Housing repairs and maintenance contract Southwark

Housing repairs and maintenance contract Southwark

The council is seeking a long term strategic partner for its repair and maintenance contract for the south of the borough, to provide responsive and planned preventative maintenance to its housing stock.

UK-London: repair and maintenance services

2012/S 147-245681

Contract notice

Works

Directive 2004/18/EC

Section I: Contracting authority

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

London Borough of Southwark
PO Box 64529
For the attention of: Gavin Duncumb
SE1P 5LX London
UNITED KINGDOM
E-mail: engineeringqs@southwark.gov.uk

Internet address(es):

General address of the contracting authority: www.southwark.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
Regional or local authority
I.3)Main activity
General public services
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:
Housing repairs and maintenance contract.
II.1.2)Type of contract and location of works, place of delivery or of performance
Works
Realisation, by whatever means of work, corresponding to the requirements specified by the contracting authorities
NUTS code UKI1
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 council is seeking a long term strategic partner for its repair and maintenance contract for the south of the borough, to provide responsive and planned preventative maintenance to its housing stock.
The council is procuring this contract within the context of a challenging service improvement programme, which aspires to deliver a greatly improved repairs service for council residents and provides excellent value for money.
The council is looking for a new style service which puts the customer first, whether tenant or leaseholder. The contractor will be required to deliver fantastic customer service, achieve high levels of resident satisfaction, delivering repairs ‘right first time’ every time, with a motivated and highly focussed workforce committed to delivering an excellent service.
The council has a strong preference for the successful contractor to use a direct delivery model, wherever possible and minimise the use of sub-contracting, particularly for non-specialist works and services. In order to achieve this, the successful contractor shall ensure that by the end of year 1 of the contract period no more than 10 % of the works and services under the contract will be sub-contracted (excluding specialist works sub-contracting). Further details will be included within the Invitation to Tender.
II.1.6)Common procurement vocabulary (CPV)

50000000, 45453000, 45421100, 45260000, 45421151, 45311100, 45330000, 45320000, 45451000, 45311000, 45262300, 45210000, 45211000, 45211100, 50700000, 50531200, 45261900, 50800000

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:
The estimated value of works to be covered by this contract is 11 500 000 GBP per annum of which 6 950 000 GBP per annum is allocated to responsive repairs and maintenance, 4 100 000 GBP per annum to voids repairs and 450 000 GBP per annum to out of hours service.
II.2.2)Information about options
Options: yes
Description of these options: The contract will be for an initial period of five (5) years, extendable at the sole discretion of the Authority for two further periods of three (3) years and two (2) years making a total extension of up to five (5) years.
Provisional timetable for recourse to these options:
in months: 60 (from the award of 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: 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:
Further information will be provided within the pre-qualification and tender documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Further information will be provided within the pre-qualification and Invitation to Tender.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
The Authority reserves the right to require consortium bidders to take a particular form of legal structure, or to require one party to undertake primary legal liability or to require that each party undertakes 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: Further information will be provided within the Invitation to Tender.
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: Further information will be provided within the pre-qualification and Invitation to Tender.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: The pre-qualification financial assessment will be undertaken in 3 stages. Stage A is to be undertaken to establish that applicants are of sufficient financial standing. Stage B will be a scored Experian credit check. A Stage C check will be undertaken of the top 6 highest scoring applicants which will be an independent evaluation by the council’s external financial advisors, RSM Tenon. Further information will be provided with the pre-qualification questionnaire.
Minimum level(s) of standards possibly required: Further information will be provided within the pre-qualification and Invitation to Tender.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
Further information will be provided within the pre-qualification and Invitation to Tender.
Minimum level(s) of standards possibly required:
Further information will be provided within the pre-qualification and Invitation to Tender.
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 minimum number 6
Objective criteria for choosing the limited number of candidates: Further information will be provided within the pre-qualification documentation.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
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: 7.9.2012 – 13:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
7.9.2012 – 13:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
1.10.2012
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 tenders
Date: 8.1.2013 – 13:00
Place:

160 Tooley Street London SE1 2QH

Persons authorised to be present at the opening of tenders: no

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
Pre-qualification questionnaires will be distributed to any organisation expressing an interest in this contract to the contact detailed in section 1. All pre-qualification questionnaires must be requested and submitted by the time and date noted in section lV.3.4.
The council is not liable for any costs (including any third party costs, fees or expenses) incurred by those expressing an interest in or tendering for this contract opportunity.
The council reserves the right to withdraw from or discontinue the procurement process, which shall include the right not to award as a result of this call for competition.
The council strongly supports and implements its Fairer Future programme, details of which can be found on its website at www.southwark.gov.uk. Further details about the council’s requirements for the contract, which are linked to the Fairer Future programme and other corporate policy will be set out in the tender and contract documents.

Organisations invited to tender will be invited to an open pre-tender meeting in the council’s offices where further clarifications may be sought. It is anticipated that this will take place on or around 11 October 2012.
Tenders and all supporting documentation for the contract must be in English and must be priced in sterling.
Organisations will be asked to bid for optional elements as part of their tender response, which can be exercised at the council’s sole discretion. Options will be for the out of hours service and works to void properties. Details of the estimated value of all works and services to be provided (including the optional elements) are noted section ll.2.1. Further details of the optional elements and how these are to be evaluated will be contained in the Invitation to Tender.
The form of contract for the successful contractor will be the JCT Measured Term contract 2011 as amended by the council’s specific terms. Appointment to this contract is not a guarantee of any fixed amount of work.
Interested organisations should also note that TUPE may apply on the award of this contract, further details of which will be included in the tender documents.
Tenant Management Organisations (TMOs) within the south of the borough either already in existance in Southwark, or created during the contract period will be entitled to use the contract to request repairs and maintenance services through the council. Further details of this will be noted in the Invitation to Tender.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Royal Courts of Justice
Strand
WC2A 2LL London
UNITED KINGDOM

VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: Any appeal under this process should be addressed to the contact in section l.1.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:31.7.2012

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