Building Works Leamington Spa

Building Works Leamington Spa

Responsive Maintenance/Repairs and Void Property Repairs.

UK-Leamington Spa: Repair and maintenance services

2013/S 093-158288

Contract notice

Works

Directive 2004/18/EC

Section I: Contracting authority

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

Jephson Housing Association Group – A Charity
Central Office, Jephson House, Blackdown, Warwickshire
Contact point(s): Procurement Department
For the attention of: Helen Walters
CV32 6RE Leamington Spa
UNITED KINGDOM
Telephone: +44 1384471061
E-mail: tenders@jephson.org.uk

Internet address(es):

General address of the contracting authority: http://www.jephson.org.uk/

Electronic submission of tenders and requests to participate: To respond to this opportunity, where you will be able to access the Pre Qualification Questionnaire, which is the first stage of this process, please click here: https://www.delta-esourcing.com/respond/73ED9AM7Q5
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

Other: Social Housing Provider (Charity)
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:

Responsive Maintenance/Repairs and Void Property Repairs.
II.1.2)Type of contract and location of works, place of delivery or of performance

Works
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)

Repair and maintenance services. Jephson Housing Association Group (JHAG), otherwise referred to as “The client”, is tendering for the provision of its responsive repairs/maintenance and void property works requirement. There are three associations in the Group which together currently manage approximately 16,000 homes of various tenures, throughout England. JHAG are tendering for Midlands (Leamington Spa), the East Region, and Shropshire, Herefordshire and Warwickshire (known as Marches Housing Association Ltd) areas only of the Group. The contract will be let for an initial five years, with an option to extend for up to a further five years, in yearly increments. The approximate contract value across all Lots, per annum is £4,038,000.00
The service will comprise day-to-day responsive maintenance, void property works 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. (NB. Open spaces will be dealt with in the main through seperate ground work contractors, however where there are hard landscaping issues such as repairs to paths, fencing etc the general responsive repairs contarctor may be used).
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 5.1 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 being made by the contractor once the job is notified via interface to the contractor. The contractor must show a commitment to t maintaining and improving the Group’s excellent performance in relation to customer satisfaction, Best Value and other local performance indicators.
The Client 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 Clients Northgate 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 Clients specified options for normal working hours and meeting 2 hour response times on both normal working hour and out of hour emergency callouts.
II.1.6)Common procurement vocabulary (CPV)

50000000

II.1.7)Information about Government Procurement Agreement (GPA)
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 contract areas are divided into Lots as follows: Lot One, Midlands Leamington SPA, covering Cherwell, Coventry, Nuneaton & Bedworth, Solihull, Stratford-on-Avon and Warwick. Lot Two, East Region Part One, covering Milton Keynes, Luton, Melton, Nottingham and Northamptonshire. Lot Three, East Region Part Two, covering Bedford, Central Bedfordshire, Cambridgeshire, Hertfordshire, Norfolk, Suffolk and Ipswich. Lot Four, Marches Housing Association LTD, covering Shropshire, Herefordshire and Worcestershire. There will be a maximum of one Contractor per Contract Area. JHAG reserve the right to award more than one contract area to the same supplier, with the exception of East where there will be two different awards of contract for Part One and Part Two and the same contractor will not be awarded both parts.
Estimated value excluding VAT: 40 380 000 GBP
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 120 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Contract Area A (Midlands Leamington Spa)

1)Short description

Jephson Housing Association Group Limited (JHAG) is seeking a service provider to provide a comprehensive responsive repairs/maintenance service 24 hours per day, 365 days a year and void property works to all of their occupied and unoccupied general needs, sheltered and supported residential properties, garages, communal facilities and commercial properties for which it has landlord responsibility in the Midlands area, covering Cherwell, Coventry, Nuneaton & Bedworth, Solihull, Stratford-on-Avon and Warwick.
2)Common procurement vocabulary (CPV)

50000000

3)Quantity or scope

Midlands area, covering Cherwell, Coventry, Nuneaton & Bedworth, Solihull, Stratford-on-Avon and Warwick. Responsive Repairs estimated spend per annum is £622,000.00. Voids estimated spend per annum is £208,000.00 and the approximate number of out of hours calls per annum is 349. Total number of units 1791.
Estimated value excluding VAT: 8 300 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Contract Area B: East Region PART ONE

