Birmingham City Council Contract for the Provision Responsive Repairs

Birmingham City Council Contract for the Provision Responsive Repairs

Birmingham City Council Contract for the Provision Responsive Repairs and Maintenance Services Gas Servicing, Capital Improvement Work Programmes including Major Adaptations to Council Housing Stock in the North, South, West-Central, and East areas.

United Kingdom-Birmingham: Repair and maintenance services

2014/S 086-148851

Contract notice

Works

Directive 2004/18/EC

Section I: Contracting authority

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

Birmingham City Council, Corporate Procurement Services
PO Box 10680
For the attention of: Corporate Procurement Services
B4 7WB Birmingham
UNITED KINGDOM
Telephone: +44 1214648000
E-mail: etendering@birmingham.gov.uk
Fax: +44 1213037322

Internet address(es):

General address of the contracting authority: www.finditinbirmingham.com

Address of the buyer profile: www.in-tendhost.co.uk/birminghamcc

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

Regional or local authority

I.3)Main activity

General public services

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:

F0239 Birmingham City Council Contract for the Provision Responsive Repairs and Maintenance Services Gas Servicing, Capital Improvement Work Programmes including Major Adaptations to Council Housing Stock in the North, South, West-Central, and East areas.

II.1.2)Type of contract and location of works, place of delivery or of performance

Works
Execution

NUTS code UKG31

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)

Under the Housing Act 1985 and the Landlord and Tenant Act 1985 the Council has statutory obligations to carry out the repairs and maintenance of its housing stock.
Therefore, the Contracting Authority – Birmingham City Council (the Council) – wishes to enter into Competitive Dialogue to appoint service providers to deliver the provision of Responsive Repairs and Maintenance Services, Gas Servicing, Capital Improvement Work Programmes including Major Adaptation to Council House Properties and Garages, in the North, South, West-Central, and East areas of Birmingham. These areas, known as quadrants account for approximately 63,322 properties (excluding garages, communal areas, managed and leaseholder properties but includes 1,103 TMOs). The current provision of housing repairs and maintenance works is out sourced to two contractors and the capital works is outsourced to Construction West Midlands framework. The city wide gas servicing, maintenance and installations is outsourced to three contractors. Under this procurement, the Council will be seeking to appoint a minimum of two and a maximum of four contractors to cover the four quadrant areas to carry out these services No one contractor will be awarded contract areas totalling more than 34,000 properties. It is expected that Applicants will work with existing procured partners in delivering energy efficiency programmes.
The Call Management function is currently carried out by a service provider under a separate contract with the Council. This arrangement is currently under review. If the decision is made to provide a complete call centre arrangement for each contract area the competitive dialogue process will require interested applicants to design and deliver a service including a call centre arrangement.
Currently the RandM and Gas contractors are co-located with the Asset Management and Maintenance Division .at a number of key sites. In order to fully utilise the opportunity of bringing the capital works element into the future contract arrangements it will be necessary to redevelop the existing sites to accommodate this arrangement. Applicants will be required as part of the process to deliver the depot redevelopment projects, the details of which will be discussed during the competitive dialogue process.
Birmingham City Council currently uses SAP, CRM, Northgate Housing, Apex, Keyfax Diagnostic, Tech Forge and DRS (Optitime) scheduler as its core IT systems. The future arrangements will require applicants to utilise the Councils systems fully, unless during the course of competitive dialogue there are alternative options beneficial to the business.
The work involved in the delivery of the services may include all building trades required to provide a day to day repair service, (including 24 hours cover for emergency repairs): repair work to void properties prior to re-letting; cyclical repairs; planned maintenance and improvement programmes; disabled adaptations; inspection services; planning supervisor services; design specification; work planning and quality control, together with customer relations and the appropriate financial and administrative support. The scope of the gas installations, servicing and maintenance contract will include providing an annual gas service to all appliances circa 59,000 properties in line with the Council”s statutory obligation. The contract specification also requires a full service and not just a safety check and to carry out all gas repairs and supplying and fitting any parts. Obsolete boilers are currently replaced at the discretion of the Contracting Authority through its capital programme. The Council is committed to making Birmingham Green, Safe and Smart, and to achieve this, new technologies, such as, but not limited to, photovoltaic cells, sustainable urban drainage and communal heating plants.
The transfer of staff will take place by operation of law if the conditions in the Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE) are satisfied. Staff liability will be provided to the long listed bidders in the course of the Invitation to Participate in Dialogue (ITPD) and competitive dialogue process. It is expected that the successful service providers will be able to balance the needs of each district with the overall Council Business Plan in order to ensure that local needs can be addressed whilst meeting the Councils broader legal, financial and social commitments.
The Council is committed to deliver a quality and cost effective service and will work with applicants in reviewing its current pricing mechanisms. Therefore performance monitoring and contract management will be discussed during the competitive dialogue process.
The contracts will be procured using the Competitive Dialogue Procedure and will be for an initial term of four years, with the option to extend for up to two periods of two years each, subject to satisfactory performance and negotiation of satisfactory commercial terms. The total estimated annual value for the services required will be circa £100M.
These contracts do not commit or offer any guarantee to the level of expenditure, changes in the volume of job categories or the volume or mix of work included in the pre-qualification questionnaire suite of documents.
There will be a requirement for all Applicants at the pre-qualification stage of the process to adopt and become signatories to all the principles contained in the Birmingham Business Charter for Social Responsibility. (BBC4SR). Click on the following link to find out further information.

