Electrical Maintenance Tender Worcestershire
Reactive Maintenance Framework for General and Electrical Work (not Mechanical) 2012-2016. UK-Worcester: repair and maintenance services of building installations
Section I: Contracting authority
Worcestershire County Council
Property Services, County Hall, Spetchley Road
For the attention of: Ninetta Adorisio
WR5 2NP Worcester
Telephone: +44 1905728559
Fax: +44 1905766498
General address of the contracting authority: www.worcestershire.gov.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)
The contracting authority is purchasing on behalf of other contracting authorities: yes
Unknown as noted in II.2.1
Section II: Object of the contract
Service category No 1: Maintenance and repair services
Main site or location of works, place of delivery or of performance: Worcestershire.
NUTS code UKG12
Tenders may be submitted for one or more lots
The framework is being established with the following objectives:
— to improve the speed and quality of response to requests for minor maintenance work,
— simplification of the decision making process for non technical officers (Helpdesk staff and premises managers) when procuring building and electrical minor maintenance work,
— reduction in cost resulting from the elimination of paper transactions in ordering and invoicing for minor maintenance work.
This framework provides for the delivery of building and electrical responsive maintenance. The building service will include non-heating related plumbing repairs The work will normally be required in response to a request placed via the WCC Helpdesk but may also be from an Officer from Property Services or a Premises Manager. The requests will be made by telephone, e-mail or by written order, depending on the urgency. Individual items of work will be of low value but there will be many of them. The successful contractors will be assigned an area and will deal with all requests made to them in that area. The speed of response expected will be dependent on the category designated by the officer requesting the work:
— emergency: immediate response (including out of working hours),
— urgent: same day,
— non urgent: within one week,
— routine within one month.
The framework will be used for most (but not all) such work, in all non school buildings managed by Worcestershire County Council and its partners Worcester City and Redditch Borough Councils. It will also be available to schools and academies to use if they wish. However, this work cannot be relied on as schools are responsible for their own premises budgets and can choose who they use. Academies will place the order for servicing at their site and will also be responsible for paying the invoice. Successful contractors must be prepared to contract on this basis.
1. Worcestershire County Council.
Around 430 buildings varying in size and complexity from County Hall at one end to single roomed office and library buildings at the other.
There are also around 240 schools and 17 academies at the time of writing, but see the caveat above regarding schools and academies having responsibility for their own budgets.
2. Worcester City Council.
Approximately 100 buildings ranging from the grade 1 listed Guildhall and Commandery buildings, large office buildings, car parks (one being a multi storey car park), to facilities associated with allotments.
3. Redditch Borough Council.
Approximately 100 buildings ranging from the Town hall to small single room local community offices. The majority of the buildings were constructed in the 1970’s.
Estimated Annual Value.
The following information is for guidance purposes only. Worcestershire County Council cannot guarantee that the value of work will remain at the levels given below. It may go up or down but current policy is to reduce the number of buildings used to deliver Council services. This is likely to have some effect on annual values of reactive maintenance work. Approximate values for reactive maintenance (excluding schools) in 2010/11 were:
— building and plumbing reactive maintenance 700 000 GBP,
— electrical reactive maintenance 300 000 GBP.
Organisation of the Framework.
The framework will be organised as follows. It will be separated into two categories a Building Reactive Maintenance Service and an Electrical Reactive Maintenance Service:
The competitive element of the tender will be divided into areas and based on the tender figure submitted for each. Areas include West and East of the M5 Motorway.
(i) Building Reactive Maintenance Service West;
(ii) Building Reactive Maintenance Service East;
(iii) Electrical Reactive Maintenance Service West;
(iv) Electrical Reactive Maintenance Service East.
The split is as follows:
(i) West covers Redditch, Bromsgrove, Pershore, Evesham, Broadway;
(ii) East covers Droitwich, Worcester,Malvern, Tenbury Kidderminster and Stourport.
Contractors will be invited to bid for one or more areas but building and electrical services will be awarded to separate contractors to ensure that adequate emergency cover is maintained.
Receiving Instructions and Invoicing.
Worcestershire County Council is moving towards electronic procurement. In the context of this framework it is anticipated that instructions for works orders will be e-mailed to the contractor. In some emergency situations the request will be by telephone and backed up by an e-mail at a later date. If a written instruction is not received the contractor must identify the name of the officer and the date of request and include these details on his invoice schedule. The invoice will be issued monthly. Detail of the work carried out during that month shall be provided in the form of a schedule. An example is included as Appendix A to the Additional Information Note. This shall be e-mailed to the Finance team in Property Services.
Successful contractors shall comply with the following documents when undertaking work under this framework:
— General Preliminaries for Minor Works,
— Trade Preambles – Electrical Engineering Services.
Documents can be viewed on line at http://www.worcestershire.gov.uk/cms/property-services.aspx.
It is important that Contractors are also able to demonstrate the capacity and willingness to communicate electronically and the compatibility of software.
Worcestershire County Council will select contractors for progression to the second stage by reference to their scores from this PQQ. Those with the highest scores will be selected. It is anticipated that a minimum of six contractors from each category will be invited to submit tenders. An example of the scoring matrix is included with the Additional Information Note as Appendix A. The final selection after stage two, that is receipt of tenders, will be based on an amalgamation of the quality scores from the PQQ and the tender price. Two contractors, for each category (Building and Electrical) with the best combined score will be selected, one covering each area (West and East).
Contractors must be aware that they will not be awarded both areas in either category.
Information about lots
Lot No: 1 Lot title: Building Reactive Maintenance Service
Section III: Legal, economic, financial and technical information
Information and formalities necessary for evaluating if the requirements are met: Contractors wishing to be considered for inclusion in the tender process must first complete and return a Request to Participate Questionnaire by the date and time in para IV.3.3. The Questionnaire can only be obtained by registering on the Worcestershire County Council e-Tendering Portal located on the website(www.worcestershire.gov.uk/tendering). The information in the Questionnaire shall form the basis for the selection of service providers to be invited to tender. Interested Contractors should also download the Additional Information Note for further clarification about the framework.
See above III.2.1.
Reference to the relevant law, regulation or administrative provision: BS EN ISO9000, NAMAS, NICEIC/ECA or European equivalent.
Section IV: Procedure
Objective criteria for choosing the limited number of candidates: Worcestershire County Council will select contractors for progression to the second stage by reference to their scores from this PQQ. Those with the highest scores will be selected. It is anticipated that a minimum of six contractors from each category will be invited to submit tenders. An example of the scoring matrix is included with the Additional Information Note as Appendix A. The final selection after stage two – receipt of tenders will be based on an amalgamation of the quality scores from the PQQ and the tender price. One contractor from each area with the best combined score will be selected.
The most economically advantageous tender in terms of the criteria stated below
1. Quality. Weighting 40
2. Price. Weighting 60
Payable documents: no
Section VI: Complementary information
Royal Courts of Justice
Body responsible for mediation procedures
Royal Courts of Justice