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ESFA Construction Framework Handbook Version 2.0

This document sets out how to use the framework to procure construction works

March 2018

Of interest to users of the framework and framework contractors

Contents

Introduction

How to Access the Framework

Framework Behaviours

Framework Structure

Selecting a Procurement Route

Single Scheme or Batched?

Selecting a Value Band

Identifying the Regional Lot

Selecting a Procurement Option

Selecting an Award Option

Minimum Standard for Local Competition Evaluation

Framework Timescales

Two-Stage Design and Build Process (via Competition)

Two-Stage Design and Build Process (via Direct Award)

Two-Stage Design and Build Process (Future School)

Cost-Led Design and Build Process (via Competition)

Cost-Led Design and Build Process (via Direct Award)

Cost-Led Design and Build Process (Future School)

Construct Only Process

Appendix A – Framework Timelines

Appendix B – Regional Boundaries

Appendix C – Design Development Deliverables and Contractor’s Proposals

Comparison

Document Control

ESFA and its advisers accept no liability whatsoever for any expense, liability,

loss, claim or proceedings arising from reliance placed upon this document.

Document Owner Deputy Director, Commercial, ESFA Capital

Date Editor Version Status Reason for Change

15/12/2017 David Whitehead

V1.0 FINAL

26/03/2018 David Whitehead

V2.0 FINAL Title change (formerly “Local Competition Handbook”)

New sections:

- Table 3 – Contract Forms

- Minimum Standard for Local Competition Evaluation

- Direct Award process descriptions

- Future School process descriptions

- Appendix C: Design Development Deliverables and CPs Comparison

Updates:

- Process descriptions updated with greater detail

- PCSA milestone payments added to process descriptions

Introduction

The purpose of this Handbook is to provide contracting authorities that wish to use

the Construction Framework (“Framework Users”) with advice on how to

Access the framework;

Conduct a “Local Competition” to select a Contractor; and

Complete the pre-construction process

This document will also be of use to Framework Contractors.

The Construction Framework was procured under the Restricted Procedure of the

Public Contracts Regulations 2015 (the “Regulations”). This document details the

process to be followed to ensure the Regulations are adhered to

This Handbook has been developed to enable Framework Users to operate the

Construction Framework effectively and efficiently. It also seeks to ensure that the

Framework User is able to undertake the Local Competition process in a manner

that enables compliance with all applicable law and the Regulations.

How to Access the Framework

The Framework is available to Local Authorities, schools, academies and other

public bodies in England. Access to the Framework is governed by the ESFA and all

Framework Users must sign an Access Agreement. There is currently no charge to

use the Framework (or any charges paid by Framework Contractors).

Framework Behaviours

Framework Users and Contractors are expected to exemplify the following

behaviours:

Transparency (including cost transparency) and open, honest communication

– a culture of “no surprises”

Pro-active risk and issue management

Collaboration, professionalism and mutual respect

Framework Structure

Table 1: Framework Structure

Value Band

No. of Regional

Lots

Project Value Range

Procurement Route Options

Award Options Batching Options

High 2 £12m+

Cost-Led D&B

Competition

Direct Award

Batching available when using Competition

Medium

8

£4.5m to £12m

Two-Stage D&B

Construct Only

Low 12

c£1m to £4.5m

Two-Stage D&B

Construct Only

Table 2: Regional Structure

High Value Band

North

South

Medium Value Band

North East and Yorkshire

East

Midlands

West Midlands

North West

East of England London South East South West

Low Value Band

North East

Yorkshire and The Humber

East Midlands

West Midlands

North West

East of England

A

East of England

B London

South East A

South East B

South West A

South West B

Table 3: Contract Forms

Value Band Pre-Construction Construction

High Value Band

Pre-Construction Services Agreement

ESFA Design and Build Contract

Medium Value Band

- JCT Design and Build - JCT Intermediate Works with Contractor Design

- JCT Intermediate Works without Contractor Design - JCT Minor Works with Contractor Design

- JCT Minor Works without Contractor Design

All with standard ESFA amendments Low Value Band

Selecting a Procurement Route

Framework Users should follow the guidance below to select a procurement route.

