Request for Quotation For support and preparation of the Cambridge Future Cities Stage 2 Large Scale Demonstrator feasibility study and final report production www.cambridgeshire.gov.uk
TSB Future Cities Demonstrator Request for quotation Page 2 of 9 1. General requirements Quotations are invited for the provision of support and preparation for the Cambridge Future Cities Stage 2 Large Scale Demonstrator feasibility study and final report production. The Council s detailed requirements are defined in Part 2 - Specification. The Council reserves the right to select more than one quotation if they receive more than three responses. Please take care in reading this document in particular the Specification. In the event of any questions or queries in relation to this Request for Quotation (RFQ), please contact the named person below. 2. Background Cambridge is one of thirty cities to be awarded 50,000 from the government s innovation agency, the Technology Strategy Board (TSB) (www.innovateuk.org). The Cambridge Future City project has been funded by the Technology Strategy Board to complete a feasibility study for Cambridge as a Future City Demonstrator. (See Appendix 1: the Cambridge first stage bid and Appendix 2: TSB publication Competition For Large Scale Demonstrator Project Funding). Cambridge Future City focuses on improving transportation, resource management, transparency and digital engagement across the urban area using technology. The Cambridge Future City study is co-produced by Cambridge s wireless, ICT, cleantech, engineering, architecture, digital and life sciences networks; our universities, civic and business communities; Cambridge City, South Cambridgeshire District Council and Cambridgeshire County Councils (the Cambridge Future City Collaboration ). Together, these organisations are collaborating to invite ideas to help move us toward the vision for a vibrant, free-flowing and better connected city and that can be implemented as demonstration projects. The key challenges to prosperity & quality of life in the Cambridge urban area are business growth and connectivity, housing, transport and energy. Prosperity needs sustaining here to drive UK economic recovery and growth. The area s networks enable collaboration to deliver new solutions and business models for global problems. These social networks are a system essential for the area s economic success. Maintaining the quality of modern lifestyles is essential to continue to attract & retain talent. Accommodating predicted new housing growth sustainably means improving transport & reducing energy/ water use. The historic city centre s architecture & built environment presents other specific challenges to sustainability in energy & resource use. The overriding objective of the demonstrator is for a city to work with suppliers to test additional value that can be created by integrating city systems not previously achieved in the UK.
TSB Future Cities Demonstrator Request for quotation Page 3 of 9 The cities that have completed the feasibility studies will also be able to submit a proposal for a large-scale future cities demonstrator, showing how the city s multiple systems will be integrated and how challenges in the city will be addressed and one successful city will be awarded 24m funding to implement their proposal. The feasibility study and the Future Cities Demonstrator proposal must be submitted to the TSB by noon on Wednesday14 th November 2012. 3. Procurement timetable 1. Request for Quotation (RFQ) issued Wednesday 3 October 2012 2. Deadline for clarification questions Monday 8 October 2012 3. Deadline for quotation responses 12:00 midday on Thursday 11 October 2012 4. Quotation evaluation Friday 12 October 2012 5. Contract awarded Monday 15 October 2012 6. Deadline for delivery Wednesday 14 November 2012 4. Clarification questions Any queries about this document, the procurement process, or the proposed contract itself, should be referred to: Name: Liz Stevenson Email: liz.stevenson@cambridgeshire.gov.uk Telephone: 01223 715948 Please note that the deadline for questions is Monday 8 October 2012. 5. Quotation responses Should you wish to take part in the selection process please complete a quotation and the Request for Quotation Supporting Information document and email to: liz.stevenson@cambridgeshire.gov.uk or if you are unable to return the document electronically, five hard copies can be delivered to the following address: Liz Stevenson CC1321, Shire Hall CAMBRIDGE Cambridgeshire CB3 0AP 6. Evaluation of quotations Any bids not compliant or completed fully will be discarded. Based on the information provided by organisations, each compliant submission will be evaluated based on the following criteria: 1. Price: Whole life costing (40%) The bid should name the individuals who will carry out the work (including any sub-contractors), their position in the company (if appropriate), and number of days (or part thereof) that each consultant will be expected to be involved in the project, specifying which activities they will be undertaking and their daily rate.
