Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Pennaf Housing Group
72 Ffordd William Morgan
St Asaph
LL17 0JD
UK
Contact person: Our Consultant for this procurement: Gibbs Laidler Consulting
E-mail: jeremy.flint@gibbslaidler.co.uk
NUTS: UKL13
Internet address(es)
Main address: http://www.pennaf.co.uk
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA44665
I.2) Joint procurement
The contract is awarded by a central purchasing body
I.3) Communication
Access to the procurement documents is restricted. Further information can be obtained at:
www.sell2wales.gov.wales
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
www.sell2wales.gov.wales
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Housing and community amenities
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Provision of Insurance and related services to Pennaf Housing Group
II.1.2) Main CPV code
66510000
II.1.3) Type of contract
Services
II.1.4) Short description
Insurance and related services for Property, Legal Liability and other general non-life insurable risks, as required by Pennaf Housing Group.
II.1.6) Information about lots
This contract is divided into lots:
Yes
Tenders may be submitted for all lots
Maximum number of lots that may be awarded to one tenderer: 3
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:
The contracting authority ideally seeks a single provider for all Lots. Lots 1-4 will however be individually evaluated and therefore multiple awards may result. Where the respondent is an insurance Broker, it may choose to place the insurance(s) required within each Lot with different insurers at its discretion, but full details of the risk carrier(s) will be required, for evaluation purposes.
II.2) Description
Lot No: 1
II.2.1) Title
A programme of General Insurance and related services for Pennaf Housing Group
II.2.2) Additional CPV code(s)
66510000
66513100
66513200
66515000
66515200
66515410
66516000
66516400
66516500
66517300
66518000
66519500
II.2.3) Place of performance
NUTS code:
UKL13
Main site or place of performance:
Focused around the Offices and Housing Stock in St Asaph, North Wales, plus other areas that are necessary to fulfil the Contract.
II.2.4) Description of the procurement
A programme of General Insurance and related services for Pennaf Housing Group, excluding Motor Fleet risks and Engineering Insurance/Inspection. The programme will require Insurance and related services for risks that may include but not be limited to: property damage and business interruption, Employers, Public, Products and Property Owners liability, Business Combined/Office, Money, All Risks, Computer, Contract Works, Group Personal Accident, Professional Indemnity, Fidelity Guarantee/Crime, Employment Practices Liability, Cyber and Terrorism.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6) Estimated value
Value excluding VAT:
1 200 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start:
01/10/2018
End:
30/09/2021
This contract is subject to renewal: Yes
Description of renewals:
Pennaf Housing Group will consider entering into Long Term Agreements with the bidder and/or the risk carriers proposed by the bidder, for three years (or three periods of insurance), with the option to extend the award period by up to two further years, subject to satisfactory service, performance and cost.
II.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 3
Objective criteria for choosing the limited number of candidates:
This will be a two stage process, including a SQ (Selection Questionnaire) stage. Bidders failing to meet certain required minimum standards at selection (SQ) stage will be rejected. Bidders meeting the required standards at SQ stage for each Lot will be ranked according to the highest score achieved for the specific Lot and may be rejected in reverse order to achieve our maximum number of operators for each Lot of the ITT stage. Selection Criteria for the SQ stage are summarised in this Contract Notice but will be more fully stated in the SQ documentation.
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
Yes
Description of options:
Pennaf Housing Group will consider entering into Long Term Agreements with the bidder and/or the bidder's proposed Risk Carriers for three years (or three periods of insurance), with an option to extend the Award period subject to service, performance and cost.
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
As stated in the ITT documentation.
Lot No: 2
II.2.1) Title
Insurance and related services for Motor Vehicle risks (possibly including Motor Legal Expenses and Occasional Business Use)
II.2.2) Additional CPV code(s)
66514110
66516100
66517300
66518000
II.2.3) Place of performance
NUTS code:
UKL13
Main site or place of performance:
Focused around the Head Office and Housing Stock in St Asaph, North Wales, plus other areas that are necessary to fulfil the Contract.
II.2.4) Description of the procurement
Insurance and related services for Motor Vehicle risks (possibly including Motor Legal Expenses and Occasional Business use extensions).
