Property Maintenance London

Property Maintenance London

Hexagon is seeking 3 Service Providers to provide a comprehensive responsive maintenance service comprising of day-to-day responsive maintenance, void property works, major works.

United Kingdom-London: Repair and maintenance services

2015/S 150-276614

Contract notice

Works

Directive 2004/18/EC

Section I: Contracting authority

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

Hexagon Housing Association Ltd
130-136 Sydenham Road, Sydenham
Contact point(s): Rand Associates Consultancy Services Ltd
For the attention of: Jeremy Lake
SE26 5JY London
UNITED KINGDOM
Telephone: +44 1737249475
E-mail: etenders@rand-associates.co.uk

Internet address(es):

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

Address of the buyer profile: http://www.hexagon.org.uk

Electronic submission of tenders and requests to participate: https://etenders.rand-associates.co.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:

Responsive Maintenance, Void Property Works and Major Works (Minor Planned Maintenance, Improvements and Repairs) Term 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
Main site or location of works, place of delivery or of performance: All geographic regions within Hexagon Housing Association area of operation from time to time including but not limited to the London Borough’s of Southwark, Lewisham, Greenwich, Bexley and Croydon. Further details of the location of the housing stock will be set out in the Pre Qualification Questionnaire (PQQ) applicable to this Notice.

NUTS code UKD1

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)

Hexagon is seeking 3 Service Providers to provide a comprehensive responsive maintenance service comprising of day-to-day responsive maintenance, void property works, major works (minor planned maintenance, improvements and repairs and out of hours emergency call out repairs to occupied and unoccupied general needs, sheltered and supported residential properties, garages, communal facilities, commercial property and areas/open spaces for which it has landlord responsibility.
The Contract will be based on the NHF Form of Contract 2011 and will be let on an ‘all-inclusive’ basis and is likely to involve work under all building trades. It is anticipated that gas safety checks, servicing, repairs and installations will not be required to be undertaken under the contract generally as a matter of course, but nevertheless may be instructed on an occasional basis and so applicants must have the technical ability and capacity to carry out such work, if and when instructed. Separate contracts will not be awarded for the individual trades (e.g. carpentry, plumbing, etc.) encompassed within this Contract.
The Tender will be on the basis of tendered percentage adjustments to the M3NHF Schedule of Rates — Responsive Maintenance and Void Property Works Version 6.2 for all Works.
The Service Providers will be required to provide a customer focused service and show commitment to providing effective services that provide value for money to the Authority and its residents and must be responsive to achieve collaborative working practises, innovation and continuous improvement.
The Service Providers will be required to operate a 100 % repairs by appointment slot system with appointments made at the time repairs are reported and show a commitment to at least maintaining, but also improving Hexagon’s excellent performance in relation to customer satisfaction, best value and other local performance indicators.
Hexagon will require the Service Providers to provide fully trained staff to deal with day-to-day operations of the contract and employ predominantly local and preferably directly employed labour to carry out the work, applicants are advised that TUPE will apply to the Contract.
The Service Providers will also be required to provide, maintain and use modern, up-to-date ICT technology and business systems for the end-to-end management and delivery of the contract/service including a suitable and compatible direct IT link in order to interface with the Authority’s Civic Genero repairs and housing management system, full and effective real time utilisation of personal digital assistants (PDAs) and vehicle tracking systems.
The Invitation to Tender will also require bidders to submit bids based on Hexagon’s specified requirements for normal working hours and meeting 2 hour response times on both normal working hour and out-of-hour emergency call outs.

II.1.6)Common procurement vocabulary (CPV)

50000000

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 all 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:

Hexagon Housing Association Ltd has approximately 3 900 properties and associated garages and other related assets that will be covered by the contract.

The Contract will be for 5 years with an option to extend for an initial 1 year and a further option to extend for a further 1 year may be awarded. The financial value cannot be definitively ascertained nor guaranteed due to the responsive variable nature of the work. The estimated annual budget for the 3 contract is likely to be in the order of 2 200 000 GBP (exclusive of VAT) for the 1st year of the contract and thereafter, the budget is provisional and still has to be confirmed. This value may increase in the event that Hexagon acquires additional properties during the term of the contracts and requires the works and services covered by the Contract to be performed at such properties. Additional properties may include without limitation residential properties (whether obtained through a merger or acquisition or as part of a joint venture, Section 106 undertaking or developed), commercial properties or corporate facilities owned or leased by Hexagon.

