Yorkshire Housing Repairs and Maintenance Tender

Yorkshire Housing Repairs and Maintenance Tender

Lot 1; Day to day repairs and voids; Lot 2; Day to day repairs and voids; Lot 3; Fire Risk arising works North; Lot 4; Fire Risk arising works South.

United Kingdom-Leeds: Repair and maintenance services

2015/S 185-335988

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Yorkshire Housing
Dysons Chambers, 12-14 Briggate
Contact point(s): Procurement
For the attention of: Mr S McLuckie
LS1 6ER Leeds
UNITED KINGDOM
Telephone: +44 2476437053
E-mail: procurementadmin.team@orbit.org.uk

Internet address(es):

General address of the contracting authority: www.yorkshirehousing.co.uk

Address of the buyer profile: www.housingprocurement.com

Electronic access to information: www.housingprocurement.com

Electronic submission of tenders and requests to participate: www.housingprocurement.com

Further information can be obtained from: Procontract procurement portal
Electronic portal
Contact point(s): www.housingprocurement.com
CV3
UNITED KINGDOM

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Procontract procurement portal
Electronic portal
Contact point(s): www.housingprocurement.com
CV3
UNITED KINGDOM

Tenders or requests to participate must be sent to: Procontract procurement portal
Electronic portal
Contact point(s): www.housingprocurement.com
CV3
UNITED KINGDOM

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:

Yorkshire Housing Repairs, Maintenance and Associated Works — PP670.

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
NUTS code

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: 3

Duration of the framework agreement

Duration in months: 48

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

Estimated value excluding VAT:
Range: between 12 500 000 and 14 700 000 GBP
Frequency and value of the contracts to be awarded: The framework mechanism is contained within the ITT which outlines the intended contracts to be awarded. The main contract will be through an order to be placed with the top ranked supplier to undertake 100 % of the works for the initial contract period of 2 years. The underlying form of contract which will be signed with the top ranked supplier, for each Lot, will be the JCT Measured Term Contract. The Client will have the option to extend the initial 2 year contract period for an additional 1 year period on two separate occasions to give a maximum contract period of 4 years. The estimated annual spend across all Lots is 3 400 000 GBP per annum, the costs across the maximum contract period of 4 years has therefore been calculated as 13 600 000 GBP. This sum will fluctuate during the life of the contract and so an indicative range is given above.

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

(Please note that Orbit are acting as the procurement consultant facilitating this exercise).
Yorkshire Housing is seeking to appoint preferred suppliers to undertake repair, maintenance and associated works.
Lot 1; Day to day repairs and voids;
Lot 2; Day to day repairs and voids;
Lot 3; Fire Risk arising works North;
Lot 4; Fire Risk arising works South.
In order to support the risk management strategy the tender will be let as 4 separate frameworks with separate suppliers being appointed for each Lot. Each Lot will contain the proviso that, if required, works may temporarily be given to a supplier from another Lot in order to provide a backup supplier for each area. To support the operational delivery the appointed suppliers for Lot 1 and 2 will provided cover for each other and Lots 3 and 4 will similarly support each other. A supplier may bid for all four Lots, but will only be appointed to either Lots 1 or 2 or Lots 3 and 4, a supplier may be appointed to either Lots 1 or 2 and to either Lots 3 or 4.

II.1.6)Common procurement vocabulary (CPV)

50000000, 45260000, 45300000, 45400000, 50700000, 50800000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no

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:

Yorkshire Housing is seeking to appoint preferred suppliers to undertake repair, maintenance and associated works.
— Lot 1; Day to day repairs and voids — Bradford LA, Burnley LA, Calderdale LA, Kirklees LA, Leeds LA;
— Lot 2; Day to day repairs and voids — Sheffield LA, Barnsley LA, Doncaster LA, Rotherham LA, Wakefield LA;
— Lot 3; Fire risk arising works North; Local authority areas of: City of York Council, Craven District Council, East Riding of Yorkshire Council, Hambleton District Council, Harrogate Borough Council, Hull City Council, Richmondshire District Council, Ryedale District Council and Scarborough Borough Council.
— Lot 4; Fire risk arising works South; Local authority areas of: Barnsley Metropolitan Borough Council, Calderdale Metropolitan Borough Council, City of Bradford Metropolitan District Council, Doncaster Metropolitan Borough Council, Kirklees Metropolitan Council, Leeds City Council, Rotherham Metropolitan Borough Council, Selby District Council, Sheffield City Council and Wakefield Council.
In order to support the Clients risk management strategy separate suppliers will be appointed for Lots 1 and 2 and Lots 3 and 4. Suppliers may bid for all 4 Lots but will only be appointed to either Lots 1 and 2 and either Lots 3 and 4.
The estimated annual spend across all Lots is 3 400 000 GBP per annum, the costs across the maximum contract period of 4 years has therefore been calculated as 13 600 000 GBP. This sum will fluctuate during the life of the contract and so an indicative range is given below.
Estimated value excluding VAT:
Range: between 12 500 000 and 14 700 000 GBP

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Information about lots

Lot No: 1 Lot title: Day to day repairs and voids

1)Short description

Day to day repairs and voids — Bradford LA, Burnley LA, Calderdale LA, Kirklees LA, Leeds LA.

2)Common procurement vocabulary (CPV)

50000000, 45260000, 45300000, 45400000, 50700000, 50800000

3)Quantity or scope

Day to day repairs and voids — Bradford LA, Burnley LA, Calderdale LA, Kirklees LA, Leeds LA.
The estimated annual spend across this Lot is 1 500 000 GBP per annum, the costs across the maximum contract period of 4 years has therefore been calculated as 6 000 000 GBP. This sum will fluctuate during the life of the contract and so an indicative range is given below.
Estimated value excluding VAT:
Range: between 5 500 000 and 6 500 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Yorkshire Housing reserves the right not to award any agreement or to award any individual services pursuant to an agreement. Applicants should therefore note provision of a submission to Yorkshire Housing does not guarantee any level/amount of work. Yorkshire Housing will not in any circumstances, reimburse any expense incurred by the applicants in preparing their pre-qualification questionnaire or tender submission.

Lot No: 2 Lot title: Day to day repairs and voids

1)Short description

Day to day repairs and voids — Sheffield LA, Barnsley LA, Doncaster LA, Rotherham LA, Wakefield LA.

2)Common procurement vocabulary (CPV)

50000000, 45260000, 45300000, 45400000, 50700000, 50800000

3)Quantity or scope

Day to day repairs and voids — Sheffield LA, Barnsley LA, Doncaster LA, Rotherham LA, Wakefield LA.
The estimated annual spend across this Lot is 1 500 000 GBP per annum, the costs across the maximum contract period of 4 years has therefore been calculated as 6 000 000 GBP. This sum will fluctuate during the life of the contract and so an indicative range is given below.
Estimated value excluding VAT:
Range: between 5 500 000 and 6 500 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Yorkshire Housing reserves the right not to award any agreement or to award any individual services pursuant to an agreement. Applicants should therefore note provision of a submission to Yorkshire Housing does not guarantee any level/amount of work. Yorkshire Housing will not in any circumstances, reimburse any expense incurred by the applicants in preparing their pre qualification questionnaire or tender submission.

Lot No: 3 Lot title: Fire risk arising works

1)Short description

Fire risk arising works North; Local authority areas of: City of York Council, Craven District Council, East Riding of Yorkshire Council, Hambleton District Council, Harrogate Borough Council, Hull City Council, Richmondshire District Council, Ryedale District Council and Scarborough Borough Council.

2)Common procurement vocabulary (CPV)

50000000, 45260000, 45300000, 45400000, 50700000, 50800000

3)Quantity or scope

Fire risk arising works North; Local authority areas of: City of York Council, Craven District Council, East Riding of Yorkshire Council, Hambleton District Council, Harrogate Borough Council, Hull City Council, Richmondshire District Council, Ryedale District Council and Scarborough Borough Council.
The estimated annual spend across this Lot is 200 000 GBP per annum, the costs across the maximum contract period of 4 years has therefore been calculated as 800 000 GBP. This sum will fluctuate during the life of the contract and so an indicative range is given below.
Estimated value excluding VAT:
Range: between 750 000 and 850 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Yorkshire Housing reserves the right not to award any agreement or to award any individual services pursuant to an agreement. Applicants should therefore note provision of a submission to Yorkshire Housing does not guarantee any level/amount of work. Yorkshire Housing will not in any circumstances, reimburse any expense incurred by the applicants in preparing their pre-qualification questionnaire or tender submission.

