Mini Tender PART A External Wall Insulation, Mechanical and Electrical Installation

Transcription

1 Mini Tender PART A External Wall Insulation, Mechanical and Electrical Installation

2 Instructions for Mini Tender Throughout the contractual parts of the Mini Tender, the Bidder is referred to as a Subcontractor to Melin Homes, who will be acting as Contractor. However, the tender will be scored on the capabilities of the Bidder to fulfil the role of a Principle Contractor. The mini tender process has been developed to ensure all subcontractors and suppliers have the opportunity to compete on an even and fair basis within the framework, with subcontractors only pricing for labour only and supplier for materials. All Subcontractors working on the works set out in this mini tender may only use directly employed staff throughout the entire delivery of their works. Where Subcontractors have not the necessary resources, capacity (through directly employed staff) or specialist skills needed to complete the works internally, the arbed team will seek to encourage the Principle Contractor to let this section of work out to other framework members. The Principle Contractor must set out in their submission what activities will be subcontracted out, and to whom. Consortium bids from a number of subcontractors on the Framework of Installers will also be welcome, where the Lead Subcontractor is selected. This Lead Subcontractor will need to assume the role of the Principle Contractor. As part of their submission, the Lead Subcontractor must evidence who they intend to partner with. All mini tender bids will be subject to close investigation to ensure subcontractors have planned the delivery of measures, resourced the project and provided fair and reasonable cost for the work.

3 Instructions for Mini Tender The Requirement Melin Homes wishes to procure installation services and supply of material for the Arbed 2 Scheme in Phillipstown, Caerphilly. For the sake of absolute clarity, the following applies for the submittal of tenders: All bidders must complete Contract Data Part 2. Within Contract Data Part 2, the bidder must provide their Direct Fee and a Subcontract Fee where necessary. As required by this version of the NEC contract, the Bidder is required to provide an Activity Schedule. The Activity Schedule is a breakdown of the work to be done, aligning with the programme. This Activity Schedule will forecast all stages of work, with valuation dates, and actual costs to do the work. The Bidders fees are added on top of the total in the Activity Schedule. In Contract Data Part 2, the Bidder must provide the total for the Activity Schedule (excluding fees). When bidding for this work, the Principle Contractor must select subcontractors, and state these within the tender. All costs for subcontractors to the PC, must include all relevant overheads and profit. If it is not clear who the subcontractors are, or what their costs are, this will negatively affect the scoring within the quality of the submission. The Bidder must then also provide a Tendered Total, which includes the mentioned fees. In addition to completing the Contract Data Part 2, the bidder may provide the Pricing Summary sheet with all fees stated with a tendered total. Within this sheet, there is an opportunity to provide a breakdown of the included items. We would also ask for all bidders to provide a schedule of rates for all potential extra works that may result in installing the said measures i.e. what the bidder has not included in the standard price of the works, or within the Tendered Total. This will not form part of the evaluation of the tender. We also require that the bidder also completes the full questionnaire in Section B. This includes completing Part A of the HSEQ plan, stating what partners and subcontractors may be working with the Principle Contractor. We do require full details of all direct staff working on the project. All Tenderers will also notice that we have now amended the Schedule of Cost Components (refer to Z49 and Z50). The purpose of this is so that a Working Area Overhead is not needed to be included. This item has now been entered

4 with a 0%. Therefore, however, it is necessary that the following items are included within the Schedule of Cost Components, as stated in Z49: a) Catering b) Medical facilities and first aid c) Recreation d) Sanitation e) Security f) Copying g) Telephone, telex, fax, radio and CCTV h) Surveying and setting out i) Computing j) Hand tools not powered by compressed air Failure to do any one of the above items could invalidate your submission.

5 Instructions for Completing and Submitting Mini Tender PLEASE ENSURE THAT THE BID IS SUBMITTED IN ACCORDANCE WITH THESE INSTRUCTIONS FAILURE TO DO SO COULD INVALIDATE YOUR SUBMISSION. Bidders should answer all questions as accurately as possible together with requests for other information. Where a question is not relevant to the Bidder this should be indicated with an explanation (where applicable). All supporting documents must be clearly marked with the name of the Bidder organisation together with the question to which the response /submitted documents relate. Bidders must provide explicit and comprehensive responses as these will be the single source of information on which the evaluation will be made. It is important that responses to the questions are specific and relevant to the question (to which the response relates). Please DO NOT provide general organisational literature, marketing or promotional brochures and web-links as these will not be considered to be an appropriate response, will not be considered in the evaluation process and may prove detrimental to your Bid submission. Bidders must notify the named contact point at Melin Homes immediately of any change in the information submitted in your response at any time during the procurement process. Bid responses will be checked for completeness and compliance with the Tender instructions before they are evaluated. The word organisation refers to a sole trader, partnership, incorporated company or other business entity, or similar entity operating outside the UK, as appropriate. Bid responses must be accurate and up to date. Melin Homes reserves the right to refuse to consider your application if the Tender is incomplete or is found to be inaccurate. All responses and submissions provided will, where applicable, form part of any subsequent agreement or contract based upon this Tender exercise. If there is any inconsistency between, Melin Homes Requirements (specification) and the Bidder response then the former shall prevail. Melin Homes reserves the right to require some or all Bidders to clarify and/or expand the answers contained in their submissions, in writing. Requests for further information will be made in writing to Bidders. Failure to respond promptly or adequately may result in the Bidder s disqualification from the procurement process.

