Legionella Compliance Contract Scotland

Legionella Compliance Contract Scotland

Periodic Servicing and Inspection, Routine and Responsive Maintenance and Out of Hours Emergency Call-outs to residential accommodation.

United Kingdom-Edinburgh: Water-treatment work

2016/S 162-292349

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Hanover (Scotland) Housing Association Ltd
95 McDonald Road
Edinburgh
EH7 4NS
United Kingdom
Contact person: Mr Will Anderson
E-mail: wanderson@hanover.scot
NUTS code: UKM
Internet address(es):Main address: www.hanover.scot

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA13703

I.2)Joint procurement

The contract is awarded by a central purchasing body

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: www.publiccontractsscotland.gov.uk
Additional information can be obtained from another address:
Ewing Somerville Partnership Ltd
40 Speirs Wharf
Glasgow
G4 9TH
United Kingdom
Contact person: Geraldine McCann
E-mail: info@ewing-somerville.com
NUTS code: UKM
Internet address(es):Main address: www.ewingsomerville.com

Address of the buyer profile: http://www.hanover.scot

Tenders or requests to participate must be submitted electronically via: www.publiccontractsscotland.gov.uk
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: www.publiccontractsscotland.gov.uk

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Housing and community amenities

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Hanover (Scotland) Housing Association: Legionella Compliance Contract.

Reference number: ESP3828

II.1.2)Main CPV code

45232430

II.1.3)Type of contract

Services

II.1.4)Short description:

Periodic Servicing and Inspection, Routine and Responsive Maintenance and Out of Hours Emergency Call-outs to residential accommodation; mainly rented sheltered and very sheltered housing complexes with some amenity housing and general needs housing. Approximate number of properties within the contract 4200. A contractor operated portal which can record all documentation to ensure L8 compliance must be available within 4 weeks of contract acceptance. Risk assessment identified remedial works will be included within the contract, average budget 75 000 per annum. M3NHF Schedule version 6.3 will form contract documentation.

II.1.5)Estimated total value

Value excluding VAT: 800 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:

II.2.2)Additional CPV code(s)

90913100
71630000

II.2.3)Place of performance

NUTS code: UKM
Main site or place of performance:

The Central Belt of Scotland has the majority of properties included within the contract, however there are sites throughout mainland Scotland.

II.2.4)Description of the procurement:

The works will require entry to tenanted properties to gain access to loft situated water tanks and also for temperature testing and remedial works to sentinel and representative taps, thermostatic mixing valves, cylinders and water heaters and shower heads.

Associated works may include but are not exclusively:

— Tagging of sentinel taps, drinking water outlets, calorifiers, etc;

— Supply and installation of temperature gauges;

— Clean and disinfection of tanks;

— Recalibration of TMVs / tap and shower thermostats where required;

— Adjustment of thermostats where required;

— Re-routing of vents to tun-dish

— Minor pipe work reconfiguration / alteration;

— Supply and installation of fly screen / insect filters;

— Supply and installation of lid vents.

The contractor will be required to produce hard copies and CD copies of a log book recording the work done. 1 log book will be kept on all very sheltered and sheltered developments only and a CD copy of all developments will be kept at the Associations offices.

All laboratory sample certificates will require to be provided which will include shower head certificates and temperature gauge certificates.

The Association will retain the right for their own employees to undertake some of the weekly testing requirements in a selection of properties.

The Contract will be awarded for a period of 3 years, with an option to extend the contract on a yearly basis for a further 2years. The contract will be subject to review on a regular basis and satisfactory performance against published Key Performance Indicators.

It will be a condition of this contract that the Contractor must use a properly accredited and independent water testing laboratory to carry out the water testing works in accordance with the HSE’s Legionnaires Disease ACOP L8.

The Association will reserve the right to add or omit other works and or addresses from the contract during the contract and any extension period.

Factored properties and the Association’s offices will also be included within the contract.

For further information on Hanover (Scotland) Housing Association’s stock and the areas in which they are located please refer to: www.hsha.org.uk

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality criteria / Weighting: 60
Price – Weighting: 40

II.2.6)Estimated value

Value excluding VAT: 800 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

Option for a 2 year renewal on a yearly basis.

