Gas Services Maintenance Contract Aberdeen

Gas Services Maintenance Contract Aberdeen

Grampian Housing Association are seeking to procure a Contractor to service their properties in North East Scotland.

United Kingdom-Aberdeen: Repair and maintenance services

2015/S 044-076458

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Grampian Housing Association Ltd
Huntly House, 74 Huntly Street
For the attention of: Mr Fraser Buchanan
AB10 1TD Aberdeen
UNITED KINGDOM
Telephone: +44 1224202900
E-mail: fraser.buchanan@grampianhousing.co.uk
Fax: +44 1224645526

Internet address(es):

General address of the contracting authority: http://www.grampianhousing.co.uk/

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA14462

Electronic access to information: www.publiccontractsscotland.gov.uk

Electronic submission of tenders and requests to participate: www.publiccontractsscotland.gov.uk

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: no

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

Gas Services Maintenance 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: North East Scotland.

NUTS code UK

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)

Grampian Housing Association are seeking to procure a Contractor to service their properties in North East Scotland. The contract consists of the annual servicing of full heating installations and provision of a current Landlord’s Safety Record for each property which has a gas supply. Servicing is to be carried out every 10-11 months and must be carried out by a Gas Safe Registered Engineer. Reactive maintenance of all gas fittings, appliances, pipework, flues and domestic hot water installations, including an emergency and ‘out of hours’ call out service is also required. There is also a small element of servicing and maintenance of oil fired boilers and communal heating installations (gas fired commercial boilers). Ground / Air Source Heat Pumps and / or bio-mass boilers may be added during the currency of the contract and the Contractor will be required to demonstrate competency in these fields also.

Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site athttp://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=338541

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available athttp://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

II.1.6)Common procurement vocabulary (CPV)

50000000, 50700000, 50710000, 50712000

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: 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:

Approximately 2585 units located as follows — Aberdeen Area (1200); Elgin Area (530); NE Aberdeenshire Area (250); Central Aberdeenshire Area (495), South Aberdeenshire Area (110).
See Property List available to download as Additional Information from Public Contracts Scotland Web Site.

II.2.2)Information about options

Options: yes
Description of these options: The contract is for an initial 2 year period with an option to extend on a yearly basis for a further 3 years, by mutual agreement of the parties. The initial contract and any extensions will be monitored by a specialist Audit Consultant appointed by the Client.
Provisional timetable for recourse to these options:
in months: 24 (from the award of the contract)

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 3

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

Duration in months: 24 (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:
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:

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The minimum threshold of experience for applications to this notice is that the Contractor must be able to demonstrate that he has at least — successfully completed, is currently employed in, or a combination of both, in regard to 2 similar projects for Housing Associations in the last 5 years.
All site operatives and managers will require to have completed a Disclosure Scotland PVG enquiry to Standard level, prior to commencing work under the contract.
The Contractor must be able to demonstrate that he has an established data logging system — remotely updatable by site operatives using a PDA or similar device. The data logging system must be capable of being interrogated by the Client and the specialist Audit Consultant.
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: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.
(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established.
(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.
All candidates will be required to declare where they have been found guilty and/or fined at any time for illegal bid-rigging in any past public procurement contracts.
Additional conditions may be contained in the Pre-Qualification Questionnaire.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide a reference from their bank.
(2) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice.
(3) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.
The foregoing conditions apply where a candidate has not worked for the Association in the last 3 years.
Additional conditions may be contained in the Pre-Qualification Questionnaire.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(1) A statement of the candidate’s average annual number of staff and managerial staff over the previous 3 years.
(2) Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract.
(3) A statement of the principal goods sold or services provided by the supplier or the services provider in the past 3 years, detailing the dates on which the goods were sold or the services provided; the consideration received; the identity of the person to whom the goods were sold or the services were provided.
(4) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
(5) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract.
(6) A list of works carried out over the past 5 years, detailing the value of the consideration received; when and where the work or works were carried out; and whether they were carried out according to the rules of the trade or profession and properly completed.
Additional conditions may be contained 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

Execution of the service is reserved to a particular profession: yes
Reference to the relevant law, regulation or administrative provision: All site operatives and managers involved in the contract must be Gas Safe registered and be qualified (in accordance with that organisations most current regulations) for maintenance, repair and installation of natural gas heating systems in domestic and commercial use. Also, checking and testing of any associated electrical work will be carried out by personnel suitably qualified and being a member of NICEIC or Select or equivalent. All site operatives and managers will be required to upgrade their knowledge and qualifications in line with appropriate current and changing statutory legislation during the currency of the contract.

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
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
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

IV.3.4)Time limit for receipt of tenders or requests to participate

30.3.2015 – 12:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

17.4.2015

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
VI.2)Information about European Union funds

VI.3)Additional information

(SC Ref:338541).
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: Grampian Housing Association will incorporate a minimum of 10 calendar day standstill period at the point when information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. Applicants have 2 working days from the notification of the award decision to request additional debriefing and that information has to be provided a minimum of 3 working days before the expiry of the standstill period. Such additional information should be required from the address shown in Part 1.1 of the Contract Notice. If an appeal regarding the award of contract has not been successfully resolved the Public Contracts (Scotland) Regulations 2012 (SSI 2012 No. 88) provide for aggrieved parties who have been harmed or at risk of harm by a breach of the rules to take action in the Sheriff Court or Court of Session. Any such action must be brought promptly (generally within 3 months). Where a contract has not been entered into the Court may order the setting aside of the award decision or order the authority to amend any document and may award damages. (The purpose of the standstill period referred to above is to allow parties to apply to the Courts to set aside the award decision before the contract is entered into).
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

27.2.2015

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