Decision details

Award of Capital Works Contract (New car park); Queen Elizabeth Park, Grantham

Decision Maker: Cabinet Member for Commercial and Operations

Decision status: Recommendations Approved (subject to call-in)

Is Key decision?: No

Is subject to call in?: Yes

Purpose:

To seek approval for the award a contract to facilitate the provision of a new car park; Queen Elizabeth Park, Grantham

Decision:

That approval is granted to award the tender to facilitate the provision of a new car park; Queen Elizabeth Park, Grantham in the sum of £31,003 to A Coupland (surfacing) Ltd having achieved the highest score on the cost/quality evaluation and considered to be the most economically advantageous tender received by the Council.

 

 

Reasons for the decision:

During March 2019 the Council approved funding to the value of £30,000 for the provision of a car park at Queen Elizabeth Park.  Four local suppliers were invited to respond to a Request for Quotation (RFQ) priced against work requirements detailed within a written specification supported by standard terms and conditions. A process delivered in accordance with the Councils procurement framework and EU treaty principals.

 

Procurement Method / Tender process applied

 

A Request for Quotation (with standard terms and conditions, written specification, quantities and drawings) was issued to 4 suitably experience contractors.

 

Tenders returned and evaluation

 

Just one supplier tendered for the work before the closing date of 17th May 2019, as follows:

 

Tender 1 - A Coupland (surfacing) Ltd

 

The tender was evaluated against the standard terms and conditions of the RFQ along with the specification. Quality and price (predefined quality/cost criteria at a ratio of 40/60) were evaluated which resulted in the following rankings (A Coupland (surfacing) Ltd offering the best value);

 

 

Company

Tendered price (£)

Tender 1

31,003

Tender 2

0

Tender 3

0

Tender 4

0

 

 

Quality Criteria

Criterion Weighting

 

Tender 1 score

Comments 

Compliance with specification

60%

60%

 

Price

40%

37%

Over budget but surplus budget available via the Wyndham Park car park project (see report FM0015)

TOTAL

100%

97%

 

 

 

 

As we received just one tender for the above it has been necessary to establish if the tender is offered at a competitive price. To establish this, we calculated the value of the tender as a unit rate (per sqm) and compared this to the unit rate offered by supplier who have tendered for work to an identical specification during 2016.

 

By comparison the contract awarded at that time was based on a unit rate of  

£42.02 per sqm.

 

Unit rate comparison:

 

Comparison

Unit rate

Notes

 Tender 1

£44.28 per sqm

Compared to tendered unit rates received during 2016 the price would still be below inflation adjusted price of £44.59 per sqm

Previous winning tender (2016)

£42.02 per sqm

With inflation adjustment (average 2% per annum) this figure would now be in the region of £44.59 per sqm

 

 

As the budget for this development is set at £30,000 and the tender is £31,003     - we propose to use an element of the projected £10,241.55 underspend from the Wyndham Park car park project (see report ref FM0015) to support the Queen Elizabeth Park scheme.

 

The financial outcome of the proposals mentioned above will be; project delivery of both car park projects (Wyndham and Queen Elizabeth park) within budget.

 

Tender analysis

 

Arithmetic Check - An arithmetical check was carried out as part of the price evaluation and no errors were detected.

 

Due Diligence - Compliance with standard terms and conditions has been checked.

 

Form of Contract - RFQ Standard terms and conditions.

 

Programme of works

 

A programme of works has been provided by company offering Tender 1 which confirms their ability to complete the works in accordance with our requirements. With works scheduled to complete within 4 weeks we anticipate completion by the start of the school Summer Holidays.

Cost and quality control 

 

As tenders have been priced on the basis a full suite of tender documents (bill of quantities, drawings, technical specifications etc) the price is fixed but subject to mathematical adjustment (using tendered unit rate) to align with our budget.

 

Payment for the works will be made upon satisfactory completion of the contract.

 

All costs will be closely monitored to ensure that spend is within the project budget of £30,000.

 

Consents; Highways, Environment Agency and Planning - All consents have been secured

           

 

Alternative options considered:

Considerations was given to the use of an alternative type of surfacing. However, in the interests of the landscape a softer, permeable solution, was the most appropriate solution. In addition, the costs savings (if any) for using an alternative system were negligible.

Publication date: 13/08/2019

Date of decision: 12/08/2019

Date comes into force if not called in: 21/08/2019

Call-in deadline date: 20/08/2019

Accompanying Documents: