Gas Servicing and Reactive Repairs 2015-19

Section I: Contracting authority

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

Symphony Housing Group
12 Hanover Street
Contact point(s): http://www.symphonyhousing.org.uk/contact/general-contact-form/
For the attention of: Steve Everitt
L1 4AA Liverpool
UNITED KINGDOM
Telephone: +44 1517085777

Internet address(es):

General address of the contracting authority: https://in-tendhost.co.uk/symphonyhousing

Address of the buyer profile: https://in-tendhost.co.uk/symphonyhousing

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

Liverpool Housing Trust, Cobalt Housing, Beechwood Ballantyne Community Housing Association, Ribble Valley Homes

Section II: Object of the contract

II.1)Description

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

SHG — Gas Servicing and Reactive Repairs 2015-19.

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: North West of England, as per specified in the Lot details.
NUTS code

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)

Gas Servicing and Reactive Gas Repairs on a 3 star fully inclusive/combined service for domestic gas fired appliances and associated equipment and controls (including electrical wiring works) and unlimited attendance to reactive repairs, appropriate replacement parts and annual gas servicing to approx. 16 622 properties across the North West of England.
The duration of the contract will be 4 years, with the 16 622 properties divided into a number of Geographic Lots as per Annex B: Information about Lots.

II.1.6)Common procurement vocabulary (CPV)

50720000, 50531100

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no

II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots

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:

Symphony Housing Group are seeking expressions of interest from suitably experienced and qualified providers of Gas Servicing and Reactive Repairs Services, to provide these services across a number of geographical Lots in the North West of England.
These services are required by our Member Organisations; Beechwood Ballantyne Community Housing Association (BBCHA); Cobalt Housing (Cobalt); Liverpool Housing Trust (LHT); and Ribble Valley Homes (RVH).
Scope of services
Gas Servicing — A 3 star fully inclusive/combined service for domestic gas fired appliances and associated equipment and controls (including electrical wiring works) and unlimited attendance to reactive repairs, appropriate replacement parts, annual gas servicing.
Voids – The appointed contractors will be required to provide a Void gas repairs service to properties that have become void (unoccupied), working to strict void turnaround targets and void standards, measured through Key Performance Indicators (KPI).
The contracts will cover a 4 year period commencing 1.8.2015, apart from the RVH contract which will begin on1.8.2016 and run for a period of 3 years and 4 months.
The total properties (16 622) have been divided into a number of geographical lots as detailed in Annex B: Information About Lots.
Estimated value excluding VAT: 13 460 000 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

Starting 1.8.2015. Completion 31.7.2019

Information about lots

Lot No: 1Lot title: BBCHA and LHT gas servicing and reactive gas repairs

1)Short description

Gas servicing and reactive gas repairs to social housing properties owned by Beechwood Ballantyne Community Housing Association and Liverpool Housing Trust, located on the Wirral, Runcorn, Halton, Chester and Cheshire.

2)Common procurement vocabulary (CPV)

50720000, 50531100

3)Quantity or scope

The service covers Gas Servicing and Reactive Repairs on a 3 star fully inclusive/combined service for domestic gas fired appliances and associated equipment and controls (including electrical wiring works) and unlimited attendance to reactive repairs, appropriate replacement parts and annual gas servicing.
The 3* contract includes the provision of emergency, urgent and reactive repairs to tenanted properties and the completion of works in void (empty) properties to bring the properties back to a lettable standard.
The total number of units is approx. 3 264, consisting of 2 419 properties belonging to LHT consisting of Semi Detached, Terraced, Flats, Bungalows, Maisonettes etc. and 845 properties belonging to BBCHA.
The estimated value of works placed through this lot based on historical data equates to 750 000 GBP per annum.
The contract will commence on the 1.8.2015 on expiry of the current arrangements.
The services required are to be provided between the hours of 08:00 to 20:00 Monday to Friday and Saturday 09:00 to 13:00 plus an out of hours emergency service at all other times, 365 days per year.
Estimated value excluding VAT: 3 000 000 GBP

4)Indication about different date for duration of contract or starting/completion

Starting 1.8.2015. Completion 31.7.2019

5)Additional information about lots

In seeking to demonstrate value for money, the Contracting Authority reserves the right not to award any contract pursuant to this procurement exercise and/or to abandon this procurement exercise or any part of this procurement exercise at any time and/or to award a contract for part of the services at its sole discretion. This shall include the right to abandon one or more of the Lots forming part of this procurement exercise at any time. The Contracting Authority shall have no liability whatsoever to any applicant or tenderer as a result of its exercise of that discretion. For the avoidance of doubt, all costs incurred by any applicant and/or tenderer before signature of any contract with a Contracting Authority shall be incurred entirely at that applicant/tenderers risk.

