Competitive Dialogue Strategic Maintenance East Thames Group

East Thames Group Limited
29-35 West Ham Lane
For the attention of: Mark Revell
E15 4PH London
UNITED KINGDOM
E-mail: strategicmaintenance@east-thames.co.uk

Internet address(es):

General address of the contracting authority: http://www.east-thames.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)

Body governed by public law

Housing and community amenities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Spitalfields Housing Association Limited
78 Quaker Street
E1 6SW London
UNITED KINGDOM

Westcoast Housing Association Limited
Channelsea Business Centre, Channing Road, Newham
E15 3ND London
UNITED KINGDOM

Tamil Community Housing Association Limited
Unit 2, Fountayne Business Centre, Broad Lane
N15 4AG London
UNITED KINGDOM

Arhag Housing Association Limited
Unit B, Ground Floor, Mary Brancker House, 54-74 Holmes Road, Kentish Town
NW5 3AQ London
UNITED KINGDOM

The Industrial Dwellings Society (1885) Limited
5th Floor, Ockway House, 41 Stamford Hill
N16 5SR London
UNITED KINGDOM

Karin Housing Association Limited
Cavell Street
E1 2JA London
UNITED KINGDOM

Broxbourne Housing Association Limited
Scania House, 17 Amwell Street
EN11 8TS Hoddesdon
UNITED KINGDOM

Estuary Housing Association Limited
Maitland House, 8th & 9th Floors, Warrior Square
SS1 2JY Southend-on-Sea
UNITED KINGDOM

Basildon Borough Council
The Basildon Centre, St Martin’s Square
SS14 1DL Basildon
UNITED KINGDOM

Braintree District Council
Causeway House, Bocking End, Braintree
CM7 9HB Essex
UNITED KINGDOM

Brentwood Borough Council
Town Hall, Ingrave Road, Brentwood
CM15 8AY Essex
UNITED KINGDOM

Castle Point Borough Council
Kiln Road, Thundersley, Benfleet
SS7 1TF Essex
UNITED KINGDOM

Chelmsford Borough Council
Civic Centre, Duke Street, Chelmsford
CM1 1JE Essex
UNITED KINGDOM

Colchester Borough Council
Customer Service Centre, PO Box 884, Town Hall
CO1 1FR Cholchester
UNITED KINGDOM

Epping Forest District Council
Civic Offices, High Street, Epping
CM16 4BZ Essex
UNITED KINGDOM

Essex County Council
County Hall, Market Road, Chelmsford
CM1 1QH Essex
UNITED KINGDOM

Harlow District Council
Civic Centre, The Water Gardens, Harlow
CM20 1WG Essex
UNITED KINGDOM

Maldon District Council
Princes Road, Maldon
CM9 5DL Essex
UNITED KINGDOM

Rochford District Council
Council Offices, South Street, Rochford
SS4 1BW Essex
UNITED KINGDOM

Southend on Sea Borough Council
Ground Floor, Civic Centre, Victoria Avenue, Southend on Sea
SS2 6ER Essex
UNITED KINGDOM

Tendring District Council
Town Hall, Station Road, Clacton on Sea
CO15 1SE Essex
UNITED KINGDOM

Thurrock Council
Civic Offices, New Road, Grays
RM17 6SL Essex
UNITED KINGDOM

Uttlesford District Council
Council Offices, London Road, Saffron Walden
CB11 4ER Essex
UNITED KINGDOM

Broxbourne Borough Council
Bishops’ College, Churchgate, Cheshunt
EN8 9XQ Hertfordshire
UNITED KINGDOM

Dacorum Borough Council
Hemel Hempstead Civic Centre, Marlowes, Hemel Hempstead
HP1 1HH Hertfordshire
UNITED KINGDOM

East Hertfordshire District Council
The Causeway, Bishop’s Stortford
CM23 2EN Hertfordshire
UNITED KINGDOM

St Albans District Council
Civic Centre, St Peters Street, St Albans
AL1 3JE Hertfordshire
UNITED KINGDOM

