Reactive Maintenance Works for Denbighshire County Council

Reactive Maintenance Works for Denbighshire County Council

This framework relates to sites in the County of Denbighshire for the provision of general day to day reactive and associated minor building maintenance works to the value of 10 000 GBP.

United Kingdom-Ruthin: Repair and maintenance services of building installations

2014/S 243-427298

Contract notice

Works

Directive 2004/18/EC

Section I: Contracting authority

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

Denbighshire County Council
County Hall, Wynnstay Road
Contact point(s): Collaborative Procurement Service
For the attention of: Stuart Andrews
LL15 1YN Ruthin
UNITED KINGDOM
Telephone: +44 1824712677
E-mail: stuart.andrews@denbighshire.gov.uk

Internet address(es):

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

Address of the buyer profile: http://www.sell2wales.gov.uk/search/Search_AuthProfile.aspx?ID=AA0280

Electronic access to information: https://www.proactisplaza.com/?cid=DCC

Electronic submission of tenders and requests to participate: https://www.proactisplaza.com/?cid=DCC

Further information can be obtained from: Denbighshire County Council
County Hall, Wynnstay Road
LL15 1YN Ruthin
UNITED KINGDOM
Telephone: +44 1824712677
Internet address: www.denbighshire.gov.uk

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

Regional or local authority

I.3)Main activity

General public services

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:

Framework Agreement for Reactive Maintenance Works.

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: County of Denbighshire.

NUTS code UKL13

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
Number of participants to the framework agreement envisaged: 20

Duration of the framework agreement

Duration in years: 4

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

Estimated value excluding VAT: 11 404 000 GBP

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

The object of this agreement is to establish a framework in accordance with The European Union (EU) Public Contracts Regulations 2006.
This framework relates to sites in the County of Denbighshire for the provision of general day to day reactive and associated minor building maintenance works to the value of 10 000 GBP to be carried out during normal working hours, including school holidays and emergency building maintenance works to be carried out outside normal working hours.
The requirement will be to establish a Framework Agreement for the following Reactive Maintenance works. The agreement will divided into four (4) Lots based on the geographical layout of the County.
Lot 1 — Reactive and associated general building works for North Denbighshire (A55 corridor to the coast).
Lot 2 — Reactive and associated general building works for South Denbighshire (A55 corridor to Llangollen and Corwen).
Lot 3 — Reactive and general minor electrical services maintenance works for ALL Denbighshire.
Lot 4 — Reactive and general minor mechanical services maintenance works for ALL Denbighshire.
It is anticipated that there will be a maximum of five (5) contractors per Lot.

Note: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site athttp://www.sell2wales.gov.uk/Search/Search_Switch.aspx?ID=20255

II.1.6)Common procurement vocabulary (CPV)

50700000, 50710000, 45211000

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:

It is the intention of the Authority to appoint the providers under a framework agreement under the Denbighshire County Council standard terms and conditions for the Supply of Goods. The expected duration of the framework agreement will be 2 years with the option to extend for a further 2 years in 1 year extensions subject to satisfactory performance. It is anticipated that the initial Contract period will be from April 2015 to March 2017.
It is anticipated that there will be a maximum of five (5) contractors awarded to each of the Lots identified following the Invitation to Tender stage of this project.
The estimated total annual value for the complete project is 2 851 000 GBP. This is based on historical information and bidders should be aware that there is no guarantee of this value of works in the future.
Estimated value excluding VAT: 11 404 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: It is the intention of the Authority to appoint the providers under a framework agreement under the Denbighshire County Council standard terms and conditions for the Supply of Goods. The expected duration of the framework agreement will be 2 years with the option to extend for a further 2 years in 1 year extensions subject to satisfactory performance. It is anticipated that the initial Contract period will be from April 2015 to March 2017.

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: 48 (from the award of the contract)

Information about lots

Lot No: 1Lot title: Reactive and associated general building works for North Denbighshire (A55 corridor to the coast).