Estimated value excluding VAT:
Range: between 11 000 000 and 14 000 000 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. After the first 5 years, the Contracts will be extendible at Hexagon’s sole discretion for an initial 1 year and with a further option to extend for a further 1 year. In any event year on year continuance of the contract from the commencement will be dependant on satisfactory performance by the Service Provider (s) Extension of the Contracts beyond the initial 5 year term will be entirely discretionary to Hexagon. The Contracts will also contain a break provision that may be exercised by either party subject to the giving of the period of notice stipulated in the contract (s).
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 2

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: 1Lot title: Lot 1

1)Short description

Hexagon is seeking a Service Provider for Lot 1 to provide a comprehensive responsive maintenance service comprising of day-to-day responsive maintenance, void property works, major works (minor planned maintenance, improvements and repairs and out-of-hours emergency call out repairs to occupied and unoccupied general needs, sheltered and supported residential properties, garages, communal facilities, commercial property and areas/open spaces for which it has landlord responsibility.
The Contract will be based on the NHF Form of Contract 2011 and will be let on an ‘all-inclusive’ basis and is likely to involve work under all building trades. It is anticipated that gas safety checks, servicing, repairs and installations will not be required to be undertaken under the contract generally as a matter of course, but may be instructed on an occasional basis and so applicants must have the technical ability and capacity to carry out such work, if and when instructed. Separate contracts will not be awarded for the individual trades (e.g. carpentry, plumbing, etc.) encompassed within this Contract.
The Tender will be on the basis of tendered percentage adjustments to the M3NHF Schedule of Rates — Responsive Maintenance and Void Property Works Version 6.2 for all Works.
The Service Providers will be required to provide a customer focused service and show commitment to providing effective services that provide value for money to the Authority and its residents and must be responsive to achieve collaborative working practises, innovation and continuous improvement.
The Service Providers will be required to operate a 100 % repairs by appointment slot system with appointments made at the time repairs are reported and show a commitment not only to maintaining but also to improving Hexagon’s excellent performance in relation to customer satisfaction, best value and other local performance indicators.
Hexagon will require the Service Providers to provide fully trained staff to deal with day-to-day operations of the contract and employ predominantly local and preferably directly employed labour to carry out the work, applicants are advised that TUPE will apply to the Contract.
The Service Providers will also be required to provide, maintain and use modern, up-to-date ICT technology and business systems for the end-to-end management and delivery of the contract/service including a suitable and compatible direct IT link in order to interface with the Authority’s Civic Genero repairs and housing management system, full and effective real time utilisation of personal digital assistants (PDAs) and vehicle tracking systems.
The Invitation to Tender will also require bidders to submit bids based on Hexagon’s specified requirements for normal working hours and meeting 2 hour response times on both normal working hour and out-of-hour emergency call outs.

2)Common procurement vocabulary (CPV)

50000000

3)Quantity or scope

1 914 dwellings and estates in postcodes: CR0, CR7, CR8, SE1, SE5, SE11, SE15, SE17, SE19, SE20, SE21, SE22, SE23, SE25, SE26, SM6 and SW2.
Estimated value excluding VAT:
Range: between 4 500 000 and 6 300 000 EUR
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 2Lot title: Lot 2

1)Short description

Hexagon is seeking a Service Provider for Lot 2 to provide a comprehensive responsive maintenance service comprising of day-to-day responsive maintenance, void property works, major works (minor planned maintenance, improvements and repairs and out-of-hours emergency call out repairs to occupied and unoccupied general needs, sheltered and supported residential properties, garages, communal facilities, commercial property and areas/open spaces for which it has landlord responsibility.
The Contract will be based on the NHF Form of Contract 2011 and will be let on an ‘all-inclusive’ basis and is likely to involve work under all building trades. It is anticipated that gas safety checks, servicing, repairs and installations will not be required to be undertaken under the contract generally as a matter of course, but nevertheless may be instructed on an occasional basis and so applicants must have the technical ability and capacity to carry out such work, if and when instructed. Separate contracts will not be awarded for the individual trades (e.g. carpentry, plumbing, etc.) encompassed within this Contract.
The Tender will be on the basis of tendered percentage adjustments to the M3NHF Schedule of Rates — Responsive Maintenance and Void Property Works Version 6.2 for all Works.
The Service Providers will be required to provide a customer focused service and show commitment to providing effective services that provide value for money to the Authority and its residents and must be responsive to achieve collaborative working practises, innovation and continuous improvement.
The Service Providers will be required to operate a 100 % repairs by appointment slot system with appointments made at the time repairs are reported and show a commitment not only to maintaining but also to improving Hexagon’s excellent performance in relation to customer satisfaction, best value and other local performance indicators.
Hexagon will require the Service Providers to provide fully trained staff to deal with day-to-day operations of the contract and employ predominantly local and preferably directly employed labour to carry out the work, applicants are advised that TUPE will apply to the Contract.
The Service Providers will also be required to provide, maintain and use modern, up-to-date ICT technology and business systems for the end-to-end management and delivery of the contract/service including a suitable and compatible direct IT link in order to interface with the Authority’s Civic Genero repairs and housing management system, full and effective real time utilisation of personal digital assistants (PDAs) and vehicle tracking systems.
The Invitation to Tender will also require bidders to submit bids based on Hexagon’s specified requirements for normal working hours and meeting 2 hour response times on both normal working hour and out-of-hour emergency call outs.

