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Introduction to empa Frameworks. June 2010. Alan Coole Development Director Paul Windle Framework Development Manager Dave Lowe Vbd Consultants. Scape System Build Ltd is: Local Authority Controlled Company Trading Company for CLASP EU Procurement Directive

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Introduction to empaFrameworks

June 2010


Alan Coole

Development Director

Paul Windle

Framework Development Manager

Dave Lowe

Vbd Consultants


  • Scape System Build Ltd is:

    • Local Authority Controlled Company

    • Trading Company for CLASP

    • EU Procurement Directive

    • Contracting Authority & Central Purchasing Body

Shareholders:

Derby City

Derbyshire

Gateshead

Nottingham City

Nottinghamshire

Warwickshire


Consultancy

  • New Build – Scape Technology

  • Refurbishment advice

Strategic Procurement

  • New build projects

  • Maintenance programmes

  • East Midlands Property Alliance managing agent

  • Design Team Framework


LA

LA

empa

Scape and empa

empa

Executive

REIP

Scape

managing agent


Sub-Region 1

1.Bolsover DC

Derby City

Derbyshire CC

Derbyshire Dales DC

Erewash BC

High Peak BC

NE Derbyshire DC

Sth Derbyshire

Sub-Region 2

1.Ashfield DC

Broxtowe BC

Newark & Sherwood

Nottingham City

Nottinghamshire CC

Notts Police

Sub-Region 3

Lincolnshire CC

Nth Kesteven DC

Lincoln City

Sub-Region 4

Lincolnshire CC

South Kesteven DC

South Holland DC

Rutland CC

Current Members and Participants

  • Sub-Region 5

  • 1.Blaby DC

  • 2.Charnwood BC

  • 3.Daventry BC

  • 4.Harborough DC

  • 5.Hinckley & Bosworth BC

  • 6.Leicester City

  • 7.Leicestershire CC

  • 8.Melton BC

  • 9.NW Leicestershire DC

  • Oadby & Wigston BC

  • Sub-Region 6

  • 1.Corby BC

  • 2.Daventry DC

  • 3.E Northamptonshire DC

  • 4.Kettering BC

  • 5.Northampton BC

  • 6.Northamptonshire CC

  • 7.S Northamptonshire DC

  • 8.Wellingborough BC

  • 38 of 46 authorities participating

  • 10 authorities have projects in progress

  • other public bodies are looking to join


Executive Board

Chair/Vice Chair

Working Group Leaders

Alliance Manager

Working Group

Theme

New Procurement

Scape

Development/Management/Facilitation

Convergence of existing procurement

Working Group

Theme

Training

Regional Developments

How empa Fits Together.

Other Themes


empa’s activities delivered by Scape

Large projects framework - £7.5 - £30m - Live

Intermediate framework - £2 - £7.5m – Live

Minor Works framework - £10K - £500K - £2m – Live

Repairs & Maintenance initiative – Autumn 2010

Strategic Asset Management – Commenced

Design & Technical services – Jan 2011

FM – Trial in operation

Training academy

Regional supply chain development


New Framework

LA

AA

LA

AA

Scape

New Framework

AA

LA

National Collaborations

How do the Delivery Contracts Work?

ScapeAnalysing, Refining, Procuring, Delivering Services to Local Authorities through collaborative developments.


Increasing costs of construction

£

Need for savings

time

Issues to resolve

Costs

  • Need for savings

  • Costs increasing

  • High aspirations


Solution enhanced by frameworks - Advantages

  • Earliest contract involvement

  • Continuous improvement on all issues

  • Wider agenda introduced

    Evidence…

  • Early empa experience, indicating +6% savings

  • Low/zero procurement costs


Solution enhanced by empa

  • Scale - Flow of projects

  • Providing an infrastructure for management

  • Common approach to the market

  • Reduced costs of procurement

  • Reaching the supply chain


Solution enhanced by empa

  • Training – Skills academy

    • Developing the client side

    • Improving contractors

    • Skills agenda

  • Economic and social sustainability

    • Local delivery

    • Supply chain development


Framework Contractor Selection

OJEU Compliant 2-stage Tender

In accordance with the Public Contract Regulations 2006

Wide based selection panel

Approved process by empa and Scape


Contract Forms:

Scape Framework One - NEC Option C

Intermediate Framework - NEC Option C

Minor works upper band - NEC Option C

Minor works lower band - NEC Short version


Intermediate operates region wide

Minor works in sub regions


Intermediate Framework

Wates

Kier

Willmott Dixon

Available Now


Minor Works Framework


Scape/empa Frameworks

Accessible by any public sector organisation

Project values as the bands

Satisfies requirements of EU procurement Directives

Managed arrangements - No need to tender principal contractor – protocols for selection


Principle Features of the Framework

Early engagement of Customer and contractor

Simple process to follow

Risk management

Cost control and ordering procedures

Open book

Performance monitoring procedures


Contract Forms:

Scape Framework One - NEC Option C

Intermediate Framework - NEC Option C

Minor works upper band - NEC Option C

Minor works lower band - NEC Short version


Contractor’s commercial interest

Being allocated the next project

Protect their reputation – special measures

Avoid a loss – make a modest profit

Minimise the design liability that is retained in the company


Preliminary considerations

Project Process

Process map schedule 5

Gateway process

Contractors pre construction activities schedule 10

Specification of design services schedule 9

Feasibility stage- is the project doable

Pre construction stage- reaching a point of commitment

Construction phase


Feasibility

Preconstruction

Construction


Strategies on Supply Chain Tendering

  • Customer to make their policies clear.

