Housing Responsive Repairs and Maintenance Contracts.
Contract notice
Services
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
London Borough of Enfield
FRCS - Corporate Procurement, 4th Floor, Civic Centre, Silver Street
For the attention of: Mr Giuseppe Coia
EN1 3XA Enfield
UNITED KINGDOM
Telephone: +44 2083758282
E-mail:
I.2)Type of the contracting authority
Regional or local authority
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:
Housing Responsive Repairs and Maintenance Contracts.
II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 1: Maintenance and repair services
Main site or location of works, place of delivery or of performance: Main site or location of works, place of delivery or of performance:
All geographic locations within London Borough of Enfield area of operations, including but not limited to the surrounding areas. In particular, this will include providing services to estates outside of the borough (currently include Potters Bar, Cheshunt & Broxbourne). The current geographic locations are as follows
Housing Stock by postcode:
North Area: EN1, EN2, EN3, EN4, EN6, EN8
Current Stock Tenant and Leasehold: 8870
South Area: N11, N13, N14, N18, N21, N9
Current Stock Tenant and Leasehold: 7719.
Service category No 1: Maintenance and repair services
Main site or location of works, place of delivery or of performance: Main site or location of works, place of delivery or of performance:
All geographic locations within London Borough of Enfield area of operations, including but not limited to the surrounding areas. In particular, this will include providing services to estates outside of the borough (currently include Potters Bar, Cheshunt & Broxbourne). The current geographic locations are as follows
Housing Stock by postcode:
North Area: EN1, EN2, EN3, EN4, EN6, EN8
Current Stock Tenant and Leasehold: 8870
South Area: N11, N13, N14, N18, N21, N9
Current Stock Tenant and Leasehold: 7719.
NUTS code UKI21
II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)
The works will encompass but are not limited to the undertaking of Day to Day Responsive and Void Repairs, Cyclical Maintenance, and Programmed Works to social housing dwellings, schemes, offices, community halls, garages and the like, owned or managed by Enfield Council. The stock numbers above are inclusive of maintenance and repairs required to approximately 680 Community Housing Partnership homes. Key characteristics of the contract are likely to be, but are not limited to:
1. An initial term of 5 years, with an option for Enfield Council to extend year by year for up to a further 5 years, subject to contractor annual performance reviews.
2. A payment mechanism based on schedule(s) of rates, basket rates, and or agreed schedules with provision at Enfield's option, at some future date (most likely after 2 years minimum) to convert to an annual fixed price or rate arrangement per property in respect of some or all of the works.
3. Provision after the first year to transfer a portion of one or both lots of the general repairs (priority emergency, urgent, and minor routine) and/or void repairs (priority void) opportunities in Lot 1 and Lot 2 to a direct service provision probably through a Social Enterprise (established by the council) or similar arrangement, thereby reducing the demand on the appointed contractor. Contractors will provide a price option for this scenario as part of the tendering process in order to accommodate the Council exercising the option during the performance period of the arrangements.
4. The specification will include requirements for contractors to use the Council Northgate IT appointment system and the internal CRM system as developed.
5. The specification will include a comprehensive Performance Framework that monitors the service provided by the contractor. Service failures out with allowable parameters will result in financial deductions and the allocation of Defect Notices. Multiple Defect Notices will result in the allocation of a Default Notice. A Default Notice will allow the Council to transfer without challenge a sub-area (postcode/s area/s) of the Contractor who is in default's work to the other contractor providing the similar service. This is a permanent arrangement but further transfers of sub-areas may occur dependant on further Default Notices being applied. This means that although the contract awarded within a Lot will initially correspond to a particular area, the scope of the requirement may extend to covering parts of the area initially awarded to the contractor for similar services in another Lot. To enable this competitive tension and this contingency mechanism to operate during the contract performance period, bidders are prohibited from being able to win both contracts within a service category. Please see the PQQ for further details.
6. The Council wishes to achieve good value-for-money and excellent service delivery via these contracts. However contractors are encouraged to submit prices that will result in sustainable contracts. The contracts and the performance framework will be managed rigorously and contractors should note this.
7. Provisions requiring commitment to social value, delivery of community development initiatives, apprenticeship/trainee programs, and the like.
