Housing services contract 2013-2023 London Borough of Hammersmith and Fulham

Housing services contract 2013-2023 London Borough of Hammersmith and Fulham

The Contracting Authority is commencing this procurement as part of its overall Housing revenue account medium term financial strategy, a key part of which relates to how it seeks to procure its housing management and estate services.

UK-London: letting services of own property

2012/S 125-207497

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

London Borough of Hammersmith and Fulham
Town Hall, King Street, Hammersmith
W6 9JU London
UNITED KINGDOM
Telephone: +44 2087483020

Internet address(es):

General address of the contracting authority: http://www.lbhf.gov.uk/

Electronic access to information: http://www.londontenders.org

Electronic submission of tenders and requests to participate: http://www.londontenders.org

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
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: no

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

Housing services contract(s) 2013-2023.
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: Within the geographic area of the London Borough of Hammersmith and Fulham.
NUTS code UKI11

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)

The Contracting Authority is seeking to procure an innovative private sector provider(s) to invest in, develop and provide a range of housing and estate services for its residential properties through strategic partnering arrangement(s) (the “Housing Services”). The Contracting Authority representing its leaseholders, tenants, residents and Contracting Authority’s Council-tax payers (both current and future) wishes to establish a contract or contracts to provide Housing Services (which incorporates both housing management and estate services). The contract(s) is proposed to commence in early 2013 for an initial ten (10) year term and, possibly, with an option to extend, at the Contracting Authority’s discretion, by one period of a further five (5) years.
The Contracting Authority is commencing this procurement as part of its overall Housing revenue account medium term financial strategy, a key part of which relates to how it seeks to procure its housing management and estate services. The Contracting Authority has completed a formal market consultation following the issue of a Prior Information Notice to seek the views of the market. The information pack provided to attendees and a summary of questions asked are available from the London Tenders Portal (see I.1 above).
The annual estimated value of services that are to be delivered under the Housing Services Contract(s) are detailed as follows:
— For the caretaking and cleaning to approx. 13 700 properties within the whole borough: 2 500 000 – 3 500 000 GBP,
— For the tenancy management of approx. 8 000 properties within part of the borough: 2 000 000 – 2 500 000 GBP,
— An optional addition to the contract for the provision of Anti-Social Behaviour for the whole borough; 1 000 000 GBP – 1 500 000 GBP.
The Contracting Authority wishes to establish the most efficient method of service delivery. In managing the delivery of services, the Contracting Authority’s preference is for Estate Services to be let as a single boroughwide contract and for housing management to be let for the south half of the borough only. A package combining both would be acceptable if it added additional value. In terms of service delivery this comprises two key areas:
1. Housing Management encompassing:
— Tenancy management including reception services and lower level anti-social behaviour,
— Option to include high level anti-social behaviour service.
2. Estate services encompassing:
— Caretaking services,
— Sheltered housing cleaning services,
— Specialist cleaning services.
The principal outputs of the Housing Services contract(s) will be to:-.
— Deliver to specified performance and quality levels,
— Deliver social and community benefits for localism,
— Achieve sustainable efficiencies,
— Realise the benefits of an outcome-based model for the users of the Contracting Authority’s services,
— Provide greater value for money and accountability for residents,
— Reduce revenue costs for delivery of the front-line services described in this Contract Notice,
— Deliver continuous improvement and innovation.
Below is a general description of the scope of works and services which will include estate inspections and condition reporting, performance monitoring against key performance indicators; quality management and health and safety management.
Housing Management: elements of tenancy management including reception services and lower level anti-social behaviour management. Options will be required for the provision and management of higher level anti-social behaviour management. Economic Operators should note that this will not include income management functions.
Caretaking services: cleaning activity to the communal areas of properties provided by the Contracting Authority boroughwide (as well as properties provided by a 3rd party registered social landlord), including towers, blocks, street properties and sheltered accommodation. This work will include cleaning tasks and tasks related to maintaining a safe environment such as snow clearance and gritting of estate pathways.
Sheltered housing cleaning services: cleaning within the Contracting Authority’s sheltered accommodation stock.
Specialist cleaning services: periodic deep cleaning of floors, graffiti removal in or on Contracting Authority’s housing stock, some communal window cleaning and other cleaning tasks required to maintain the fabric of the buildings in a clean condition and to prolong the life of floorings and decoration cleaning and the application of specialist/protective coatings.
The Contracting Authority may also wish to include by way of variation during the term of the contract(s) other services currently provided both in-house and through other contractors such as concierge services, sheltered housing management and neighbourhood wardens.
II.1.6)Common procurement vocabulary (CPV)

70130000, 70330000, 70331000, 70333000, 75123000, 75242110, 79992000, 90910000, 90911000, 90911100, 90911200, 90911300, 98000000, 98341100, 98341140

