The Mast Academy Trust Invitation to Tender for LED … · Page 2 of 20 1.0 Introduction In line with good practice, The Mast Academy Trust is seeking to tender the procurement of

The Mast Academy Trust

Invitation to Tender for

LED Lighting

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1.0 Introduction

In line with good practice, The Mast Academy Trust is seeking to tender the procurement of its LED lighting and associated products.

The Mast Academy Trust and its schools converted to academy status on the 1st December 2016. Membership currently consists of four schools, however it is anticipated that the Trust will expand and grow over time, supporting a wider network of schools. The four schools, annual intake and current numbers on roll are: School Annual Intake Total Possible

Number on Roll

Birdsedge First School

15 90

Shelley First School

34 210

Kirkburton Middle School

167 501

Scissett Middle School

189 567

2.0 Procurement Best Practice Criteria

The Academy Trust have agreed a set of best practice principles in relation to this tender. These

principles provide a framework to ensure that we act in an ethically and commercially responsible way

in our contractual arrangements. Adhering to these principles is an integral part of the procurement process for the Academy Trust. We will:

• seek value for money and the minimisation of risk to the Academy Trust; • harness the capability, diversity and innovation of our suppliers to add value to the Academy

Trust; • adhere to a procurement process which is equitable, lawful and compliant with regulations; • work with suppliers to ensure goods and services that we buy are made or executed in a socially

and environmentally responsible manner; • seek to be easy to do business with in order to minimise costs, risks and time; • ensure the confidentiality of information entrusted to us while working with suppliers who also

respect this practice; and • permit hospitality only to an extent that it cannot be perceived as an inducement. • prioritise local employment and enterprise so as to create and maintain local job opportunities

and training Primary requirements The following factors will be taken into account in assessing a supplier’s suitability.

Insurance

All suppliers should carry insurance and as a matter of course, an appropriate level of public liability

insurance.

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Training & Development

Suppliers should evidence their commitment to staff training, development and career progression within their organization. Ethical Standards

All suppliers will need to demonstrate that they operate policies relating to the environment, sourcing

with human dignity and supplier diversity.

Environment – evidence that suppliers are aware of the impact of their activity on the environment

and are prepared to work with us in a spirit of continuous improvement. Also that suppliers have

accreditation to the relevant environmental standards, if applicable, within their market(s).

Sourcing with Human Dignity - acting with social responsibility towards those involved in the

supply or production of goods and services as part of a commitment to help create a better world.

Supplier diversity – valuing people as an important resource regardless of race, disability or

gender and embracing their cultural diversity. Community Cohesion

Understanding of making a contribution to community cohesion or regeneration through means

appropriate to the size of the supplier organisations such as volunteering, community projects or fund raising activity Safety and Security

An awareness of, respect for and ability to meet safety and security aspects such as safe

recruitment checks on your staff, will be important to our assessment. Capacity/Capability We need to be confident that you have the right capacity and capability in the relevant area.

Market experience

It is important that suppliers understand the environment of a school or similar environment and

therefore previous experience in this sector will be considered.

Financial Viability

Before commencing business with you, we may ask you to submit Report & Accounts for review

and we will check for bankruptcy status, non-payment of statutory contributions, etc Legal Considerations Our contracts require that suppliers comply with all applicable laws and regulations. Quality We will decide on the level of quality required and indicate this to you at the appropriate time. Where

industry standards apply we will seek evidence of application of these standards. Accreditations or Professional Standards

We will want to assure ourselves that where these are appropriate these are current and that you have not been charged with any grave professional misconduct.

Testimonials

It is important that the process is open and transparent and therefore we may ask for testimonials and references as part of the process.

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3.0 Scope of Work

Key Features of the LED lighting contract

We are looking for LED lighting replacement that adds value. Key features should support:

• Energy reduction and ongoing bills at the Trust to support the Salix funding that has been secured

by the academy for this project

• Replacement and project management of LED lighting in both Kirkburton Middle School and Scissett Middle School allowing for removal of existing fittings and lights and disposal as well as the

fitting of the new light fittings and associated equipment

• Working to a specification as detailed in the below schedules

• Completion of all work within the summer holiday period starting 22nd July and concluding 31st

August

4.0 Instructions to Tenderers

We are willing to accept tenders in the firm’s standard format, but please note that we will require

you to complete the summary attached as Annex A. This is to be completed fully and not by simply referring all questions to paragraphs in your tender document. Full completion of Annex A is a

condition of tendering.