8. Co-location of the contractor's work planners (subject) to agreement within the Council's Customer Service Centre.
9. 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.
10. There will be 4 contract lots in total. 2 lots for the service category of general responsive repairs, maintenance, cyclical works, programmed works, and voids; 2 lots for the service category of mechanical and electrical servicing and repairs. No contractor will be awarded more than 1 lot within a service category.
11. A priced option for the contractor to deliver the customer service centre facility for the full repairs service.
1. An initial term of 5 years, with an option for Enfield Council to extend year by year for up to a further 5 years, subject to contractor annual performance reviews.
2. A payment mechanism based on schedule(s) of rates, basket rates, and or agreed schedules with provision at Enfield's option, at some future date (most likely after 2 years minimum) to convert to an annual fixed price or rate arrangement per property in respect of some or all of the works.
3. Provision after the first year to transfer a portion of one or both lots of the general repairs (priority emergency, urgent, and minor routine) and/or void repairs (priority void) opportunities in Lot 1 and Lot 2 to a direct service provision probably through a Social Enterprise (established by the council) or similar arrangement, thereby reducing the demand on the appointed contractor. Contractors will provide a price option for this scenario as part of the tendering process in order to accommodate the Council exercising the option during the performance period of the arrangements.
4. The specification will include requirements for contractors to use the Council Northgate IT appointment system and the internal CRM system as developed.
5. The specification will include a comprehensive Performance Framework that monitors the service provided by the contractor. Service failures out with allowable parameters will result in financial deductions and the allocation of Defect Notices. Multiple Defect Notices will result in the allocation of a Default Notice. A Default Notice will allow the Council to transfer without challenge a sub-area (postcode/s area/s) of the Contractor who is in default's work to the other contractor providing the similar service. This is a permanent arrangement but further transfers of sub-areas may occur dependant on further Default Notices being applied. This means that although the contract awarded within a Lot will initially correspond to a particular area, the scope of the requirement may extend to covering parts of the area initially awarded to the contractor for similar services in another Lot. To enable this competitive tension and this contingency mechanism to operate during the contract performance period, bidders are prohibited from being able to win both contracts within a service category. Please see the PQQ for further details.
6. The Council wishes to achieve good value-for-money and excellent service delivery via these contracts. However contractors are encouraged to submit prices that will result in sustainable contracts. The contracts and the performance framework will be managed rigorously and contractors should note this.
7. Provisions requiring commitment to social value, delivery of community development initiatives, apprenticeship/trainee programs, and the like.
8. Co-location of the contractor's work planners (subject) to agreement within the Council's Customer Service Centre.
9. 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.
10. There will be 4 contract lots in total. 2 lots for the service category of general responsive repairs, maintenance, cyclical works, programmed works, and voids; 2 lots for the service category of mechanical and electrical servicing and repairs. No contractor will be awarded more than 1 lot within a service category.
11. A priced option for the contractor to deliver the customer service centre facility for the full repairs service.
II.1.6)Common procurement vocabulary (CPV)
50000000, 45210000, 45300000, 45310000, 45450000, 50700000, 50711000, 50710000, 50712000, 45330000, 50800000, 45350000, 50531200
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: yes
Tenders may be submitted for one or more lots
Tenders may be submitted for one or more lots
II.1.9)Information about variants
Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
Lot 1 - NORTH AREA - general responsive repairs, maintenance, cyclical works, programmed works, and voids - (EST TOTAL VALUE £3.1M - £4.2M per annum).
Lot 2 - SOUTH AREA - general responsive repairs, maintenance, cyclical works, programmed works, and voids - (EST TOTAL VALUE ££3.1M - £4.2M per annum).
Lot 3 - NORTH AREA - mechanical and electrical servicing and repairs - (EST TOTAL VALUE £1.4M - £1.8M per annum).
Lot 4 - SOUTH AREA - mechanical and electrical servicing and repairs - (EST TOTAL VALUE £1.4M - £1.8M per annum).
The value below represents the estimated value for the 4 Lots combined over 10 years.
Bidders should seek independent legal and commercial advice in relation to the potential and estimated value of the opportunities in this OJEU Notice.
