Reactive Maintenance Framework Agreement 2016 – 2019

Reactive Maintenance Framework Agreement 2016 – 2019

Contractor/s will be required to provide a Reactive Repairs Service on a 24 hour basis, 7 days a week, 365 days a year including Daytime and Out of Hours Emergency Works consistently across Dumfries and Galloway.

United Kingdom-Dumfries: Repair and maintenance services

2015/S 085-152784

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Loreburn Housing Association
Huntingdon, 27 Moffat Road
Contact point(s): Investment
For the attention of: Lindsay Lauder
DG1 1NN Dumfries
UNITED KINGDOM
Telephone: +44 1387321300

Internet address(es):

General address of the contracting authority: http://www.loreburn.co.uk/

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA14442

Electronic access to information: www.publiccontractsscotland.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: Loreburn Housing Association
Huntingdon, 27 Moffat Road
Contact point(s): Investment
For the attention of: Lindsay Lauder
DG1 1NN Dumfries
UNITED KINGDOM
Telephone: +44 1387321300
E-mail: llauder@loreburn.co.uk
Internet address: www.loreburn.co.uk

I.2)Type of the contracting authority

Other: Registered Social Landlord

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:

Reactive Maintenance Framework Agreement 2016 – 2019/2020.

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
Main site or location of works, place of delivery or of performance: Throughout Dumfries and Galloway, Scotland.

NUTS code UK

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement

II.1.4)Information on framework agreement

Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 3

Duration of the framework agreement

Duration in years: 3
Justification for a framework agreement, the duration of which exceeds four years: The Framework will be for a period of 3 years with the option to extend for a further year at Loreburn’s sole discretion.

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 5 500 000 and 6 500 000 GBP
Frequency and value of the contracts to be awarded: The contract will be awarded to Bidder 1. If the appointment of Bidder 1 under this Partnering Contract is terminated or cancelled for any reason, the Client may appoint Bidder 2 to provide the services under this Partnering Contract and so on.

II.1.5)Short description of the contract or purchase(s)

Contractor/s will be required to provide a Reactive Repairs Service on a 24 hour basis, 7 days a week, 365 days a year including Daytime and Out of Hours Emergency Works consistently across Dumfries and Galloway.
Contractor/s will be required to provide a customer focused service and show a commitment to providing effective services that provide value for money to both Loreburn HA, D and G Homes and their customers whilst aiding Loreburn in achieving the requirements set out in the Scottish Social Housing Charter. Contractors will be required to work with Loreburn, and undertake the relevant training where appropriate, to allow Loreburn to identify vulnerable tenants.
Contractor/s will also be required to provide a reactive repairs call handling center operating 365 days/24 hours for tenants to report all day to day and out of hours emergency work (including gas heating, biomass servicing (weekly check, chimney sweep and call out attendance; note: an alternative specialist contractor will carry out quarterly / annual services of biomass) and communal mechanical and electrical, breakdowns and fault reporting) with the provision of integration in live time to Loreburn Housing Association’s computer software (and any other mainstream Housing Management software which Loreburn may introduce during the period of the Framework Agreement).
As well as reactive repairs, contractors will also be required to under take void repairs including Periodic Electrical Inspections at void stage where appropriate. Vandalism and rechargeable repairs will also be the responsibility of the contractor.

Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site athttp://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=396090

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: 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:

Loreburn is a registered social landlord which manages and maintains a range of housing stock across Dumfries and Galloway. At present, Loreburn owns approximately 2 250 properties, with this number expected to increase through our New Build Development Programme. In addition to this, Loreburn’s Subsiduary company, Dumfries and Galloway Homes owns 58 properties.
Bidders will be required to undertake repair and maintenance works across the entire Region and including all settlements. The Pre-Qualification Questionnaire of any contractor unable to provide this level of service will not be marked and will therefore be discounted.
Full details in relation to the scope of works to be included in the contract are included within the PQQ Scope of Works.
Performance will be monitored through KPI’s and all bidders will be expected to deliver Community Benefit and added value through the contract.
Estimated value excluding VAT:
Range: between 5 500 000 and 6 500 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The contract is for a 3 year period with the option to extend for a further year at Loreburn’s sole discretion.

II.2.3)Information about renewals

This contract is subject to renewal: no

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

Starting 4.4.2016. Completion 31.3.2019

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

If required, a performance bond will be in the amount of 10 % of the contract sum with the following terms:
The Contractor may be required on demand to enter into a Bond, in a form approved by the Employer, with an Assurance or Guarantee Company duly empowered to enter into contracts of guarantee and approved by the Employer, or with a bank, so as to be bound with the Contractor to the Employer for the due performance of the Contract in a sum amounting to 10 % of the Contract Sum.
The Bond shall provide that the cautionary obligation shall not be revocable by notice and that the liability of the cautioner shall not be impaired or discharged by an extension of time, alteration in the Contracting firm or variations or alterations made, given, conceded or agreed (with or without their knowledge and consent) under the Contract. The Bond will be finally released upon the end of the Contract term.
Any contractor unwilling to agree to the above at Pre-Qualification Questionnaire stage will be discounted.

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

Please refer to the Term Partnering Agreement for further details.

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

Please refer to the Terms and Conditions set out as appended to the PQQ.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Please refer to the terms and conditions within the PQQ and the contract documentation associated with this advertisement.
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: Please refer to the PQQ for all requirements.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Please refer to the PQQ for all requirements.
Minimum level(s) of standards possibly required: Please refer to the PQQ for all requirements.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Please refer to the PQQ for all requirements.
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

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 6
Objective criteria for choosing the limited number of candidates: 6 Suitably qualified bidders following assessment of PQQ pass / fail and weighted criteria.
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 below

1. Quality. Weighting 80

2. Price. Weighting 20

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
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

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

4.6.2015 – 16:00

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

12.6.2015

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: yes
Estimated timing for further notices to be published: The contract will be advertised to allow for future provision of the service on the ending on the Framework Agreement being advertised. This will take place in either 2018 or 2019.
VI.2)Information about European Union funds

VI.3)Additional information

(SC Ref:396090).
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

27.4.2015

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