3-2-2015 Meet The Buyer - Aberdeenshire

How To Access Construction Contracts
From Aberdeenshire Council
3 February 2015
Agenda
Introduction
Allan Whyte, Head of Property and Facilities Management
Legislative context and Financial Regulations
Joan McCluskey, Corporate Procurement Manager
The Public Contracts Scotland portal
Alison Gallacher, Category Manager
Networking
Major and Medium-sized Projects
Neil Reid, Architecture Manager
Reactive & Cyclical Maintenance & Minor Works
Ray Walkinshaw, Building and Facilities Manager
Questions
Summing-up
Allan Whyte, Head of Property & Facilities Management
Introduction
Allan Whyte
Head of Property and Facilities Management
Aberdeenshire Council background –
context
Aberdeenshire Council background –
Infrastructure Services organogram
Director of
Infrastructure
Services
Stephen Archer
Head of
Roads and
Landscape
Services
Philip McKay
Architecture
Neil Reid
Head of
Transportation
Ewan Wallace
Head of
Economic
Development
Belinda Miller
Engineering
Services
Brian Smith
Head of
Property and
Facilities
Management
Allan Whyte
Quantity
Surveying
Jonathan Christie
Head of
Planning and
Building
Standards
Robert Gray
Building
and Facilities
Ray Walkinshaw
Head of
Protective
Services and
Waste
Management
Ian Robertson
Estates
John Gahagan
Property & Facilities Management
Key Areas of Focus – budget
Revenue
• Council
• Property Consultancy Services
• Estates
• Repairs & Maintenance
• Office Accommodation
• Woodhill House
• Building Cleaning
• Office Catering
• Public Conveniences
- £548.00m
£5.30m
£2.00m
£6.80m
£2.30m
£2.70m
£6.40m
£0.50m
£0.99m
Capital
• Housing
• Non Housing
- circa £ 40m per annum
- circa £147m per annum
Property & Facilities Management
Key Areas of Focus –
Our five themes
…..Providing the best buildings for
Property Asset
Rationalisation
Property Asset Investment
- WorkSPACE
- Depot Strategy
- Challenging the Use of Property Assets
- Asset Disposal
- Community Asset Transfer
- Deliver Capital Plans
- Land and Property Acquisition
- Maintenance Strategy
- Improving Condition and Suitability of Property Assets
- Regeneration and Place
Property & Facilities
Management
Maximising Property
Asset Income and
Economic Activity
Integrated Facilities Management
- Maintenance Management
- Building Cleaning
- Internal Catering
- Reception/Caretaking
- Public Toilets
- Capital Receipts
- Commercial and Industrial Activity
- Management and Industrial Development
- Business Development
- Community Benefits
Sustainable Development
- Energy Management
- Carbon Reduction
- Renewables
- Fuel Choice Strategy
- Zero Energy Buildings
Property & Facilities Management part of Infrastructure Services
Property & Facilities Management
Key Areas of Focus –
Asset Management
• Right building, in the right condition, in the right location at any
given point in time – buildings to meet strategic objectives
• Over 750 Operational Buildings (Schools, Care Homes,
Swimming Pools, Museums etc)
• Investment/Disinvestment
• Asset Value circa £1.8bn
Property & Facilities Management
Key Areas of Focus –
Procurement Strategy
• Frameworks for projects above EU thresholds – in future we will
publish contract award notices
• Term contracts for reactive/cyclical maintenance & Minor Works
• Open tendering via Public Contracts Scotland for projects
between £60,000 and EU thresholds
Legislative context and the Council’s
Financial Regulations
Joan McCluskey
Corporate Procurement Manager
Aberdeenshire Council
Commercial & Procurement Services
• Equal & Fair Treatment
• Transparency
• Delivery of Best Value
• Governance
• Procurement Efficiency
• Aberdeenshire Council Financial
Regulations
• Public Procurement Rules
Aberdeenshire Council Financial
Regulations
Less than £10,000
Minimum of 1 written quote &
demonstration that procurement
route represents best value.
£10,000 – £59,999
4 competitive written quotations
£60,000 – EU Threshold
Competitive tender.
Over EU Threshold
Compliant procurement.
