Day to Day Maintenance Framework

Newport: repair and maintenance services

Day to Day Maintenance Framework.

Contract notice

Works

Directive 2004/18/EC

Section I: Contracting authority

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

Isle of Wight Council
Procurement and Contract Management Unit, County Hall, High Street
Contact point(s): Procurement and Contract Management Unit
For the attention of: Hayley Holden
PO30 1UD Newport
UNITED KINGDOM
Telephone: +44 1983821000/6344
E-mail: Hayley.Holden@iow.gov.uk

Internet address(es):

General address of the contracting authority: www.iwight.com

Further information can be obtained from: Isle of Wight Council
County Hall, High Street, Newport, Isle of Wight
For the attention of: Andrew Pye
PO30 1UD Newport
UNITED KINGDOM
Telephone: +44 198381000
E-mail: Andrew.pye@iow.gov.uk
Internet address: www.iwight.com/council/procurement

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Isle of Wight Council
County Hall, High Street, Newport, Isle of Wight
For the attention of: Andrew Pye
PO30 1UD Newport
UNITED KINGDOM
Telephone: +44 1983821000
E-mail: Andrew.pye@iow.gov.uk
Internet address: www.iwight.com/council/procurement

Tenders or requests to participate must be sent to: Isle of Wight Council
County Hall, High Street, Newport, Isle of Wight
For the attention of: Andrew Pye
PO30 1UD Newport
UNITED KINGDOM
Telephone: +44 1983821000
E-mail: Andrew.pye@iow.gov.uk
Internet address: www.iwight.com/council/procurement

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: no

Section II: Object of the contract

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

Framework Agreement for the Provision of Day to Day Buildings Maintenance.

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: Isle of Wight.
NUTS code UKJ34

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

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: 3 700 000,00 GBP

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

The Council is setting up a Framework Agreement of suitably qualified and competent Contractors for the provision of Day to Day Maintenance works.
The Council has a property estate currently comprising operational buildings (including schools) and further miscellaneous non-operational buildings for which it has a mixed selection of premises management responsibilities. This estate comprises principally schools and other education related premises, libraries, offices, fire stations, public toilets, leisure centres, care homes, day centres, and a selection other miscellaneous properties. (Due to the Council’s re-organisation programme the number of buildings will however decrease during the term of the Framework Agreement).

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 Isle of Wight Council (“the Council”) is seeking to ensure it continues to meet its obligations and needs to engage a suitably qualified and competent Contractor(s) to supply all labour and materials to be able to satisfactorily undertake the execution of ALL maintenance and general repair work in ALL trades whether mentioned in the documents (Pre Qualififcation Questionnaire (“PQQ”) and Invitation to Tender (“ITT”)) or not and to the RT time limits as directed, at such buildings owned or controlled by the Council and as the Contract Administrator may direct during the contract period. The potential provider is required to note, however, that by the very nature of the work, i.e. reported repairs, no guarantee can be given with regard to the volume, trade requirements or continuity within any one given area.
It is anticipated that the Framework Agreement shall commence on the 1.6.2012 for a period of four years.
The potential provider’s particular attention is drawn to the fact that emergency work may, at the request of the Contract Administrator, be ordered outside normal working hours and during all statutory holiday periods (including Christmas). Potential provider’s tendering for the Framework Agreement shall examine the basic Schedule of Rates inserted against individual items contained in the Schedule which will be provided to short listed Contractors in the ITT and estimate the percentage omission or addition they require per annum to each trade section and within each work category. The properties will be split into two Lots as detailed below and will generally be occupied.
— lot 1 – Schools / Various Miscellaneous Education Sites / Children’s Centres / Youth Clubs.
— lot 2 – Offices / Industrial Units and Depots / Day Centres and Care Homes / Various Miscellaneous Non-Operational Buildings and Land / Libraries / Tourist Information Centres / Leisure Facilities / Various Related Miscellaneous Amenity Sites /Fire Stations / Public Conveniences / Cemeteries.
The period for completion of works will be indicated on the appropriate written order or given a prefixed category as follows:
“RT1″ – Immediate action – response within two hours and completion or first aid repairs within 24 hours – executed within the normal working day.
“RT2″ – Immediate action – response within two hours and completion or first aid repairs within 24 hours – executed outside the normal working day.
“RT3″ – Completion within 5 working days or other agreed time.
The appointed Contractor(s) must make adequate provision for holding stock of material and plant in the operation areas together with having sufficient labour of all trades, to meet the delivery of a 7 days a week, 24 hours a day Emergency Service and the undertaking of the Works Orders that are to be issued at the discretion of the Contract Administrator. Potential Contractors are also required to note that they must maintain a staffed office at all times during normal working hours and provide adequate cover outside these hours in order to receive telephone instructions from the Contract Administrator.

II.2.2)Information about options

Options: no

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: Day to Day Buildings Maintenance on Schools / Various Miscellaneous Education Sites / Children’s Centres / Youth Clubs which are owned or controlled by the Isle of Wight Council

1)Short description
2)Common procurement vocabulary (CPV)

50000000

3)Quantity or scope

Estimated value excluding VAT: 1 200 000,00 GBP

4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The value listed for this Lot is indicative and covers the full 4 years of the Framework Agreement. There are no guaranteed volumes or frequency of work that will be put through this Framework Agreement. One Contractor will be appointed onto this Lot and work will be allocated by the Contract Administrator as and when the need arises.