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged minimum number: 5
Objective criteria for choosing the limited number of candidates:

This Procurement will be conducted through the use of the Restricted Procedure. All queries about this procurement must be made via the Public Contracts (Scotland) Portal.

The process to be applied is:

— Statements including the specific requirements can be found within Section III.1.1) III.1.2) and III.1.3) of the Contract Notice;

— Bidder’s must pass the minimum standards sections of the ESPD (Scotland).

Part III and Section B of Part IV will be scored on a pass/fail basis, and Section C of Part IV of the ESPD (Scotland) will be scored in the following way:

0 — Unacceptable. Nil or inadequate response. Fails to demonstrate previous experience/capacity/capability relevant to this criterion;

1 — Poor. Response is partially relevant but generally poor. The response shows some elements of relevance to the criterion but contains insufficient/limited detail or explanation to demonstrate previous relevant experience/ capacity/capability;

2 — Acceptable. Response is relevant and acceptable. The response demonstrates broad previous experience, knowledge and skills/capacity/capability but may lack in some aspects of similarity e.g. previous experience, knowledge or skills may not be of a similar nature;

3 — Good. Response is relevant and good. The response is sufficiently detailed to demonstrate a good amount of experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients;

4 — Excellent. Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates thorough experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients.

— The responses to the questions of Section III.1.3 of the Contract Notice will be weighted the following way: Please see ESPD (Scotland) Question 4C.1.2: 40 %, 4C.2: 20 %, 4C.4 5 % 4C.6: 5 %, 4C.8.1: 10 %, 4C.8.2: 10 %, 4C.9: 5 % and 4C.10: 5 %.

The 5 highest scoring bidders will be selected to go forward and be invited to submit a tender.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

Remedial Works to Water Systems based on risk assessment results will be included within the contract.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

In response to 4.A.2 Organisations applying for this procurement require to be registered with the Legionella Control Association or equivalent.

III.1.2)Economic and financial standing

List and brief description of selection criteria:

This section refers to Section B of Part IV of the ESPD (Scotland) and covers questions 4B. 1-6 of the ESPD (Scotland):

Question reference 4B.1.2: Bidders will require to have an average yearly turnover of 300 000 GBP for the last 3 years.

Question Reference 4B.2.1: Bidders will require to have an average yearly turnover of 300 000 GBP for the last 3 years in the business area covered by the contract. As evidence for the ESPD (Scotland) questions 4B.1 and 4B.2, Hanover Housing Association may ask for annual accounts for the bidder.

Question Reference 4B.3: Where turnover information is not available for the period requested, the bidder will be required to state the date which they were set up/started trading.

Question Reference 4B.4: Bidders will be required to state the value(s) for the following financial ratio(s)from their most recent set of accounts:

Ratio 1 the Acid Test — (Current Assets-stock)/Current Liabilities. A company with an Acid Test Ratio of less than 1 cannot currently pay back its current liabilities. Therefore to pass the Acid Test Ratio question the bidder must have a score of greater than 1.

Ratio 2 Return on Capital Employed % — Profit/Capital/employed. Return on capital employed or ROCE is used to prove the value the business gains from its assets and liabilities. To pass this question the Association requires the bidder to score a positive figure/percentage.

Ratio 3 Current Ratio — Current Assets/Liabilities. The current ratio is a liquidity ratio that measures a company’s ability to pay short-term obligations. To pass this question the Association requires the bidder to achieve a score of greater than 1.

The Association will consider a Pass in any 2 of the 3 ratios as an overall Pass for this part of the assessment.

Question Reference 4B.5: It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:

Employer’s (Compulsory) Liability Insurance — 10 000 000 GBP;

Public Liability Insurance — 10 000 000 GBP.

Minimum level(s) of standards possibly required:

Refer to information provided above at section III.1.2)

III.1.3)Technical and professional ability

List and brief description of selection criteria:

In response to 4C.2 Bidders will be required to confirm details of the technicians or technical bodies who they can call upon, especially those responsible for quality control.

