Day to Day Reactive Building Maintenance Work East Sussex

Day to Day Reactive Building Maintenance Work East Sussex

Day to Day Reactive Building Maintenance Work at ESCC Non-school and school properties West (Area A) and East (Area B).

UK-Lewes: repair and maintenance services

2012/S 112-185837

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

East Sussex County Council
County Hall, St Annes Crescent
For the attention of: Mr Peter Bowley
BN7 1UE Lewes
UNITED KINGDOM
Telephone: +44 1273482171
E-mail: Peter.bowley@eastsussex.gov.uk
Fax: +44 1273481687

Internet address(es):

General address of the contracting authority: http://www.eastsussex.gov.uk

Electronic access to information: https://www.delta-esourcing.com/delta

Electronic submission of tenders and requests to participate: https://www.delta-esourcing.com/delta

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: Delta eSourcing
60 Pacific Quay
G51 1DZ Glasgow
UNITED KINGDOM
Internet address: https://www.delta-esourcing.com/delta

Tenders or requests to participate must be sent to: Delta eSourcing
60 Pacific Quay
G51 1DZ Glasgow
UNITED KINGDOM
Internet address: https://www.delta-esourcing.com/delta

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:

Day to Day Reactive Building Maintenance Work at ESCC Non-school & school properties West (Area A) and East (Area B).
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: East Sussex.
NUTS code UKJ22

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)

The work comprises the day to day maintenance works to the buildings listed in Appendix A together with an amount of the smaller planned maintenance work. These planned works will be carried out either at schedule rates or by quotation as appropriate. The Council retains the right to test single quotations for reasonableness against alternative quotations and may in these instances award that piece of work to an alternative Contractor. In addition the successful Term Contractor will be invited to tender/quote for the larger planned maintenance and any other work on the buildings in Appendix A, always providing that the Term Contractor has the resources and expertise to do that work.
II.1.6)Common procurement vocabulary (CPV)

50000000

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:

The work comprises the day to day maintenance works to the buildings listed in Appendix A together with an amount of the smaller planned maintenance work. These planned works will be carried out either at schedule rates or by quotation as appropriate. The Council retains the right to test single quotations for reasonableness against alternative quotations and may in these instances award that piece of work to an alternative Contractor. In addition the successful Term Contractor will be invited to tender/quote for the larger planned maintenance and any other work on the buildings in Appendix A, always providing that the Term Contractor has the resources and expertise to do that work.
ESCC Non Schools.
The ESCC non school property portfolio includes corporate buildings, care homes, social services buildings.
ESCC Schools.
ESCC has 194 schools. Although the main provision of this contract is ESCC non-school properties ESCC are required to offer schools contractors to undertake maintenance and service works on school premises. This work is arranged, ordered and funded direct by the schools under their delegated maintenance budget.
The services are also offered to academy schools. There is no guarantee of work from academies who do not have to buy back the ESCC services and can procure works elsewhere.
Upon award of this contract, the Contract Administrator will notify schools of the new term contractor details. The contractor’s services will be offered to schools based on the tendered schedule as follows:-.
Reactive repairs – It is intended as ESCC named term contractor details will be given to schools as point of contact for general day-to-day repairs. The contractor is under no obligation to accept or respond to calls and agreement to undertake the work is to be direct between the contractor and school. Where the contractor agrees to undertake work it will be progressed under the agreed contract rates and all arrangements and payment for reactive repairs will be direct between the school and contractor.
Note: OFSTED require schools to be offered choice so they can procure services based on both quality as well as cost. Although the successful contractor will be indicated as the most advantageous based on the tendered cost and quality questions there is no obligation on schools to use a preferred contractor. Other contractors offering similar services can also be offered and used by schools. No guarantee of work can be given.
Corporate Organized Work at Schools.
Emergency call outs – a requirement under OFSTED is that ESCC provide schools with emergency cover for Priority “A” and out-of-hours call outs. Schools will be given the term contractor’s details for this purpose and contractors will be expected to attend in line with the contract priority ratings.
Historical feedback from the previous years indicates that the day to day reactive building maintenance contract did not generate any emergency calls from schools. However the contractor should make provision that the out of hours service provided for non-schools operations will be available should an emergency call be generated from a school premises.
Estimated value excluding VAT:
Range: between 1 600 000,00 and 2 000 000,00 GBP
II.2.2)Information about options

Options: yes
Description of these options: 2 Year Extension
Provisional timetable for recourse to these options:
in months: 36 (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: 60 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: West (Area A)

1)Short description

The work comprises the day to day maintenance works to the buildings listed in Appendix A together with an amount of the smaller planned maintenance work. These planned works will be carried out either at schedule rates or by quotation as appropriate. The Council retains the right to test single quotations for reasonableness against alternative quotations and may in these instances award that piece of work to an alternative Contractor. In addition the successful Term Contractor will be invited to tender/quote for the larger planned maintenance and any other work on the buildings in Appendix A, always providing that the Term Contractor has the resources and expertise to do that work.
2)Common procurement vocabulary (CPV)