Lot No: 2Lot title: LHT gas servicing and reactive gas repairs

1)Short description

Gas servicing and reactive gas repairs to social housing properties owned by Liverpool Housing Trust, located in Liverpool, Preston, Southport, Widnes, St Helens, Ormskirk and Sefton.

2)Common procurement vocabulary (CPV)

50720000, 50531100

3)Quantity or scope

The service covers Gas Servicing and Reactive Repairs on a 3 star fully inclusive/combined service for domestic gas fired appliances and associated equipment and controls (including electrical wiring works) and unlimited attendance to reactive repairs, appropriate replacement parts and annual gas servicing.
The 3* contract includes the provision of emergency, urgent and reactive repairs to tenanted properties and the completion of works in void (empty) properties to bring the properties back to a lettable standard.
The total number of units is approx. 5 966, consisting of Semi Detached, Terraced, Flats, Bungalows and Maisonette belonging to LHT.
The estimated value of works placed through this lot based on historical data equates to 1 200 000 GBP per annum.
The contract will commence on the 1.8.2015 on expiry of the current arrangements.
The services required are to be provided between the hours of 08:00 to 20:00 Monday to Friday and Saturday 09:00 to 13:00, plus an out of hours emergency service at all other times, 365 days per year.
Estimated value excluding VAT: 4 800 000 GBP

4)Indication about different date for duration of contract or starting/completion

Starting 1.8.2015. Completion 31.7.2019

5)Additional information about lots

In seeking to demonstrate Value for Money, the Contracting Authority reserves the right not to award any contract pursuant to this procurement exercise and/or to abandon this procurement exercise or any part of this procurement exercise at any time and/or to award a contract for part of the services at its sole discretion. This shall include the right to abandon one or more of the Lots forming part of this procurement exercise at any time. The Contracting Authority shall have no liability whatsoever to any applicant or tenderer as a result of its exercise of that discretion. For the avoidance of doubt, all costs incurred by any applicant and/or tenderer before signature of any contract with a Contracting Authority shall be incurred entirely at that applicant/tenderers risk.

Lot No: 3Lot title: Cobalt gas servicing and reactive gas repairs

1)Short description

Gas servicing and reactive gas repairs to social housing properties owned by Cobalt Housing, located in the Fazakerley, Croxteth and Norris Green areas of Liverpool, L9, L10, L11.

2)Common procurement vocabulary (CPV)

50720000, 50531100

3)Quantity or scope

The service covers Gas Servicing and Reactive Repairs on a 3 star fully inclusive/combined service for domestic gas fired appliances and associated equipment and controls (including electrical wiring works) and unlimited attendance to reactive repairs, appropriate replacement parts and annual gas servicing.
The 3* contract includes the provision of emergency, urgent and reactive repairs to tenanted properties and the completion of works in void (empty) properties to bring the properties back to a lettable standard.
The total number of units is approx. 5 950 consisting of approximately 300 bungalows, 450 flats (low rise) and 5 250 houses and one property with 2 commercial boilers.
The estimated value of works placed through this lot based on historical data equates to 1 200 000 GBP per annum including capital component renewals, gas servicing and gas reactive repairs.
The contract will commence on the 1.8.2015 on expiry of the current arrangements.
The services required are to be provided between the hours of 08:00 to 20:00 Monday to Friday and Saturday 09:00 to 13:00, plus an out of hours emergency service at all other times, 365 days per year.
Estimated value excluding VAT: 4 800 000 GBP

4)Indication about different date for duration of contract or starting/completion

