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Responsive Maintenance, Void Property Works and Major Works (Minor Planned Maintenance, Improvements and Repairs) Term Maintenance Contract.

Contract notice

Works

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Hexagon Housing Association Ltd
130-136 Sydenham Road, Sydenham
Contact point(s): Rand Associates Consultancy Services Ltd
For the attention of: David Miller
SE26 5JY London
UNITED KINGDOM
Telephone: +44 1737249475
E-mail:

Internet address(es):

General address of the contracting authority: www.hexagon.org.uk

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Rand Associates Consultancy Services Ltd
UK
Bell House, 107 Bell Street
For the attention of: David Miller
RH2 7JB Reigate
UNITED KINGDOM
Telephone: +44 1737249475
E-mail:
Fax: +44 1737242012
Internet address: http://etenders.rand-associates.co.uk

Tenders or requests to participate must be sent to: Rand Associates Consultancy Services Ltd
UK
Bell House, 107 Bell Street
For the attention of: David Miller
RH2 7JB Reigate
UNITED KINGDOM
Telephone: +44 1737249475
E-mail:
Fax: +44 1737242012
Internet address: http://etenders.rand-associates.co.uk

I.2)Type of the contracting authority
Body governed by public law
I.3)Main activity
Housing and community amenities
I.4)Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:
Responsive Maintenance, Void Property Works and Major Works (Minor Planned Maintenance, Improvements and Repairs) Term Maintenance Contract.
II.1.2)Type of contract and location of works, place of delivery or of performance
Works
Realisation, by whatever means of work, corresponding to the requirements specified by the contracting authorities
Main site or location of works, place of delivery or of performance: All geographic regions within Hexagon Housing Association area of operation from time to time including but not limited to the London Borough's of Southwark, Lewisham, Greenwich, Bexley and Croydon. Further details of the location of the housing stock will be set out in the Pre-Qualification Questionnaire (PQQ) applicable to this Notice.

NUTS code UKD1

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)
Hexagon is seeking a Service Provider to provide a comprehensive responsive maintenance service comprising of day-to-day responsive maintenance, void property works, major works (minor planned maintenance, improvements and repairs, and out of hours emergency callout repairs to occupied and unoccupied general needs, sheltered and supported residential properties, garages, communal facilities, commercial property and areas/open spaces for which it has landlord responsibility. The Contract will be based on the NHF Form of Contract 2011 and will be let on an "all-inclusive” basis and is likely to involve work under all building trades. It is anticipated that gas safety checks, servicing, repairs and installations will not be required to be undertaken under the contract generally as a matter of course but nevertheless may be instructed on an occasional basis and so applicants must have the technical ability and capacity to carry out such work if and when instructed. Separate contracts will NOT be awarded for the individual trades (e.g. carpentry, plumbing etc.) encompassed within this Contract. The Tender will be on the basis of tendered percentage adjustments to the M3NHF Schedule of Rates - Responsive Maintenance and Void Property Works Version 6.1 for all Works.
The Service Provider will be required to provide a customer focused service and show commitment to providing effective services that provide value for money to the Authority and its residents and must be responsive to achieve collaborative working practises, innovation and continuous improvement. The Service Provider will be required to operate a 100 % repairs by appointment slot system with appointments made at the time repairs are reported.and show a commitment to at least maintaining but also improving Hexagon's excellent performance in relation to customer satisfaction, Best Value and other local performance indicators. Hexagon will require the Service Provider to provide dedicated staff to deal with day-to-day operations of the contract and employ predominantly local and preferably directly employed labour to carry out the work, applicants are advised that TUPE will apply to the Contract. The Service Provider will also be required to provide, maintain and use modern, up to date ICT technology and business systems for the end to end management and delivery of the contract/service including a suitable and compatible direct IT link in order to interface with the Authority's Orchard repairs and housing management system, full and effective real time utilisation of personal digital assistants (PDAs) and vehicle tracking systems. The Invitation to Tender will also require bidders to submit bids based on Hexagon's specified options for normal working hours and meeting 4 hour response times on both normal working hour and out of hour emergency callouts.
II.1.6)Common procurement vocabulary (CPV)

