Tender submission.
1.1.7
Companies shall be deemed to have submitted their rates with a full
understanding of the unpredictable nature of the scope and volume of work and
will not be entitled to claim for loss of profit, or any other costs resulting from an
alteration in the scope or volume.
1.1.7
An advertisement was placed on Source Derbyshire in July 2013 in accordance
with the procurement rules for South Derbyshire District Council. Each tenderer
shall bear its own cost of preparation of its tender and all subsequent legal fees.
1.1.8
Acknowledgement of Invitation to Tender
Once the Invitation to Tender has been received and initially reviewed by the
tenderer, the form PROC032_6_Letter_of_intention_to_tender supplied should be
completed by the tenderer and returned as an attachment by email as soon as
possible, to [email protected] and by 1200 hrs on 29th July 2013.
Please insert in the email subject line “PROC032 – acknowledgement of ITT”. It is
important that you send this acknowledgement to be included in the tender and for
any clarification questions and answers to be circulated.
1.2
Disclaimer
1.2.1
This ITT has been prepared by the Council in relation to the procurement of its
Private Sector Stock Condition Survey Contract.
1.2.2
The information provided is intended only as an explanation of the Council’s
requirements and is not intended to form the basis of a tenderer’s decision on
whether to enter into any Contractual relationship with the Council.
1.2.3
Whilst all the information has been prepared in good faith, none of the Council’s
members, officers, employees, agents or advisers make any representation or
warranty, express or implied, as to the accuracy, adequacy or completeness of the
information provided. Tenderers are responsible for making such checks and
investigations as they consider appropriate. The supply of the information
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provided to tenderers does not constitute an obligation to give further information,
to update the information provided or to correct any information that is incomplete
or inaccurate.
1.2.4
The Council shall not be liable for any loss or damage arising as a result of
reliance on the information provided. The subject matter of this ITT shall only
have any Contractual effect when it is covered and contained in the express terms
of an executed Contract.
1.2.5
The issuing of this ITT in no way commits the Council to award any Contract
pursuant to the tender process nor does it constitute an offer to enter into a
Contractual relationship.
1.2.6
Save as provided below, in no circumstances shall the Council or its staff, agents
or advisers incur any liability whatsoever or be liable for any expenses incurred by
tenderers at any time. Any and all liability in relation to this ITT is hereby
expressly disclaimed and excluded to the maximum extent permissible by law.
The exclusions of liability contained in this paragraph do not exclude liability for
death or personal injury caused by the Council’s negligence and/or to fraud or
fraudulent misrepresentations by the Council.
1.2.7
The Council reserves the right to vary or change all or any part of the procedures
for the procurement process at any time or not to proceed with the proposed
procurement at all.
1.2.8
The information provided is not, nor is it to be taken as, the giving of investment
advice by the Council, nor is it an invitation or inducement to engage in investment
activity.
1.3
Scope of Contract – Service Specification
1.3.1
Tenderers must only submit bids for the whole of the contract.
1.3.2
Survey Objectives
1.3.2.1 The research is required to support the Council’s strategic planning and work with
partner agencies. The main objectives are:
a) To improve knowledge of the general condition of the private sector housing
stock in the District, and to inform housing policy including the Council’s
Housing Strategy.
b) To identify the number, location and distribution of non-decent homes in the
District, particularly providing information for assessing progress with the
Government target for the number of vulnerable households occupying
decent homes. Vulnerable households are defined as those in receipt of
income related or disability benefits, including Income Support, Housing
Benefit, Council Tax rebate, income-based Job Seeker’s Allowance,
Attendance Allowance, Disability Living Allowance, Industrial Injuries
Disablement Benefit, War Disablement Pension, Pension Credit, Working
Tax Credit (with a disability element, and total income <£15,050) or Child Tax
Credit (total income <£15,050).
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c) To assess the extent to which the Council may need to exercise its powers in
relation to private sector renewal to address non-decent homes, houses in
multiple occupation, area improvement and group repair in relation to both
private rented and privately owned tenures.
d) To provide information on the energy-efficiency rating of dwellings in the
District using the Government’s Standard Assessment Procedure (SAP) to
enable the Council to develop its Home Energy Conservation Act (HECA)
Strategy, and to satisfy the Council’s obligations under the Energy Act 2011
and associated guidance.
e) To provide information to enable the Council to make more informed
decisions about the targeting of housing resources specifically to determine
spending priorities.
This will include assessing the extent to which
households may be able to afford to undertake the necessary renovation
themselves, in line with the test of resources measure.
f) To provide information on the type and occurrence of dwellings with HHSRS
hazards Bands together with the social, economic and health characteristics
of occupants. This will enable cross-referencing with other datasets to
support strategic planning between the Council and partners on areas such
as public health and community safety.
1.3.2.2 The findings of the survey should be set in the context of national or regional data
where possible.
1.3.3
Information Required from the Survey
1.3.1
The following list shows the information that the Council expects to obtain from the
survey. Of particular concern to the Council is the need to draw the maximum
value from the research conducted; this will include for example, cross-referencing
stock condition with energy efficiency and occupier characteristics.
1.3.2
Physical Conditions
 The number and distribution of non-decent private sector dwellings in the
owner-occupied and private rented sector, with the reasons these dwellings
fail the decency standard and a breakdown of the costs of non-decency.
The contractor should use the definition in the Department for Communities
and Local Government’s A Decent Home: Definition and guidance for
implementation, June 2006 – Update.
 The cost of making those non-decent properties decent, including the most
appropriate course of action and the implications for funding through the
private sector renewal policy. The key characteristics of occupiers with
reference to the Decent Homes standard should also be included.
 The number of vulnerable households living in the private sector and the
proportion who occupy non-decent homes in the owner-occupied and
private rented sector.
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 The state of repair of private sector properties in the District, including the
number of decent properties that require repair and the cost of carrying out
those repairs.
 The number and distribution of properties with Category 1 hazards and
Category 2 hazards in Band D using the HHSRS (in accordance with the
HHSRS Operating Guidance – Housing Act 2004: Guidance about
inspections and assessment of hazards given under Section 9) the cost of
mitigating Category 1 hazards, and the implications for funding through the
Private Sector Renewal Policy.
 The number of Houses in Multiple Occupation (HMOs) as defined in the
Housing Act 2004. The number of Class C4 HMOs should also be
included. The type (e.g. flat, bedsits, shared) characteristics, whether
requiring a mandatory licence or non-licensable, number of storeys
(including any cellar/basement/attic) and an estimate of the number of
households within them all need to be identified.
 The number of vacant properties including an indication of the length of time
that the property has been vacant (non-decent, major works in progress,
‘For Sale’ etc.)
1.3.3
1.3.4
Energy Efficiency