In addition you should include a method statement, no more than six sides of A4 long, describing the

firm’s approach to:

• Co-ordinated implementation of the project across the Multi Academy Trust prior to the 31/08/2017

• Project management

• Post contract aftercare

The details of the firm’s approach should include:

• Discussion of implementation planning at both MAT and individual school level

• Approximate dates and timescales from order to implementation

• Use of systems and controls which support substantive testing of the fittings prior to completion of the project.

The practical information should include:

• Details of staff experience, training and locations including subcontractors

• Requirements that you may have for services or information from the Academy Trust to allow you

to progress effectively and efficiently

As a matter of note, we have an open mind and are not looking for a specific methodology to be employed. The aim of the method statement is simply to understand the firm’s ideas on implementation

of the system and provision of a support service.

Tender Returns

The Tenderer shall tender its prices / costs in accordance with the instructions below. Prices / costs are to be submitted inclusive of Value Added Tax (VAT), detailing the exclusive of VAT price / cost and

any VAT (detailing the rate applied) that may be applicable as a separate figure / column.

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Interpretations

In these Instructions to Tenderers, unless the contrary intention appears:-

a) “Tender” means any offer submitted in response to this Invitation to Tender.

b) “Tenderer” means any person, partnership or organisation, invited to submit a Tender.

c) “Academy” means the Academy listed in section 1 of this document.

Canvassing

Any Tenderer who directly or indirectly canvasses any Trustee, Governor or employee of the academy

or Multi Academy Trust concerning this or any other tender shall be disqualified.

Commercially Sensitive Information

All information supplied by the Academy Trust in connection with this tender shall be treated as confidential by each Tenderer. The Tenderer must not disclose that they have been invited to tender or

release details of the tender document other than on an “In Confidence” basis to those who have a

legitimate need to know or whom they need to consult for the purpose of preparing the Tender.

Tender Documents remain commercial in confidence.

The tender and its accompanying documents are and shall remain the property of the Academy Trust.

They should be securely disposed of immediately in any event, if the Tenderer does not wish to, or is unable to, submit a Tender.

Collusive Tendering

Any Tenderer who:

a) fixes or adjusts the amount of its Tender by or in accordance with any agreement or arrangement

with any other person; or

b) communicates to any person other than the Academy Trust the amount or approximate amount of

its proposed Tender; or

c) enters into any agreement or arrangement with any other person to refrain from tendering; or

d) offers or agrees to pay or give or does pay any sum of money, inducement or valuable consideration

directly or indirectly to any person in relation to any other Tender;

will be disqualified (without prejudice to any other civil remedies available to the Academy Trust and

without prejudice to any criminal liability, which such conduct by a Tenderer may attract). If the Contract has unwittingly been awarded to such a Tenderer it may be terminated forthwith.

Conflict of Interest

Tenderers must declare any financial interest or connection they have in, to or with the Academy Trust

or any of the Academy Trust personnel. Such an interest shall include, but not be limited to, being an

employee, Trustee, Governing Body member, or agent of, or contractor to the Academy Trust.

Tenderers must include declarations from:

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the tendering organisation; any of the tenderer’s associated companies (meaning any holding company or subsidiary company,

or other subsidiary of the bidder’s holding company, as each term is defined in the Companies Act

1985); or any of the tenderer’s proposed sub-contractors. In each case the tenderer’s declaration must include any personnel of the organisation concerned [and

any immediate family of such personnel (parents, partner or children)].

This declaration should be provided in writing along with the tender submission.

Such an interest or connection will not preclude bidders from being awarded contracts; the information

will simply enable the Academy Trust to identify and manage effectively any potential conflict of interests

that may arise. Bidders should also state in the declaration any proposals that they may have for avoiding or managing such conflicts of interest.

5.0 Timetable and Tender Evaluation Criteria Invitations to tender advertised 15.05.17

Expression of Interest and Closing date for any clarification Questions 26.05.17

Tenders to be received by 02.06.17

Evaluation and potential presentations by 09.06.17

Decision by 14.06.17

Notification of success or failure by 16.06.17

The Tenders will be evaluated to ascertain the most economically advantageous tender in determining

the appointment. The award will be based upon the evaluation of the proposals submitted in response to the documents supplied, relevant technical references, a price and quality scoring mechanism,

presentation, and the results of negotiations. Regard will be had, not only to the prices tendered, but also to the following criteria:

1. Quality of project management proposal [15%] 2. Company History & Experience relevant to LED replacement projects [15%] 3. Demonstration of ability to produce energy savings to maximise benefit to academy [30%] 4. Pricing of light fittings and the associated product in the specification [40%]

The order in which the criteria are listed above does not imply relative importance. Following initial evaluation, the Trustees or their representatives may invite candidates to present who

they believe have best met the above criteria. Presentation dates will be advised on selection.

