Housing Management Services Contract London

Enfield Council is seeking competitive bids for the housing management and lettings of new homes on behalf of a wholly owned Council company, developed on housing sites across the Borough available for private rental, social rent and shared ownership.

United Kingdom-Enfield: Property management services of real estate on a fee or contract basis

2014/S 220-389325

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

London Borough of Enfield
HHASC — Development & Estate Renewal Team, 10th Floor, Civic Centre, Silver Street
For the attention of: Mr Andrew Wilson
EN1 3XA Enfield
UNITED KINGDOM
Telephone: +44 2083793687
E-mail: andrew.wilson@enfield.gov.uk

Internet address(es):

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

Address of the buyer profile: www.londontenders.org

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:

Housing Management Services Contract.

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

Services
Service category No 14: Building-cleaning services and property management services
Main site or location of works, place of delivery or of performance: The London Borough of Enfield.

NUTS code UKI21

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)

Enfield Council is procuring on behalf of itself and a company which is yet to be established by the Council. It is currently envisaged that the contracting company will be established by the date of the award of the contract and will be connected with the Council and will be responsible for contracting with the successful applicant for the delivery of the required housing management services. Further details relating to the contracting entity and related contracting structure, including the responsibilities of all parties will be set out in the tender documents.
Phase 1
Enfield Council is seeking competitive bids for the housing management and lettings of new homes on behalf of a wholly owned Council company, developed on housing sites across the Borough available for private rental, social rent and shared ownership. Suitably qualified organisations such as Registered Providers, consortiums, rental management companies, mixed tenure specialists and letting agents may apply, however this list is not exhaustive.
Initially (Phase one), seven small council owned sites across the Borough, some of which have already commenced on site this year, will provide 94 new homes of which 37 will be affordable housing (20 social rent and 17 shared ownership) and 57 homes will be available for private rent. This will include a mix of 1, 2, 3 & 4 bedroom homes with the first new homes available for private rent due to be handed from May/June 2015 — final completions due April 2016.
The Housing Manager will provide a fully managed service to the internals of the new homes including: viewings, preparing the tenancy agreement, inventory, rent collection and tenancy renewal, inspections, repairs and cleaning of communal areas and check out and inventory update at the end of the tenancy, with the potential to administer the stair-casing of the shared ownership properties. External services required, include the maintenance of public realm, cyclical repairs and general building maintenance, car parking on the existing small sites and future mixed tenure sites developed by the Council.
In addition to the above services the Council is keen to develop its in-house skills base to manage private rented accommodation in particular, and a compliant bid would also need to demonstrate a plan, to up-skill approximately 10 Council staff involved in the future management of the Council’s housing stock. The 10 Council staff will be managed via individual placements.
An Information Memorandum is also attached which provides more detail to prospective Providers about the Council’s intention to develop new Council housing and housing delivery model.
Further Phases
Throughout the life of the Contract Enfield Council may have an additional 1 000 to 5 000 new properties. The successful Housing Management provider for Phase one of this project may be awarded the additional properties based upon certain key performance indicators being met through regular performance reviews during the life of the contract. These Key Performance Indicators and the mechanism for awarding will be made available during the Invitation to Tender stage of this procurement process.

II.1.6)Common procurement vocabulary (CPV)

70330000, 70333000, 75123000

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 duration of the Contract will be for a period of 4 years (48 months) with the option to extend for a further additional 2 years (24 months). This service is comprised as outlined in section II.1.5 of this OJEU notice. The full list of services required under this contract will be detailed within the PQQ documentation.
Estimated value excluding VAT: 16 200 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The initial contract is for 48 months with an option to extend for a further 24 months, subject to satisfactory performance and review of current market conditions at the time of the extension.

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 1

II.3)Duration of the contract or time limit for completion

Duration in months: 72 (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:

The Council reserves the right to require bonds, guarantees, deposits and/or other appropriate forms of security. 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 in relation to financing conditions and payment arrangements will be set out in the Tender documents. Payment will be made in accordance with the standard terms of payment as detailed in the tender documents.

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

Please note the Council reserves the right to require Consortium or Joint Venture bids to provide full details of each member of the consortium or joint venture and confirm that the grouping is a legal venture and to require a single contractor to take lead liability on behalf of the consortium and that each party undertakes Joint and Several Liability in the award and performance of the contract.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes

Description of particular conditions: Description of particular conditions: This will be set out in the pre-qualification questionnaire and documentation available from http://www.londontenders.org

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: Any supplier may be disqualified who:
(a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order compulsory winding up the administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by any means which the contract authorities can demonstrate;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal organization, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26.5.1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j)has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10.6.1991 on prevention of the use of the financial system for the purpose of money laundering.