EU Procurement Threshold Values
From 01 January 2014
Supplies
£172,514
Services
£172,514
Works
£4,322,012
EU Procurement definitions
• Supplies contracts are essentially those for the supply (and
installation where appropriate) or hire of products
• Works are defined as "the outcome of building or civil
engineering works taken as a whole that is sufficient of itself to
fulfil an economic and technical function"
• Services include, for example, maintenance of equipment,
transportation, consultancy, technical services etc
What are the Public Sector
Procurement Rules?
EU Treaty obligations
EU Procurement Directives
Scottish Public Sector Procurement Regulations
EU Court of Justice and national case law.
New Legislation
• Procurement Reform (Scotland) Act 2014
• EU Procurement Directive on public procurement
• EU Procurement Directive on the award of concession contracts
• EU Procurement Directive on the award of contracts by entities
operating in the water, energy, transport and postal services
sectors
• EU Procurement Directive for electronic invoicing in public
procurement
Public Contracts
Scotland
Alison Gallacher
Category Manager
Commercial & Procurement Services
Topics
 Registration and Alert Profile
 Quick Quote
 Responding to a request for quotation
 Hints and Tips
www.publiccontractsscotland.gov.uk
Register as a
Supplier….
Free service!
Registration…
….As a Supplier
Admin Details…
Supplier Control Panel
My Profile - Alert Profile:
Select Product Categories &
Geographical locations
Add one or more categories to your profile:
Select Geographic Locations to filter tender alerts:
Regularly review your Public
Contracts Scotland supplier
registration
and ‘Alert Profile’.
Action the ‘Supplier Registration’
and ‘Alert Profile’ annual email renewal request.
What is Quick Quote?
 Online quotation facility which allows buyers to obtain competitive
quotes electronically for low value/risk requirements.
 Details of the Quick Quote are created on the Public Contracts Scotland
and distributed to a select list of suppliers.
 Quick Quotes are only distributed to selected suppliers and are not made
public on the website.
 If invited to quote you must complete the details and submit your
quotation using the on-line secure tender Postbox.
Supplier Control Panel
To view the Quick Quotes you
have been invited to tender for
access “Quick Quotes”.
You can access the QQ user guide, new QQ
invitations etc.:
Quick Quote Details
1) Full Text
2) Question & Answer Facility
3) Further Information
4) Accept Invitation
5) Decline Invitation
Supplier Control Panel
Yes “Accepted Invitation” > Select “Go to Postbox” to
respond to the Quick Quote.
Create Postbox Response
1) Contact
Details
2) Upload
document
to support
QQ
Response
3) Further
Comments
4) Dispatch
button to
submit
Postbox
response
Response Dispatch Confirmation
Your response to the notice has been dispatched to
the publisher of the notice.
They have been informed of your response.
Your reference for this response is 4821
View your response workspace.
Hints & Tips
 Regularly save your work. If you don’t click Save within 20 minutes
the website will log you out for security reasons and text may be lost.
 Alternatively develop your Company Description in word and copy to
profile.
 Note: if you are invited to quote PCS uses the email address in your
basic registration profile which is sent the invitation to quote.
 Once your have published your profile you only have to save future
changes.
 Remember to click “SAVE” before you click “PUBLISH”. Publish
when you have completed and saved your profile.
Public Contracts Scotland Help Desk
EMAIL:
[email protected]
Help Guides:
http://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx
Further Guidance
• User Guides available on PCS website:
http://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx
Major and medium sized projects
Neil Reid
Architecture Manager
Framework contractors:
Project pipeline:
Capital Plan Strategic Priorities
Education & Children’s Services
1 Academy (+ 3 on site, or recent)
6 Primary Schools
Corporate
Office Rationalisation
Social Work
Care Home
Housing
New-build housing
Project pipeline:
Education & Children’s Services
Secondary Schools
1. Garioch
Pupil/Cap
Value
Site Start
1200
£tbc
Sep 16 (est)
(Inverurie/Kintore/Kemnay)
Total
£tbc
Project pipeline:
Education & Children’s Services
Primary Schools
Pupil/Cap
Value
Site Start
1. Uryside
540
£13m
tbc
2. Markethill
505
£12m
Apr 16 (est)
3. Kinellar
450
£12m
tbc
4. Kintore (awarded)
325
£13m
May 15
355/450
£11m
May 16
355
£12m
tbc
-
£73m
-
5. Hillside
6. Chapelton (G1)
Total
Others at Gateway 1 include Newmachar, Balmedie,
Stonehaven, etc.