Submission of Tender

Please confirm your interest to tender by email to the contact detailed below by 19/05/2017. Closing date for any clarification questions is also 26/05/17. Responses will be shared with all

Tenderers who have submitted an expression of interest. Tender return to include all aspects of the evaluation criteria identified above.

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Please return your fully compliant tender by email to the contact below by 02/06/17. The e-mail address below should be used for the following purposes:

a. Confirmation of interest to tender. b. Clarification questions. c. Submission of all tender documentation

A hard copy of the tender should also be sent to the address below Please email: [email protected]

Address: Jason Field, The Mast Academy Trust, Scissett Middle School, Wakefield, HD8 9JX

Firms should ensure that they submit:

1. The tender and associated information.

2. Completed Annex A to this invitation to tender.

3. The method statement as described above.

4. A statement dealing with any conflict of interest as detailed in section 4.

5. A copy of the firm’s draft engagement letter for this assignment.

6. Any other pertinent documentation the tenderer fees is pertinent to the bid

Acceptance

The Academy Trust does not bind itself to accept the lowest Tender, or any Tender, and may choose

to accept all or any part of the Tender.

The evaluation criteria for each of the requirements are detailed in section 5 along with any weightings

to be applied. The Academy Trust will evaluate the organisation’s / consortium’s proposals from the

responses to the requirements.

General

The submission of the Tender shall not in any way bind the Academy Trust to enter into an

Agreement with the Tenderer or involve the Academy Trust in any financial commitment in this

respect.

The Academy Trust reserves the right to verify information that applicants provide at the tender stage and disqualify an application if an error, omission or mistake is discovered. This applies, no matter what

stage has been reached in the tender process.

The Academy Trust reserves the right to terminate any Agreement we award if, at any time thereafter,

we discover that the Tenderer has made any material misrepresentation in their tender.

The Academy Trust reserves the right to cancel the tendering process and reject all Tenders at any time

prior to award of Agreement without incurring any liability to the affected Tenderers.

All unsuccessful Tenderers will be offered the opportunity to be given a debriefing.

By issuing this invitation we are not bound in any way and do not have to accept the lowest or any

tender. You will not be entitled to claim for any costs or expenses, which you may incur in preparing

your tender whether or not your tender is successful.

mailto:[email protected]

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ANNEX A: Specification and responses for LED lighting: The Mast Academy Trust

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Specification for the pricing of materials and labour associated with the project:


Current lights to be removed

Fitting Quantity Wattage / fitting comments

4*18W Fluorescent tubes 36 92

4*36W Fluorescent Tubes 18 184

1800 double 281 92

1500 Single 41 78

2d Fluo 74 34

New light fittings required

Fitting Quantity Wattage / fitting (proposed) comments

600*600 LED panel 82 27

600*1200 LED panel 16 48

1500 batten 209 25

1500 vp single 35 30

Ip 20 bulkhead 53 10

IP67 outdoor bulkhead 24 10

Caged 100w minibay 12 120

Please specify in comments proposed make of fitting and driver to be used

ANNEX A: Specification for LED lighting: The Mast Academy Trust

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Current lights to be removed

Fitting Quantity Wattage / fitting comments

4*18W Fluorescent tubes 332 92

4*36W Fluorescent Tubes 1 184

1800 double 105 36

1500 Single 5 78

GU10 halogen 18 50

2D Fluo 54 34

Half bowls 4 34

CFL 47 61


Fitting Quantity Wattage / fitting (proposed) comments

600*600 LED panel 407 27

1500 batten 50 25


GU10 fittings 18 5



Flood 100w 5 100


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Half bowls 4 12

Downlight 2 12

Please specify in comments proposed make of fitting and driver to be used

Both Schools (costs to be split by School)

Area of specification Requirement

Fitting environment (ceiling type) Scissett middle school has a solid ceiling type to which fittings are

attached directly. Kirkburton has a panelled false ceiling.

Tenderers are required to inform the academy of any additional

cost incurred as a result of these environment types

Wiring It is expected that light fittings will be connected at no extra cost

were wiring is sound

Redecoration Tenderers are asked to use fittings that are similar in dimension to

existing fittings wherever possible. Where this is not possible and

redecoration is required tenderers are required to inform the

academy

Sensors There is an option that indoor light sensors will be fitted. Outdoor

sensors will be required. Please specify additional costs for this

(optional for indoor).

