Request for Quotation. Procurement Services and Support
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1 Request for Quotation Procurement Services and Support 1
2 1.0 INTRODUCTION 1.1 Overview About Arch Arch has been established by Northumberland County Council as a private sector armslength development company with a clear economic focus designed to bring a new, more enterprising and business-like approach to development and regeneration in the county. Arch activities include responsibility for Inward Investment, Strategic Account Management and the commissioning of a range of other business support initiatives and activities including enterprise support for business start-ups and growing businesses. Our mission is to: Attract private sector investment in business and property; Promote enterprise and support business growth; Support the regeneration of disadvantaged places and neighbourhoods; and Help create prosperous, attractive, sustainable communities throughout Northumberland. 1.2 Project Overview The Business Northumberland programme delivered by Arch Commercial Enterprises Ltd (from here on described as Arch ) will be delivered online and supported by subject specific master classes and seminars as well as support from consultants and Arch employed Business Growth Advisers. The programme will be delivered within Northumberland to support the growth and sustainability of eligible SME s. Objectives: Encourage and promote the growth and sustainability of eligible SME s based in Northumberland, and the wider NE LEP area: o Increase the number of eligible SME s demonstrating growth; o Increase and safeguard employment. Improve digital skills and promote the use of online technologies to drive growth: o Improve the level of digital skills among eligible SME s; o Increase the use and application of online technologies by eligible SME s. Raise the profile of Northumberland, and attract new investment into Northumberland and the wider NE LEP area; o Attract new eligible SME s; o Increase volume of eligible SMEs operating out of Northumberland To deliver these objectives, Arch recently submitted a proposal in response to competitive calls for European Regional Development Fund (ERDF) projects released by DCLG for the ESIF Programme, with projects running until March If successful, this funding will strengthen our provision of business support services across Northumberland and beyond. 2
3 The delivery of support under ERDF requires Arch to comply with ERDF and public procurement guidelines. As a result this tender is designed to enable Arch to demonstrate compliance with these guidelines, ensure value for money and offer the opportunity to deliver the proposed support services for this project in an open and competitive way. 2.0 Specification for Evaluation 2.1 Overview Arch wishes to appoint a single service provider to enter into a Contract for the Support for the Procurement of Services required by the Business Northumberland programme as set out below. The successful provider will be responsible for the initial support work required to put in place a compliant public procurement process for a number of bespoke contracts. Depending on the advice provided, these will follow sub-ojeu and/or OJEU procurement processes. The contract may be extended beyond initial support to provide further assistance immediately, or at a later stage depending on resources and the agreed strategy. The provider will be expected to provide guidance for the initial procurement process and direction to the Programme Manager - Business Northumberland and senior managers who will be providing input and support on specific procurement needs across Arch as part of the initial and evaluation processes. In addition, the successful provider will provide advice on the appropriate procurement method for different services; project management of activities relating to the effective procurement of the contracts; and support to the programme management team to ensure adherence with internal and ERDF rules and regulations. There are three key areas of activity where support will be required: 1. Procurement Strategy and Approach Arch will require expert advice on how the procurement of the various services should be organised and planned in order to achieve a procurement process, which is compliant, efficient and timely, ensures value for money and offers maximum flexibility to the way in which Business Northumberland will utilise contracted suppliers and service providers. 2. PQQ / Invitation to Tender development Arch will require dedicated support including, but not limited to: Co-ordination of sub-ojeu and OJEU procurement processes Specification of PQQ / ITT tender brief, objectives and questions Preparation, drafting and issuing of PQQ and Invitation to tenders Preparation and issuing of tender notices Development of the selection and evaluation criteria Development of a practical and compliant scoring methodology Control of all documentation Management of evidence trail compilation to ensure audit compliance 3
