Framework for Provision of Planned Preventative Maintenance (PPM), Reactive and Minor Works and Associated Services for the Surrey Estate and Sussex Estate

The Police and Crime Commissioner for Surrey

East Sussex Fire Authority

The Authority will evaluate your tender response submission. Please ensure you read the ITT in full before responding. As the information you give within your tender response will be relied upon as being true and accurate and will form part of the contract for the successful Applicant. If any of the information given by your organisation within the tender response and Tender process is subsequently identified as being inaccurate, this may exclude your organisation from further consideration or could result in contract termination.

Information and instructions on responding to the ITT are detailed below. Please ensure that all questions are answered in full in your response, providing supporting and additional information as appropriate. Please note that upon evaluation of the SQQ if your organisation is deemed to have failed the Mandatory Pass/ Fail questions your tender will be excluded from any further part of the evaluation process.

All responses will be anonymised before being evaluated. If company names or personal details were to be included in the response, these will also be redacted before evaluation.

The evaluation of the submissions will be based on obtaining the most economically advantageous offer to the Authority, taking into account the criteria detailed below:

Evaluation Criteria and Process

Quality of services as demonstrated in the response to ITT questions

Rate Card and PPM Register Price

Quality Questions

There are 7 Quality Questions in total per tender submission form.

a. If a tender scores ‘0’ against any one or more question, this will give grounds for excluding that tender from any further consideration. For any tenders so excluded, the relevant price will also be excluded from the evaluation.

b. It should be noted that each question has also been assigned a relative importance weighting, on a scale of 0 (the lowest) to 100 (the highest), to reflect its significance in the evaluation.

The weighting is detailed against each question. Tenderers’ scores for each question will be multiplied by the relevant weighting to result in a ‘weighted’ score for that question.

The evaluation marking of the ITT response will follow the guidelines detailed below:

Marking guidelines Score

Comprehensive and useful response which is innovative and fully meets expectations, including a full description of techniques and measurements employed. Excellent evidence provided to demonstrate that the Specification will be met. 5

Response satisfies requirement and includes a good level of detail. Some good evidence provided to demonstrate that the Specification can be met. 4

Response meets minimum requirements but remains basic and could have been expanded. Response is sufficient with just enough evidence to demonstrate that the Specification can be met. 3

Poor response only partially satisfies requirement, with deficiencies apparent. Falls short of minimum expectations. Insufficient evidence to demonstrate that the Specification can be met. 2

Poor response - only attempted to answer requirement, with major deficiencies. Insufficient evidence to support the response. 1

Question not answered / response is unsatisfactory. Insufficient evidence to support the response to allow the Authority to evaluate. 0

Clarification Meeting (lots 1, 2, 5, 6, 7, 13, 17) - if required

The Authority, at its sole discretion, can if it sees fit, invite contractors under lots 1,2,5,6,7,13 and 17 to a meeting to clarify their tender submission. The Authority would only invite contractors which have been scored within 5% of the highest scored bid. The purpose of the meeting is to seek clarity on their tender submission which may result in their moderated score being adjusted.

Prior to the meeting, the Authority will send each contractor invited specific questions which we seek clarification on. The Authority will not be asking any additional questions.

PRICE

Tenderers’ price scores will be calculated based upon the lowest price submitted for the Rate Card and PPM Pricing Document submitted. The Tenderer offering the most cost-effective solution based upon these costs will be awarded the highest score available