TSB Future Cities Demonstrator Request for quotation Page 4 of 9 Totals shall also be provided for: Description Unit Cost (excl VAT) Delivering the feasibility study and final report in the required format by the required deadline Total Cost of Goods/Service The above costs must include all travelling or subsistence expenses and disbursements applicable to this contract. The score for the price will be calculated as follows: Lowest compliant bid price / your bid price = your pricing score 2. Quality: The following criteria will be assessed to determine the quality score (60%) Quality and clarity of submission 40% Evidence of successful experience in this area of work 30% Project Management 15% Communication skills 15% Quality questions will be calculated as follows: Total sum of (question score x weighting of question) Quotations will be shortlisted on the basis of the scoring from the written submission and bidders invited to interview to validate this scoring. Quality scoring: 5 Excels in meeting the criteria Excellent 4 Meets the criteria Good 3 Meets the criteria in most aspects, fails in Satisfactory some 2 Fails to meet the criteria in most aspects Unsatisfactory meets them in some 1 Significantly fails to meet the criteria Poor 0 Completely fails to meet the criteria Not to be considered Each quotation must include: 1. A completed method statement 2. References, evidence or relevant experience/knowledge and CVs 3. A completed pricing schedule The council will not be responsible for any costs incurred by bidders in preparing and submitting tenders. Feedback on all submissions will be available if requested. Contact details of two previous clients who can be contacted for a reference should be included. References may be taken up as part of the assessment of the bidder s past performance in the following areas: Quality of work and technical expertise Project management and delivery to deadline
TSB Future Cities Demonstrator Request for quotation Page 5 of 9 Flexibility Communication Value for money 7. Freedom of information Information in relation to this RFQ may be made available on demand in accordance with the requirements of the Freedom of Information Act 2000 ( The Act ) and your organisation details will be disclosed where the expenditure is over 500 as per the Government s transparency agenda. Organisations should state if any of the information supplied by them is confidential and commercially sensitive or should not be disclosed in response for the Information under the Act. Organisations should state why they consider the information to be confidential or commercially sensitive. Please respond with any specific information in this RFQ that you do not wish to be disclosed under Freedom of Information Act. This will not guarantee that the information will not be disclosed but will be examined in the light of the exemptions provided in the Act. 8. Specification (See Appendix 3: TSB Future Cities stage 2 Guidance for Applicants and Appendix 4: TSB Framework for the Final Report and Appendix 5: TSB Future Cities Stage 2 Finance Form). To commission a consultant(s) to support production of: a. a feasibility study that meets the criteria of the grant funding b. a final report bid on behalf of the city for the 24million to deliver a Future Cities Demonstrator. a. The feasibility study should: describe the vision for the future of the city describe the ambitions for the city economy, the social wellbeing of citizens, and the environmental impact of the city. Summarise any relevant strategies and development plans. describe the challenges and opportunities for the city in transitioning to a successful future. describe the city systems that you propose to integrate and explain how these will help to deliver the city vision. describe the approach to integrate the city systems explain how the impact of integrating the city systems will be measured and how success will be judged. explain how you will engage with and involve the people of your city and the business community in the demonstrator. detail how the demonstration project will link to, add value to, and make more effective use of existing projects underway, or recently completed, to effectively leverage the demonstrator funding.
TSB Future Cities Demonstrator Request for quotation Page 6 of 9 A condition of the funding is that the feasibility report is publicly available in an accessible format. b. Using the feasibility study and additional information, the consultant will assist the Cambridge Future City Collaboration to create a final report bid that meets the TSB criteria. 9. Methodology To deliver a report and bid that meets the TSB criteria and the expectations of Cambridge Future City Collaboration, including but not limited to: i. Desktop research and analysis ii. Securing local input from the Cambridge collaboration partners iii. Subcontracting and management of appropriate other consultants as required to ensure all the required skills and knowledge is available to complete the aims. Specific outputs: Evaluate a living lab approach to creating a platform for innovation, pilot installations and demonstration activities in Cambridge which is supported by open innovation and our business-government-citizen-academic partnerships Identification of opportunities for innovation and of the barriers that will need addressing, including but not limited to technological, human behaviour, governance and regulation. Explain recent and current investment in city infrastructure (e.g superfast broadband, transport infrastructure, renewable energy infrastructure/retrofit) and how this, together with the demonstrator funding and the unique characteristics of Cambridge, will create an effective test environment. Describe how further development can be enabled after the demonstrator funding period has ended and develop a business model Work with selected interested parties to develop ideas for final inclusion in the bid Work with the Cambridge Future City Collaboration partners to develop ideas, vision and activities for the Demonstrator During the quotation process Council welcomes suggestions of alternative/additional activities to achieve the desired plan. 10. Complementary projects Project Superfast broadband (SFBB) Super-connected Cities (SCCP) Impact Superfast broadband across Cambridgeshire (www.connectingcambridgeshire.co.uk) will better connect the remaining county with the city region and the proposed ultrafast broadband /Future City Demonstrator area. The Super-connected Cities Plan project (SCCP). (More at http://www.cambridgeshire.gov.uk/cmswebsite/apps/committee s/agendaitem.aspx?agendaitemid=5868) and the Future Cities Demonstrator Feasibility Study are linked in ambition and innovation. An ultrafast broadband infrastructure will enable the adoption of apps and services delivered through the demonstrator activities. Super-connected Cities application made: 17 Sept 2012. Announcement: Autumn Statement.