Emergency lighting system wiring An assumption has been made that emergency wiring will not

need changing. Additional costs should be estiamted if additional

wiring is needed for this system


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Warranty on chosen fittings Please specify what length of warranty is available on your

products installed and how this warranty can be accessed in the

event of product failure

Maintenance costs What servicing and maintenance will be provided by your

company and what will this cost?

Waste disposal How will products be disposed of at the end of the contract? How

will you ensure that this is done ethically

Bulb wattage Bulb wattages specified are for comparative purposes. If you have

different expectations in terms of wattage this must be specified

by the tenderer in their response

Fitting Fitting makes and models should be detailed as part of the

response

Site integrity and cleanliness It is expected that the site will be left in a suitable state and as

found. Any additional cost for cleaning should be specified

NAME OF FIRM:

Tender costs



Fitting Quantity Wattage / fitting (confirmed by

supplier)

cost

600*600 LED panel 82 27

600*1200 LED panel 16 48


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1500 batten 209 25




Caged 100w minibay 12 120

Any additional cost for removal

of old fittings and fix costs



Fitting Quantity Wattage / fitting (confirmed by

supplier)

cost

600*600 LED panel 407 27

1500 batten 50 25


GU10 fittings 18 5



Flood 100w 5 100

Half bowls 4 12

Downlight 2 12

Any additional cost for removal

of old fittings and fix costs


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Both schools

Area of specification Response of tenderer / method

statement

Scissett Kirkburton

Specify any additional costs Specify any additional costs

Fitting environment (ceiling type) Scissett middle school has a solid

ceiling type to which fittings are

attached directly. Kirkburton has a

panelled false ceiling. Tenderers are

required to inform the academy of

any additional cost incurred as a

result of these environment types

Wiring It is expected that light fittings will

be connected at no extra cost were

wiring is sound

Redecoration Tenderers are asked to use fittings

that are similar in dimension to

existing fittings wherever possible.

Where this is not possible and

redecoration is required tenderers

are required to inform the academy

Sensors There is no anticipation that indoor

light sensors will be fitted. Outdoor

sensors will be required. Please

Indoor:

Outdoor:

Indoor:

Outdoor:


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specify additional costs for this

(optional for indoor).

Emergency lighting system wiring An assumption has been made that

emergency wiring will not need

changing. Additional costs should be

estimated if additional wiring is

needed for this system

Warranty on chosen fittings Please specify what length of

warranty is available on your

products installed and how this

warranty can be accessed in the

event of product failure

Maintenance costs What servicing and maintenance

will be provided by your company

and what will this cost?

Waste disposal How will products be disposed of at

the end of the contract? How will

you ensure that this is done

ethically

Bulb wattage Bulb wattages specified are for

comparative purposes. If you have

different expectations in terms of

wattage this must be specified by

the tenderer in their response

Fitting Fitting makes and models should be

detailed as part of the response


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Site integrity and cleanliness It is expected that the site will be

left in a suitable state and as found.

Any additional cost for cleaning

should be specified

Total Costs

Area of cost Cost at Scissett Cost at Kirkburton Total Cost

Light fittings and equipment

Other costs (as specified above)

Total Costs

How would you propose to deal with delays (or other

inefficiencies) involving cost over-runs?

Basis for any price increases above tender submission.


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Other information

NAME OF FIRM:

Information Request: THE COMPANY Responses

How long has your company been established?

How many employees do you have?

What was your turnover in the last 3 years?

How long has the company been operating in the education sector?

How many academy schools currently use your system?

• Single Academy Trusts • Multi Academy Trusts

What industry related accreditations / Certifications do you have?


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What subcontractors will you use as part of the bid?

How will your products be sourced?

What health and safety standards do you adhere to?


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NAME OF FIRM:

Information Request: Method of implementation Responses

What will your approach be pre-contract to ensure specification and work is

appropriate for the academy and a schedule of work is put in place?

How will you liaise with the academies during the contract to ensure progress

is being made?

How will you ensure that all involved in the contract are safe (employees,

tenderers and other members of the public)

How will you ensure that the lighting installed is fit for purpose and works to the

satisfaction of the client?

How would you approach potential changes in specification at the request of

the client?


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NAME OF FIRM:

Information Request: Energy savings Responses

Please layout below your estimate of electricity saved per annum as a result

of the project. Please include your method of calculation for this and ensure

that this aligns to the proposed spec above. A separate sheet may be used for

this calculation and should be separated by school.