Heating Services Tender

Heating Services Tender

Repair and maintenance services of boilers.

UK-Welwyn Garden City: Repair and maintenance services of boilers

2013/S 096-164141

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Welwyn Hatfield Borough Council
The Campus
Contact point(s): Procurement
For the attention of: Andrew Harper
AL8 6AE Welwyn Garden City
UNITED KINGDOM
Telephone: +44 1707357371
E-mail: a.harper@welhat.gov.uk

Internet address(es):

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

Address of the buyer profile: http://www.delta-esourcing.com/delta

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

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:

Heating Services.
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
NUTS code UKH23

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)

Repair and maintenance services of boilers. Boiler installations. Boiler installation work. Gas appliance maintenance services. Repair and maintenance services of building installations. Gas Servicing and replacement of Gas Heating systems to the Councils stock of 9 200 properties.
II.1.6)Common procurement vocabulary (CPV)

50531100, 42160000, 45331110, 50531200, 50700000

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 works are likely to include the following:
1. Gas appliance servicing to comply with the Landlords Gas Safety (Installation and Use) Regulations 1998.
2. The administration of the programme of gas servicing to include tenant contact and access arrangements, appointments and the escalation of hard to access properties via the Trust’s in house procedures.
3. A comprehensive repairs and breakdown service for all aspects of the heating installation and hot water systems.
4. The testing, maintenance and replacement of all mains wired and battery operated smoke and CO2 detectors.
5. Delivery of a planned and unplanned programme of replacement gas central heating systems.
6. All operational activity is managed via a bespoke software solution that interacts with the service engineers via handheld technology for the receipt and completion of allocated jobs to ensure real time reporting and resource management.
7. Provision of a customer service centre from which all tenant contact and interaction is managed including liaison with the Trusts in-house Asset Management and Housing Management teams.
8. Provision of an out of hours 24 hour emergency service for receiving requests directly from tenants and appropriate allocation of work to the on-call engineers.
9. A service offered to leasehold residents who can take advantage of the contract arrangements for gas servicing and repairs by paying the Trust an additional service charge.
The contract will be (subject to satisfactory performance) for a minimum period of 5 years with an extension period of up to 5 further years. The total value is approxiamtely GBP 2.5million per annum giving a total contract value of between GBP 12.5million and GBP 25 million.
Estimated value excluding VAT:
Range: between 12 500 000 and 25 000 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: The contract may be extended for up to 5 years after the initial 5 year contract period.
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

Starting 1.4.2014. Completion 31.3.2024

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

A Parent Company Guarantee and/or Performance Bond may be required by the Council, the details of which will be set out in the Invitation to Tender (ITT) and accompanying documentation.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

The terms of payment will be set out in the Invitation to Tender (ITT) and accompanying documentation.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Expressions of interest in response to this contract notice may be submitted by a single bidder or a consortium. The Council reserves the right to require groupings of contractors to take a particular legal form or to require a single contractor to take primary liability or to require that each party undertakes joint and several liabilities.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The selected Bidder will be required to perform the services to the required standards set out in the Invitation to Tender (ITT). Under the contract the Service Provider and their supply chain will be required to participate in the achievement of social and/or environmental
policy objectives relating to recruitment and training and supply chain initiatives. Accordingly, the contract performance conditions may relate in particular to social and environmental considerations to be detailed 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: The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.
A full list of the Regulation 23(1) and 23(2) criteria are at http://www.delta-esourcing.com/delta/project/reasonsForExclusion.html#pcr

Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists.
Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.
As detailed within the PQQ.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) Appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
(b) The presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established;
(c) A statement of the undertaking’s overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last 3 financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available.
As detailed with the PQQ.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As detailed with the PQQ.
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 minimum number 5: and maximum number 8
Objective criteria for choosing the limited number of candidates: Bidders will be shortlisted based on criteria set out in the PQQ.
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:

