CONTRACT NOTICE – OFFICIAL JOURNAL

Section I: Contracting Authority

I.1)

Name, Address and Contact Point(s)

I.2)

Type of contracting Authority and Main Activity or Activities

Ministry or any other national or federal authority, including their regional or local sub-divisions National or federal agency/Office Regional or local Authority Regional or local Agency/Office Body governed by public law European Institution/Agency or International Organisation

General public services Defence Public order and safety Environment Economic and financial affairs Health Housing and community amenities Social protection Recreation, culture and religion Education

Section II: Object of the Contract

II.1)

Description

II.1.1)

Title attributed to the contract by the contracting authority

II.1.2(a))

Type of works contract

II.1.2(b))

Type of supplies contract

II.1.2(c))

Type of service contract

II.1.2)

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

Primarily in Somerset but also other locations as required to protect the assets earnings and liabilities of the contracting authority.

II.1.3)

This notice involves

A public contract
The setting up of a Dynamic Purchasing System
The establishment of a framework agreement

II.1.4)

Information on framework agreement (if applicable)

Framework agreement with a single operators
Framework agreement with several operators

Number of participants to the framework agreement envisaged

Duration of the framework agreement

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

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

Frequency and value of the contracts to be awarded

II.1.5)

Short description of the contract or purchase(s)

This procurement is being conducted by Knightstone Housing Group Ltd (‘Knightstone’), which is the contracting authority. Knightstone invites tenders to provide insurance services.

Insurance services will involve insurance broking, insurance underwriting or a combination of both. The term is intended to include the arrangement, placing and administration of insurance policies, as well as ancillary claims settlement and administration, risk management services and any other insurance related services. It is the intention of Knightstone to retain insurance service providers for a period of three years, subject to satisfactory annual reviews of service and performance. The term will commence on 14.12.2016 (current renewal date is 14 October but there is a 2 month extension to permit the tender). The renewal date may revert to 14 November annually in the future, subject to negotiation.

The process will be conducted in two stages under the Competitive Procedure with Negotiation of PCR 2015. The first stage, which is the request to participate (‘RTP’), will involve submission of a response to this pre-qualification form and, from the responses submitted, we will select participants to take part in the second stage, the Invitation to Tender (‘ITT’) which will include full pricing of the insurances proposed.

This procurement is offered in two Lots:-

— Motor fleet insurance;

— All other insurances.

Please state clearly in your response which Lot(s) you wish to be considered for.

The minimum requirements for this procurement include:

— Appropriate insurance protection for the assets, earnings and liabilities of Knightstone;

— Appropriate claims handling arrangements for all types of losses, with appropriate recording and systems for the provision of meaningful management information;

— Appropriate and effective risk management services, including training and systems for the control and reduction of exposures and losses.

Knightstone reserves the right to award the contract on the basis of the initial tenders without conducting negotiations.

Important information: Knightstone are conducting this procurement through the Knightstone Supplier Portal and all documentation is only available through this Portal for which the URL is stated in the contact point.

Suppliers wishing to take part are invited to register and express an interest in the tender upon which you will be given access to the full tender documentation through the Portal.

All submissions should be made via the Portal by uploading your documents to the Portal.

If you have any questions then please send a message using the correspondence function on the Portal.

II.1.6)

Common Procurement Vocabulary (CPV)

II.1.7)

Contract covered by the Government Procurement Agreement (GPA)

II.1.8)

Division into lots

one lot only

one or more lots

all lots

II.1.9)

Will variants be accepted

II.2)

Quantity or Scope of the Contract

II.2.1)

Total quantity or scope

II.2.2)

Options

Provisional timetable for recourse to these options

Number of possible renewals

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

II.3)

Duration of the contract or limit for completion

Section III: Legal, Economic, Financial and Technical Information

III.1)

Conditions Relating to the Contract

III.1.1)

Deposits and guarantees required

The specific requirements are detailed in the tender documentation.

III.1.2)

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

The specific requirements are detailed in the tender documentation.

III.1.3)

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

No specific legal form is required. However if a consortium submits a tender, Knightstone will require joint and several liability.

III.1.4)

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

The specific requirements are detailed in the tender documentation.

Please note that the contractor is encouraged to actively participate in skills development, employment and training programmes within the locality of the contract in accordance with Knightstone's Employment and Skills strategy. Organisations are encouraged to provide added value contributions in order to support community programmes promoted by Knightstone where relevant to the subject of the contract. Accordingly the performance conditions of the contract may include social and environmental requirements.