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6) Estimated value
Value excluding VAT:
150 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start:
01/10/2018
End:
30/09/2021
This contract is subject to renewal: Yes
Description of renewals:
Pennaf Housing Group will consider entering into Long Term Agreements with the bidder and/or the risk carrier proposed by the bidder, for three years (or three periods of insurance), with an option to extend the award period by up to two further years, subject to satisfactory service, performance and cost.
II.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 3
Objective criteria for choosing the limited number of candidates:
This will be a two stage process, including a SQ (Selection Questionnaire) stage. Bidders failing to meet certain required minimum standards at selection (SQ) stage will be rejected. Bidders meeting the required standards for each Lot at SQ stage will be ranked according to the highest score achieved and may be rejected in reverse order to achieve our maximum number of operators for the specific Lot at ITT stage. Selection Criteria for the SQ stage are summarised in this Contract Notice and will be more fully stated in the SQ documentation.
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
Yes
Description of options:
Pennaf Housing Group will consider entering into Long Term Agreements with the bidder and/or the bidder's proposed Risk Carriers for three years (or three periods of insurance), with an option to extend the award period subject to service, performance and cost.
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
As stated in Tender documents.
Lot No: 3
II.2.1) Title
Insurance and related services to Pennaf Housing Group and associated with Engineering Insurance and a programme of Engineering Inspections for statutory and other items of plant and equipment.
II.2.2) Additional CPV code(s)
66519200
71631000
71631100
II.2.3) Place of performance
NUTS code:
UKL13
Main site or place of performance:
Focused around the Head Office and Housing Stock of Pennaf Housing Group, plus other areas that are necessary to fulfil the Contract.
II.2.4) Description of the procurement
Engineering Insurance and an associated programme of inspections for statutory and other items of engineering plant and equipment.
The Contracting Authority requires that LOLER Certification is planned 5 monthly, which will allow the Association one month to rebook appointments where access has not been gained. In addition, the Contracting Authority requires that the delivery of LOLER Visits is done in line with its Group 'NO access Process', this includes evidenced appointments and records of any appointment failures.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6) Estimated value
Value excluding VAT:
1 000 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start:
01/10/2018
End:
30/09/2021
This contract is subject to renewal: Yes
Description of renewals:
Pennaf Housing Group will consider entering into Long Term Agreements with the bidder and/or the risk carrier proposed by the bidder, for three years (or three periods of insurance), with an option to extend the award period by up to two further years, subject to satisfactory service, performance and cost.
II.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 3
Objective criteria for choosing the limited number of candidates:
This will be a two stage process, including a SQ (Selection Questionnaire) stage. Bidders failing to meet certain required minimum standards at selection (SQ) stage will be rejected. Bidders meeting the required standards for each Lot at SQ stage will be ranked according to the highest score achieved and may be rejected in reverse order to achieve our maximum number of operators for the specific Lot at ITT stage. Selection Criteria for the SQ stage are summarised in this Contract Notice and will be more fully stated in the SQ documentation.
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
Yes
Description of options:
Pennaf Housing Group will consider entering into Long Term Agreements with the bidder and/or the bidder's proposed Risk Carriers for three years (or three periods of insurance), with an option to extend the award period subject to service, performance and cost.
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Lot No: 4
II.2.1) Title
Optional Lot for Insurance and/or alternative Risk Financing associated with the insurable Risks of Pennaf Housing Group, excl Motor Fleet insurance & Engineering (see Lots 2 & 3).
II.2.2) Additional CPV code(s)
66510000
66513100
66513200
66515000
66515200
66515410
66516000
66516400
66516500
66517300
66518000
66519500
II.2.3) Place of performance
NUTS code:
UKL13
Main site or place of performance:
Focused around the Head Office and Housing Stock of Pennaf Housing Group, plus other areas that are necessary to fulfil the Contract.
II.2.4) Description of the procurement
An optional Lot to enable Pennaf Housing Group to consider its options for alternative risk financing including Captive or Protective Cell Company for its core insurable risks including Property and Third Party Liability risks. We anticipate this Lot will require a mixture of traditional and ARF which may be difficult to evaluate directly against purely traditional insurance proposed under Lot 1. Pennaf Housing Group therefore reserves its right to Award either Lot 1, or Lot 4 at its sole discretion. Each Lot will be fairly and individually evaluated.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start:
01/10/2018
End:
30/09/2021
This contract is subject to renewal: Yes
Description of renewals:
Pennaf Housing Group will consider entering into Long Term Agreements with the bidder and/or the risk carrier(s) proposed by the bidder, for three years (or three periods of insurance), with an option to extend the award period by up to two further years, subject to satisfactory service, performance and cost.
