Provision of strategic advice and project management support in relation to the development of NWDA’s sustainable procurement policy – NWDA00229
Introduction You are invited to tender for a consultancy assignment for Northwest Regional Development Agency (NWDA). The assignment is to provide specialist sustainable procurement consultancy advice to fulfil the following objectives:
On a call-out basis to work with NWDA to develop a sustainable procurement policy, strategy and action plan.
On a call-out basis as required by NWDA to respond to specific sustainable procurement advice on projects.
On a call–out basis to assist in the development and commissioning (using NWDA’s procurement procedures) of research and strategic projects to support the implementation of the above objectives. 1. Background England’s Northwest has a £98 billion economy with 6.8 million people and 230,000 companies. The Regional Economic Strategy states a commitment to sustainable economic development, in line with the Government’s ambition of enabling all people to satisfy their basic needs and enjoy a better quality of life without compromising the quality of life for future generations. The UK Government Sustainable Procurement (SP) Action Plan, signed jointly by DEFRA and the Treasury, incorporates the Government response to the report of the Sustainable Procurement Taskforce (SPTF) and commits that government should use its massive buying power to make progress towards the goals of the Sustainable Development Strategy. The SPTF report assumes that adoption and improvement of public sector and government SP practices will engage and influence the private sector by setting examples in leadership and delivery and by catalysing change through its supplier relationships. NWDA currently spends approximately £150m per annum on goods and services. This level of expenditure therefore represents a significant opportunity for levering change within the context of public sector procurement as a whole. NWDA is in the process of developing a Sustainable Procurement Policy to set out the parameters for contributing towards sustainable development through the application of sustainable procurement. The main issues addressed in this policy are the need for:
Continued improvement in sustainable procurement practice and performance at a regional and sub-regional level
The sharing of expertise and best practice and making the best use of available resources Emphasising that sustainable procurement activity is consistent with the principles of value and efficiency in public procurement In addition in 2006, NWDA commissioned East Lancashire Chamber of Commerce to undertake a research study to understand the current scenario of progress on SP in the region; and to recommend how further progress may be made in a coordinated way.
The study can be downloaded under BREW NW Research reports at: http://www.nwda.co.uk/areas-of-work/business/sustainable-consumption/brew-programme.aspx The Northwest is also determined to become a champion for climate change activity, sustainable consumption and production and launched its Climate Change Action Plan (CCAP) in November 2006, looking at the opportunities as well as the threats in which the overall climate change scenario represents. Within the CCAP there is a specific action identified to ‘develop and implement a skills and education programme to up skill regional procurement staff to increase procurement of low carbon goods and services’ 2. Purpose of the assignment This project is designed to provide additional capacity and expertise to NWDA to deliver the objectives listed in the introduction above. Specific areas of support may include:
Strategic advice and support in the development of NWDA’s sustainable procurement policy,
strategy and action plan, including development of a programme of work to support the delivery of the action plan. Advice to NWDA on innovative approaches to incorporating sustainable procurement principles in relevant project proposals, supported by NWDA. Working with the NW Sustainable Procurement Forum to develop an action plan to support the implementation of the recommendations of the NW sustainable procurement scoping study, which will support the aim of making the NW a leading region in the application of Sustainable Procurement across all sectors. Working with NWDA, in consultation with relevant stakeholders, to develop a project proposal (to go out to tender) to develop and implement a skills and education programme to up skill regional procurement staff to adopt "Responsible Procurement" techniques to realise added value when carrying out necessary purchasing of supplies, services or works. Working with NWDA to provide relevant information to enable the Business Link Knowledge Platform to be updated with relevant Sustainable Procurement Guidance, consistent with the Business Simplification process.
Accordingly, NWDA require tendering organisations to have the following capability:
Leading regional/national expertise and credibility in sustainable procurement policy and a
track record of developing innovative solutions/approaches in the procurement field To provide a designated lead project manager or person/s nominated to undertake specific specialist activities.
