CCTV, Fire Detection and PAT Testing

CCTV, Fire Detection and PAT Testing

Combined Compliance Services Tender. UK-Worcester: fire-detection systems

2012/S 177-291703

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Sanctuary Housing Group
Procurement, Sanctuary House, Chamber Court, Castle Street
For the attention of: Mr Darryl Steventon
WR1 3ZQ Worcester
UNITED KINGDOM
Telephone: +44 1905334868
E-mail: group.procurement@sanctuary-housing.co.uk

Internet address(es):

General address of the contracting authority: www.sanctuary-tenders.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:

Combined Compliance Services Tender.
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: Supply of routine servicing, reporting, planned maintenance and reactive repairs for the following services:
Lot One; close circuit television systems.
Lot Two; fire detection & alarm systems, emergency lighting and fire fighting equipment.
Lot Three; automatic & manned controlled access door systems.
Lot Four; electrical installation condition reporting.
Lot Five; portable appliance testing reporting (PAT).
Furthermore, due to the geographic spread of Sanctuary’s properties, Contracts shall be awarded on a regional basis:
1) Scotland;
2) North of England;
3) Midlands;
4) East of England;
5) London and the South East of England;
6) South West of England.
The supplier will be required to provide a customer focused service and show a commitment to providing an effective service (including after sales support) that provides measurable Value For Money to Sanctuary and our residents.
The contract shall be open to Sanctuary Housing Association (SHA) and also all other associated companies within the Sanctuary Group either now or in the future including Sanctuary Maintenance Contractors Ltd (SMCL).
NUTS code UK

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 30
Duration of the framework agreement

Duration in months: 36
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 5 000 000 and 7 100 000 GBP

II.1.5)Short description of the contract or purchase(s)

Sanctuary is the UK’s leading provider of housing, care, supported living and property management services in the UK. Sanctuary aspires to be a market leader in terms of quality, innovation and performance. Established in 1969, the organisation has grown into a successful provider of housing and associated services and now manages over 79 000 units of accommodation throughout England and Scotland, including general rented, sheltered, supported accommodation, student and key worker accommodation and care homes.
Sanctuary is seeking expressions of interest from organisations for the undertaking of this exciting opportunity for the supply of Servicing and Maintenance provisions to the following areas;
Lot One; close circuit television systems.
Lot Two; fire detection & alarm systems, emergency lighting and fire fighting equipment.
Lot Three; automatic & manned controlled access door systems.
Lot Four; electrical installation condition reporting.
Lot Five; portable appliance testing reporting (PAT).
Service Providers shall have the opportunity to submit Tenders for each individual lot based on the organisations area of expertise.
This tender offers Suppliers the opportunity to shape a flexible, cost-effective and efficient service, whilst offering the opportunity to grow and develop as a key Service Provider to Sanctuary.
Suppliers shall be required to offer a customer focused service, with a commitment to providing both an efficient, innovative and cost effective servicing and maintenance solution that provides demonstrable Value for Money throughout the life of the Contract.
Sanctuary reserves the right to withdraw from the Procurement Process at any time without awarding any contracts. Bidders are to be responsible for the costs and expenses which may be incurred as a result of participating in this Procurement Process.
Interested Suppliers shall be able to demonstrate the relevant knowledge and particular skills required to deliver the service described.
NOTE: The volume of works generated under this framework cannot be guaranteed due to the varying nature of the portfolio of properties managed by Sanctuary.
A key element of this framework is the opportunities for Employment and Training. Sanctuary aims to deliver a range of projects and initiatives that shall assist in improving both skills and quality of life by providing employment and enterprise opportunities, all of which encourage independence and lead to thriving communities. As such, part of the Tender process requires the Supplier to evidence their experience in this area, and to illustrate how that experience can be built upon to offer the opportunities which Sanctuary anticipates shall be created.
II.1.6)Common procurement vocabulary (CPV)

31625100, 31625200, 42961100, 44482000, 45311000, 50711000, 35100000, 35111000

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: 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:

Sanctuary is seeking expressions of interest from organisations for the undertaking of this exciting opportunity for the supply of Servicing and Maintenance provisions to the following areas:
Lot One; close circuit television systems.
Lot Two; fire detection & alarm systems, emergency lighting and fire fighting equipment.
Lot Three; automatic & manned controlled access door systems.
Lot Four; electrical installation condition reporting.
Lot Five; portable appliance testing reporting (PAT).
In the following Regions:
1) Scotland;
2) North of England;
3) Midlands;
4) East of England;
5) London and the South East of England;
6) South West of England.
The services offerred shall cover Sanctuary’s 79 000 properties.
Estimated value excluding VAT:
Range: between 5 000 000 and 7 100 000 GBP
II.2.2)Information about options

Options: no
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Information about lots

Lot No: 1 Lot title: Controlled Door Entry Systems & Automatic Door Opening Systems

