Repairs and Maintenance Services Portsmouth

Repairs and Maintenance Services Portsmouth

Portsmouth City Council is inviting expressions of interest from suitably experienced and qualified contractors to tender for the provision of statutory repairs and maintenance services to its ‘off island’ housing stock.

United Kingdom-Portsmouth: Repair and maintenance services

2015/S 087-156763

Contract notice

Works

Directive 2004/18/EC

Section I: Contracting authority

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

Portsmouth City Council
Procurement Service, Floor 1 Core 5/6, Civic Office, Guildhall Square
For the attention of: Procurement Service
PO1 2BJ Portsmouth
UNITED KINGDOM
Telephone: +44 2392688235
E-mail: procurement@portsmouthcc.gov.uk

Internet address(es):

General address of the contracting authority: https://www.portsmouth.gov.uk/ext/business/business.aspx

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

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:

repairs and maintenance of housing and property services assets – Portsmouth ‘off island’.

II.1.2)Type of contract and location of works, place of delivery or of performance

Works
NUTS code UKJ31,UKJ33

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)

Portsmouth City Council – the ‘Client’ – is inviting expressions of interest from suitably experienced and qualified contractors to tender for the provision of statutory repairs and maintenance (R&M) services to its ‘off island’ housing stock. The works types covered under the contract cover general R&M services and also specialist works such as electrical works, plumbing and roofing.
The repairs and maintenance service was redesigned in 2006 using the Vanguard Systems Thinking methodology and continues to evolve through continuous improvement.
This service consists of the following:
— Responsive repairs and maintenance,
— Void property maintenance.
The purpose of the responsive repairs and maintenance service is to carry out the right repair at the right time. The purpose of the void service is to provide suitable homes when needed. The successful contractors will be expected to work with the Client in a proactive manner to continually improve the system and deliver a cost effective service that provides value for money.
The properties covered number 8,400 Housing Revenue Account (HRA) landlord and leasehold properties together with other Client owned commercial and community property assets situated within the Leigh Park, Paulsgrove and Wecock Farm estates.
For operational reasons the Client wishes to appoint two contractors who will be responsible for between 4 000 and 4 500 dwellings each. In awarding the two contracts the two top scoring bidders in accordance with the tender evaluation criteria will be awarded contracts.
Estimated value of each of the contracts being tendered is between 5 500 000 GBP and 6 000 000 GBP per year and the service will commence on 1 April 2016. The terms used for the contract will be the NEC3 Term Service Contract – Option E (Cost reimbursable).
The contract period will be for 6 years with a possible extension for a further 4 years in increments to be agreed subject to satisfactory performance and agreement of both parties.
In addition to the affected property stated above the Client also reserves the right to extend the contracts to cover works at ‘on island’ properties situated within the Somerstown, Buckland, Portsea and Landport estates as well across its commercial property portfolio which includes schools, museums, libraries, offices, sheltered housing blocks, care homes and other commercial installations
The Client also reserves the right to extend the scope of the contract to cover the following additional general work types including:
— Planned maintenance projects,
— Gas servicing, repair and installation at housing properties,
— Mechanical servicing, repairs and installation at commercial properties,
— Electrical servicing, repairs and installation at commercial properties
The estimated per annum spend values based upon historical demand for the optional additional affected property areas and work types is as follows:
— ‘On Island’ R&M – 12 000 000 GBP
— Commercial R&M – 2 000 000 GBP
— Planned maintenance projects – 2 000 000 GBP
— Mechanical servicing, repairs and installation at housing properties -5 000 000 GBP
— Mechanical servicing, repairs and installation at commercial properties – 2 000 000 GBP
— Electrical servicing, repairs and installation at commercial properties – 1 000 000 GBP
The Client cannot provide any indication as to whether or not it will exercise the rights to include the additional affected properties and work types in the future. Interested contractors should also be aware that the Council currently has existing Contractors in place and there is currently no immediate appetite to consolidate contracts.
In letting the contract the Client will run the procurement process in line with the following programme:
— Pre-Qualification Questionnaire (PQQ) submission deadline – 15 June 2015 12.00
— Evaluation of PQQs completed – 3 July 2015
— Invitations to tender issued – 13 July 2015
— Tenderers Briefing Open Day – w/c 3 August 2015
— Deadline for requests to visit Client sites – 28 August 2015
— Deadline for requests for clarification – 4 September 2015 23.59
— Tender return deadline – 18 September 2015 14:00
— Site visits and interviews – w/c 5 October 2015
— Standstill period – 16 November 2015 – 27 November 2015 23.59
— Contract Award – 30 November 2015
— Contract Start – 1 April 2016

Contractors who wish to express an interest in this opportunity must complete and return the pre-qualification questionnaire accessible via https://in-tendhost.co.uk/portsmouthcc/aspx/home by the deadline stated above.