3. Methodology and reporting arrangements NWDA expects the successful organisation(s) to be requested to undertake work to achieve the above via predominantly a series of short projects, ranging from 1-10 day tasks. Occasionally, tasks requiring a greater time input may be required. NWDA make no guarantees as to the amount of work commissioned in relation to this contract and the work is unlikely to be spread evenly over the contract period. In addition, NWDA is not bound to accept the successful tenderer as a sole supplier. NWDA requires the successful organisation(s) to name a lead project manager who will undertake most of the duties requested. Full details of this person’s experience and skills are required. This person would be expected to lead/ensure delivery of individual tasks and would co-ordinate wider teams of specialist/additional resource.
The successful organisation(s) and their designated lead project manager or person/s nominated to undertake specific specialist activities will need to demonstrate the ability to work with the minimum of NWDA supervision, yet produce results of high professional quality. 4. Project outputs The deliverables for this work will be dependent on the specific tasks assigned. 5. Project timescale The deadline for responses to this specification is 5.00pm Friday 7th September 2007. All responses should be submitted electronically to karen.burton@nwda.co.uk. Any queries other than those regarding cost should be submitted electronically to karen.burton@nwda.co.uk The contractor will be expected to commence work upon award of the contract, which will run to 31st March 2008 on a call off basis. Subject to the success of this assignment and additional funding provision, the timescales may be extended. Key dates to note are as follows: Submission of a NWDA Sustainable Procurement Strategy to EMB Completion of a Draft Sustainable Procurement Action Plan
October 2007 October 2007
Instructions to bidders The proposal should be structured as follows:
The cost of providing expert services described above based upon £ per day per person. Day rates for different levels of inputs need to be clearly identified together with identified expenses.
The designated lead project manager or person/s nominated to undertake specific activities needs to be clearly identified, providing full details of his/her experience and skills, and confirmation of capacity (including any time periods which are already committed within the contract period). Please also enclose all relevant CVs and any appropriate references.
A description of any requirements you might require from NWDA to enable the assignment to be fulfilled.
The successful tenderer will need to provide a clear methodology or ‘working arrangement’ of how they intend to undertake the duties outlined in this brief.
At this stage NWDA cannot specify a precise volume of work, but the contract period will run from September 2007 to 31st March 2008. As a guide tendering organisations should consider an input in the region of 30-40 days for the principal project manager over the course of the contract.
NWDA make no commitment to the amount of work at this stage. However, NWDA is happy to receive offers of ‘options’ as to the fees charged, such as: 1. Simple ’day-rate’ irrespective of number of days 2. Sliding scales of day-rates, depending on total number of days ultimately requested by NWDA. 6. Criteria for assessment Tenders will be assessed using the following criteria:
Value for money;
Sound knowledge and experience of innovative approaches to sustainable procurement; Demonstrated project management skills of the organisation and their designated lead project
manager or person/s nominated to undertake specific specialist activities and flexibility to draw upon wider resources to deliver high quality individual commissions to time and budget; Demonstration of a strong understanding of the brief; Clarity of definition in terms of work required to fulfil the aims and objectives contained herein;
NWDA is not bound to accept the lowest quote or any quote and shall not be bound to accept the Contractor as a sole supplier. 7. Project management and reporting The selected organisation(s) will be commissioned and report to Vicki O’Kelly (Resource Efficiency Development Manager) vicki.o’kelly@nwda.co.uk and Allan Openshaw (Head of Procurement) allan.openshaw@nwda.co.uk The NWDA project manager(s) will require the successful contractor(s) to
Attend a project initiation meeting within 2 weeks of the contract being awarded; Attend at least 1 progress meeting for each individual assignment undertaken under this contract; The organisation(s) will be appointed under Northwest Regional Development Agency’s standard terms and conditions. The appointed organisation(s) will also undertake to obtain agreement to NWDA terms and conditions by all sub-contractors working on behalf of the NWDA. 8. Intellectual Property Rights (IPR) The rights to all outputs shall become the property of the Northwest Regional Development Agency.