Will be specifiied in the PQQ and will be in accordance with Articles 44 to 52 of Directive 2004/18/EC and Regulations 23 to 29 of the Public Contracts Regulation 2006 as amended and as the Minimum level(s) of standards as set out in the pre-qualification questionnaire and tender documentation available from www.londontenders.org

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 three 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 of these turnovers is available.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(j) an indication of the proportion of the contract which the services provider intends possibly to subcontract;
(k) with regard to the products to be supplied: (i) samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so request; (ii) certificates drawn up by official quality control institutes or agencies of recognized competence attesting the conformity of products clearly identified by references to specifications or standards.

Will be specified in the Tender Documents and will be in accordance with Articles 44 to 52 of Directive 2004/18/EC and Regulations 23 to 29 of the Public Contracts Regulation 2006 as amended and as the Minimum level(s) of standards as set out in the pre-qualification questionnaire and tender documentation available from www.londontenders.org

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 number of operators: 5
Objective criteria for choosing the limited number of candidates: As specified within the PQQ and PQQ Instructions to Tenderers document.

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:

9PQH-QTCCUS

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

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: 12.12.2014 – 12:00
Payable documents: no

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

12.12.2014 – 12:00

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

5.1.2015

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

in days: 90 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: An authorised Officer of the London Borough of Enfield.

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

Additional information available from www.londontenders.org

The information and/or documents for this opportunity are available form http://www.londontenders.org. Contractors must read through the set of instructions and follow the process to respond to this opportunity. The Authority accepts no responsibility for any costs in relation to the preparation or submission of the response. Potential contractors should note that, in accordance with the UK Government’s policies on transparency, the contracting Authority will be under the obligation to publish the Invitation to Tender (ITT) document, and the text of any contract, subject to possible redactions at the discretion of the contracting Authority. The contracting Authority undertakes to use its best endeavours to hold confidential any commercially sensitive information provided, subject to the contracting Authority’s overriding obligations under the Freedom of Information Act 2000 and its transparency obligations.

The contracting authority will be looking to award the Contract to a single contractor with a commencement date of 20/04/2015.
Contractors are to note that:

(1) The information and/or tender documents for this opportunity will only be available via http://www.londontenders.org. Potential contractors must register on this site to respond, if you are already registered you will not need to register again, simply use your existing user-name and password.

(2) Potential contractors must log-in to the http://www.londontenders.org site, search for the following Contract Title: Housing Management Services Contract and follow the instructions provided to you here.

(3) The completed PQQ and ITT submissions for this opportunity will only be received electronically via http://www.londontenders.org.

(4) All communications regarding this opportunity will only be accepted through the discussions’ portal via http://www.londontenders.org. Written responses will be provided to all enquiries and any points of clarification or information will be circulated to all prospective contractors via thehttp://www.londontenders.org email system.

(5) Potential contractors are advised to allow yourself at least 2 hours when responding to this opportunity prior to the closing date and time, especially if you are required to upload documents as an attachment.
(6) If you experience any technical difficulties please contact the Due North (http://www.londontenders.org) Help-desk on +44 1670597120 or email:support@due-north.com.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

High Court of Justice
The Strand
WC2A 2LL London
UNITED KINGDOM

Body responsible for mediation procedures

Centre for Effective Dispute Resolution
International Dispute Resolution Centre 70 Fleet Street
EC4Y 1EU London
UNITED KINGDOM

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 of information on the award of the contract is communicated to contractors. This period allows unsuccessful contractors to seek further debriefing from the contracting Authority before the contract is entered into and to start proceedings where such action is necessary. Such additional information should be requested from the person stated in the contact details in section I.1 of this document. If an appeal regarding the award of a contract has not been successfully resolved the Public Contracts Regulations 2006 (SI2006/5 (as amended)) provide for aggrieved parties who have been harmed or 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 and within the time limits as defined in the above regulations. 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 has the options to award damages and/or to shorten or order the contract ineffective.

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

The London Borough of Enfield
Civic Centre Silver Street Enfield
EN1 3XA London
UNITED KINGDOM
E-mail: gemma.edwards@walthamforest.gov.uk
Telephone: +44 2084964607
Internet address: http://www.enfield.gov.uk

VI.5)Date of dispatch of this notice:

12.11.2014