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Procurement process documentation which resulted in the appointment of Surfacing Standards Ltd.

Paul Morgan made this Freedom of Information request to West Berkshire Council

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Dear West Berkshire Council,

Can you please provide all correspondence and documentation (redacted if necessary) relating to the procurement process (e.g. Scope of Works / Requirements, Request for Information (RFI) / Request for Proposal (RFP) documentation produced by the Council, the list of potential tenderers considered, the list of suppliers who were invited to bid, the list of tenders who provided responses, copies of these responses, shortlist selection process used, decision making criteria / scoring process used and copy of the signed contract or purchase order etc.) with respect to the feasibility study on “alternative sites as potential replacements for the Faraday Road ground” which resulted in the appointment of consultants Surfacing Standards Ltd.

Yours faithfully,

Paul Morgan
Penbury House
Enborne Row
Wash Water
Newbury, RG20 0LX

foi, West Berkshire Council

Thank you for your email.

 

If your email concerns a new request for information, your request will
now be processed and an acknowledgement email will be sent within three
working days.

All other enquires will receive a response by a member of the team as soon
as possible

This email and any attachments to it may be confidential and are intended
solely for the use of the individual to whom it is addressed. Any views or
opinions expressed may not necessarily represent those of West Berkshire
Council. If you are not the intended recipient of this email, you must
neither take any action based upon its contents, nor copy or show it to
anyone. Please contact the sender if you believe you have received this
e-mail in error. All communication sent to or from West Berkshire Council
may be subject to recording and or monitoring in accordance with UK
legislation, are subject to the requirements of the Freedom of Information
Act 2000 and may therefore be disclosed to a third party on request.

foi, West Berkshire Council

1 Attachment

FoI/2020/423

 

Dear Mr Morgan,

 

Request for information: Procurement process documentation

 

Thank you for your requests received 1^st June 2020.

 

As your requests relate to similar information, they have been aggregated
under Regulation 5 of the Freedom of Information and Data Protection
(Appropriate Limit and Fees) Regulations 2004, for the purposes of
calculating the applicability of the Section 12 (appropriate limit)
exemption. They will therefore, be treated as a single request.

 

A copy of your aggregated request can be found attached. The Council will
provide a response to question 1 and 2 within twenty working days,
question 3 appears to be a duplication of question 2.

 

Yours sincerely,

 

Suzi Kenchington 

Information Compliance Officer

Legal and Strategic Support

West Berkshire Council, Council Offices, Market Street, Newbury, RG14 5LD

[1][email address] | 01635 519860 | 2860

 

 

This email and any attachments to it may be confidential and are intended
solely for the use of the individual to whom it is addressed. Any views or
opinions expressed may not necessarily represent those of West Berkshire
Council. If you are not the intended recipient of this email, you must
neither take any action based upon its contents, nor copy or show it to
anyone. Please contact the sender if you believe you have received this
e-mail in error. All communication sent to or from West Berkshire Council
may be subject to recording and or monitoring in accordance with UK
legislation, are subject to the requirements of the Freedom of Information
Act 2000 and may therefore be disclosed to a third party on request.

References

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1. blocked::mailto:[email address] mailto:[email address]
file:///tmp/blocked::mailto:[email address]

foi, West Berkshire Council

FoI/2020/423

 

Dear Mr Morgan,

 

Request for information: Procurement process documentation

 

I am writing to advise you that the authority is extending the time to
respond to your request under the provisions of Section 10 (3) of the
Freedom of Information Act 2000.

 

This is because we are considering the application of the Section 43(2)
exemption and require additional time to establish the public interest
test.

 

A response will be provided as soon as possible and by no later than 27^th
July.

