ࡱ> HJEFGy bjbjEE t''&=#"_#{#{#{#$###P#L;%<#|}w'L'"':(((((|||||||^|{#G,((G,G,|{#{#((},222G,{#({#(|2G,|22qOv(8™#a.~sR|@}<|}sT/JpOvOv{#v()2<*l*(((||)2(((|}G,G,G,G,((((((((( ": CONTENTS CLAUSE PAGE NO. 1. Schedule 1 - Instructions to Tenderers 1.1 Introduction 2 1.2 Disclaimer 4 1.3 Scope of Contract 5 1.4 Contract Period / Conditions 13 1.5 Tender to be Submitted 13 1.6 Tender Submission Procedures 14 1.7 Tenderers Requests for Clarification 15 1.8 Tender Response Requirements 16 1.9 Procurement Programme 16 1.10 Standstill Period 16 1.11 Tender Evaluation 16 1.12 Awards Decision Notice 20 1.13 Form of Tender 20 1.14 Post Tender Clarification 21 1.15 Award of Contract 21 1.16 Commercial and Corporate Information Required 21 1.17 Confidentiality and Copyright 21 1.18 Canvassing and Non-Collusion 22 1.19 Applicable Law 23 1.20 Prices, Currencies and Taxation 23 2. Appendices Appendix A District Profile Information 24 Definitions The Council South Derbyshire District Council Company / Tenderer Company submitting a tender Contractor the winner of the contract Authorised Officer designated representative of the Council Account Manager Lead officer for the Company The Act Housing Act 2004 The Council South Derbyshire District Council The Contractor The person/company appointed by the Council BRE Building Research Establishment CIEH The Chartered Institute of Environmental Health DBS Disclosure and Barring Service DCLG Department of Communities and Local Government EPC Energy Performance Certificate HHSRS Housing Health and Safety Rating System HMO House in Multiple Occupation LLPG Local Land and Property Gazetteer RDSAP Reduced Data Standard Assessment Procedure SAP Standard Assessment Procedure 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 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. 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 Councils Housing Strategy. 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. 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: Deliver a range of affordable and decent housing options, within safe and clean neighbourhoods. Strengthen South Derbyshires 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  HYPERLINK "mailto:tenders@south-derbys.gov.uk" tenders@south-derbys.gov.uk 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 Councils requirements and is not intended to form the basis of a tenderers 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 Councils 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 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 Councils 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 The research is required to support the Councils 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 Councils 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 Seekers 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). 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 Governments Standard Assessment Procedure (SAP) to enable the Council to develop its Home Energy Conservation Act (HECA) Strategy, and to satisfy the Councils 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. 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 Governments 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. 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 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. 1.3.4 The details below must be included in each survey form involving an inspection of a private sector dwelling: Property Information 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 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: working smoke detector; age and rating of boiler; type of heating system and heating fuel; improvements such as loft conversions and conservatories; the presence or absence of loft insulation, double glazing and draught proofing; and 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. 1.3.5 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: Household Information 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 Individual Information Gross income of head of household, and partner if any 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 1.3.6 Work to be Carried Out by the Contractor Sample Design and Selection 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. 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. 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 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. 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. 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. 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. 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. Design of Survey Form 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. 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 Councils 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. 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 Contractors responsibility to ensure the occupier is aware of this during the completion of the survey. 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. 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. 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 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 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. 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. Council expects that the Contractor will incorporate the latest Census data, where relevant, within the final report. 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 Councils expense). 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). 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 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. 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. raw data should be in a format compatible with the Councils own systems (MS Excel) and must be provided in a format that complies with the Contractors and the Councils duties for data protection under the Data Protection Act 1998 and the Councils duties under the Freedom of Information Act 2000. 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, socio-economic 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 individuals 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 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. 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. 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 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. 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. 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. 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 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. 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. 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 between the Company and the Contract Administrator in which event a written and signed confirmation shall be issued as soon as practical thereafter. 