1)Short description

Lot 1 — Reactive and associated general building works for North Denbighshire (A55 corridor to the coast). Works will include, but not be limited to the following:
Windows /doors and associated ironmongery repairs (excluding glazing);
Fire exit route doors and closing devices;
Flooring repair;
Jobbing repairs;
Carpentry and joinery repairs;
Masonry and bricklaying;
Plastering/tiling/interior finishing repairs;
Suspended ceiling repair;
Minor Fencing repairs;
Concrete and paving repairs;
Plumbing works to wastes and cold water systems;
Sanitary fittings including WC’s, urinals, wash basins and sinks;
Below ground foul drainage;
Above ground roof drainage and gutters;

2)Common procurement vocabulary (CPV)

45211000, 50700000, 50710000

3)Quantity or scope

Lot 1 — Reactive and associated general building works for North Denbighshire (A55 corridor to the coast). Works will include, but not be limited to the following:
Windows /doors and associated ironmongery repairs (excluding glazing);
Fire exit route doors and closing devices;
Flooring repair;
Jobbing repairs;
Carpentry and joinery repairs;
Masonry and bricklaying;
Plastering/tiling/interior finishing repairs;
Suspended ceiling repair;
Minor Fencing repairs;
Concrete and paving repairs;
Plumbing works to wastes and cold water systems;
Sanitary fittings including WC’s, urinals, wash basins and sinks;
Below ground foul drainage;
Above ground roof drainage and gutters;
Estimated value excluding VAT: 4 080 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)

5)Additional information about lots

The Council has a public buildings property estate, all located within the geographical boundaries of Denbighshire, currently comprising schools, leisure centres, libraries, offices, depots, public toilets, care homes, day centres, industrial units, theatres, tourism buildings and a selection of other miscellaneous properties, all located on over 110 sites in the North of the County for which it has a mixed selection of management responsibilities.
Due to the Council’s estate rationalisation and forward investment programmes, the number of buildings may decrease or increase during the term of the Framework Agreement.
It is anticipated that there will be a maximum of five (5) contractors awarded to this Lot following the Invitation to Tender stage of this project.
The estimated annual value for this Lot is 1 020 000 GBP. This is based on historical information and bidders should be aware that there is no guarantee of this value of works in the future.

Lot No: 2Lot title: Reactive and associated general building works for South Denbighshire (A55 corridor to Llangollen and Corwen)

1)Short description

Lot 1 — Reactive and associated general building works for North Denbighshire (A55 corridor to the coast). Works will include, but not be limited to the following:
Windows /doors and associated ironmongery repairs (excluding glazing);
Fire exit route doors and closing devices;
Flooring repair;
Jobbing repairs;
Carpentry and joinery repairs;
Masonry and bricklaying;
Plastering/tiling/interior finishing repairs;
Suspended ceiling repair;
Minor Fencing repairs;
Concrete and paving repairs;
Plumbing works to wastes and cold water systems;
Sanitary fittings including WC’s, urinals, wash basins and sinks;
Below ground foul drainage;
Above ground roof drainage and gutters;

2)Common procurement vocabulary (CPV)

50700000

3)Quantity or scope

Lot 1 — Reactive and associated general building works for North Denbighshire (A55 corridor to the coast). Works will include, but not be limited to the following:
Windows /doors and associated ironmongery repairs (excluding glazing);
Fire exit route doors and closing devices;
Flooring repair;
Jobbing repairs;
Carpentry and joinery repairs;
Masonry and bricklaying;
Plastering/tiling/interior finishing repairs;
Suspended ceiling repair;
Minor Fencing repairs;
Concrete and paving repairs;
Plumbing works to wastes and cold water systems;
Sanitary fittings including WC’s, urinals, wash basins and sinks;
Below ground foul drainage;
Above ground roof drainage and gutters;
Estimated value excluding VAT: 3 460 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)

5)Additional information about lots

The Council has a public buildings property estate, all located within the geographical boundaries of Denbighshire, currently comprising schools, leisure centres, libraries, offices, depots, public toilets, care homes, day centres, industrial units, theatres, tourism buildings and a selection of other miscellaneous properties, all located on over 110 sites in the North of the County for which it has a mixed selection of management responsibilities.
Due to the Council’s estate rationalisation and forward investment programmes, the number of buildings may decrease or increase during the term of the Framework Agreement.
It is anticipated that there will be a maximum of five (5) contractors awarded to this Lot following the Invitation to Tender stage of this project.
The estimated annual value for this Lot is 865 000 GBP. This is based on historical information and bidders should be aware that there is no guarantee of this value of works in the future.

Lot No: 3Lot title: Reactive and general minor electrical services maintenance works for ALL Denbighshire.

