A framework guide for Vacant Property Security and Associated Services (V6) Better buying for homes and local communities WWW.SCOTTISHPROCUREMENT.SCOT
Introducing the SPA What makes the SPA different? The Scottish Procurement Alliance (SPA) is a new approach for procurement in Scotland, created for organisations that buy products and services for the construction, refurbishment and maintenance of social housing and public buildings. It is backed by LHC, one of the leading and most respected procurement companies in the UK. SPA is set to change the landscape of procurement in Scotland, bringing significant benefits to partners and the communities they serve. The SPA results from discussions with LHC members in Scotland who saw the huge potential of having a centre of excellence for procurement focused on construction and refurbishment which exclusively addresses Scottish needs, standards and aspirations. Our vision is to be the recognised centre of excellence for procurement in Scotland, successful at ensuring every pound spent on the construction and refurbishment of public buildings and social housing adds to the quality of life enjoyed by the Scottish communities we serve. Its formation is timely, coinciding as it does with the new procurement regulation in Scotland which places additional requirements on organisations involved in procurement using public funds. The significant new requirements are as follows: Active partnerships -- A ll spends of 50,000 and above must be compliant with the new regulation, a much lower threshold than previously Every partner can contribute to the frameworks SPA creates. They can ensure the requirements and specifications meet the needs of local communities and Scottish quality, price and value standards. -- The specific social value and community benefit of each spend over this threshold must be stated (a requirement from 1 June 2016) Better procurement -- Each organisation must publish a procurement strategy showing how local needs will be met (a requirement from 31 December 2016) In this changing landscape for procurement and with its sole focus on Scotland, the SPA will be a hub of knowledge and insight for its partners, working in partnership with them to develop Scottish best practice, social value from procurement and positive outcomes for Scottish communities. The sharing of knowledge will drive both the precision and usability of frameworks, while at the same time enabling each partner to grow their insights into better procurement for social housing and public buildings, and develop effective strategies that meet regulatory requirements. Generating a collective fund By using SPA frameworks for purchasing, partners within the alliance who spend over a specified threshold will receive a rebate which they can choose to contribute to The SPA Collective Fund for investment in community projects of shared benefit. Alternatively, some or the entire rebate can be returned to the individual partner to support their own sustainable procurement strategy. Backed by LHC With a history that extends back half a century, LHC is one of the most experienced and respected providers of procurement frameworks in the construction sector. As a not-for-profit organisation it shares an ethos with the clients it supports with procurements services. LHC will produce, house and manage the frameworks initiated by SPA partners, giving direct access to a tried and tested system that ensures compliance, quality and best value for partners, at the same time as enabling frameworks entirely shaped for Scottish requirements. Free membership Joining the SPA is free for any organisation that is fully or part publicly funded. The membership application form can be downloaded here: WWW.SCOTTISHPROCUREMENT.SCOT/SIGNMEUP Dates correct at time of print. 2 03
05 About this framework The framework in action The SPA framework for Vacant Property Security and Associated Services is available to all organisations in Scotland that are fully or part publicly funded. As well as providing compliance, quality and best value to partners, the SPA framework for Vacant Property Security and Associated Services supports a streamlined process from the award of a contract (call-off) to completion of a project. This OJEU compliant framework offers: -- Continuous protection of a vacant property while maintaining standards and desirability -- A core set of security systems including, but not limited to: Vacant building inspection service, electronically managed access key system, boarding up services, temporary intruder alarm systems, vacant alarm monitoring and call-out wardens Competitive market prices Quick and efficient procurement Instant access to project data Prices in place at call-off stage maintain best value as established in the evaluation stage Speedy access to SPA framework suppliers and the options of a mini-competition or direct award to enable the final selection of a supplier(s) for a project Continuous access to information throughout the procurement process through the suppliers on-line portal Delivery periods guarantee Advice on design and regulatory compliance Service levels guarantee Guaranteed delivery periods that ensure services and works are delivered to meet work schedules. Guidance on interpretation and conformity to all statutory regulations and planning requirements Guaranteed service levels from inquiry to supply, providing peace of mind that services and works will be conducted effectively High quality standards Quick project starts Standards of quality maintained throughout projects through monitoring in accordance with the ISO 9001 Quality Management System Enabled by pre-tendered procurement that reduces the cost and time input by publicly funded organisations -- A core set of associated services including, but not limited to: Vacant property clearance, sharps and clinical waste clearance, pre-let cleaning services, concrete barriers, graffiti removal and UK call handling facilities for repair and maintenance 24/7 This framework has been established in strict compliance with the Scottish public sector procurement rules for use by publicly funded organisations in Scotland as detailed in the SPA buyer profile (www.scottishprocurement.scot/buyerprofile) Contract notices were issued by LHC on behalf of the Scottish Procurement Alliance (SPA), and is specified below: -- CN 2013-OJS244-424927 Scotland 04 05
About this tender Interested suppliers were invited to complete a pre-qualification questionnaire, prepared and formatted in accordance with PAS 91:2013 Construction pre-qualification questionnaires, before inviting selected companies to complete an ITT and Offer Document. Selection criteria SPA framework suppliers have passed a rigorous evaluation process in order to serve the needs of our partners 06 -- Financial information -- Business and professional standing -- Health and safety -- Equal opportunity and diversity -- Environmental management -- Membership of professional bodies and/or trade associations and technical associations -- Managerial and technical support, sales, marketing and supporting information -- Technical and professional ability -- Quality management -- Providing the full range of essential components on offer -- Sustainability and social inclusion policy requirements -- Conformity to the SPA specification together with the expertise and quality of delivery -- Experience of working in public sector and partnering 07