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 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 commencesBeginning of September 2013Fieldwork commencesEarly September 2013Completion of fieldworkEnd of September 2013Agreement of report format and contentOctober 2013 Presentation of primary resultsEnd of October 2013Presentation of interim reportMid November 2013Presentation of final report and handover of dataEnd 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: The Expiry Date; or The Termination Date. 1.4.4 Assignment, Transfer, Subletting 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 This contract will be let under a Consultancy Agreement amended to reflect standard Terms and Conditions. 1.5 Tender to be Submitted 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 to 1.6.10 inclusive and provide, as a minimum, all information requested within Clause 1.8 (Tender Response Requirements). Tenderers are required to: Submit a compliant tender for the Private Sector Condition Survey Contract; Provide the Service for the Council to the standards required, as detailed in this Invitation to Tender. 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 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 Councils 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 Councils requirements should clearly outline the question(s) and send these to  HYPERLINK "mailto:tenders@south-derbys.gov.uk" tenders@south-derbys.gov.uk. 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,  HYPERLINK "mailto:carl.veal@south-derbys.gov.uk" carl.veal@south-derbys.gov.uk. 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. 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 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. Stage FromToTendering Period18July 20138th August July 2013Evaluation Period9th August 201320th August 2013Agree Award of Contract 20st August 201310 Day Standstill Period 21st August 201330th August 2013Confirm with Successful Tenderer 30th August 2013Contract Commencement 1st September 2013 1.10 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: Part A Qualification Questions. All tenderers must pass this stage to pass through to the Part B, evaluation of prices and method statements. Part B Assessment of Price and Quality Method Statements (MEAT). Those tender submissions that pass Part A will be assessed as outlined in 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 Councils 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% The pricing criteria will be evaluated as follows :- The maximum score of 60% will be allocated to the lowest priced tender; 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% To determine the Quality of each Applicants 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. Each method statement will be evaluated against the evaluation matrix referred to in paragraph 1.11.11. The maximum score of 40% will be allocated to the tender that obtains the highest quality score. 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. The Council when comparing Tenders will also have regard to the following :- 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. will be evaluated, taking into account the costs expected to be incurred by the Council over the Contract period. 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. 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. AssessmentScoreInterpretationExcellent5Exceeds 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.Good4Satisfies 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.Acceptable3Satisfies the requirement. Demonstration by the Applicant of the relevant ability.Minor Reservations2Satisfies the requirement with minor reservations. Some minor reservations of the Applicants relevant ability.Serious Reservations1Satisfies the requirement with major reservations Considerable reservations of the Applicants relevant ability, understanding, experience, skills, resource & quality measures required to provide the supplies/services, with little or no evidence to support the response.Unacceptable0Does 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 listed Companies may be invited to attend a clarification interview to discuss their Quote submission in more detail. 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  HYPERLINK "mailto:tenders@south-derbys.gov.uk" tenders@south-derbys.gov.uk 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. 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 tenderers 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. 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 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 Information in relation to this Quote may be made available on demand in accordance with the requirements of the Freedom of Information Act 2000. 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. 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. Any tenderer who: Fixes or adjusts the amount of its tender by or under or in accordance with any agreement or arrangement with any other person; or 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 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 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 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. 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 Non-Canvassing 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 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. 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. Appendix A: District Profile Information Total Dwelling Stock and Basic Characteristics Total Dwellings40760Total Public Sector3890Total Private Sector36870Private Sector Non-Decent Dwellings11300Vacant Private Sector Dwellings1089Average Private Sector EPC RatingE BME Information EthnicitySouth Derbyshire %England %White95.785.5Mixed1.22.2Asian or Asian British2.47.7Black or Black British0.43.4Other0.21.0  Source: DCLG Live Table 100 -  HYPERLINK "https://www.gov.uk/government/statistical-data-sets/live-tables-on-dwelling-stock-including-vacants" https://www.gov.uk/government/statistical-data-sets/live-tables-on-dwelling-stock-including-vacants page accessed 290513  SDDC Private Sector House Condition Survey, May 2009  Source: DCLG Live Table 615  HYPERLINK "https://www.gov.uk/government/statistical-data-sets/live-tables-on-dwelling-stock-including-vacants" https://www.gov.uk/government/statistical-data-sets/live-tables-on-dwelling-stock-including-vacants page accessed 290513  ELASH Data Return, Quarter 3 2012  Source: 2011 Census Table KS201EW Ethnic group, local authorities in England and Wales  HYPERLINK "http://www.ons.gov.uk/ons/publications/re-reference-tables.html?edition=tcm%3A77-286262" http://www.ons.gov.uk/ons/publications/re-reference-tables.html?edition=tcm%3A77-286262 page accessed 290513     PAGE  PAGE 15 +EGXYjk     ? @ A ] ^ _ x y z ɼɲɲɨɞɔɔ}p}}}}h|h'OJQJ^Jh|hr0jOJQJ^Jh@OJQJ^JhfOJQJ^JhOJQJ^JhgcOJQJ^JhLOJQJ^JhKhKOJQJ^JhKhr0jOJQJ^Jhr0jOJQJ^JhQ5OJQJ^Jhr0j5OJQJ^Jhr0j hr0j>*&  EFZl A _ z X$% X#$ X$ X$ %a$$ 8a$$ 8&d P a$z   ? @ H f g h n ¸«ž鞔锞鞸}}sihP jOJQJ^Jhr0jOJQJ^Jh!PvOJQJ^Jh9h9OJQJ^JhfOJQJ^Jh9hr0jOJQJ^JhQhQOJQJ^Jh[bJOJQJ^JhQhr0jOJQJ^Jhbhr0jOJQJ^Jhmhr0jOJQJ^Jh@OJQJ^Jh&Hhr0jOJQJ^J' B i      N }   - ] gd}5gd}`)$ 8a$ X X$ X$%      + , N U } ĺĭzpfp\f\pfOpfph}`)h}`)OJQJ^Jh9SOJQJ^Jh0IPOJQJ^Jh}`)OJQJ^J h}`)h}`)h}`)hr0jOJQJ^JhP jOJQJ^Jh!PvOJQJ^Jh@OJQJ^JhhOJQJ^JhOJQJ^JhQOJQJ^JhRSOJQJ^Jh^BhRS5OJQJ^Jh^BhP j5OJQJ^Jh^B5OJQJ^J   QRST^ij?@>beivw}ʶʨ}pc[T[OKh- h-5 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