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Helm Housing - Response Maintenance Measured Term Contract - Ref RM/MTC/14.

Contract notice

Works

Directive 2004/18/EC

Section I: Contracting authority

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

Helm Housing Ltd
Helm House 38-52 Lisburn Road
Contact point(s): Rand Associates Consultancy Services Ltd
For the attention of: David Miller
BT9 6AA Belfast
UNITED KINGDOM
Telephone: +44 1737249475
E-mail:

Internet address(es):

General address of the contracting authority: http://www.helmhousing.org

Electronic access to information: http://etenders.rand-associates.co.uk

Electronic submission of tenders and requests to participate: http://etenders.rand-associates.co.uk

Further information can be obtained from: Rand Associates Consultancy Services Ltd
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/

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: 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
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:
Helm Housing - Response Maintenance Measured Term Contract - Ref RM/MTC/14.
II.1.2)Type of contract and location of works, place of delivery or of performance
Works
Main site or location of works, place of delivery or of performance: Northern Ireland.
NUTS code
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 Contracting Authority intends to award a fully inclusive Response Maintenance Contract with optional planned works to approximately 5600 properties comprising of a variety of property types including general needs, sheltered and care homes' sectors and office accommodation across Northern Ireland (the "Contract").
II.1.6)Common procurement vocabulary (CPV)

50000000, 50711000, 50712000, 45000000, 45330000, 45310000, 45350000

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 Contracting Authority intends to award of fully inclusive Response Maintenance Contract with optional planned works to approximately 5600 properties comprising of a variety of property types including general needs, sheltered and care homes' sectors and office accommodation across Nothern Ireland.
Core Works to include:
- All trades response maintenance;
- Disabled Adaptations;
- Voids.
The Core Works have an estimated annual value of approximately GBP 2 million per annum.
Optional Works which may be procured at the discretion of the Contracting Authority are set out below. There will be no guarantee as to the minimum value of works to be procured through this route:
- Cyclical Redecoration and Repairs;
- Planned Maintenance and Property Reinvestment;
- Communal Mechanical and Electrical;
- Other areas of work may also be included.
The Optional Works have an estimated annual value of approximately GBP 2 million per annum.
The contracting authority will consider the use of a schedule of rates and/or alternative payment mechanisms (e.g. fixed rate per property, fixed price per void) for the Contract. Details of the required payment mechanisms will be set out in the invitation to tender documentation.

Economic operators should also note, that during the Contract period, other Department for Social Development Registered Housing Associations in Northern Ireland may join the Contracting Authority by acceding to the Contract and require works to be provided to them under the Contract. For a list of all Registered Housing Associations that may potentially seek to use this Contract, economic operators should refer to the Department for Social Development website www.dsdni.gov.uk

The above stock of properties may be increased during the Contract period.
The total Contract period will be a maximum of 7 years. The initial Contract period will be 3 years (subject to performance reviews) with two possible extensions of two years each at the Contracting Authority's sole discretion.
Estimated value excluding VAT:
Range: between 14 000 000 and 33 000 000 GBP
II.2.2)Information about options
Options: yes
Description of these options: The Contract will be for an initial period of 3 years and can be extended thereafter at the sole discretion of the Contracting Authority up to a further four years (i.e. two potential extensions of two years each). Therefore, the maximum period of the Contract is seven years. Throughout the duration of the Contract, it will be subject to regular monthly, quarterly and annual performance reviews and the continuation of the Contract at any time during its term will be dependent on satisfactory performance by the economic operator. The Contract will also contain a break provision which may be exercised by either party subject to giving the period of notice stipulated in the Contract.
II.2.3)Information about renewals
This contract is subject to renewal: yes
Number of possible renewals: 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 or other forms of security required by the Contracting Authority 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 detailed in the tender documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Where economic operators intend to form a consortium they may be required to incorporate a company to form a special purpose vehicle. Economic operators forming a consortium will be expected to commit to joint and several liability.
The Contracting Authority may require collateral warranties, parent company guarantees and/or performance bonds, as applicable, to be entered into by other involved economic operators.
The Contracting Authority may wish to explore, during the term of the Contract, the practicalities of developing a joint venture partnering arrangement with the economic operator. The joint venture arrangement may take the form of a company or a limited liability partnership in which the Contracting Authority and the economic operator each have an interest.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Details of any conditions will be set out in the tender documents. these may include conditions relating to environmental and social requirements.
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: Conditions for participation in the competition are set out in detail in the memorandum of information and prequalification questionnaire. The economic operator and/or members of the consortium must meet the requirements set out in Regulation 23 of the Public Contracts Regulations 2006. The memorandum of information and applicable prequalification questionnaire are available for download from Rand Associates Consultancy Services Ltd eTenders procurement portal http://etenders.rand-associates.co.uk

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 will be set out in the questionnaire referred to in III.2.1 above, which can be obtained from the address http://etenders.rand-associates.co.uk. All applicants are required to submit a response to the pre-qualification questionnaire in the form issued by the Contracting Authority.

Minimum level(s) of standards possibly required: These are set out in the pre-qualification questionnaire.
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 will be set out in the questionnaire referred to in III.2.1 above, which can be obtained from the address http://etenders.rand-associates.co.uk. All applicants are required to submit a response to the pre-qualification questionnaire in the form issued by the Contracting Authority.

Minimum level(s) of standards possibly required:
These are set out in the pre-qualification questionnaire.
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: 6

Objective criteria for choosing the limited number of candidates: The objective criteria for choosing the limited number of economic operators (economic and financial standing, technical and professional ability) will be detailed in the applicable memorandum of information and prequalification questionnaire, which can be downloaded from http://etenders.rand-associates.co.uk. Where there is a tie for 6th place, then all Economic Operators in 6th place will be invited to tender. For the purposes of this exercise a tie for 6th place is deemed to occur where two or more Economic Operators have identical scores.

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:
RM/MTC/14
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: 28.2.2014 - 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
7.3.2014 - 12:00
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

All documentation including the memorandum of information and prequalification questionnaires can be downloaded from http://etenders.rand-associates.co.uk. The cost of responding to the prequalification questionnaire and any subsequent invitation to tender and participation in the project will be borne solely by each economic operator participating. Any expenditure, work or effort undertaken prior to the contract award accordingly is at the sole risk of the economic operator participating in this procurement process.Economic Operators should note that Helm reserves the right to cancel this procurement process at any stage without reason or cost reimbursement.

All disscussion and corresondence will be deemed strictly subject to contract until the formal contract is entered into. The formal contract will not be binding until it has been signed and dated by the duly authorised representatives of both parties.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

The High Court, Royal Courts of Justice
Chichester Street
BT1 3JF Belfast
UNITED KINGDOM

VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: The contracting authority will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into. The Public Contracts Regulations 2006 (as amended) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:
4.2.2014