Building Maintenance Tender Penrith

Building Maintenance Tender Penrith

Responsive Maintenance, Void Property Works and Major Works (Planned Maintenance, Improvements and Repairs) Term Maintenance Contract.

UK-Penrith: repair and maintenance services

2012/S 98-163198

Contract notice

Works

Directive 2004/18/EC

Section I: Contracting authority

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

Eden Housing Association Ltd on behalf of itself and as agent for Other Social Landlord’s
Blain House, Bridge Lane
Contact point(s): Assistant Director (Asset Management)
For the attention of: Kevam Guest
CA11 8QU Penrith
UNITED KINGDOM
Telephone: +44 1768861438
E-mail: keva.guest@edenha.org.uk

Internet address(es):

General address of the contracting authority: www.edenha.org.uk

Further information can be obtained from: Rand Associates Consultancy Services Ltd
UK
Bell House, 107 Bell Street
For the attention of: David Miller
RH2 7JB Reigate
UNITED KINGDOM
Telephone: +44 1737249475
E-mail: tenders@rand-associates.co.uk
Fax: +44 1737242012
Internet address: www.rand-associates.co.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Rand Associates Consultancy Services Ltd
UK
Bell House, 107 Bell Street
For the attention of: David Miller
RH2 7JB Reigate
UNITED KINGDOM
Telephone: +44 1737249475
E-mail: tenders@rand-associates.co.uk
Fax: +44 1737242012
Internet address: www.rand-associates.co.uk

Tenders or requests to participate must be sent to: Rand Associates Consultancy Services Ltd
UK
Bell House, 107 Bell Street
For the attention of: David Miller
RH2 7JB Reigate
UNITED KINGDOM
Telephone: +44 1737249475
E-mail: tenders@rand-associates.co.uk
Fax: +44 1737242012
Internet address: www.rand-associates.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: yes

Mitre Housing Association Ltd
Blain House, Bridge Lane
CA11 8QU Penrith
UNITED KINGDOM

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

Responsive Maintenance, Void Property Works and Major Works (Planned Maintenance, Improvements and Repairs) Term Maintenance Contract.
II.1.2)Type of contract and location of works, place of delivery or of performance

Works
Realisation, by whatever means of work, corresponding to the requirements specified by the successful tenderer
Main site or location of works, place of delivery or of performance: Cumbria.
NUTS code UKD1

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 Authority on behalf of itself and as agent for Mitre Housing Association Ltd and other Social landlords) is seeking a Service Provider(s) to provide a comprehensive responsive maintenance service comprising of day-to-day responsive maintenance, void property works, major works (planned maintenance, improvements and repairs, and out of hours emergency callout repairs to occupied and unoccupied general needs, sheltered and supported residential properties, garages, communal facilities, commercial property and areas/open spaces for which it has landlord responsibility.
The Contract will be based on the NHF 2011 Form of Contract 2011 and will be let on an “all-inclusive” basis and is likely to involve work under all building trades. It is anticipated that gas safety checks, servicing, repairs and installations will not be required to be undertaken under the contract generally as a matter of course but nevertheless may be instructed on an occasional basis and so applicants must have the technical ability and capacity to carry out such work if and when instructed. Separate contracts will NOT be awarded for the individual trades (e.g. carpentry, plumbing etc.) encompassed within this Contract.
The Tender will be on the basis of tendered percentage adjustments to the M3NHF Schedule of Rates – Responsive Maintenance and Void Property Works Version 6.1 for all Works.
The Service Provider(s) will be required to provide a customer focused service and show commitment to providing effective services that provide value for money to the Authority and its residents and must be responsive to achieve collaborative working practises, innovation and continuous improvement.
The Service Provider(s) will be required to operate a 100 % repairs by appointment slot system with appointments made at the time repairs are reported.and show a commitment to at least maintaining but also improving the Authority’s excellent performance in relation to customer satisfaction, Best Value and other local performance indicators.
The Authority will require the Service Provider(s) to provide dedicated staff to deal with day-to-day operations of the contract and employ predominantly local and preferably directly employed labour to carry out the work, applicants are advised that TUPE will apply to the Contract.
The Service Provider(s) will also be required to provide, maintain and use modern, up to date ICT technology and business systems for the end to end management and delivery of the contract/service including a suitable and compatible direct IT link in order to interface with the Authority’s Orchard repairs and housing management system, full and effective real time utilisation of personal digital assistants (PDAs) and vehicle tracking systems.
The Invitation to Tender will also require bidders to submit bids based on the Authority’s specified options for normal working hours and meeting 2 hour response times on both normal working hour and out of hour emergency callouts.
Alternative tenders will be sought on the basis of either tendering for a contract to maintain the whole of the housing stock, or for one or other of two geographically based area contracts.
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