An energy efficiency profile of the stock (including individually assigned
ratings to each of the survey dwellings inspected, to enable analyses of
survey sub-groups) showing the current SAP rating, level of CO2 emissions
and cost of heating to adequate levels.

An estimate of the percentage of households living in private sector
dwellings with a SAP rating of a) less than 39 and b) more than 65.

An estimate of the cost of improving the energy efficiency up to a SAP
rating of 65 and an assessment of average savings to fuel bills, kilowatt
hours or fuel used as a result of energy conservation measures and the
consequent reduction in CO2 emissions.
The details below must be included in each survey form involving an inspection of
a private sector dwelling:
1.3.4.1 Property Information
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Property age, type, size and number of storeys
LLPG address and UPRN
Whether it is an HMO
Whether it is in a conservation area
Type of walls and type of ground floor
Whether it is fronted onto the street
Actual or potential non-decency and reasons, and whether the household is
classed as vulnerable
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1.3.5
Hazards and their banding A-D under the HHSRS
Whether there is satisfactory access around the house and internal space
External amenities, internal amenities and approximate age, including
sharing and absence of amenities. Amenities should include:
o working smoke detector;
o age and rating of boiler;
o type of heating system and heating fuel;
o improvements such as loft conversions and conservatories;
o the presence or absence of loft insulation, double glazing and draught
proofing; and
o any renewable energy sources.
Current reduced SAP rating, energy tariff and how energy bills are paid
Opportunities for retrofitting or energy efficiency measures
Local environment appraisal, including anything detrimental in the amenity.
For household and individual occupier characteristics, the Council attaches great
importance to achieving a high response rate in key areas, such as income and
savings. Contractors will be expected to provide evidence in their proposals of
achieved response rates in these areas.
Specific items, not necessarily
exhaustive, are:
1.3.5.1 Household Information
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Type, tenure, composition and size (including number of households)
Length of residence
Gross and net income, benefits received, level of savings, equity through
home ownership
If rented, whether the Landlord is resident and what the rent level is
Attitude towards using loans and Council assistance (such as grants) to
improve property
Attitude towards taking up energy efficiency improvements, including attitude
to paying for these improvements through energy bills
Whether they feel they can afford to heat their main room to an adequate
level
Perception of safety at home and in the area
Experience of crime in the area, including burglary, criminal damage and
anti-social behaviour
Whether the household contains anyone with a mental, physical or learning
disability
Whether the household contains someone with a long-term health condition
(defined as a condition that cannot be cure but can be managed through
medication and/or therapy such as diabetes, asthma and coronary heart
disease)
Whether any health condition is being adversely affected by current housing
conditions
Whether the household contains anyone receiving care from a household
member as a result of disability or health needs
1.3.5.2 Individual Information