http://www.finditinbirmingham.com/feature/charter

The Contracting Authority will be using its e-tendering system (in-tend) for the administration of this procurement process and providers must register with the system to be able to express an interest. The web address is https://in-tendhost.co.uk/birminghamcc Registration and use of in-tend is free. All correspondence for this procurement process must be via the in-tend correspondence function. If you are unable to register with in-tend please either email us at cps@birmingham.gov.uk or call 0121 464 8000.

If you are interested in tendering please click on the following link to access Birmingham City Councils tender Portal:-. https://in-tendhost.co.uk/birminghamcc/ and submit your details to register as a bidder. We will send you a log on and password so you can download the tender documentation. Requests to participate must be by way of completion and return of the pre-qualification questionnaire no later than 12:00 (GMT) on 12 June 2014 using the Supplier Portal. For more information email ann-marie.rochford@birmingham.gov.uk.

II.1.6)Common procurement vocabulary (CPV)

50000000510000004535000051130000507210005053100050712000511200005050000050750000090000000933200050531200,09330000515000004550000071600000453100005071100050530000511400007100000009300000451200004532100050710000,5073000071630000507000007131400050800000451100005111000045000000

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: yes
Tenders may be submitted for one or more lots

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 Provision Responsive Repairs and Maintenance Services Gas Servicing, Capital Improvement Work Programmes including Major Adaptations to Council Housing Stock in the North, South, West-Central, and East areas of Birmingham will be divided in 4 lots as detailed below. The 4 lots will not be awarded to one single contractor therefore no one contractor will be awarded contract areas totalling more than 34,000 properties / two contract lots. The final number of contracts and combination of Lots will be determined during the Competitive Dialogue process.
Lot 1 South
Lot 2 West Central
Lot 3 East
Lot 4 North
Estimated value excluding VAT: 100 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The contracts will be procured using the Competitive Dialogue Procedure and will be for an initial term of four years, with the option to extend for up to two periods of two years, subject to satisfactory performance.
These contracts do not commit or offer any guarantee to the level of expenditure, changes in the volume of job categories or the volume or mix of work included in the pre-qualification questionnaire suite of documents.

II.2.3)Information about renewals

This contract is subject to renewal: yes

II.3)Duration of the contract or time limit for completion

Duration in months: 48 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Birmingham City Council Contract for the Provision Responsive Repairs and Maintenance Services Gas Servicing, Capital Improvement Work Programmes including Major Adaptations to Council Housing Stock in the South areas of Birmingham.

1)Short description

Refer to II.1.5

2)Common procurement vocabulary (CPV)

50712000

3)Quantity or scope

These contracts do not commit or offer any guarantee to the level of expenditure, changes in the volume of job categories or the volume or mix of work included in the pre-qualification questionnaire suite of documents.
Estimated value excluding VAT: 37 000 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)

5)Additional information about lots

This will be in the Pre-Qualification Questionnaire and the Competitive Dialogue tender documentation.

Lot No: 2 Lot title: Birmingham City Council Contract for the Provision Responsive Repairs and Maintenance Services Gas Servicing, Capital Improvement Work Programmes including Major Adaptations to Council Housing Stock in the West-Central areas of Birmingham.

