II.2.2) Additional CPV code(s)
71250000
71300000
71620000
71631000
II.2.3) Place of performance
NUTS code:
UKJ31
UKJ32
UKJ35
Main site or place of performance:
The council's property portfolio also encompass properties which are located within the boundaries of Havant Borough Council.
The framework agreement may also be accessed by Gosport Borough Council and Southampton City Council, however the council can provide no guarantees in respect of usage by these additional named Contracting Authorities.
II.2.4) Description of the procurement
At the same time as framework establishment the following two call off contracts were let and awarded to F R Consultants LLP from Portsmouth City Council:
1) 18M+ PROJECT CONTRACT
• Form of Contract: NEC 4 Professional Services Contract Option A
• Duration: August 2023 to April 2024
• Value: £2,166,557
2) INDIVIDUAL SURVEYS CONTRACT
• Form of Contract: NEC 4 Professional Services Contract Option E utilising Option X19 Task
Order draw down mechanism
• Duration: 2 years from award with the potential for extension up to a maximum of 5 years in increments to be agreed.
• Total Value: £1,828,046
FRAMEWORK - SCOPE OF SERVICES
Typically, services will be related to fire engineering consultancy and will include, but not be limited to the following:
• Gap Analysis
• Fire Door Surveys (Residential and Communal)
• Compartmentation Survey Type 4
• FRAEW to PAS9980
• EWS1 Form
• Structural Assessment / Inspection
• Building Condition Survey
• Fire Alarm and Systems Check Review
• Fire and Rescue Service Equipment Review
• Fire Strategies
• Fire Risk Assessments
• Building Safety Cases
• Resident Engagement Strategies
• Prioritisation of works and blocks
• Existing building plans
• H&S compliance items
FRAMEWORK OPERATION - RE-RANKING
Ranking will remain fixed for the duration of the Framework but may be altered over the course of the framework as a result of:
• Suspension, barring, insolvency
• Re-ranking mini competition process
• KPI performance
• Procurement compliance
Generally, the re-ranking mini-competition process will not be undertaken at intervals of no more than 12 months except in exceptional circumstances.
FRAMEWORK OPERATION - CALL OFF PROCESSES
The framework will allow for call off of contracts via either Direct Award or Mini-Competition as set out below.
FRAMEWORK OPERATION - DIRECT AWARD CALL OFF PROCESS
Call off contracts may be let via direct award in the following circumstances:
• On a Ranked Basis - call-off contracts will be awarded to the highest ranked consultant where the services required may be commissioned without any substantive alterations to terms and pricing established at point of framework award. Where the highest ranked Consultant is unable to undertake the services due to performance and / or capacity issues, the second ranked Consultant may be approached, and so on.
• On a Repeat Work Basis - where requirements are of a sufficiently similar nature to those being provided by a Consultant under a pre-existing contract let via the framework agreement and may be commissioned without any substantive alteration to terms and
pricing established at point of framework or call off award.
Requirements may be considered sufficiently similar in nature where ALL of the factors below apply:
o The value of the call off contract is within approximately 50% above or below in value of a previous similar call off contract
o The scope of activities are materially similar in nature
o Similar building types / infrastructure
o The form of call of contract used includes for no changes to economic balance between the Client and the Consultant as the previous similar call off contract.
FRAMEWORK OPERATION - MINI-COMPETITION CALL OFF PROCESS
As the council ideally wishes to work with one partner consultant over term of the framework, mini-competitions will generally only be run in the following circumstances:
• Where not all the terms governing the provision of the services concerned are laid down in the framework agreement and associated template call-off contracts
• Where there is a need to formulate more precisely or significantly depart from the terms of the relevant template call-off contract
• Where there is a need to alter the pricing established at the point of framework award
• As an alternative to direct award on a ranked basis following suspension or termination from the framework agreement of the previous number 1 ranked supplier or supplier who had
undertaken similar services in the case of repeat work options
FRAMEWORK OPERATION - CALL OFF CONTRACT TERMS
Call off contracts via the framework agreement will be let using the NEC 4 Professional Services Contract or NEC 4 Professional Services Short Contract.
FRAMEWORK OPERATION - PRICING & TIMESCALES
The following cost and timescale elements submitted at tender by the successful consultants will be held at framework level. These cost elements must be honoured throughout the term of the framework agreement on a meet or beat basis in respect of future call offs.
• *Hourly rates
• NEC 4 Fee Percentages (For NEC4 PSC Option A, NEC4 PSC option E and NEC4 PSSC)
• *Rates held in price list for individual surveys which will be used to price the task orders
(NEC4 PSC Option E + X19)
• Lead in time for surveys and turnaround times for individual surveys
*These cost elements may be subject to yearly increase subject to request and approval by the council as set out within the procurement documents.
II.2.5) Award criteria
Price
II.2.11) Information about options
Options:
Yes
Description of options:
The contract for Individual surveys may be extended by another 3 years up to a maximum of 5 years in increments to be agreed.
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No