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Notice Details

Title: Support for Communities Framework Lot 4 - Orkney, Shetland and Caithness & Sutherland
Published by: Highlands and Islands Enterprise
Publication Date: 03/02/2018
Deadline Date: 29/03/2018
Deadline Time: 12:00
Notice Type: 02 Contract Notice
Has Documents: Yes
Has ESPD: No
Abstract: This exercise is to put in place arrangements which will provide HIE with access to external expertise to support community-led organisations to develop their capacity and deliver prioritised projects. The requirement is being divided into 6 Lots being procured under separate Notices - this Notice relates to Lot 4 Orkney, Shetland and Caithness & Sutherland.
The Framework is anticipated to be awarded for 2 years with an optional period not exceeding 1 year. The estimated total value over the maximum duration of 3 years will be between GBP200k and GBP220k excluding VAT. This is the figure which has been used in II.2.6.
CPV: 79400000, 79400000, 66171000, 72224000, 79410000, 79411000, 79412000, 79413000, 79418000.

Contract notice

Directive 2014/24/EU - Public Sector Directive

Section I: Contracting authority

I.1) Name and addresses

Highlands and Islands Enterprise

313

An Lòchran, 10 Inverness Campus

Inverness

IV2 5NA

UK

Telephone: +44 1463245245

E-mail: hieprocurement@hient.co.uk

NUTS: UKM6

Internet address(es)

Main address: http://www.hie.co.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00313

I.3) Communication

The procurement documents are available for unrestricted and full direct access, free of charge at:

www.publiccontractsscotland.gov.uk


Additional information can be obtained from the abovementioned address


Tenders or requests to participate must be sent electronically to:

www.publiccontractsscotland.gov.uk


I.4) Type of the contracting authority

Regional or local agency/office

I.5) Main activity

Economic and financial affairs

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

Support for Communities Framework Lot 4 - Orkney, Shetland and Caithness & Sutherland

Reference number: O164

II.1.2) Main CPV code

79400000

 

II.1.3) Type of contract

Services

II.1.4) Short description

This exercise is to put in place arrangements which will provide HIE with access to external expertise to support community-led organisations to develop their capacity and deliver prioritised projects. The requirement is being divided into 6 Lots being procured under separate Notices - this Notice relates to Lot 4 Orkney, Shetland and Caithness & Sutherland.

The Framework is anticipated to be awarded for 2 years with an optional period not exceeding 1 year. The estimated total value over the maximum duration of 3 years will be between GBP200k and GBP220k excluding VAT. This is the figure which has been used in II.2.6.

II.1.5) Estimated total value

Value excluding VAT: 220 000.00 GBP

II.1.6) Information about lots

This contract is divided into lots: No

II.2) Description

II.2.2) Additional CPV code(s)

79400000

66171000

72224000

79410000

79411000

79412000

79413000

79418000

II.2.3) Place of performance

NUTS code:

UKM62

II.2.4) Description of the procurement

This framework will provide an alternative means of providing a range of practical support (not advice already accessible via HIE's Framework for Growth and Development – Specialist Advice) as many community-led organisations lack the capacity or a particular skills set to progress an opportunity timeously.

The types of support required have been categorised as Financial; Project Development; Project Delivery/Management and Procurement.

As indicated in II.1.4 this Lot relates to Lot 4 Orkney, Shetland and Caithness & Sutherland. The other Lots are as follows:

- Lot 1 Inner Moray Firth and Moray

- Lot 2 Argyll

- Lot 3 Innse Gall

- Lot 5 Lochaber, Skye & Wester Ross

- Lot 6 Performance Measurement (HIE wide)

Lot 6 is exempt from both The Public Contracts (Scotland) Regulations 2015 and the Procurement Reform (Scotland) Act 2014 & is therefore being procured via a selective competitive process.

II.2.5) Award criteria

Criteria below:

Quality criterion: Management & Delivery Methodology / Weighting: 20

Quality criterion: Management & Delivery Team / Weighting: 45

Quality criterion: Risks & Challenges / Weighting: 10

Quality criterion: Innovation & Added Value / Weighting: 5

Price / Weighting:  20

II.2.6) Estimated value

Value excluding VAT: 220 000.00 GBP

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 36

This contract is subject to renewal: Yes

Description of renewals:

The Framework will be awarded for an initial period of 2 years with HIE having the option to extend for a period or periods together not exceeding 1 calendar years following the Initial Term.