Lot No: 4 Lot title: Fire risk arising works

1)Short description

Fire risk arising works South; Local authority areas of: Barnsley Metropolitan Borough Council, Calderdale Metropolitan Borough Council, City of Bradford Metropolitan District Council, Doncaster Metropolitan Borough Council, Kirklees Metropolitan Council, Leeds City Council, Rotherham Metropolitan Borough Council, Selby District Council, Sheffield City Council and Wakefield Council.

2)Common procurement vocabulary (CPV)

50000000, 45260000, 45300000, 45400000, 50700000, 50800000

3)Quantity or scope

Fire risk arising works South; Local authority areas of: Barnsley Metropolitan Borough Council, Calderdale Metropolitan Borough Council, City of Bradford Metropolitan District Council, Doncaster Metropolitan Borough Council, Kirklees Metropolitan Council, Leeds City Council, Rotherham Metropolitan Borough Council, Selby District Council, Sheffield City Council and Wakefield Council.
The estimated annual spend across this Lot is 200 000 GBP per annum, the costs across the maximum contract period of 4 years has therefore been calculated as 800 000 GBP. This sum will fluctuate during the life of the contract and so an indicative range is given below.
Estimated value excluding VAT:
Range: between 750 000 and 850 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Yorkshire Housing reserves the right not to award any agreement or to award any individual services pursuant to an agreement. Applicants should therefore note provision of a submission to Yorkshire Housing does not guarantee any level/amount of work. Yorkshire Housing will not in any circumstances, reimburse any expense incurred by the applicants in preparing their pre-qualification questionnaire or tender submission.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Detailed requirements to be provided in the Pre-Qualification Questionnaire and/or Invitation to Tender documents.

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

Detailed requirements to be provided in the Pre-Qualification Questionnaire and/or Invitation to Tender documents.

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

Detailed requirements to be provided in the Pre-Qualification Questionnaire and/or Invitation to Tender documents.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The tender will be let as a framework agreement per Lot with 3 suppliers on each. The umbrella agreement will be the JCT Framework Agreement and the underlying contract will be The NHF Form of Contract. The operation of the framework will be to directly appoint the top ranked supplier to do all works and then move to rank 2 etc. if operational needs dictate. The framework list will also be used to obtain competitive quotations from.
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: The Pre-Qualification Questionnaire is available atwww.housingprocurement.com This will contain full details of the selection criteria and evaluation methodology.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: The Pre-Qualification Questionnaire is available atwww.housingprocurement.com This will contain full details of the selection criteria and evaluation methodology.

III.2.3)Technical capacity

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

The Pre-Qualification Questionnaire is available at www.housingprocurement.com This will contain full details of the selection criteria and evaluation methodology.

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: The Pre-Qualification Questionnaire available on www.housingprocurement.com will contain full details of the selection criteria and evaluation methodology. Numbers given are estimates only. It is intended that the number shortlisted for each Lot will be between 5 and 10 suppliers or any number beyond this where scores dictate a natural break.

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 no
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:

PP670
IV.3.2)Previous publication(s) concerning the same contract

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

Payable documents: no

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

21.10.2015 – 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

in days: 180 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

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

Yorkshire Housing reserves the right not to award any agreement or to award any individual services pursuant to an agreement. Applicants should therefore note provision of a submission to Yorkshire Housing does not guarantee any level/amount of work. Yorkshire Housing will not in any circumstances, reimburse any expense incurred by the applicants in preparing their pre-qualification questionnaire or tender submission. PQQs will be issued and must be returned via the electronic tendering system (ProContract) at www.housingprocurement.com Suppliers will need to register on the website (at no charge) in order to access information. Guidance on the operation of the system is available on the website without being registered. Any and all additional information will be issued through the website.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: In accordance with the Public Contracts Regulations 2015 available at www.legislation.gov.uk

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

VI.5)Date of dispatch of this notice:

21.9.2015

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