Gross income of head of household, and partner if any
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1.3.6
Age, sex, employment status, ethnic origin, religion or belief and sexual
orientation of all individuals
Disability or mobility needs
Vulnerability in context of HHSRS
GP registration and the number of visits to the GP in the last 12 months
Accidents occurring within the home during the last 12 months, any medical
attention required
Work to be Carried Out by the Contractor
Sample Design and Selection
1.3.6.1 The Council wishes to achieve results that are valid at District level and also, for
key findings, at ward level. Surveys should therefore be stratified to represent the
different wards in the District and to be representative of the different types and
ages of properties found in the District.
1.3.6.2 The Council will select a sufficient number of addresses, from its Council Tax
database, to achieve the appropriate number of completed surveys by using the
expected access rates provided by the Contractor. The preferred sample size is
1000 completed surveys and interviews.
1.3.6.3 The Contractor is required to advise the Council of their exact definition of a
completed survey. The Council expects a completed survey of a private sector
dwelling to include a full external and internal examination and, where the dwelling
is occupied, a full questionnaire to gather household data as specified.
Sample Accuracy
1.3.6.4 The Contractor will be required to advise the Council on the level of accuracy
required to satisfy the objectives of the project and will give examples of the level
of accuracy used in previous surveys.
1.3.6.5 The Contractor will provide details of the survey expertise and experience of all
staff employed on the project, and the Council will have the right to veto the use of
particular staff if, in the reasonable view of the Council, they are not suitable for
the tasks. Staff undertaking house condition surveys on-site will be required to
have a valid DBS check and must have a HHSRS and a RDSAP qualification.
Any additions or substitutions to the original staff will first need to be agreed with
the Council prior to any such person being involved in the study.
1.3.6.6 The Council will not be providing any staff to act as surveyors in the fieldwork
team. The Council reserves the right to make checks on the accuracy of the data
provided at any stage of the survey process.
1.3.6.7 For security reasons, the Contractor will be required to provide the names of all
fieldwork staff. Fieldwork staff will be provided with letters of authority from the
Council to confirm the legitimacy of their work.
1.3.6.8 The Contractor will be required to make weekly progress reports during the survey
process, including the number of non-responses and the reason for refusal.
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Design of Survey Form
1.3.6.9 The Contractor should design a suitable survey form that will allow collection of the
information required for the purposes of this study. Examples of previous survey
forms should be provided in the tender submission. Contractors should indicate
whether a paper form, or a hand-held computerised data capture method is
proposed. The Council has no significant preferences.
1.3.6.10The Contractor will be required to discuss with Council mechanisms for
maximising the response rate, particularly on the socio-economic aspects of the
survey. It is the Council’s view that a letter to occupiers will assist in achieving a
higher response rate; the Contractor should give an example of such a letter used
in the past in the tender submission.
1.3.6.11Letters to occupiers should include a statement supplied by the Council on how
the gathered data will be used and who the information will be shared with. It is
the Contractor’s responsibility to ensure the occupier is aware of this during the
completion of the survey.
1.3.6.12The Contractor should provide evidence in the tender submission of how it intends
to deal with occupier enquiries, including out of hours enquiries. The Council will
expect the Contractor to handle all such enquiries and to pass on to the Council
only those enquiries which only the Council can answer.
1.3.6.13Surveyors will be expected to make at least three separate visits to a property
before it may be considered as a non-response. At least two of these visits
should take place during evenings or weekends.
1.3.6.14The Contractor will be expected to achieve the required number of completed
surveys (1000) by no later than 30 September 2013.
Initial Processing and Validation of Data
1.3.6.15The Contractor will be responsible for data validation and quality control and must
provide information in the tender submission as to how this is to be achieved. The
Council will not provide any administrative support.
Production and Presentation of Interim and Final Reports
1.3.6.16The results of the survey will need to be presented in a written format with
supporting tables of results, including graphics where helpful. All report sections,
tables and graphs must be clearly cross-referenced. The Council must be
consulted on the format and content of the final report; the format of the report
must be agreed with the Council. Contractors should note the need to provide
analysis of the relationships between stock condition, energy usage and occupier
circumstances.
1.3.6.17The Council is interested in the use of the CIEH HHSRS Cost Calculator. The
Council requests that the Contractor comments on the feasibility of using this
calculator, and including the HHSRS cost calculations for South Derbyshire, based
on the survey data, as part of the final submitted report.
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1.3.6.18The Council expects that the Contractor will incorporate the latest Census data,
where relevant, within the final report.
1.3.6.19The Contractor will produce interim and final reports, which will include a
summary, details of the objectives of the survey, methodology, main findings and
key points of the survey As part of the final report, the Contractor will produce a
short Executive Summary of the study in a form suitable for the Council to print (at
the Council’s expense).
1.3.6.20A minimum of 10 copies of the final report will be produced by the Contractor. All
the data collected and produced during the survey and arising from the survey will
be the property of the Council. A copy of all reports should be provided to the
Council in electronic format (MS Word).
1.3.6.21The Contractor will be required to give a formal presentation of the findings. The
cost of this should be included in the tender. Following the presentation, the
presentation material is to be given to the Council for future use.
Provision of Survey Data
1.3.6.22The Contractor should provide the survey data in a computerised format that is
sufficient to enable the Council to make maximum use of the data following
completion of the study.
1.3.6.23The Council currently operates the Uno database and is interested in downloading
property attributes from the survey data into the Uno database, the Contractor
should indicate the feasibility of this in their tender specification.
1.3.6.24All raw data should be in a format compatible with the Council’s own systems (MS
Excel) and must be provided in a format that complies with the Contractor’s and
the Council’s duties for data protection under the Data Protection Act 1998 and the
Council’s duties under the Freedom of Information Act 2000.
1.3.6.25It is envisaged that three forms of computerised output will be needed:

A stock database (including energy efficiency) that will show information at
the level of individual dwellings and above suitably grossed to reflect the real
numbers of each dwelling and type.