II.2.9) Information about the limits on the number of candidates to be invited

II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: Yes

Description of options:

In accordance with Regulation 72(1)(a) of the Public Contracts (Scotland) Regulations 2015, HIE reserves the right to make changes to the volume, scope or location of the Services following a review of the Services by HIE, particularly with regard to demand and budgetary availability or where HIE's strategic focus changes as a result of Scottish Government direction or a shift in policy. This may result in amendments to existing requirements or the sourcing of new types of support.

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

II.2.14) Additional information

Economic operators may be excluded from this competition if they are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015.

Section III: Legal, economic, financial and technical information

III.1) Conditions for participation

III.1.2) Economic and financial standing

Minimum level(s) of standards required:

ESPD 4B.5 It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commence of any subsequently awarded contract, the types and levels of insurance indicated below:

Employer’s (Compulsory) Liability Insurance = GBP5m

http://www.hse.gov.uk/pubns/hse40.pdf

Public Liability Insurance = GBP5m

Professional Indemnity Insurance = GBP5m

III.1.3) Technical and professional ability

List and brief description of selection criteria:

Bidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract.


III.2) Conditions related to the contract

III.2.1) Information about a particular profession

III.2.2) Contract performance conditions

The contract will include Key Performance Indicators (KPIs), which can be found within the Tender documentation.

III.2.3) Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure

IV.1) Description

IV.1.1) Type of procedure

Open procedure

IV.1.3) Information about a framework agreement or a dynamic purchasing system

The procurement involves the establishment of a framework agreement with several operators.

Envisaged maximum number of participants to the framework agreement: 4

IV.1.8) Information about Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: Yes

IV.2) Administrative information

IV.2.1) Previous publication concerning this procedure

Notice number in the OJ S:

2017/S 226-470750

IV.2.2) Time limit for receipt of tenders or requests to participate

Date: 08/03/2018

Local time: 12:00

IV.2.4) Languages in which tenders or requests to participate may be submitted

EN

IV.2.7) Conditions for opening of tenders

Date: 08/03/2018

Local time: 12:00

Section VI: Complementary information

VI.1) Information about recurrence

This is a recurrent procurement: Yes

Estimated timing for further notices to be published:

HIE reserves the right to re-tender for these services upon termination of the contract or at the end of the contract period, including any extension period.

VI.2) Information about electronic workflows

Electronic ordering will be used

Electronic invoicing will be accepted

Electronic payment will be used

VI.3) Additional information

This is one of 6 Frameworks being procured under separate notices (Lots). Bidders can submit a response for any of Lots 1-5. Lot 6 is being procured via a selective competitive process. Bidders who are interested in bidding for any of Lots 1-5 can do so by locating the PCS/OJEU notices, published on the same date with “SUPPORT FOR COMMUNITIES FRAMEWORK’ in the contract description.

Estimated values in II.1.4 & II.2.6 are indicative only & relate to the current anticipated values over the 36 month period. The estimated max aggregated value (across all 6 Lots) over 36 months is GBP1m.

This Framework will be non-exclusive i.e. HIE reserves the right, in certain circumstances, to procure out with the Framework as & when required.

It will also be available for call-off by any current or future HIE subsidiary organisation, associated company, joint venture or similar, subject to a case-by-case prior approval by HIE.

ESPD:

- Q2A.3 (not scored) Where relevant, bidders are required to insert details of their Companies House (or equivalent) registration number.

- Where relevant, bidders are required to provide information relating to consortia (Q2C1 of ESPD) and/or sub-contractors (Qs 2C1 & 2D.1 of the ESPD) with the relevant supporting ESPD documentation being submitted.

- Q3D.12 Bidders should refer to the "Conflict of Interest" Section within the Scope of Requirements.

- Q4A2 - Bidders must confirm Data Protection registration will be in place for contract commencement.

- Q4B6 - Where bidding as a personal service company (PSC) or using a personal service company to provide services under the Framework please identify these in your response to 4B.6.

The Award criteria will be marked using the following criteria:

0 Unacceptable - Nil or inadequate response which fails to demonstrate an ability to meet the requirement.

1 Poor - Response is partially relevant but generally poor. It addresses some elements of the requirement but contains insufficient/limited detail or explanation to demonstrate how the requirement will be fulfilled.

2 Acceptable - Response is relevant and acceptable. It addresses a broad understanding of the requirement but may lack details on how the requirement will be fulfilled in certain areas.

3 Good - Response is relevant and good. It is sufficiently detailed to demonstrate a good understanding and provides details on how the requirements will be fulfilled.

4 Excellent - Response is completely relevant and excellent overall. It is comprehensive, unambiguous and demonstrate a thorough understanding of the requirement and provides details of how the requirement will be met in full.

