Emergency Lighting Installations Term Contract

Emergency Lighting Installations Term Contract

Periodic Inspection, Servicing, Maintenance and Repair of Fire Alarm and Emergency Lighting Installations Term Contract.

United Kingdom-Chippenham: Repair and maintenance services of building installations

2014/S 192-339309

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

GreenSquare Group Ltd
Methuen Park, Wiltshire
Contact point(s): Surveyor
For the attention of: Sandra Clark
SN14 0GU Chippenham
UNITED KINGDOM
Telephone: +44 1865782500
E-mail: sandra.clark@greensquaregroup.com

Internet address(es):

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

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: Rand Associates Consultancy Services Ltd
Bell House, 107 Bell Street
Contact point(s): Procurement Administrator
For the attention of: Jeremy Lake
RH2 7JB Reigate, Surrey
UNITED KINGDOM
Telephone: +44 1737249475
E-mail: etenders@rand-associates.co.uk
Fax: +44 1737242012
Internet address: www.rand-associates.co.uk

Tenders or requests to participate must be sent to: Rand Associates Consultancy Services Ltd
Bell House, 107 Bell Street
Contact point(s): Procurement Administrator
For the attention of: Jeremy Lake
RH2 7JB Reigate, Surrey
UNITED KINGDOM
Telephone: +44 1737249475
E-mail: etenders@rand-associates.co.uk
Fax: +44 1737242012
Internet address: www.rand-associates.co.uk

I.2)Type of the contracting authority

Body governed by public law

I.3)Main activity

Housing and community amenities

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

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

Westlea Housing Association
Methuen Park, Wiltshire
SN14 0GU Chippenham
UNITED KINGDOM

Oxford Citizens Housing Association
244 Barns Road, Cowley
OX4 3RW Oxford
UNITED KINGDOM

Oxbode Housing Association
9 Pullman Court, Great Western Road, Gloucestershire
GL1 3ND Gloucester
UNITED KINGDOM

Section II: Object of the contract

II.1)Description

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

Periodic Inspection, Servicing, Maintenance and Repair of Fire Alarm and Emergency Lighting Installations Term Contract.

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: Wiltshire, Oxfordshire and Gloucestershire in the United Kingdom.
NUTS code UKK1,UKJ14

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 scope of service/works will encompass the undertaking of periodic inspections; routine servicing, maintenance, testing and certification; 24/7 responsive call-outs and repairs to breakdowns during and outside of normal working hours; provision/installation of replacement components of fire alarm and emergency lighting installations to common parts of social housing blocks, schemes, commercial properties and offices, managed by the GreenSquare Group Ltd (‘GSG’). There may be provision to extend the scope to also incorporate smoke vents and fire fighting equipment/systems at some future date.
The service/works will be required throughout GSG’s three administrative areas of Wiltshire, Oxfordshire and Gloucestershire. One service provider will be appointed to undertake the service/works across all three areas but each area will have its own separate contract.

II.1.6)Common procurement vocabulary (CPV)

50700000, 45311000, 45312100, 45332000, 45332200, 45343200, 45343210, 45343220, 50711000, 50712000

