Periodic Inspection, Servicing, Maintenance, Repair and Upgrading of Door Entry and Warden Call Installations and Communal Door or Door Systems Installation or Renewal Term Contract.
Contract notice
Services
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
Homes in Sedgemoor
Bridgwater House, King Square, Somerset
Contact point(s): Director of Asset Management
For the attention of: Tim Wilson
TA6 3AR Bridgwater
UNITED KINGDOM
Telephone: +44 1278552400
E-mail:
Internet address(es):
General address of the contracting authority: www.homesinsedgemoor.org
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, Surrey
Contact point(s): Procurement Administrator
For the attention of: Jeremy Lake
RH2 7JB Reigate
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, Surrey
Contact point(s): Procurement Administrator
For the attention of: Jeremy Lake
RH2 7JB Reigate
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:
Periodic Inspection, Servicing, Maintenance, Repair and Upgrading of Door Entry and Warden Call Installations and Communal Door or Door Systems Installation or Renewal Term Contract.
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: The district of Sedgemoor in the county of Somerset in the United Kingdom.
Service category No 1: Maintenance and repair services
Main site or location of works, place of delivery or of performance: The district of Sedgemoor in the county of Somerset in the United Kingdom.
NUTS code UKK2
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 periodic inspections; routine servicing, maintenance, testing and certification; 24/7 responsive call-outs and repairs to breakdowns during and outside of normal working hours; provision/installation of replacement components; occasional upgrading/renewal of door entry and/or warden call installations and occasional procurement/supply/installation or replacement of communal doors or door systems as required in social housing individual dwellings, schemes, commercial properties and offices, managed by Homes in Sedgemoor ("HiS").
Key characteristics of the contract are likely to be, but are not limited to:
- an initial term of 3 years, with an option for HiS to extend year by year for up to a further 2 years, subject to annual performance reviews;
- 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 HiS 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; and
- provisions requiring commitment to social value and delivery of community development initiatives and programmes.
Key characteristics of the contract are likely to be, but are not limited to:
- an initial term of 3 years, with an option for HiS to extend year by year for up to a further 2 years, subject to annual performance reviews;
- 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 HiS 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; and
- provisions requiring commitment to social value and delivery of community development initiatives and programmes.
II.1.6)Common procurement vocabulary (CPV)
50700000, 32570000, 45421111, 45421131, 50610000, 50711000, 50712000
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:
The Contract will encompass the undertaking of periodic inspections; routine servicing, maintenance, testing and certification; 24/7 responsive call-outs and repairs to breakdowns during and outside of normal working hours; provision/installation of replacement components; occasional upgrading/renewal of door entry and/or warden call installations and occasional procurement/supply/installation or replacement of communal doors or door systems as required in social housing individual dwellings, schemes, commercial properties and offices, managed by Homes in Sedgemoor ("HiS").
HiS currently has 40 no. sites with door entry installations, 19 no. sites with warden call installations and a further 32 no. sites with both door entry and warden call installations.
Further information relating to the installations, properties and schemes will be included in the tender documents.
The proposed scope of services to be delivered is to be further defined within the tender documents.
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 consultant 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 incumbent's own workforce will, if and to the extent available, be provided at the tender stage of the procurement process.
Economic operators should note that the estimated value given below is based on HiS's current anticipated requirements and the number of properties and schemes currently included within its stock portfolio. This value may increase in the event that HiS 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 (however obtained whether through a merger or acquisition or other means), commercial properties, or corporate facilities managed by HiS. HiS 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: 210 000 GBP
HiS currently has 40 no. sites with door entry installations, 19 no. sites with warden call installations and a further 32 no. sites with both door entry and warden call installations.
Further information relating to the installations, properties and schemes will be included in the tender documents.
The proposed scope of services to be delivered is to be further defined within the tender documents.
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 consultant 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 incumbent's own workforce will, if and to the extent available, be provided at the tender stage of the procurement process.
Economic operators should note that the estimated value given below is based on HiS's current anticipated requirements and the number of properties and schemes currently included within its stock portfolio. This value may increase in the event that HiS 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 (however obtained whether through a merger or acquisition or other means), commercial properties, or corporate facilities managed by HiS. HiS 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: 210 000 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 on an annual basis after the first 3 years for up to a further 2 years. In any event year on year continuance of the contract from the commencement will be dependent on satisfactory performance by the consultant. Extension of the contract beyond the initial 3 year term will be entirely discretionary to HiS. The contract will also contain a break provision that may be exercised by HiS subject to the giving of the period of notice stipulated in the contract.
Provisional timetable for recourse to these options:
in months: 36 (from the award of the contract)
Description of these options: The contract will be subject to regular monthly, quarterly and annual performance reviews. The contract will be extendable on an annual basis after the first 3 years for up to a further 2 years. In any event year on year continuance of the contract from the commencement will be dependent on satisfactory performance by the consultant. Extension of the contract beyond the initial 3 year term will be entirely discretionary to HiS. The contract will also contain a break provision that may be exercised by HiS subject to the giving of the period of notice stipulated in the contract.
Provisional timetable for recourse to these options:
in months: 36 (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
Number of possible renewals: Range: between 1 and 2
II.3)Duration of the contract or time limit for completion
Duration in months: 60 (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 HiS 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 HiS for the due 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: As set out in the ITT.
Description of particular conditions: As set out in the ITT.
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.
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 84,000 in respect of the most recent financial year for which accounts are available. Economic operators not meeting this minimum turnover requirement are requested not to apply.
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.
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 84,000 in respect of the most recent financial year for which accounts are available. Economic operators not meeting this minimum turnover requirement are requested not to apply.
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.
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
Execution of the service is reserved to a particular profession: no
III.3.2)Staff responsible for the execution of the service
Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes
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: 5
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 five top scoring economic operators from evaluation of PQQ submissions.
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 five 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: 4.3.2014 - 10:00
Payable documents: no
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
7.3.2014 - 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 HiS'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.
When registering for access to the Portal, 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: Sedgdew1
It is the economic operators' 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 Portal's 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 Thursday 07.03.2014 at 14:00. Please note that the Portal will not permit PQQ/tender submissions to be uploaded after the closing deadline.
PQQ submission documents will be visible to HiS 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 submission after it has been submitted the economic operator must as soon as reasonably practicable inform HiS in writing of the full nature, extent and effect of the change or changes. This applies at all stages of the procurement process.
HiS 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 as a result of participating in this procurement process. HiS 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 HiS 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.
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.
This procurement is being administered and managed through eTenders@Rand (http://etenders.rand-associates.co.uk) which is Rand Associates Consultancy Services Ltd's e-procurement portal (the "Portal") for downloading and uploading of pre-qualification questionnaires, communicating requests for and responses to clarification, and downloading and submission of PQQ/tender documentation.
All expressions of interest, PQQ requests and submissions must be made via the Portal.When registering for access to the Portal, 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: Sedgdew1
Should economic operators have any queries, or experience difficulties with the registration or download/upload system, they should contact the Portal 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 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 Portal, but to be received no later than 12:00 (BST) on 04.03.2014. 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 operators' 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 Portal's 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 Thursday 07.03.2014 at 14:00. Please note that the Portal will not permit PQQ/tender submissions to be uploaded after the closing deadline.
PQQ submission documents will be visible to HiS 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 submission after it has been submitted the economic operator must as soon as reasonably practicable inform HiS in writing of the full nature, extent and effect of the change or changes. This applies at all stages of the procurement process.
HiS 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 as a result of participating in this procurement process. HiS 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 HiS 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:
3.2.2014