Gas Maintenance Contract 2014–2024

Gas Maintenance Contract 2014–2024

Dartford Borough Council is seeking a service provider to provide a comprehensive 3* gas maintenance service to the councils 4300 (approximate) properties including 11 Sheltered Housing Units.

United Kingdom-Dartford: Repair and maintenance services of central heating

2014/S 027-043230

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Dartford Borough Council
Procurement, Civic Centre, Home Gardens
Contact point(s): DBC Procurement Team
DA1 1DR Dartford
UNITED KINGDOM
Telephone: +44 1322343312
E-mail: procurement@dartford.gov.uk
Fax: +44 1322343958

Internet address(es):

General address of the contracting authority: www.dartford.gov.uk

Further information can be obtained from: Dartford Borough Council
Civic Centre Home Gardens
Contact point(s): DBC Procurement Team
DA1 1DR Dartford
UNITED KINGDOM
Telephone: +44 1322343312
E-mail: procurement@dartford.gov.uk
Fax: +44 1322343958
Internet address: www.dartford.gov.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: South East Business Portal (SEBP)
Dartford Borough Council Civic Centre Home Gardens
Contact point(s): DBC Procurement Team
DA1 1DR Dartford
UNITED KINGDOM
Telephone: +44 1322343315
E-mail: procurement@dartford.gov.uk
Fax: +44 1322343958
Internet address: www.businessportal.southeastiep.gov.uk

Tenders or requests to participate must be sent to: South East Business Portal (SEBP)
Dartford Borough Council Civic Centre Home Gardens
Contact point(s): DBC Procurement Team
DA1 1DR Dartford
UNITED KINGDOM
Telephone: +44 1322343315
E-mail: procurement@dartford.gov.uk
Fax: +44 1322343958
Internet address: www.businessportal.southeastiep.gov.uk

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:

Gas Maintenance Contract 2014–2024.
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: Dartford.
NUTS code UKJ4

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)

Dartford Borough Council is seeking a service provider to provide a comprehensive 3* gas maintenance service to the councils 4300 (approximate) properties including 11 Sheltered Housing Units. The Councils housing stock is made up of mainly traditional houses (2200), 0-5 storey Flats (1900) and bungalows (240). The contract will be let on an ‘all inclusive’ basis incorporating the national Housing federation V6.1 suite of documentation. The envisaged scope of works likely to be included in this contract (but is not limited to) is gas servicing, maintenance, and new heating system installation works, including daytime and out of hours working.
The service provider will be required to provide a customer focused service including providing a call centre that has the ability to take calls from Dartford Borough Councils residents and arrange all repairs on their behalf. The service provider will need to show that they can deliver an effective service that provides value for money to both the Council and it’s residents.
The Council reserves the right to withdraw from this procurement procedure at any time without awarding a contract. Applicants should be responsible for all costs and expenses they incur as a result of participating in this procurement process. The Council shall not be liable for and will not pay any costs in respect of the preparation of any pre-qualification or subsequent tender submission of any applicant or bidder whether they are successful or unsuccessful. This shall apply in the event that the procurement process is postponed, cancelled or abandoned by the council at any stage and for whatever reason. Applicants shall be deemed to have unequivocally accepted this as a condition precedent to participation in this procurement process.
II.1.6)Common procurement vocabulary (CPV)

50720000

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 contract will be let for a term of up to ten years with an initial 5 year period and a further 5 year extension option. The estimated annual value of the 3* all inclusive gas service and maintenance element of the contract is thought to be 500,000 GBP per annum + a new heating installation programme estimated also at 500,000 GBP per annum giving a total contract estimate of 10,000,000 GBP for the contract. The annual contract values given are not guaranteed and may fluctuate dependant on the available funding throughout the term of the contract. These changes may be influenced by changes in central government and council policy.
Estimated value excluding VAT: 10 000 000 GBP
II.2.2)Information about options

Options: no
II.2.3)Information about renewals
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:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
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
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: Declaration/Mandatory Exclusions section within the PQQ document which is available to all companies who express an interest in this opportunity.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Threshold requirements pertaining to “Financial Stability” within the PQQ document which is available to all companies who express an interest in this opportunity.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Threshold requirement pertaining to ‘Technical Ability’ within the PQQ document which is available to all companies who express an interest in this opportunity.
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: yes
Reference to the relevant law, regulation or administrative provision: All gas engineers employed on the Contract must carry the appropriate Gas Safe Qualification.
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: 6
Objective criteria for choosing the limited number of candidates: The Council will aim to shortlist a maximum of 6 organisations who will be invited to tender. Where more than the required number meets the criteria outline above, the number of organisations will be limited on the scoring of Section A. If, after the scoring of Section A, there are more than 6 organisations with equal scores then all those with the tied score will be invited.
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:

DNWA-9FKE89
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: 7.3.2014 – 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

7.3.2014 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

31.3.2014
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

Persons authorised to be present at the opening of tenders: no

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

It is estimated that the value of the contract could be in the region of 10,000,000 GBP over the whole life of the contract, although Dartford Borough Council gives no guarantee to value or amount of service required.
All expressions of interest must be made via the South East Business Portal: www.businessportal.southeastiep.gov.uk

The opportunity will be found under Opportunities and by selecting Dartford Borough Council from the drop down Council list.
Suppliers will need to register with the South East Business Portal in order to express an interest. Once the expression of interest is made the supplier will receive two emails; the first will confirm the expression of interest and the second will contain a link to access the pre-qualification questionnaire (PQQ).
The date for issuing the tender documents is 31.3.2014 – however this date is only an estimate and should the evaluation process be quicker or longer this date will change.

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

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

Body responsible for mediation procedures

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: Dartford Borough Council will comply with the requirements of regulations 29A and 32 of the Public Contract Regulations 2006 as amended to include the requirement of the Remedies Directive (2007/66/EC) when notifying economic operators of the procurement outcome.
VI.4.3)Service from which information about the lodging of appeals may be obtained

Office of Government Commerce
1 Horse Guards Parade
SW1A 2HQ London
UNITED KINGDOM
Telephone: +44 8540004999

VI.5)Date of dispatch of this notice:4.2.2014