Introduction. What is a framework agreement?

Transcription

1 User Guide Framework for the provision of full, integrated design team services to support the Social Housing Strategy : Support, Supply and Reform (PCE004F) 1

2 Framework for the provision of full, integrated design team services (Architect-led) to support the Social Housing Strategy : Support, Supply and Reform Introduction This National Framework has been established to support Local Authorities and Approved Housing Bodies in delivering new housing projects under the Social Housing Strategy : Support, Supply and Reform. All service providers on the Framework can provide full, integrated design team services, led by an architect. These services also include the following design team disciplines: quantity surveyor, mechanical and electrical engineer, structural engineer and project supervisor design process. What is a framework agreement? Frameworks are widely used across the Public Sector and increasingly in the Office of Government Procurement (OGP). They are a good procurement tool for services that you can define and have demonstrated that considerable time and cost savings can be made. A framework is an agreement put in place with a supplier or range of suppliers that enables purchasers to place orders with service providers without running a full tender exercise. 2

3 Framework Benefits Easy access to preselected specialist service providers Flexibility Best practice procurement Agreed terms and conditions Efficiency Value for money Quality of service provision Frameworks are based on large volume purchasing. Aggregating different purchasers potential needs means individual purchasers can buy goods and services at prices below those normally charged, or with special added benefits and/or more advantageous conditions. Many Local Authorities and Approved Housing Bodies will need to access design team services in order to deliver new social housing projects under the Social Housing Strategy. If these services are procured separately by each Local Authority or Approved Housing Body, this means that costly and time-consuming procurement exercises will be regularly undertaken. In addition, some of these organisations may struggle to quickly and easily access suitable service providers. The Framework for the provision of full, integrated design team services to support the Social Housing Strategy : Support, Supply and Reform reduces the time and cost associated with procurement by offering a facility that has already been competitively tendered. Different types of frameworks There are several different types of framework arrangements. This Framework is a multiple user, multiple lot framework i.e. all Local Authorities and Approved Housing Bodies can use the Framework to procure full, integrated design team services to support the delivery of new social housing projects under the Social Housing Strategy : Support, Supply and Reform Single User Single Lot Single User Multiple Lot Framework Agreements Multiple User Single Lot Multiple User Multiple Lot 3

4 Why should I use this Framework? Accessing construction-related professional services can be difficult for Public Sector bodies, particularly those that don t regularly need these services and may be unfamiliar with the marketplace. Procurement can also take significant time and money, both for the awarding authority and service provider. The Framework for the provision of full, integrated design team services (Architect-led) to support the Social Housing Strategy : Support, Supply and Reform is fully compliant with procurement regulations. It reduces the time and costs associated with the procurement process by offering a facility that has already been competitively tendered. It aims to deliver easy access to high-quality, efficient and effective services for all Local Authorities and Approved Housing Bodies, at the competitive prices. The main benefits include: Easy access to pre-selected, specialist service providers This National Framework provides an easy access route to pre-selected specialist providers who are best placed to deliver design team services to Framework Clients wishing to deliver new housing projects under the Social Housing Strategy. Flexibility This National Framework reduces the time and cost associated with a full procurement exercise, which in turn allows you to be more flexible with the planning and running of any tender process via Mini- Competition. Best practice procurement Each of the service providers on the National Framework have been subject to a rigorous procurement process, ensuring their suitability to deliver housing projects for Local Authorities and Approved Housing Bodies that meet the goals of the Social Housing Strategy. 4

5 Agreed terms and conditions Terms and conditions are already established and agreed for you and the service providers. This removes the need to re-draft and/or renegotiate terms for each procurement you undertake. You have the right to refine, but not fundamentally alter, the terms and conditions to take into account any special conditions. Efficiency The National Framework removes the need for you to conduct full tender exercises or lengthy service provider evaluations, saving the time and costs associated with procurement exercises. Value for money To harness the opportunity to aggregate spend, ceiling prices with the facility to conduct Mini- Competitions ensure that value for money is consistently achieved. Quality of service provision The experience, expertise and commitment to quality of a service provider are assessed at the time of the initial competition. You have the opportunity at Mini- Competition stage to test the quality and relevance of the team a service provider proposes. Your satisfaction with the service providers performance is monitored on an ongoing basis. 5

6 Framework route vs full procurement The National Framework significantly reduces the time and cost associated with procurement by offering a facility that has already been competitively tendered. 6

