Building Works South East Wales

Building Works South East Wales

Provision of Asset Management Services including responsive repairs, voids, gas servicing and breakdown, fire servicing and installation, grounds maintenance, caretaking, handyperson, cleaning, estate services, aids and adaptations, renewable energy installation and servicing and works to empty properties.

UK-Caerphilly: repair and maintenance services of building installations

2012/S 36-057835

Contract notice

Works

Directive 2004/18/EC

Section I: Contracting authority

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

United Welsh Housing Association
Y Borth, 13 Beddau Way
Contact point(s): Sarah Baxter
For the attention of: Sarah Baxter
CF83 2AX Caerphilly
UNITED KINGDOM
Telephone: +44 1707339800
E-mail: unitedwelsh@echelonconsultancy.co.uk
Fax: +44 1707339801

Internet address(es):

General address of the contracting authority: www.uwha.co.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:

Asset Management Services.
II.1.2)Type of contract and location of works, place of delivery or of performance

Works
Main site or location of works, place of delivery or of performance: South East Wales.
NUTS code UKL2

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)

Provision of Asset Management Services including responsive repairs, voids, gas servicing and breakdown, fire servicing and installation, grounds maintenance, caretaking, handyperson, cleaning, estate services, aids and adaptations, renewable energy installation and servicing and works to empty properties. In addition small capital works projects including new build and refurbishment of existing properties projects may also be delivered through the contract.
Additionally, planned works and external redecorating programmes may be added from 2015.
It is United Welsh’s intent to create a wholly owned subsidiary for the delivery of the contract and this will include provision of a contact centre and client surveying function through the subsidiary.
II.1.6)Common procurement vocabulary (CPV)

50700000, 45421100, 45421151, 45452000, 45451000, 45421130, 45260000, 45262300, 45232430, 45211310, 45262660, 45310000, 45312100, 45330000, 45343000, 45331100, 45331110, 45320000, 31625100, 31625200, 50720000, 50711000, 71600000, 71630000, 90910000, 90710000, 90911200, 90911300, 90911000, 90919200, 77314000, 77310000, 45211000, 45211100, 98341140, 79512000, 09332000, 45262690, 45453100, 79993000, 79993100

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:

2013/14 – 4 046 000 GBP inclusive VAT
2014/15 – 4 046 000 GBP + potential 4 050 000 GBP = 8 096 000 GBP inclusive VAT
2015/16 = 8 096 000 GBP + 3 500 000 GBP capital and ex decs = 11 596 000 GBP inclusive VAT
Total annual value 2013/14 & 14/15 = 8 096 000.
Total annual value 2015/16 – 2028/29 = 11 596 000.
Total value = 2013/14 – 2028/29 = 170 440 000 GBP inclusive VAT.
All rates pa including VAT.
Estimated value excluding VAT: 142 033 333,00 GBP
II.2.2)Information about options

Options: yes
Description of these options: The Contract will be for 8 years with an option to extend for a further 7 years with a 6-month break clause for non-performance. The contract will be built around a price per property model and costs will also be annualised.
Provisional timetable for recourse to these options:
in months: 96 (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: 180 (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:

Details of any deposits, guarantees or bonds required by the contracting authority will be set out in the Contract Documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Details of any financial conditions and payment arrangements required by the contracting authority will be set out in the Contract Documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Consortium bids must state on their face that the bidding members are a consortium. The contracting authority reserves the right to require a lead service provider to undertake primary contractual liability or to require that one or more parties are jointly and severally liable.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Under the contract, the service provider and any supply chain will be required to actively participate in the achievement of social and/or environmental policy objectives relating to recruitment and training and supply chain initiatives. Accordingly, the contract performance conditions may relate in particular to social and/or environmental regeneration conditions.
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: Applicants will be required to complete a pre-qualification questionnaire consistent with Directive 2004/18/EC. The questionnaire is available from the address given in at Section I.1 and must be returned to that address by the date stipulated at Section IV.3.4.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Applicants will be required to complete a pre-qualification questionnaire consistent with Directive 2004/18/EC. The questionnaire is available from the address given in at Section I.1 and must be returned to that address by the date stipulated at Section IV.3.4.
Minimum level(s) of standards possibly required: As detailed in the Pre Qualification Questionnaire.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Applicants will be required to complete a pre-qualification questionnaire consistent with Directive 2004/18/EC. The questionnaire is available from the address given in at Section I.1 and must be returned to that address by the date stipulated at Section IV.3.4.
Minimum level(s) of standards possibly required:
As detailed 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