6 Additional Information Melin Homes reserves the right to require a Bidder to provide additional information supplementing or clarifying any of the information provided in response to the requests set out in this Tender. The Scheme Manager may seek independent financial and market advice to validate information declared, or to assist in the evaluation. Bidder Contact Point The Bidder must nominate a single point of contact for its organisation on the first page of the Bid. Melin Homes will only contact the Bidder through its nominated single point of contact. The Bidder must therefore promptly notify Melin Homes of any changes relating to the single point of contact. Instructions for Submission of the Bid The deadline for Bid submission is:- 12:00 noon, Monday 13 th October 2014 Bids received after this deadline will not be accepted. Bidders must complete and return a hard copy of the mini tender in a lever arch folder to the address below. Completed Bids must be sent to Melin Homes, Ty'r Felin, Lower Mill Field, Pontypool, Torfaen, NP4 0XJ Only a bound paper copy of Bids submitted will be accepted. Instructions for Submission of a Consortium Bid If the bid is being submitted on behalf of a consortium of companies with a lead organisation or special purpose vehicle, (the Employer may require any incorporated consortium to form a legal entity, prior to awarding any contract) then for the purpose of evaluation responses to the mini tender, the Employer needs information about: The Lead Organisation (for the purposes of completing this mini tender the term Lead Organisation means a lead member of a proposed consortium, a main contractor with subcontractors or a single supplier with no consortium members and no subcontractors). It will be the Lead Organisation that would need to fulfil the role of the Principle Contractor. Each Core Organisation (for the purposes of completing this mini tender, a Core Organisation means a consortium member or subcontractor of a Lead Organisation which will be contributing significantly to the services that the Employer require

7 ( significant subcontractors ). Significant contributions to service areas would include any member of a consortium who would provide the management or technical lead in one or more of the key services specified in the Tender documents. The Lead Organisation is responsible for completing this mini tender and providing the required information in respect of each Core Organisation, where applicable. Evaluation of Submitted Mini Tender Bid Bid submissions/bidders that fail to satisfy Melin Homes required minimum standards in relation to on-going technical and professional monitoring will be excluded from further participation in the procurement process. Bids will be evaluated in the following sections: Where sections are scored, that scoring will apply equally to all questions within that section. PART Who Required Subject Area Weighting Requirements PART A All bidders Instructions FYI only Instructions for completing tender, PART Who Required Subject Area Weighting Requirements PART B All bidders Mini Tender Questionnai re for Subcontract ors Pass / Fail by question Complete the questionnaire providing all required documentation and evidence where necessary. All evidence is to be inserted in to the required section in the HSEQ Pack in the second part of Part B. All bidders Quality Analysis Scored (70%) Quality: Bidders are required to provide all the requested evidence and information asked for in either the Questionnaire in Part B, or on the header pages of the HSEQ Pack. The pack is divided in to the following key sections, as outlined in the framework agreement: - Business & Resource Capacity 10% - Technical Capacity 10% - Experience & Expertise 40% - Quality & Approach 40%

8 PART Who Required Subject Area Weighting Requirements PART C All bidders Contract Data Part 1 FYI Only PART Who Required Subject Area Weighting Requirements PART D All Bidders Contract Data Part 2 For completion by the Bidders Prices are scored at 30% Bidders are required to provide all requested information in Contract Data Part 2, including all activity schedules and cost components. Evaluation of Bid responses to Section D will be scored between 0 and 5 in accordance with the scoring methodology below: Evidence Remark Scores Evidence is consistent, comprehensive, compelling, directly relevant to the Requirement in all respects and highly credible Absolute Confidence 5 Evidence is sufficient (in qualitative terms), convincing, and credible. Evidence has minor gaps, or to a small extent is unconvincing, lacks credibility or irrelevant to the Requirement. Confidence 4 Minor Concerns 3 Evidence has moderate gaps, is unconvincing. Moderate Concerns 2 Evidence has major gaps, is unconvincing in many respects, lacks credibility, or largely irrelevant to the Requirement. Major Concerns 1 No evidence or misleading evidence. Not acceptable 0

9 The schedule of cost components must be submitted in the Contract Data Part 2 in Part D. The scoring methodology to be applied to response to Part D will be as follows: The costing exercise will be scored on the following basis; The average cost of submissions will be calculated, with Bidders individual submissions then being costed against the average for the group on the following basis; Costing exercise submission per property type Total weighting being 30% Greater than 20% below aggregate/average 100% 5% - 20% below aggregate/average 75% +/- 5% of aggregate/average 50% 5% - 20% above aggregate/average 25% Greater than 20% above aggregate/average 0% Score (% of possible marks) Bidders who are submitting the Mini Tender are required to respond with: Part B: Questionnaire completed and a complete HSEQ Pack; & Part D: Completed Contract Data Part 2.

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