II.1.6)Common procurement vocabulary (CPV)

50000000, 50700000, 45310000, 45330000, 45332400, 45421151, 45340000, 45410000, 45420000, 45430000, 45440000, 45450000, 45451000,45453100, 45451200, 45453000, 45112700, 45261000, 45261215, 45261900, 45261300, 45262100, 45262500, 45262660, 45262700, 45262800,45262900, 45262330, 50720000, 50750000, 50610000, 45111213

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 lot only

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The scope of work will include but is not be limited to
— Responsive repairs to maintain Housing properties including:
— out-of-hours repairs,
—carpentry including new kitchens,
— plumbing including new bathrooms,
— drainage,
— flooring,
—wall tiling,
— electrics including EICRs and rewires,
— plastering,
— glazing,
— PVCu windows and composite doors,
— decoration,
— brickwork,
— ground-works,
— some non-specialist asbestos removal,
— fencing,
— roofing,
— scaffolding,
— communal aerials,
— communal door entry systems.
— Provision of facilities to assist disabled customers:
— showers and wet room facilities,
— ramps, grab rails and alterations to access.
— Void property maintenance:
— decoration,
— kitchen & bathroom refurbishment/replacement,
— electrics including EICRs and rewires,
— repairs as necessary to maintain our property,
— clearance and removal of bulk refuse.
In addition to the affected ‘off island’ property the Client also reserves the right to extend the contracts to cover works at ‘on island’ properties situated within the Somerstown, Buckland, Portsea and Landport estates as well across its commercial property portfolio which includes schools, museums, libraries, offices, sheltered housing blocks, care homes and other commercial installations
The Client also reserves the right to extend the scope of the contract to cover the following additional general work types including:
— Planned maintenance projects,
— Gas servicing, repair and installation at housing properties,
— Mechanical servicing, repairs and installation at commercial properties,
— Electrical servicing, repairs and installation at commercial properties.
Estimated value excluding VAT:
Range: between 120 000 000 and 360 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The contract period will be for 6 years with a possible extension for a further 4 years in increments to be agreed subject to satisfactory performance and agreement of both parties.

II.2.3)Information about renewals

This contract is subject to renewal: no

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

Duration in months: 72 (from the award of the contract)

Information about lots

Lot No: 1Lot title: Off Island Contract 1

1)Short description

For operational reasons the Client wishes to appoint two contractors who will be responsible for between 4 000 and 4 500 dwellings each. In awarding the two contracts the two top scoring bidders in accordance with the tender evaluation criteria will be awarded contracts.

2)Common procurement vocabulary (CPV)

50000000, 50700000, 45310000, 45330000, 45332400, 45421151, 45340000, 45410000, 45420000, 45430000, 45440000, 45450000, 45451000,45431000, 45451200, 45453000, 45112700, 45261000, 45261215, 45261900, 45261300, 45262100, 45262500, 45262660, 45262700, 45262800,45262900, 45262330, 50720000, 50750000, 50610000, 45111213

3)Quantity or scope

Estimated value excluding VAT: 60 000 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 2Lot title: Off Island Contract 2

1)Short description

For operational reasons the Client wishes to appoint two contractors who will be responsible for between 4 000 and 4 500 dwellings each. In awarding the two contracts the two top scoring bidders in accordance with the tender evaluation criteria will be awarded contracts.

2)Common procurement vocabulary (CPV)

50000000, 50700000, 45310000, 45330000, 45332400, 45421151, 45340000, 45410000, 45420000, 45430000, 45440000, 45450000, 45451000,45453100, 45451200, 45453000, 45112700, 45261000, 45261215, 45261900, 45261300, 45262100, 45262500, 45262660, 45262700, 45262800,45262900, 45262330, 50720000, 50750000, 50610000, 45111213

3)Quantity or scope

Estimated value excluding VAT: 60 000 000 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:

As defined within the pre-qualification questionnaire which can be obtained via https://in-tendhost.co.uk/portsmouthcc/

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

As defined within the pre-qualification questionnaire which can be obtained via https://in-tendhost.co.uk/portsmouthcc/

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

As defined within the pre-qualification questionnaire which can be obtained via https://in-tendhost.co.uk/portsmouthcc/

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: As defined within the pre-qualification questionnaire which can be obtained via https://in-tendhost.co.uk/portsmouthcc/

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As defined within the pre-qualification questionnaire which can be obtained via https://in-tendhost.co.uk/portsmouthcc/

Minimum level(s) of standards possibly required: As defined within the pre-qualification questionnaire which can be obtained via https://in-tendhost.co.uk/portsmouthcc/

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:

As defined within the pre-qualification questionnaire which can be obtained via https://in-tendhost.co.uk/portsmouthcc/

Minimum level(s) of standards possibly required:

As defined within the pre-qualification questionnaire which can be obtained via https://in-tendhost.co.uk/portsmouthcc/

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: 5

Objective criteria for choosing the limited number of candidates: As defined within the pre-qualification questionnaire which can be obtained viahttps://in-tendhost.co.uk/portsmouthcc/

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:

HPS/029xxpr/R&MOI/15/T

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: 15.6.2015 – 12:00
Payable documents: no

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

15.6.2015 – 12:00

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

13.7.2015

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: April 2021.

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
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:

1.5.2015

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