Boiler Works Hertfordshire
Gas contract 2012-2015.
UK-Watford: repair and maintenance services of boilers
2012/S 54-088383
Contract notice
Services
Directive 2004/18/EC
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
Watford Community Housing Trust
Gateway House 59 Clarendon Road
For the attention of: Steve Gore
WD17 1LA Watford
UNITED KINGDOM
Telephone: +44 1923209154
E-mail: steve.gore@wcht.org.uk
Internet address(es):
General address of the contracting authority: www.wcht.org.uk
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:
Gas contract 2012-2015.
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: Watford and South West Hertfordshire.
NUTS code UK
Service category No 1: Maintenance and repair services
Main site or location of works, place of delivery or of performance: Watford and South West Hertfordshire.
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)
Watford Community Housing Trust (WCHT) is seeking expressions of interest from suitably interested and qualified heating plant contractors who can undertake the servicing, maintenance and responsive repairs to existing domestic and communal boilers, controls, associated system pipe work and equipment to tender for the provision of these services and the like in all properties owned or managed by WCHT, described in brief below. For the avoidance of doubt, in respect of the communal boilers, work shall be limited to the boiler house and distribution mains as far as the individual dwellings.
WCHT’s properties include (but are not limited to) social dwellings, sheltered schemes, supported and special needs housing, community centres and other properties. The current level of WCHT’s housing stock stands at approximately 4 823 properties of which, approximately 893 are known to currently have no gas installed and these, in the main, are attached to 16 communal boiler houses. The remainder of the Trust’s properties have individual gas central heating systems serviced by their own boilers or are in small blocks of two or four dwellings with a single large domestic boiler.
The majority of the Trust’s properties are located in the Watford Borough Council area, with some stock in neighbouring Three Rivers District Council, both in South West Hertfordshire. All of the stock is within 6 miles of the centre of Watford.
The contract will be for a period of 3 years with an option to extend for a further 2 years, subject to satisfactory performance, on a one year by one year extension basis, to a maximum of 5 years overall.
The contract shall comprise the following, which the successful contractor will be required to provide:
(i) Annual gas appliance servicing and routine safety check inspection and testing for domestic and communal (“commercial”) boilers, to include confirmatory attendances of properties without gas appliances;
(ii) Responsive repairs to gas appliances for all properties 24 hours a day and 365 days per and out of hours attendance on all breakdowns with a 24hr 365 a year emergency call out cover;
(iii) Providing and operating a 24 hours a day and 365 day a year dedicated telephone number for direct contact by the Trust’s residents concerning servicing and breakdown call outs. This is to cover both normal and out of hours calls. Out of hours and emergency calls will result in, as a minimum, “making safe” and, if possible, an immediate fix;
(iv) An annual service of any ‘hard wired’ smoke detectors whilst carrying out the annual gas service and routine safety check inspection and testing for domestic properties.
The contract shall also require contractors to provide a schedule of rates for consequential works. Consequential works shall cover planned preventative maintenance on current Trust owned installations, the supply, installation and upgrading of boilers, radiators and heating systems including the mechanical and/or electrical services required to complete any repair/installation/upgrade. The scope of consequential works, shall for example vary from a “powerflush” or installation of smoke detectors right up to a full new heating system with boiler change.
The award of consequential works shall not be exclusive to the successful contractor, but is subject both to price and delivery timescales at the time of request. However, the successful contractor may be requested by WCHT (on a job-by-job basis) to undertake such further work, by reference to its schedule of rates submitted (although not evaluated) as part of this procurement process.
WCHT shall reserve the absolute right to go out to quotation and award this further work to alternative providers on a job-by-job basis (based on the same specifications and requirements as will be set out in this tender), depending on, amongst other things, ability to meet timescales and best price.
The successful contractor will be required to provide a customer focused service in line with WCHT role and objectives as a Community Gateway. The successful contractor must also demonstrate commitment to providing an effective service that provides value for money to WCHT and its tenants. The evaluation criterion will be that of most economically advantageous tenderer as determined by the award criteria and sub-criteria set out in the invitation to tender.
WCHT reserves the absolute right to withdraw from this procurement procedure at any time and for whatever reason without awarding a contract. Applicants shall be responsible for the costs and expenses they incur as a result of participating in this procurement process. WCHT and or its advisors shall not be liable for and will not pay any costs in respect of the preparation of any pre-qualification or subsequent tender submission of any applicant or bidder whether they are successful or not. This shall equally apply in the event that the procurement process is postponed, cancelled or abandoned by WCHT at any stage and for whatever reason. Applicants shall be deemed to have unequivocally accepted this as a condition to precedent to participate in this procurement process.
