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Notice Details

Title: Redesign of Housing Services Processes
Published by: Clackmannanshire Council
Publication Date: 20/05/2014
Application Deadline: 23/06/2014
Deadline Date: 30/06/2014
Deadline Time: 12:00
Notice Type: Contract Notice
Has Documents: Yes
Has ESPD: No
Abstract: Clackmannanshire Council Housing and Community Safety Service has decided to undertake a comprehensive process mapping exercise across the Service’s activities and processes in pursuit of greater efficiencies, increased capacity and sustained improved performance.
We are seeking tenders from suppliers with expertise and a proven track record in helping social housing providers to deliver efficiencies and to undertake this exercise within Clackmannanshire Council Housing and Community Safety Service aligning the redesign of our processes with recognised best practice and our current programme of IT systems development.
Clackmannanshire Council intends to build on recent successes to become one of Scotland’s leading providers of local authority housing. Our objective is to develop a housing service that helps people to find an affordable and good quality home that meets their assessed needs and to help people to remain in their home. We want to transform our service by involving people in the organisation in the redesign of our processes with the customer at the centre of our approach. As a result, our resources will focus on adding value, reducing waste and duplication of effort and therefore efficiencies will be realised.
The Redesign of Housing Services Processes will therefore enable services to deliver improved performance whilst absorbing potential resource reductions. It will also embed the capability for staff to continuously improve to meet the increasing demand for Housing Services in the near future and beyond.
CPV: 70333000, 73220000, 80532000.

CONTRACT NOTICE – OFFICIAL JOURNAL

Section I: Contracting Authority

I.1)

Name, Address and Contact Point(s)


Clackmannanshire Council

Kilncraigs, Greenside Street

Alloa

FK10 1EB

UK

Housing & Community Safety

Murray Sharp

+44 1259450000

msharp@clacks.gov.uk

+44 1259452230

http://www.clacksweb.org.uk/

http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00260

www.publiccontractsscotland.gov.uk

www.publiccontractsscotland.gov.uk
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I.2)

Type of contracting Authority and Main Activity or Activities

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No

Section II: Object of the Contract

II.1)

Description

II.1.1)

Title attributed to the contract by the contracting authority

Redesign of Housing Services Processes

II.1.2(a))

Type of works contract

II.1.2(b))

Type of supplies contract

II.1.2(c))

Type of service contract

11

II.1.2)

Main site or location of works, place of delivery or performance

Clackmannanshire Council, Kilncraigs, Alloa



UKM22

II.1.3)

This notice involves

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II.1.4)

Information on framework agreement (if applicable)

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Number of participants to the framework agreement envisaged

Duration of the framework agreement

Justification for a framework agreement the duration of which exceeds four years

Estimated total value of purchases for the entire duration of the framework agreement

Frequency and value of the contracts to be awarded

II.1.5)

Short description of the contract or purchase(s)

Clackmannanshire Council Housing and Community Safety Service has decided to undertake a comprehensive process mapping exercise across the Service’s activities and processes in pursuit of greater efficiencies, increased capacity and sustained improved performance.

We are seeking tenders from suppliers with expertise and a proven track record in helping social housing providers to deliver efficiencies and to undertake this exercise within Clackmannanshire Council Housing and Community Safety Service aligning the redesign of our processes with recognised best practice and our current programme of IT systems development.

Clackmannanshire Council intends to build on recent successes to become one of Scotland’s leading providers of local authority housing. Our objective is to develop a housing service that helps people to find an affordable and good quality home that meets their assessed needs and to help people to remain in their home. We want to transform our service by involving people in the organisation in the redesign of our processes with the customer at the centre of our approach. As a result, our resources will focus on adding value, reducing waste and duplication of effort and therefore efficiencies will be realised.

The Redesign of Housing Services Processes will therefore enable services to deliver improved performance whilst absorbing potential resource reductions. It will also embed the capability for staff to continuously improve to meet the increasing demand for Housing Services in the near future and beyond.

NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=305500.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

II.1.6)

Common Procurement Vocabulary (CPV)

70333000
73220000
80532000

II.1.7)

Contract covered by the Government Procurement Agreement (GPA)

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II.1.8)

Division into lots

No

II.1.9)

Will variants be accepted

No

II.2)

Quantity or Scope of the Contract

II.2.1)

Total quantity or scope

This project budget is estimated at GBP 125,000 for a two year period. After further consultation and consideration within the Service, it was decided that there may be scope to provide for a possible one year extension with a possible maximum value of GBP 50,000. The expectation still is that the project can achieve it's purpose within the initial two years and with the maximum GBP 125,000 budget. But to prevent a job being incomplete the additional funding and the possibility of an extension was agreed. The Council has sole discretion on any extension of the contract.

125000175000
GBP

II.2.2)

Options

This project budget is estimated at GBP 125,000 for a two year period. After further consultation and consideration within the Service, it was decided that there may be scope to provide for a possible one year extension with a possible maximum value of GBP 50,000. The expectation still is that the project can achieve it's purpose within the initial two years and with the maximum GBP 125,000 budget. But to prevent a job being incomplete the additional funding and the possibility of an extension was agreed. The Council has sole discretion on any extension of the contract.

Each potential supplier is to provide a breakdown within their tender for the project by the initial two year period and (if required) the 3rd year of the project. This breakdown will include the allocation of supplier inputs, staff, staff time, tasks and project costs for both the initial two years and the extension year.

Provisional timetable for recourse to these options

Number of possible renewals

In the case of renewable supplies or service contracts, estimated time frame for subsequent contracts

Section III: Legal, Economic, Financial and Technical Information

III.1)

Conditions Relating to the Contract

III.1.1)

Deposits and guarantees required

A Performance Bond or a a Parent Company Indemnity may be required in relation to the Contract at the Council’s sole discretion. A Parent Company Indemnity may be required in the event that the successful Tenderer is a subsidiary company.

III.1.2)

Main Terms of financing and payment and/or reference to the relevant provisions

Payment will normally be made within 30 days of the Council registering a valid invoice. The Council’s preferred method of payment is via BACS.

The contract will be awarded on the following terms and Conditions.

Clackmannanshire Council Terms & conditions are available to download from our web site Clacksweb @ http://www.clacksweb.org.uk/site/documents/procurement/termsandconditionsforordersandcontracts/

The selected terms and conditions will form the basis of any written signed contract between us, and will take precedence over any other conditions that you may propose.

No variation, replacement, alternative or substitute terms and conditions shall apply to the contract unless such terms are subscribed by the Clackmannanshire Council Governance Manager.

III.1.3)

Legal form to be taken by the grouping of suppliers, contractors or service providers to whom the contract is to be awarded

The contract will be awarded on the following terms and Conditions.

Clackmannanshire Council Terms & conditions are available to download from our web site Clacksweb @

http://www.clacksweb.org.uk/site/documents/procurement/termsandconditionsforordersandcontracts/

If you intend to form a partnership or consortium in order to deliver this contract, you must identify:

a) The lead organisation; or,

b) A legal entity,

to take responsibility for the tender and the eventual contractual arrangements.

If applying on behalf of a consortium, please list the names and addresses of all other members of the consortium. Please note that the tender will be evaluated based on the details supplied in the tender submission.

Contracts will normally be entered into with the nominated lead organisation and all members of the consortium, who will in these circumstances each be required to execute the contract together with all ancillary documentation, evidencing their joint and several liability in respect of the obligations and liabilities of the contract. It will be for members of the consortium to sort out their respective duties and liabilities amongst each other. For administrative purposes, any associated documentation will be sent to the nominated lead organisation.

If a consortium is awarded this contract, the members of the consortium will be required to form a single legal entity before entering into, or as a term of the contract.

