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Responsive Repairs, Voids, Planned and Cyclical Maintenance Term Contract.

Contract notice

Works

Directive 2004/18/EC

Section I: Contracting authority

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

Estuary Housing Association Ltd
Maitland House, 8th and 9th Floors, Warrior Square
Contact point(s): Assistant Director of Property Services
For the attention of: Ben Johnson BSc (Hons) MRICS MCIOB
SS1 2JY Southend-on-Sea
UNITED KINGDOM
Telephone: +44 1702462246
E-mail:
Fax: +44 1702616716

Internet address(es):

General address of the contracting authority: www.estuary.co.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
Bell House, 107 Bell Street
For the attention of: Jeremy Lake
RH2 7JB Reigate, Surrey
UNITED KINGDOM
Telephone: +44 1737249475
E-mail:
Fax: +44 1737242012
Internet address: www.rand-associates.co.uk

Tenders or requests to participate must be sent to: Rand Associates Consultancy Services Ltd
Bell House, 107 Bell Street
For the attention of: Jeremy Lake
RH2 7JB Reigate, Surrey
UNITED KINGDOM
Telephone: +44 1737249475
E-mail:
Fax: +44 1737242012
Internet address: www.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 Repairs, Voids, Planned and Cyclical Maintenance Term 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 Estuary Housing Association Ltd's (Estuary) area of operations, including but not limited to Essex, Suffolk and some outlying London Boroughs.

NUTS code UK

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)
The Contract will encompass the undertaking of Day to Day Responsive and Voids Repairs, Planned Maintenance (covering kitchen/bathroom refurbishment including associated electrical upgrading, electrical rewires, disabled aids and adaptations, window and dwelling entrance door replacement, roofing and internal/external wall insulation) and Cyclical Maintenance (external and communal area redecoration and any associated pre-decoration repairs) to social housing individual dwellings, schemes and offices, owned or managed by Estuary.
Key characteristics of the contract are likely to be, but are not limited to:
- an initial term of 5 years, with an option for Estuary to extend year by year for up to a further 5 years, subject to annual performance reviews;
- payment mechanism incorporating contractor incentives, based on schedule(s) of rates, basket rates and or agreed schedules with provision at Estuary's option, at some future date (most likely after 2 years min.), to convert to fixed annual price per property in respect of responsive and void repairs;
- IT software / system integration and full interfacing including CRM, asset management systems, real time working, data collection and reporting;
- provisions requiring delivery of a customer focused service and showing commitment to providing value for money to Estuary and its residents, leaseholders and all other customers and must be responsive to achieve collaborative working practices, innovation and continuous improvement;
- provisions for regular monthly, quarterly and annual performance meetings reviews; early termination and also meeting, maintaining and improving on Key Performance Indicators and the development of year on year efficiency savings;
- provisions requiring commitment to social value, delivery of community development initiatives and apprenticeship/trainee programs;
- provisions at Estuary's option enabling, at some future date (most likely after 2 to 3 years min.), conversion of the contract to an alternative delivery model such as Joint Venture arrangement;
- provisions at Estuary's option, at some future date, for co-location of Estuary's and the appointed contractor's call centre functions and or transfer of Estuary's call centre function across to the appointed contractor;
- the transfer, at some future date, of Estuary's Technical Services Team (TST) workforce to the appointed contractor. TST is Estuary's own small Direct Labour Organisation that currently undertakes all repair and maintenance work at a 700 unit estate.
Economic operators are advised that the terms of the Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE) may apply to the existing workforce employed by the incumbent contractors in relation to the works to be performed by the successful economic operators under the proposed new contract.
Further information relating to the TUPE details of the incumbents and also Estuary's own workforce will, if and to the extent available, be provided at the tender stage of the procurement process.
II.1.6)Common procurement vocabulary (CPV)

50000000, 45211000, 45211100, 45211200, 45211300, 45211310, 45211340, 45211341, 45212500, 45215210, 45300000, 45310000, 45311000, 45311100, 45311200, 45315000, 45317000, 45320000, 45321000, 45330000, 45331210, 45332000, 45332200, 45332300, 45332400, 45333000, 45400000, 45410000, 45420000, 45421000, 45421100, 45421110, 45421111, 45421112, 45421120, 45421130, 45421131, 45421132, 45421151, 45421160, 45430000, 45431000, 45431100, 45431200, 45432000, 45432100, 45432110, 45432111, 45432130, 45432200, 45432210, 45432220, 45440000, 45441000, 45442000, 45442100, 45442110, 45442180, 45442190, 45443000, 45450000, 45451000, 45452000, 45453000, 45453100