III.2)

Conditions for Participation

III.2.1)

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

Organisations will be required to complete the Evaluation Questionnaire, which includes prequalification questions. This can be completed via Knightstone's Supplier Portal. The minimum prequalification standards are set out in the Request to participate (RTP).

Potential service providers may be requested to provide a summary and overview of services provided to the social housing sector over the past 3 years, and details of up to 5 clients receiving similar services. Potential service providers may be asked to produce a certificate issued by the appropriate insurance regulatory authority indicating the types of insurance the insurer is authorised to provide in the UK.

III.2.2)

Economic and financial capacity

III.2.3)

Technical capacity

III.2.4)

Reserved contracts

The contract is restricted to sheltered workshops
The execution of the contract is restricted to the framework of sheltered employment programmes

III.3)

Conditions Specific to Service Contracts

III.3.1)

Is provision of the service reserved to a specific profession?

III.3.2)

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

Section IV: Procedure

IV.1)

Type of Procedure

Open		Restricted
Accelerated restricted		Negotiated
Accelerated negotiated		Competitive dialogue

Justification for the choice of accelerated procedure

IV.1.1)

Have candidates already been selected?

IV.1.2)

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

Objective criteria for choosing the limited number of candidates

Type of procedure: Competitive Procedure with Negotiation Knightstone reserves the right to award the contract on the basis of the initial tenders without conducting negotiations. Otherwise as stated in

tender documents.

IV.1.3)

Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated

IV.2)

Award Criteria

IV.2.2)

An electronic auction will be used

IV.3 Administrative Information

IV.3.1)

Reference number attributed to the notice by the contracting authority

IV.3.2)

Previous publication(s) concerning the same contract

Prior Information Notice
Notice on a Buyer Profile

Other previous publications

IV.3.3)

Conditions for obtaining specifications and additional documents

IV.3.4)

Time-limit for receipt of tenders or requests to participate

IV.3.5)

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

IV.3.6)

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

IV.3.7)

Minimum time frame during which the tenderer must maintain the tender 

IV.3.8)

Conditions for opening tenders

Section VI: Other Information

VI.1)

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

VI.2)

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

VI.3)

Additional Information

Insurance of social landlords is a highly specialist field, and Knightstone will require Organisations responding to this notice to be able to demonstrate clearly a strong ability to provide insurance in the RP

sector where relevant (as clarified within the contract documentation). This will include providing details of the your main insurance providers for the principal risks, details of your insurance policy wordings and evidence of detailed knowledge and experience on the part of all account servicing, claims handling and risk management staff.

The proposal will be expected to demonstrate in practical terms the capability of tenderers to manage effectively the insurance arrangements for Knightstone, as well as providing competitive

insurance terms from experienced RP insurers where relevant.

Knightstone requires that all insurers proposed for its insurance arrangements shall be at least A rated by Standard & Poors or an equivalent rating agency.

The review is to be a multi-stage procedure. Responses to this notice in the form of a completed RTP are required by 26.7.2016. Candidates to enter the negotiated stage of the process will be selected from those responses. The initial tenders from those candidates selected as tenderers will be submitted on 4.10.2016 in accordance with the timetable which will be set out in the contract documents.

VI.4)

Procedures for appeal

VI.4.1)

Body responsible for appeal procedures

Body responsible for mediation procedures

VI.4.2)

Lodging of appeals
Precise information on deadline(s) for lodging appeals:

The contracting authority will incorporate a minimum10 calendar day standstill period at the point that information on the award of the contracts is communicated to tenderers.

If an appeal regarding the award of the contract has not been successfully resolved, the Public Contracts Regulations provide for aggrieved parties who have been harmed or are at risk if harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).

VI.4.3)

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

VI.5)

Dispatch date of this Notice

ANNEX B

Information About Lots

1)

Short Description

Motor fleet insurance and related uninsured loss recovery or accident management services.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

Motor fleet insurance and related uninsured loss recovery or accident management services.

4)

Indication about different contract dates

5)

Additional Information about lots

ANNEX B

Information About Lots

1)

Short Description

All required insurances other than Motor fleet insurance and related uninsured loss recovery or accident management services.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

All required insurances other than Motor fleet insurance and related uninsured loss recovery or accident management services.

4)

Indication about different contract dates

5)

Additional Information about lots