A set of data that shows, for the dwellings inspected internally, the full range
of socio-economic data with key condition and energy information included.
This will enable the Council to see crucial links between household
needs/characteristics, stock condition and energy efficiency matters.

A separate set of data that shows household health information, socioeconomic data and key housing conditions to allow the Council to see links
between household health characteristics and stock condition.
To enable confidentiality to be maintained, it is envisaged that this will be suitably
anonymised, such that the Council will not be able to recognise an individual’s
response. Contractors should note that this dataset will also require its own
grossing system to ensure that the replies are grossed accurately to the real
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profile of households, and will need to be analysed using a standard system such
as SPSS (Statistical Packages for Social Sciences) or similar, in order to maximise
the value of cross-analysis, compute sub-groups of households, etc.
1.3.6.26In addition to any standard reports, the database should also be able to provide
any individual analysis required by the Council. It should be capable of
representing data graphically, e.g. histograms, pie charts, etc., as well as in
tabular format. All data should have clear labels.
1.3.6.27The Contractor will be required to retain the completed survey forms for a period
of one year following the survey in the event that the Council may require access
to these for data validation purposes.
1.3.7
Payment of Fees
1.3.7.1 The Contractor must provide a breakdown of costs for each of the major elements
of the project. The breakdown should include items such as surveyor fee levels
and the numbers of days engaged of each other member of the project team.
Costings should also include up to six meetings during the course of the project,
exclusive of surveyor briefing(s) and presentations.
1.3.7.2 Payment will be split across the three main stages of the project – completion of
the fieldwork by 30 September 2013; presentation of the primary results by 31
October 2013; and presentation of the final report and handover of data by 30
November 2013. Payment will be subject to the satisfactory completion of each
stage.
1.3.7.3 The agreed fee for the Services set out in this document shall be deemed to be
inclusive of all costs, expenses and overheads incurred by the Company arising
out of or in connection with the performance of the Services.
1.3.7.4 Upon completion of each stage of the Services, the Company shall submit to the
Contract Administrator applications for any payment due specifying the name of
the Development, the value of payment sought and details of the Services carried
out. Each application for payment shall be accompanied by such other details
and/or information as the Contract Administrator may reasonably require.
1.3.8
Variations
1.3.8.1
The Contract Administrator may, without invalidating the Contract, vary the works
by increasing or decreasing the amount as he considers necessary for the
completion of the Work. Such variations shall be measured and valued by the
Contract Administrator in accordance with the conditions laid down in the relevant
Form of Contract.
1.3.8.2
All variations to the Contract, shall be in writing and signed by the Contract
Administrator or his Authorised Representative and the price for such variation
shall be, and shall not become effective unless and until they have been, agreed
in writing and signed by the Contract Administrator.
1.3.8.3
In an emergency situation where it is impractical to issue an immediate variation
instruction in writing, variations may be agreed by an exchange of emails
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between the Company and the Contract Administrator in which event a written
and signed confirmation shall be issued as soon as practical thereafter.
1.3.8.4
Extra work carried out where the above conditions have not been complied with
will not be paid for.
1.4
Contract Period/Conditions
1.4.1
Timetable
1.4.1.2
The key dates for the completion of work are set out below. The Contractor will
be asked in the tender submission to provide a detailed implementation plan to
achieve the targets set by the Council.
Contract commences
Fieldwork commences
Completion of fieldwork
Agreement of report format and content
Presentation of primary results
Presentation of interim report
Presentation of final report and
handover of data
Beginning of September 2013
Early September 2013
End of September 2013
October 2013
End of October 2013
Mid November 2013
End of November 2013
1.4.2
The Contract and the rights and obligations of the parties to this Contract shall
take effect on the Commencement Date.
1.4.3
The Contract Period will commence on the commencement date as specified in
the Conditions of Contract and terminate on the earlier of:
1.4.3.1
The Expiry Date; or
1.4.3.2
The Termination Date.
1.4.4
Assignment, Transfer, Subletting
1.4.4.1
The Successful Company agrees not to transfer, assign or sublet the Contract or
part thereof, without prior written consent of South Derbyshire District Council
and if consent is given the Successful Company shall remain liable for the
performance of the Contract in its entirety as if such assignment or sublet had not
taken place.
1.4.5
Contract Conditions
1.4.5.1
This contract will be let under a Consultancy Agreement amended to reflect
standard Terms and Conditions.
1.5
Tender to be Submitted
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1.5.1
Tenderers are required to submit a tender that is compliant with this ITT, for ease
of assessment and comparison with other tenderers.
1.5.2
The compliant tender shall comply with Clauses 1.5.2.1 to 1.6.10 inclusive and
provide, as a minimum, all information requested within Clause 1.8 (Tender
Response Requirements). Tenderers are required to:
1.5.2.1
Submit a compliant tender for the Private Sector Condition Survey Contract;
1.5.2.2
Provide the Service for the Council to the standards required, as detailed in this
Invitation to Tender.
1.5.2.3
Provide all labour, equipment and resources required for achieving the Service
for the Council for the Contract Period.
1.5.3
The compliant tender shall be made using the forms incorporated in this ITT with
no pages being detached or defaced in any way
1.6
Tender Submission Procedures
1.6.1
As part of the tender submission, each tenderer will be required to provide full
details of the insurance to be effected, or which they already hold and intend to
use, to meet the requirements of the Conditions of Contract.
1.6.2
Any questions concerning insurance terms must be raised with the Council
before the return of tender. Only the successful tenderer will be required to
complete the forms of insurance before the acceptance of the tender documents
for the Services.
1.6.3
Having examined the Forms and Certificates, Specifications and Pricing
Schedule, the tenderer must offer to perform the whole of the Service of the
Contract for which it is tendering, in full conformity with the attached Conditions of
Contract. Tenderers must treat the details of this ITT as private and confidential.
Tenderers should not disclose the fact that they have been invited to tender or
release details of the tender document other than on an IN CONFIDENCE basis
to those who have a legitimate need to know or whom they intend to consult for
the purpose of preparing the tender.
1.6.4
The attention of tenderers is drawn to the need to complete the Certificate of
Non-Canvassing and Non-Collusion included within this ITT (as part of the Form
of Tender). Each tenderer shall comply with the provisions of the Certificate of
Non-Collusion.
1.6.5
The successful tenderer should be the only tenderer to sign the Articles of
Agreement form.
1.6.6
The tender should be completed on the Form of Tender included in this
document. Tenders should be sent by registered post, recorded delivery
services, delivery by hand or by courier in a package bearing the address label
supplied but not bearing any indication of the identity of the tenderer, the sending
company, the courier or post office on the envelope or in the franking thereon
and should be clearly marked “TENDER FOR PRIVATE SECTOR STOCK
13
