Cornwall Council Maintenance and Compliance Framework

Cornwall Council Maintenance and Compliance Framework

Cornwall Council intends to establish a 4 year framework agreement with a maximum of 2 contractors. Effectively this would be a single contractor for lot 1 and a single contractor for lot 2. However, there is nothing to prevent the same contractor being appointed to both lots.

UK-Truro: repair and maintenance services of building installations

2012/S 118-194998

Contract notice

Works

Directive 2004/18/EC

Section I: Contracting authority

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

Cornwall Council
New County Hall, Treyew Road, Cornwall
For the attention of: David Malen
TR1 3AY Truro
UNITED KINGDOM
E-mail: dmalen@cornwall.gov.uk

Internet address(es):

General address of the contracting authority: http://www.cornwall.gov.uk/default.aspx?page=30419

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

Regional or local authority
I.3)Main activity

General public services
I.4)Contract award on behalf of other contracting authorities

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

Royal Cornwall Hospital Trust
UNITED KINGDOM

Section II: Object of the contract

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

Cornwall Council Maintenance and Compliance Framework.
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
NUTS code UKK3

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 a single operator
Duration of the framework agreement

Duration in years: 4
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 5 000 000 and 40 000 000 GBP

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

Full details of this procurement will be contained within the Pre-Qualification Questionnaire (PQQ) and the Invitation to Tender documents (ITT).
Cornwall Council intends to establish a 4 year framework agreement with a maximum of 2 contractors. Effectively this would be a single contractor for lot 1 and a single contractor for lot 2. However, there is nothing to prevent the same contractor being appointed to both lots. The Framework will be let for an initial term of 2 years and shall have the option to extend for a further year at the end of the second and third years of the frameworks operation (total duration including options would then be 4 years).
The purpose of this framework is to enable the Council, Schools, NHS and other permitted users to issue direct call-off contracts for the provision of engineering services and fabric maintenance works to a myriad of built assets. Engineering services generally covers the mechanical and electrical statutory compliance, testing, planned and reactive maintenance to built assets whereas the fabric maintenance generally involves works to the structure and finishes of the built assets.
The Council is procuring these works in partnership with the Royal Cornwall Hospital Trust (RCHT) and therefore the framework will also be used on the RCHT property portfolio. This will include live hospital buildings.
The successful contractor(s) will therefore need to have the capability, skills and expertise to carry out the services within a medical, commercial and domestic environment.
The types and conditions of the built assets range from nearly new to dilapidated and consist mainly of corporate, school and medical facilities such as offices, hospitals, classrooms, etc. A more detailed list of buildings will be provided within the PQQ and ITT.
II.1.6)Common procurement vocabulary (CPV)

50700000, 45400000

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:

Full details of this procurement will be contained within the PQQ and the ITT.
This framework will be divided into 2 lots. Lot 1 will be for buildings engineering services and lot 2 will be for buildings fabric maintenance. This will be carried out on a range of different built assets ranging from live hospital buildings, occupied offices and live schools through to unoccupied farm buildings all as further detailed within the ITT and PQQ.
Lot 1 will involve the statutory compliance testing, reactive maintenance, testing and small elements of planned maintenance works. The primary focus of this lot will be on testing and statutory compliance such as boiler servicing, legionella testing, hard wire testing, etc. Refer to annex B for further details.
Lot 2 will primarily focus on reactive maintenance and small elements of planned maintenance works. It is anticipated that the planned maintenance works will primarily be for projects between GBP5k and GBP50k, but the frequency of such call-offs is likely to be limited and infrequent. The primary focus of this lot is reactive maintenance to the building fabric such as broken window repairs, re-hanging doors, etc which will be ranging in values from GBP50 upwards. Refer to annex B for further details.
It is envisaged that the JCT Measured Term Contract 2011 will be used as the overarching framework agreement with individual call-off contracts being awarded on the basis of a bespoke schedule of rates combined with the PSA schedule of rates.
The contractor will be required to work with the Council to establish maintenance programmes and work schedules on an annual, quarterly and monthly basis.
It will be a core requirement of this procurement that the contractor(s) have a web based asset management system that the Council can use for the storage and future use of all asset and compliance related records. Contractors will also be required to respond to reactive maintenance requests on a 24hr call out basis.
Estimated value excluding VAT:
Range: between 5 000 000 and 40 000 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: The Framework Agreement may be extended for a further 1 year period at the end of years 2 and 3, subject to the absolute discretion of the Council. This would make the total duration of the Framework Agreement 4 years.
Provisional timetable for recourse to these options:
in months: 24 (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: 48 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Engineering Services Maintenance and Compliance