WCHT’s properties include (but are not limited to) social dwellings, sheltered schemes, supported and special needs housing, community centres and other properties. The current level of WCHT’s housing stock stands at approximately 4 823 properties of which, approximately 893 are known to currently have no gas installed and these, in the main, are attached to 16 communal boiler houses. The remainder of the Trust’s properties have individual gas central heating systems serviced by their own boilers or are in small blocks of two or four dwellings with a single large domestic boiler.
The majority of the Trust’s properties are located in the Watford Borough Council area, with some stock in neighbouring Three Rivers District Council, both in South West Hertfordshire. All of the stock is within 6 miles of the centre of Watford.
The contract will be for a period of 3 years with an option to extend for a further 2 years, subject to satisfactory performance, on a one year by one year extension basis, to a maximum of 5 years overall.
The contract shall comprise the following, which the successful contractor will be required to provide:
(i) Annual gas appliance servicing and routine safety check inspection and testing for domestic and communal (“commercial”) boilers, to include confirmatory attendances of properties without gas appliances;
(ii) Responsive repairs to gas appliances for all properties 24 hours a day and 365 days per and out of hours attendance on all breakdowns with a 24hr 365 a year emergency call out cover;
(iii) Providing and operating a 24 hours a day and 365 day a year dedicated telephone number for direct contact by the Trust’s residents concerning servicing and breakdown call outs. This is to cover both normal and out of hours calls. Out of hours and emergency calls will result in, as a minimum, “making safe” and, if possible, an immediate fix;
(iv) An annual service of any ‘hard wired’ smoke detectors whilst carrying out the annual gas service and routine safety check inspection and testing for domestic properties.
The contract shall also require contractors to provide a schedule of rates for consequential works. Consequential works shall cover planned preventative maintenance on current Trust owned installations, the supply, installation and upgrading of boilers, radiators and heating systems including the mechanical and/or electrical services required to complete any repair/installation/upgrade. The scope of consequential works, shall for example vary from a “powerflush” or installation of smoke detectors right up to a full new heating system with boiler change.
The award of consequential works shall not be exclusive to the successful contractor, but is subject both to price and delivery timescales at the time of request. However, the successful contractor may be requested by WCHT (on a job-by-job basis) to undertake such further work, by reference to its schedule of rates submitted (although not evaluated) as part of this procurement process.
WCHT shall reserve the absolute right to go out to quotation and award this further work to alternative providers on a job-by-job basis (based on the same specifications and requirements as will be set out in this tender), depending on, amongst other things, ability to meet timescales and best price.
The successful contractor will be required to provide a customer focused service in line with WCHT role and objectives as a Community Gateway. The successful contractor must also demonstrate commitment to providing an effective service that provides value for money to WCHT and its tenants. The evaluation criterion will be that of most economically advantageous tenderer as determined by the award criteria and sub-criteria set out in the invitation to tender.
WCHT reserves the absolute right to withdraw from this procurement procedure at any time and for whatever reason without awarding a contract. Applicants shall be responsible for the costs and expenses they incur as a result of participating in this procurement process. WCHT and or its advisors shall not be liable for and will not pay any costs in respect of the preparation of any pre-qualification or subsequent tender submission of any applicant or bidder whether they are successful or not. This shall equally apply in the event that the procurement process is postponed, cancelled or abandoned by WCHT at any stage and for whatever reason. Applicants shall be deemed to have unequivocally accepted this as a condition to precedent to participate in this procurement process.
II.1.6)Common procurement vocabulary (CPV)
50531100, 50720000, 50531200, 79512000, 38431200
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: 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:
Please see II.1.5 and the pre-qualification questionnaire and descriptive document.
The contract’s estimated value is set out below (the range reflecting the 3 year base term and potential for up to 2 years extension). The anticipated value of the potential consequential work which may be available to the successful contractor is estimated at approximately £250 000 (GBP) (exclusive of VAT) per annum.
The values of the contract and the value of the work cannot and will not be guaranteed.
Estimated value excluding VAT:
Range: between: [2 000 000] and [4 000 000] GBP.