CONDITION SURVEY”. It must be signed by the tenderer and be submitted with
the Pricing Schedule, which should be fully priced and totalled in ink, and
accompanied by the Specification and the Form of Agreement. This package
must be received no later than 15:00hrs on 5th August 2013.
1.6.7
No alterations shall be permitted to the text of any of the ITT documents, save
where errors are identified in the price calculation as defined in section 1.6.10
and if any are made the tender may be rejected. The submission of a qualified
tender or failure to complete any part of the documents may lead to the tender
being rejected. The Council’s decision on whether a tender is compliant will be
final.
1.6.8
It is the practice of the Council to publish the name of the successful tenderer
and the amount of the successful tender in Source Derbyshire (after award of
contract).
1.6.9
Tenderers will face automatic disqualification if they lobby or canvass for the
Contract during the tender process. Tenderers should state whether Councillors
or Officers of the Council or its advisers have any direct or indirect interests in
their company be it in a personal or professional capacity.
1.6.10
Where examination of a tender reveals arithmetical errors these will be corrected
on the basis that the rates entered in the Pricing Schedule are correct and the
tenderer afforded the opportunity of confirming the revised totals or withdrawing
their tender within seven days of being notified.
1.6.11
Failure to comply with these tender submission instructions will result in your
submission being removed from the process at the tender opening stage
1.7
Tenderers Requests for Clarification
1.7.1
Requests for Clarification.
1.7.2
Tenderers wishing to seek clarification, in connection with this ITT, of the
Council’s requirements should clearly outline the question(s) and send these to
[email protected]. Please insert in the subject heading of your
clarification email “Tender PROC032 – Private Sector Stock Condition Survey
Clarification Question”.
1.7.3
All requests for clarification must be received by the Council by no later than
1700 hrs 29th July 2013. Requests received after this date and time will not be
considered.
1.7.4
No approach of any kind from tenderers to the Council should be made to any
other person in connection with this project or this document unless directed by
the Procurement Lead Officer. This is Carl Veal, [email protected].
1.7.5
To ensure that fairness is maintained in the process, responses to all points of
clarification raised by tenderers will be circulated to all tenderers as standard,
albeit in a non-attributable form.
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1.7.6
If tenderers do not want responses for individual requests for clarification or
further information to be notified to all tenderers, the request for clarification or
further information should be clearly marked as commercially confidential. The
Council will decide whether any response to the query would, for reasons of
equal availability of information, need to be notified to all tenderers. If this is the
case, the Council will ask the tenderer whether or not they want to retract the
query. If the tenderer wishes to retract the query, then the Council will not
disclose the information to any tenderers unless it receives a subsequent request
for the same information from a different tenderer and that tenderer is content for
the information to be made available to all tenderers.
1.8
Tender Response Requirements
1.8.1
Tenderers must return a completed set of documents as outlined in the Form of
Tender. Instructions on the format of the response to the method statement are
outlined within the method statement.
1.9
Procurement Programme
1.9.1
It is intended that the following procurement timetable will be adhered to during
the tendering exercise. The procurement of the Contract by the Council will be
through the Open Competition Procedure.
1.10
Stage
From
To
Tendering Period
Evaluation Period
Agree Award of Contract
18July 2013
9th August 2013
20st August 2013
8th August July 2013
20th August 2013
10 Day Standstill Period
21st August 2013
30th August 2013
Confirm with Successful
Tenderer
30th August 2013
Contract Commencement
1st September 2013
Standstill Period
1.10.1 A standstill period of 10 days will be applied from the issue of the award decision
notice to the contract issue.
1.11
Tender Evaluation
1.11.1 The tender will be evaluated as a 2-stage evaluation process, Part A and Part B:
1.11.1.1 Part A – Qualification Questions. All tenderers must pass this stage to pass
through to the Part B, evaluation of prices and method statements.
1.11.1.2 Part B – Assessment of Price and Quality Method Statements (MEAT).
Those tender submissions that pass Part A will be assessed as outlined in
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sections 1.11.2 to 1.11.8.The Contract will be awarded on the basis of the most
economically advantageous tender in line with the evaluation criteria specified.
1.11.2 The Part B Tender evaluation process will consider both price and quality at a
ratio of 60:40. The method statement provided by the Tenderer shall be used as
the major source of information for the quality assessment. Tenderers should
complete the method statement so as to fully demonstrate how they will provide
the Services as specified within this ITT.
1.11.3 At any time during the evaluation process the Council reserves the right to revisit
any information submitted by tenderers as part of the tender submission and the
tenderer selection process, such as the response to the PQQ and take account of
this in making the quality assessment.
1.11.4 The Council is not bound to accept the lowest or any tender.
1.11.5 The criteria making up the Council’s definition of economically advantageous in
the evaluation of the tenders is stated below. As stated in the Pricing Schedule,
prices will be evaluated as outlined in this section of the Invitation to Tender,
based on the Total Cost (overall weighting 60%).
1.11.6 Pricing – 60%
1.11.6.1 The pricing criteria will be evaluated as follows :1.11.6.2 The maximum score of 60% will be allocated to the lowest priced tender;
1.11.6.3 Scores will then be allocated to the remaining tender prices as a percentage of
the lowest price, and, then converted to reflect the 60% price criterion weighting.
For example:
Lowest tender submitted (W) / tender being analysed (X) * 60 points.
Example: (W) = £30,000; (X) = £35,000.
(W) £30,000 / (X) £35,000 * 60 = 51.43 points for their tender price
submission.
1.11.7 Quality – 40%
1.11.7.1 To determine the Quality of each Applicant’s proposal, they are required to
provide a Method Statement to demonstrate their commitment to the delivery of
the Services and a demonstration of general working improvements over the life
of the contract.
1.11.7.2 Each method statement will be evaluated against the evaluation matrix referred
to in paragraph 1.11.11.
1.11.7.3 The maximum score of 40% will be allocated to the tender that obtains the
highest quality score.
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1.11.7.4 Scores will then be allocated to the remaining tender quality scores as a
percentage of the highest quality score obtained and, then converted to reflect
the 40% quality criterion weighting. For example:
Score awarded to tenderer being analysed (Y) / Highest scoring tender (Z)
* 40 points.
Example: (Y) = 115 marks; (Z) = 160 marks.
(Y) 115 / (Z) 160 * 40 = 28.75 points awarded points for their quality
submission.
1.11.8 Total Score = Price points + Quality points
51.43 + 28.75 = 80.18
All calculations shall be shown to two decimal places unless it has an
effect on the overall outcome, in which case the following combined
formula shall be used:
(W / X * 60) + (Y / Z * 40) = Total Points.
(30000 / 35000 * 60) + (115 / 160 * 40) = 80.17857
1.11.9 Applicants are reminded that the Method Statement in the Service Delivery Plan is
intended to and will form part of contractual obligations of the successful
contractor. The successful contractor will be required to maintain and update the
Method Statement, and to provide additional ones as may be required, throughout
the contract period to the satisfaction of the Authorised Officer.
1.11.10 The Detailed Method Statement will be required to cover the following subject
areas:

Companies are invited to submit a summary document outlining their
experience, knowledge and expertise in stock conditions surveys.This should
be no more that 6 A4 pages at 12 point Arial text. – photos and drawings can
be appended as additional items if appropriate i.e. in addition to the word
limit.

All attached documents must be page referenced as Appendices and
any certificates or supporting information must be titled clearly. Failure
to locate your attachments may affect the scoring of each question
relating to that document.

The quality evaluation will be scored out of xx points with 5 points each
reflecting experience, knowledge/expertise, flexibility and an understanding
of the client brief.
1.11.11 The Council when comparing Tenders will also have regard to the following :17

any Tender price that is so low or so high as not to be credible;

the details supplied in the responses to the Method Statement will be
evaluated in comparison with pre-estimates of the likely resource
requirements based upon knowledge and experience for the levels of service
required.
1.11.11.1Tenders will be evaluated, taking into account the costs expected to be incurred
by the Council over the Contract period.
1.11.11.2The Council may interview tenderers for clarification on matters of financial or
technical details and may take account of the information arising prior to the
completion of the evaluation process.
1.11.11.3Tenders may be rejected if:

the Authority believes that tenderers have gained a competitive advantage
over other tenderers by their possession of commercially sensitive
information about the Authority gained by illegitimate means;

they are submitted by parties different from those invited to tender;

tenderers cannot confirm any information taken into account in tenderer
selection for which confirmation was sought;

any of the information sought in invitations is not included;

alterations have been made to any contract documents;