50000000

3)Quantity or scope

The work comprises the day to day maintenance works to the buildings listed in Appendix A together with an amount of the smaller planned maintenance work. These planned works will be carried out either at schedule rates or by quotation as appropriate. The Council retains the right to test single quotations for reasonableness against alternative quotations and may in these instances award that piece of work to an alternative Contractor. In addition the successful Term Contractor will be invited to tender/quote for the larger planned maintenance and any other work on the buildings in Appendix A, always providing that the Term Contractor has the resources and expertise to do that work.
ESCC Non Schools.
The ESCC non school property portfolio includes corporate buildings, care homes, social services buildings.
ESCC Schools.
ESCC has 194 schools. Although the main provision of this contract is ESCC non-school properties ESCC are required to offer schools contractors to undertake maintenance and service works on school premises. This work is arranged, ordered and funded direct by the schools under their delegated maintenance budget.
The services are also offered to academy schools. There is no guarantee of work from academies who do not have to buy back the ESCC services and can procure works elsewhere.
Upon award of this contract, the Contract Administrator will notify schools of the new term contractor details. The contractor’s services will be offered to schools based on the tendered schedule as follows:-.
Reactive repairs – It is intended as ESCC named term contractor details will be given to schools as point of contact for general day-to-day repairs. The contractor is under no obligation to accept or respond to calls and agreement to undertake the work is to be direct between the contractor and school. Where the contractor agrees to undertake work it will be progressed under the agreed contract rates and all arrangements and payment for reactive repairs will be direct between the school and contractor.
Note: OFSTED require schools to be offered choice so they can procure services based on both quality as well as cost. Although the successful contractor will be indicated as the most advantageous based on the tendered cost and quality questions there is no obligation on schools to use a preferred contractor. Other contractors offering similar services can also be offered and used by schools. No guarantee of work can be given.
Corporate Organized Work at Schools.
Emergency call outs – a requirement under OFSTED is that ESCC provide schools with emergency cover for Priority “A” and out-of-hours call outs. Schools will be given the term contractor’s details for this purpose and contractors will be expected to attend in line with the contract priority ratings.
Historical feedback from the previous years indicates that the day to day reactive building maintenance contract did not generate any emergency calls from schools. However the contractor should make provision that the out of hours service provided for non-schools operations will be available should an emergency call be generated from a school premises.
Estimated value excluding VAT:
Range: between 800 000,00 and 1 000 000,00 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Suppliers must read through this set of instructions and follow the process to respond to this opportunity.
The information and/or documents for this opportunity are available on https://www.delta-esourcing.com/delta. You must register on this site to respond, if you are already registered you will not need to register again, simply use your existing username and password. Please note there is a password reminder link on the homepage.

Suppliers must log in, go to your Response Manager and add the following Access Code: H4GW688JW5. Please ensure you follow any instruction provided to you here.
The deadline for submitting your response(s) is 12.7.2012 15:00. Please ensure that you allow yourself plenty of time when responding to this invite prior to the closing date and time, especially if you have been asked to upload documents.
If you experience any technical difficulties please contact the Delta eSourcing eSourcing Helpdesk on call +44 8452707050 or email helpdesk@delta-esourcing.com.

Lot No: 2 Lot title: East (Area B)

1)Short description

The work comprises the day to day maintenance works to the buildings listed in Appendix A together with an amount of the smaller planned maintenance work. These planned works will be carried out either at schedule rates or by quotation as appropriate. The Council retains the right to test single quotations for reasonableness against alternative quotations and may in these instances award that piece of work to an alternative Contractor. In addition the successful Term Contractor will be invited to tender/quote for the larger planned maintenance and any other work on the buildings in Appendix A, always providing that the Term Contractor has the resources and expertise to do that work.
2)Common procurement vocabulary (CPV)