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:

The Authority (Eden Housing Association Ltd, and Mitre Housing Association Ltd) has approximately 1 800 properties and associated garages and other related assets,that will be covered by the contract.
Contracts of up to 4 years with an option to extend for an initial 1 year and a further option to extend for a further 1 year may be awarded to a single Service Provider or two area based Service Providers.
The financial value cannot be definitively ascertained nor guaranteed due to the responsive, variable nature of the work. The estimated annual budget is likely to be in the order of 75 000 GBP (exclusive of VAT) for the first year of the contract and thereafter, the budget is provisional and still has to be confirmed.
Estimated value excluding VAT: 4 500 000,00 GBP
II.2.2)Information about options

Options: yes
Description of these options: The Contract(s) will be subject to regular monthly, quarterly and annual performance reviews. After the first 4 years, the Contract(s) will be extendable at the Authority’s sole discretion, for an initial 1 year and with a further option to extend for a further 1 year. In any event year on year continuance of the contract from the commencement will be dependant on satisfactory performance by the Service Provider(s) Extension of the Contract(s0 beyond the initial 4 year term will be entirely discretionary to the Authority. The Contract(s) will also contain a break provision that may be exercised by either party subject to the giving of the period of notice stipulated in the contract(s).
Provisional timetable for recourse to these options:
in months: 48 (from the award of the contract)
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: 72 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: All Stock

1)Short description

The Authority on behalf of itself and as agent for Mitre Housing Association Ltd and other Social landlords) is seeking a Service Provider to provide a comprehensive responsive maintenance service comprising of day-to-day responsive maintenance, void property works, major works (planned maintenance, improvements and repairs, and out of hours emergency callout repairs to all of their occupied and unoccupied general needs, sheltered and supported residential properties, garages, communal facilities, commercial property and areas/open spaces for which it has landlord responsibility in Cumbria.
2)Common procurement vocabulary (CPV)

50000000

3)Quantity or scope

The Authority (Eden Housing Association Ltd, and Mitre Housing Association Ltd) has approximately 1 800 properties and associated garages and other related assets,that will be covered by the contract.
Estimated value excluding VAT: 4 500 000,00 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: North

1)Short description

The Authority on behalf of itself and as agent for Mitre Housing Association Ltd and other Social landlords) is seeking a Service Provider to provide a comprehensive responsive maintenance service comprising of day-to-day responsive maintenance, void property works, major works (planned maintenance, improvements and repairs, and out of hours emergency callout repairs to their occupied and unoccupied general needs, sheltered and supported residential properties, garages, communal facilities, commercial property and areas/open spaces for which it has landlord responsibility in their North Management Area (predominately north of the A66) in Cumbria.
2)Common procurement vocabulary (CPV)

50000000

3)Quantity or scope

The Authority (Eden Housing Association Ltd, and Mitre Housing Association Ltd) has approximately 900 properties and associated garages and other related assets,that will be covered by the contract.
Estimated value excluding VAT: 2 250 000,00 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 3 Lot title: South