Stevenage Borough Council
Daneshill House, Danestrete, Stevenage
SG1 1HN Hertfordshire
UNITED KINGDOM

Three Rivers District Council
Three Rivers House, Northway, Rickmansworth
WD3 1RL Hertfordshire
UNITED KINGDOM

Watford Borough Council
Town Hall, Watford
WD17 3EX Hertfordshire
UNITED KINGDOM

Welwyn Hatfield Borough Council
Council Offices, The Campus, Welwyn Garden City
AL8 6AE Hertfordshire
UNITED KINGDOM

Hertfordshire County Council
County Hall, Pegs Lane, Hertford
SG13 8DQ Hertfordshire
UNITED KINGDOM

Hertsmere Borough Council
Civic Offices, Elstree Way, Borehamwood
WD6 1WA Hertfordshire
UNITED KINGDOM

North Hertfordshire District Council
Council Offices, Gernon Road, Letchworth
SG6 3JF Hertfordshire
UNITED KINGDOM

London Borough of Havering Council
Town Hall, Main Road, Romford
RM1 3BB London
UNITED KINGDOM

London Borough of Barking and Dagenham Council
Civic Centre, Rainham Road North, Dagenham
RM10 7BN London
UNITED KINGDOM

City of London
PO Box 270, Guildhall
EC2P 2EJ London
UNITED KINGDOM

London Borough of Redbridge Council
PO Box No. 2, Town Hall, 128-142 High Road, Ilford, Essex
IG1 1DD London
UNITED KINGDOM

London Borough of Waltham Forest
Town Hall, Forest Road
E17 4JF London
UNITED KINGDOM

London Borough of Newham Council
Newham Dockside, 1000 Dockside Road
E16 2QU London
UNITED KINGDOM

London Borough of Hackney Council
Hackney Service Centre, 1 Hillman Street
E8 1DY London
UNITED KINGDOM

London Borough of Tower Hamlets
Town Hall, Mulberry Place, 5 Clove Crescent
E14 2BG London
UNITED KINGDOM

A2Dominion Housing Group
15th Floor Capital House, 25 Chapel Street
NW1 5WX London
UNITED KINGDOM

Affinity Sutton
Level 6, 6 More London Place, Tooley Street
SE1 2DA London
UNITED KINGDOM

AmicusHorizon Group
Grosvenor House, 125 High Street
CR0 9XP Croydon
UNITED KINGDOM

Genesis Group
Capital House, 25 Chapel Street
NW1 5DT London
UNITED KINGDOM

The Hyde Group
30 Park Street
SE1 9EQ London
UNITED KINGDOM

L&Q
Osborn House, Osborn Terrace
SE3 9DR London
UNITED KINGDOM

Metropolitan Housing Trust
Cambridge House, Mayes Road
N22 6UR London
UNITED KINGDOM

Network Housing Trust
Olympic Office Centre, 8 Fulton Road
HA9 0NU Wembley
UNITED KINGDOM

Triathlon Homes LLP
Fleet House, 59/61 Clerkenwell Road
EC1M 5LA London
UNITED KINGDOM

Poplar Harca Limited
167a East India Dock Road, Poplar
E14 0EA London
UNITED KINGDOM

Tower Hamlets Homes Limited
Jack Dash House, 2 Lawn House Close, Marsh Wall
E14 9YQ London
UNITED KINGDOM

MHS Homes (formerly Medway Housing Society)
Broadside, Leviathan Way
ME4 4LL Chatham
UNITED KINGDOM

North London Muslim Housing Association Limited
15B-15C Urban Hive, Theydon Road
E5 9BQ London
UNITED KINGDOM

Bahay Kubo Housing Association Limited
1st Floor, Caxton House Community Centre, 129 St John’s Way
N19 3RQ London
UNITED KINGDOM

Catalyst Housing Group
Ealing Gateway, 26-30 Uxbridge Road
W5 2AU London
UNITED KINGDOM

Circle
1-3 Highbury Station Road
N1 1SE London
UNITED KINGDOM

Family Mosaic
Albion House, 20 Queen Elizabeth Street
SE1 2RJ London
UNITED KINGDOM

Notting Hill Housing
1 Butterwick, Rear of Metro Building, Hammersmith
W6 8DL London
UNITED KINGDOM

Peabody Trust
45 Westminster Bridge Road
SE1 7JB London
UNITED KINGDOM

Southern Housing Group
59/61 Clerkenwell Road
EC1M 5LA London
UNITED KINGDOM

Strategic Maintenance.