If sub-contractors are proposed to assist in the delivery of the service, please list the business names and addresses.

III.1.4)

Other particular conditions to which the performance of the contract is subject

III.2)

Conditions for Participation

III.2.1)

Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers


(1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.

(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.

(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.

(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.

(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.

(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.

(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.

(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established

(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.

The contract will be awarded on the following terms and Conditions.

Clackmannanshire Council Terms & conditions are available to download from our web site Clacksweb @ http://www.clacksweb.org.uk/site/documents/procurement/termsandconditionsforordersandcontracts/

III.2.2)

Economic and financial capacity


(1) All candidates will be required to provide a reference from their bank.

(2) All candidates will be required to provide evidence of relevant professional risk indemnity insurance.

(3) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice.

(4) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.

The contract will be awarded on the following terms and Conditions.

Clackmannanshire Council Terms & conditions are available to download from our web site Clacksweb @ http://www.clacksweb.org.uk/site/documents/procurement/termsandconditionsforordersandcontracts/




III.2.3)

Technical capacity


(1) A statement of the candidate's average annual number of staff and managerial staff over the previous 3 years

(2) Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract;

(3) All candidates will be required to provide certification drawn up by an independent body attesting the compliance of the economic operator with quality assurance standards based on the relevant European standards.

(4) Certificates drawn up by official quality control institutes or agencies of recognised competence attesting the conformity of products clearly identified by references to specifications or standards.

(5) Samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so requests.

(6) A check may be carried out by the contracting authority or by a competent official body of the State in which the candidate is established, to verify the technical capacity of the candidate; and if relevant, on the candidates study and research facilities and quality control measures;

(7) An indication of the proportion of the contract which the services provider intends possibly to subcontract.

(8) A statement of the technicians or technical services available to the candidate to carry out the work under the contract; or be involved in the production of goods or the provision of services under the contract; particularly those responsible for quality control, whether or not they are independent of the candidate.

(9) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract.

(10) A list of works carried out over the past 5 years, detailing the value of the consideration received; when and where the work or works were carried out; and whether they were carried out according to the rules of the trade or profession and properly completed.




III.2.4)

Reserved contracts

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III.3)

Conditions Specific to Service Contracts

III.3.1)

Is provision of the service reserved to a specific profession?

No

III.3.2)

Will legal entities be required to state the names and professional qualifications of the personnel responsible for the execution of the service?

Yes

Section IV: Procedure

IV.1)

Type of Procedure


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Justification for the choice of accelerated procedure

IV.1.1)

Have candidates already been selected?

No

IV.1.2)

Limitations on the number of operators who will be invited to tender or to participate

Objective criteria for choosing the limited number of candidates

IV.1.3)

Reduction of the number of operators during the negotiation or dialogue

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IV.2)

Award Criteria

No


Yes

No

IV.2.2)

An electronic auction will be used

No

IV.3 Administrative Information

IV.3.1)

Reference number attributed to the notice by the contracting authority

2/6/1298

IV.3.2)

Previous publication(s) concerning the same contract

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Other previous publications

IV.3.3)

Conditions for obtaining specifications and additional documents

 23-06-2014

 


IV.3.4)

Time-limit for receipt of tenders or requests to participate

 30-06-2014  12:00

IV.3.5)

Date of dispatch of invitations to tender or to participate to selected candidates


IV.3.6)

Language or languages in which tenders or requests to participate can be drawn up

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IV.3.7)

Minimum time frame during which the tenderer must maintain the tender 

6 

IV.3.8)

Conditions for opening tenders





Section VI: Other Information

VI.1)

Indicate whether this procurement is a recurrent one and the Estimated timing for further notices to be published


VI.2)

Does the contract relate to a Project/Programme financed by Community Funds?

