Heating Systems Servicing, Repairs and Maintenance

Heating Systems Servicing, Repairs and Maintenance for Eastern Procurement

a. Servicing, of domestic and commercial heating systems of all fuel types; b. Responsive replacement of heating systems including but not limited to the following fuel types: i. Gas, ii. Oil.

United Kingdom-Norwich: Gas appliance maintenance services

2015/S 057-098661

Contract notice

Works

Directive 2004/18/EC

Section I: Contracting authority

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

Eastern Procurement Ltd
UK
The Old Granary, Grange Farm, Ashwellthorpe
For the attention of: Mark Fisher
NR16 1ET Norwich
UNITED KINGDOM
Telephone: +44 1508488244
E-mail: tenders@eastern-procurement.co.uk

Internet address(es):

General address of the contracting authority: http://www.eastern-procurement.co.uk

Electronic access to information: http://www.eastern-procurement.co.uk

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

Eastern Procurement Ltd
The Old Granary, Ashwellthorpe
NR16 1ET Norwich
UNITED KINGDOM

Freebridge Community Housing Limited
Juniper House, Austin Street
PE30 1DZ King’s Lynn
UNITED KINGDOM

Victory Housing Trust
Tom Moore House, Cromer Road
NR28 0NB North Walsham
UNITED KINGDOM

Saffron Housing Trust Limited
Saffron Barn, Swan Lane, Long Stratton
NR15 2XP Norwich
UNITED KINGDOM

Cotman Housing Association Limited
Cotman House, Bowthorpe Hall, Bowthorpe Hall Road
NR5 9AD Norwich
UNITED KINGDOM

Suffolk Housing Society Limited
Old Mission House, St Botolph’s Lane
IP33 2AX Bury St Edmunds
UNITED KINGDOM

Orwell Housing Association Limited
Crane Hill Lodge, 325 London Road
IP2 0BE Ipswich
UNITED KINGDOM

Colne Housing Society Limited
Digby House, Causton Road
CO1 1RJ Colchester
UNITED KINGDOM

Hundred Houses Society Limited
51 Scotland Road
CB4 1QW Cambridge
UNITED KINGDOM

Places for People Group Limited
305 Gray’s Inn Road
WC1X 8QR London
UNITED KINGDOM

Great Yarmouth Borough Council
Town Hall Hall Plain
NR30 2QF Great Yarmouth
UNITED KINGDOM

Norwich City Council
City Hall
NR2 1NH Norwich
UNITED KINGDOM

South Cambridgeshire District Council
South Cambridgeshire Hall, Cambourne Business Park
CB23 6EA Cambridge
UNITED KINGDOM

Hastoe Housing Association
Marina House, 17 Marina Place, Hampton Wick, Surrey
KT1 4BH Kingston upon Thames
UNITED KINGDOM

Cambridge Housing Society
Endurance House, Chivers Way, Histon
CB24 9ZR Cambridge
UNITED KINGDOM

Section II: Object of the contract

II.1)Description

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

Heating Systems Servicing, Repairs and Maintenance.

II.1.2)Type of contract and location of works, place of delivery or of performance

Works
Main site or location of works, place of delivery or of performance: United Kingdom: Primarily East of England, Norfolk, Suffolk, Essex, Cambridgeshire and Lincolnshire, with potential for future work in neighbouring counties.
NUTS code UKH1,UKH2,UKH3,UKF2,UKF3,UKE13

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement

II.1.4)Information on framework agreement

Framework agreement with several operators
Number of participants to the framework agreement envisaged: 3

Duration of the framework agreement

Duration in years: 4

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 5 000 000 and 40 000 000 GBP

II.1.5)Short description of the contract or purchase(s)

The Contracting Authorities listed in Annex A are acting together as Eastern Procurement Ltd (EP). Details of current EP Members can be found onwww.easternprocurement.co.uk Applicants should note that all EP Members are participating in this procurement on their own behalf and on behalf of future Members and on behalf of other organisations on whose behalf properties are managed by Members .