Starting 1.8.2015. Completion 31.7.2019

5)Additional information about lots

In seeking to demonstrate Value for Money, the Contracting Authority reserves the right not to award any contract pursuant to this procurement exercise and/or to abandon this procurement exercise or any part of this procurement exercise at any time and/or to award a contract for part of the services at its sole discretion. This shall include the right to abandon one or more of the Lots forming part of this procurement exercise at any time. The Contracting Authority shall have no liability whatsoever to any applicant or tenderer as a result of its exercise of that discretion. For the avoidance of doubt, all costs incurred by any applicant and/or tenderer before signature of any contract with a Contracting Authority shall be incurred entirely at that applicant/tenderers risk.

Lot No: 4Lot title: LHT Supported gas servicing and reactive gas repairs

1)Short description

Gas servicing and reactive gas repairs to Liverpool Housing Trusts sheltered and supported properties and commercial offices throughout the North West, including LHTs offices. These are located from Accrington in the North through to Crewe in the South.

2)Common procurement vocabulary (CPV)

50720000, 50531100

3)Quantity or scope

The service covers Gas Servicing and Reactive Repairs on a 3 star fully inclusive/combined service for domestic gas fired appliances and associated equipment and controls (including electrical wiring works) and unlimited attendance to reactive repairs, appropriate replacement parts and annual gas servicing.
The 3* contract includes the provision of emergency, urgent and reactive repairs to tenanted properties and the completion of works in void (empty) properties to bring the properties back to a lettable standard.
The total number of units is approx. 470 Supported housing and 22 Commercial properties.
The estimated value of works placed through this lot based on historical data equates to 85 000 GBP per annum.
The contract will commence on the 1.8.2015 on expiry of the current arrangements.
The services required are to be provided between the hours of 08:00 to 20:00 Monday to Friday and Saturday 09:00 to 13:00, plus an out of hours emergency service at all other times, 365 days per year.
Estimated value excluding VAT: 340 000 GBP

4)Indication about different date for duration of contract or starting/completion

Starting 1.8.2015. Completion 31.7.2019

5)Additional information about lots

In seeking to demonstrate Value for Money, the Contracting Authority reserves the right not to award any contract pursuant to this procurement exercise and/or to abandon this procurement exercise or any part of this procurement exercise at any time and/or to award a contract for part of the services at its sole discretion. This shall include the right to abandon one or more of the Lots forming part of this procurement exercise at any time. The Contracting Authority shall have no liability whatsoever to any applicant or tenderer as a result of its exercise of that discretion. For the avoidance of doubt, all costs incurred by any applicant and/or tenderer before signature of any contract with a Contracting Authority shall be incurred entirely at that applicant/tenderers risk.

Lot No: 5Lot title: RVH Supported gas servicing and reactive gas repairs

1)Short description

Gas servicing and reactive gas repairs to social housing properties owned by Ribble Valley Homes, within the Ribble Valley including Clitheroe, Longridge and the surrounding villages.

2)Common procurement vocabulary (CPV)

50720000, 50531100

3)Quantity or scope

The service covers Gas Servicing and Reactive Repairs on a 3 star fully inclusive/combined service for domestic gas fired appliances and associated equipment and controls (including electrical wiring works) and unlimited attendance to reactive repairs, appropriate replacement parts and annual gas servicing, including annual servicing and repairs of warm air source heat pump systems.
The 3* contract includes the provision of emergency, urgent and reactive repairs to tenanted properties and the completion of works in void (empty) properties to bring the properties back to a lettable standard.
The total number of units is approx. 950 consisting of Approx. 950 properties including detached, semi-detached and terraced houses, bungalows, low rise flats, sheltered schemes, and offices.
The estimated value of works placed through this lot based on historical data equates to 130 000 GBP per annum.
The contract will commence on the 1.8.2016 on expiry of the current arrangements.
The services required are to be provided between the hours of 08:00 to 20:00 Monday to Friday and Saturday 09:00 to 13:00, plus an out of hours emergency service at all other times, 365 days per year.
Estimated value excluding VAT: 520 000 GBP

4)Indication about different date for duration of contract or starting/completion

Starting 1.4.2016. Completion 31.7.2019

5)Additional information about lots

In seeking to demonstrate Value for Money, the Contracting Authority reserves the right not to award any contract pursuant to this procurement exercise and/or to abandon this procurement exercise or any part of this procurement exercise at any time and/or to award a contract for part of the services at its sole discretion. This shall include the right to abandon one or more of the Lots forming part of this procurement exercise at any time. The Contracting Authority shall have no liability whatsoever to any applicant or tenderer as a result of its exercise of that discretion. For the avoidance of doubt, all costs incurred by any applicant and/or tenderer before signature of any contract with a Contracting Authority shall be incurred entirely at that applicant/tenderers risk.