In order to participate, Bidders should register, for free, on the Public Contracts Scotland (PCS) website and record their interest in this contract & download & complete all relevant documentation.

Tenders must be submitted via the PCS postbox & be received by the published deadline. Late tenders will not be accepted & HIE will reject any submissions received after the deadline. Email or hard copy responses will not be accepted.

PCS also gives access to an on-line Question & Answer facility - allowing queries to be submitted (anonymously), & answers published & shared with all potential bidders.

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=528241.

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.

(SC Ref:528241)

Download the ESPD document here: http://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=528241

VI.4) Procedures for review

VI.4.1) Review body

Highlands and Islands Enterprise

An Lòchran, 10 Inverness Campus

Inverness

IV2 5NA

UK

Telephone: +44 1463245245

E-mail: hieprocurement@hient.co.uk

Internet address(es)

URL: http://www.hie.co.uk

VI.5) Date of dispatch of this notice

01/02/2018


Information added to the notice since publication.

Additional information added to the notice since it's publication.
DateDetails
16/02/2018 15:02Pricing Proforma

Please note, bidders do not need to complete Sheet 1 on the Pricing Proforma.
21/02/2018 10:57REPLACED FILE: Lot 4 CS Pricing Proforma 20180125

Lot 4 CS - Pricing Proforma
21/02/2018 10:57Scenario Pricing

The following query has been raised in respect of another related Lot which we feel may be relevant to this Lot:
Question
On the price pro-forma, how do you calculate the maximum day rate for each scenario? Is it based on the number of days per role multiplied by the role day rate, multiplied by the number of days each role is required, then the average is taken by diving the total by the number of days for the project?

Answer
It is up to bidders to determine their methodology for costing Scenario Maximum Day Rates (MDR) and this is one method that could be used. The MDR should be based on factors such as who and how you will deliver the scenarios identified and result in a Maximum Day Rate to be charged to HIE should such a scenario arise. Please note these Rates, as for all other Rates provided, are fixed for the duration of the Framework and any extension and are a maximum which cannot be exceeded but can be reduced at mini-tender/direct award stage.
To avoid any confusion we have removed the 2nd Sheet from the Pricing Proforma and an updated version has been uploaded replacing the earlier version published. Please ensure you use this updated version.
27/02/2018 10:56Change to Professional Indemnity Insurance (PII ) & Indicative Timescales

Following a query regarding PII & the related retention period we would like to provide the following information to all bidders.
As explained, when determining appropriate levels of insurances, HIE are required to consider a number of aspects including the potential risk/s associated with delivering these requirements. The nature and depth of some of the activities which may be required (eg providing technical support for renewable energy developments or supporting a community with funding applications and other fundraising to develop a significant building or community asset) lead HIE to believe they pose a higher level of risk compared to other consultancy engagements and therefore we feel £5m for PII is not disproportionate.
Bidders are reminded that, as detailed in the Award Criteria Response Form, when costing Price (ie Rates), HIE have allowed for various factors to be considered, including any relating to fees.
We feel the 5 year retention timescale aligns with other public sector bodies standard terms and conditions and that of the Prescription & Limitations (Scotland) Act 1973.
However, following consultation with our Insurance Broker, we have decided to amend the requirement for Professional Indemnity Insurance from an “each and every claim” basis to “for each and every claim and in the aggregate”.
The published Scope of Requirements and Terms and Conditions have both been replaced to incorporate this change - previous versions should be disregarded. We have also removed the Property Losses from the Terms and Conditions.
To allow for these changes, the deadline for asking queries is now extended to 12 noon on 21st March with the new deadline for tenders being received now being 12 noon on 29th March.

Amendments to Contract Notice:
Replace
IV.2.2) Time limit for receipt of tenders or requests to participate
Date: 08/03/2018
Local time: 12:00
with
IV.2.2) Time limit for receipt of tenders or requests to participate
Date: 29/03/18
Local time: 12:00

Replace
IV.2.7) Conditions for opening of tenders
Date: 08/03/2018
Local time: 12:00
With
IV.2.7) Conditions for opening of tenders
Date: 29/03/18
Local Time: 12:00

Reason
To allow bidders sufficient time to submit proposals due to changes to Insurance requirements as per Additional Information provided.
27/02/2018 10:57Notice date(s) changed

IV.2.2) Time limit
Old date: 08/03/2018 12:00
New date: 29/03/2018 12:00

IV.2.7) Conditions for opening of tenders
Old date: 08/03/2018 12:00
New date: 29/03/2018 12:00

To allow bidders sufficient time to submit proposals due to changes to Insurance requirements as per Additional Information provided.
27/02/2018 10:57Question and Answers deadline change

