PRIMARY CONTRACTOR FRAMEWORK 2021 - PORTSMOUTH & SUB REGION

Description

Portsmouth City Council - the "Council" - has established a new Primary Contractor Framework. Contractors are able to undertake a range of multi-disciplinary project work on a Principal Contractor basis. The Framework will serve as the primary route to procure building maintenance and to a lesser degree construction projects for Building Services within the Council, with works generally being undertaken to the Councils portfolio of nearly 15,000 social housing properties and 900 corporate assets. The award of the framework agreement is 26th July 2021 and will be available to use for 4 years until 25th July 2025. The framework agreement was established via evaluation of tenders submitted for Phase 1 works on Dunsmore Close flats 26-44, which comprises of a repair and improvement scheme to Local Authority blocks of flats. Upon completion of Phase 1, the Council reserve the right to directly award a further two phases of works for additional blocks of flats for Dunsmore Close to the successful tenderer. The estimated value for the works are - • Phase 1 - £350K • Phase 2 - £800K • Phase 3 - £450K The preferred bidder, D.M.Habens Ltd, and the next 12 highest-ranking contractors have been appointed onto the framework agreement, split into a primary tier of 6 contractors and a secondary tier of 7 contractors. Typically works include but are not limited to; • External and communal decoration • Window replacement • Roofing replacement • Fire Door replacement • Electrical works • Fencing • External repair to brickwork and concrete structures Other projects may involve but are not limited to; • Conversion of properties • Refurbishment of properties • Extensions • Disabled adaptations • Construction projects It is forecast that the majority of projects, around 80% based upon historical demand, will be to the Councils social housing portfolio where residents usually remain in occupation for the duration of works. Although only a forecast subject to variation, the remaining 20% of projects are likely to be in relation to maintenance / construction of properties within the Councils varied corporate property portfolio, this includes properties such as; • Schools • Libraries • Leisure centres • Social Care Facilities • Depots • Commercial Buildings • Community Centres • Cultural assets • Shops It is anticipated that over the 4 year period up to £60m of PCC projects may be procured through the Framework based upon the agreed maintenance budget for 2021/22 and predicted budgets for future years. Factoring in potential additional use by the PCC and use from other contracting authorities that will be able to access the framework agreement, either directly or via PCC, it is anticipated that the maximum spend on the Framework could be as much £100m, although no commitment can be made in this respect. Typically the majority of projects will range from £100k - £250k however there will be frequent occurrences where project values are below £100k ranging up to above £1.5m. There is no minimum or maximum project values as whilst the contract value ranges may differ the core work is of a similar nature. The framework has a primary and secondary tier, whilst allowing for award of call off contracts via mini-competition and direct award against a range of options. Further details on who can access the framework, the contract award provisions and operation see section II.2.4. The procurement was undertaken in accordance with the Open Procedure as defined within the Public Contracts Regulations (2015). Application was via submission of completed tender via the Council's e-sourcing system accessible via: https://in-tendhost.co.uk/portsmouthcc/aspx/home which was used to administrate the procurement process. Lot 1: The framework agreement is comprised of a primary and secondary tier in order to provide contingency and ongoing competition. Framework rankings and placement in tiers were in accordance with tender evaluation scores achieved at establishment of the framework agreement. The primary tier is made up of 6 contractors 1. D.M.Habens Ltd 2. Bell Decorating Group 3. A Purkiss Ltd 4. Ian Williams Ltd 5. Novus Property Solutions 6. Dartmouth General Contractors Ltd The secondary tier is made up of 7 contractors 7. Comserv Uk Ltd 8. Kier Services Ltd 9. Hi-Tech Property Services 10. Mountjoy Ltd 11. Hankinson ltd 12. Etec Contract Services Ltd 13. Vale Southern Construction The Council may increase the number of contractors on the primary tier over the course of the agreement and may also undertake re-tiering exercises whereby contractors from both tiers will be invited to submit bids which following evaluation will set new rankings and tier allocation. Unless under exceptional circumstances the Council does not envisage undertaking such an exercise more than once within a 12 month period. Contractor rankings and tiering may also be affected by performance scores achieved for framework projects. Tier 1 contractors who routinely do not bid for projects and / or who routinely submit uncompetitive bids may be demoted to Tier 2. Framework Award Procedures and Operation The framework will allow for award of call off contracts via mini-competition and direct award against a range of options. Mini-competitions will generally be run just using the primary tier but may be run across both tiers for re-tiering exercises, times of reduced capacity and for non-standard works which may include for specialist works, geographical considerations, alternate contracting strategies etc. at the discretion of the Council. Sifting briefs may be included for within mini-competitions for non-standard works which will establish a specific shortlist for the call off contract or may create a framework sub-lot for the non-standard work type in questions which can be subsequently used for further call offs, whether via mini-competition or direct award. Direct awards may be made on a ranked basis or repeat work / work expansion basis. Where direct awards are made on a ranked basis this may be on the basis of a single contract award to the highest ranked contractor or multiple contract awards on a sliding scale value / preference basis by contractor rank. Repeat work direct awards may be made to a contractor who has recently undertaken works of a very similar nature, either for the Council or for any other UK contracting authority. Work expansion direct awards may be made where the contractor is already in contract with the Council and further works are identified which may be brought into the scope of the contract. Whilst it is anticipated that most call off contracts will be subject to JCT Minor Works or JCT Intermediate terms the full suite of JCT and NEC4 contracts may be utilised. Whilst most works will be let on a fully designed construct only basis contracts may also be let via a range of other strategies including for not limited to 2 stage open book design & build partner contracting, single stage design & build, single stage build only with contractor design portions, etc. Additional information: Included in the tender pack was the Primary Contractor - Framework Overview Document that provides a detailed review of the framework tiering, general operation and performance measures. The following areas are covered in further detail - • Historical Usage • Future Use • Framework Operation o Tiering o Re-tiering of Framework o Suspension, Barring, Insolvency o Yearly Review o Competitive Re-Tiering o Requirement to bid o Excessively High Bids • Awarding Work • Call-Off Process - Standard Works • Call Off Process - Non-Standard Works • Call-Off Process - Direct Award • Framework Management • Procurement Compliance o Accounts o Insurance o Quality Assurance Accreditations o Health and Safety Accreditations o Social Value • Contractor Performance o KPI Scoring o Use of KPI's - performance monitoring o Demotion to tier 2 o Expulsion from Framework o Use of KPI's - tender weighting • Rebate