50000000

3)Quantity or scope

The work comprises the day to day maintenance works to the buildings listed in Appendix A together with an amount of the smaller planned maintenance work. These planned works will be carried out either at schedule rates or by quotation as appropriate. The Council retains the right to test single quotations for reasonableness against alternative quotations and may in these instances award that piece of work to an alternative Contractor. In addition the successful Term Contractor will be invited to tender/quote for the larger planned maintenance and any other work on the buildings in Appendix A, always providing that the Term Contractor has the resources and expertise to do that work.
ESCC Non Schools.
The ESCC non school property portfolio includes corporate buildings, care homes, social services buildings.
ESCC Schools.
ESCC has 194 schools. Although the main provision of this contract is ESCC non-school properties ESCC are required to offer schools contractors to undertake maintenance and service works on school premises. This work is arranged, ordered and funded direct by the schools under their delegated maintenance budget.
The services are also offered to academy schools. There is no guarantee of work from academies who do not have to buy back the ESCC services and can procure works elsewhere.
Upon award of this contract, the Contract Administrator will notify schools of the new term contractor details. The contractor’s services will be offered to schools based on the tendered schedule as follows:-.
Reactive repairs – It is intended as ESCC named term contractor details will be given to schools as point of contact for general day-to-day repairs. The contractor is under no obligation to accept or respond to calls and agreement to undertake the work is to be direct between the contractor and school. Where the contractor agrees to undertake work it will be progressed under the agreed contract rates and all arrangements and payment for reactive repairs will be direct between the school and contractor.
Note: OFSTED require schools to be offered choice so they can procure services based on both quality as well as cost. Although the successful contractor will be indicated as the most advantageous based on the tendered cost and quality questions there is no obligation on schools to use a preferred contractor. Other contractors offering similar services can also be offered and used by schools. No guarantee of work can be given.
Corporate Organized Work at Schools.
Emergency call outs – a requirement under OFSTED is that ESCC provide schools with emergency cover for Priority “A” and out-of-hours call outs. Schools will be given the term contractor’s details for this purpose and contractors will be expected to attend in line with the contract priority ratings.
Historical feedback from the previous years indicates that the day to day reactive building maintenance contract did not generate any emergency calls from schools. However the contractor should make provision that the out of hours service provided for non-schools operations will be available should an emergency call be generated from a school premises.
Estimated value excluding VAT:
Range: between 800 000,00 and 1 000 000,00 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Suppliers must read through this set of instructions and follow the process to respond to this opportunity.
The information and/or documents for this opportunity are available on https://www.delta-esourcing.com/delta. You must register on this site to respond, if you are already registered you will not need to register again, simply use your existing username and password. Please note there is a password reminder link on the homepage.

Suppliers must log in, go to your Response Manager and add the following Access Code: H4GW688JW5. Please ensure you follow any instruction provided to you here.
The deadline for submitting your response(s) is 12.7.2012 15:00. Please ensure that you allow yourself plenty of time when responding to this invite prior to the closing date and time, especially if you have been asked to upload documents.
If you experience any technical difficulties please contact the Delta eSourcing eSourcing Helpdesk on call +44 8452707050 or email helpdesk@delta-esourcing.com.

Section III: Legal, economic, financial and technical information

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

The council reserves the right to require deposits, guarantees, bonds or other forms of appropriate security.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As set out in the invitation to tender document.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

It is anticipated that the contract may be awarded to a company with seperate legal identity. Joint ventures or consortium or group bids must make clear the status shares and state of all the partners involved in the legal identity with whom it is proposed the Council would contract.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The contractor and its supply chain may be required to actively paticipate in the acheivment of social and/or.
Environmental policy objectives relating to recruitment and training supply chain iniatives. Accordingly, certain of.
The contract performance conditions may relate to social and environmental considerations.
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 25 of the Public Contracts Regulations 2006 and as set out in the pre-qualification (‘PQQ’) available from the South East Business Portal.
III.2.2)Economic and financial ability

Minimum level(s) of standards possibly required: In accordance with Articles 45 to 50 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contracts Regulations 2006 and as set out in the prequalification (‘PQQ’) available from the South East Business Portal.
To download the PQQ follow the internet link in Annex A.
III.2.3)Technical capacity

Minimum level(s) of standards possibly required:
In accordance with Articles 45 to 50 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contracts Regulations 2006 and as set out in the prequalification (‘PQQ’) available from the South East Business Portal.
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: no

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 number of operators: 6
Objective criteria for choosing the limited number of candidates: As set out in the pre qualification questionnaire which is available from the South East Business Portal. To download the PQQ follow the internet link in Annex A.
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:

7651 & 7652
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: 12.7.2012 – 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

12.7.2012 – 15:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

16.8.2012
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 must read through this set of instructions and follow the process to respond to this opportunity.
The information and/or documents for this opportunity are available on https://www.delta-esourcing.com/delta. You must register on this site to respond, if you are already registered you will not need to register again, simply use your existing username and password. Please note there is a password reminder link on the homepage.

Suppliers must log in, go to your Response Manager and add the following Access Code: H4GW688JW5. Please ensure you follow any instruction provided to you here.
The deadline for submitting your response(s) is 12.7.2012 15:00. Please ensure that you allow yourself plenty of time when responding to this invite prior to the closing date and time, especially if you have been asked to upload documents.
If you experience any technical difficulties please contact the Delta eSourcing eSourcing Helpdesk on call +44 8452707050 or email helpdesk@delta-esourcing.com.

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

East Sussex County Council
County Hall, St Annes Crescent
BN7 1UE Lewes
UNITED KINGDOM
E-mail: alison.leitch@eastsussex.gov.uk
Telephone: +44 1273483496

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: In accordance with Regulations 32 (Information about contract award procedures), 32A (Standstill period), and Regulation 47 (Enforcement of Obligations) of the Public Contracts Regulations 2006 (as amended).
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:

11.6.2012