Tender price marking and IPR

I would like to request the following information under the FOI regulations relating to the Tender Number 2009/S208 – 299331 (Supply and Maintenance of Geospatial Data Services). I appreciate that these questions are related to the foi request I submitted on 21^st October, so please feel free to answer them together if that would help you.

Price Marking Scheme for Lots 1 and 2

I would like all written information about how the specific bands for Lot 1 (ie £0-£50 5 marks etc) and the marks for Lot 2 (ie Lowest price 5 marks, etc) were decided and approved. This should include for instance emails between people proposing and agreeing the price marking, minutes or notes from any tender preparation meetings and the minutes/notes from the Project and Governance Board which approved the marking scheme.

Evaluation of Shared IPR Options

In the Pricing Matrix on page 24 of the ‘Response to ITT Questions’ bidders were asked to provide a % discount for shared IPR. I would like all written information (notes/minutes/emails) about how it was intended to assess the value of these discounts and therefore decide at what percentage or value an offer to share IPR would be accepted.

Thank you for your e-mail dated 25^th October 2010. We are pleased to provide you with the following and attached information with regard to your request. Please not that some of the information you have requested in not held, and this is detailed where applicable.

We respond to each of your questions in turn.

Price Marking Scheme for Lots 1 and 2.

I would like all written information about how the specific bands for Lot 1 (ie £0-£50 5 marks etc) and the marks for Lot 2 (ie Lowest price 5 marks, etc) were decided and approved. This should include for instance emails between people proposing and agreeing the price marking, minutes or notes from any tender preparation meetings and the minutes/notes from the Project and Governance Board which approved the marking scheme.

Please see attached (Cary (3) - INFORMATION - FOI10106 (Redacted)) an extract from the Governance Board minutes dated 25^th January 2010. This provides the information we hold on the approval of the methodology to be adopted in relation to scoring prices. Please note that not all of Governance Board minutes relate to your question, therefore parts have been redacted.

The debate in relation to methodology prior to the recorded minutes from the Governance Board was oral. However, I am able to attach one e-mail we hold (Cary (3) - INFORMATION a - FOI10106 (Redacted)) which makes some reference, as this individual was not in attendance at a meeting and responded via e-mail. Please note that not all of the information contained within this e-mail relate to your question, therefore parts of it have been redacted.

Evaluation of Shared IPR Options.

In the Pricing Matrix on page 24 of the ‘Response to ITT Questions’ bidders were asked to provide a % discount for shared IPR. I would like all written information (notes/minutes/emails) about how it was intended to assess the value of these discounts and therefore decide at what percentage or value an offer to share IPR would be accepted.

The following extract is taken from the ITT Evaluation Plan and relates to the assessment methodology used for Lot 1 for both Options A and B:

Lot 1

The evaluation criteria on bid price would be based upon current contract rates using a price range per Km as the mechanism for scoring;

£0-£50, would score 5 marks, £51-£75 would score 3 marks and £76-£100 would score 1 mark. Any pricing above £101 would score no marks

The second consideration under Pricing is profit margin. We will consider a range of acceptable margins these being;

0-10% = 5 marks, 11-15% = 3 marks, 16-20% = 1 mark and 20%+ = 0 marks. 

The third consideration is overall value which includes risk. The consideration is whether the bid price is sustainable (high or low) and whether Ordnance Survey would consider the pricing bid as a business risk in a contracting situation.

The evaluation will be based on the median bid price with a range either side of the median price.

Median +/- 10% = 5 marks, Median +/- 11 – 20% = 3 marks, Median +/- 21 – 30% = 1 mark, Median +/- 31% + = 0 marks

Where bid prices include discount for retention of IPR by successful tenderers, the bid price scoring will be adjusted to accommodate an expected lower range of bid prices. £0-£30, would score 5 marks, £31-£50 would score 3 marks and £51-£100 would score 1 mark. Any pricing above £101 would score no marks

No information is held on thresholds for percentage of values that would be acceptable for shared IPR.

Please note that your enquiry has been processed according to the Freedom of Information Act (FOIA) 2000. As the requested information has been provided or is not held, we have determined that in the circumstances of this case the Public interest consideration (section 17 FOIA) is not applicable.

If you are unhappy with our response, you may raise an appeal to our Appeals Officer at:

FOI Appeals Officer
Customer Service Centre
Ordnance Survey
Romsey Road
SOUTHAMPTON
SO16 4GU 

Please include the reference number below. The Appeals Officer will ensure that the process has been followed correctly, questioning any decisions taken regarding the original response and recommending disclosure of additional information if appropriate.

Thank you for your enquiry.

Reference number: FOI10106 / October 2010