 

Yours sincerely,

 

Suzi Kenchington 

Information Compliance Officer

Legal and Strategic Support

West Berkshire Council, Council Offices, Market Street, Newbury, RG14 5LD

[1][email address] | 01635 519860 | 2860

 

 

This email and any attachments to it may be confidential and are intended
solely for the use of the individual to whom it is addressed. Any views or
opinions expressed may not necessarily represent those of West Berkshire
Council. If you are not the intended recipient of this email, you must
neither take any action based upon its contents, nor copy or show it to
anyone. Please contact the sender if you believe you have received this
e-mail in error. All communication sent to or from West Berkshire Council
may be subject to recording and or monitoring in accordance with UK
legislation, are subject to the requirements of the Freedom of Information
Act 2000 and may therefore be disclosed to a third party on request.

References

Visible links
1. blocked::mailto:[email address] mailto:[email address]
file:///tmp/blocked::mailto:[email address]

foi, West Berkshire Council

1 Attachment

FoI/2020/423

 

Dear Mr Morgan,

 

Request for information: Procurement process documentation

 

The Council is currently processing you request and reviewing the
information that is held in response. Unfortunately, due to the volume of
information held and the need to consult with third party providers, it
will not be possible to respond by today’s due date.

 

Please accept my apologies for the delay, we hope to respond by no later
than 10^th August.

 

Although your questions were aggregated by the Council and are being
treated as a single request, responses will be sent separately where
possible, as and when the information becomes available.

 

Yours sincerely,

 

Suzi Kenchington 

Information Compliance Officer

Legal and Strategic Support

West Berkshire Council, Council Offices, Market Street, Newbury, RG14 5LD

[1][email address] | 01635 519860 | 2860

 

 

This email and any attachments to it may be confidential and are intended
solely for the use of the individual to whom it is addressed. Any views or
opinions expressed may not necessarily represent those of West Berkshire
Council. If you are not the intended recipient of this email, you must
neither take any action based upon its contents, nor copy or show it to
anyone. Please contact the sender if you believe you have received this
e-mail in error. All communication sent to or from West Berkshire Council
may be subject to recording and or monitoring in accordance with UK
legislation, are subject to the requirements of the Freedom of Information
Act 2000 and may therefore be disclosed to a third party on request.

References

Visible links
1. blocked::mailto:[email address] mailto:[email address]
file:///tmp/blocked::mailto:[email address]

foi, West Berkshire Council

FoI/2020/423

 

Dear Mr Morgan,

 

Request for information: Procurement process documentation

 

I am writing to inform you that the Council is still reviewing the
information held in response to your request and although I had hoped to
respond to your request today unfortunately, it will not be possible to do
so.

 

Please accept my apologies for the delay. I hope to respond by no later
than 21^st August.

 

Yours sincerely,

 

Suzi Kenchington 

Information Compliance Officer

Information Management Team

Strategy & Governance

West Berkshire Council, Council Offices, Market Street, Newbury, RG14 5LD

[1][email address] | 01635 519860 | 2860

 

From: foi
Sent: 27 July 2020 11:54
To: [FOI #667812 email]
Subject: FoI/2020/423- Morgan

 

FoI/2020/423

 

Dear Mr Morgan,

 

Request for information: Procurement process documentation

 

The Council is currently processing you request and reviewing the
information that is held in response. Unfortunately, due to the volume of
information held and the need to consult with third party providers, it
will not be possible to respond by today’s due date.

 

Please accept my apologies for the delay, we hope to respond by no later
than 10^th August.

 

Although your questions were aggregated by the Council and are being
treated as a single request, responses will be sent separately where
possible, as and when the information becomes available.

 

Yours sincerely,

 

Suzi Kenchington 

Information Compliance Officer

Legal and Strategic Support

West Berkshire Council, Council Offices, Market Street, Newbury, RG14 5LD

[2][email address] | 01635 519860 | 2860

 

 

This email and any attachments to it may be confidential and are intended
solely for the use of the individual to whom it is addressed. Any views or
opinions expressed may not necessarily represent those of West Berkshire
Council. If you are not the intended recipient of this email, you must
neither take any action based upon its contents, nor copy or show it to
anyone. Please contact the sender if you believe you have received this
e-mail in error. All communication sent to or from West Berkshire Council
may be subject to recording and or monitoring in accordance with UK
legislation, are subject to the requirements of the Freedom of Information
Act 2000 and may therefore be disclosed to a third party on request.