The deadline for submission of questions through the online Q&A function has been changed as below.
Old question submission deadline: 27/02/2018 12:00
New question submission deadline: 21/03/2018 12:00
Please ensure that you have submitted all questions before the new date.
27/02/2018 10:57REPLACED FILE: Lot 4 CS Scope of Requirements and Guidance Notes

Lot 4 CS - Scope of Requirements & Guidance Notes
27/02/2018 10:59REPLACED FILE: CS Framework Agreement

Terms & Conditions
27/02/2018 13:13Question - Award Criteria Tender Response Form

The following query has been raised in respect of another related Lot which we feel may be relevant to this Lot:
Question
In the Tender Response Form note for Q3 it indicates "max 2 individuals for each type of support identified". Does the "type or support" refer to the four types of support in the first column on the table on p4 ("Previous Knowledge Skills and Experience), or to the bullet points in the second column, or to the list on p5 (Culture and Heritage, Tourism etc). Is it allowable for consultants to be supporting clients across multiple types of support and therefore have more than two people per type of support?
Answer
The type of support refers to the "Type of Support" and consequently the "Key areas of knowledge/skills/experience" as detailed in Table 2 of the Scope of Requirements. It is up to bidders to determine how best demonstrate how their proposed management and delivery team meets HIEs requirements, bearing in mind the historic types of projects and specialist sector knowledge identified. It is allowable for consultants to be supporting clients across more than one type of support, but, as per the note, a maximum of 2 individuals would be accepted for each type of support.
06/03/2018 13:11ESPD query

The following query has been raised in respect of another related Lot which we feel may be relevant to this Lot:

Question
In the ESPD, please can you clarify question 4B6 - "Concerning any other economic or financial requirements, that may have been specified in the relevant Contract Notice, the bidder declares that:" Thank you
Answer
Page 13 of the Scope of Requirements & Guidance Notes (Part IV B Economic & Financial Standing) and Section VI.3 of the Contract Notice (Additional information) provides detail in terms of your response to this question ie "HIE as a public body must comply with HMRC IR35 provisions. Therefore, where you are bidding as a personal service company (PSC) or will be using a personal service company to provide services under the Framework please identify these PSC(s) in your response to 4B.6.".
06/03/2018 16:50ESPD query

The following query has been raised in respect of another related Lot which we feel may be relevant to this Lot:
Question
In the ESPD document at section 4A2 it asks "Is it a requirement in the bidder’s country of establishment to hold a particular authorisation or membership of a particular organisation needed in order to be able to perform the service in question" and then follows up at 4A 2.1 with a reference to Data protection. Can you clarify whether this section only refers to data protection compliance and what the membership requirement refers to.
Answer
We expect the answer to either 4A.2 or 4A.2.2 to be “Yes” with supporting text in response to 4A.2.1 confirming Data Protection registration will be in place for contract commencement. If evidence of this is available electronically you should provide details in 4A.2.3. We do not require information relating to any other authorisation or membership in answer to this question.
09/03/2018 10:45Roles, Pricing etc

The following query has been raised in respect of another related Lot which we feel may be relevant to this Lot:

Question
The response to Question published 03 Feb 2018 re ‘max 2 individuals for each type of support’ confirms a maximum of two individuals for each type of support. a) The Award Criteria Response Form also states that named individuals should be aligned to the Pricing Proforma, however the Pricing Proforma shows 4 ‘Roles’ contributing to the MDR. If a project REQUIRES Snr Consultant, Sector Specialist and Admin Support – surely this is more than 2 individuals? b) The Award Criteria Response Form also refers to the summary table which should list the project Manager - a Role not identified on the Pricing Proforma – or is it meant that this title should be assigned to one of the 4 roles on the Proforma?

Answer
There are 4 types of support required (Financial, Project Development, Project Delivery/Management and Procurement). Therefore, bidders have the ability to submit details for up to 8 individuals. We expect these to cover 3 of the 4 roles and relate to those who will be directly involved in delivery of the requirements. The Admin role is optional and additional and should be used where bidders wish to separate out this cost. If the Admin rate is not to be separated out it cannot be charged to HIE in any call off requirements and you should put zero in this field.

The roles identified in the Pricing Proforma are there to cover all potential call offs. As indicated it is up to bidders to determine the best fit against the roles within their own organisational structure.

For the avoidance of doubt all the Rates provided are the maximum Rates that will apply to any call off. In addition to being used for evaluation purposes, these rates are required so HIE can monitor and manage the Framework and ensure rates are not exceeded at call off stage. Should additional individuals be required at call off stage (ie not identified in your bid for the Framework) then, at call off stage, these will also need to align with the roles and maximum rates identified in the Pricing Proforma.

