Preferred Supplier for Maintenance of Fire Safety Systems

Preferred Supplier for Maintenance of Fire Safety Systems

Orbit Heart of England is seeking to appoint a preferred supplier for the provision of maintenance and installation services for fire safety systems, access control, warden call, security and associated equipment to their properties.


United Kingdom-Stratford upon Avon: Security services

2014/S 132-235289

Contract notice

Works

Directive 2004/18/EC

Section I: Contracting authority

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

Orbit Heart of England Housing Association Ltd
10 Greenhill Street
For the attention of: Ms Archie Seth
CV37 6LG Stratford upon Avon
UNITED KINGDOM
Telephone: +44 7795542486
E-mail: archie.seth@orbit.org.uk

Internet address(es):

General address of the contracting authority: www.orbit.org.uk

Address of the buyer profile: www.housingprocurement.com

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:

Orbit Heart of England Communal Fire Safety and Security Systems PP395.

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
Main site or location of works, place of delivery or of performance: All site within Orbit Heart of England as specified on the map attached within the PQQ.

NUTS code UKG

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)

Orbit Heart of England is seeking to appoint a preferred supplier for the provision of maintenance and installation services for fire safety systems, access control, warden call, security and associated equipment to their properties.The contract is to undertake installation, maintenance and associated works in relation to the General NeedsHousing, Sheltered and Supported Housing owned or managed by Orbit Heart of England.
For fire safety systems only:
It is anticipated that approximately 300 blocks of flats or other buildings with landlord’s areas will contain assets that require some form of annual maintenance and repair.
For security, warden call and entry systems only:
It is anticipated that approximately 450 blocks of flats or other buildings with landlord’s areas will contain assets that require some form of annual maintenance and repair.
For both fire safety and security systems this is the scope of the requirements across orbit heart of England:
The successful provider will be required to provide the following services for all assets included in the scope of the contract:
— Repair and breakdown service in line with standard Orbit Heart of England service levels (1, 7 and 28 days),
— Routine testing and servicing,
— Regulatory inspection and reporting, if applicable,
— Major component replacement,
— Full system replacement,
— New system installation.
It is anticipated that the works will be valued using the following mechanisms:
— Routine maintenance, servicing, testing, inspection, repair and breakdown – annual fee per block,
— Component and full system renewal or installation – schedule of prices.
The successful contractor will be responsible for the provision of:
— competent operatives and approved materials,
— safe means of access to undertake the works,
— effective customer care and communications with residents and client representatives in order to ensure the smooth running of the programme of work and requisite customer satisfaction.
The successful contractor must have a fully electronic system for the receipt of works orders and processing of surveys, documentation, certification and invoices. The provider’s system must be capable of exchanging data with the housing and repairs management module of OHE’s management system without re-entry of vital data.

Suppliers are reminded that they must read all support documentation and instructions at www.housingprocurement.com before they commence populating their on-line submission.

II.1.6)Common procurement vocabulary (CPV)

79710000506100004531210051700000

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: 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 scope for tendering within each lot is as follows:
Lot 1 – Communal fire safety systems only.
Lot 2 – Communal security, warden call and entry systems only.
Lot 3 – applying for both Communal fire safety systems and Communal security, warden call and entry systems.
A. The Association wishes to enter into a 84 month (7 year ) contract. The Association reserves the right at its sole discretion to extend the initial duration of the contract period by a maximum period of 60 months (additional 5 years).
B.The estimated annual values are based on current known information and costs therefore cannot be guaranteed as actual annual expenditure or volume of work over the contract period.
C. The Authority reserves the right to delete properties or add up to a further 100 % of properties to the service during the term of the contract if in the event another housing association joins the Orbit Group or Orbit acquired additional stock or sells stock off.
The estimated annual contract value is 140 k GBP for Communal Fire Safety Systems and 190 k GBP for Communal Security Systems (This figure is excluding VAT). This contract is for a period of 7 years with a potential to be extended for a further 5 years.
The total contract value over the initial 7 year contract period is estimated at GBP 2,301 k approximately with a potential for an extension for a further 5 years at an additional contract value of GBP 1,643 k (Excluding VAT).
You must read all of the supporting documents and attachments. You will be deemed to have understood the information contained in them.