In response to 4C.4 Bidders will be required to confirm that they have (or have access to) the relevant supply chain management and tracking systems used by them to deliver the types of requirements detailed in II.2.4) in the OJEU Contract Notice or the relevant section of the Site Notice.

In response to 4C.6 Bidders will be required to confirm that they and/or the service provider have the following relevant educational and professional qualifications: Assessors must be trained to City and Guilds BS002-004 or equivalent.

In response to 4C.8.1 and 2 Bidders will be required to confirm their average annual manpower for the last 3 years.

Bidders will be required to confirm their and the number of managerial staff for the last 3 years.

In response to 4C.9 Bidders will be required to demonstrate that they have (or have access to) the relevant tools, plant or technical equipment to deliver the types of requirements detailed in II.2.4) in the OJEU Contract Notice or the relevant section of the Site Notice.

In response to 4C.10 Bidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract.

In response to ESPD Question:

4D.1 Quality Assurance Schemes and Environmental Management Standards. The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent), and the Bidder must hold a UKAS (or equivalent), accredited independent third party certificate of compliance in accordance with BS OHSAS 18001 (or equivalent) or have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum.

4D.2 The Bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate.

Alternatively in response to 4D.1.1 and 4D.2.1 Bidders will be required to provide their alternative proof of quality compliance if selected to go through to tender stage. Proof will require to be produced within 2 days of an emailed request. The request will be sent to the email address supplied within the ESPD.

Unsatisfactory responses to Section D will result in a failure score and removal from the selection procedure.

Minimum level(s) of standards possibly required:

Bidders will be required to provide examples that demonstrate that they have the relevant experience to deliver the works as described in part II.2.4) of the Contract Notice.

Unsatisfactory experience will result in a fail and exclusion from the tender process.

In response to ESDP question 4C.1.2 technical and professional ability bidders will be required to provide 2 examples of a similar scope, size and nature, within the last 3 years that demonstrate that they have the relevant experience to deliver the works. The projects must therefore be predominantly works in a housing environment. Each example will be scored in accordance with the scoring regime set out at Section II.2.9) of the Contract Notice. A score of less than 3 in any example may mean rejection of the submission without further evaluation of the remaining sections.

Examples must be taken from contracts where the Bidder was working as the Main Contractor. The Contracts put forward as evidence for this must have been ongoing for at least 12 months and the Bidder must be able to provide evidence of this.

In addition the following requirements must be met: Operatives working as Legionella compliance assessors must hold City and Guilds BS002-004 or Equivalent.

III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession

III.2.2)Contract performance conditions:

Site based operatives visiting general needs, sheltered and very sheltered domestic housing complexes, factored properties and the Association’s offices;

Work in common areas and work within individual residential properties included;

Works at heigh and in confined spaces included;

Laboratory and office based work included.

III.2.3)Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 19/09/2016
Local time: 17:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 17/10/2016

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published:

The Contract will be awarded for a period of 3 years, with an option to extend the contract on a yearly basis for a further 2 years.

The earliest time-scale for publication of a new Notice is therefore July 2019.

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

The award criteria questions and weightings will be published in the ITT.

Award criteria scoring will be as set out in the M3NHF ITT documentation. This is scored out of 10 the lowest, mid and highest score categories are:

0 Abysmal: Either no answer is given or the Tenderer’s proposals in that area completely fail to meet the Client’s requirements in the area being measured or do not answer the question raised;

5 Satisfactory: Meets the Client’s requirements in the area being measured in the majority of aspects but fails in some fundamental aspects so that there will be only satisfactory arrangements for the Works;

10 Excellent: Meets all the Client’s requirements in the area being measured in accordance with the Contract Documents so that the Works will be delivered in an excellent way that will be highly responsive to the needs of Customers, the Client and other stakeholders.

Scores for 1, 2, 3, 4, 6, 7, 8 and 9 are also available as well as 1/2 scores.

Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland web site at:http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=454643

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at:http://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.

(SC Ref:454643).

VI.4)Procedures for review

VI.4.1)Review body

Hanover Housing Association Ltd
95 McDonald Road
Edinburgh
EH7 4NS
United Kingdom
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

19/08/2016

 

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