References

Visible links
1. blocked::mailto:[email address] mailto:[email address]
file:///tmp/blocked::mailto:[email address]
2. blocked::mailto:[email address] mailto:[email address]
file:///tmp/blocked::mailto:[email address]

foi, West Berkshire Council

FoI/2020/423

 

Dear Mr Morgan,

 

Request for information: Procurement process documentation

 

I am writing to inform you that the Council is still reviewing the
information held in response to your request and although I had hoped to
respond to your request today unfortunately, it will not be possible to do
so.

 

Please accept my apologies for the delay. I hope to respond by no later
than 11^th September.

 

Yours sincerely,

 

Suzi Kenchington 

Information Compliance Officer

Information Management Team

Strategy & Governance

West Berkshire Council, Council Offices, Market Street, Newbury, RG14 5LD

[1][email address] | 01635 519860 | 2860

 

From: foi
Sent: 27 July 2020 11:54
To: [2][FOI #667812 email]
Subject: FoI/2020/423- Morgan

 

FoI/2020/423

 

Dear Mr Morgan,

 

Request for information: Procurement process documentation

 

The Council is currently processing you request and reviewing the
information that is held in response. Unfortunately, due to the volume of
information held and the need to consult with third party providers, it
will not be possible to respond by today’s due date.

 

Please accept my apologies for the delay, we hope to respond by no later
than 10^th August.

 

Although your questions were aggregated by the Council and are being
treated as a single request, responses will be sent separately where
possible, as and when the information becomes available.

 

Yours sincerely,

 

Suzi Kenchington 

Information Compliance Officer

Legal and Strategic Support

West Berkshire Council, Council Offices, Market Street, Newbury, RG14 5LD

[3][email address] | 01635 519860 | 2860

 

 

This email and any attachments to it may be confidential and are intended
solely for the use of the individual to whom it is addressed. Any views or
opinions expressed may not necessarily represent those of West Berkshire
Council. If you are not the intended recipient of this email, you must
neither take any action based upon its contents, nor copy or show it to
anyone. Please contact the sender if you believe you have received this
e-mail in error. All communication sent to or from West Berkshire Council
may be subject to recording and or monitoring in accordance with UK
legislation, are subject to the requirements of the Freedom of Information
Act 2000 and may therefore be disclosed to a third party on request.

References

Visible links
1. blocked::mailto:[email address] mailto:[email address]
file:///tmp/blocked::mailto:[email address]
2. mailto:[FOI #667812 email]
3. blocked::mailto:[email address] mailto:[email address]
file:///tmp/blocked::mailto:[email address]

Rachel Craggs, West Berkshire Council

8 Attachments

FoI/2020/423

 

Dear Mr Morgan

 

Request for Information: Email received on Saturday 30 May 2020 at 10.37

 

We have now collated the information to respond to your request above,
which is provided in blue text underneath each of your questions below and
in the attachments.  The responses to the other parts of this request will
follow in due course:-

 

1.      Scope of Works

 

The invitation to quote contains the scope of works – attached at 1a and
1b

 

2.      Request for Information 

 

This information is not held – this step was not performed.

 

3.      Request for Proposal

 

This information is not held – this step was not performed.

 

4.      List of Potential Tenderers

 

The list was formed of those suppliers which came up on the Sport and Play
Construction Association website when filtered by type of project and
geographical area. These were then filtered from the information provided
by the various consultants online to provide the list of suppliers invite
to bid.

