DPS - Commercial Property Agency Appointments (Including appointments for Dunsbury Park)

DPS SCOPE OF SERVICES

The general scope of services that the Council may utilise the DPS includes for, but is not limited to, the following:

• Provide premarketing advice report to the Council for agreement on strategy.
• Market offices/industrial premise within the Council's property portfolio on a sole or joint agency basis.
• Provide marketing advice and market updates.
• Provide regular formal marketing updates and weekly reports on viewings and follow up.
• Secure Occupiers of acceptable financial covenant strength on the most advantageous lease terms to create an appropriate tenant mix for place making.
• Assist the Asset Manager in seeing disposals through to lease completion with the Council's chosen legal team.

DPS APPLICATION PROCESS

All initial applications to the DPS will be processed and evaluated in accordance with the entry criteria outlined within the Call for Applications document.

Any candidate applying to join the DPS after the initial DPS return deadline will have their application assessed against the same criteria. Suppliers applying after the initial DPS return deadline are required to alert the council to the submission using the correspondence function in Intend.

Once the DPS is established and operational, subsequent applications will generally be assessed within the 10 working days required under Regulation 34 (16) of the Public Contracts Regulations (2015) but may be extended on occasion to 15 working days as allowed for under Regulation 34 (17).

In the unlikely event that the timescales for assessment set out above cannot be met, the Council will not call off contracts from the DPS until all outstanding applications have been properly assessed.

DPS CALL OFF PROCESSES

MINI-COMPETITION

A mini competition may be used where further testing of the market is required to ensure innovation, quality of services and cost competitiveness.

For standard mini-competition processes all suppliers will be invited to participate.

The council will administrate all mini-competition processes using its InTend e-sourcing system.

However, where the requirement is of a specialist nature, or where there are a large number of suppliers, a sifting brief may be used to reduce the number of participants.

A sifting brief will include a description of the project / services required, any additional participation requirements and the evaluation criteria that responses will be assessed against. The brief will be published to all suppliers who will have the opportunity to demonstrate their capability and capacity to undertake the required services.

Sifting brief responses will be evaluated in accordance with the evaluation criteria set out within the brief. Successful suppliers will be invited to participate in the mini-competition procedure. The assessment of responses will be used to produce a reduced shortlist of suppliers who will then be invited to submit mini-competition tenders.

Suppliers will generally be given at least 10 calendar days to submit their tender, although this timeframe may vary depending on the nature of the project. In exceptional circumstances suppliers participating in the mini competition may be given a maximum of 5 calendar days to submit their tender, which may or may not include for use of a sifting brief within this timescale.

Mini-competition documentation will include:

• Specification
• Evaluation criteria
• Timetable
• Submission requirements
• Terms and conditions

Mini-competition bids will be evaluated and call off contracts awarded in accordance with the criteria published within the mini-competition documents.

The council will notify suppliers whether or not they have been successful and provide feedback to unsuccessful suppliers upon request.

The council may opt to include for a voluntary standstill period subject to reduced time periods, although there will be no obligation upon it to do so and the inclusion of a voluntary standstill period would not give rise to application of any of the remedies available to suppliers under the Public Contracts Regulations (2015).

DIRECT AWARD

A direct award mechanism may be utilised on the following grounds:

• Repeat work basis - this applies where a supplier has undertaken a similar commission and has demonstrated suitable experience and knowledge through the delivery of this commission. This applies not only to repetition of work let via the DPS, but also of work known to have been carried out by the supplier for other clients.
• Consideration of supplier information - this applies where a supplier is selected upon the basis of particular sector experience, capability and capacity demonstrated within the optional additional information included for within the suppliers most recent submission of DPS information
• Work development basis - this applies where a supplier is commissioned to undertake an initial set of activities, which subsequently identifies further sets of activities where it would be beneficial to the council to maintain continuity of supplier.
• Time of the essence - this applies where the fulfilment of requirements is required on an urgent basis due to, for example, supplier failure, time limited economic opportunities, etc.

For direct awards the Council may consider the following when deciding upon which supplier to select:

• Supplier bidding performance
• Supplier delivery performance
• Supplier specific sector experience
• Supplier capacity

The Council may request information from suppliers which will assist with undertaking an objective decision on which supplier to sect for a direct award call off contract without giving rise to call off via assessed mini-competition process.

A direct award may be pursued with or without the use of further negotiation. Additional information: SCHEDULE OF DIVERGENCES FROM PUBLIC CONTRACTS REGULATIONS (2015)

The Council will establish the DPS in general compliance with Regulation 34 of the Public Contracts Regulations (2015), however due to time b…