Lift and Stairlift Installations Term Contract

Periodic inspection, servicing, maintenance and repairs and renewals of lift and stairlift installations term contract.

United Kingdom-Welwyn Garden City: Lift-maintenance services

2014/S 238-419313

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Welwyn Hatfield Community Housing Trust working on behalf of Welwyn Hatfield Borough Council
The Campus
Contact point(s): Procurement
For the attention of: Andrew Harper
AL8 6AE Welwyn Garden City
UNITED KINGDOM
Telephone: +44 1707357371
E-mail: a.harper@welhat.gov.uk

Internet address(es):

General address of the contracting authority: www.welhat.gov.uk

Address of the buyer profile: http://www.delta-esourcing.com/delta

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:

Periodic inspection, servicing, maintenance and repairs and renewals of lift and stairlift installations term 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

NUTS code UKH23

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)

Lift-maintenance services. The scope of service/works will encompass the undertaking of periodic inspections; routine servicing,maintenance, testing and certification; 24/7 responsive call-outs and repairs to breakdowns during and outside of normal working hours; provision/installation of replacement components of lift and stairlift installations to common parts of social housing blocks, schemes, commercial properties and offices, and individual dwellings managed by Welwyn Hatfield Community Housing Trust (‘WHCHT’) .The service/works will be required throughout WHCHT’s administrative areas of Welwyn and Hatfield. One service provider will be appointed to undertake the service/works across all areas.

II.1.6)Common procurement vocabulary (CPV)

50750000

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 scope of service/works will encompass the undertaking of periodic inspections; routine servicing,maintenance, testing and certification; 24/7 responsive call-outs and repairs to breakdowns during and outside of normal working hours; provision/installation of replacement components of lifts and stairlift installations to common parts of social housing blocks, schemes, commercial properties and offices, managed by WHCHT.The service/works will be required throughout WHCHT’s administrative areas of Welwyn and Hatfield. One service provider will be appointed to undertake the service/works across all areas. Key characteristics of the contract are likely to be, but are not limited to:- an initial term of 5 years, with an option for WHCHT to extend year by year for up to a further 5 years, subject to annual performance reviews; — IT software / system integration and full interfacing including CRM, asset management systems, real time working, data collection and reporting is desirable; — provisions requiring delivery of a customer focused service and showing commitment to providing value for money to WHCHT and its residents, leaseholders and all other customers and must be responsive to achieve EN Standard form 02 — Contract notice 5 / 17 collaborative working practices, innovation and continuous improvement;- provisions for regular monthly, quarterly and annual performance meetings reviews; early termination and also meeting, maintaining and improving on Key Performance Indicators and the development of year on year efficiency savings; and- provisions requiring commitment to social value and delivery of community development initiatives and programmes. WHCHT currently has the following numbers of sites with lifts and stairlifts: — total 16 sites (1 general needs, 15 sheltered schemes) and circa 100 stair lifts and other disability hoists and aids;- Further information relating to the installations, properties and schemes will be included in the tender documents. The proposed scope of services to be delivered is to be further defined within the tender documents. Economic operators are advised that the terms of the Transfer of Undertakings (Protection of Employment)Regulations 2006 (TUPE) may apply to the existing workforce employed by the incumbent contractor in relation to the service/works to be performed by the successful economic operator under the proposed new contracts. Further information relating to the TUPE details of the incumbent’s own workforce will, if and to the extent available, be provided at the tender stage of the procurement process. Economic operators should note that the estimated value given below is based on WHCHT’s historical/current expenditure and the number of properties and schemes currently included within its stock portfolio. This value may increase in the event that WHCHT acquires additional properties during the contracts’ term and requires the service/works covered by the contracts to be performed at such properties. Additional properties may include without limitation residential properties (however obtained whether through a merger or acquisition or other means), commercial properties, or corporate facilities managed by WHCHT. WHCHT reserves the right to also remove properties, for example as a result of stock rationalisation or through right to buy, in which case the value may decrease.
Estimated value excluding VAT:
Range: between 690 000 and 1 040 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The contracts will be subject to regular monthly, quarterly and annual performance reviews by WHCHT. The contracts will be extendable on an annual basis after the first 5 years for up to a further 5 years. In any event year on year continuance of the contracts from the commencement will be dependent on satisfactory performance by the contractor. Extension of the contracts beyond the initial 5 year term will be entirely discretionary to WHCHT. The contracts will also contain a break provision that may be exercised by WHCHT subject to the giving of the period of notice stipulated in the contract.
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: Range: between 1 and 5
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 60 (from the award of the contract)

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

Duration in months: 120 (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:

Parent company guarantees, performance bonds, warranties and or deposits may be required by GSG and details will be set out in the Invitation to Tender (ITT) documentation.