there is evidence that tenderers gave inducements or engaged in
canvassing or collusive tendering.
1.11.12 The points allocated to the Method Statement elements will be awarded based on
the following criteria. All scores will be added together and presented as a
percentage.
Assessment
Excellent
Score
5
Good
4
Acceptable
3
Minor
Reservations
2
Interpretation
Exceeds the requirement. Demonstration by the
Applicant of the relevant ability. Response
identifies factors that will offer potential added
value, with evidence to support the response.
Satisfies the requirement with minor additional
benefits. Above average demonstration by the
Applicant of the relevant ability, Response
identifies factors that will offer potential added
value, with evidence to support the response.
Satisfies the requirement. Demonstration by the
Applicant of the relevant ability.
Satisfies the requirement with minor reservations.
Some minor reservations of the Applicant’s
relevant ability.
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Serious
Reservations
1
Unacceptable 0
Satisfies the requirement with major reservations
Considerable reservations of the Applicant’s
relevant ability, understanding, experience, skills,
resource & quality measures required to provide
the supplies/services, with little or no evidence to
support the response.
Does not meet the requirement. Does not comply
and/or insufficient information provided to
demonstrate that the Applicant has the ability.
1.11.13 Clarification Interviews and Final Selection
1.11.13.1Short listed Companies may be invited to attend a clarification interview to
discuss their Quote submission in more detail.
1.11.13.2This clarification interview will also test and verify the understanding of the
contract and commitments to be entered into. This will include verification of
financial information and ensuring full awareness of the resource implications and
commitments are clear.
1.12.
Awards Decision Notice
1.12.1 Upon completion of the evaluation process the Council will communicate the
Award Decision Notice to Applicants by the most rapid means of communication
practicable. It is anticipated and intended that the communication will be made
electronically.
1.12.2 The Award Decision Notice sent to Applicants will set out the scores of the
successful and unsuccessful Applicant, and the name of the Applicant to be
awarded the contract.
1.12.3 Notwithstanding the issue of the Award Decision Notice if further clarification is
required (otherwise referred to as a debriefing), the party requesting additional
information should contact e-mail [email protected] without delay.
1.12.4 The Award Decision Notice will include the start of the minimum ten (10) day
standstill period referred to below notifying all invited Applicants of the outcome of
the evaluation exercise.
1.13
Form of Tender
1.13.1 It is important that the tenderer provides all of the information requested in the
format as required in Clause 1.6 (Tender Submission Procedures) of these
instructions, which will enable the evaluation of all tenders on a fair basis.
1.13.2 All tenderers are requested to provide a printed copy. An additional copy shall be
provided in an electronic format (Microsoft Word or pdf format), by email or CD.
1.13.3 Responses to Method Statements should be separately identified within the tender
submission. Each Method Statement should be addressed separately and this
should be clearly identified.
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1.13.4 Any other information tenderers wish to submit, which has not been requested in
Clause 1.6 (Tender Submission Procedures) of these instructions, to support the
tender may be included. Any additional information provided must be separated
from the requested information and clearly marked “Additional Information”.
1.13.5 Tenders may be rejected if all of the information requested has not been supplied.
1.13.6 All completed tender submissions should be sealed and returned by 1500 hrs on
the 5th August 2013 using the address label supplied. These will be sent to:
The Chief Executive
South Derbyshire District Council
Civic Offices
Civic Way
Swadlincote
Derbyshire
DE11 0AH
1.14
Post Tender Clarification
1.14.1 The Council reserves the right to undertake a clarification process with tenderers
following the receipts of tenders. This process, if used, will be carried out under
strict guidelines and will not put any tenderer at a disadvantage.
1.15
Award of Contract
1.15.1 By issuing this ITT the Council do not bind themselves to accept the lowest tender.
1.15.2 Unless otherwise stated by the tenderer, tenders shall remain valid for a period of
at least one hundred and eighty (180) days from the closing date for receipt of
tenders.
1.16
Commercial and Corporate Information Required
1.16.1 Tenders must include confirmation that the commercial and corporate information
included in the tenderer’s response to the Pre-Qualification Questionnaire would
be materially the same if it accompanied its tender. If this confirmation cannot be
given, the tenderer must supply details with the tender.
1.17
Confidentiality and Copyright
1.17.1 All information supplied by the Council in connection with this ITT shall be treated
as confidential by prospective tenderers except that such information may be
disclosed so far as it is necessary for the purpose of obtaining sureties,
guarantees, quotations, insurances, trade and credit references, planning
permission and all licences necessary for the preparation and submission of a
tender.
1.17.2 Each tenderer shall at all times keep the fact of and all information and other
matters concerning this ITT, any tender and all incidental, related or connected