Lot No: 2 Lot title: Day to Day Buildings Maintenance on Offices / Industrial Units and Depots / Day Centres and Care Homes / Various Miscellaneous Non-Operational Buildings and Land / Libraries / Tourist Information Centres / Leisure Facilities / Various Related Miscellaneous Amenity Sites /Fire Stations / Public Conveniences / Cemeteries which are owned or controlled by the Isle of Wight Council

1)Short description
2)Common procurement vocabulary (CPV)

50000000

3)Quantity or scope

Estimated value excluding VAT: 2 500 000,00 GBP

4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The value listed for this Lot is indicative and cover the full 4 years of the Framework Agreement. There are no guaranteed volumes or frequency of work that will be put through this Framework Agreement. One Contractor will be appointed onto this Lot and work will be allocated by the Contract Administrator as and when the need arises.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

A performance bond and/or a parent company guarantee may be required. Further information will be provided within the tender document.

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

Payment shall be made in accordance with the payment provisions in the contract.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

The Council reserves the right to require bidders to take legal form, or to require one party to take primary liability or to require that each party takes joint and several liability. Further information will be provided within the tender document.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The form of contract will be the JCT 2011 Measured Term Contract, amended and supplemented as per the Invitation to Tender document.

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: Bidders will be required tocomplete a pre qualification questionnaire (PQQ) which the Council will use to evaluate and short list potential providers. The Council will assess their economic and financial standing, technical capacity and ability to ensure they meet the Council’s minimum requirements.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As per the PQQ, including submission of 3 years audited accounts, compliance with the Council’s insurance requirements, confirmation that none of the exclusionary conditions in the Public Contracts Regulations 2006 applies to the potential provider and confirmation of any pending or threatened legal proceedings against the potential provider.
Minimum level(s) of standards possibly required: To meet the financial minimum thresholds the potential provider must comply with the following:
— that if you have less than 3 years accounts information can be provided for either question 3.2 or 3.3 of thePQQ,
— that your average current ratio* over the past 3 years exceeds 0.50,
— that if the organisation is a subsidiary of a group information for 3.1, 3.2 and 3.3 of the PQQ is provided for both the subsidiary and the ultimate parent company,
— where a consortium or association is proposed the information in 3.1, 3.2 and 3.3 of the PQQ is requested for each member company,
— where the potential provider is dependant financially on a parent company confirmation is required that a parent guarantee is available if requested,
— confirm that a bankers reference is available on request.
This assessment will be a risk based assessment using the information provided and will be scored on a pass/fail basis.
*The current ratio will look at current assets and current liabilities from a company’s balance sheet and measures the availability of cash to pay debt potential providers will also be asked to confirm that none of thefollowing applies:
(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 analogoussituation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order for compulsory winding up or administration by the Court or of an arrangement with creditors or of any similar proceedings under nationallaws and regulations;
(c) has been convicted by a judgement 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 contracting authorities candemonstrate;
(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 ContractingAuthority,
(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 organisation, 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 andArticle 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.
Potential providers will also be required to comply with the Council’s insurance requirements:
— 10 000 000 GBP employers liability,
— 10 000 000 GBP public liability.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As per the PQQ document.
Minimum level(s) of standards possibly required:
The minimum competency threshold is 70 %. Any potential provider who passes all of the pass/fail questions and achieves a score of 70 % or above will be short listed and invited to tender.

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

Objective criteria for choosing the limited number of candidates: The minimum competency threshold is 70 %. Any potential provider who passes all of the pass/fail questions and achieves a score of 70 % or above will be short listed and invited to tender.

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:

PROP/1109/T01

IV.3.2)Previous publication(s) concerning the same contract

no

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate

23.1.2012 – 14:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

13.2.2012

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: yes
Estimated timing for further notices to be published: 4 years

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 Freedom of Information Act (FOI) 2000 which came into force on 1.1.2005 applies to the Council.
If any tenderer considers that any information supplied by them is either commercially sensitive or confidential in nature, this should be highlighted and the reasons for its sensitivity specified. A schedule is provided within the PQQ and ITT where potential providers can record and submit this information to the Council. In such cases the relevant material will, in response to FOI requests, be examined in light of exemptions provided for in this act.
If you do not get a response within 24 hours of initially requesting the documentation, it is the tenderers responsibility to re contact the Isle of Wight Council to obtain the documents.
The contract shall be made in English and according to English Law and subject to the jurisdiction of the English Courts.
Any values listed in this contract notice are indicative and indicate the total Framework Agreement value over the two lots and over the 4 year period.
Potential Providers are required to note that by the very nature of the work, i.e. reported repairs, no guarantee can be given with regard to the volume, trade requirements or continuity within any one given area.
Potential providers will have the opportunity bid for one or both lots. The Isle of Wight Council reserves the right to award both lots, either of the lots or no lots and reserves the right to award both lots to one provider or each lot to separate providers depending on which is the most economically advantageous option.
The date listed in section IV.3.4 is for the receipt of completed PQQ’s. PQQ’s received after the deadline (14:00hrs on 23.1.2012) will not be accepted.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Body responsible for mediation procedures

The High Court
Royal Courts of Justice, The Strand
WC2A 2LL London
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The award of the framework agreement will incorporate a minimum 10 calendar day standstill period at the point information on the award of the Framework Agreement is communicated to all tenderers. Unsuccessful tenderers will be provided as standard with a full debrief in writing before the Framework Agreement is entered into.
Proceedings are to be regarded as started only when the Claim Form is served in compliance with Regulation 47F (1) of the Public Contract Regulations 2006 (as amended).
Regulation 47D (2) of the Public Contracts Regulations 2006 (as amended) require proceedings to be commenced within 3 months. Regulation 47E (2)(a) of the Public Contracts Regulations 2006 (as amended) require any proceedings in relation to ineffectiveness to be commenced within 30 days. These time limits are beginning with the date when the claimants became aware that they could make a claim or ought to have been so aware.

VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:2.12.2011