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: yes
Tenders may be submitted for all 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:

The Contracting Authority intends to enter into a ten (10) year contract and include an option to extend, at the Contracting Authority’s sole discretion, for a further five (5) years.
Estimated value excluding VAT:
Range: between 45 000 000,00 and 112 500 000,00 GBP
II.2.2)Information about options

Options: yes
Description of these options: The contract(s) is proposed to commence in early 2013 for an initial 10 year term and, possibly, with an option to extend, at the Contracting Authority’s discretion, by one period of a further 5 years.
Provisional timetable for recourse to these options:
in months: 120 (from the award of the contract)
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: 120 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Estate Services as a single Boroughwide contract

1)Short description

Boroughwide sole supply of estate services only.
2)Common procurement vocabulary (CPV)

70331000, 79992000, 90910000, 90911000, 90911200, 90911300, 90911100, 98000000

3)Quantity or scope

This is to cover estate caretaking and cleaning services to properties provided by the Council boroughwide (as well as properties provided by a 3rd party registered social landlord). Services to include caretaking services, sheltered housing cleaning services and specialist cleaning services.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Housing management – south of Borough only

1)Short description

South of the borough supply of housing management services.
2)Common procurement vocabulary (CPV)

70331000, 79992000, 90910000, 90911000, 90911200, 90911300, 90911100, 98000000

3)Quantity or scope

This is to cover housing management services to the Council housing stock in the South of the borough. Services to include elements of tenancy management, including reception services and lower level anti-social behaviour service with options to include the elements of the higher level anti-social behaviour service.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 3 Lot title: Combined package – estate services boroughwide and housing management south only

1)Short description

Boroughwide sole supply of estate services and south of the borough supply of housing management services.
2)Common procurement vocabulary (CPV)

70331000, 79992000, 90910000, 90911000, 90911200, 90911300, 90911100, 98000000

3)Quantity or scope

This is to cover estate caretaking and cleaning services to properties provided by the Council boroughwide (as well as properties provided by a 3rd party registered social landlord) in addition to housing management services to the Council housing stock in the South of the borough. Services to include the housing management elements of tenancy management, including reception services and lower level anti-social behaviour service with options to include the elements of the higher level anti-social behaviour service. Services also included as part of the estate services element encompass, caretaking services, sheltered housing cleaning services and specialist cleaning services.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

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

Payments will be made in accordance with the conditions of contract.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Joint and several liability. Should the successful tenderer be a consortium of organisations, the Contracting Authority reserves the right to require a successful consortium to form a single legal entity in accordance with Regulation 28(3) of the Public Contract Regulations 2006. Alternatively the Contracting Authority may require the lead partner to be responsible for completing the commission on behalf of the consortium with all payments being made to the lead partner for services rendered by the consortium. Support partners may be required to complete a collateral warranty agreement in favour of the Contracting Authority.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
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: As set out in Articles 45 of Directive 2004/18/EC (and Regulation 23 of the UK Public Contract Regulations 2006). Economic operators will be required to complete a pre-qualification questionnaire (PQQ), part of which will include information regarding their personal situation/circumstances. The PQQ will contain the Contracting Authority’s requirements and how the information supplied by the economic operators will be evaluated in order to select the short-list to be invited to tender. The PQQ can be obtained from the London Tenders Portal (see I.1 above).
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As set out in Article 47 of Directive 2004/18/EC (and Regulation 24 of the UK Public Contract Regulations 2006). Economic operators will be required to complete a PQQ, part of which will include information on their economic and financial capacity.
Minimum level(s) of standards possibly required: Whilst it is not possible to be precise, economic operators are required to be of a sufficient size to operate the contract and are likely to also be operating contracts of similar size. Failure to achieve the minimum requirements set out in the PQQ shall result in the application being unsuccessful.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As set out in Articles of Directive 2004/18/ EC (and Regulations 25 of the UK Public Contract Regulations 2006). Economic operators will be required to complete a PQQ, part of which will include information on their technical and professional ability, as well as providing evidence on their quality assurance and environmental management measures. It should be noted that Economic Operators unable to demonstrate experience of providing similar may not be invited to participate.
Minimum level(s) of standards possibly required: As set out in the pre-qualification questionnaire.
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: 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: 6
Objective criteria for choosing the limited number of candidates: As set out in the pre-qualification questionnaire.
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:

DNWC-8VMF54
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2012/S 069-114413 of 7.4.2012

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: 6.8.2012 – 17:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

7.8.2012 – 03:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
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 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

1. This contract will be tendered under an e-procurement web site https://www.londontenders.org. All Expressions of Interest, PQQ’s, instructions to tender and questions relating to the tender process will be received through this web site. All contract documentation and economic operator submissions will be issued and submitted via the web site. Requests to participate, PQQ’s and tenders received outside of the web site will not be accepted.