II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): no
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:
Day to day responsive and voids repairs works to over 3 600 no. (approx) properties including homes, sheltered schemes and offices, owned or managed by Estuary located throughout Essex, in some outlying London Boroughs and in Suffolk. Planned Maintenance (covering kitchen/bathroom refurbishment including associated electrical upgrading, electrical rewires, disabled aids and adaptations, window and dwelling entrance door replacement, roofing and internal/external wall insulation) and Cyclical Maintenance (external and communal area redecoration and any associated pre-decoration repairs) will be undertaken to some properties on an annual programme basis, dependent on available funding year by year.
Economic operators should note that the estimated value given below is based on Estuary's current anticipated requirements and the number of properties currently included within its stock portfolio. This value may increase in the event that Estuary acquires additional properties during the contract term 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 arrangement), commercial properties, or corporate facilities owned or leased by Estuary. Estuary reserves the right to also remove properties, for example as a result of stock rationalisation, in which case the value may decrease.
Estimated value excluding VAT:
Range: between 40 000 000 and 50 000 000 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. The contract will be extendable at Estuary's sole discretion, on an annual basis after the first 5 years for up to a further 5 years. In any event year on year continuance of the contract from the commencement will be dependent on satisfactory performance by the contractor. Extension of the contract beyond the initial 5 year term will be entirely discretionary to Estuary. The contract will also contain a break provision that may be exercised by Estuary subject to the giving of the period of notice stipulated in the contract.
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 5
II.3)Duration of the contract or time limit for completion
Duration in months: 120 (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:
Parent company guarantees, performance bonds, warranties and or deposits may be required by Estuary and details will be set out in the Invitation to Tender (ITT) documentation.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
As set out in the ITT.
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 operators submitting an acceptable offer it will be necessary for them to provide 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 Estuary for the due performance of the contract.
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 Pre-Qualification Questionnaire (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 referred to in III.2.1 above.
Minimum level(s) of standards possibly required: As set out in the PQQ referred to in III.2.1 above but economic operators shall be aware that to be considered eligible for selection, the economic operator (as stand alone business unit, not a Group) must be able to demonstrate a minimum annual turnover equivalent to GBP 21 600 000 in respect of the most recent financial year for which accounts are available.
Other minimum levels of criteria standard to be evaluated on a pass or fail basis apply and are set out in the PQQ referred to in III.2.1 above.
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 requirements are set out in the PQQ referred to in III.2.1 above.
Minimum level(s) of standards possibly required:
As set out in the PQQ referred to in III.2.1 above.
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 number of operators: 8
Objective criteria for choosing the limited number of candidates: Criteria as set out in the PQQ submissions and in accordance with regulations 23(1), 24 and 25 of the Public Contracts Regulations 2006. Subject to receiving completed PQQ submissions from sufficient eligible economic operators, it is intended that the tender list will comprise the eight top scoring economic operators from evaluation of PQQ submissions.
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: 17.10.2013 - 10:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
21.10.2013 - 14:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
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 contract will cover all of Estuary's business units and properties 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 contract must complete and submit the PQQ for this procurement and provide all supplementary information set out in the PQQ.

All expressions of interest, PQQ requests and submissions must be made via eTenders@Rand using the address http://etenders.rand-associates.co.uk.

When registering for eTenders@Rand, economic operators will receive an email with a link to create and activate their own account. Once activated and logged in, economic operators will need the following code to register for the PQQ: Esturesp.

eTenders@Rand (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 PQQ/tender documentation. Should economic operators have any queries, or experience difficulties with the registration or download/upload system, they should contact the eTenders@Rand helpdesk by calling +44 (0)1737 225 077 (ask for Paul Dugdale or Jonathan Case) or email .

All communications and submissions must be made through the eTenders@Rand 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 eTenders@Rand portal, but to be received no later than 12:00 (BST) on 17.10.2013. 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 the portal. Responses to requests for clarification will be communicated by Rand Associates Consultancy Services Ltd to all economic operators through the eTenders@Rand secure email messaging system. The identity of the economic operator seeking clarification will not be disclosed to other economic operators.

When uploading PQQ responses, economic operators must be aware of any speed limitations 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 deadline closing date and time. DO NOT wait until too near the closing time on the return date. The closing deadline for uploading completed PQQ submissions is Monday 21.10.2013 at 14:00. Please note that the electronic portal will not permit PQQ/tender submissions to be uploaded after the closing deadline.
PQQ submission documents will be visible to Estuary and Rand Associates Consultancy Services Ltd only after the closing deadline.
If there are any significant changes to the information supplied by any economic operator in its PQQ submissions after it has been submitted the economic operator must as soon as reasonably practicable inform Estuary in writing of the full nature, extent and effect of the change or changes. This applies at all stages of the procurement process.
Estuary reserves the right to withdraw from this procurement procedure at anytime without awarding a contract. Economic operators shall be responsible for the costs and expenses they incur asa result of participating in this procurement process. Estuary 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 processis postponed, cancelled or abandoned by Estuary 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 accordance with Regulation 32, 32A and Part 9 of the Public Contracts Regulations 2006 (as amended).
VI.4.3)Service from which information about the lodging of appeals may be obtained

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

VI.5)Date of dispatch of this notice:
20.9.2013