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: no

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 scope of service/works will encompass the undertaking of periodic inspections; routine servicing, maintenance, testing and certification; 24/7 responsive call-outs and repairs to breakdowns during and outside of normal working hours; provision/installation of replacement components of fire alarm and emergency lighting installations to common parts of social housing blocks, schemes, commercial properties and offices, managed by GSG. There may be provision to extend the scope to also incorporate smoke vents and fire fighting equipment/systems at some future date.
The service/works will be required throughout GSG’s three administrative areas of Wiltshire, Oxfordshire and Gloucestershire. One service provider will be appointed to undertake the service/works across all three areas but each area will have its own separate contract.
Key characteristics of the contract are likely to be, but are not limited to:
— an initial term of 5 years, with an option for GSG to extend year by year for up to a further 5 years, subject to annual performance reviews;
— IT software / system integration and full interfacing including CRM, asset management systems, real time working, data collection and reporting is desirable;
— provisions requiring delivery of a customer focused service and showing commitment to providing value for money to GSG and its residents, leaseholders and all other customers and must be responsive to achieve collaborative working practices, innovation and continuous improvement;
— provisions for regular monthly, quarterly and annual performance meetings reviews; early termination and also meeting, maintaining and improving on Key Performance Indicators and the development of year on year efficiency savings; and
— provisions requiring commitment to social value and delivery of community development initiatives and programmes.
GSG currently has the following numbers of sites with fire alarm installations and/or emergency lighting installations and/or fire fighting equipment:
— Wiltshire: total 84 sites (48 general needs, 21 supported schemes, 11 sheltered schemes and 4 offices);
— Oxfordshire: total 124 sites (73 general needs, 34 supported schemes, 15 sheltered schemes and 2 offices);
— Gloucestershire: total 11 sites (7 general needs, 2 supported schemes, 1 sheltered schemes and 1 office).
Further information relating to the installations, properties and schemes will be included in the tender documents.
The proposed scope of services to be delivered is to be further defined within the tender documents.
Economic operators are advised that the terms of the Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE) may apply to the existing workforce employed by the incumbent contractor in relation to the service/works to be performed by the successful economic operator under the proposed new contracts. Further information relating to the TUPE details of the incumbent’s own workforce will, if and to the extent available, be provided at the tender stage of the procurement process.
Economic operators should note that the estimated value given below is based on GSG’s historical/current expenditure and the number of properties and schemes currently included within its stock portfolio. This value may increase in the event that GSG acquires additional properties during the contracts’ term and requires the service/works covered by the contracts to be performed at such properties. Additional properties may include without limitation residential properties (however obtained whether through a merger or acquisition or other means), commercial properties, or corporate facilities managed by GSG. GSG reserves the right to also remove properties, for example as a result of stock rationalisation, in which case the value may decrease.
Estimated value excluding VAT: 1 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The contracts will be subject to regular monthly, quarterly and annual performance reviews by GSG. The contracts will be extendable on an annual basis after the first 5 years for up to a further 5 years. In any event year on year continuance of the contracts from the commencement will be dependent on satisfactory performance by the contractor. Extension of the contracts beyond the initial 5 year term will be entirely discretionary to GSG. The contracts will also contain a break provision that may be exercised by GSG subject to the giving of the period of notice stipulated in the contract.
Provisional timetable for recourse to these options:
in months: 60 (from the award of the contract)

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: Range: between 1 and 5

II.3)Duration of the contract or time limit for completion

Duration in months: 120 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Parent company guarantees, performance bonds, warranties and or deposits may be required by GSG and details will be set out in the Invitation to Tender (ITT) documentation.

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

As set out in the ITT.

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

In the event of a group of economic operators submitting an acceptable offer it will be necessary for them to provide an undertaking that each organisation will be jointly and severally responsible for the due performance of the contracts. Such undertaking will be in addition to the requirement to provide other deposits and guarantees required by GSG for the due performance of the contracts.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As set out in the ITT.
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 Questionnaire (PQQ).
All economic operators responding to this Notice will be sent a PQQ to be completed requiring general organisation, financial and technical capacity data.
The PQQ must be completed and returned with all supporting information by the deadline indicated in section IV.3.4 of this Notice.
The evaluation of the completed PQQ submission together with supporting information will determine the economic operators selected to tender.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: The information and formalities set out in Article 47 of Directive 2004/18/EC and Regulation 24 Public Contracts Regulations 2006. These requirements are set out in the PQQ referred to in III.2.1 above.
Minimum level(s) of standards possibly required: As set out in the PQQ referred to in III.2.1 above but economic operators shall be aware that to be considered eligible for selection, the economic operator (as stand alone business unit, not a Group) must be able to demonstrate a minimum annual turnover equivalent to GBP 150 000 in respect of the most recent financial year for which accounts are available. Economic operators not meeting this minimum turnover requirement are requested not to apply.
Other minimum levels of criteria standard to be evaluated on a pass or fail basis apply and are set out in the PQQ referred to in III.2.1 above.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
The information and formalities set out in Article 48 of Directive 2004/18/EC and Regulation 25 Public Contracts Regulations 2006. These requirements are set out in the PQQ referred to in III.2.1 above.
Minimum level(s) of standards possibly required:
As set out in the PQQ referred to in III.2.1 above.
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 number of operators: 6
Objective criteria for choosing the limited number of candidates: Criteria as set out in the PQQ submissions and in accordance with regulations 23(1), 24 and 25 of the Public Contracts Regulations 2006.Subject to receiving completed PQQ submissions from sufficient eligible economic operators, it is intended that the tender list will comprise the six top scoring economic operators from evaluation of PQQ submissions.
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:

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: 28.10.2014 – 10:00
Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

4.11.2014 – 14:00
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 of 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

Economic operators shall note that the contracts will cover all of GSG’s business units and properties including any future additions.
The service/works will be required throughout GSG’s three administrative areas of Wiltshire, Oxfordshire and Gloucestershire. One service provider will be appointed to undertake the service/works across all three areas but each area will have its own separate contract. In this respect GSG will contract enter into the contracts as:
Westlea Housing Association — Wiltshire area;
Oxford Citizens Housing Association — Oxfordshire area; and
Oxbode Housing Association — Gloucestershire area.
Economic operators are advised that TUPE provisions may apply in respect of this procurement.
Economic operators who wish to express an interest in and apply for the contract must complete and submit the PQQ for this procurement and provide all supplementary information set out in the PQQ.
This procurement is being administered and managed through etenders@rand (https://etenders.rand-associates.co.uk) which is Rand Associates Consultancy Services Ltd’s e-procurement portal (the “Portal”) for downloading and uploading of pre-qualification questionnaires, communicating requests for and responses to clarification, and downloading and submission of PQQ/tender documentation.All expressions of interest, PQQ requests and submissions must be made via the Portal.
When registering for access to the Portal, economic operators will receive an email with a link to create and activate their own account. Once activated and logged in, economic operators will need the following code to register for the PQQ: Greensq1

Should economic operators have any queries, or experience difficulties with the registration or download/upload system, they should contact the Portal helpdesk by calling +44 1737225077 (ask for Paul Dugdale or Jonathan Case) or email eTenders@rand-associates.co.uk

All communications and submissions must be made through the Portal. Economic operators may seek clarification where they consider any part of the documentation or any other aspect of this procurement is unclear. All queries and any clarification must be communicated using the secure email messaging function on the Portal, but to be received no later than 12:00 (BST) on 28.10.2014. This will provide an audit trail of all clarification requests and responses issued. It will not be possible to respond to any queries received after that stipulated date and time.
It is the economic operators’ responsibility to regularly monitor communications raised and issued through the Portal. Responses to requests for clarification will be communicated by Rand Associates Consultancy Services Ltd to all economic operators through the Portal’s secure email messaging system. The identity of the economic operator seeking clarification will not be disclosed to other economic operators.
When uploading PQQ responses, economic operators must be aware of any speed limitations of their internet connection, system configuration and general web traffic etc as these may impact on the time taken to complete the transaction. Uploading of submissions must be completed by the deadline closing date and time. DO NOT wait until too near the closing time on the return date. The closing deadline for uploading completed PQQ submissions is Tuesday 4.11.2014 at 14:00. Please note that the Portal will not permit PQQ/tender submissions to be uploaded after the closing deadline.
PQQ submission documents will be visible to HiS and Rand Associates Consultancy Services Ltd only after the closing deadline.
If there are any significant changes to the information supplied by any economic operator in its PQQ submission after it has been submitted the economic operator must as soon as reasonably practicable inform GSG in writing of the full nature, extent and effect of the change or changes. This applies at all stages of the procurement process.
GSG reserves the right to withdraw from this procurement procedure at anytime without awarding a contract. Economic operators shall be responsible for the costs and expenses they incur as a result of participating in this procurement process. GSG and or its advisors shall not be liable for and will not pay any costs in respect of the preparation of any PQQ or tender submission of any economic operator whether they are successful or unsuccessful. This shall equally apply in the event that the procurement process is postponed, cancelled or abandoned by GSG at any stage and for whatever reason. Economic operators shall be deemed to have unequivocally accepted this as a condition precedent to participation in this procurement process.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Royal Courts of Justice
Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

Body responsible for mediation procedures

Royal Courts of Justice
Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: In accordance with Regulation 32, 32A and Part 9 of the Public Contracts Regulations 2006 (as amended).

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

ERG Service Desk, Cabinet Office
Rosebery Court, St Andrews Business Park, Norfolk
NR7 0HS Norwich
UNITED KINGDOM
E-mail: servicedesk@cabinet-office.gsi.gov.uk
Telephone: +44 8450004999

VI.5)Date of dispatch of this notice:

2.10.2014