The shortlist of economic operators shall be drawn up on the basis of the response to a pre-qualification questionnaire (PQQ) which is available on the London Tenders Portal (see I.1 above).
2. As part of its evaluation of economic operators’ financial standing the Contracting Authority will undertake financial reference and credit checks using its appointed credit reference agency, Creditsafe UK. Economic Operators may contact Creditsafe UK to ensure the details they hold of the organisation are correct.
3. Following the evaluation of submitted tenders, the Contracting Authority will arrange for a suitably qualified firm of accountants to undertake a further financial due diligence assessment of the highest scoring tenderer. The relevant tenderer will be required to provide further financial documentation to confirm that the credit rating has not been affected by current movement in the accounts. In the event of a failure under this procedure, the evaluation panel will revert to the next highest ranked tenderer to undergo financial due diligence. Details of the requirements for this due diligence will be provided later in the procurement process.
4. The Contracting Authority believes that a contractor is unlikely to make a reasonable commercial return within a short to medium term while delivering the efficiencies and improvement in the service required and therefore requires a ten year contract to ensure the contract is successful and achieves value for money.
5. The evaluation of tenders received for all 3 lots will provide the Contracting Authority with the basis to decide whether to award a contract for Lot 3 Combined, or to award two separate contracts for Lots 1 and 2.
6. Economic operators should make themselves familiar with the appropriate guidance and / codes of practice that are currently in force and issued by the “Equality and Human Rights Commission” (http://www.equalityhumanrights.com/) a statutory commission set up by the UK Government.

7. In accordance with section 20 of the UK’s Landlord and Tenant Act 1985 and its subsequent amendments, the Contracting Authority has a statutory obligation to consult with its leaseholders on contract packaging arrangements. This consultation period started on 2nd April 2012 and lasted for a period of 30 days and consequently, the requirement has had regard to observations received from leaseholders, as part of this process.
8. Economic Operators should note that this procurement is also undertaken for and on behalf of all future users and residents of the Contracting Authority, as notified to the selected Service Providers via the relevant contractual process. The Contracting Authority intends to make the services delivered under the Housing Services contract available to the Contracting Authority’s leaseholders although the said leaseholders shall not be under any obligation to use the Housing Services contract as appropriate under legislative powers of Section 20 of the UK’s Landlord and Tenant Act 1985 and its subsequent amendments.
9. The successful tenderer will be required to participate actively in the delivery of social and/or environmental policy objectives including those relating to customer involvement, recruitment, employment training, community and environmental sustainability and supply chain initiatives undertaken in accordance with the Contracting Authority’s plan and to support delivery of strategic goals for reducing costs, improving performance and community engagement.
10. In addition, the Contracting Authority wishes to engage with Economic Operators who are geared to innovate to drive up service quality and efficiency in order to continuously improve value for money for the Contracting Authority’s business and its customers. Contract conditions will therefore include social, environmental and value for money considerations.
11. The Contracting Authority anticipates that the Business Transfers Directive 2001/23/EC (and the UK’s Transfer of Undertakings (Protection of Employment) Regulations 2006) will apply to the transfer of personnel from incumbent contractors under this procurement. The Contracting Authority’s detailed requirements will be set out in the Contract Documents and will include a requirement that the successful Economic Operator provides a comparable pension scheme for transferred personnel.
12. The Contracting Authority reserve the right to cancel the procurement and/or not award a contract and/or to award a contract for part or parts of the Programme only.
13. The Contracting Authority will not be liable for any costs incurred by those expressing an interest in this contract opportunity.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. Applicants who are unsuccessful shall be informed by the Authority as soon as possible after the decision has been made as to the reasons why the Applicant was unsuccessful. If an appeal regarding the award of the contract has not been successfully resolved, The Public Contracts Regulations 2006 (SI 2006 No. 5), as amended provide for aggrieved parties who have been harmed or are at risk of harm by breach of the rules to take legal action. Any such action must be brought within the applicable limitation period. Where a contract has not been entered into, the Court may order the setting aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into the Court may, depending on the circumstances, award damages, make a declaration of ineffectiveness, order the Authority to pay a fine, and/or order that the duration of the contract be shortened. The purpose of the standstill period referred to above is to allow the parties to apply to the Courts to set aside the award decision before the contract is entered into.
VI.4.3)Service from which information about the lodging of appeals may be obtained

Efficiency & Reform Group, Cabinet Office
Cabinet Office Roseberry Court, Andrew’s Business Park
NR7 0HS Norwich
UNITED KINGDOM
Internet address: http://www.cabinetoffice.gov.uk/

VI.5)Date of dispatch of this notice:29.6.2012