1)Short description

Refer to II.1.5

2)Common procurement vocabulary (CPV)

50712000

3)Quantity or scope

These contracts do not commit or offer any guarantee to the level of expenditure, changes in the volume of job categories or the volume or mix of work included in the pre-qualification questionnaire suite of documents.
Estimated value excluding VAT: 20 000 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)

5)Additional information about lots

This will be in the Pre-Qualification Questionnaire and the Competitive Dialogue tender documentation.

Lot No: 3 Lot title: Birmingham City Council Contract for the Provision Responsive Repairs and Maintenance Services Gas Servicing, Capital Improvement Work Programmes including Major Adaptations to Council Housing Stock in the East areas of Birmingham

1)Short description

II.1.5

2)Common procurement vocabulary (CPV)

50712000

3)Quantity or scope

These contracts do not commit or offer any guarantee to the level of expenditure, changes in the volume of job categories or the volume or mix of work included in the pre-qualification questionnaire suite of documents.
Estimated value excluding VAT: 29 000 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)

5)Additional information about lots

This will be in the Pre-Qualification Questionnaire and the Competitive Dialogue tender documentation.

Lot No: 4 Lot title: Birmingham City Council Contract for the Provision Responsive Repairs and Maintenance Services Gas Servicing, Capital Improvement Work Programmes including Major Adaptations to Council Housing Stock in the North areas of Birmingham

1)Short description

Refer to II.1.5

2)Common procurement vocabulary (CPV)

50712000

3)Quantity or scope

These contracts do not commit or offer any guarantee to the level of expenditure, changes in the volume of job categories or the volume or mix of work included in the pre-qualification questionnaire suite of documents.
Estimated value excluding VAT: 14 000 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)

5)Additional information about lots

This will be in the Pre-Qualification Questionnaire and the Competitive Dialogue tender documentation.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

The Contracting Authority reserves the right to require deposits, guarantees, bonds and/or other forms of appropriate security.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

This will be in the Pre-Qualification Questionnaire and the Competitive Dialogue tender documentation.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Joint and Several Liability.
No special legal form is required but in the case of group bidders the authority requires that a prime service provider assumes primary liability for the group and that each organisation in the group accepts joint and several liability.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: When executing the contract in the UK the successful tenderer will be required to comply with the recommendations of the code of practice for the elimination of Racial Discrimination and the promotion of Equality of Opportunity in Employment published by the Commission for Racial Equality. The successful tenderer will be required to participate actively in the service related economic, social and environmental regeneration of the locality of and surrounding the place of delivery for the procurement. Accordingly, tender evaluation and contract performance conditions may relate in particular to social, economic and environmental considerations.
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: This will be in the Pre-Qualification Questionnaire and the Competitive Dialogue tender documentation.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: This will be in the Pre-Qualification Questionnaire and the Competitive Dialogue tender documentation.
Minimum level(s) of standards possibly required: This will be in the Pre-Qualification Questionnaire and the Competitive Dialogue tender documentation.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
This will be in the Pre-Qualification Questionnaire and the Competitive Dialogue tender documentation.
Minimum level(s) of standards possibly required:
This will be in the Pre-Qualification Questionnaire and the Competitive Dialogue tender documentation.
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

Open
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:

F0239

IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2013/S 222-386671 of 15.11.2013

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

12.6.2014
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

Any agreement entered into will be governed by English Law and will be subject to the exclusive jurisdiction of the English Courts.
The Contracting authority will not be liable for any costs incurred by those expressing an interest in this contract opportunity. The contracting authority reserves the right to terminate the procurement process (or part of it), to change the basis of the procedures for the procurement process at any time, or to procure the contract by alternative means if it appears that the contract can be more advantageously procured by alternative means.
In particular interested parties must note that the Contracting Authority may either award lots as separate contracts. The contracting authority expects to make this decision once tenders have been received. Applicants should therefore consider expressing an interest in all lots which they are capable of performing.
The Pre-Qualification and Competitive Dialogue documentation will only be available electronically via the e-tendering system (in-tend) and applicants must register with the system to be able to express an interest.
Parties wishing to express an interest in any or all Lots should submit a completed pre-qualification questionnaire by noon (UK time) on 12 June 2014.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

29.4.2014

Enjoyed this post? Share it!