7 Who can use the National Framework? What is the duration of the framework? What services are covered by this framework? The Framework is a multi-provider framework agreement for the provision of design team services to support Local the Social Housing Strategy : Support, Supply and Reform The Framework may be used by: All Local Authorities in Ireland Approved Housing Bodies The National Framework commenced on 5 April 2016 and is initially open for 2 years with an option to extend for 2 additional years. All service providers on the Framework can provide full, integrated design team services to support the delivery of new housing units under the Social Housing Strategy. The Framework has 11 separate Lots based on region and value. It is divided into three geographical lots as follows: Lot Region A (North- Western) Local Authority area Cavan, Donegal, Leitrim, Galway, Mayo, Monaghan, Roscommon, Sligo Region B (Eastern & Midlands) Region C (Southern) Dublin, Kildare, Laois, Longford, Louth, Meath, Offaly, Westmeath, Wicklow Carlow, Clare, Cork, Kerry, Kilkenny, Limerick, Tipperary, Waterford, Wexford 7

8 Lots A, B, C are then sub-divided into separate sublots, with each sub-lot representing a specific estimated cost range. Lot A is then sub divided into three (3) separate sublots: Sub-lot Estimated construction value of projects 1 less than 1.5m (ex VAT) 2 between 1.5m and 3.0m (ex VAT), 3 in excess of 3.0m (ex VAT) Lot B is sub-divided into four (4) separate sub-lots: Sub-lot Estimated construction value of projects less than 1.5m (ex VAT) between 1.5m and 3.0m (ex VAT), between 3.0m and 5.0m (ex VAT) in excess of 5.0m (ex VAT) Lot C is sub-divided into four (4) separate sub-lots: Sub-lot Estimated construction value of projects less than 1.5m (ex VAT) between 1.5m and 3.0m (ex VAT), between 3.0m and 5.0m (ex VAT) in excess of 5.0m (ex VAT) 8

9 Who can provide services under this Framework? There are service providers on the Framework, across the 11 Lots. In order to be appointed to the Framework, service providers have demonstrated they have the right expertise and capacity to provide these services. The Framework Members are listed below. Region A (North-Western) Sub-lot 1 Sub-lot 3 Sub-lot 3 Hassett Leyden & Associates Deaton Lysaght Coady Partnership John Halligan Downey MacConville; Sheridan Woods (Consortium) Downey MacConville; Sheridan Woods (Consortium) MacGabhann ; Donaghy + Dimond (Consortium) Howley Hayes O'Briain Beary MH Associates Ltd O'Brien Finucane Paul Keogh O'Brien Finucane Paul Keogh Sean Harrington ODKM ; de Siun Scullion (Consortium) Sean Harrington Van Dijk Van Dijk VHA Total: 6 Total: 8 Total: 6 9

10 Region B (Eastern & Midlands) Sub-lot 1 Sub-lot 2 Sub-lot 3 Sub-lot 4 Aughey O' Flaherty Conroy Crowe Kelly ABK ABK Bluett & O'Donoghue Deaton Lysaght Coady Partnership Coady Partnership Kelly Cogan Downey MacConville & Sheridan Woods (Consortium) Downey MacConville & Sheridan Woods (Consortium) Paul Keogh O'Brien Finucane EML McCrossan O'Rourke Manning Sean Harrington ; HTA Design LLP (Consortium) ODKM ; de Siun Scullion (Consortium) Howley Hayes Paul Keogh Van Dijk O'Brien Finucane Sean Harrington Walsh Associates O'Briain Beary Walsh Associates VHA Associates Van Dijk Total: 5 Total: 8 Total: 8 Total: 6 Region C (Southern) Sub-lot 1 Sub-lot 2 Sub-lot 3 Sub-lot 4 Aughey O' Flaherty Thompson Bucholz McEvoy ABK Bluett & O'Donoghue Hassett Leyden & Associates Conroy Crowe Kelly Carr Cotter & Naessens ; Denis Byrne Coady Partnership Deaton Lysaght Coady Partnership DTA ODKM ; de Siun Scullion (Consortium) EML EML Paul Keogh Howley Hayes Paul Keogh Sean Harrington ; HTA Design LLP (Consortium) Magee Creedon Kearns Ltd Reddy Architecture Van Dijk Michael Williams Associates Sean Harrington CJ Falconer & Associates Van Dijk Total: 4 Total: 8 Total: 8 Total: 6 10