From suitability to call-off contract Award weighting criteria The diagram below shows the process a framework supplier completes in order to service the needs of SPA partners. It also highlights the support our members receive. Award weighting criteria are established on each individual framework and can be flexed to a partner s individual needs. Suitability Assessment Suppliers have open access to the tender and offer documentation (ITT) and are asked to respond to suitability assessment questions covering: -- Company standing -- Financial standing, employment practices, environmental awareness, capacity and geographical range -- Installation capability -- Technical capability -- Quality systems management capability -- Experience of supply to the public sector -- Sustainability and social value -- Specification for products and services -- Testing and certification -- Service capability -- Pricing A detailed evaluation report is prepared which shows for each tenderer a: -- Weighted score under each heading -- Value for money index -- Company or companies recommend for appointment 30% Project Management, Quality control and service delivery -- Procedures operated by the companies were assessed from project inception, delivery to removal/completion -- The ability to meet immediate requirements -- Quality of materials used and service provided 18% Essential requirements -- Financial stability -- Health and Safety Management -- Quality control management -- Sustainable procurement strategies -- Social inclusion strategies Appointing framework suppliers Our aim is to give our partners a choice of approved framework suppliers to work with. Numbers vary per framework in line with anticipated demand and subject to the number of qualifying suppliers that can adhere to our strict criteria. -- All suppliers are notified of the results and the unsuccessful tenderers can choose to have a debrief to help improve future offers -- Contract Award Notices are published in the Official Journal of the European Union (QJEU) and on the LHC website Awarding contracts Call-offs Works commence/ complete When partners are ready to choose a framework supplier for an individual project, they should start the process by talking to our procurement experts. SPA will coordinate either: -- A mini-competition: involving framework suppliers that have declared an interest in the project -- A direct award: made to a single company, with justifiable reasoning, without reopening competition. Our procurement experts can provide the final evaluation table to assist in the decision. SPA provides support and technical assistance throughout the life of a project, as required: -- To ensure high quality standards are maintained -- Service levels are fulfilled -- Delivery periods are met We actively pursue feedback on our projects in order to establish an excellent partner journey. We will be happy to meet you during and after project completion to discuss how SPA, as well as the framework suppliers, could improve the level of performance. 12% Qualitative assessments -- Technical capability -- Refuge management strategy (including recycle policy) 40% Pricing structure and contract scenarios -- Detailed schedule of rates matrix with maximum prices -- Evaluation of 7 Contract scenarios: - 5 x Required at tender stage - 2 x additional required after the SOR was provided 08 09
Details of security and associated services SPA approved framework suppliers This framework offers a core set of security systems that ensure continuous protection of vacant property. Associated services covered by the framework are designed to maintain property standards and desirability. Southern and Northern Scotland Orbis VPS Appointed for areas: Appointed for areas: Vacant property security systems Associated services -- Vacant building inspection service -- Demountable steel window and door screens supply, installation and removal of steel screens to protect against intrusion -- Electronically managed access key system for steel doors providing an electronic access -- Vacant property clearance removal of any items from a property or its surrounding area -- Sharps and clinical waste clearance removal of waste to registered designated waste sites for incineration -- Mould eradication service inspect, test and remove -- Non-demountable, pre-demolition steel security screens sacrificial security screens for buildings awaiting demolition -- Transparent polymer screens aesthetically pleasing, attack resistant protection -- Net curtains for vacant properties to mimic occupancy -- Boarding up services alternative to steel screens or temporary security prior to re-glazing -- Temporary intruder alarm systems supply, installation, monitoring and removal of alarm. CCTV with sensors available including smoke and flood detection -- Vacant alarm monitoring and call-out wardens 24/7, 365 alarm monitoring and attendance using Security Industry Authority (SIA) registered alarm wardens -- Temporary security fencing various types of freestanding fencing and hoardings -- Removal of bulk refuse, abandoned vehicles etc -- Pre-let cleaning services to provide a clean and tidy internal appearance of a property prior to re-letting -- Pre-let garden maintenance services to provide a clean and tidy external appearance of a property prior to re-letting or during longer vacant periods -- Pre-demolition strip-outs (including utilities disconnection) to make properties uninhabitable -- Concrete barriers to prevent unauthorised access and prevent rubbish dumping in gardens, yards and unauthorised encampments -- Security meter box covers single or multiple security box covers to prevent damage to incoming utility services -- Graffiti removal including emergency response removal service for hate crime graffiti -- Deep clean cleaning of all surfaces to reduce the development of healthcare - associated infection (HCAI) M2 Regional lots M1 Southern Scotland M2 Northern Scotland -- Bodily waste/fluids and site disinfections removal of blood, vomit and faeces, decontamination of property and cleaning and disinfection services M1 -- UK call handling facilities for repair and maintenance 24/7 or out of hours only. Call centre services providing 24/7 365 days cover per year or during longer vacant periods 10 11
Framework for Vacant Property Security and Associated Services The framework is valid until 31st May 2018 T 0131 306 0176 WWW.SCOTTISHPROCUREMENT.SCOT