1)Short description

Lot 3 — Reactive and general minor electrical services maintenance works for ALL Denbighshire. Works will include, but not be limited to the following:
Aerial installation and repairs;
Lightning protection repairs;
Electric water heaters (stored and instantaneous);
Emergency lighting and illuminated exist signage;
Fixed electrical installations including internal and external lighting fixed to the building;
Electric hand dryers;
Small wall and ceiling extract systems;

2)Common procurement vocabulary (CPV)

50700000, 50710000

3)Quantity or scope

Lot 3 — Reactive and general minor electrical services maintenance works for ALL Denbighshire. Works will include, but not be limited to the following:
Aerial installation and repairs;
Lightning protection repairs;
Electric water heaters (stored and instantaneous);
Emergency lighting and illuminated exist signage;
Fixed electrical installations including internal and external lighting fixed to the building;
Electric hand dryers;
Small wall and ceiling extract systems;
The estimated annual value for this Lot is 594 000 GBP.
Estimated value excluding VAT: 2 376 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)

5)Additional information about lots

The Council has a public buildings property estate, all located within the geographical boundaries of Denbighshire, currently comprising schools, leisure centres, libraries, offices, depots, public toilets, care homes, day centres, industrial units, theatres, tourism buildings and a selection of other miscellaneous properties, all located on over 110 sites in the North of the County for which it has a mixed selection of management responsibilities.
Due to the Council’s estate rationalisation and forward investment programmes, the number of buildings may decrease or increase during the term of the Framework Agreement.
It is anticipated that there will be a maximum of five (5) contractors awarded to this Lot following the Invitation to Tender stage of this project.
The estimated annual value for this Lot is 594 000 GBP. This is based on historical information and bidders should be aware that there is no guarantee of this value of works in the future.

Lot No: 4Lot title: Reactive and general minor mechanical services maintenance works for ALL Denbighshire.

1)Short description

Lot 4 — Reactive and general minor mechanical services maintenance works for ALL Denbighshire. Works will include, but not be limited to the following:
Heating and hot water boilers (gas, LPG & oil);
Central heating systems;
Hot water cylinders and calorifiers;
Hot water distribution systems;
Pump sets and pressurization units;
Filters and dosing systems;
Water tanks;

2)Common procurement vocabulary (CPV)

50700000, 50710000

3)Quantity or scope

Lot 4 — Reactive and general minor mechanical services maintenance works for ALL Denbighshire. Works will include, but not be limited to the following:
Heating and hot water boilers (gas, LPG & oil);
Central heating systems;
Hot water cylinders and calorifiers;
Hot water distribution systems;
Pump sets and pressurization units;
Filters and dosing systems;
Water tanks;
Estimated value excluding VAT: 1 488 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)

5)Additional information about lots

The Council has a public buildings property estate, all located within the geographical boundaries of Denbighshire, currently comprising schools, leisure centres, libraries, offices, depots, public toilets, care homes, day centres, industrial units, theatres, tourism buildings and a selection of other miscellaneous properties, all located on over 110 sites in the North of the County for which it has a mixed selection of management responsibilities.
Due to the Council’s estate rationalisation and forward investment programmes, the number of buildings may decrease or increase during the term of the Framework Agreement.
It is anticipated that there will be a maximum of five (5) contractors awarded to this Lot following the Invitation to Tender stage of this project.
The estimated annual value for this Lot is 372 000 GBP. This is based on historical information and bidders should be aware that there is no guarantee of this value of works in the future.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

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

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

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
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: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.
(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established
(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide evidence of relevant professional risk indemnity insurance.
(2) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(1) Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract;
(2) A statement of the principal goods sold or services provided by the supplier or the services provider in the past 3 years, detailing the dates on which the goods were sold or the services provided; the consideration received; the identity of the person to whom the goods were sold or the services were provided.
(3) A statement of the technicians or technical services available to the candidate to carry out the work under the contract; or be involved in the production of goods or the provision of services under the contract; particularly those responsible for quality control, whether or not they are independent of the candidate.
(4) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract.
(5) A list of works carried out over the past 5 years, detailing the value of the consideration received; when and where the work or works were carried out; and whether they were carried out according to the rules of the trade or profession and properly completed.
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: 20
Objective criteria for choosing the limited number of candidates: As identified in the Tender documents.
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:

SA/DL/121214

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

Prior information notice

Notice number in the OJEU: 2014/S 226-398553 of 22.11.2014

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: 13.1.2015

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

13.1.2015 – 15:00

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

26.1.2015

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
VI.2)Information about European Union funds

VI.3)Additional information

Contractors should note that this tender opportunity is being undertaken using an electronic tendering system. Details of how to register and access the documentation are given below. No paper tender documents will be issued or received.
Instructions to Express Interest and Access Documentation

1. Log in to the Proactis Plaza E-Sourcing Portal at https://www.proactisplaza.com/?cid=DCC

2. Please note – If you are already registered on the Proactis portal please Login using your existing details and start at Step 12 of these instructions if not go to STEP 3
3. Click the “Register Now” button at the bottom of the window

4. Enter your correct Organisation Name, Details and Primary Contact Details. The system will auto generate the Organisation ID and User Name for you. Please note that if you have a Generic email address for your organisation e.g. tenders@xxx.co.uk then please use this as the primary contact email address as this will allow you to still receive messages compared to where you have a specific person identified in this role and they move on at a point in the future.