Lot No: 6Lot title: BBCHA and LHT gas servicing and reactive gas repairs

1)Short description

Gas servicing and reactive gas repairs to social housing properties owned by Beechwood Ballantyne Community Housing Association and Liverpool Housing Trust.

2)Common procurement vocabulary (CPV)

50720000, 50531100

3)Quantity or scope

This lot is a combination of Lots 1 and 2, this Lot may be awarded to a single contractor if Value for Money is clearly evidenced, in which event Lots 1, 2, 7 and 8 will not be awarded.
Please see the Memorandum of Information document for more details.
Estimated value excluding VAT: 7 800 000 GBP

4)Indication about different date for duration of contract or starting/completion

Starting 31.8.2015. Completion 31.7.2019

5)Additional information about lots

In seeking to demonstrate Value for Money, the Contracting Authority reserves the right not to award any contract pursuant to this procurement exercise and/or to abandon this procurement exercise or any part of this procurement exercise at any time and/or to award a contract for part of the services at its sole discretion. This shall include the right to abandon one or more of the Lots forming part of this procurement exercise at any time. The Contracting Authority shall have no liability whatsoever to any applicant or tenderer as a result of its exercise of that discretion. For the avoidance of doubt, all costs incurred by any applicant and/or tenderer before signature of any contract with a Contracting Authority shall be incurred entirely at that applicant/tenderers risk.

Lot No: 7Lot title: BBCHA, LHT and cobalt gas servicing and reactive gas repairs

1)Short description

Gas servicing and reactive gas repairs to social housing properties owned by Beechwood Ballantyne Community Housing Association, Liverpool Housing Trust and Cobalt Housing.

2)Common procurement vocabulary (CPV)

50720000, 50531100

3)Quantity or scope

This lot is a combination of Lots 1, 2 and 3, this Lot may be awarded to a single contractor if Value for Money is clearly evidenced, in which event Lots 1, 2, 3, 6 and 8 will not be awarded.
Please see the Memorandum of Information document for more details.
Estimated value excluding VAT: 12 600 000 GBP

4)Indication about different date for duration of contract or starting/completion

Starting 1.8.2015. Completion 31.7.2019

5)Additional information about lots

In seeking to demonstrate Value for Money, the Contracting Authority reserves the right not to award any contract pursuant to this procurement exercise and/or to abandon this procurement exercise or any part of this procurement exercise at any time and/or to award a contract for part of the services at its sole discretion. This shall include the right to abandon one or more of the Lots forming part of this procurement exercise at any time. The Contracting Authority shall have no liability whatsoever to any applicant or tenderer as a result of its exercise of that discretion. For the avoidance of doubt, all costs incurred by any applicant and/or tenderer before signature of any contract with a Contracting Authority shall be incurred entirely at that applicant/tenderers risk.

Lot No: 8Lot title: BBCHA, LHT, LHT supported and cobalt gas servicing and reactive gas repairs

1)Short description

Gas servicing and reactive gas repairs to social housing properties owned by Beechwood Ballantyne Community Housing Association, Liverpool Housing Trust and Cobalt Housing.