Project pipeline:
Corporate
Offices
1. Office rationalisation
2. Inverurie appraisal
Total
Value
Site Start
£8m
ongoing
£25m (est)
tbc
£33m
Project pipeline:
Housing and Social Work
Care Homes
1. North
Total
Value
Site Start
£9m
May 16 (est)
£9m
Project pipeline:
Housing and Social Work
New-build housing
Value
Site Start
1. Various sites (currently 6)
£1–3M
tbc
Total
£tbc
Project pipeline:
Other examples:
General
Value
Site Start
£8M
tbc
2. Peterhead Bowling
£60-250K
Sep 15
3. Laurencekirk Primary
£60-250K
tbc
4. Aboyne Primary
£60-250K
tbc
5. Turriff Academy lifts
£1M
tbc
6. Carronhill, Stonhaven
£tbc
tbc
7. Bervie Primary
£tbc
tbc
1. Banchory sports facility
Project examples:
Markethill Primary
•
505 school capacity
•
18 classrooms
•
•
•
•
•
GIFA 4642m2
Community Accommodation
1 Nr 7-a-side all weather pitch
1 Nr 7-a-side grass pitch
Site Acquisition in progress
Project examples:
Uryside Primary
•
540 school capacity
•
19 classrooms
•
•
•
•
•
GIFA 4600m2
Community Accommodation
1 Nr all weather MUGA
2 Nr grass pitch
Site Acquisition in progress
Project examples:
Hillside Primary
•
355 school capacity (450 pupil core)
•
13 classrooms
•
•
•
•
•
School GIFA 3235m2
Facility GIFA 4076m2
Community Accommodation
1 Nr 7-a-side all weather pitch
Site Acquisition through S75
Community benefits:
Main points
•
Annette Johnston is Leading from the Council
•
Employment and Skills Plan included (must be realistic)
•
Encourage input from local businesses (needs to be at an early stage)
•
Support from Community Planning Partners, including the Council
– other public sector partners brought on board
– co-ordinated by Aberdeenshire Council
•
Opportunities for “looked after children”
Reactive and Cyclical Maintenance and
Minor Works
Ray Walkinshaw
Building and Facilities Manager
Below £10,000
We use term maintenance contractors:
• Kier Services Ltd; or
• Bancon Construction Ltd.
Or we obtain up to four quotations.
Between £10,000 and £60,000
We use term maintenance contractors:
• Kier Services Ltd; or
• Bancon Construction Ltd.
Or we obtain four quotations
(via Quick Quote).
Between £60,000 and the European
thresholds
We use Public Contracts Scotland.
• All invitations to tender are open: there is no
selective tendering.
• All queries must be through the portal.
• Sometimes we get no prices.
Cyclical works
Asbestos Survey, Removal & Analytical Testing
Hoists Service & Inspection
Automatic Door Control Repair & Maintenance
Legionella Preventative Maintenance
Building Management System Controls Maintenance
Lift Plant Repair & Maintenance
Chimney Sweeping
Mechanical Services Repair & Maintenance
Climbing Walls Maintenance
PE Equipment Maintenance
External Decoration
Portable Appliance Testing
Fire Alarm, Emergency Lighting & Intruder Alarm R&M
Private Water Supply Maintenance
Fire Fighting Equipment Maintenance
Refrigeration Plant Repair & Maintenance
Fire Hydrants Maintenance
Schools Drama Equipment Maintenance
Fixed Electrical Testing – Housing
Schools Science Equipment Maintenance
Fixed Electrical Testing – Non-Housing
Schools Technical Equipment Maintenance
Gas Safety Quality Performance Monitoring
Septic Tanks Maintenance
Generators Maintenance
Sprinkler Systems Maintenance
Heating & Water Appliances in Domestic Properties
Swimming Pool Plant Maintenance
Housing Improvement Frameworks
Bathrooms
Carillion
Muirfield Contracts Ltd
Doors
Carillion
Mansell
Muirfield Contracts Ltd
Heating
Gas Call Services Ltd
Easy Heat Systems
Amey
Kitchens
Muirfield Contracts Ltd
Robertson
Windows
Carillion
Muirfield Contracts Ltd
Robertson
Questions
For example –
What more do you need us to do?
Summing-up
Allan Whyte
Head of Property and Facilities Management