4 3. PQQ/Tender scoring and evaluation Arch will require support including, but not limited to: Support with the evaluation of the responses to tender including financial assessment Communication to successful and unsuccessful bidders at all stages Completion and publication of contract award notices in a timely and ERDF compliant manner. 2.2 Resource It is envisaged that the procurement support work will be allocated on a call off basis. Immediate requirements as detailed in Section 2.1 will focus on scoping and devising a procurement strategy and implementation plan based on the services needed for the Business Northumberland programme to fulfil its public procurement and contractual obligations. The management of procurement activity will follow based on the requirements of the programme. Work will be allocated and agreed in advance and paid on a day rate, subject to performance. In responding to this ITT, and in order to provide a benchmark on value for money, tenderers are asked to identify the resources they would require to undertake the successful procurement of an example OJEU procurement process. 2.3 Outputs The successful provider will be required to produce as a minimum: A procurement strategy agreed with the Business Northumberland programme management team which clarifies the approach, methodology (i.e. procurement routes) and grouping of lots to be followed; Overarching implementation plan which will cover each planned procurement; and Day to day management of procurement processes as requested. 3. Budget and Timescales 3.1 Project Budget This budget and the below timescales are indicative only. Arch reserves the right to change these at its discretion. The contract awarded will be valid until 30 th June 2019.The likely value of activity under this agreement will be not exceed 24,999 net of VAT. This budget and the below timescales are indicative only. Arch reserves the right to change these at its discretion. This procurement is being carried out in principle - a successful supplier will only be chosen if external funding is 4
5 approved for the scheme during April Arch reserves the right to not appoint a supplier if external funding fails to be secured. This is an ERDF funded programme whose activity is due to run until 31 st March Project Timescales Stage Deadline for receipt of completed submission Date/time 5pm Friday 6th May 2016 Evaluation of submissions completed 5pm Tuesday 10 th May 2016 Notification of result of evaluation to successful and unsuccessful applicants Wednesday 11 th May Evaluation Criteria Quotations will be assessed and scored on the following criteria: Cost and Quality Weighting Whilst cost will not be the only determining factor it will be a very significant consideration in the evaluation process, both in terms of actual cost and value for money for the level of service/produce being offered Cost 40% Please provide details on your capability, knowledge and resource capacity to demonstrate how you meet the requirements of the tender brief Please provide details including examples of your Risk Management method, experience of ERDF funding and capabilities and knowledge of ERDF compliance. Please provide a detailed example / case study of previous work that is relevant to this tender, e.g. where the tenderer has directed a publically funded procurement on behalf of a client. And if the contract objectives were successfully met. Please describe how your organisation would approach the procurement example below including timescales and procurement process and procedure. 20% 20% 10% 10% 5
6 Example of required procurement: Business Northumberland will deliver a range of subject specific workshops, seminars, master classes and support to SMEs throughout Northumberland. In order to provide a high quality, responsive service to our clients, it is the intention of Arch Commercial Enterprises Ltd to appoint a number of suppliers with a range of specialisms, who may be called on as and when required on pre agreed rates and contract terms to provide business support services and facilitate workshops, seminars, master classes and consultancy with the SMEs. Score Performance Judgment 5 Exemplary response. Fully comprehensive and appropriate answer. Excellent Response of a high standard. Illustrates a highly appropriate understanding and 4 approach to the requirement. Very Good Response illustrates a good understanding of the requirement. An appropriate 3 response, although would benefit from further detail. Good 2 Response illustrates a basic understanding of the requirement but lacks detail. Satisfactory Very limited response lacking in any relevant detail. Illustrates a very limited 1 understanding of the Poor 0 No quality response submitted. Unacceptable Please also note that this project will be part funded through the European Union ERDF Programme and applicants should be aware that they may be liable for any penalties received for procurement irregularities, if proven that it was due to advice or support received by the successful tenderer within the contract period. Proposal Format Proposals should clearly demonstrate how you meet each of the requirements set out above and provide access to examples that demonstrate you/your company s ability to meet the requirements. Submission Please provide details of your fee proposal, as a monetary value, for providing the required service to Arch. The stated cost should include any additional services that are offered within the fee beyond the standard procedure. E.g. mileage, travel expenses, printed materials. *Please note all costs towards provision of goods/services must be included in the Total Price 6
7 To Be Completed By Supplier DESCRIPTION BELOW OF GOODS AND/OR SERVICE QUANTITY UNIT PRICE EX VAT V.A.T. TOTAL UNIT PRICE (INCL V.A.T.) * If you have an alternative pricing structure to provide the required service to Arch please list here: Proposals are required electronically Arch Procurement (tenders@arch-group.co.uk). The contract is expected to commence by Thursday 12 th May
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