50000000

II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)Lots
This contract is divided into lots: no
II.1.9)Information about variants
Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
Hexagon Housing Association Ltd has approximately 3,900 properties and associated garages and other related assets,that will be covered by the contract. The Contract will be for 5 years with an option to extend for an initial 1 year and a further option to extend for a further 1 year may be awarded. The financial value cannot be definitively ascertained nor guaranteed due to the responsive, variable nature of the work. The estimated annual budget for the contract is likely to be in the order of GBP 1.25 million (exclusive of VAT) for the first year of the contract and thereafter, the budget is provisional and still has to be confirmed. This value may increase in the event that Hexagon acquires additional properties during the term of the contracts and requires the works and services covered by the Contract to be performed at such properties. Additional properties may include without limitation residential properties (whether obtained through a merger or acquisition or as part of a joint venture, section 106 undertaking or developed), commercial properties or corporate facilities owned or leased by Hexagon.
Estimated value excluding VAT:
Range: between 6 250 000 and 8 750 000 GBP
II.2.2)Information about options
Options: yes
Description of these options: The Contract will be subject to regular monthly, quarterly and annual performance reviews. After the first 5 years, the Contract will be extendable at Hexagon's sole discretion, for an initial 1 year and with a further option to extend for a further 1 year. In any event year on year continuance of the contract from the commencement will be dependant on satisfactory performance by the Service Provider(s) Extension of the Contract beyond the initial 5 year term will be entirely discretionary to Hexagon. The Contract will also contain a break provision that may be exercised by either party subject to the giving of the period of notice stipulated in the contract(s).
Provisional timetable for recourse to these options:
in months: 60 (from the award of the contract)
II.2.3)Information about renewals
This contract is subject to renewal: yes
Number of possible renewals: Range: between 1 and 2
II.3)Duration of the contract or time limit for completion
Duration in months: 84 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
Any deposits, bonds or guarantees required by Hexagon will be set out in the Tender Documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
As set out in the Invitation to Tender.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
In the event of a group of economic opertaors submitting an acceptable offer it will be necessary to rpvide an undertaking that each organisation will be jointly and severally responsible for the due performance of the contract. Such undertaking will be in addition to the requirement to provide other deposits and guarantees required by Hexagon for the due performance of contracts awarded.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
Information and formalities necessary for evaluating if the requirements are met: In accordance with Articles 45 to 50 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contracts Regulations 2006 and as set out in the PQQ. All economic operators responding to this Notice will be sent a PQQ to be completed requiring general organisation, financial and technical capacity data. The PQQ must be completed and returned with all supporting information by the deadline indicated in section IV.3.4 of this Notice. The evaluation of the completed PQQ submission together with supporting information will determine the economic operators selected to tender.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: The information and formalities set out in Article 47 of Directive 2004/18/EC and Regulation 24 Public Contracts Regulations 2006. These requirements are set out in the PQQ.
Minimum level(s) of standards possibly required: As set out in the PQQ.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
The information and formalities set out in Article 48 of Directive 2004/18/EC and Regulation 25 Public Contracts Regulations 2006. These are set out in the PQQ.
Minimum level(s) of standards possibly required:
As set out in the PQQ.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure
Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Envisaged minimum number 5: and maximum number 10
Objective criteria for choosing the limited number of candidates: Criteria set out in the PQQ submissions and in accordance with regulations 23(1), 24 and 25 of the Public Contracts Regulations 2006.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria
The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction
An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
IV.3.2)Previous publication(s) concerning the same contract
no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Time limit for receipt of requests for documents or for accessing documents: 21.10.2013
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
28.10.2013 - 16:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
4.11.2013
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up
English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
VI.2)Information about European Union funds
The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information

Economic operators shall note that the contracts will cover all properties within Hexagon including any future additions. Economic operators are advised that TUPE provisions may apply in respect of this procurement. Economic operators who wish to express an interest in and apply for the contracts must complete and submit the PQQ for this procurement and provide all supplementary information set out in the PQQ. All expressions of interest and requests for the PQQ must be made via [email protected] using the address http:// as indicated in Annex A above. When registering for [email protected], Economic Operators will receive an email with a link to create and activate their own accounts. Once activated and logged in Economic Operators will need the following code to register for the PQQ: Hexagon [email protected] (http://etenders.rand-associates.co.uk) is Rand Associates Consultancy Services Ltd's portal for downloading and uploading of pre-qualification questionnaires, communicating requests for and responses to clarification, and downloading and submission of tender documentation. Should Economic Operators have any queries, or experience difficulties with the registration or download/upload system, they should contact the [email protected] helpdesk by calling +44 1737225077 (ask for Paul Dugdale or Jonathan Case) or email

All communications and submissions must be made through the [email protected] portal. Economic Operators may seek clarification where they consider any part of the documentation or any other aspect of this procurement is unclear. All queries and any clarification must be communicated using the secure email messaging function on the [email protected] portal, but to be received no later than 17:00 (BST) on 14.10.2013. This will provide an audit trail of all clarification requests and responses issued. It will not be possible to respond to any queries received after that stipulated date and time. It is the Economic Operator's responsibility to regularly monitor communications raised and issued through this portal. Responses to requests for clarification will be communicated by Rand Associates Consultancy Services Ltd to all Economic Operators through the [email protected] secure email messaging system. The identity of the Economic Operator seeking clarification will not be disclosed to other Economic Operators.

In order to submit a PQQ response via the [email protected] portal Economic Operators are required to click "Upload documentation" and follow the onscreen instructions. Files may be added to or removed from submissions up until the deadline but once passed responses cannot be accessed or modified. PQQ submission documents will be visible to Hexagon and Rand Associates Consultancy Services Ltd only after the closing date and time. When uploading PQQ responses Economic Operators must be aware of the speed of their internet connection, system configuration and general web traffic etc as these may impact on the time taken to complete the transaction. Uploading of submissions must be completed by the closing date and time. Please DO NOT wait

until near the closing time on the return date. The Deadline for uploading completed PQQ submissions is Monday 21.10.2013 at 16:00. Hexagon reserves the right to withdraw from this procurement procedure at anytime without awarding a contract or contracts. Economic operators shall be responsible for the costs and expenses they incur as a result of participating in this procurement process. Hexagon and or its advisors shall not be liable for and will not pay any costs in respect of the preparation of any PQQ or tender submission of any economic operator whether they are successful or unsuccessful. This shall equally apply in the event that the procurement process is postponed, cancelled or abandoned by Hexagon at any stage and for whatever reason. Economic operators shall be deemed to have unequivocally accepted this as a condition precedent to participation in this procurement process.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Royal Courts of Justice
Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

Body responsible for mediation procedures

Royal Courts of Justice
Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: In aacordance with regulation 32, 32A and Part 9 of the Public Contracts Regulations 2006 (SI 2006 No 5) (as amended).
VI.4.3)Service from which information about the lodging of appeals may be obtained

ERG Service Desk, Cabinet Office
Roseberry Court, St Andrews Business Park
NR7 0HS Norwich
UNITED KINGDOM
E-mail:
Telephone: +44 8450004999

VI.5)Date of dispatch of this notice:
18.9.2013