Appointment of a contractor to provide a Water Hygiene Service

United Kingdom-Holywood: Disinfecting and exterminating services

2013/S 223-388495

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

ACCORD Procurement Group
Fold Housing Association, Fold House, 3 Redburn Square
Contact point(s): GM Design Associates Limited
For the attention of: Derek Logue
BT18 9HZ Holywood
UNITED KINGDOM
Telephone: +44 2870356138
E-mail: ampg-whsc@g-m-design.co.uk
Fax: +44 2870342699

Further information can be obtained from: GM Design Associates Limited
22/24 Lodge Road
Contact point(s): GM Design Associates Limited
For the attention of: Derek Logue
BT52 1NB Coleraine
UNITED KINGDOM
Telephone: +44 2870356138
E-mail: ampg-whsc@g-m-design.co.uk
Fax: +44 2870342699
Internet address: http://www.g-m-design.co.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: GM Design Associates Limited
22/24 Lodge Road
Contact point(s): GM Design Associates Limited
For the attention of: Derek Logue
BT52 1NB Coleraine
UNITED KINGDOM
Telephone: +44 2870356138
E-mail: ampg-whsc@g-m-design.co.uk
Fax: +44 2870342699
Internet address: http://www.g-m-design.co.uk

Tenders or requests to participate must be sent to: GM Design Associates Limited
22/24 Lodge Road
Contact point(s): GM Design Associates Limited
For the attention of: Derek Logue
BT52 1NB Coleraine
UNITED KINGDOM
Telephone: +44 2870356138
E-mail: ampg-whsc@g-m-design.co.uk
Fax: +44 2870342699
Internet address: http://www.g-m-design.co.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:

Appointment of a contractor to provide a Water Hygiene Service.

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
Main site or location of works, place of delivery or of performance: Northern Ireland.
NUTS code UKN0

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)

ACCORD Procurement Group wish to jointly procure an experienced and competent Service and Maintenance Water Hygiene Contractor for the services described below as part of a consortium of Housing Associations including:
Alpha Housing (Northern Ireland) Ltd; 6 Edgewater Road, Belfast, BT3 9JQ
Fold Housing Association; Fold House 3 Redburn Square, Holywood BT18 9HZ
Habinteg Housing Association (Ulster) Ltd; 22 Hibernia Street, Holywood BT18 9JE
Triangle Housing Association; 60 Eastermeade Gardens, Ballymoney BT53 6BD
Economic operators should also note that during the contract period other Department for Social Development Registered Housing Associations in Northern Ireland may join ACCORD by acceding to the contract and require services to be provided to them under the contract awarded as part of this competition. For a list of all Registered Housing Associations that may potentially seek to use this contract economic operators should refer to the Department for Social Development website www.dsdni.gov.uk

ACCORD wish to appoint an experienced and competent Service and Maintenance Water Hygiene Contractor to carry out essential inspection, monitoring / testing / recording and planned preventative maintenance works to their properties in Northern Ireland where shared water facilities currently exist.
The Service will also entail establishing a programme of inspections and risk assessment / management & control reports in accordance with ACOP L8. Reports to include but not exclusively the likelihood of generation of breathable water droplets; susceptibility of the occupants; type, age and condition of the water systems present; extent of compliance of the plumbing installation with the Water Supply (water Fittings) regulations 1999.
Contractor to produce a Planned Preventative Maintenance Schedule (PPM), detailing the ‘Tasks’, the ‘Risks’and the ‘Recommended Inspection Interval’.
Contractor to provide a web based management system that is L8 compliant for the purpose of storing and viewing data gathered on site throughout the duration of the Contract.
The form of the Service Contract will be NEC3 Term Service Short Contract and will be for a maximum of 4 years.