Single Scheme or Batched?

Firstly, the Framework User must decide whether the procurement is for a single

scheme or a Batch of two or more schemes.

Batches operate as described below:

• D&B projects can be grouped into Batches and competed under Local

Competition (Batching is not available for Construct Only or Direct Award -

see below "Selecting a Procurement Option")

• Batches are formed of “Sample Schools” and “Future Schools”

• Sample Schools are competed in Local Competition in accordance with the

process for the relevant procurement route. The winner of the Sample School

can, at a later date, be invited by the Framework User to submit proposals to

deliver the Future Schools. This process is governed by the Future Schools

Agreement.

• Framework Managers can advise on the formation of viable and attractive

batches.

Selecting a Value Band

Secondly, the Framework User should select the most appropriate Value Band for

the procurement, which is determined by the value of the project(s) and total value of

any batch. Users are required to select the lowest permitted Value Band for

their Scheme or batch. See the table below for the relevant value limits.

If a procurement has failed within a value band, the value range of an adjacent

band may be able to be extended to accommodate the project or batch. Please

contact a Framework Manager to discuss.

Table 4: Procurement Route Options

1 With ESFA Framework Manager approval. In circumstances where a batch is over £20m but not suitable for the High Value Band.

Value Band

Value Limit Procurement Option Award Option

Maximum value of a project (single or within batch)

AND

Maximum total value of a batch

Two-Stage D&B

Cost-Led D&B

Construct Only Competition Direct Award

Low £4.5m £8m

Yes No Yes (single projects only)

Yes Yes (single projects only)

Medium £12m £20m (£25m by exception1)

Yes No Yes (single projects only)

Yes Yes (single projects only)

High None None

No Yes No Yes Yes (single projects only)

Identifying the Regional Lot

Once the Value Band is selected, the Framework User can identify the regional lot

based on the location of the Scheme - See Appendix B.

Selecting a Procurement Option

The next step is for the Framework User to choose a preferred Procurement Option

from those available.

1) Low or Medium Value Band – Two-Stage Design and Build

This option can be used for Low and Medium Value Schemes or Batches. This

option is available to appoint contractors from the start of RIBA Stage 2, 3 or 4. It is

expected that the contractor is appointed at the start of RIBA Stage 2 (after

completion of a Feasibility Study by the Framework User).

2) High Value Band – Cost-Led Design and Build

This option can be chosen for Schemes or batches of schemes that fall into the High

Value band only. This option is available when the client's technical Advisory team

have carried out an initial feasibility study and the Contractor is required to develop

the design from the start of RIBA Stage 2 onwards.

3) Low or Medium Value Band – Construct Only

This option can be chosen for a single scheme only from the Low and Medium Value

bands. This option is chosen when the Clients Technical Advisory team have

designed a scheme up to RIBA Stage 4 and the ESFA take design responsibility or

the final Design excepting elements of Contractor Designed works which will be

determined on a scheme by scheme basis This option is chosen for works which do

not require early contractor involvement.

This Handbook later describes the three procurement options above.

Selecting an Award Option

The Final step in appointing a contractor is to choose an Award Option. This is

based on one of the two following options which can be used for any scheme or

Schemes regardless of the value, lot or procurement route:-

1) Award Option 1 - Competition

This is the preferred procurement option which should be considered first. All the

contractors on the Construction Framework for the Lot and band in which the facility

is to be built will be invited to submit their competitive tender for the scheme. If a

scheme is batched this option must be chosen.

2) Award Option 2 - Direct Award

This option is available with the approval of a Framework Manager. This option

cannot be chosen for batched or Construct Only schemes.