2)Common procurement vocabulary (CPV)

50720000, 50531100

3)Quantity or scope

This lot is a combination of Lots 1, 2, 3 and 4, this Lot may be awarded to a single contractor if Value for Money is clearly evidenced, in which event Lots 1, 2, 3, 4, 6 and 7 will not be awarded.
Please see the Memorandum of Information document for more details.
Estimated value excluding VAT: 12 940 000 GBP

4)Indication about different date for duration of contract or starting/completion

Starting 1.8.2015. Completion 31.7.2019

5)Additional information about lots

In seeking to demonstrate Value for Money, the Contracting Authority reserves the right not to award any contract pursuant to this procurement exercise and/or to abandon this procurement exercise or any part of this procurement exercise at any time and/or to award a contract for part of the services at its sole discretion. This shall include the right to abandon 1 or more of the Lots forming part of this procurement exercise at any time. The Contracting Authority shall have no liability whatsoever to any applicant or tenderer as a result of its exercise of that discretion. For the avoidance of doubt, all costs incurred by any applicant and/or tenderer before signature of any contract with a Contracting Authority shall be incurred entirely at that applicant/tenderers risk.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

As set out in the Contract Documents.

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

As set out in the Contract Documents.

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

If the bidder is a Consortium the Contracting Authority requires all members of the group to be jointly and severally liable.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Bidders who satisfy any of the criteria for rejection set out in Regulation 23(1) Public Contract Regulations 2006 shall be treated as ineligible. Bidders maybe requested to provide such evidence as it is reasonably necessary to allow the Authority to establish that the aforementioned criteria does not apply to them.
TUPE may apply and detailed requirements will be set out in the Contract Documents.

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 required to submit a PQQ in accordance with Article 45 of the Consolidated Directive 2004/18/EC.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Symphony Housing Group require candidates to demonstrate that their business is financially viable and is supported by effective financial management processes. To support this the Group will complete an initial credit check on the bidding organisation using the Dunn and Bradstreet’s Risk indicator score.
Candidates must confirm that turnover for the previous financial year is at least twice the anticipated annual value of the Lot options you are bidding for. The anticipated annual values can be found in the Annex B Information about Lots and the Memorandum of Information document.
Minimum level(s) of standards possibly required: Organisations with a risk rating of 1 to 2 will scored as a pass.
Organisations with a rating of more than 2 are required to provide:
1) an explanation on your credit rating and financial standing.
2) a reference letter from your bank letter outlining the current cash and credit position.
3) an Accountants reference.
4) a Cash flow forecast for the current financial year.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As per specified in the Pre-Qualification Questionnaire.
Minimum level(s) of standards possibly required:
Gas Safe Accreditation.

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: Gas Safety (Installation and Use) Regulations 1998.

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: no

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: 12
Objective criteria for choosing the limited number of candidates: Those companies who meet the criteria contained in the pre-qualification questionnaire, including evaluation of the appropriate qualifications and experience in providing these or a similar services.

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:

SHG-P097

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: 27.10.2014 – 17:00
Payable documents: no

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

3.11.2014 – 12:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

12.12.2014

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

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

Symphony Housing Group will incorporate a minimum 10-calendar-day standstill period at the point information of the award of the contract is communicated to Tenderers. This period allows unsuccessful Tenderers to seek further debriefing before the contract is entered into. Tenderers have 2 working days from the notification of the award decision to request additional debriefing and that information has to be provided a minimum of 3 working days before the expiry of the standstill period. If an appeal regarding the award of a contract has not been successfully resolved, the Public Contracts Regulations 2006 (SI 2006 No 5) 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 brought promptly (generally within 3 months). 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.
In seeking to demonstrate Value for Money, the Contracting Authority reserves the right not to award any contract pursuant to this procurement exercise and/or to abandon this procurement exercise or any part of this procurement exercise at any time and/or to award a contract for part of the services at its sole discretion. This shall include the right to abandon one or more of the Lots forming part of this procurement exercise at any time.
The Contracting Authority shall have no liability whatsoever to any applicant or tenderer as a result of its exercise of that discretion. For the avoidance of doubt, all costs incurred by any applicant and/or tenderer before signature of any contract with a Contracting Authority shall be incurred entirely at that applicant/tenderer’s risk.
Any agreement entered into will be governed by English Law and will be subject to the exclusive jurisdiction of the High Court of England and Wales.
Please see information on appeals published by the Cabinet office for information about lodging appeals.
TUPE may apply and detailed requirements will be set out in the Invitation to Tender and Contract Documents.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

VI.4.2)Lodging of appeals

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

VI.5)Date of dispatch of this notice:

29.9.2014