Gas appliance maintenance services London

Gas appliance maintenance services London

Home gas services repairs and maintenance.
2012/S 58-094807

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Eastendhomes Limited
Tayside House, 31 Pepper Street
Contact point(s): Technical Services
For the attention of: John Hinds
E14 9RP London
UNITED KINGDOM
Telephone: +44 2075174700
E-mail: technicalservices@eastendhomes.net
Fax: +44 2075150218

Internet address(es):

General address of the contracting authority: www.eastendhomes.net

Address of the buyer profile: http://www.mytenders.org/search/Search_AuthProfile.aspx?ID=AA3804

Further information can be obtained from: Eastendhomes Limited
Tayside House, 31 Pepper Street
Contact point(s): Technical Services
For the attention of: John Hinds
E14 9RP London
UNITED KINGDOM
Telephone: +44 2075174700
E-mail: Technicalservices@eastendhomes.net
Fax: +44 2075150218
Internet address: www.eastendhomes.net

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Eastendhomes limited
Tayside House, 31 Pepper Street
Contact point(s): Technical Services
For the attention of: John Hinds
E14 9RP London
UNITED KINGDOM
Telephone: +44 2075174700
E-mail: Technicalservices@eastendhomes.net
Fax: +44 2075150218
Internet address: www.eastendhomes.net

Tenders or requests to participate must be sent to: Eastendhomes limited
Tayside House, 31 Pepper Street
Contact point(s): technicalservices@eastendhomes.net
For the attention of: John Hinds
E14 9RP London
UNITED KINGDOM
Telephone: +44 2075174700
E-mail: technicalservices@eastendhomes.net
Fax: +44 2075150218
Internet address: www.eastendhomes.net

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: no

Section II: Object of the contract

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

Home gas services repairs and maintenance.
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: L.B.Tower Hamlets
NUTS code UKI12

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 appointed service provider / economical operator (EO) will be required to provide an effective gas servicing and comprehensive gas fittings repair and maintenance Service for circa 1 750 tenanted properties of various types, this will include:
— Comprehensive reactive repairs and maintenance service to individual domestic rated heating and hot water system, including all associated electrical and mechanical fittings,
— Annual servicing and certifying of all gas fittings and appliance to gas use (installation and use) regulations 1998 and the Eastendhomes specification of work, including smoke alarms, heat alarms and carbon monoxide alarms,
— Recommissioning and certification (LGSR & part L) of newly occupied properties to the Eastendhomes specification of work, including gas cookers and hobs, hot water sterilisation and testing,
— Servicing and repair or electrical boilers (Trianco Aztec) and air source heat pumps (NIBE) space heating and hot water systems,
— Installation new and replacement heating and hot water systems to the Eastendhomes specification,
— Outside normal working hours (twenty-four hour), the client requires competent skilled operative(s) (call-out engineer) to attend site within one hour of notification (15th September -31.5.2012) and provide temporary heating to the property if the works can not be reinstated by the call-out engineer. All works must be completed with 24 hours.
The service provider (EO) shall provide two hour appointment slots (for servicing and non emergency jobs) through out the working day and also provide Saturday morning, early morning and evening appointment slots.
The service provider (EO) firm must be Gas Safe registered with all gas operatives registered for gas works.
The service provider (EO) shall have accredited Gas Management procedures, the firm procedures will be regularly Audited by the client’s agents.
The service provider (EO) is expected to provide Leasehold properties within Eastendhomes buildings gas safety inspections and a range of services similar to the tenanted properties at similar rates. Servicing arrangements will be outside this contract and between the Services provider and individual leaseholder.
In view of the critical nature and of failure implications of this type of work, the Client reserves the right to reallocate part or all of the work to other service providers during the course of the contract agreement, if the appointed service provider (EO) under this notice, fails to perform to the specified key performance indicators.
The Eastendhomes servicing and annual LGSR KPI is currently 100 % inspections completed within 12 months. Ninety percent LGSR’s completed between April and September.
The contract will be based on the TPC2005 (amended 2008) the term of the agreement is three years, with optional year on year extensions to a maximum of 2 years.
Eastendhomes is committed to providing an excellent gas repairs and maintenance service for its residents. This can only be achieved within a successful contractual agreement where the service provider is committed to achieving the service standards set by local residents.
Note: to register your interest in this notice and obtain any additional information please visit the myTenders web site at http://www.myTenders.org/Search/Search_Switch.aspx?ID=87221.

