Facilities Management Works

Facilities Management Works

Affinity Sutton Group Limited and are seeking expressions of interest from suitably qualified and experienced contractors to deliver the Facilities Management works under two seperate contracts to approximately 19,808 properties within the North lot and approximately 25,606 properties in the South lot.

United Kingdom-London: Facilities management services

2013/S 132-228694

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Affinity Sutton Group for itself and on behalf of Affinity Sutton Homes Limited and Aashyana Housing Association Limited
6 More London Place, Tooley Street
Contact point(s): http://www.affinitysutton.com/about_us/tender_opportunities.aspx
For the attention of: Annemarie Connors
SE1 2DA London
UNITED KINGDOM
E-mail: asg.tenders@affinitysutton.com

Internet address(es):

General address of the contracting authority: http://www.affinitysutton.com/

Address of the buyer profile: http://www.affinitysutton.com/about_us/tender_opportunities.aspx

Electronic access to information: http://www.affinitysutton.com/about_us/tender_opportunities.aspx

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

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

Affinity Sutton Homes Ltd
6 More London Place, Tooley Street
SE1 2DA London
UNITED KINGDOM

Aashyana Housing Association
2 Portland Place, Pritchard Street
BS2 8RH Bristol
UNITED KINGDOM

Section II: Object of the contract

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

0177-13KB Facilities Management.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Main site or location of works, place of delivery or of performance: UK – national.
NUTS code UK

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 Affinity Sutton Group is a business for social purpose and one of the country’s leading providers of affordable housing with over 57,000 homes and a one hundred year history. Our homes are located in more than 120 local authorities from Plymouth in the South West to Newcastle upon Tyne in the North East.
Affinity Sutton Homes Limited and Aashyana Housing Association Limited are subsidiaries of Affinity Sutton Group Limited (the Contracting Authorities) and are seeking expressions of interest from suitably qualified and experienced contractors to deliver the Facilities Management works (the Programme) under two seperate contracts to approximately 19,808 properties within the North lot and approximately 25,606 properties in the South lot. Properties from Affinity Sutton Group’s other subsidiaries may be added in during the contract period and it is intended that present and future subsidiaries may utilise the contract. The programme will be for a period of approximately 5 years with an option to extend for a further 15 years by way of rolling extensions and it is intended to be a long term procurement. The successful contractor will be expected to take call directly from residents. Affinity Sutton expects to double its stock size within the next 5 to 10 years.
II.1.6)Common procurement vocabulary (CPV)

79993100, 50531200, 42160000, 45259100, 90650000, 45262660, 50413200, 45343210

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 lot only
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 current estimated value of the work both lots is GBP 11m per annum. The spend may rise if additional properties are included in the Programme – please note Affinity Sutton expects to double its stock size within 5 to 10 years.
Estimated value excluding VAT: 220 000 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: The contract will include a break clause afater an initial fixed period.
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: 240 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Facilities Management – North

1)Short description

Delivery of up to 27 work streams.
2)Common procurement vocabulary (CPV)

79993100, 50531200, 42160000, 45259100, 90650000, 45262660, 50413200, 45343210

3)Quantity or scope

Estimated value excluding VAT: 100 000 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Facilities Management – South

1)Short description

Delivery of up to 27 work streams.
2)Common procurement vocabulary (CPV)

79993100, 50531200, 42160000, 45259100, 90650000, 45262660, 50413200, 45343210

3)Quantity or scope

Estimated value excluding VAT: 120 000 000 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:

Details of deposits, guarentees and other forms of appropriate security are set out in the Contract Documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Details will be set out in the Invitiation to Tender and Contract Documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Groupings of economic operators may either (at the option of the contracting authority) be required to form a legal entity or to undertake joint and several liability.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Details of any conditions will be set out in the contract documents. These may include conditions relating to environmental and social requirements.
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: Applicants will be asked to confirm that none of the conditions set out in Articles 45 – 50 of the Directive 2004/18/EC apply to their organisation or expression of interest.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Applicants will be required to complete a pre qualification questionaire consistent with the provisions of Directive 2004/18/EC. The questionaire is available electronically from http://www.affinitysutton.com/about_us/tender_opportunities.aspx and must be returned in both electronic and hard copy format by the date stipulated in IV.3.4.

Minimum level(s) of standards possibly required: As per PQQ and Contract Documents.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Applicants will be required to complete a pre qualification questionaire consistent with the provisions of Directive 2004/18/EC. The questionaire is available electronically from http://www.affinitysutton.com/about_us/tender_opportunities.aspx and must be returned in both electronic and hard copy format by the date stipulated in IV.3.4.

Minimum level(s) of standards possibly required:
As per PQQ and Contract Documents.

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

Envisaged number of operators: 7
Objective criteria for choosing the limited number of candidates: This will be set out in the PQQ and Constract Documents.
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:

0177-13KB
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2013/S 30-046726 of 12.2.2013

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: 6.8.2013
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

6.8.2013 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

30.9.2013
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: yes
Estimated timing for further notices to be published: 20 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 works streams for both contract consist of the following:
— Gas servicing (3* moving to 5* if cost effective);
— Commercial Gas;
— Green Energy;
— Thermostatic Mixing Valves (TMV);
— Commercial Boilers;
— Smoke and Carbon Monoxide detectors;
— Energy Performance Certificates;
— Water Management (risk assessment, maintenance, inspection, testing and replacement);
— Heat Recovery systems;
— Fire Safety Management (alarms, emergency lighting, sprinklers, FFE, risk assessment);
— Asbestos Management (surveying, monitoring and removal);
— PAT Electrical Testing;
— Pumping stations/Generators/Booster Pumps;
— Air-conditioning;
— Grey Water and Sump Pumps;
— Lightning Protection;
— Man-safes;
— Stair lifts;
— Non Adopted Lighting Door Entry (Panel replacement etc);
— Barriers and Automated Doors (service, inspection and maintenance);
— House Alarms / CCTV.
The Contracting Authroities reserve the right to cancel the procurement at any time and not to proceed with the award of any contract at any stage of the procurement process. Neither the contracting authority nor any person on whose behalf of whom this procurement is undertaken is to be liable for any costs incurred by those expressing and interest or tendering for this contract. Tenderers should note that the provisions of the transfer of Undertakings (protection of Employment) Regulations 2006 may apply to this Programme. All documents are available for download from http://www.affinitysutton.com/about-us/tender-opportunities.aspx

The contracting Authorities intend to hold a Contractors day on the 24.7.2013 to provide contractors with more informtion about the procurement. The timing/location of the Contractors’ day will be available on the web address noted above and will be notified to all applicants who request a PQQ.

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

See VI.4.2 below
UNITED KINGDOM

Body responsible for mediation procedures

See VI.4.2 below
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The contracting authority will incorporate a minimum 10 calendar day standstill periods at the point information on the award of the contract is communicated to tenderers.
If an appeal regarding the award of a contract has not been successfully resolved, the Public Contracts Regulations 2006 (SI 2006 No 5) (as amended) 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). Any such action must be started within 30 days beginning with the date when the aggrieved party first knew or ought to have known that grounds for starting the proceedings had arisen. The Court may extend the time limit for starting proceedings where the Court considers that there is a good reason for doing so but not so as to permit proceedings to be started more than 3 months after that date. Where a contract has not been entered into, the Court may order the setting aside of the award decision or order the contracting authority to amend any document and may award damages. If the contract has been entered into the Court may only award damages or, where the contract award procedures have not been followed correctly, declare the contract to be “ineffective”.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:5.7.2013