Services
Service category No 1: Maintenance and repair services
Main site or location of works, place of delivery or of performance: London.
NUTS code UKI12

The notice involves a public contract

This contract notice is for the procurement of a public contract with a linked framework agreement attached as an additional but secondary component.
East Thames Group Limited is seeking to procure for itself and its subsidiaries (together ‘ETG’) a long-term strategic maintenance supplier to invest in, develop and provide a range of strategic maintenance services through a strategic maintenance agreement (“the Contract”) and to enter into a separate framework agreement for the provision of such strategic maintenance services to any of the contracting authorities listed in Annex A (“Participating Bodies”) (“the Framework Agreement”).
ETG currently envisages that at the end of the procurement process the Contract and any Framework Agreement would be awarded to the successful supplier in its own right. However ETG is interested in exploring with the suppliers that are invited to participate in competitive dialogue what benefits, if any, there would be in establishing a joint venture (probably a joint venture company) with the supplier to whom the Contract is awarded for the principal (although not necessarily the only) purpose of employing the staff. If ETG were to proceed with a joint venture for the principal purpose of employing the staff, it would anticipate that such a joint venture would be established at or before the date on which the services delivered under the Contract were to commence. In addition, ETG is also interested in exploring with the suppliers that are invited to participate in competitive dialogue what benefits, if any, would be realised by ETG procuring as part of this procurement a strategic private sector partner with which to form a joint venture (probably a joint venture company) and to which the Contract and any Framework Agreement would be awarded. It is anticipated that any joint venture would trade. It is further anticipated that the earliest that such a joint venture would be established would be 2018, being five years after the contract start date. In summary, ETG therefore reserves the right as part of the current procurement to procure alongside the delivery of the Contract and any Framework Agreement, a partner with which to form a joint venture either for the principal (although not only) purpose of employing the staff or to both deliver the Contract and the Framework Agreement and to employ the staff or entirely at ETG’s discretion not to pursue either joint venture route further.
The Contract is for a period of 7 years commencing on or around April 2013, with the option exercisable at ETG’s discretion to extend the Contract for a period of up to 4 years initially, and subsequently for a further period of up to 4 years. The total maximum length of the Contract is 15 years.
The principal requirements under the Contract are anticipated to be as follows:
In respect of ETG’s residential properties (approximately 4508 houses and 8763 flats) and non-residential properties (including community facilities, communal areas in residential estates, and approximately 53 commercial units):
— provide a strategic asset management service and associated support (working with ETG) to develop, refine and deliver the property strategy over a number of years to meet ETG’s objectives in relation to the quality of service to customers and the sound management of its operational assets,
— deliver, in an integrated way, the comprehensive set of technical services (planned, statutory compliance, responsive, cyclical and void services) as described in detail below, including the integration and co-ordination of specialist services which would ideally only be sub-contracted at the second tier of the supply chain,
— provide demonstrable efficiency through a long-term focus on procurement efficiency and supply chain stability,
— provide a direct customer contact facility for the management of responsive repairs including telephony, web-based and possibly kiosk systems also including sms systems for keeping customers up-to-date with information in relation to logged issues,
— provide the integrated asset and asset management IT systems to support the strategic and operational maintenance service including real-time reporting and interface with ETG’s systems,
— overall operate as a long-term partner to ETG taking a balanced view of risks and opportunities and working collaboratively to develop options and opportunities and mitigate risks for both partners.
In respect of various commercial properties, including ETG’s head office in West Ham Lane, to provide an additional hard facilities management service including lifecycle assessment and forward maintenance planning for component replacement, mechanical and electrical servicing, plumbing and drainage, lift maintenance, cyclical decoration, maintenance and installation of the infrastructure for enabling technologies, Health and Safety compliance testing including fire safety, electrical safety and water hygiene, business continuity and emergency planning.
The successful supplier will be required to have:
— an appreciation of ETG’s business and service requirements and an appetite to deliver them effectively including a flexibility in working within ETG’s overall customer and corporate approach to its business,
— the management expertise, operational structures and experience in place to take on a disparate group of employees from existing contracts and develop them into a modern workforce working efficiently to a coherent strategy, appropriately supported by technology and infrastructure,
— an awareness of the needs of ETG’s different customer groups and the importance of sharing the outlook and values of the business as a whole,