Minimum Standard for Local Competition Evaluation

Any evaluation conducted as part of a Local Competition must ensure that:

- All of the bidder responses to a given question are evaluated by the same

evaluation/moderation team;

- The evaluators apply the scoring criteria (see PITT/ITT evaluation matrices)

- Bidders are provided with detailed feedback concerning their scores

In addition, we recommend that:

- At least two qualified evaluators evaluate the question responses

independently and then agree final scores and comments through moderation

(it is good practice for an independent person, who did not evaluate the

question, to facilitate the moderation meeting)

Framework Timescales

Appendix A contains indicative timescales for Local Competition and Pre-

Construction.

Framework Users and Contractors should note that current ESFA average

period from procurement start (issue of PITT/ITT) to Contract Close is

approximately 45 weeks.

Two-Stage Design and Build Process (via Competition)

Table 5: Two-Stage Design and Build Process – with the Contractor selected in competition

Stage Description Relevant Framework

Documents

PCSA Payment

Milestone

Approximate

RIBA Stage

Strategic

Definition

Framework User agrees Business Case and Strategic

Brief

Stage 0

(Strategic

Definition)

Feasibility

Study

(c16 Weeks)

Framework User prepares the Scheme to end of RIBA

Stage 1 – including a Feasibility Study and costed control

option.

Indicative information should be placed on the pipeline

during this period – see Pipeline stage below.

Feasibility Study template

ESFA Definition of Base

Funding Rate for Schools

School-Specific Brief and

Tools - including

Refurbishment Scope of

Works Tool (where

applicable)

Stage 1

(Preparation

and Brief)

Pipeline

(minimum of 5

Weeks)

Please Note: Framework Users must not advertise a

scheme under any other framework or procurement

route whilst it is present on the Construction Framework

pipeline.

Stage 1: Indicative Information (during Feasibility

Study stage)

Scheme Notification

Form

Contractor contract

details (sourced from an

ESFA Framework

Manager)


Documents

PCSA Payment

Milestone

Approximate

RIBA Stage

Step 1) Framework User completes Scheme Notification

Form (SNF) with available information and sets an

indicative date of a month (e.g. “August 2018”)

Step 2) Framework User secures any necessary

approval within their programme

Step 3) Framework User sends Scheme Notification

Form (SNF) to the Framework Management team via

[email protected]

Step 4) Framework Team publish the pipeline to

Framework Contractors (each Friday)

Step 5) Framework User keeps the pipeline information

up-to-date by notifying the Framework Management

team

Stage 2: Precise Information

Step 1) Framework User completes the Feasibility Study

and secures approval within their programme

Step 2) Framework User updates the SNF and sets a

precise date to issue an Invitation to Tender (e.g.

20/8/2018) with at least four weeks' notice from the

next pipeline issue date (Friday). The Site Visit date

mailto:[email protected]


Documents

PCSA Payment

Milestone

Approximate

RIBA Stage

must also be set (within one week of the ITT issue –

ideally 2-3 working days after ITT issue)




Form (SNF) and Feasibility Study (minus appendices) to

the Framework Management team via

[email protected]

Step 5) Framework Team confirm if a pipeline slot is

available (e.g. no more than one procurement can start

in a region within the same week). The Framework

Users can consult with the Framework team in advance

of Step 2


contractors (each Friday)

Step 7) Framework Team send the Feasibility Study to

contractors and request informal "Expression of Interest"

feedback. Feedback is anonymised and shared with

Framework User within two weeks of pipeline publication





Documents

PCSA Payment

Milestone

Approximate

RIBA Stage

team. The Framework User has one opportunity to

change the date if required. If the date needs to be

changed a second time, procurement start must be

deferred by at least four weeks

Step 9) Framework User contacts contractors with

details (e.g. time, location) of the Site Visit at least two

weeks before it takes place.

Invitation to

Tender (ITT)

(3 Weeks)

Framework User invites Contractors to compete for the

Scheme by issuing the Invitation to Tender (via an

electronic method of the Framework User’s choice).

Response Period

Contractors must be given at least 15 working days to

respond (via an electronic method of the Framework

User’s choice).

Site Visit

The Framework User must host a Site Visit for all

interested Contractors at least two weeks before

responses are due (ideally 2-3 working days after ITT

issue).