No



VI.3)

Additional Information

(SC Ref:305500)

VI.4)

Procedures for appeal

VI.4.1)

Body responsible for appeal procedures










Body responsible for mediation procedures










VI.4.2)

Lodging of appeals

The Council reserves the right to cancel the tender process at any point. The Council is not liable for any costs resulting from any cancellation of this tender process, nor for any other costs incurred by those tendering for this Contract. In the event that proceedings are brought against Clackmannanshire Council under regulation 47 of the Public Contracts (Scotland) Regulations 2012(SSI 2012 No 88) and the Utilities Contracts (Scotland) Regulations 2012 (SSI 2012 No 89), as amended, which came into force on 1st May 2012 , the Council reserve the right to suspend the contract until such time as the proceedings are finally determined or to terminate the contract on immediate written notice to the Service Provider without any penalty or damages due to the Council. ITT's must be completed in the English language. Tenderers are deemed to understand fully the processes that the Council is required to follow under relevant European and UK legislation, particularly in relation to Public Contracts (Scotland) Regulations 2012(SSI 2012 No 88) and the Utilities Contracts (Scotland) Regulations 2012 (SSI 2012 No 89), as amended, which came into force on 1st May 2012. Clackmannanshire Council will incorporate a minimum of 15 calendar day standstill period at the point of information on the award of the contract is communicated to candidates. Unsuccessful candidates may request a summary of reasons as to why their bid was unsuccessful. Such information can be obtained from the address specified in the contract notice.

VI.4.3)

Service from which information about the lodging of appeals may be obtained










VI.5)

Dispatch date of this Notice

 20-05-2014

Information added to the notice since publication.

Additional information added to the notice since it's publication.
DateDetails
09/06/2014 09:22REPLACED FILE: ITT for Redesign of Housing Services Processes[2]

Tender Documents
09/06/2014 09:29Clarification of tender submission date

Document has been updated at 1.2 only, to reflect the correct date of return. This ensures the date is consistent with section 3 and 4.2.4 of the document, apologies for any inconvenience
Main Contact: msharp@clacks.gov.uk
Admin Contact: N/a
Technical Contact: N/a
Other Contact: N/a

Commodity Categories

Commodity Categories
IDTitleParent Category
151200Efficiency ConsultancyConsultancy
151700Housing ConsultancyConsultancy
152010Management Consultancy - EfficiencyConsultancy
152011Management Consultancy - Organisation and PlanningConsultancy
259999other Housing ManagementHousing Management

Delivery Locations

Delivery Locations
IDDescription
140Tayside, Central & Fife

Document Family

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Publication Date: 30/07/2014
Notice Type: Contract Award Notice
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Further Instructions

The Buyer has attached further instructions with this notice. Please read these carefully and take the necessary action(s).

Record your interest in this notice and you will be automatically sent clarifications and deadline date changes etc. Please note that recording your interest does not automatically enter you into the tender process for this notice, you still have to submit your response by the deadline stated. To record an interest in this notice and add it to your interests list please click the Record your interest now button at the top of the page.

The awarding buyer has indicated that it will accept electronic responses to this notice via the Tender Submission Postbox facility.

Submit your tender response electronically in a secure environment.

To create an electronic response please click the Record your interest now button at the top of the page.

For more information on the Postbox Facility please refer to the user guide:

Ask the buyer any questions you may have relating to this notice. To ask the buyer a question or questions please click the Record your interest now button at the top of the page.

The following additional documents have been attached to this notice. To obtain these documents please select the individual file names below.

Alternatively, you can download all current documents (Zip File)

Current Documents

CreatedNameDescriptionSizeDownloads
20/05/2014 T&C Consultancy T&C Consultancy235.72 KB0
09/06/2014 ITT for Redesign of Housing Services Processes[3] Tender Documents835.50 KB0

Replaced Documents

CreatedNameDescriptionSize
20/05/2014ITT for Redesign of Housing Services Processes[2]Tender Documents835.00 KB

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