1)Short description

Jephson Housing Association Group Limited (JHAG) is seeking a service provider to provide a comprehensive responsive repairs/maintenance service 24 hours per day, 365 days a year and void property works to all of their occupied and unoccupied general needs, sheltered and supported residential properties, garages, communal facilities and commercial properties for which it has landlord responsibility in the East of England, covering Milton Keynes, Luton, Melton, Nottingham, Northamptonshire.
2)Common procurement vocabulary (CPV)

50000000

3)Quantity or scope

East of England, covering Milton Keynes, Luton, Melton, Nottingham, Northamptonshire. Responsive Repairs estimated spend per annum is £750,000.00. Voids estimated spend per annum is £214,000.00 and the approximate number of out of hours calls per annum is 177. Total number of units 1405.
Estimated value excluding VAT: 9 640 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 3 Lot title: Contract Area C: East Region PART TWO

1)Short description

Jephson Housing Association Group Limited (JHAG) is seeking a service provider to provide a comprehensive responsive repairs/maintenance service 24 hours per day, 365 days a year and void property works to all of their occupied and unoccupied general needs, sheltered and supported residential properties, garages, communal facilities and commercial properties for which it has landlord responsibility in the East of England covering Bedford, Central Bedfordshire, Cambridgeshire, Hertfordshire, Norfolk, Suffolk, Ipswich (NB Ipswich may be withdrawn prior to the commencement of the contract due to current transfer of schemes).
2)Common procurement vocabulary (CPV)

50000000

3)Quantity or scope

East of England covering Bedford, Central Bedfordshire, Cambridgeshire, Hertfordshire, Norfolk, Suffolk, Ipswich (NB Ipswich may be withdrawn prior to the commencement of the contract due to current transfer of schemes).estimated spend per annum is £665,000.00. Voids estimated spend per annum is £281,000.00 and the approximate number of out of hours calls per annum is 188. Total number of units 1924.
Estimated value excluding VAT: 9 460 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 4 Lot title: Contract Area D: Shropshire, Herefordshire and Worcestershire

1)Short description

Jephson Housing Association Group Limited (JHAG) is seeking a service provider to provide a comprehensive responsive repairs/maintenance service 24 hours per day, 365 days a year and void property works to all of their occupied and unoccupied general needs, sheltered and supported residential properties, garages, communal facilities and commercial properties for which it has landlord responsibility in Shropshire, Herefordshire and Worcestershire (known as Marches Housing Association Ltd).
2)Common procurement vocabulary (CPV)

50000000

3)Quantity or scope

Shropshire, Herefordshire and Worcestershire (known as Marches Housing Association Ltd). Estimated spend per annum is £923,000.00. Voids estimated spend per annum is £375,000.00 and the approximate number of out of hours calls per annum is 529. Total number of units 3263.
Estimated value excluding VAT: 12 980 000 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 Jephson Housing Association Group Limited 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:
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Details of conditions will be set out in the Tender documents and these may include conditions relating 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: The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.
A full list of the Regulation 23(1) and 23(2) criteria are at http://www.delta-esourcing.com/delta/project/reasonsForExclusion.html#pcr

Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists.
Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.
All organisations responding to this notice will have access to a Pre Qualification Questionnaire, via our e-tendering portal DELTA: https://www.delta-esourcing.com/respond/73ED9AM7Q5

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: These are set out in the Pre Qualification Questionnaire
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
These are set out in the Pre Qualification 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 8
Objective criteria for choosing the limited number of candidates: Evaluation criteria set out in the Pre Qualification Questionnaire.
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 below

1. Quality. Weighting 600

2. Price. Weighting 400

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:

1011-13-PJG
IV.3.2)Previous publication(s) concerning the same contract
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: 1.7.2013 – 09:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

5.7.2013 – 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
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://www.delta-esourcing.com/tenders/UK-UK-Leamington-Spa%2C-Warwickshire:-Repair-and-maintenance-services./73ED9AM7Q5

To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/73ED9AM7Q5

GO Reference: GO-2013513-PRO-4800413

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:13.5.2013