Estimated value excluding VAT:
Range: between 80 000 000 and 120 000 000 GBP
Lot 2 - SOUTH AREA - general responsive repairs, maintenance, cyclical works, programmed works, and voids - (EST TOTAL VALUE ££3.1M - £4.2M per annum).
Lot 3 - NORTH AREA - mechanical and electrical servicing and repairs - (EST TOTAL VALUE £1.4M - £1.8M per annum).
Lot 4 - SOUTH AREA - mechanical and electrical servicing and repairs - (EST TOTAL VALUE £1.4M - £1.8M per annum).
The value below represents the estimated value for the 4 Lots combined over 10 years.
Bidders should seek independent legal and commercial advice in relation to the potential and estimated value of the opportunities in this OJEU Notice.
Estimated value excluding VAT:
Range: between 80 000 000 and 120 000 000 GBP
II.2.2)Information about options
Options: yes
Description of these options: The initial contract is for 60 months but is subject to the Authority exercising its prerogative to extend to a further 5 years, in 1 year increments.
Description of these options: The initial contract is for 60 months but is subject to the Authority exercising its prerogative to extend to a further 5 years, in 1 year increments.
II.2.3)Information about renewals
This contract is subject to renewal: yes
Number of possible renewals: 5
Number of possible renewals: 5
II.3)Duration of the contract or time limit for completion
Duration in months: 120 (from the award of the contract)
Information about lots
Lot No: 1 Lot title: Lot 1 - NORTH AREA - general responsive repairs, maintenance, cyclical works, programmed works, and voids1)Short description
This involves providing general responsive repairs, maintenance, cyclical works, programmed works, and voids service to the North region of the borough. Please see the PQQ for further details of the scope of the requirement and the classification of the North area.
2)Common procurement vocabulary (CPV)
50000000, 45210000, 45300000, 45310000, 45450000, 45330000, 50800000
3)Quantity or scope
The figure below represents the estimated value for Lot 1 over 10 years.
Estimated value excluding VAT:
Range: between 31 000 000 and 42 000 000 GBP
Estimated value excluding VAT:
Range: between 31 000 000 and 42 000 000 GBP
4)Indication about different date for duration of contract or starting/completion
Duration in months: 120 (from the award of the contract)
5)Additional information about lots
Lot No: 2 Lot title: Lot 2 - SOUTH AREA - general responsive repairs, maintenance, cyclical works, programmed works, and voids
1)Short description
This involves providing general responsive repairs, maintenance, cyclical works, programmed works, and voids service to the South region of the borough. Please see the PQQ for further details of the scope of the requirement and the classification of the South area.
2)Common procurement vocabulary (CPV)
50000000, 45210000, 45300000, 45310000, 45450000, 45330000, 50800000
3)Quantity or scope
The figure below represents the estimated value for Lot 2 over 10 years.
Estimated value excluding VAT:
Range: between 31 000 000 and 42 000 000 GBP
Estimated value excluding VAT:
Range: between 31 000 000 and 42 000 000 GBP
4)Indication about different date for duration of contract or starting/completion
Duration in months: 120 (from the award of the contract)
5)Additional information about lots
Lot No: 3 Lot title: Lot 3 - NORTH AREA - lots for mechanical and electrical servicing and repairs
1)Short description
This involves providing mechanical and electrical servicing and repairs service to the North region of the borough. Please see the PQQ for further details of the scope of the requirement and the classification of the North area.
2)Common procurement vocabulary (CPV)
50000000, 45300000, 45310000, 50700000, 50711000, 50710000, 50712000, 45330000, 50800000, 45350000, 50531200
3)Quantity or scope
The figure below represents the estimated value for Lot 3 over 10 years.
Estimated value excluding VAT:
Range: between 14 000 000 and 18 000 000 GBP
Estimated value excluding VAT:
Range: between 14 000 000 and 18 000 000 GBP
4)Indication about different date for duration of contract or starting/completion
Duration in months: 120 (from the award of the contract)
5)Additional information about lots
Lot No: 4 Lot title: Lot 4 - SOUTH AREA - lots for mechanical and electrical servicing and repairs
1)Short description
This involves providing mechanical and electrical servicing and repairs service to the South region of the borough. Please see the PQQ for further details of the scope of the requirement and the classification of the South area.