Invitation to Tender

template and Appendices

- Including PCSA

and selected JCT

Contract

completed as far

as possible


Documents

PCSA Payment

Milestone

Approximate

RIBA Stage

The Site Visit should include a presentation from the

Framework User, Q&A and tour of the site.

Sample Schools

If part of a Batch, the Invitation to Tender for the Sample

Scheme will include named Future Schools.

Evaluation

and

Appointment

(3 Weeks

Framework User evaluates tenders on basis of evaluation

criteria described in the Invitation to Tender.

- Quality criteria: 60% of total

- Price criteria: 40% of total

See “Minimum Standard for Local Competition

Evaluation” above.

Framework User selects a single Contractor (“Selected

Panel Member” / “SPM”) and appoints under a Pre-

Construction Services Agreement (PCSA).

PCSA

Framework Users should review the proposed PCSA

payment milestones prior to agreement.

Sample Schools

Successful /

Unsuccessful Letter

templates

Pre-Construction

Services Agreement

Future Schools

Agreement (where

applicable)


Documents

PCSA Payment

Milestone

Approximate

RIBA Stage

If part of a Batch, the Framework User and Selected

Panel Member also sign a Future Schools Agreement.

Reserve Bidder

The Framework User may ask the second-placed bidder

to be the Reserve Bidder and keep their bid open for 16

weeks. This option is included within the template

unsuccessful bidder letter.

Design

Development

(c6 Weeks)

The Selected Panel Member (SPM) develops the

Scheme (in collaboration with the Framework User) to

produce the Design Development Deliverables specified

in the PCSA.

This usually requires six Client Engagement Meetings

(CEMs) over a period of six to eight weeks.

Pre-Construction

Services Agreement

Milestone 1: Design

Development Stage

(50% completion) -

50% of planned Client

Engagement Meetings

completed

Milestone 2: Design

Development Stage

(100% completion) -

Submission of required

design deliverables

Stage 2

(Concept

Design) and

part of RIBA

Stage 3

(Developed

Design)

Design

Development

Framework User reviews outputs produced and

determines if Scheme is ready for planning submission


Documents

PCSA Payment

Milestone

Approximate

RIBA Stage

Gateway

(2 Weeks)

Planning

Submission

(4 to 5 Weeks)

Preparation, submission and validation of Planning

Application

Milestone 3:

Submission and

validation of Planning

Application

Stage 3

(Developed

Design)

Contractor’s

Proposals

(CPs)

(8 to 10

Weeks)

SPM produces Contractor’s Proposals as per ESFA

Employer’s Requirements Part A

Time allocation subject to the expected planning

determination period (where relevant)

ESFA Employer’s

Requirements Part A

Milestone 4:

Submission of draft

Contractor's Proposals

Milestone 5:

Submission of

Contractor's Proposals

Stage 4

(Technical

Design) –

minus

portions of

sub-

contractor

design CPs Review

(7 to 8 Weeks)

Framework User reviews Contractor’s Proposals;

Contractor provides additional information and considers

changes as required



Milestone 6: Receipt of

planning permission

Contract

Finalisation

(3 Weeks)

Finalisation, agreement and signature of contract

following planning permission

Selected ESFA JCT

Contract

Milestone 7: Contract

Close (paid under

ESFA JCT Contract)

Two-Stage Design and Build Process (via Direct Award)

Table 6: Two-Stage Design and Build Process – with the Contractor selected via Direct Award


Documents

PCSA Payment

Milestone

Approximate

RIBA Stage

Strategic

Definition


Brief

Stage 0

(Strategic

Definition)

Feasibility

Study

(c16 Weeks)



option.







Tools - including


Works Tool (where

applicable)

Stage 1

(Preparation

and Brief)

Pipeline

(minimum of 3

Weeks)




pipeline.


Study stage)

Scheme Notification

Form

Contractor contract


ESFA Framework

Manager)


Documents

PCSA Payment

Milestone

Approximate

RIBA Stage





approval within their programme.