matter strictly confidential unless otherwise expressly agreed in writing by the
Council.
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1.17.3 This ITT and all Intellectual Property Rights therein are and shall remain the
property of the Council although tenderers may make copies of the ITT so far as is
necessary for the preparation of a tender and for no other reason. This ITT must
be returned to the Council upon demand together with copies made in whatever
format.
1.17.4 Data Protection and Confidentially
1.17.4.1 Companies must act within the law at all times and shall observe their obligations
under the Data Protection Requirements and shall not perform their obligations
under this contract in such a way as to cause South Derbyshire District Council to
breach any of its applicable obligations under the Data Protection Requirements.
They must maintain strict client confidentiality and where appropriate comply with
the Freedom of Information Act.
1.17.5 Freedom of Information
1.17.5.1 Information in relation to this Quote may be made available on demand in
accordance with the requirements of the Freedom of Information Act 2000.
1.17.5.2 Companies should state if any of the information supplied by them is confidential
or commercially sensitive or should not be disclosed in response to a request for
information under the Act. Companies should state why they consider the
information to be confidential or commercially sensitive.
1.17.5.3 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.
1.18
Canvassing and Non-Collusion
1.18.1 Any tenderer who directly or indirectly canvasses any Councillor, Officer,
Employee, servant or agent of the Council concerning the award of the Contract,
or who directly or indirectly obtains or attempts to obtain information from any such
member or official concerning any other tender or proposed tender will be
disqualified.
1.18.1.1 Any tenderer who:
1.18.1.2 Fixes or adjusts the amount of its tender by or under or in accordance with any
agreement or arrangement with any other person; or
1.18.1.3 Communicates to any person other than the Council the amount or approximate
amount of the proposed tender except where the disclosure is made in
confidence in order to obtain sureties, a guarantee or quotations for insurance
necessary for the preparation of a tender; or
1.18.1.4 Enters into any agreement with any other person that such person shall refrain
from tendering or as to the amount of any tender to be submitted; or
1.18.1.5 Offers or agrees to pay or give, or does pay or gives, any sum of money,
inducement or valuable consideration directly or indirectly to any person for doing
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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.
1.18.1.6 Shall (without prejudice to any other civil remedies available to the Council and
without prejudice to any criminal liability which such conduct by a tenderer may
attract) be disqualified.
1.18.2 The attention of tenderers is drawn to the need to complete the Certificate of NonCanvassing and Non-Collusion included within this ITT. Each tenderer shall
comply with the provisions of the Certificate of Non-Collusion. Any bid, which has
been accepted from a tenderer who is subsequently found to have contravened
the terms of the Certificate, will be null and void.
1.18.3 Tenderers must state whether any Councillor, Officer, Employee, servant or agent
of the Council have any known interest, direct or indirect, in the tenderer or any of
its associated of affiliated companies.
1.19
Applicable Law
1.19.1 The Laws of England and Wales shall apply for the purposes of all proceedings
relating to this procurement process and any Contract awarded pursuant thereto.
1.19.2 Each part shall bear its own legal and other fees in relation to the preparation and
submission of a tender and any Contract arising therefrom.
1.20
Prices, Currencies and Taxation
1.20.1 Costs incurred in the provision of the Service shall be borne by the Company
within the prices submitted.
1.20.2 All prices shall be expressed in pounds sterling.
1.20.3 Each tenderer shall be deemed to have satisfied itself before submitting its tender
as to the correctness and sufficiency of the rates and prices stated by it therein
which shall (except insofar as is specifically provided in the Contract) cover all its
obligations under the Contract.
1.20.4 No claim by the Contractor for additional payment shall be allowed on the grounds
of any misunderstanding, alleged misrepresentation or lack of knowledge of the
Contract Documents or other requirements for performing the Service.
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Appendix A: District Profile Information
Total Dwelling Stock1 and Basic Characteristics
Total Dwellings
Total Public Sector
Total Private Sector
Private Sector Non-Decent Dwellings2
Vacant Private Sector Dwellings3
Average Private Sector EPC Rating4
40760
3890
36870
11300
1089
E
BME Information5
Ethnicity
White
Mixed
Asian or Asian British
Black or Black British
Other
South Derbyshire %
95.7
1.2
2.4
0.4
0.2
1
England %
85.5
2.2
7.7
3.4
1.0
Source: DCLG Live Table 100 - https://www.gov.uk/government/statistical-data-sets/live-tables-on-dwellingstock-including-vacants page accessed 290513
2 SDDC Private Sector House Condition Survey, May 2009
3 Source: DCLG Live Table 615 https://www.gov.uk/government/statistical-data-sets/live-tables-on-dwellingstock-including-vacants page accessed 290513
4 ELASH Data Return, Quarter 3 2012
5 Source: 2011 Census Table KS201EW Ethnic group, local authorities in England and Wales
http://www.ons.gov.uk/ons/publications/re-reference-tables.html?edition=tcm%3A77-286262 page accessed
290513
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