 

5.      The list of suppliers who were invited to bid

 

•        Surfacing Standards Limited

•        Agrostis Turf Consultancy Limited

•        TGMS Professional Surfaces

•        Charles Lawrence Surfacing Limited

•        Verde Redreo

 

6.      List of tenders who responded

 

•        Charles Lawrence Ltd

•        Surfacing Standards Ltd

 

7.      Copies of responses

 

These are provided attached, 7a, 7b

 

8.      Shortlist criteria used

 

The criteria used was:

 

•        Fit to Project brief and specification

•        Price (best and within budget)

•        Telephone references

 

9.      Decision making criteria / scoring process used

 

•        Charles Lawrence Surfacing Limited did not submit a bid in line
with the brief and specification – they provided a costing for a stadia
build at a single site rather than a feasibility of several sites.

 

•        Surfacing Standards Limited – bid followed brief and
specification as outlined and added further detail within their
methodology, they utilised specialist organisations in relation to
surveying work, design development and feasibility assessment. Price
submitted was within budget.

 

10.    Signed purchase order

 

This is provided attached (item 10)

 

Please note, third party personal data has been redacted under Section
40(2) of the FOIA 2000 to the documents provided at 7b (relating to
contacts for completed case studies/references), as the release of this
information would breach the first data protection principle.

 

In addition, the detailed breakdown of costs has been redacted with
respect to commercial sensitivity, under Section 43(2) of the FOIA 2000,
however the totals are still included. 

 

A copy of the annexes are attached for your information.

 

If you are unhappy with the way your request has been handled or the
outcome of your request, you may ask for an internal review. You should
contact The FoI Reviewing Officer, Strategic Support, Council Offices,
Market Street, Newbury RG14 5LD, email [1][email address] , within 40
working days, if you wish to request a review.

 

If you are not content with the outcome of the internal review, you have
the right to apply directly to the Information Commissioner for a
decision. The Information Commissioner can be contacted at: Information
Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9
5AF

 

Yours sincerely,

 

Rachel Craggs

Principal Policy Officer (Information Management)

Strategy & Governance, West Berkshire Council, Council Offices, Market
Street, Newbury RG14 5LD

(01635) 519441  |  Ext 2441  |  [2][email address]

[3]www.westberks.gov.uk

 

 

This email and any attachments to it may be confidential and are intended
solely for the use of the individual to whom it is addressed. Any views or
opinions expressed may not necessarily represent those of West Berkshire
Council. If you are not the intended recipient of this email, you must
neither take any action based upon its contents, nor copy or show it to
anyone. Please contact the sender if you believe you have received this
e-mail in error. All communication sent to or from West Berkshire Council
may be subject to recording and or monitoring in accordance with UK
legislation, are subject to the requirements of the Freedom of Information
Act 2000 and may therefore be disclosed to a third party on request.

References

Visible links
1. mailto:[email address]
2. mailto:[email address]
3. http://www.westberks.gov.uk/

foi, West Berkshire Council

6 Attachments

FoI/2020/423

 

Dear Mr Morgan,

 

Request for information: Procurement process documentation

 

Please see below the Council’s response to your request for information.

 

You have asked;

 

2.     Can you please provide:

a)     all correspondence and documentation (redacted if necessary)
relating to the procurement process (e.g. Scope of Works / Requirements,
Request for Information (RFI) / Request for Proposal (RFP) documentation
produced by the Council
b)     the list of potential tenderers considered
c)      the list of suppliers who were invited to bid
d)     the list of tenders who provided responses
e)      copies of these responses
f)     shortlist selection process used
g)     decision making criteria / scoring process used with respect to the
requirement to produce a new development brief and masterplan for the
London Road Industrial Estate which ultimately resulted in Avison Young
being appointed.

The LRIE consultant tender competition was posted on the Crown Commercial
Services Framework (CCS), 'Estates Professional Services' RM6168, Lot1.  
Lot 1 carries 12 regional & national sized ‎companies.   All companies on
the framework are automatically alerted to the posting of the tender
competition and out of courtesy all companies were contacted separately
and directly by the Council.  