1)Short description

This lot will be for the procurement of engineering services to be carried out on a myriad of buildings across the property portfolio of the Council, RCHT, Schools and other permitted users. This will be broken down into the following categories of work: mechanical systems, electrical systems, life safety systems, lifting and vertical transportation systems, security and access control systems. The Council is seeking to appoint a single contractor to carry out and manage these works.
It is anticipated that the annual spend on these works will be between GBP1m and GBP7m depending on the annual requirements and ever changing condition of the buildings. There are currently in excess of 500 transactions per month being requested and ordered for works encompassed under this lot.
The scope of works will include all statutory compliance works to ensure the Council, RCHT and any other parties to the Framework are not in breach of their statutory duty to inspect, test and maintain the engineering service elements of the buildings and it will also include a requirement to carry out reactive and planned maintenance to the buildings.
2)Common procurement vocabulary (CPV)

50700000, 50500000, 45310000, 45330000, 45350000, 45343000, 71700000, 71800000, 71900000, 71300000, 71500000

3)Quantity or scope

Refer to the ITT and PQQ documentation.
The Pre-qualification questionnaire (PQQ) can be obtained by emailing propertymaintenanceframework@cornwall.gov.uk with the subject title: Engineering Services PQQ. An automatically generated reply containing the PQQ will be sent to you.

Estimated value excluding VAT:
Range: between 1 000 000 and 28 000 000 GBP

4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Building Fabric Maintenance

1)Short description

This lot will be for the procurement of building fabric maintenance works to be carried out on a myriad of buildings across the property portfolio of the Council, RCHT, Schools and other permitted users. This will involve the contractor in carrying out works such as repairing broken windows, creating new doorways, plaster patching, carpet renewals, safety glass installation, unblocking drains and other elements of work that are required to maintain the buildings structural and functional properties.
It is anticipated that the annual spend on these works will be between GBP1m and GBP3m depending on the annual requirements and ever changing condition of the buildings. There are currently in excess of 300 transactions per month being requested and ordered for works encompassed under this lot.
The scope of works will include reactive maintenance and elements of planned maintenance. It is anticipated that planned maintenance projects would be less than GBP50k in value and would not account for a regular or consistent stream of work. However, it is possible for planned maintenance projects to exceed GBP50k on an infrequent basis.
2)Common procurement vocabulary (CPV)

45400000, 45320000, 45340000, 45210000, 45220000, 45260000, 45100000, 45332300, 45500000, 50870000, 71510000

3)Quantity or scope

Refer to the ITT and PQQ documentation.
The Pre-qualification questionnaire (PQQ) can be obtained by emailing propertymaintenanceframework@cornwall.gov.uk with the subject title: Fabric PQQ. An automatically generated reply containing the PQQ will be sent to you.

Estimated value excluding VAT:
Range: between 1 000 000 and 12 000 000 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:

No deposits will be required but Cornwall Council reserves the right to require guarantees, bonds and/or any other form of appropriate security.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

These conditions will be provided in the Invitation to Tender documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Cornwall Council will accept tenders from individual undertakings or consortia. A consortium bid may be acceptable but Cornwall Council reserves the right to require a single/lead contractor to take primary liability, to require that a special purpose vehicle be formed or to require that each member of a consortium is jointly and severally liable for all the obligations in the contract.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: These conditions will be provided in the Invitation to Tender documents.
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: In accordance with Articles 45 to 50 of Directive 2004/18/EC and Regulations 23 to 35 of the Public Contracts Regulations 2006 (as amended) and as identified in the Pre-Qualification Questionnaire.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: In accordance with Article 47 of Directive 2004/18/EC and Regulation 24 of the Public Contracts Regulations 2006 (as amended) and as identified in the Pre-Qualification Questionnaire.
Minimum level(s) of standards possibly required: Please refer to the Pre-Qualification Questionnaire.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
In accordance with Articles 48 to 50 of Directive 2004/18/EC and Regulation 25 of the Public Contracts Regulations 2006 (as amended) and as identified in the Pre-Qualification Questionnaire.
Minimum level(s) of standards possibly required:
Please refer to 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