[email protected]





team





precise date to issue a Direct Award EOI Letter (e.g.

20/8/2018) with at least two weeks' notice from the

next pipeline issue date (Friday)

Framework Direct Award

Rankings (sourced from

Framework Manager)



Documents

PCSA Payment

Milestone

Approximate

RIBA Stage






[email protected]





of Step 2



Step 7) Framework User contacts highest ranked

contractor to gauge interest in the Scheme

Direct

Award=Expre

ssion of

Interest

(1 Week)

Framework User issues draft Invitation to Submit

Proposal (ISP) to all Contractors in the Lot, requesting

expressions of interest within a minimum of three working

days (ideally five working days)

If the highest ranked contractor has already

confirmed their interest during the pipeline stage, the

Direct Award EOI letter

template

Invitation to Submit

Proposal template



Documents

PCSA Payment

Milestone

Approximate

RIBA Stage

expression of interest is not required. The Framework

User must inform the other Contractors where this is

the case.



Framework Manager)

Invitation to

Submit

Proposal

(ISP)

(2 Weeks)

Framework User invites the highest ranked interested

contractor to submit a proposal by issuing an Invitation to

Submit Proposal (ISP) (via an electronic method of the

Framework User’s choice).

The Framework User has the option of reducing the

number of quality questions in the ISP Evaluation Matrix.

Response Period

The Framework User must give the Contractor a

minimum of ten working days to respond (via an


Site Visit

A Site Visit is optional.


Proposal template



Framework Manager)

Evaluation

and

Appointment

(2 Weeks)

Framework User determines if the proposal is acceptable.

If yes, the Framework User appoints the Contractor under

a Pre-Construction Services Agreement (PCSA).

Pre-Construction

Services Agreement


Documents

PCSA Payment

Milestone

Approximate

RIBA Stage

If the proposal is not acceptable the Framework User may

approach the second-highest ranked interested

Contractor.

PCSA



Next Stage The Scheme now progresses from the Design

Development stage (see table 5)

Two-Stage Design and Build Process (Future School)

Table 7: Two-Stage Design and Build Process for a Future School


Documents

PCSA Payment

Milestone

Approximate

RIBA Stage

Sample

Scheme

Once the “Selected Panel Member” is appointed under a

PCSA for the Sample Scheme, the Future Schools

Agreement may be signed. The Future Schools

Agreement gives the Framework User the option of

engaging the SPM on the named Future Schools.

Future Schools

Agreement

Feasibility

Study


Stage 1 – including a Feasibility Study and costed

control option.





Tools - including


Works Tool (where

applicable)

Stage 1

(Preparation

and Brief)

Contractor

Consultation

Framework User consults with the Contractor about the

release of the Future Schools Notice / Invitation to

Submit Proposal and return date for Proposal.


Documents

PCSA Payment

Milestone

Approximate

RIBA Stage

Future

Schools

Notice /

Invitation to

Submit

Proposal

(ISP) (2

Weeks)

Framework User issues the Future Schools Notice and

Invitation to Submit Proposal (ISP) to the Contractor (via

an electronic method of the Framework User’s choice).


number of quality questions in the ISP Evaluation Matrix.

Response Period




Site Visit


Future Schools Notice

template


Proposal template

Evaluation

and

Appointment)

(2 Weeks)




PCSA



Pre-Construction

Services Agreement


Documents

PCSA Payment

Milestone

Approximate

RIBA Stage

Next Stage The Scheme now progresses from the Design

Development stage (see table 5)

Cost-Led Design and Build Process (via Competition)

Table 8: Cost-Led Design and Build Process – with the Contractor selected in competition


Documents

PCSA Payment

Milestone

Approximate

RIBA Stage

Strategic

Definition


Brief

Stage 0

(Strategic

Definition)

Feasibility

Study

(c16 Weeks)



option.







Tools - including


Works Tool (where

applicable)

Stage 1

(Preparation

and Brief)

Pipeline

(minimum of 5

Weeks)




pipeline.

