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Abacus Housing Consortium- Cleaning Service Ref:AM/CS/13-14.

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Abacus Housing Consortium
c/o Helm House 38-52 Lisburn Road
For the attention of: Nichola Casey
BT9 6AA Belfast
UNITED KINGDOM
Telephone: +44 2890320485
E-mail:
Fax: +44 2890330402

Internet address(es):

General address of the contracting authority: http://www.helmhousing.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: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

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: yes

Helm Housing Ltd
Helm House, 38-52 Lisburn Road
BT9 6AA Belfast
UNITED KINGDOM

Oaklee Homes Group
37-41 May Street
BT1 4DN Belfast
UNITED KINGDOM

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:
Abacus Housing Consortium- Cleaning Service Ref:AM/CS/13-14.
II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 14: Building-cleaning services and property management services
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)
Abacus Housing Consortium (AHC) will act as a central purchasing body and wishes to jointly procure a Cleaning Services Contract on behalf of the following Housing Associations:
- Helm Housing Association
- Oaklee Homes Group

Abacus Housing Consortium is procuring the services for the Member Housing Associations. Economic Operators should also note that during the contract period other Department for Social Development Registered Housing Associations in Northern Ireland may join AHC by acceding to the contract and require works to be provided to them under the contract awarded as part of this completion. 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 Economic Operator shall provide the following Services:
- Cleaning Services to include but not limited to the following - Cleaning of communal areas including entrances, hallways, corridors, lifts, driveways and paths. Cleaning of void properties and offices as required
- The contract will cover the whole of Northern Ireland and to approximately -
Helm Housing - 100 schemes and head office.
Oaklee Homes Group - 70 schemes and head office.
II.1.6)Common procurement vocabulary (CPV)

90911000, 90911200, 90918000, 90919200

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 be province wide (Northern Ireland) Contract on a 1 year rolling contract to a maximum of 5 years. It is proposed that the contract will include for contractual breaks on an annual basis. Progression to subsequent years will be subject to meeting the performance requirements as detailed within the tender documents.
The estimated fee value, excluding VAT, of the Services is GBP 700 000 per annum.
Helm Housing approx. GBP 350 000 per annum.
Oaklee Homes Group approx. GBP 350 000 per annum.
Estimated value excluding VAT:
Range: between 3 500 000 and 4 500 000 GBP
II.2.2)Information about options
Options: no
II.2.3)Information about renewals
This contract is subject to renewal: yes
Number of possible renewals: 4
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:
AHC reserve the right to require bonds, deposits, guarantees or other forms of undertaking to secure proper contractual performance.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
The main terms will be detailed in the amended conditions of the form of contract which will be provided to all bidders invited to tender.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Subject to the status and involvement of the parties, The Contracting Authority may require parties to commit to joint and several liability in respect of the contract. Alternatively, the Contracting Authority may expect the lead operator to take total responsibility. The Contracting Authority may require collateral warranties, parent company guarantees and / or performance bonds ( as applicable) to be entered into by other Economic Operators.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: AHC may require Parent Company guarantees and/or Performance Bonds as applicable to be entered into.
The contract period will be on a one year rolling contract to a maximum of 5 years. It is proposed that the contract will include for contractual breaks on an annual basis. Progression to subsequent years will be subject to meeting the performance requirements as detailed within the tender documents.
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 is 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 memoradum of information and applicable prequalification questionnaire are available for download from www.helmhousing.org

III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: Evidence must be provided to demonstrate that the Economic Operator and/or members of the consortium have the financial and economic standing required for the contract under Regulation 24 of the Public Contracts Regulations 2006.

Minimum level(s) of standards possibly required: Comply with the requirements of the appropriate section in the application prequalification questionnaire and memorandum of information. The memoradum of information and applicable prequalification questionnaire are available for download from www.helmhousing.org

III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
Economic Operators and/or members of the consortium
are required to complete the appropriate section in
the applicable prequalification questionnaire (PQQ1)
(please refer to the momoradum of information for
further information), as to their techical capacity in
accordance with the provisions of EC Directive 2004/18/
EC and in accordance with Regulation 25 of the
Public Contracts Regulations 2006. The applicable
memorandum of information and prequalification
questionnaire are available for download from

www.helmhousing.org

Minimum level(s) of standards possibly required:
In particular and without prejudice, to the generality of the foregoing the economic operator and/or members of the consortium is required to comply with the requirements of the applicable memorandum of information and prequalification questionaire (PQQ1)
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: no

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 financialstanding, technical and professional ability) will be detailed in the applicable memorandum of information andprequalification questionnaire, which can be downloaded from www.helmhousing.org Where there is a tie for 6thplace, then all Economic Operators in 6th place will be invited to tender. For the purposes of this exercise a tiefor 6th place is deemed to occur where two or more Economic Operators have identical scores or a score within 5 marks (out of a score of 100) of the 6th place score.

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:
AHC - Heating Systems Service, Response Maintenance and Planned Maintenance / Replacements
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: 2.1.2014 - 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
7.1.2014 - 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 memoradum of information and prequalification questionnaires can be downloaded from www.helmhousing.org The cost of responding to the prequalification questionnire and any subsequent invitation to tender and participation in the project will be bourne soley by each economic operator participating. Economic Operators should note that Helm reserves the right to cancel this procurement process at any stage without reason or cost reimbursement. Any expenditure, work or effort undertaken prior to the contract award is at the sole risk of the Economic Operator participating in this procurement process.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: Appeals must be lodged in accordance with the Public Contract 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:
28.11.2013