Estimated value excluding VAT:
Range: between 2 000 000,00 and 4 000 000,00 GBP
The contract’s estimated value is set out below (the range reflecting the 3 year base term and potential for up to 2 years extension). The anticipated value of the potential consequential work which may be available to the successful contractor is estimated at approximately £250 000 (GBP) (exclusive of VAT) per annum.
The values of the contract and the value of the work cannot and will not be guaranteed.
Estimated value excluding VAT:
Range: between: [2 000 000] and [4 000 000] GBP.
Estimated value excluding VAT:
Range: between 2 000 000,00 and 4 000 000,00 GBP
II.2.2)Information about options
Options: no
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: 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:
Performance bonds, parent company guarantees, and/or warranties may be required by WCHT. Details will be set out in the tender documents as applicable.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
To be included in the tender/contract documentation.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Not applicable. Please refer to tender/contract documentation.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As detailed in the pre-qualification questionnaire referred to below that will be sent to applicants who respond to this notice.
Description of particular conditions: As detailed in the pre-qualification questionnaire referred to below that will be sent to applicants who respond to this notice.
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 detailed in the pre-qualification questionnaire referred to below that will be sent to applicants who respond to this notice.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: As detailed in the pre-qualification questionnaire referred to below that will be sent to applicants who respond to this notice.
Minimum level(s) of standards possibly required: As detailed in the pre-qualification questionnaire referred to below that will be sent to applicants who respond to this notice.
Minimum level(s) of standards possibly required: As detailed in the pre-qualification questionnaire referred to below that will be sent to applicants who respond to this notice.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
As detailed in the pre-qualification questionnaire referred to below that will be sent to applicants who respond to this notice.
Copies of the PQQ can be requested from the contact point as set out in Annex A. The PQQ must be completed and returned with all required supporting information by the deadline stated in Section IV.3.4 of this notice.
Minimum level(s) of standards possibly required:
The successful provider will be experienced in and be required to incorporate all duties that are related to (but not limited to) the servicing, maintenance and responsive repairs to existing domestic and communal boilers, controls, associated system pipe work, and the provision of a related telephone call centre helpline service for residents, agreed by WCHT required to enable them to properly fulfil the duties placed upon them by any Regulations and the recommendations of the Health and Safety Executive. The successful contract provider’s staff will have to have [enhanced] Criminal Record Bureau checks carried out before going on site.
As detailed in the pre-qualification questionnaire referred to below that will be sent to applicants who respond to this notice.
Copies of the PQQ can be requested from the contact point as set out in Annex A. The PQQ must be completed and returned with all required supporting information by the deadline stated in Section IV.3.4 of this notice.
Minimum level(s) of standards possibly required:
The successful provider will be experienced in and be required to incorporate all duties that are related to (but not limited to) the servicing, maintenance and responsive repairs to existing domestic and communal boilers, controls, associated system pipe work, and the provision of a related telephone call centre helpline service for residents, agreed by WCHT required to enable them to properly fulfil the duties placed upon them by any Regulations and the recommendations of the Health and Safety Executive. The successful contract provider’s staff will have to have [enhanced] Criminal Record Bureau checks carried out before going on site.
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
Accelerated restricted
Justification for the choice of accelerated procedure: Due to health and safety and risk grounds there is an urgent need for the Trust to award the contract. Further explanation and detail is contained within the descriptive document accompanying the PQQ.
Justification for the choice of accelerated procedure: Due to health and safety and risk grounds there is an urgent need for the Trust to award the contract. Further explanation and detail is contained within the descriptive document accompanying the PQQ.
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Envisaged number of operators: 6
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:
“Reference: gas contract 2012-2015”
IV.3.2)Previous publication(s) concerning the same contract
Other previous publications
Notice number in the OJEU: 2011/S 019-030193 of 28.1.2011
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: 26.3.2012 – 12:00
Payable documents: no
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
30.3.2012 – 16:00
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
IV.3.8)Conditions for opening 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 expressions of interest and requests for a PQQ and descriptive document must be made via e-mail to the point of contact indicated in I.1 above.
All enquiries relating to the PQQ specifically or the pre-qualification process generally shall also be made via e-mail to the point of contact indicated in I.1 above. Such enquiries must be received no later than 12:00 hours on 26.3.2012. It will not be possible to respond to any enquires received after that date and time.
All enquiries relating to the PQQ specifically or the pre-qualification process generally shall also be made via e-mail to the point of contact indicated in I.1 above. Such enquiries must be received no later than 12:00 hours on 26.3.2012. It will not be possible to respond to any enquires received after that date and time.
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:15.3.2012