2)Common procurement vocabulary (CPV)
50000000, 45300000, 45310000, 50700000, 50711000, 50710000, 50712000, 45330000, 50800000, 45350000, 50531200
3)Quantity or scope
The figure below represents the estimated value for Lot 4 over 10 years.
Estimated value excluding VAT:
Range: between 14 000 000 and 18 000 000 GBP
Estimated value excluding VAT:
Range: between 14 000 000 and 18 000 000 GBP
4)Indication about different date for duration of contract or starting/completion
Duration in months: 120 (from the award of the contract)
5)Additional information about lots
Section III: Legal, economic, financial and technical information
III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Please note the Authority reserves the right to require groupings of contractors to take a particular legal form or to require a single contractor to take primary liability or to require that each party undertakes joint and several liability in the award and performance of the contract.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Under this project the provider may be required to actively participate in the achievement of social and/or environmental policy objectives relating to recruitment and training and supply-chain initiatives. Accordingly contract performance conditions may relate in particular to social and environmental considerations
Description of particular conditions: Under this project the provider may be required to actively participate in the achievement of social and/or environmental policy objectives relating to recruitment and training and supply-chain initiatives. Accordingly contract performance conditions may relate in particular to social and environmental considerations
As shall be set out in the pre-qualification questionnaire and tender documentation available from www.londontenders.org
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: Any supplier may be disqualified who:
(a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order compulsory winding up the administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by any means which the contract authorities can demonstrate;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal organization, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26 May 1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j)has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10 June 1991 on prevention of the use of the financial system for the purpose of money laundering.
Information and formalities necessary for evaluating if requirements are met:
In accordance with Articles 45 to 50 of Directive 2004/18/EC and Regulations 23
to 26 of the Public Contracts Regulation 2006 as amended from time to time and
as set out in the pre-qualification questionnaire and tender documentation
(a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order compulsory winding up the administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by any means which the contract authorities can demonstrate;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal organization, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26 May 1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j)has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10 June 1991 on prevention of the use of the financial system for the purpose of money laundering.
Information and formalities necessary for evaluating if requirements are met:
In accordance with Articles 45 to 50 of Directive 2004/18/EC and Regulations 23
to 26 of the Public Contracts Regulation 2006 as amended from time to time and
as set out in the pre-qualification questionnaire and tender documentation
available from www.londontenders.org.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: In accordance with Article 47 of Directive 2004/18/EC and Regulation 24 of the Public Contracts Regulations 2006 as amended from time to time and set out in the pre-qualification questionnaire and tender documentation available from www.londontenders.org
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
In accordance with Articles 48 to 50 of Directive 2004/18/EC and Regulation 25 of the Public Contracts Regulations 2006 as amended from time to time and as set out in the pre-qualification questionnaire and tender documentation available from www.londontenders.org
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
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:
DNWC-9E2EQT
IV.3.2)Previous publication(s) concerning the same contract
no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
20.1.2014 - 16:00
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
in days: 180 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders
Section VI: Complementary information
VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information
The Council and reserves the right not to award this opportunity or to award only part (or a different arrangement)of the opportunity described in this OJEU notice.
Additional information available from www.londontenders.org
The Council reserves the right to invite variant proposals and final details of whether variants will be invited will be provided to bidders which are shortlisted in participate in Invitation to Tender stage of the procurement.The Council and reserves the right not to award this opportunity or to award only part (or a different arrangement)of the opportunity described in this OJEU notice.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
London borough of Enfield
Mrs Giueseppe Coia Corporate Procurement 4th Floor Civic Centre Silver Street
EN1 3XA London
UNITED KINGDOM
E-mail:
Telephone: +44 2083758282
VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: In accordance with Regulation 32 (Information about contract award procedures), Regulation 32A (standstill period), Regulation 47 and Regulations 47D to 47N (inclusive) of the
Public Contracts Regulations 2006 (as amended).
Public Contracts Regulations 2006 (as amended).
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:
20.12.2013