Eastern Procurement Ltd are seeking expressions of interest from suitably qualified and experienced Applicants to deliver the works and services in relation to:
a. Servicing, of domestic and commercial heating systems of all fuel types;
b. Responsive replacement of heating systems including but not limited to the following fuel types:
i. Gas,
ii. Oil,
iii. Solid Fuel and Biomass,
iv. Commercial Heating Systems – Including Replacements/Upgrades,
v. Heat Pumps,
vi. Electric Wet and Dry Systems.
vii. Renewable Technologies including:
viii. District Heating and Heat Meters.
c. Responsive repair to heating systems and appliances including out of hours;
d. Call handling and works planning for the above services (Option);
e. An all inclusive service as above with the addition of a replacement heating system in all properties during the contract period (optional as requested);
f. Other ancillary works.
The Authorities are therefore seeking to establish a multi-client Framework Agreement with 3 (three) successful Applicants, depending on the quality and number of suitable bids received. The Framework Agreement will govern the letting of the contracts for the works. Call-offs will be made throughout the life of the Framework Agreement, including during the final year and may last beyond the life of the Framework Agreement. In particular, if the option listed as ‘e’ above, is procured under a Call Off such Call Off may have a duration significantly beyond the duration of the Framework Agreement.

II.1.6)Common procurement vocabulary (CPV)

50531200, 50531100, 50720000, 79512000

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: 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:

II.2.2)Information about options

Options: no

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: 48 (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:

Parent Company Guarantee, performance bonds, warranties and/or deposits may be required by the contracting Authorities and details will be 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 of any financial conditions and payment arrangements will be 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:

Where a group of suppliers are working as a consortium bid, all information required should be given in respect of the leader of the proposed Consortium. The Consortium leader should also provide full details of the group structure.
Consortia should respond in light of such arrangements as are currently envisaged but should note that any subsequent change to the composition or structure of the Consortium must be notified to the Authorities and may lead to disqualification of that Consortium from the tender process.
The Authorities will only enter into a contract with a Consortium that is a separate legal entity from its members. Any unincorporated Consortium that is successful will be required to adopt separate legal personality prior to, and as a condition to, entry into the contract.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Under the Framework Agreements the Applicants and its supply chain will be required to actively 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: Applicants will be required to complete a Pre-Qualification Questionnaire (‘PQQ’) consistent with Directive 2014/24/EU. Copies of the PQQ can be requested from the contact point as set out in Section I. Applicants will be asked to confirm that none of the conditions set out in Article 57 of the Directive 2014/24/EU 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 PQQ consistent with Directive 2015/24/EU. The Applicants will be required to provide information and formalities in relation to Regulation 58 Public Contracts Regulations 2015.
Minimum level(s) of standards possibly required: Applicants will be required to have a minimum annual turnover of: 4 500 000 GBP in each of the last 3 (three) financial years with 2 500 000 GBP per annum in services directly relating to this contract
Applicants will be required at the time of entering the Framework Agreement or any call-off contract under the Framework Agreement to possess the insurances specified in the PQQ.
These and any further requirements are set out in the PQQ. Copies of the PQQ can be requested from the contact point as set out in Section I. The PQQ must be completed and returned with all required supporting documentation and information by the deadline listed in Section IV.3.4 of this Notice.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Applicants will be required to complete a PQQ consistent with Directive 2014/24/EU. The Applicants will be required to provide information and formalities in relation to Article 58 of Directive 2014/24/EU and Regulation 58 Public Contracts Regulations 2015. These requirements are set out in the PQQ. Copies of the PQQ can be requested from the contact point as set out in Section I. The PQQ must be completed and returned with all required supporting documentation and information by the deadline listed in Section IV.3.4 of this Notice.

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 minimum number 5
Objective criteria for choosing the limited number of candidates: As 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:

EPHS15

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

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

22.4.2015 – 12:00

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

1.5.2015

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

It is intended that the Framework Agreement is be capable of being used by any corporate body taking on part of the role of Eastern Procurement Ltd and:
a. New Members may join EP over time and existing Members may retire.
b. The arrangements procured by EP will be made available to additional Local Authorities and Registered Providers (of social housing) should they become Members of EP.
c. These arrangements may be made available to other organisations with a community purpose with properties in the East of England.
d. Organisations whose properties are managed by any Member or other organisation listed in a, b and c above.
The Contracting Authorities reserve the right to cancel the procurement at any time and not to proceed with the award of any contract and/or framework agreement or part thereof at any stage of the procurement process.
Applicants should note that the provisions of the Transfer of Undertakings (Protection of Employment) Regulations 2006 might apply to this programme.
The minimum time frame during which the Applicant must maintain the tender is 6 months.

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 207947600

Body responsible for mediation procedures

Royal Courts of Justice
The Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 207947600

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Contracting Authorities shall comply with the requirements of Regulation 86 of the Public Contracts Regulations 2015.

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

Cabinet Office
70 Whitehall
SW1A 2AS London
UNITED KINGDOM
Internet address: http://www.cabinetoffice.gov.uk

VI.5)Date of dispatch of this notice:

16.3.2015