Responsive Repair Works up to £5,000

Responsive Repair Works up to £5,000

The Employer is seeking to select contractor(s) pre-qualified by WHG to be considered to undertake Responsive Repair Works up to 5 000 GBP or complexity* per occurrence. Works will be awarded based on rates, capacity, and timeliness.

United Kingdom-Newton Abbot: Repair and maintenance services

2015/S 218-397005

Contract notice

Works

Directive 2004/18/EC

Section I: Contracting authority

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

Westward Housing Group
Templar House, Collett Way
For the attention of: Mr Chris Davey
TQ12 4PH Newton Abbot
UNITED KINGDOM
Telephone: +44 3001001011
E-mail: chris.davey@westwardhousing.org.uk

Internet address(es):

General address of the contracting authority: http://www.westwardhousing.org.uk/

Further information can be obtained from: Westward Housing Group
Templar House, Collett Way
For the attention of: Mr Chris Davey
TQ12 4PH Newton Abbot
UNITED KINGDOM
Telephone: +44 3001001011
E-mail: chris.davey@westwardhousing.org.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Westward Housing Group
Templar House, Collett Way
For the attention of: Mr Chris Davey
TQ12 4PH Newton Abbot
UNITED KINGDOM
Telephone: +44 3001001011
E-mail: chris.davey@westwardhousing.org.uk

Tenders or requests to participate must be sent to: Westward Housing Group
Templar House, Collett Way
For the attention of: Mr Chris Davey
TQ12 4PH Newton Abbot
UNITED KINGDOM
Telephone: +44 3001001011
E-mail: chris.davey@westwardhousing.org.uk

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 Repair Works up to £5,000 or complexity* per occurrence (2 x LOTS).

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

Works
Execution

NUTS code UK

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)

The Employer is seeking to select contractor(s) pre-qualified by WHG to be considered to undertake Responsive Repair Works up to 5 000 GBP or complexity* per occurrence. Works will be awarded based on rates, capacity, and timeliness.
2 X Lots
LOT 1 — South — (EX1 to EX17) — (TQ1 to TQ5) — (TQ12 to TQ13) Postcode areas.
LOT 2 — West — (TQ6 to TQ11) — (PL1 to PL35) — (TR1 to TR20) — (TR26 & TR27) Postcode areas.
* Complexity refers to jobs that require specialist services outside the scope of the contractor’s own capabilities.

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

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:

2. Overview of the contract
2.1. The Employer is seeking to select contractor(s) pre-qualified by WHG to be considered to undertake Responsive Repair Works up to £5,000 or complexity* per occurrence. Works will be awarded based on rates, capacity, and timeliness.
2 X Lots
LOT 1 — South — (EX1 to EX17) — (TQ1 to TQ5) — (TQ12 to TQ13) Postcode areas.
LOT 2 — West — (TQ6 to TQ11) — (PL1 to PL35) — (TR1 to TR20) — (TR26 & TR27) Postcode areas.
* Complexity refers to jobs that require specialist services outside the scope of the contractor’s own capabilities.
2.2. The stock portfolio comprises approximately the following:
— South and West areas combined (Lots 1 and 2) Approximately 4 400 Homes.
— South Area to include post codes in (Appendix 1) Approximately 2 600 Homes.
— West Area to include post codes in (Appendix 2) 1 800 Homes.
2.3. The Service is in 2 Lots as follows:
Lot 1: South Area, Comprising:
Responsive repairs Approximately 2 600 Homes.
Lot 2: West Area, Comprising.
Responsive repairs Approximately 1 800 Homes.
Contractors may apply for one or both Lots.
2.4. Where the contract duration exceeds one year, progression from year to year will be subject to a formal annual performance and will be entirely at The Employers discretion.
2.5. The Service in the main will consist of:
Lot 1 — South Area, Comprising: Responsive repairs Approximately 2600 Homes.
— Responsive repairs including out of ours service to provide 24 hour cover.
— Electrical repairs (Excluding PIR tests and remedial work arising from).
— Void works (Excluding Gas safety tests/checks).
— Aids & Adaptions work (Minor adaptions as per Westward policy).
— Reactive Planned work (Works that would normally be of a ‘planned’ size or nature but require completing responsively at short notice outside of any planned maintenance contract).
Lot 2 — West Area, Comprising Responsive repairs Approximately 1 800 Homes.
— Responsive repairs including out of ours service to provide 24 hour cover.
— Electrical repairs (Excluding PIR tests and remedial work arising from).
— Void works (Excluding Gas safety tests/checks).
— Aids & Adaptions work (Minor adaptions as per Westward policy).
— Reactive Planned work (Works that would normally be of a ‘planned’ size or nature but require completing responsively at short notice outside of any planned maintenance contract).
Westward do not guarantee to issue any work and no guarantee can or will be given by Westward with regard to scope, volume, trade requirement, value, duration, category or continuity of work to be undertaken, nor should any bidding contractor seek any implied value of work or scope in any of the information supplied by Westward.
Information and documentation required will be set out in the Invitation to Tender (ITT) which will be available from 11.11.2015 and which must be completed electronically by the deadline for requests to participate.
Estimated value excluding VAT: 6 500 000 GBP

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 2
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 12 (from the award of the contract)

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

Duration in months: 36 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

These will be set out in the invitation to tender (ITT) where applicable.

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

These will be set out in the invitation to tender (ITT) and will be in accordance with the terms and conditions of the main contract and any specific post award agreement. It is envisaged that schedules of rates will be used.