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

As set out in the ITT.

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

In the event of a group of economic operators submitting an acceptable offer it will be necessary for them to provide an undertaking that each organisation will be jointly and severally responsible for the due performance of the contracts. Such undertaking will be in addition to the requirement to provide other deposits and guarantees required by WHCHT for the due performance of the contracts.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As set out in the ITT.

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: In accordance with Articles 45 to 50 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contracts Regulations 2006 and as set out in the Pre-Qualification Questionnaire (PQQ).All economic operators responding to this Notice will be sent a PQQ to be completed requiring general organisation, financial and technical capacity data. The PQQ must be completed and returned with all supporting information by the deadline indicated in section IV.3.4 of this Notice. The evaluation of the completed PQQ submission together with supporting information will determine the economic operators selected to tender.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: The information and formalities set out in Article 47 of Directive 2004/18/EC and Regulation 24 Public Contracts Regulations 2006. These requirements are set out in the PQQ referred to in III.2.1 above.
Minimum level(s) of standards possibly required: As set out in the PQQ referred to in III.2.1 above but economic operators shall be aware that to be considered eligible for selection, the economic operator(as stand alone business unit, not a Group) must be able to demonstrate a minimum annual turnover EN Standard form 02 — Contract notice 8 / 17 equivalent to GBP 250 000 in respect of the most recent financial year for which accounts are available. Economic operators not meeting this minimum turnover requirement are requested not to apply. Other minimum levels of criteria standard to be evaluated on a pass or fail basis apply and are set out in the PQQ referred to in III.2.1 above.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
The information and formalities set out in Article 48 of Directive 2004/18/EC and Regulation 25 Public Contracts Regulations 2006. These requirements are set out in the PQQ referred to in III.2.1 above.
Minimum level(s) of standards possibly required:
As set out in the PQQ referred to in III.2.1 above.

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 5: and maximum number 8
Objective criteria for choosing the limited number of candidates: Criteria as set out in the PQQ submissions and in accordance with regulations 23(1), 24 and 25 of the Public Contracts Regulations 2006. Subject to receiving completed PQQ submissions from sufficient eligible economic operators, it is intended that the tender list will comprise the top scoring economic operators from evaluation of PQQ submissions.

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

IV.2)Award criteria

IV.2.1)Award criteria

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:

C696

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

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: 31.12.2014
Payable documents: no

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

7.1.2015 – 12:00

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

25.3.2015

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

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

Economic operators shall note that the contracts will cover all of WHCHT’s business units and properties including any future additions. The service/works will be required throughout WHCHTs administrative areas of Welwyn and Hatfield. One service provider will be appointed to undertake the service/works across all areas..Economic operators are advised that TUPE provisions may apply in respect of this procurement.

For more information about this opportunity, please visit the Delta eSourcing portal at: https://supplyhertfordshire.g2b.info/tenders/UK-UK-Welwyn-Garden-City:-Lift-maintenance-services./DV7ZT99T5D

To respond to this opportunity, please click here: https://supplyhertfordshire.g2b.info/respond/DV7ZT99T5D

GO Reference: GO-2014125-PRO-6206308.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Welwyn Hatfield Borough Council
The Campus
AL8 6AE Welwyn Garden City
UNITED KINGDOM
E-mail: a.harper@welhat.gov.uk
Telephone: +44 1707357371
Internet address: www.welhat.gov.uk

Body responsible for mediation procedures

Centre for Effective Dispute Resolution (CEDR)
The Campus, 70 Fleet Street
EC4Y 1EU London
UNITED KINGDOM
E-mail: info@cedr.com
Telephone: +44 2075366000
Internet address: www.cedr.com

VI.4.2)Lodging of appeals

VI.4.3)Service from which information about the lodging of appeals may be obtained

Welwyn Hatfield Borough Council
The Campus
AL8 6AE Welwyn Garden City
UNITED KINGDOM
E-mail: a.harper@welhat.gov.uk
Telephone: +44 1707357371
Internet address: www.welhat.gov.uk

VI.5)Date of dispatch of this notice:

5.12.2014