 

Of those companies, two chose to submit tender returns - Avison Young and
Carter Jonas.

 

Their submission packs can be viewed attached. Please note, that some
data, including details on pricing, has been redacted from these documents
under Section 43(2) of the Freedom of Information Act 2000 on the grounds
that release would likely cause prejudice to their commercial interests.

 

A copy of the exemption annex and public interests test is attached for
your information.

 

Via the CCS Framework, general tender documentation was posted including:

 

-          Appendix A Terms of the Competition

-          Appendix B Service Description / Scope of Service

-          Appendix C Draft Contract Terms

-          Appendix D Response Guidance (including declaration that the
competition will be weighted 60%/40% in favour of answers to tech /
quality questions over submitted prices)

-          Appendix E Evaluation Matrix for Technical / Quality Questions
(pre-set questions with declared score values and weighting)

-          Appendix F Non-disclosure agreement

 

These documents can be view attached, including the scoring and evaluation
matrix for the successful bidder.

 

The scores applied to Carter Jonas’ bid have been redacted under Section
43(2) of the Freedom of Information Act 2000, as release of that
information would likely cause prejudice to their commercial interests.

 

The Council is still processing your request for the final signed
contract, due to the size of this document and the current working
environment, it is taking much longer to review and process that part of
your request. We will respond at our earliest convenience.

 

If you are unhappy with the way your request has been handled or the
outcome of your request, you may ask for an internal review. You should
contact The FoI Reviewing Officer, Strategic Support, Council Offices,
Market Street, Newbury RG14 5LD, email [1][email address] , within 40
working days, if you wish to request a review.

 

If you are not content with the outcome of the internal review, you have
the right to apply directly to the Information Commissioner for a
decision. The Information Commissioner can be contacted at:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow,
Cheshire SK9 5AF

 

Yours sincerely,

 

Suzi Kenchington 

Information Compliance Officer

Information Management Team

Strategy & Governance

West Berkshire Council, Council Offices, Market Street, Newbury, RG14 5LD

[2][email address] | 01635 519860 | 2860

 

From: foi
Sent: 27 July 2020 11:54
To: [3][FOI #667812 email]
Subject: FoI/2020/423- Morgan

 

FoI/2020/423

 

Dear Mr Morgan,

 

Request for information: Procurement process documentation

 

The Council is currently processing you request and reviewing the
information that is held in response. Unfortunately, due to the volume of
information held and the need to consult with third party providers, it
will not be possible to respond by today’s due date.

 

Please accept my apologies for the delay, we hope to respond by no later
than 10^th August.

 

Although your questions were aggregated by the Council and are being
treated as a single request, responses will be sent separately where
possible, as and when the information becomes available.

 

Yours sincerely,

 

Suzi Kenchington 

Information Compliance Officer

Legal and Strategic Support

West Berkshire Council, Council Offices, Market Street, Newbury, RG14 5LD

[4][email address] | 01635 519860 | 2860

 

 

This email and any attachments to it may be confidential and are intended
solely for the use of the individual to whom it is addressed. Any views or
opinions expressed may not necessarily represent those of West Berkshire
Council. If you are not the intended recipient of this email, you must
neither take any action based upon its contents, nor copy or show it to
anyone. Please contact the sender if you believe you have received this
e-mail in error. All communication sent to or from West Berkshire Council
may be subject to recording and or monitoring in accordance with UK
legislation, are subject to the requirements of the Freedom of Information
Act 2000 and may therefore be disclosed to a third party on request.

References

Visible links
1. mailto:[email address]
2. blocked::mailto:[email address] mailto:[email address]
file:///tmp/blocked::mailto:[email address]
3. mailto:[FOI #667812 email]
4. blocked::mailto:[email address] mailto:[email address]
file:///tmp/blocked::mailto:[email address]

We don't know whether the most recent response to this request contains information or not – if you are Paul Morgan please sign in and let everyone know.