We appreciate the Project Manager (PM) for the Framework is not a separate role identified on the Pricing Proforma. However, as indicated, you should clearly identify the PM. If, this individual will also be directly delivering the requirements, then you should specify which role they align to on the Pricing Proforma i.e. Senior Consultant, Consultant or Sector Specialist. If not, then they still need to be identified and it is up to bidders to determine how to absorb any additional related costs e.g. you could accommodate costs associated with the PM role within the rates provided for other role/s.
12/03/2018 11:05Pricing Proforma

The following query has been raised in respect of another related Lot which we feel may be relevant to this Lot:

Question
Re the question about rates / roles etc, are you going to reissue the pricing template with the column for the weighting of the roles unlocked so we can set admin weighting to zero? Currently if we set price for admin to £0, the template appears to be still using the weighting and in effect it skews the average daily rate downwards. Or why not just knock out the admin role altogether so that we just build in any admin and the project management into the rates for the consultancy deliverers?
Answer
We will not be re-issuing or unlocking the spreadsheet. As explained, some bidders may wish to use this option and therefore in order for HIE to evaluate all submissions on the same basis the Admin option, and its low weighting, will remain.
23/03/2018 07:34Non Scored Questions Form - Community Benefits

We would like to highlight that there is not a maximum page limit in terms of your response to the question on Community Benefits in the Non Scored Questions Form.
However, as indicated, we expect a short description for each Community Benefit offered and therefore your response should be as succinct as possible detailing the information requested.
Main Contact: hieprocurement@hient.co.uk
Admin Contact: N/a
Technical Contact: N/a
Other Contact: N/a

Commodity Categories

Commodity Categories
IDTitleParent Category
151000Business ConsultancyConsultancy
151400Financial ConsultancyConsultancy
151700Housing ConsultancyConsultancy
152000Management ConsultancyConsultancy
152010Management Consultancy - EfficiencyConsultancy
152011Management Consultancy - Organisation and PlanningConsultancy
152012Management Consultancy - PersonnelConsultancy
159999other ConsultancyConsultancy
152100Procurement ConsultancyConsultancy
152200Strategic Planning ConsultancyConsultancy

Delivery Locations

Delivery Locations
IDDescription
120Highlands and Islands

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
03/02/2018 Lot 4 CS Award Criteria Tender Response Form Lot 4 CS - Award Criteria Tender Response Form42.88 KB50
03/02/2018 Lot 4 CS Forms for Signature Lot 4 CS - Forms for Signature213.13 KB28
03/02/2018 Non Scored Questions Form Lot 4 CS - Non scored questions form46.50 KB27
03/02/2018 Scenario 4 - Procurement Scenario - Procurement271.34 KB30
03/02/2018 Scenario 3 - Project Delivery or Project Management Scenario - Project Delivery/Project Management276.39 KB32
03/02/2018 Scenario 2 - Project Development Scenario - Project Development274.58 KB32
03/02/2018 Scenario 1 - Finance Scenario - Finance191.38 KB32
03/02/2018 Annual Return Example Annual Return Example82.70 KB29
03/02/2018 HIE Business Travel Policy HIE Business Travel Policy356.58 KB26
03/02/2018 SDP - Helping You Bid Better Flyer SDP - Helping You Bid Better Flyer1.08 MB25
03/02/2018 CDS - Collaboration Flyer CDS - Collaboration Flyer147.18 KB24
03/02/2018 HIE Conflicts of Interest Policy HIE Conflict of Interest Policy363.91 KB22
03/02/2018 Lot 4 CS ESPD (Scotland) v1.9 Lot 4 CS - ESPD97.92 KB38
21/02/2018 Lot 4 CS Pricing Proforma 20180221 - Revised Version Lot 4 CS - Pricing Proforma41.00 KB29
27/02/2018 Lot 4 CS Scope of Requirements and Guidance Notes - Revised Version Lot 4 CS - Scope of Requirements & Guidance Notes674.31 KB19
27/02/2018 CS Framework Agreement - Revised Version Terms & Conditions398.73 KB11

Replaced Documents

CreatedNameDescriptionSize
03/02/2018Lot 4 CS Pricing Proforma 20180125Lot 4 CS - Pricing Proforma42.50 KB
03/02/2018Lot 4 CS Scope of Requirements and Guidance NotesLot 4 CS - Scope of Requirements & Guidance Notes672.43 KB
03/02/2018CS Framework AgreementTerms & Conditions401.64 KB

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