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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.
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:
Scissett Middle School
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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Kirkburton Middle School
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
New light fittings required
Fitting Quantity Wattage / fitting (proposed) comments
600*600 LED panel 407 27
1500 batten 50 25
1500 vp single 28 30
GU10 fittings 18 5
Ip 20 bulkhead 36 10
IP67 outdoor bulkhead 18 10
Flood 100w 5 100
ANNEX A: Specification and responses for LED lighting: The Mast Academy Trust
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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
ANNEX A: Specification for LED lighting: The Mast Academy Trust
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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
Scissett Middle School
New light fittings required
Fitting Quantity Wattage / fitting (confirmed by
supplier)
cost
600*600 LED panel 82 27
600*1200 LED panel 16 48
ANNEX A: Specification and responses for LED lighting: The Mast Academy Trust
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1500 batten 209 25
1500 vp single 35 30
Ip 20 bulkhead 53 10
IP67 outdoor bulkhead 24 10
Caged 100w minibay 12 120
Any additional cost for removal
of old fittings and fix costs
Kirkburton Middle School
New light fittings required
Fitting Quantity Wattage / fitting (confirmed by
supplier)
cost
600*600 LED panel 407 27
1500 batten 50 25
1500 vp single 28 30
GU10 fittings 18 5
Ip 20 bulkhead 36 10
IP67 outdoor bulkhead 18 10
Flood 100w 5 100
Half bowls 4 12
Downlight 2 12
Any additional cost for removal
of old fittings and fix costs
ANNEX A: Specification for LED lighting: The Mast Academy Trust
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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:
ANNEX A: Specification and responses for LED lighting: The Mast Academy Trust
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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
ANNEX A: Specification for LED lighting: The Mast Academy Trust
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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.
ANNEX A: Specification and responses for LED lighting: The Mast Academy Trust
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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?
ANNEX A: Specification for LED lighting: The Mast Academy Trust
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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?
ANNEX A: Specification and responses for LED lighting: The Mast Academy Trust
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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?
ANNEX A: Specification for LED lighting: The Mast Academy Trust
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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.