TSB Future Cities Demonstrator Request for quotation Page 7 of 9 11. Timetable The anticipated timetable is: Milestone 1 Noon Thursday 11 October Submission of quotations Milestone 2 Monday 15 October Interviews with shortlisted bidders and final decision/appointment Milestone 3 Mid-late October Research and analysis to inform the feasibility study and the bid Milestone 4 Late October Key stakeholder interviews Milestone 5 Third week October A draft report and bid for comment by the Project Board and key stakeholders Milestone 6 First week Nov Revision and finalisation of report and bid for comment before sign off by the Project Board Milestone 7 13th November Submission of final report and bid to the TSB by noon 14 th November 2012 Specific deadline dates for each stage will be agreed at the project inception meeting. As the timeline is very tight regular updates, by email or telephone, between the project contact person and the bidder s project manager are expected. The commission will be overseen by a Project Board made up of the bodies accountable for the grant funding which has been received (Cambridge City Council, Cambridgeshire County Council and South Cambridgeshire District Council). Consultants will be required to report at key stages to be agreed at an inception meeting. 12. Report format As the draft feasibility study and final report will be circulated to a wide range of stakeholders the format should be a standard format readable by Microsoft Office as well as transferable to the TSB preferred format. (See Appendices 3, 4 and 5) 13. Intellectual property Copyright and all other intellectual property rights in any work carried out by the consultants in performing of this commission shall be and remain at all times the property of the Council. 14. Award critieria The council does not bind itself to accept the lowest or any tender or to appoint any contractor if no adequate submissions are received. The Council will award this quotation to the company whose proposal represents the most economically advantageous bid. All responses to the specification will be scored using a weighted scoring system based on a 40:60 split between price and quality criteria respectively. The quotation must be accompanied by the supporting information form and signed and dated (MS Word template provided). 15. Conditions of contract Terms and conditions http://www.cambridgeshire.gov.uk/business/selling/regulations/
TSB Future Cities Demonstrator Request for quotation Page 8 of 9 SUPPORTING INFORMATION Note to bidders You may adjust the size of the following text boxes to suit your response. SECTION A Organisation and Contact Details A-1 Name of your Organisation A-2 Business Address/ Registered Office (if applicable) A-3 Organisation Registration Number (if applicable) A-4 Is your organisation a: Sole Trader Partnership Public Limited Company Private Ltd Company Third Sector Charity SME (Small and Medium Enterprise) Other If you selected other, please specify A-5 If the Company is a member of a group of companies, please give the name and address of the ultimate holding Company.
TSB Future Cities Demonstrator Request for quotation Page 9 of 9 A-6 Name of person to whom any queries relating to this quote should be addressed A-7 Telephone A-8 Email A-9 Address (if different to the Address above) SIGNATURE AND DATE Request for Quotation for support and preparation of the Cambridge Future Cities Stage 2 Large Scale Demonstrator feasibility study and final report production. I the undersigned hereby declare by marking an X in the box: (i) (ii) (iii) (iv) (v) that the information provided is complete and accurate; that the price in Part 4 is our best offer; that no collusion with other organisations has taken place in order to fix the price; to be subjected to the terms and conditions set out in Conditions of Contract identified in Appendix 6; that no works/goods/supplies/services will be delivered or undertaken until both parties have executed the formal contract documentation as identified in Appendix 1 and an instruction to proceed has been given by the Council in writing. Name... Position Held... Dated...