II.1.6)Common procurement vocabulary (CPV)

90921000, 90913000

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 Term Service Short Contract will be for a maximum of 4 years. It is proposed that the contract will include a contractural break at the end of year 3. Progression to the subsequent year will be subject to meeting the performance requirements as detailed within the tender documents. The Service and Maintenance Water Hygiene Contract is to carry out essential inspection, monitoring / testing / recording and planned preventative maintenance works to approximately 250 Nr properties in Northern Ireland where shared water facilities currently exist. It should be noted that this may increase as member associations bring in new properties to their housing stock. The Service required will enable Accord Procuremnet Group members to comply with The Health and Safety Executive publication L8 Approved Code of Practice and Guidance- Legionnaires Disease-The Control of Legionella Bacteria in Water Systems. The total value of the service is anticipated to be in the range of GBP 150 000 to GBP 300 000 per annum, but it is recognised this could change and therefore Accord Procurement Group are not in a position to guarantee the value of the service awarded.
Estimated value excluding VAT:
Range: between 600 000 and 1 200 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: It is proposed that the NEC3 Term Service Short Contract will be for a maximum of 4 years and that the contract will include an option for a contractural break at the end of year 3. Progression to the subsequent year will be subject to meeting the performance requirements as detailed within the tender documents.

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: 48 (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:

Accord procurement group reserve the right to require bonds, deposits, guarantees or other forms of undertaking to secure proper contractural performance.

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

The main terms will be detailed in the amended conditions of the form of contract which will be provided to all economic operators who request tender documents.

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

Subject to the status and involvement of parties, Accord Procurement Group may require parties to commit to joint or several liability in respect of the contract. No special legal form is required, but one member of a consortium may be required to accept responsibility for the other member(s) and a consortium may be required to form a legal entity with appropriate parent company guarantees as a condition of award of contract.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Accord Procurement Group may require Parent Company guarantees and/or Performance Bonds as applicable
to be entered into.

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: Conditions for participation in the competition is set out in detail in the Invitation to Tender documents. Minimum requirement is that an Economic Operator must have membership of The Legionella Control Association or will acquire membership if successful. The
economic operator and/or members of the consortium must meet the requirements set out in Regulation 23 of
the Public Contracts Regulations 2006. The applicable Invitation to Tender documents are available on request
from the email address listed in Annex A.I of this notice. The tender documents must be completed and returned
to the postal address listed in Annex A.I by the deadline listed in point IV 3.4 of this notice.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Evidence must be provided to demonstrate that the Economic Operator and/or members of the consortium have the financial and economic standing required for the contract, under Regulation 24 of the Public Contracts Regulations 2006.
Minimum level(s) of standards possibly required: Comply with the requirements of the appropriate section in the Invitation to Tender documents. The applicable Invitation to Tender documents are available on request from the email address listed in Annex A.I of this notice.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Economic Operators and/or members of the consortium are required to complete the appropriate section in the applicable Invitation to Tender documents, as to their technical capacity in accordance with the provisions of EC Directive 2004/18/EC and in accordance with
Regulation 25 of the Public Contracts Regulations 2006. The applicable Invitation to Tender documents are available on request from the email address listed in Annex A.I of this notice.
Minimum level(s) of standards possibly required:
In particular and without prejudice, to the generality of the foregoing, the economic operator and/or members of the consortium is required to comply with the requirements of the applicable Invitation to Tender documents.

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

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:

AMPG WHSC 2013

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

Prior information notice

Notice number in the OJEU: 2012/S 248-410746 of 27.12.2012

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: 16.12.2013 – 12:00
Payable documents: no

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

23.12.2013 – 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 Invitation to Tender documentation can be obtained by sending an e-mail requesting the documentation to ampg-whsc@g-m-design.co.uk A primary contact name and e-mail address for the economic operator must be included in this request. The cost of submitting your tender documentation and participation in the project will be borne solely by each economic operator participating. Economic Operators should note that Accord Procurement Group reserves the right to cancel this procurement process at any stage without reason or cost reimbursement. Any expenditure, work or effort undertaken prior to the contract award is at the sole risk of the economic operator participating in this procurement process. Accord Procurement Group reserve the right to extend any such date. Economic Operators should also note that during the contract period other Department for Social Development Registered Housing Associations in Northern Ireland may join Accord Procurement Group by acceding to the contract (and thus increase the overall housing stock) and require services to be provided to them under the contracts awarded as part of this competition. For a list of all Registered Housing Associations that may potentially seek to use these contracts, economic operators should refer to the Department for Social Development website www.dsdni.gov.uk

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 2890235111
Fax: +44 2890313508

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 2890235111
Fax: +44 2890313508

VI.5)Date of dispatch of this notice:15.11.2013