1)Short description

The Periodic Inspection, Servicing, Maintenance and Repair of any type of Controlled Door Entry Systems & Automatic Door Opening Systems (including associated doors and screens) located within the schemes and dwellings owned by or managed by Sanctuary including the provision of a 24 hr/7 day per week Reactive Repair Service in respect of reported faults and breakdowns. The Contract will comprise Works to:
— controlled door entry to individual dwellings,
— controlled door entry to groups of flats not exceeding 6 nr,
— controlled door entry to sheltered schemes and the like,
— controlled door entry to blocks of flats,
— disabled facilities,
— communal schemes,
— offices.
2)Common procurement vocabulary (CPV)

42961100, 35100000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Fire Alarm / Detection Systems, Emergency Lighting Systems, Fire Fighting Equipment Servicing & Maintenance

1)Short description

The Periodic Inspection, Servicing, Maintenance and Repair of any type of Fire Alarm / Detection Systems, Emergency Lighting Systems, Fire Fighting Equipment Servicing & Maintenance (including associated doors and screens) located within the schemes and dwellings owned by or managed by Sanctuary including the provision of a 24 hr/7 day per week Reactive Repair Service in respect of reported faults and breakdowns. The Contract will comprise Works to:
— fire alarm / detection systems,
— fire fighting equipment,
— hose reels,
— emergency lighting systems,
— fire blankets,
— sprinkler systems and associated wet systems,
— dry risers,
— central battery installations,
— self – contained units.
2)Common procurement vocabulary (CPV)

31625100, 31625200, 44482000, 35100000, 35111000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 3 Lot title: CCTV Installations

1)Short description

The Periodic Inspection, Servicing, Maintenance and Repair of CCTV Installations located within the estates, schemes and dwellings owned by or managed by Sanctuary including the provision of a 24 hr/7 day per week Reactive Repair Service in respect of reported faults and breakdowns. The Contract will comprise works to:
— estate based installations,
— common parts installations,
— recorders,
— cameras.
2)Common procurement vocabulary (CPV)

35100000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 4 Lot title: Electrical Installation Condition Testing of permanent electrical circuits

1)Short description

The provision of Electrical Installation Condition Testing of permanent electrical circuits within both domestic and commercial properties located within the estates, schemes and dwellings owned by or managed by Sanctuary. The Contract will comprise works to:
— occupied domestic (‘tenanted’) properties,
— sheltered schemes,
— supported living schemes,
— care homes,
— key worker accommodation,
— offices.
2)Common procurement vocabulary (CPV)

31625100, 31625200, 42961100, 44482000, 45311000, 50711000, 35100000, 35111000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 5 Lot title: Portable Appliance Testing (PAT)

1)Short description

The provision of Portable Appliance Testing (PAT) of equipment located within the estates, schemes and dwellings owned by or managed by Sanctuary. The Contract will comprise works to:
— sheltered schemes,
— supported living schemes,
— care homes,
— key worker accommodation,
— offices.
Please be aware that this lot shall commence 1.4.2013.
2)Common procurement vocabulary (CPV)

45311000, 50711000

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

As detailed within the I.T.T.
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: The Service Provider shall need to be able to meet the service levels defined within the ITT in terms of level of quality, response times and specifications.
The Service Provider shall be expected to report on several Key Performance Indicators at regular intervals to assist in the continuous improvement of the service.
Service Providers shall be expected to work within all current and future legislation and regulations that pertain the to the individual lots as required.
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: Any supplier may be disqualified who:
(a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order compulsory winding up the administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by any means which the contract authorities can demonstrate;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal organization, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26.5.1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j) has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10.6.1991 on prevention of the use of the financial system for the purpose of money laundering.
Information and formalities necessary for evaluating if requirements are met:
Please refer to the conditions within the P.Q.Q.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
(b) the presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established;
(c) a statement of the undertaking’s overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information of these turnovers is available.
Information and formalities necessary for evaluating if requirements are met:
Please refer to the conditions detailed within the P.Q.Q.
Minimum level(s) of standards possibly required: Please refer to the conditions within the P.Q.Q.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Please refer to the conditions within the P.Q.Q.
Minimum level(s) of standards possibly required:
Please refer to the conditions within the P.Q.Q.
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

Accelerated restricted
Justification for the choice of accelerated procedure: Current suppliers do not cover the national requirements of Sanctuary’s properties. The process is also needed to run parallel with Sanctuary’s Corporate Programme.
The quality of Sanctuary’s service offering to residents is at risk due to the financial impact which extended timescales will have on the ability to offer VFM to both residents and contractors.
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 6: and maximum number 30
Objective criteria for choosing the limited number of candidates: Sanctuary wishes to appoint a maximum of one Service Provider per Lot, per Region.
A Framework contract is being generated to cover Sanctuary’s properties (Sanctuary bespoke Terms and Conditions shall apply), and the supply of services and maintenance of said properties. The P.Q.Q. shall be assessed against a scoring matrix, under which the highest scoring respondents shall be invited to Tender (I.T.T). Prices and service levels will be fixed.
Sanctuary does not guarantee or imply any level of business as a result of an organisation being awarded an agreement under the framework.
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
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

26.9.2012 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

8.10.2012
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

Suppliers shall be required to evidence experience and the ability to provide the levels of service required within the time targets as presented in the PQQ. Any additional conditions on top of those stated will be detailed in the relevant P.Q.Q. and I.T.T. sections as required.
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:12.9.2012