5. Please make a note of the Organisation ID and User Name, then click ‘Register’
6. You will then receive an email from the system asking you to “Click here to activate your account”. This takes you to Enter Organisation Details.
7. Please enter the information requested, click ‘Next’ and follow the instructions ensuring that you enter all applicable details.
8. In the Enter Product Classification screen please ensure that you select the Product Classification Codes (CPV Codes) that appear in the tender notice as this will give you access to the tender process.
9. In the Select Buyer Organisation please select Denbighshire County Council (although you may register with other buying organisations at the same time if you wish)
10. Accept the Terms and Conditions and then click ‘Next’. This takes you in to the Welcome window.
11. In the ‘Welcome’ window please enter your Organisation name, Organisation ID and User Name (User ID). You now need to create your unique password. Please ensure that you make a note of this along with the other information already recorded.
12. Now click ‘Done’ and you will enter the Supplier Home page.
13. On the left of the screen click ‘Opportunities’
14. Click the ‘Requests from Buyers’ command. This will take you to the list of current opportunities available to you.
15. Click the Project ID that relates to this notice, this will take you into the Request for Quotations. Note there may be several
opportunities that appear on this screen, please ensure that you select the correct one for your organisation.
16. In the ‘Details of a Request from a Buyer’ screen please note the closing time and date for completion of the relevant project.
Please review the “Items” tab (Tender stage only) and the Documents tab (PQQ and Tender stages) as there will be information relating to the project held here. Please ensure that you download all documents to your PC as you will be required to complete and upload some of the documents as part of your submission. There also instructions on how to complete your submission in the Guidance for Bidders document held in this section
17. You can now either ‘Create a Response’ to, or ‘Decline’ this opportunity.
18. Once you have started to complete your response to the opportunity and wish to save and return later click ‘Save’
having made a note of the Response reference number. The next time you Login to access the opportunity please go to the ‘My Responses to Buyers’ tab and identify the relevant response that you previously saved. If you inadvertently create any additional responses please note that any information that you have already input into the initial or subsequent responses does NOT carry over to any new response and you may lose anything already input.
19. If you are adding attachments at any point in the process please ensure that you click the ‘Add to Library’ button as if you are invited to any subsequent opportunities in the future to tender any documents that you have added will automatically be added to your submission and all you will be required to do is check that they are the current version. This is a secure system and your documents will not be accessed by any other party.
20. Please note that any queries must be sent via the secure dialogue section of the e-tender portal. We will not respond to any queries received by any other method.

21. If you require any further assistance please contact Stuart Andrews by email on stuart.andrews@denbighshire.gov.uk, or by telephone on +44 1824712677

(WA Ref:20255)

The Contractor shall ensure that all contracts with Subcontractors and Suppliers which the Contractor intends to procure following the Award date, and which the Contractor has not, before the date of this Contract, already planned to award to a particular Subcontractor or Supplier, are advertised through the Sell2Wales portal (www.sell2wales.co.uk) and awarded following a fair, open, transparent and competitive process proportionate to the nature and value of the contract.

Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are: to be advised in the Invitation to Tender documentation.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Denbighshire County Council
Wynnstay Road
LL15 1YN Ruthin
UNITED KINGDOM
Telephone: +44 1824706000

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The contracting Authority will incorporate a minimum 10 calendar day standstill period (or 15 days where non-electronic or fax methods are used) at the point that an award decision is communicated to tenderers. The award decision notice will specify the criteria for the award of the contract/framework agreement, the reasons for the decision, including the characteristics and relative advantages, the name and score of the successful tender: and will specify when the standstill period is expected to end or the date before which the contracting authority will not conclude the contract/framework agreement. If an appeal regarding the award of a contract has not been successfully resolved, the Public Contracts (Amendment) Regulations 2009 provide for aggrieved parties who have been harmed or at risk of a breach of the rules to take action in the High Court (England, Wales and Northern Ireland) Any such action must be brought promptly (generally within 3 months) The court may order the setting aside of the award decision or may order the Contracting Authority to amend any document and may award damages. If a framework agreement has been entered into the Court may make a declaration of ineffectiveness or may order that the duration of any relevant specific contract be shortened and additionally may award damages. The time limit for seeking such a declaration is generally 30 days from notification of the award (either by award decision notification or contract award notice depending upon the circumstances) or otherwise 6 months.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

12.12.2014

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