II.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 3
Objective criteria for choosing the limited number of candidates:
This will be a two stage process, including a SQ (Selection Questionnaire) stage. Bidders failing to meet certain required minimum standards at selection (SQ) stage will be rejected. Bidders meeting the required standards for each Lot at SQ stage will be ranked according to the highest score achieved and may be rejected in reverse order to achieve our maximum number of operators for the specific Lot at ITT stage. Selection Criteria for the SQ stage are summarised in this Contract Notice and will be more fully stated in the SQ documentation.
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
Yes
Description of options:
Pennaf Housing Group will consider entering into Long Term Agreements with the bidder and/or the bidder's proposed Risk Carriers for three years (or three periods of insurance), with an option to extend the award period subject to service, performance and cost.
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
As stated in Tender documents.
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:
Potential suppliers will be required to provide an overview of services provided to property owners, public sector organisations, social landlords or other relevant organisations over the past five years, plus details of three clients currently receiving similar services.
Potential suppliers will be asked to evidence permissions by the FCA, PRA or other appropriate regulatory authority indicating the types of insurance/service the bidder is authorised to arrange or provide.
III.1.2) Economic and financial standing
List and brief description of selection criteria:
The tender documents will require providers to produce financial information in relation to the type of services offered, including but not limited to three years reports and accounts.
Minimum level(s) of standards required:
The financial ability to deliver the programme, including Insurers that are at least ‘A-’ rated by Standard and Poor's (or equivalent rating by a recognised and independent Rating Agency). In the case of the latter, Pennaf Housing Group will evaluate and accept the Insurer(s) at its sole discretion, and may require prior to the Bid deadline the Bidder's Market Security Committee's latest report, including written opinion from the bidder's Committee around the suitability of the Insurer's standard of solvency and claims paying ability.
III.1.3) Technical and professional ability
List and brief description of selection criteria:
The tender documents will require providers to detail their relevant professional experience, resource, skills, qualifications and quality control practices.
III.2) Conditions related to the contract
III.2.1) Information about a particular profession
Participation is reserved to a particular profession: Yes
Reference to the relevant law, regulation or administrative provision:
For Insurance services, Insurers authorised under the Financial Services and Markets Act 2000, Insurance Companies Act 1982 (and any other statutory modifications thereof) and regulated by the Prudential Regulation Authority, UK Financial Conduct Authority, or equivalent in another member state of the European Economic Area. Insurance Brokers registered with and regulated by the Financial Conduct Authority.
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
Competitive procedure with negotiation
IV.1.4) Information about reduction of the number of solutions or tenders during negotiation or dialogue
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated
IV.1.5) Information about negotiation
The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
No
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
29/06/2018
Local time: 12:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date:
02/07/2018
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 3 (from the date stated for receipt of tender)
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Yes
Estimated timing for further notices to be published:
Between 3 or 5 years from the date of this Notice.
VI.2) Information about electronic workflows
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
Bidders should note that for reasons of confidentiality, full Tender information will be made available only to those Bidders that are selected to proceed to the ITT Stage. Sufficient detail is provided within this Notice, the SQ and via the Authority's e-procurement Portal to enable the Bidder to decide whether to participate in this process. At the ITT stage, all respondents will be required to detail your proposed insurance wordings and provide details of relevant experience of all account servicing, claims handling and risk management staff.
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=82300.
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.sell2wales.gov.wales/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.
Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:
As per the ITT documentation.
(WA Ref:82300)
The buyer considers that this contract is suitable for consortia.
VI.4) Procedures for review
VI.4.1) Review body
The High Court of England and Wales
London
UK
VI.4.3) Review procedure
Precise information on deadline(s) for review procedures:
The Contracting Authority will enter into this contract following a 10 calendar day standstill period starting on the day after the notification of the result. The Public Contracts Regulations 2015 provide for aggrieved Parties who have been harmed or who are at risk of harm by a breach of the Regulations to bring proceedings in the High Court. Any such proceedings must be brought within the limitation period specified by the Regulations according to the remedy sought.
VI.4.4) Service from which information about the review procedure may be obtained
The Cabinet Office
London
UK
VI.5) Date of dispatch of this notice
30/05/2018