Execution of the service is reserved to a particular profession: no
III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes

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 3: and maximum number 10
Objective criteria for choosing the limited number of candidates: Parties will be provided with the criteria to be used for choosing the limited number of candidates. This will be contained in the Pre-Qualification Questionnaire.
The Pre-qualification questionnaire (PQQ) can be obtained by emailing propertymaintenanceframework@cornwall.gov.uk with one of the following subject titles: Engineering Services PQQ or Fabric PQQ, depending on which lot you are applying for. An automatically generated reply containing the PQQ will be sent to you.

The PQQ contains detailed instructions concerning the information bidders must provide. Consideration will only be given to those organisations who complete and return the PQQ by the required submission date which will be detailed in the PQQ.

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 no
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:

2012.32F
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: 18.7.2012 – 15:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

20.7.2012 – 15:00
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 tenders

Date: 20.7.2012 – 15:30
Place:

Pydar House, Truro, Cornwall.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Authorised officers of the Council in accordance with the Councils own contract procedure rules.

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

The contract(s) to be entered into shall be considered as contract(s) made under English law and subject to the exclusive jurisdiction of the English Courts.
Cornwall Council reserves the right not to enter into any agreement or award any contract as a result of this notice and to vary or change or not to proceed with this competition at any stage of the procurement process.
Cornwall Council shall not be responsible for any costs incurred by any organisation responding to this notice.
If any organisation considers that any information supplied by it to Cornwall Council is commercially sensitive or confidential in nature, this should be highlighted and the reasons for (and duration of) its commercial sensitivity or confidentiality specified. Each organisation should be aware that even where it has indicated that information is.
Commercially sensitive or confidential,Cornwall Council may be required to disclose it pursuant to the Freedom of Information Act 2000 in response to a request where such disclosure is considered to be in the public interest. Please note that the receipt by Cornwall Council of any materials marked confidential or equivalent shall not be taken to mean that Cornwall Council accepts any duty of confidence by virtue of that marking.
It is Cornwall Council’s view that the Acquired Rights Directive 77/187/EEC and or the Transfer of Undertakings (Protection of Employment) Regulations 2006 may apply to this contract.
The appointed Contractors may be asked to provide works and services to all departments of Cornwall Council (in such form as they currently exist or may exist in the future) and potentially to other local government bodies across Cornwall, as detailed in this contract notice, the PQQ and the ITT.
Notwithstanding the list of permissible users set out below, members from the following specific classes of organisations within the county of Cornwall may at a later date adopt the terms and conditions of this framework agreement:
Parish, Town & City Councils.
Schools.
Housing Associations / Housing Management Organisations.
Police Authorities.
NHS.
Tertiary Colleges.
Higher Education Establishments.
And such other organisations as detailed in this contract notice, the PQQ and the ITT.
The following organisations within Cornwall Council’s administrative area (or their statutory successors and/or successors in title) are expressly included within the scope of this framework and are permissible users:
Local Authority Schools.
Foundation Schools.
Academy Schools.
Special Schools.
Nursery Schools.
PFI Schools.
Schools with Trust Status.
Short Stay Schools.
Children Centres.
Cormac Solutions Ltd.
Cornwall Council’s Leisure Services.
Job Centre Plus.
Citizens Advice.
Cornwall Council’s Youth Services.
Children Centres.
Adult Education Facilities.
Harbour and Fisheries.
Cornwall (Newquay) Airport.
Cornwall Development Company.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Cornwall Council
New County Hall, Treyew Road, Truro
TR1 3AY Cornwall
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: This Council will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into.
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).
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:20.6.2012