1)Short description

The Authority on behalf of itself and as agent for Mitre Housing Association Ltd and other Social landlords) is seeking a Service Provider to provide a comprehensive responsive maintenance service comprising of day-to-day responsive maintenance, void property works, major works (planned maintenance, improvements and repairs, and out of hours emergency callout repairs to their occupied and unoccupied general needs, sheltered and supported residential properties, garages, communal facilities, commercial property and areas/open spaces for which it has landlord responsibility in their South Management Area (predominately south of the A66) in Cumbria.
2)Common procurement vocabulary (CPV)

50000000

3)Quantity or scope

The Authority (Eden Housing Association Ltd, and Mitre Housing Association Ltd) has approximately 900 properties and associated garages and other related assets,that will be covered by the contract.
Estimated value excluding VAT: 2 250 000,00 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

Any deposits, bonds or guarantees required by the Authority will be set out in the Tender Documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

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

Where Economic Operators intennd to form a consortium they may be required to incorporate a company to form a special purpose vehicle. Economic Operators forming a consortium will be expected to have joint and several liability.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Details of any conditions will be set out in the Tender Documents, these may include conditions realting to environmental and social requirements.
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: All Economic Operators that respond to this notice will receive a Pre Qualification Questionnaire to be completed requiring financial and technical capacity data, which can be obtained from the address in Annex A.11.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: The information and formalities set out in Article 47 of Directive 2004/18/EC and Regulation 24 Public Contracts Regulations 2006. These requirements are set out in the questionnaire referred to in 111.2.1 above, which can be obtained from the address in Annex A.11.
The Contracting Authority need not consider any request to participate unless it is accompanied by a complete questionnaire.
Minimum level(s) of standards possibly required: These are set out in the questionnaire.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
The information and formalities set out in Article 48 of Directive 2004/18/EC and Regulation 25 Public Contracts Regulations 2006. These requirements are set out in the questionnaire referred to in 111.2.1 which can be obtained from the address in Annex A.11.
The Contracting Authority need not consider any request to participate unless it is accompanied by a complete questionnaire.
Minimum level(s) of standards possibly required:
These are set out in the questionnaire.
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

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 12
Objective criteria for choosing the limited number of candidates: Criteria set out in the PQQ submissions and in accordance with regulations 23(1), 24 and 25 of the Public Contracts Regulations 2006.
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:
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: 18.6.2012
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

22.6.2012 – 13:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

2.7.2012
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

Economic Operators are advised that TUPE provisions will apply to this procurement.
The Authority reserves the right to withdraw from this procurement procedure at anytime without awarding a contract. Economic Operators shall be responsible for the costs and expenses they incur as a result of participating in this procurement process. The Authority 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 unsuccessful.
This shall equally apply in the event that the procurement process is postponed, cancelled or abandoned by the Authority at any stage and for whatever reason. Economic Operators shall be deemed to have unequivocally accepted this as a condition precedent to participation in this procurement process.
All expressions of interest and requests for the Questionnaire must be made via email to the point of contact indicated in Annex A.
All enquiries relating to the Questionnaire or the pre-qualification process generally shall also be made via email to the point of contact indicated in Annex A but must be received no later than 17:30 (BST) on 18.6.2012 It will not be possible to respond to any enquiries received after that date and time.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

See V1.4.2
UNITED KINGDOM

Body responsible for mediation procedures

See V1.4.2
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Contracting Authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers.
If an appeal regarding the award of a contract has not been successfully resolved, the Public Contracts Regulations 2006 (SI 2006 No 5) (as amended) provide for aggrieved parties who have been harmed or are at risk to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought within 3 months. Where a contract has not been entered into, the Court may order the setting aside of the award decision or order the Contracting authority to amend any document and may award damages. If the Contract has been entered into the Court may only award damages or, where the contract award procedutres have not been followed correctly, declare the contract to be “in effective”.
VI.4.3)Service from which information about the lodging of appeals may be obtained

See V1.4.2
UNITED KINGDOM

VI.5)Date of dispatch of this notice:20.5.2012