11 How do I access services? Accessing services in an easy and simple manner is a core design principle of the Framework. Framework Clients access design team services from the Framework by mini-competition. The competition pool for each mini-competition will be by reference to the Regional Lot and Sub-Lot under which the requirement falls. You must complete a Supplementary Request for Tender (SRFT) Information Form which is available for download from The completed document must be sent by to OGP at the following address - support@ogp.gov.ie for review. OGP will review this document and then engage with the Framework Client regarding the completion of the necessary tender documents for issue to the relevant service providers. How does the pricing work? The fees tendered by the service providers for entry onto the Framework are the maximum percentage fees that can be tendered under the Framework, but these may be reduced at Mini-Competition. Please note however that this is competition not negotiation. 11

12 How were the service providers chosen? How do I go about running a Mini- Competition? As part of the procurement and tendering process, the successful service providers demonstrated proof of the following: Experience and expertise in delivering design team services for Social Housing projects specific to the Sub-Lot(s) to which they have been appointed. Access to similarly qualified and experienced providers of quantity surveying, mechanical and electrical engineering, structural engineering and PSDP services Competitive Pricing. One of the underlying assumptions behind this National Framework is that Framework Clients have access to the resources required to prepare specifications, populate tender documents and evaluate tenders. There are a number of stages you must go through in order to run a Mini- Competition: Q: How do I get support and advice in preparing for a Mini- Competition? A:OGP will support you in this process. All you need to do is contact support@ogp.gov.ie for any assistance you require. Define Specification (Project Brief) It is very important to provide service providers with as much detail as possible about your requirements: any work that has already been carried out on the project, details of maps, completed surveys, factors impacting the site, the surrounding community, etc. Framework Clients should specify the number and type of units to be delivered under the proposed housing project. OGP has developed a template Project Specification Document to assist Framework Clients in the development of project briefs and it is available to download from Framework Clients may develop a project brief in another format if so desired. Framework Clients are not required to submit a project brief with the Supplementary Request for Tender (SRFT) Information Form, but it must be produced prior to commencing a mini-competition. 12

13 Evaluation Criteria You need to consider how important each of the four (4) award criteria are and assign a weighting to each. In simple terms you will examine the submissions you receive from firms under four headings: How much will I have to pay for the service (Cost)? How will the service be delivered (Proposed Methodology)? How well has the service provider demonstrated their understanding of your requirements (Project Appreciation)? Who will be used to deliver the service (Resourcing and Project Management)? How will the proposed resources manage the delivery of quality on the project? (Quality Management) Supplementary Request for Tender (SRFT) Information Form Preparation You will now need to populate the SRFT Information form. This document is intended to provide OGP with a brief overview of your requirements. The completed document must be sent by to OGP at the following address - support@ogp.gov.ie for review. OGP will review this document and then engage with the Framework Client regarding the completion of the necessary tender documents to issue to the relevant service providers. Frequently Asked Questions Question 1 Who can use the framework? A. If you are a Local Authority or Approved Housing Body you can use this Framework. Question 2 How do we decide which Lot is suitable for our requirements? A: You will need to clearly set out your specific requirements. The information under What services are covered? can be used as a basis. Question 3 Can Framework Clients access individual design team members? 13

14 A: The Framework is primarily intended for use by Framework Clients that require the use of full, integrated design team services, rather than individual design team disciplines such as quantity surveying. Question 4 Are suitable services providers scored or ranked? If so, are we under any obligation to use the highest scoring provider? A: Service providers are not ranked within the Framework. All service providers appointed to the Framework are deemed capable, and therefore should be treated in the same way. The Framework would not oblige you to use any specific service provider. Question 5 In a Mini-Competition how much can we adjust the award criteria to suit our individual needs? A: We have tried to build flexibility into the Mini- Competition criteria so that you can adjust these to be the most appropriate fit for you. This could include further defining the criteria, inserting sub-criteria and adjusting weightings. You must declare all your evaluation criteria. You must use the following criteria and range of weightings at Mini-Competition Stage: Criteria Range of weightings Cost 20% - 30% Project Appreciation & Proposed Methodology Resourcing and Project Management 30% - 45% 15% - 25% Quality Management 15% - 25% 14

15 Contact Us If you have any questions about the Framework for the provision of full, integrated design team services (Architect-led) to support the Social Housing Strategy : Support, Supply and Reform or would like to know more, please contact us at the following: Office of Government Procurement, 3A Upper Mayor St, Dublin 1 15