Scheme Notification

Form

Contractor contract



Documents

PCSA Payment

Milestone

Approximate

RIBA Stage


Study stage)








[email protected]





team





precise date for the Bidders Day (e.g. 20/8/2018) with

ESFA Framework

Manager)



Documents

PCSA Payment

Milestone

Approximate

RIBA Stage

at least four weeks' notice from the next pipeline issue

date (Friday). The PITT date must also be set (at least

one week after the Bidders Day)






[email protected]





of Step 2



Step 7) Framework Team send the Feasibility Study to

contractors and request informal "Expression of Interest"

feedback. Feedback is anonymised and shared with

Framework User within two weeks of pipeline publication



Documents

PCSA Payment

Milestone

Approximate

RIBA Stage



team. The Framework User has one opportunity to

change the date if required. If the date needs to be

changed a second time, procurement start must be

deferred by at least four weeks

Step 9) Framework User contacts contractors with

details (e.g. time, location) of the Bidders Day at least

two weeks before it takes place.

Preliminary

Invitation to

Tender (PITT)

(3 Weeks)

Bidders Day

The stage begins with a Bidders Day. The day should

include a presentation from the Framework User, Q&A

and tour of the site.

PITT Issue

One week after the Bidders day, the Framework User

invites Contractors to compete for the Scheme by issuing

the Preliminary Invitation to Tender (via an electronic

method of the Framework User’s choice).

The PITT states the maximum number of Contractors be

invited to the next stage – either one or two.

Preliminary Invitation to

Tender template and

Appendices

- Including draft ITT


Documents

PCSA Payment

Milestone

Approximate

RIBA Stage

Response Period

Contractors must be given at least five working days to

respond (via an electronic method of the Framework

User’s choice).

Sample Schools

If part of a Batch, the PITT for the Sample Scheme will

include named Future Schools

Evaluation


criteria described in the PITT.

- Quality Questions: 90% of total

- Pricing Questions: 10% of total

As part of the response, the Contractor must confirm

that they can and will work within the cost ceiling set

by the Framework User.


Evaluation” above


Documents

PCSA Payment

Milestone

Approximate

RIBA Stage

The Framework User invites up to two Contractors to

progress to ITT Stage.

Invitation to

Tender (ITT)

(c6 Weeks)

Framework User invites Contractors to compete for the

Scheme by issuing the Invitation to Tender (via an


Design Competition

The ITT Stage involves a design development

competition with Bidders given regular access to a design

user group and Framework User representatives.

This stage involves approximately six Client Engagement

Meetings (CEMs) with each bidder.

Response Period

The Framework User must give the Contractors a

minimum of 30 working days to respond.

This stage can also be completed with a single

Contractor.

Invitation to Tender

template and Appendices

- Including PCSA

and selected JCT

Contract

completed as far

as possible

Stage 2

(Concept

Design) and

part of Stage

3 (Developed

Design)


Documents

PCSA Payment

Milestone

Approximate

RIBA Stage

Evaluation

and

Appointment

(3 Weeks)


criteria described in the ITT.

- Quality criteria: 70% of total

- Price criteria: 30% of total

Tenders must be within the cost ceiling set by the

Framework user or the tender is non-compliant. The

only exception is if a new “abnormal” is identified.


Evaluation” above

Framework User selects a single Contractor (“Selected

Panel Member” / “SPM”) and appoints under a Pre-

Construction Services Agreement (PCSA).

PCSA

Framework Users should ensure the value of the

payment milestone is correct before agreement.

The PCSA (for the Cost-Led Design and Build Option)

contains a single payment milestone at Planning

Submission, valued in accordance with the values stated

below based on the capital value of the Scheme. The

Successful /

Unsuccessful Letter

templates

Pre-Construction

Services Agreement

Future Schools

Agreement (where

applicable)


Documents

PCSA Payment

Milestone

Approximate

RIBA Stage

remaining pre-construction fee is paid after Contract

Close.

