Void Property Management Tender Northern Ireland

Void Property Management Tender Northern Ireland

The Housing Executive wishes to procure suitably qualified and competent persons to provide a comprehensive Void Property Management response and call out service, in a single contract across Northern Ireland.

United Kingdom-Belfast: Security services

2015/S 068-122124

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Northern Ireland Housing Executive
6th Floor, Housing Centre, 2 Adelaide Street
Contact point(s): NIHE, Corporate Procurement Department
For the attention of: McClintock Joe
BT2 8PB Belfast
UNITED KINGDOM
Telephone: +44 2890318491
E-mail: procurement@nihe.gov.uk

Internet address(es):

General address of the contracting authority: http://nihe.gov.uk

Address of the buyer profile: https://e-sourcingni.bravosolution.co.uk/web/login.shtml

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:

Void Property Management.

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

Services
Service category No 14: Building-cleaning services and property management services
Main site or location of works, place of delivery or of performance: Northern Ireland.

NUTS code UKN

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

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

Estimated value excluding VAT:
Range: between 1 000 000 and 2 000 000 GBP

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

The Housing Executive wishes to procure suitably qualified and competent persons to provide a comprehensive Void Property Management response and call out service, in a single contract across Northern Ireland. The contract will also require ongoing maintenance of the property while it is secured.
The Housing Executive encounter situations whereby properties left void of tenants are severely vandalised and hence become difficult to let. The Housing Executive reduce vandalism by fitting temporary or permanently fixed screens to openings and undertake other associated work to the properties. In addition and included within the Service, the local Councils occasionally request the Housing Executive’s support to secure unoccupied properties within their council areas.
The Service required by this contract will comprise of the following items of work to void housing stock:
— Temporarily fixed security screens.
— Permanently fixed security screens.
— Maintenance of temporary or permanent screens.
— Removal of both permanent and temporary fixed screens as ordered.
— Installation, maintenance and removal of intruder alarms.
— Draining down various plumbing and heating systems.
— Maintaining garden areas, including weed control.
— Fixing, inspection and removal of lockboxes to void properties.
— The provision of fully licensed security personnel, and guard dogs where required.
The service has previously provided for approximately 1 000-1 600 per year of the Housing Executive’s properties across the entire province. As the Void Property Management contract is a response contract, reacting to secure unplanned void properties, the exact volume of void properties is unknown for this contract.
Further details of the Housing Executive’s requirements are set out in the documentation available from the contact point set out at I.1) above.

II.1.6)Common procurement vocabulary (CPV)

79710000

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:

The exact value and quantity of the work is unknown as this contract exists to provide a response security service to unplanned void properties. The Housing Executive have historically secured between 1 000 and 1 600 properties in each of the last 3 years. However, this volume of voids cannot be guaranteed for this contract as the exact volume will be determined though as yet unknown future requirements.
Estimated value excluding VAT:
Range: between 1 000 000 and 2 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: Contract is for 12 months with an option to extend the contract for a further 12 months or part thereof.
Provisional timetable for recourse to these options:
in months: 12 (from the award of the contract)

II.2.3)Information about renewals

This contract is subject to renewal: yes

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

Duration in months: 12 (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:

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

See contract documentation.

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

The Housing Executive reserves the right to require parties to take a particular legal form upon contract award or to require that one party has primary liability or to require each party to be jointly and severally liable. The Housing Executive reserves the right to require collateral warranties, parent company guarantees and/or performance bonds as applicable are entered into.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: See contract documentation.
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: In accordance with Articles 45 and 46 of Directive 2004/18/EC and Regulation 57 of the Public Contracts Regulations 2015 and as set out in the ITT and other documentation available from the address specified in Section I.1 (https://e-sourcingni.bravosolution.co.uk/web/login.shtml)

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: In accordance with Article 47 of Directive 2004/18/EC and Regulation 58 of the Public Contracts Regulations 2015 and as set out in the ITT and other documentation available from the address specified in Section I.1 (https://e-sourcingni.bravosolution.co.uk/web/login.shtml)

Minimum level(s) of standards possibly required: As set out in the ITT and other documentation available from the address specified in Section I.1 (https://e-sourcingni.bravosolution.co.uk/web/login.shtml)

III.2.3)Technical capacity

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

In accordance with Articles 48 and 50 of Directive 2004/18/EC and Regulation 58 of the Public Contracts Regulations 2015 and as set out in the ITT and other documentation available from the address specified in Section I.1 (https://e-sourcingni.bravosolution.co.uk/web/login.shtml)

Minimum level(s) of standards possibly required:

As set out in the ITT available from the address specified in Section I.1 (https://e-sourcingni.bravosolution.co.uk/web/login.shtml)

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: yes
Reference to the relevant law, regulation or administrative provision: As set out in the Invitation To tender and other tender documents.

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

Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
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:

CT012

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: 12.5.2015 – 12:00
Payable documents: no

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

12.5.2015 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

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

Duration in months: 6 (from the date stated for receipt of 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 costs of responding to this Notice or participation in this procurement will be borne by the Tenderer.
No legal relationship will arise between a Tenderer and the Housing Executive unless and until a Tenderer is awarded a contract which has been formally executed in writing by the Housing Executive and the Tenderer and any applicable conditions precedent to award of the Contract have been fulfilled.
The Transfer of Undertakings Protection of Employment Regulations and/or the Service Provision Change (Protection of Employment) Regulations 2006 may apply to the staff/operatives currently engaged in the delivery of these services. Tenderers are required to seek their own advice, make their own investigations (including by seeking information) and include for this in their tenders.
Tenderers will be required to submit:
(i) A Pricing Document specifying pricing applicable to carry out all of the Service across Northern Ireland during the Service Period.
(ii) A Quality Submission to determine the award of the Contract.
Only ONE Tenderer will be awarded a Term Service Short Contract (TSSC). The award of any TSSC will be at the absolute discretion of the Housing Executive.
The TSSC will be substantially in the form set out in this ITT, although the Housing Executive reserves the right to amend this further (within the confines of the Regulations) to meet the requirements of the Housing Executive. The TSSC will require the successful Tenderer to carry out all of the Service across Northern Ireland during the Service Period.
Only the successful tenderer who is awarded and enters into a Term Service Short Contract with the Housing Executive will be required to provide the Service and even then, there is no guarantee of any particular volume of work. The precise requirements for the Service may vary under the Term Service Short Contract and hence the value of such Term Service Short Contract may also vary.
Tenderers should refer to the tender documents for further information.
VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

The High Court, Royal Courts of Justice
Chichester Street
BT1 3JF Belfast
UNITED KINGDOM
Telephone: +44 3002007812
Fax: +44 2890724799

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Appeals must be lodged in accordance with the ‘Public Contract Regulations 2006 as amended’.

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

The High Court, Royal Courts of Justice
Chichester Street
BT1 3JF Belfast
UNITED KINGDOM
Telephone: +44 3002007812
Fax: +44 2890724799

VI.5)Date of dispatch of this notice:

3.4.2015

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