2)Common procurement vocabulary (CPV)

50000000

3)Quantity or scope

1 935 dwellings and estates in postcodes: BR1, BR2, DA1, DA5, DA7, DA8, DA14, DA15, DA17, DA18, ME9, SE2, SE3, SE4, SE6, SE7, SE8, SE9, SE10, SE12, SE13, SE14, SE16, SE18 and SE28.
Estimated value excluding VAT:
Range: between 4 500 000 and 6 300 000 EUR
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 3Lot title: Lot 3 — Reserve Contractor

1)Short description

Hexagon is seeking a Service Provider for Lot 3 to act as a reserve contractor to Lots 1 and 2 in providing a comprehensive responsive maintenance service comprising of day-to-day responsive maintenance including out-of-hours emergency call out repairs and void property works and to undertake major works (minor planned maintenance, improvements and repairs, to occupied and unoccupied general needs, sheltered and supported residential properties, garages, communal facilities, commercial property and areas/open spaces for which it has landlord responsibility).
The Contract will be based on the NHF Form of Contract 2011 and will be let on an ‘all-inclusive’ basis and is likely to involve work under all building trades. It is anticipated that gas safety checks, servicing, repairs and installations will not be required to be undertaken under the contract generally as a matter of course, but nevertheless may be instructed on an occasional basis and so applicants must have the technical ability and capacity to carry out such work, if and when instructed. Separate contracts will not be awarded for the individual trades (e.g. carpentry, plumbing, etc.) encompassed within this Contract.
The Tender will be on the basis of tendered percentage adjustments to the M3NHF Schedule of Rates — Responsive Maintenance and Void Property Works Version 6.2 for all Works.
The Service Providers will be required to provide a customer focused service and show commitment to providing effective services that provide value for money to the Authority and its residents and must be responsive to achieve collaborative working practises, innovation and continuous improvement.
The Service Providers will be required to operate a 100 % repairs by appointment slot system with appointments made at the time repairs are reported and show a commitment not only to maintaining but also to improving Hexagon’s excellent performance in relation to customer satisfaction, best value and other local performance indicators.
Hexagon will require the Service Providers to provide fully trained staff to deal with day-to-day operations of the contract and employ predominantly local and preferably directly employed labour to carry out the work, applicants are advised that TUPE will apply to the Contract.
The Service Providers will also be required to provide, maintain and use modern, up-to-date ICT technology and business systems for the end to end management and delivery of the contract/service including a suitable and compatible direct IT link in order to interface with the Authority’s Civic Genero repairs and housing management system, full and effective real time utilisation of personal digital assistants (PDAs) and vehicle tracking systems.
The Invitation to Tender will also require bidders to submit bids based on Hexagon’s specified requirements for normal working hours and meeting 2 hour response times on both normal working hour and out-of-hour emergency call outs.

2)Common procurement vocabulary (CPV)

50000000

3)Quantity or scope

May be required to work on all Lot 1 — dwellings and estates in postcodes: CR0, CR7, CR8, SE1, SE5, SE11, SE15, SE17, SE19, SE20, SE21, SE22, SE23, SE25, SE26, SM6 and SW2; and Lot 2 — dwellings and estates in postcodes: BR1, BR2, DA1, DA5, DA7, DA8, DA14, DA15, DA17, DA18, ME9, SE2, SE3, SE4, SE6, SE7, SE8, SE9, SE10, SE12, SE13, SE14, SE16, SE18, and SE28.
Estimated value excluding VAT:
Range: between 1 000 000 and 1 400 000 GBP
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:

Parent company guarantees, performance bonds, warranties and or deposits may be required by the contracting Authority and details are as set out in the tender documentation (ITT).

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

As detailed in the Procurement Documents.