  • Contractor required to deliver best value

  • Contractor’s methods of operation with regard the supply chain part of their submission

  • Exercise judgement around…. size, complexity, availability in market, alternative procurement methods.

  • Allowances for the unforeseen or ill defined


Risk Management

There is risk for the client therefore:

  • Identify it

  • Evaluate it

  • Accept it

  • Report it

  • Manage it


Cultural Issues to Address!

  • Seeking to collaborate

  • Organisations with different cultures

  • Changed relationships

    Challenge for Leaders


empa REPAIRS & MAINTENANCE THE DIALOGUE PROCESS

30th June 2010

David Lowe

Value By Design Limited


THE PROCESS

  • Short-listing from PQQ


THE PROCESS

Bidders

The ‘funnelling’ process

AWARD

PQQ

DIALOGUE

ITT

ISOS

ISDS


THE PROCESS

  • Reasons for Dialogue

    • The need for work/partners is known

    • The final specification and solution is unknown

    • Reduce expenditure of many Bidders through funnel process

    • Allow high levels of client/stakeholder engagement

    • Develop appropriate solution (s) with Bidders through dialogue.


THE PROCESS

  • R&M FRAMEWORK CONTENTS

  • Some clients will be offering up work to start on commencement of the Framework. These will be bid through the dialogue and Final Tender processes.

  • Other work will may be awarded through mini competition once the Framework is operational. The dialogue must consider the potential for these elements, developing appropriate solutions to be called off in the future. (Subject to dialogue)


THE PROCESS

  • ITPD – Invitation to Participate in Dialogue

    • Guidance & information applicable through the dialogue phase.

    • Details evaluation criteria of dialogue phase

    • Provides outline details to Framework Agreement

    • Key topics of evaluation developed through the dialogue phase.


THE PROCESS

  • Outline Specification

  • Details basic requirements of solutions. Indicators of existing workloads and anticipation of future work.

  • All solutions must comply with this, variations and solutions themselves are to be reviewed and discussed in dialogue meetings.

  • Changes to Output Specification will be universal between Bidders.

  • Existing detailed information available within Dataroom. Details and booking procedures included here.


THE PROCESS

  • Rule of Engagement

    • Processes and etiquette for conducting dialogue meetings with clients &stakeholders

    • Bidders with 1 or 2 Zones will get 1 ½ hours at initial dialogue meeting. Those with 3+ will get 3hours.

    • Questions to be issued to SCAPE prior to meetings wherever possible.


THE PROCESS

  • ISOS – Invitation to Submit Outline Solutions

  • First round of dialogue quality evaluation and visits to establish quality standards and systems. Evaluation broken down into:

    • Meeting Authorities’ requirements

    • Quality of proposed personnel and interface proposals with Authority

    • Commercial and Legal

    • n/a

    • Reference projects and site visits

  • Includes written submission and subsequent interview

  • Bidders must pass minimum standards


THE PROCESS

  • ISDS – Invitation to Submit Detailed Solutions

  • Second round of dialogue development of methodologies and processes to suit clients. Evaluation broken down into:

    • Meeting Authorities’ requirements

    • Quality of proposed personnel and interface proposals with Authority

    • Commercial and Legal

    • Financials

    • n/a

  • Includes written submission and subsequent interview

  • Bidders must pass minimum standards


THE PROCESS

  • Dialogue Presentations

  • Introductions and reiteration of the procedures for elimination of Qualified Bidders by the Authority

  • Qualified Bidders brief verbal introduction to their Team and contents of their presentation

  • Qualified Bidders presentation on

    • Round 1 – Outline Solutions

    • Round 2 – Detailed Solutions

  • General questions

  • Qualified Bidders questions

  • Evaluation team will review marks based on these interviews


THE PROCESS

  • Marking weighting in Dialogue


THE PROCESS

  • DIALOGUE

  • Ultimate aim of the process is to identify suitable solution (s) and demonstrate skills, capacity and basic affordability.

  • Relies on meeting clients & stakeholders to identify & create solutions. Better solutions more likely to attract more clients.

  • Both ISOS & ISDS end with written submission and interview/presentation – opportunity to demonstrate solution and present team.

  • Only shortlisted Bidders invited to submit tenders


THE PROCESS

  • DIALOGUE

  • Ultimate aim of the process is to identify suitable solution (s) and demonstrate skills, capacity and basic affordability.

  • Relies on meeting clients & stakeholders to identify & create solutions. Better solutions more likely to attract more clients.

  • Bidders responses through the dialogue may instigate amendments to documents, these will be updated & re-issued to all Bidders. Only commercially sensitive information will be withheld.

  • Only shortlisted Bidders invited to submit tenders


THE PROCESS

  • FINAL TENDER

  • Shortlisted Bidders invited to submit final costs and solutions to Scape based on dialogue process.

  • May maximum of two solutions from each Bidder.

  • Final evaluation based on MEAT criteria, i.e. quality cost split.


THE PROCESS

PQQ

DIALOGUE

ITT

ISOS

ISDS

Set minimum quality standard and outline solutions for framework

Identify detailed solutions, method statements & cost models

Identify EMAT solution based on detailed solution (s) & cost models

4 YEAR FRAMEWORK

Identify appropriate track record/ skills


THE PROCESS

  • DIALOGUE

  • Process allows Bidders to input into commercial/legal/ specification aspects of the work.

  • Within the limits specified by the documents Bidders may offer up and discuss solutions that will provide greatest efficiency and service to Clients.


THE PROGRAMME


End


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