II.2.2)Information about options

Options: yes
Description of these options: The Association wishes to enter into a 84 month (7 year) contract. The Association reserves the right at its sole discretion to extend the initial duration by a maximum period of 60 months (additional 5 year period).
II.2.3)Information about renewals

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

Duration in months: 84 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Lot 1 – Communal Fire Safety Systems only

1)Short description

Please apply for this lot if you are applying for Communal Fire Safety Systems only.
The successful contractor will be responsible for the delivery of services for the following items of Fire Safety Systems and equipment, amongst others:
— Fire detection and alarms;
— Fire fighting equipment;
— Emergency lighting;
— Automatic fire door\door release systems;
— Fire suppression;
— Smoke and heat detection equipment;
— Smoke and heat detection sounders;
— Dry risers;
— Smoke ventilation systems;
— Fire curtains.
See main Short description for full details of scope within this lot.
Duration etc. as per main information.
The estimated annual value is for this lot is approximately 140 k GBP. This equates to a contract value of GBP 980 k over 7 years ( All values are exclusive of VAT), current estimates only and are subject to change. No guarantee of work volumes is given.

2)Common procurement vocabulary (CPV)

5170000079710000351200005041320050610000453430004534320045312100

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 2 Lot title: Lot 2 – Communal Security, Warden Call and Entry systems only

1)Short description

Please apply for this lot if you are applying for Communal Security Systems only.
The successful contractor will be responsible for the delivery of services for the following items of Communal Security Systems only, amongst others:
— Door entry access with networks connections and associated equipment to flats and maisonettes;
— Warden call and integrated warden call\access systems;
— Lifeline pendant systems;
— Telecare and telehealth systems;
— Audio, video, fob and keypad door entry;
— Automatic barriers & gates to communal spaces;
— CCTV (including display screen);
— Door intercoms to individual flat entrances;
— Integrated access controlled audio entry systems;
— Intruder and social community alarms;
— Automatic entrance doors incorporating sliding, swing and revolving doors.
The estimated annual value for this lot only is approximately 190 k GBP. This equates to a contract value of 1,321 k GBP over 7 years. All values are exclusive of VAT, current estimates only and are subject to change. No guarantee of work volumes is given.
See main Short description for full details of scope within this lot.
Duration etc. as per main information.

2)Common procurement vocabulary (CPV)

5170000079710000351200005041320050610000453430004534320045312100

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 3 Lot title: Applying for both Communal fire safety systems and Communal security, warden call and entry systems

1)Short description

Please apply for this lot if applying for both Communal fire safety systems and Communal security, warden call and entry systems.
The description for this lot is as detailed in the main information and the specifics for each lot as detailed for each lot 1 and 2 separately.

2)Common procurement vocabulary (CPV)

5170000079710000351200005041320050610000453430004534320045312100

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Orbit Heart of England reserves the right to require Performance Guarantee Bonds and/or Parent Company Guarantees. Detailed requirements to be provided in the Pre-qualification Questionnaire and/or Invitation to Tender.

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

Details to be included, if applicable, in the draft contract documentation supplied with the Pre-qualification Questionnaire and/or 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:

Where a consortium or other grouping of suppliers submits a joint bid, such consortia or grouping must nominate a lead organisation to deal with Orbit Heart of England on all matters relating to the Contract Agreement. All consortium members or grouping will be required to be jointly and severally liable in respect to the obligations and liabilities relating to the Contract Agreement. Where a consortium chooses instead to nominate a contracting party from among their number with the other members acting as subcontractors, this must be made clear in their bid. The contracting party will be entirely responsible for all matters relating to the contract.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Details to be provided in 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: Any supplier may be disqualified who:
(a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order compulsory winding up the administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by any means which the contract authorities can demonstrate;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal organization, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26 May 1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j) has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10 June 1991 on prevention of the use of the financial system for the purpose of money laundering.
Information and formalities necessary for evaluating if requirements are met:
The Pre-qualification Questionnaire will contain full details of selection criteria and relative importance.