competitive dialogue
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 3: and maximum number 6
Objective criteria for choosing the limited number of candidates: These will be set out in the Contract Documents. Organisations that express an interest will be issued with a Pre Qualification Questionnaire (PQQ) which will be evaluated using the criteria set-out in the PQQ. Following this evaluation a maximum of 6 bidders will be invited to submit initial detailed solutions for how they will deliver the services set out in the Contract Documents and these initial solutions will be evaluated using the criteria set out in the Contract Documents with a minimum of 3 bidders then being invited to enter the Competitive Dialogue stage following which they will be required to submit Best and Final Offers which will be evlauted using the criteria set out in the Contract Documents.
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 yes
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:

UWHA/336
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: 23.3.2012 – 17:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

26.3.2012 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

30.4.2012
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

United Welsh intends to create a wholly owned subsidiary (likely to be known as Celtic Horizons) for the delivery of the contract. This model will be further developed through the competitive dialogue process but in essence will be based on the following:
— labour to deliver the service is, in the main, employed by a United Welsh-owned subsidiary (WoS),
— United Welsh’s management function also transfers, in part or whole, into WoS,
— service provider would continue to be responsible for delivering programme,
— service provider would manage subsidiary employees through separate contract as set out in the PQQ,
— service provider overhead and profit identified separately within cost model,
— at end of contract, employees would remain with subsidiary,
— cost model will be based around a fixed price per property to deliver the service.
The project will be let on a Partnering basis using the TPC2005 (2008) form of contract. Further details are provided in the PQQ.
United Welsh reserves the right to cancel the procurement and not to proceed with the long term partnering contract at any stage of the procurement process. United Welsh also reserves the right not to award a term partnering contract or to award a term partnering contract for part or parts of the works only. Further, appointment to the term partnering contract is not a guarantee of any fixed amount of work.
United Welsh attends to hold a Contractors Day at their offices at Y Borth on Wednedsay 29th February 2012. Participants will be issued with a Briefing Pack for this event when they request a PQQ.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Royal Courts of Justice
Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

Body responsible for mediation procedures

Royal Courts of Justice
Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: United Welsh will allow a period of at least ten calendar days between the date it gives to candidates of the decision to award the proposed agreement and the date on which it proposes to conclude the agreement. If, by midnight on the second working day of the ten day standstill period, United Welsh receives a request in writing from a candidate as to why it was unsuccessful, United Welsh is required to provide additional information to the candidate.
That information must be provided at least three working days before the expiry of the ten days’ standstill period (though the standstill period may be extended if it is not possible to provide the information in time). Requests for additional information should be sent to the contact in Section I.1. An aggrieved candidate who claims that it has suffered or risked loss or damage as a result of a breach by the contracting authority of its duties under the Public Contract Regulations 2006 may take proceedings in the High Court. Any such proceedings must be brought promptly and in any event within 3 months from the date on which grounds for bringing proceedings first arose (the Court has discretion to extend the period for a good reason).
If an appeal regarding the award of a contract has not been successfully resolved the Public Contracts Regulations 2006 (SI 2006 No 5) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought promptly (generally 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.
VI.4.3)Service from which information about the lodging of appeals may be obtained

Office of Government Commerce
Rosebery Court, St.Andrew’s Business Park
NR7 0HS Norwich
UNITED KINGDOM

VI.5)Date of dispatch of this notice:

17.2.2012