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

Groupings of economic operators may be required to form a single legal entity for the Contracting Authority to contract with.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Description of particular conditions: The Contracting Authority (client) does not guarantee to issue any work and no guarantee can or will be given by the client with regard to the scope, volume, trade requirement, value, duration, category or continuity of work to be undertaken, nor should any interested contractor seek any implied value of work or work scope in any of the information supplied by the client. Progression from year to year will be subject to a formal annual performance review undertaken by the client and will be entirely at the discretion of the client. Persistent, ongoing poor performance will be grounds for determination by the client. The final adjudicator of performance will remain with the client at all times A termination/break clause in favour of the client will be included in the contract which may be exercised by them without the need to justify their action and without any recourse to the client. The introduction of options will remain entirely at the discretion of the client.
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: Information and formalities necessary for evaluating if the requirements are met: Information and documentation required will be set out in the Invitation to Tender (ITT) and Qualification Questionnaire (QQ) which will be available from 11.11.2015 and which must be downloaded and completed electronically by the deadline for requests to participate.
In order to register your interest in this OJEU Notice and to access the ITT documents you will first need to register your company with the Advantage South West Portal (if you are not already registered). This site must then be used for all correspondence relating to the procurement and the submission of completed ITT documents.

In the first instance, please register at https://www.advantageswtenders.co.uk/.Click on ‘Supplier Area’ link in the band running down the left of the web page. Now start registration by clicking on the link in the box entitled ‘Register’ on the right side of the page. Click at the bottom of the page ‘next’ once you are satisfied with the system requirements. Complete your personal details your application will then be processed and if successful you will shortly receive the following: — E-mail containing your user-name, — E-mail containing your initial password.

The first time you login to the supplier portal you will be prompted to change your password and memorable word. Once registered, revisit the supplier area and click on the ‘Responsive Repairs up to £5,000 or complexity* per occurrence’ notice to register your interest.
If the notice is not showing on this front screen, click on the search button and search for ‘Westward Responsive Repairs up to 5 000 GBP or complexity* per occurrence’.

If you need further guidance please also refer to the Supplier Guide ‘Opportunity Searches and Registering an Interest on the Portal’, the link for which is bottom right of the supplier page. If you continue to encounter problems, please call or e-mail Chris Davey on +44 3001001011 extn: 1056 /chris.davey@westwardhousing.org.uk

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Information and formalities necessary for evaluating if the requirements are met: Information and documentation required will be set out in the Invitation to Tender (ITT) and Qualification Questionnaire (QQ) which will be available from 11.11.2015 and which must be downloaded and completed electronically by the deadline for requests to participate.
Minimum level(s) of standards possibly required: Information and formalities necessary for evaluating if the requirements are met: Information and documentation required will be set out in the Invitation to Tender (ITT) and Qualification Questionnaire (QQ) which will be available from 11.11.2015 and which must be downloaded and completed electronically by the deadline for requests to participate.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Information and formalities necessary for evaluating if the requirements are met: Information and documentation required will be set out in the Invitation to Tender (ITT) and Qualification Questionnaire (QQ) which will be available from 11.11.2015 and which must be downloaded and completed electronically by the deadline for requests to participate. Please see the additional information section on how to register and gain access to the ITT / QQ. Minimum level(s) of standards possibly required: Invitation to Tender (ITT) and Qualification Questionnaire (QQ) which will be available from 11.11.2015.
Minimum level(s) of standards possibly required:
Information and formalities necessary for evaluating if the requirements are met: Information and documentation required will be set out in the Invitation to Tender (ITT) and Qualification Questionnaire (QQ) which will be available from 11.11.2015 and which must be downloaded and completed electronically by the deadline for requests to participate. Please see the additional information section on how to register and gain access to the ITT / QQ. Minimum level(s) of standards possibly required: Invitation to Tender (ITT) and Qualification Questionnaire (QQ) which will be available from 11.11.2015.
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: no

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 10
Objective criteria for choosing the limited number of candidates: Tenders will be evaluated using the following 1 Required Information QQ = Pass or fail. Contractors who fail at the Required Information stage will not be evaluated in terms of quality questions or price.
2. Price 40 %
3. Quality 60 % (QQ — Appendix 6 = 50 % — Interview Questions = 10 %).

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated yes
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

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: 14.12.2015 – 12:00
Payable documents: no

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

21.12.2015 – 12:00

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

11.11.2015

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

in days: 90 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Date: 23.11.2015 – 13:00
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
VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Westward Housing Group
Templar House, Collett Way
TQ12 4PH Newton Abbot
UNITED KINGDOM
Telephone: +44 3001001011
Internet address: http://www.westwardhousing.org.uk/

Body responsible for mediation procedures

Westward Housing Group
Templar House, Collett Way
TQ12 4PH Newton Abbot
UNITED KINGDOM
Telephone: +44 3001001011
Internet address: http://www.westwardhousing.org.uk/

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Contracting Authority will notify contractors where they are excluded at preliminary stages of this procurement. The Contracting Authority will incorporate a minimum 10 calendar day standstill period at the point information on the award if the contract is electronically communicated to tenderers. Where this communication is not electronic, the period will be set to meet current regulation requirements. This period allows unsuccessful tenderers to seek further debriefing from the Contracting Authority before the contract is entered into. Applicants have 2 working days from the notification of the award decision to request additional debriefing and that information has to be provided 3 working days before the expiry of the standstill period. Such information should be requested from the address and contact for the Contracting Authority. If an appeal regarding the award of a contract has not been properly resolved the Public Contracts Regulations 2006 (SI 2006 No 5) provide for the aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

6.11.2015

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