— an appetite for investment in the service if the scale, scope and length of the contract make this viable and appropriate opportunities present themselves,
— evidence of a breadth and depth of supply chain which could add value in terms of procurement costs,
— a focus on continuous improvement as well as sharing risk in a way which is optimal for both parties and ETG’s customers,
— at an organisational level, the ability to develop trusted working relationships and outcome-focussed governance structures to which both parties are committed at an organisational and personal level,
— an ability to include relevant corporate and social responsibility issues into the management and delivery of services where appropriate and sensible from a business perspective,
— the ability to support etg’s economic and social regeneration objectives, and accordingly to embrace the concept of sustainable development and community benefit, and will be required to work with etg to deliver employment/training opportunities and other community benefits.
It is anticipated that the core requirements in respect of the technical services that may be included in the Contract will comprise the following:-.
Major Repairs/Capital Works:
— planned/capital component renewals – kitchens, bathrooms, windows, roofs, rewires, central heating, lifts,
— major capital works – estate improvements, remodelling, structural repairs,
— aids and adaptations – minor and major.
Reactive Repairs and Maintenance:
— reactive maintenance,
— void maintenance – day to day and voids security,
— handyman service.
Planned Maintenance/Cyclical Servicing:
— grounds maintenance,
— estates cleaning,
— gas servicing and repairs,
— cyclical decorations,
— electrical testing and repairs– landlords annual and individual 5 year periodic testing,
— electrical PAT testing,
— Communal heating/power maintenance inc CHP, Solar PVs and renewables,
— security/access systems – warden call, CCTV, electric gates and door entry,
— TV aerials,
— roof fall arrest safety systems,
— fire detection systems (active and passive) – fire alarms, equipment, fire doors, emergency lighting, dry risers, AOVs,
— lightning conductors,
— water hygiene,
— boosted water systems,
— pest control,
— lifts and hoists and specialist equipment maintenance,
— trees maintenance,
— playground maintenance.
Statutory Compliance:
— the management, delivery and reporting of a comprehensive statutory compliance service in relation electricity, gas and water services including legionella testing which discharges in full ETG’s legal responsibility on these areas,
— compliance with requirements such as decent homes and any subsequent policies or initiatives,
— management of asbestos – identification, testing and removal,
— statutory compliance surveys – fire risk assessments, property stock condition/mot surveys, playground inspections etc.
ETG further reserves the right to include the following services within the scope of the Contract:
— consultant design services ie surveyors, engineers, architects for projects,
— energy efficiency green deal provider,
— managing agent services in relation to existing, newly-developed properties or acquisitions,
— support ICT, telecommunications and similar services to customers and customer properties, WiFi etc,
— sustainable energy services,
— the delivery of minor capital works schemes such as loft conversions, urban infill, property reconfiguration and refurbishment and small new build work, for example community facilities or playgrounds.
This list is not exhaustive and consideration may be given both during the procurement process and the contract term to the inclusion of additional services or options for additional services which will assist in delivering the services and principal outputs listed above.
In addition to the Contract ETG is seeking to procure a Framework Agreement for the benefit of the Participating Bodies and it is anticipated that any such Framework Agreement would commence in or around April 2015 for a period of four years. ETG is acting as a central purchasing body through which the Participating Bodies may wish to procure substantially similar services to those included in the Contract under the separate Framework Agreement but without any obligation on the Participating Bodies to participate. Accordingly it is the intention that the Participating Bodies should be able to rely on this procurement to purchase such services without the need for any further procurement process.
The duration of an individual call-off contract under any Framework Agreement will not necessarily be limited to four years but will be governed by the subject matter of the call-off contract concerned. The form of the call-off contract will be agreed during the current procurement process subject to the right to make specific amendments in respect of an individual call-off.
It is anticipated that the Contract will commence in or around April 2013 and that the services to be delivered under the Contract will be made available starting in or around April 2013. ETG envisages entering into any Framework Agreement in or around April 2015 and the timing of any call-offs under the Framework Agreement will be a matter to be decided between the relevant Participating Body and the supplier.
No guarantee or warranty is given as to the nature or volume, if any, of the services or the number of call-offs, if any, under any Framework Agreement.
ETG reserves the right to award only the Contract and not to award any Framework Agreement or alternatively for the Contract and any Framework Agreement to commence on different dates.
It should also be noted that in the event of re-structuring of ETG this procurement and / or the Contract and any Framework Agreement awarded will pass to the successor bodies of ETG and / or the Participating Bodies as relevant and appropriate.