All information and documents can be obtained by registering on the website www.housingprocurement.com

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
(b) the presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established;
(c) a statement of the undertaking’s overall turnover and, where appropriate , of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information of these turnovers is available.
Information and formalities necessary for evaluating if requirements are met:
The Pre-qualification Questionnaire will contain full details of selection criteria and relative importance.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(a) a list of the works carried out over the past five years, accompanied by certificates of satisfactory execution for the most important works. These certificates shall indicate the value, date and site of the works and shall specify whether they were carried out according to the rules of the trade and properly completed. Where appropriate, the competent authority shall submit these certificates to the contracting authority direct;
(b) a list of the principal deliveries effected or the main services provided in the past three years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given: – where the recipient was a contracting authority, in the form of certificates issues or countersigned by the competent authority, – where the recipient was a private purchaser, by the purchaser’s certification or, failing this, simply by a declaration by the economic operator;
(c) an indication of the technicians or technical bodies involved, whether or not belonging directly to the economic operator’s undertaking, especially those responsible for quality control and, in the case of public works contracts, those upon whom the contractor can call in order to carry out the work;
(d) a description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking’s study and research facilities;
(e) where the products or services to be supplied are complex or, exceptionally, are required for a special purpose, a check carried out by the contracting authorities or on their behalf by a competent official body of the country in which the supplier or service provider is established, subject to that body’s agreement, on the production capabilities of the supplier or the technical capacity of the service provider and, if necessary, on the means of study and research which are available to it and the quality control measures it will operate;
(f) the educational and professional qualifications of the service provider or contractor and/or those of the undertaking’s managerial staff and, in particular, those of the person or persons responsible for providing the services or managing the work;
(g) for public works contracts and public services contracts, and only in appropriate cases, and indication of the environmental management measures that the economic operator will be able to apply when performing the contract;
(h) a statement of the average annual manpower of the service provider or contractor and the number of managerial staff for the last three years;
(i) a statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contracts;
(j) an indication of the proportion of the contract which the services provider intends possibly to subcontract;
(k) with regard to the products to be supplied: (i) samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so request; (ii) certificates drawn up by official quality control institutes or agencies of recognized competence attesting the conformity of products clearly identified by references to specifications or standards.
Information and formalities necessary for evaluating if requirements are met:
The Pre-qualification Questionnaire will contain full details of selection criteria and relative importance.
In addition information and formalities necessary for evaluating if requirements are met are: to be completed.

All information and documents can be obtained by registering on the website www.housingprocurement.com

Minimum level(s) of standards possibly required.

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 number of operators: 5

Objective criteria for choosing the limited number of candidates: The Pre-qualification Questionnaire available fromhttps://www.housingprocurement.com gives details of the selection criteria and relative importance. Potential Contractors are asked to read the instructions carefully (entitled: Instructions & Information Pre Qualification for OHE Communal Fire & Security and all other relating documents. Failure to follow the instructions could result in contractors scores being marked down.

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:

OHE Communal Fire Safety & Security Systems PP395

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: 12.8.2014 – 12:00
Payable documents: no

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

13.8.2014 – 12:00
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

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

PQQs will be issued Online and should be returned Online via Orbit Group’s electronic tendering system (Procontract). Suppliers will need to register (at no charge) on https://www.housingprocurement.com to access information. Guidance on the operation of the website is available without being registered, and suppliers are advised to follow the instructions clearly on the guidance.

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: In accordance with the Public Contracts Regulations 2006 (as amended 2009) available athttp://www.legislation.gov.uk/

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

VI.5)Date of dispatch of this notice:

9.7.2014

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