Under £7.5m - £50k

£7.5m - £10m - £75k

£10m - £12.5m - £100k

£12.5m - £15m - £125k

£15m - £20m - £150k

£20m - £25m - £175k

£25m+ - £200k

Sample Schools

If part of a Batch, the Framework User and Selected

Panel Member also sign a Future Schools Agreement.

Reserve Bidder

The Framework User may ask the second-placed bidder

to be the Reserve Bidder and keep their bid open for 16


Documents

PCSA Payment

Milestone

Approximate

RIBA Stage

weeks. This option is included within the template

unsuccessful bidder letter.

Planning

Submission (4

to 5 Weeks)

Preparation, submission and validation of Planning

Application

Milestone 1:

Submission and

validation of Planning

Application

Stage 3

(Developed

Design)

Contractor’s

Proposals

(CPs)

(8 to 10

Weeks)

Contractor produces Contractor’s Proposals as per ESFA

Employer’s Requirements Part A



ESFA Employer’s

Requirements Part A

Stage 4

(Technical

Design) –

minus

portions of

sub-

contractor

design

CPs Review

(7 to 8 Weeks)

Framework User reviews Contractor’s Proposals;

Contractor provides additional information and considers

changes as required



Contract

Finalisation

(3 Weeks)

Finalisation, agreement and signature of contract

following planning permission

ESFA D&B Contract Milestone 2: Contract

Close (paid under

ESFA D&B Contract)

Cost-Led Design and Build Process (via Direct Award)

Table 9: Cost-Led Design and Build Process – with the Contractor selected via Direct Award


Documents

PCSA Payment

Milestone

Approximate

RIBA Stage

Strategic

Definition


Brief

Stage 0

(Strategic

Definition)

Feasibility

Study

(c16 Weeks)



option.







Tools - including


Works Tool (where

applicable)

Stage 1

(Preparation

and Brief)

Pipeline

(minimum of 3

Weeks)




pipeline

Scheme Notification

Form

Contractor contract



Documents

PCSA Payment

Milestone

Approximate

RIBA Stage


Study stage)








[email protected]





team





precise date to issue a Direct Award EOI Letter (e.g.

ESFA Framework

Manager)



Framework Manager)



Documents

PCSA Payment

Milestone

Approximate

RIBA Stage

20/8/2018) with at least two weeks' notice from the

next pipeline issue date (Friday)






[email protected]





of Step 2



Step 7) Framework User contacts highest ranked

contractor to gauge interest in the Scheme

Direct Award

Expression of

Interest

(1 Week)

Framework User issues a Direct Award EOI letter and

draft Preliminary Invitation to Submit Proposal to all

Contractors in the Lot, requesting expressions of interest

Direct Award EOI letter

template



Documents

PCSA Payment

Milestone

Approximate

RIBA Stage

within a minimum of three working days (ideally five

working days).

If the highest ranked contractor has already

confirmed their interest during the pipeline stage, the

expression of interest is not required. The Framework

User must inform the other Contractors where this is

the case.


Submit Proposal template



Framework Manager)

Preliminary

Invitation to

Submit

Proposal

(1 Week)

Framework User invites the highest ranked interested

contractor to submit a response by issuing a Preliminary

Invitation to Submit Proposal (via an electronic method of

the Framework User’s choice).


number of quality questions in the Preliminary ISP

Evaluation Matrix.

Response Period




Site Visit



Submit Proposal template



Framework Manager)


Documents

PCSA Payment

Milestone

Approximate

RIBA Stage

Evaluation (1

Week)

Framework User determines if the response is

acceptable. If yes, the process continues to the next

stage.

If the response is not acceptable the Framework User

may approach the second-highest ranked interested

contractor.

Invitation to

Submit

Proposal

(ISP)

(c6 Weeks)

Framework User issues the Invitation to Submit Proposal

(ISP) to the Contractor (via an electronic method of the


Design Development

The ISP Stage requires design development with the

Contractor given regular access to a design user group

and Framework User representatives.


Meetings (CEMs).