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 contract. Such undertaking will be in addition to the requirement to provide other deposits and guarantees required by the contracting authority for the due performance of the contract.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As detailed in the Procurement Documents, these may include conditions relating to environmental and social requirements.
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: As set out in the Pre Qualification Questionnaire (PQQ). All economic operators that respond to this notice may download the PQQ to be completed requiring general organisation, financial and technical capacity data. The PQQ must be completed and returned electronically 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, which economic operators are selected to tender.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As set out in the PQQ referred to in Section III.2.1) of this notice.
Minimum level(s) of standards possibly required: As set out in the PQQ referred to in Section III.2.1) of this notice. Specifically, economic operators shall be aware that to be considered eligible for selection, the economic operator (as a stand alone business unit, not a Group) must be able to demonstrate a minimum EN Standard form 02 — Contract notice 8/17 annual turnover equivalent to 1 125 000 GBP for either Lot 1 and Lot 2 and 200 000 GBP for Lot 3 in respect of the most recent financial year for which accounts are available.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As set out in the PQQ referred to in Section III.2.1) of this notice.
Minimum level(s) of standards possibly required:
As set out in the PQQ referred to in Section III.2.1) of this notice.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

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: 8
Objective criteria for choosing the limited number of candidates: Criteria as set out in the PQQ submissions and in accordance with the Public Contracts Regulations 2015. Subject to receiving completed PQQ submissions from sufficient eligible economic operators, it is intended that the tender list will comprise the 8 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

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: 27.8.2015 – 12:00
Payable documents: no

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

7.9.2015 – 14:00

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

11.9.2015

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

.All procurement documentation can be downloaded from: https://etenders.rand-associates.co.uk

eTenders@Rand is Rand Associates Consultancy Services Ltd’s e-procurement portal (the ‘Portal’) for downloading/submission of procurement documentation in respect of pre qualification and tenders and communicating requests for and responses to clarification.

All requests for procurement documentation, communications and submission of pre qualifications and tenders must be made via the Portal, which can be accessed at: https://etenders.rand-associates.co.uk by registering and creating an account. After creating an account, economic operators will receive an email with a link to activate their account.

Once activated and logged in, economic operators will need the following code to register for the Tender Documentation: HEXD2D1
Economic operators may seek clarification where they consider any part of the documentation or any other aspect of this procurement is unclear.
All queries and any clarification must be communicated using the secure email messaging function within the Portal, but to be received no later than 17:00 on 27.8.2015. This will provide an audit trail of all clarification requests and responses issued. It will not be possible to respond to any queries received after that stipulated date and time. Having registered and created an account, it is the economic operators’ responsibility to regularly monitor communications raised and issued through the Portal.
Responses to requests for clarification will be communicated by Rand Associates Consultancy Services Ltd to all economic operators through the Portal secure email messaging system. The identity of the economic operator seeking clarification will not be disclosed to other economic operators.
When uploading pre qualification or tender submission documentation, economic operators must be aware of any speed limitations of their internet connection, system configuration and general web traffic, etc. as these may impact on the time taken to complete the transaction. Uploading of submissions must be completed by the deadline closing date and time. Do not wait until too near the closing time on the return date.
The closing deadline for uploading completed pre qualification submissions is 14:00 on 7.9.2015.
Please note that the Portal will not permit submissions to be uploaded after the closing deadline. Submission documents will be visible to the representatives of the contracting authority and Rand Associates Consultancy Services Ltd only after the closing deadline.
Should users have any queries or experience difficulties with the registration or download/upload system, they should contact the eTenders@Randhelp desk by calling: +44 1737 225 077 (ask for Paul Dugdale or Jonathan Case) or email: etenders@rand-associates.co.uk

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Royal Courts of Justice
Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

Body responsible for mediation procedures

Royal Courts of Justice
Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: In accordance with the Public Contracts Regulations 2015, the Contracting Authority will incorporate a minimum 10 calendar day standstill period at the time information on the award of the contract is communicated to economic operators. If an appeal regarding the award of a contract has not been successfully resolved, the Public Contracts Regulations 2015 provide for aggrieved parties who have been harmed or are at risk to take action in the High Court. Any such action must be brought 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 contracting authority to amend any document and may award damages. If the contract has been entered into the Court may only award damages or where the contract award procedures have not been followed correctly declare the contract to be ‘ineffective’.

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

ERG Service Desk, Cabinet Office
Roseberry Court, St Andrews Business Park
NR7 0HS Norwich
UNITED KINGDOM
E-mail: servicedesk@cabinet-office.gsi.gov.uk
Telephone: +44 8450004999

VI.5)Date of dispatch of this notice:

3.8.2015

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