II.1.6)Common procurement vocabulary (CPV)

50531200

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:

Day-to-day responsive repairs and maintenance to individual domestic heating systems “3 star”.
Comprehensive gas fittings and appliance annual safety test (LGSR) part L commissioning, instructing resident on the optimising energy efficiency. Smoke, heat and CO alarms testing.
Recommissioning of heating systems and cooker connections within newly let properties.
Repair and maintenance of non gas space heating and hot water service installations, new and replacement systems.
Out of hours, one hour response time to repair notification.
Service to cover twenty four hours a day to attend any Eastendhomes premises.
Estimated value excluding VAT: 1 000 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: The contract term shall be 3 years from the commencement, subject to provisions contained within the contract for earlier determination and subject to satisfactory annual performance reviews in accordance with the terms and conditions of contract. The client shall have the sole discretion to extend the contract term by up to a further (renewals) two years on a year by year basis, subject to continued satisfactory annual performance reviews, by mutual agreement with the Service provider. Should the client choose to exercise this option then the expiry date shall be deemed amended.
The annual performance review shall be undertaken by the client and shall comprise a review of the service provider’s performance in accordance with the criteria set out in the KPI schedules of the contract together with the service provider’s overall performance in meeting the client’s requirements.
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: 2
II.3)Duration of the contract or time limit for completion

Starting 1.4.2013. Completion 31.3.2016

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Payment on satisfactory completion and submission of valid invoice per job as detailed in contract documents for work outside the range of the specified inclusive maintenance and servicing contract specification.
Payment on satisfactory completion and submission of valid monthly invoice for servicing/maintenance included within responsive repair element of the contract for the identified property pool (circa 1750 properties).
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: TPC2005 (as amended 2008) with EastendHomes amendments.
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: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent;
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process;
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession;
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession;
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register;
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process;
(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation;
(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established;
(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.
Information and formalities necessary for evaluating if the requirements are met: all conditions to participate will be set out in the PQQ and the bidders will have to demonstrate their experience with similar contracts.
Additionally the UK Public Contracts Regulations 2006 (S.I. 2006 No:5) Regulation 23 will apply.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide a reference from their bank;
(2) All candidates will be required to provide evidence of relevant professional risk indemnity insurance;
(3) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice;
(4) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(1) A statement of the candidate’s average annual number of staff and managerial staff over the previous 3 years;
(2) Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract;
(3) All candidates will be required to provide certification from an independent body attesting conformity to environmental management standards in accordance with the community eco-management and audit scheme (EMAS); or the European standard BS EN ISO 14001.
(4) All candidates will be required to provide certification drawn up by an independent body attesting the compliance of the economic operator with quality assurance standards based on the relevant European standards;
(5) Samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so requests.
(6) A statement of the principal goods sold or services provided by the supplier or the services provider in the past 3 years, detailing the dates on which the goods were sold or the services provided; the consideration received; the identity of the person to whom the goods were sold or the services were provided;
(7) A check may be carried out by the contracting authority or by a competent official body of the State in which the candidate is established, to verify the technical capacity of the candidate; and if relevant, on the candidates study and research facilities and quality control measures;
(8) A statement of the candidate’s technical facilities; measures for ensuring quality; and their study and research facilities;
(9) An indication of the proportion of the contract which the services provider intends possibly to subcontract;
(10) A statement of the technicians or technical services available to the candidate to carry out the work under the contract; or be involved in the production of goods or the provision of services under the contract; particularly those responsible for quality control, whether or not they are independent of the candidate;
(11) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract;
(12) A list of works carried out over the past 5 years, detailing the value of the consideration received; when and where the work or works were carried out; and whether they were carried out according to the rules of the trade or profession and properly completed.
The ability to provide communicate resident appointments, job completions and the landlord gas safety record that can be transmitted instantaneously into the orchard housing management system operated by Eastendhomes.
Minimum level(s) of standards possibly required:
The service provide (Firm) and each operative to be ACS with gas safe registered.
The service provide (Firm) to be NIC EIC or ECA approved.
Optional: HVCA member.
ISO9001.
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

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

Accelerated restricted
Justification for the choice of accelerated procedure: Eastendhomes anticipates disruption between July -Sept 2012 to the procurement tasks required under the Public Contracts Regulations 2006 and the Landlord Tenant Act 1987 Section 20 by the nearby Olympic Games site in East London. It is anticipated postal services and travel to interviews by residents and services providers could be disrupted and consequently delaying the process.
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged number of operators: 5
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:

EEH072
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2010/S 227-347352 of 23.11.2010

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

24.4.2012 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

10.5.2012
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
VI.2)Information about European Union funds
VI.3)Additional information

Potential service providers (EO)are advised that TUPE provisions will apply I respect of this procurement.
The contracting authority reserves the right to withdraw from this procurement procedure at anytime without awarding a contract(s). Potential service providers /(EO) shall be responsible for the costs and expenses they incur as a result of participating in this procurement process. The contracting authority shall not be liable for any costs in respect of the preparation of any pre-qualification or tender submission of any potential service providers /(OT) whether they are appointed or not appointed.
This shall equally apply in the event that the procurement process is postponed, cancelled or abandoned by the contracting authority at any stage and for whatever reason. Potential service providers /(EO) shall be deemed to have accepted these conditions. All expressions of interest and requests for the PQQ shall be made via e-mail to:
Eastendhomes technical services.
Deadline for requests to participate: 24.4.2012.
It will not be possible to respond to any enquiries received after that date and time.
The pre-qualification questionnaire (PQQ) should be requested from Eastendhomes technical services.
E-mail: Technicalservices@eastendhomes.net.

(MT Ref:87221).

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

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

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 period 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 to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought within 3 months. Where a contract has not been entered into, the Court may 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 “in effective”.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:20.3.2012