2.2  Structure to Appoint Advisors

2.2.1  It is up to advisors to determine the structure of their bids.  The submissions must however include:

■  A description as to how the services required will be provided and the approach to be taken in working with the project group and other advisors.

■  Fee proposals (detailed scope of work, fixed fees and hourly rates, including expenses and disbursements) for the work identified in the brief (see 2.2.3 for more detail).

■  Details of the personnel specific to the project and advisors experience on PFI/PPP projects.  Details of how the adviser will resource the project with appropriate and experienced manpower.  This element of the bid will be strictly monitored with appointed advisors.

■  Demonstration of sufficient strength and depth to service the project and make proposals to deal with any potential conflict of interest in supplying services to organisations bidding for this contract or other similar contracts the Council initiates.

■  Detailed proposals for project management and identifying training issues, which assist to develop the internal project teams.

■  Proposals for development of best practice and incorporation of best value in each project.

2.2.2  All bids are to be returned by [Date].  4 copies of the Bid documentation must be returned to: [Project Director], [Address].  The bid must be returned using the attached address label and envelope, together with supporting packages.  No other external marking, such as bidders details are acceptable and will invalidate the tender submission.

The bids must include:

■  the bid submission and fee proposals (see paragraph 2.2.1  and 2.2.3)

■  evidence of the legal identity of the Bidder together with confirmation as to their financial stability, including disclosure on any involvement of any member of the company in bankruptcy winding up or any similar proceedings;

■  details and general background of the bidder to the extent that they are relevant for this submission, including disclosure of any involvement of any member of the company in criminal proceedings or actions for grave professional misconduct;

■  3 (three) examples including details of similar work carried out within the last 2 years accompanied by contact names and written permission for the Council to approach the organisations concerned for references;

■  arrangements for the transfer of intellectual property rights of the outputs in the context of skills transfer and succession projects;

■  the attached certificates as to non-collusion and canvassing (see draft in Appendix A);

■  the general declaration completed and signed by a responsible person in connection with the bid (see draft in Appendix A);

■  evidence of appropriate liability insurances;

■  details of potential or actual conflicts of interest and a statement on the management of such issues;

■  bidders draft contract of engagement.

2.2.3  Fee Proposals

The Project envisages the following broad stages to its development and procurement:

•  Development and submission of outline business case and discussions with HCA/CLG/PRG leading to endorsement

•  OJEU notice, pre qualification and shortlisting of bidders

•  Drafting, preparation and release of PQQ, ISOS, ISDS including clarification, up to receipt of bids

•  Bid evaluation, negotiation and clarification leading to appointment of preferred bidder

•  CFT leading to appointment of preferred bidder

•  Preferred bidder 'fine tuning' to commercial and financial close including final business case

Advisers should indicate in their fixed fee proposal the individuals from the firm to be deployed on the project together with their daily rates for additional work

Against each stage of development and procurement outlined above, advisers should indicate the time input (in days) required of each named individual and, by applying the appropriate daily rate, an indication of fixed cost.

Advisers should make an allowance for travel time involved in attending meetings at the Council's offices in [ ].

Note: Advisers should indicate the stages of development/procurement against which they are prepared to commit to a fixed price lump sum (and confirm that the value of the lump sum is equal to the indication of cost above). Where advisers are unable to commit to a fixed price lump sum for any stage they should indicate whether they are prepared to agree a cap on all fees chargeable and the value of that cap.

Advisers should indicate any costs which are in addition to those requested above - expenses, disbursements - and their proposals for charging these."

2.2.3  The written proposals will be evaluated for each bid received and a shortlist confirmed of advisors who will be invited to make a verbal presentation. The presentation will also form part of the assessment.  The evaluation will be on the basis of the most economically advantageous tender, an evaluation criteria framework is enclosed (Annex B).

2.2.4  It should be assumed for bidding purposes that the following inputs to the project will be delivered in-house with external support where identified:

■  A project management proposal from initiation to completion identifying project team members, structures and timescales

■  Preparation of initial documentation for submission to Government Department

■  Preparation of PIN/OJEC

■  Preparation of PQQ and Evaluation Criteria

■  Preparation and Arrangements for Bidders Conference

■  Preparation of Draft ISOS and Evaluation Criteria, ISDS and CFT

■  Evaluations not specifically ascribed to adviser(s) and co-ordination of responses

■  Leadership of project teams and ongoing performance review

■  Administration and Communication requirements for Project including printing and publications (Bidders should confirm IT and e-mail compatibility).

■  Supporting financial evaluation of ISOS, ISDS and CFT by advisors

■  Internal reporting and approvals including Interim and Final Business Case submissions

■  Debriefing unsuccessful bidders at key stages

■  Specific aspects of the legal advice required e.g. property-title and general corporate legal advice.

2.2.5  The timescale for appointment of financial advisors is:

■  [Date] - Closing date for Requests to Participate

■  [Date] - Invitation to Tenders dispatched

■  [Date]  - Tender Return by 10.00hrs

■  [Date] - Evaluation of bids to select shortlist for verbal presentation.

■  [Date] - Interviews and Presentations

■  [Date] - Confirm Preferred Bidder

■  [Date] - Commencement of Services