50000000, 50710000, 50334400, 50413200, 50720000, 50721000, 50750000, 50800000, 50870000, 50531200, 50531100, 45112700, 45211000, 45211310, 45215210, 45261215, 45261220, 45261900, 45262660, 45262690, 45262700, 45262800, 45300000, 45310000, 45311000, 45312000, 45312311, 45312320, 45313100, 45330000, 45331000, 45333000, 45343200, 45400000, 45421100, 45421151, 45430000, 45440000, 45451000, 45452000, 45453000, 45454000, 45454100, 51100000, 51300000, 71000000, 51514100, 71242000, 71251000, 71314300, 71315400, 71421000, 77211500, 77314000, 90650000, 90900000, 90922000, 72253000, 70331000, 70330000, 70332200, 72212430, 72212610, 72000000, 72210000, 72212000, 79993000

The contract is covered by the Government Procurement Agreement (GPA): yes

This contract is divided into lots: no

Variants will be accepted: yes

Estimated value excluding VAT:
Range: between 135 000 000,00 and 325 000 000,00 GBP

Options: yes
Description of these options: It is anticipated that the Contract will be for an initial period of 7 years, with the option exercisable at ETG’s discretion to extend the Contract for a period of up to 4 years initially, and subsequently for a further period of up to 4 years.
Provisional timetable for recourse to these options:
in months: 72 (from the award of the contract)

This contract is subject to renewal: no

Starting 1.4.2013. Completion 31.3.2028

Parent company guarantees, deposits, bonds or other forms of appropriate security may be required for the Contract and any Framework Agreement. Further details will be included in the tender documents.

To be developed in competitive dialogue.

ETG will require the Contract and any Framework Agreement to be with a legal entity. It reserves the right to require groupings of contractors to take a particular legal form or to require a single contractor to take primary liability. Members of any consortium shall be jointly and severally liable. Legal bodies shall be companies, partnerships or unincorporated joint ventures.

The performance of the contract is subject to particular conditions: no

Information and formalities necessary for evaluating if the requirements are met: As set out in the pre-qualification questionnaire.

Information and formalities necessary for evaluating if the requirements are met: As set out in the pre-qualification questionnaire.
Minimum level(s) of standards possibly required: As set out in the pre-qualification questionnaire.

Information and formalities necessary for evaluating if the requirements are met:
As set out in the pre-qualification questionnaire.
Minimum level(s) of standards possibly required:
As set out in the pre-qualification questionnaire.

Execution of the service is reserved to a particular profession: no

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

competitive dialogue

Envisaged number of operators: 5
Objective criteria for choosing the limited number of candidates: As set out in the pre-qualification questionnaire.

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated yes

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

An electronic auction will be used: no

no

Time limit for receipt of requests for documents or for accessing documents: 7.3.2012 – 12:00

9.3.2012 – 12:00

26.3.2012

English.