C65
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

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

19.6.2013 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

2.8.2013
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: 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

Welwyn Hatfield Borough Council has moved to a new way of e-Tendering and worked closely with the County, other Districts and Partners to create a joint procurement website called Supply Hertfordshire. This website is supported by BiP Solutions who provide a system called Delta-ets which is the background platform to Supply Hertfordshire.
The Pre-Qualification Process
This tender is a two stage process and you will only be invited to tender if you have successfully passed through the Pre-Qualification Questionnaire (PQQ) stage. If you wish to be considered as a tenderer you must complete and submit a completed PQQ via Tenderbox by 12.00hrs on 19th June 2013. PQQs cannot be uploaded after the closing date/time. Any supporting documents should be cross-referenced to the relevant question. If the Council requires further information concerning your application form your Organisation will be contacted.
Step 1: Registering with Supply Hertfordshire
To participate in this tender you will need to go into http://supplyhertfordshire.g2b.info/hpf/ and register, thereafter you will be issued with a Username and Password. (If you have already registered with Delta-ets or Supply Hertfordshire, please follow the link above where you can log on using your existing username and password. If you have registered and have forgotten your Username and Password, please click on the forgotten password link below the log in box.) Please keep this USERNAME and PASSWORD secure, and do not pass it to any third parties.

Step 2: Completing your PQQ
To complete the PQQ for this Tender you will need to go into the Tenderbox area and enter the Tender Access Code PP92984J25.You will then need to download the relevant PQQ and complete. Please complete the information as fully as possible.
Step 3: Uploading Your Completed PQQ
Once you have completed your PQQ for this Tender exercise you must then “upload” your completed response in to the Tenderbox (Tender Access Code PP92984J25)
Please make sure you have submitted your completed PQQ to the correct Tender Access Code, the Council will not be held accountable for any errors made by a tenderer in submitting your completed PQQ.
Please note you will have to satisfactorily, pass through this pre-qualification stage to be invited to Tender via e-mail.
If you are experiencing problems, please contact the Delta helpdesk via email at support@supplyhertfordshire.g2b.info or call +44 8452707050 Monday to Friday 9am – 5pm for further assistance.

To view this notice, please click here:
https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=60367968

GO Reference: GO-2013517-PRO-4813133

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

Welwyn Hatfield Borough Council
The Campus
AL8 6AE Welwyn Garden City
UNITED KINGDOM
E-mail: a.harper@welhat.gov.uk
Telephone: +44 1707357371
Internet address: www.welhat.gov.uk

Body responsible for mediation procedures

Centre for Effective Dispute Resolution (CEDR)
The Campus, 70 Fleet Street
EC4Y 1EU London
UNITED KINGDOM
E-mail: info@cedr.com
Telephone: +44 2075366000
Internet address: www.cedr.com

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Precise information on deadline(s) for lodging appeals: In accordance with Regulation 32 and 32A of the Public Contract Regulations 2006 and The Public Procurement (Miscellaneous Amendments) Regulations 2011, Welwyn Hatfield Borough Council will incorporate a minimum 10 calendar day standstill period starting from the date when the contract award was notified to bidders. Unsuccessful bidders will be provided with a debrief in the “Award Decision Notice” at the start of the standstill period including details of their bid in relation to the winning bid comprising the reasons for the decision, the characteristics and relative advantages of the successful tender, the score of the economic operator and the name of the economic operator to be awarded the contract. Tenderers have a right of appeal provided for within the Public Contracts Regulations 2006 (as amended).
VI.4.3)Service from which information about the lodging of appeals may be obtained

Welwyn Hatfield Borough Council
The Campus
AL8 6AE Welwyn Garden City
UNITED KINGDOM
E-mail: a.harper@welhat.gov.uk
Telephone: +44 1707357371
Internet address: www.welhat.gov.uk

VI.5)Date of dispatch of this notice:

17.5.2013
Reqirement: Heating Services