Response Period




Proposal template

Stage 2

(Concept

Design) and

part of Stage

3 (Developed

Design)


Documents

PCSA Payment

Milestone

Approximate

RIBA Stage

Evaluation

and

Appointment

(2 Weeks)






Contractor.

PCSA








Close.

Under £7.5m - £50k

£7.5m - £10m - £75k

£10m - £12.5m - £100k

£12.5m - £15m - £125k

Pre-Construction

Services Agreement


Documents

PCSA Payment

Milestone

Approximate

RIBA Stage

£15m - £20m - £150k

£20m - £25m - £175k

£25m+ - £200k

Next Stage The Scheme now progresses from the Planning

Submission stage (see table 8)

Cost-Led Design and Build Process (Future School)

Table 10: Cost-Led Design and Build Process for a Future School


Documents

PCSA Payment

Milestone

Approximate

RIBA Stage

Sample

Scheme

Once the “Selected Panel Member” is appointed under a

PCSA for the Sample Scheme, the Future Schools

Agreement may be signed. The Future Schools

Agreement gives the Framework User the option of

engaging the SPM on the named Future Schools.

Future Schools

Agreement

Feasibility

Study


Stage 1 – including a Feasibility Study and costed

control option.





Tools - including


Works Tool (where

applicable)

Stage 1

(Preparation

and Brief)

Contractor

Consultation

Framework User consults with the Contractor about the

release of the Future Schools Notice and return date for

a proposal.


Documents

PCSA Payment

Milestone

Approximate

RIBA Stage

Future

Schools

Notice

(1 Weeks)

Framework User issues the Future Schools Notice to the

Contractor (via an electronic method of the Framework

User’s choice).

The Future Schools Notice requires the Contractor to

confirm that they wish to submit a proposal for the

Scheme and will commit to working within the cost ceiling.

Response Period

The Framework User should give the Contractor at least

five working days to respond.

Future Schools Notice

template

Invitation to

Submit

Proposal

(ISP)

(c6 Weeks)

Framework User issues the Invitation to Submit Proposal

(ISP) to the Contractor (via an electronic method of the


Design Development

The ISP Stage requires design development with the

Contractor given regular access to a design user group

and Framework User representatives.


Meetings (CEMs) with each bidder.

Response Period


Proposal template

Stage 2

(Concept

Design) and

part of Stage

3 (Developed

Design)


Documents

PCSA Payment

Milestone

Approximate

RIBA Stage



Evaluation

and

Appointment

(2 Weeks)






Contractor.

PCSA








Close.

Under £7.5m - £50k

£7.5m - £10m - £75k

Pre-Construction

Services Agreement


Documents

PCSA Payment

Milestone

Approximate

RIBA Stage

£10m - £12.5m - £100k

£12.5m - £15m - £125k

£15m - £20m - £150k

£20m - £25m - £175k

£25m+ - £200k

Next Stage The Scheme now progresses from the Planning

Submission stage (see table 8)

Construct Only Process

Table 11: Construct Only Process

Stage Name Description Relevant Framework Documents

Scheme

Preparation

Framework User prepares Scheme to end of RIBA Stage 4 (including securing

planning permission) minus any contractor design packages

Pipeline Minimum of four weeks’ notice to contractors on the pipeline. Scheme Notification Form

Invitation to

Tender (ITT)

Framework User invites Contractors to compete for the Scheme by issuing an

Invitation to Tender (ITT)

Bidders provide quality and price response in accordance with the ITT

Bespoke ITT

Evaluation Framework User evaluates tenders on basis of evaluation criteria described in the

ITT

- Quality Criteria: Up to 50%

- Price Criteria: Minimum of 50%

See “Minimum Standard for Local Competition Evaluation” above.

Contract Close Single Contractor is selected and appointed under the relevant Scheme Contract Scheme Contracts

Appendix A – Framework Timelines

See separate document.

Appendix B – Regional Boundaries


Appendix C – Design Development Deliverables and Contractor’s Proposals Comparison


1

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