Estates Consultancy Services

Description

The Police and Crime Commissioner for Warwickshire, on behalf of Warwickshire Police, is inviting tenders for the provision of Estates Consultancy Services. Warwickshire Police delivers a programme of small to medium-scale estates projects across its operational estate. These include refurbishments, extensions, alterations, fit-outs, infrastructure upgrades and planned maintenance works. Planned projects over the next two financial years include, but are not limited to, HVAC upgrades, building refurbishments (internal and external), lighting improvements, fire alarm systems, electrical switchgear and air handling unit upgrades, and associated grounds works. Drawing on experience and the inherently unpredictable nature of policing, the success of our projects relies on partnering with suppliers who are adaptable and able to respond flexibly to our evolving needs. We are therefore seeking a supplier that has experience of delivering comparable estates consultancy services within a policing environment. The appointed consultant will provide client-side advisory and delivery support, working under the direction of the Estates Manager, who will retain overall project management responsibility. Services will include, but are not limited to: • Preparation of business cases, briefs and specifications • Management of multi-disciplinary design teams (RIBA stages 1–7) • Procurement support for works contracts • Programme, risk and cost management • Contract administration (e.g. JCT/NEC) • Stakeholder engagement and reporting • Technical advisory (including planning, CDM, and regulatory compliance) • Site attendance, quality assurance and project close-out The requirement will be tendered as a single contract. The Authority considered whether the requirement could appropriately be divided into lots. Following assessment, it was concluded that a single contract is operationally and technically preferable due to the need for a consistent and integrated approach, ensuring alignment in advice, delivery standards and reporting. In addition, evidence from the previous procurement undertaken by ourselves demonstrates that the market can deliver the full scope as a single contract. The proposed contract term is two (2) years with the option to extend for up to a further two (2) periods of twelve (12) months each, subject to satisfactory performance and project requirements. The contract value is expected to be in the region of 10–15% of capital works value, actual % value may vary depending on the nature and size of the capital project. Based on the current capital expenditure pipeline and a project value of 10-15% the estimated total contract value is between £756,000 and £1,134,000 (excluding VAT) over the full potential 4-year term. The total contract value is therefore an estimate and may increase or decrease depending on number and scope of projects, capital budget availability, estate and asset changes plus any future policing reform requirements. How to apply: All expressions of interest must be made via the Warwickshire Police In-tend portal hosted on the In-tend Bluelight Hub: https://sell2.in-tend.co.uk/blpd/home Suppliers may view tender details via the ‘Tenders’ section. Access to procurement documents requires supplier registration/login. New suppliers should register and then access the ‘Portals’ section and select connect with Warwickshire Police. Any questions relating to this procurement procedure must be made via the Correspondence function on the In-tend portal. Full details of the procurement process, evaluation methodology, specification and contract conditions are contained within the tender documents on the In-tend portal. The Authority has determined that Preliminary Market Engagement (PME) is not required for this procurement. A full competitive tender exercise for estates consultancy services was undertaken in May 2024. Since contract award, further assurance of supplier capability and market capacity has been gained through contract delivery. The estates consultancy market is well-established and stable, with no indication of material changes since the previous procurement. The requirements are clearly defined and based on recent specifications, refined through operational experience. As such, there is no material uncertainty that would necessitate further market engagement to shape the procurement approach. On this basis, undertaking PME is not considered proportionate and would be unlikely to deliver additional value. The Authority is satisfied that proceeding directly to tender will support effective competition and compliance with the Procurement Act 2023. Procurement and Legal Information: The following summarises key procedural and legal aspects of this procurement. Full details are provided in the tender documentation. This procurement falls above the relevant threshold and is therefore subject to the Procurement Act 2023. It is a tender process requiring the submission of proposals, pricing information and mandatory commercial information. The Authority is conducting a one-stage open procedure in accordance with the Procurement Act 2023. Full details of the procurement process, evaluation methodology and contract conditions are provided in the tender documents. The Authority reserves the right to amend the procurement process and timetable as necessary throughout the procurement in accordance with the Procurement Act 2023 and the principles of transparency and equal treatment. The Authority has identified potential contract modification grounds in accordance with Schedule 8 of the Procurement Act 2023. Details are provided in the “Other Information” section of this notice. In accordance with Schedule 5 paragraph 8 of the Procurement Act 2023, the Authority reserves the right to make a direct award where the competitive procedure does not result in an acceptable tender and the statutory conditions are met. The Authority reserves the right, where legally permissible under the Act, to award additional similar goods or services to the appointed supplier where required and where all statutory conditions are satisfied. Any conflicts of interest identified during this procurement will be managed by the Authority in accordance with the Procurement Act 2023 and its internal governance procedures. The Authority reserves the right not to award a contract as a result of this procurement procedure.

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