Housing Services Contracts London

Housing Services Contracts London

London Borough of Hammersmith and Fulham. UK-London: letting services of own property

2012/S 69-114413

Prior information notice


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

Internet address(es):

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

Further information can be obtained from: London Tenders Portal
Internet address: http://www.londontenders.org

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.B: Object of the contract (Supplies or services)

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

Housing Services Contract(s) 2013-2023.
II.2)Type of contract and place of delivery or of performance

Service category No 14: Building-cleaning services and property management services
Within the geographic area of the London Borough of Hammersmith and Fulham.
NUTS code UKI11

II.3)Information on framework agreement

The notice involves the establishment of a framework agreement: no
II.4)Short description of nature and quantity or value of supplies or services:

The purpose of publishing this Notice is to seek the views of the market on the most appropriate packaging arrangements that will be beneficial to the Contracting Authority, its leaseholders, tenants, residents and Contracting Authority’s Council-tax payers (both current and future) and the successful tenderer or tenderers.
The Contracting Authority is seeking to procure innovative private sector provider(s) to invest in, develop and provide a range of housing and estate services for its residential properties through a strategic partnering arrangement(s) (the “Housing Services”).
The Contracting Authority is commencing this procurement as part of its overall Housing Revenue Account Medium Term Financial Strategy programme, a key part of which relates to how it seeks to procure its Housing Services (which incorporates both Housing Management and Estate Services). The Contracting Authority is also considering alternative options for service delivery in other areas of the Housing Department such as Housing Maintenance to include responsive repairs, planned and cyclical maintenance works which will be notified through a Contract Notice to be published shortly.
It is envisaged that any contractual arrangements will be for approximately 10 years to commence late 2012 or early 2013. As part of the consultation the Contracting Authority is seeking views on the acceptable packaging arrangements (e.g. a 10 year contract with break provisions mid-point; 5 or 6 year arrangement with options to extend for 4 or 5 years, etc).
The annual estimated value of services that are envisaged to be delivered under the Housing Services Contract(s) are detailed as follows:
— for the caretaking and cleaning to approx. 14 000 properties within the whole borough; 2 500 000 GBP-3 500 000 GBP,
— for the tenancy management of approx. 8 000 properties within part of the borough; 2 000 000 GBP-2 500 000 GBP,
— an optional addition to the contract for the provision of Anti-Social Behaviour and Neighbourhood Warden Management 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 (including consideration of options for clientside operations). In managing the delivery of services, the Contracting Authority’s preference is for Estate Services to be let as a single borough wide 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, registration, re-housing and evictions,
— options to include; anti-social behaviour service, neighbourhood warden service, squatters and court orders.
2. Estate services encompassing:
— caretaking,
— sheltered housing cleaning,
— specialist cleaning services,
— management & administration.
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. Consequently, the consultation period with the market on the appropriate packaging options will also conclude after the Contracting Authority has had regard to the observations received from its leaseholders. The intention being to conclude by early May 2012, after which the Contract Notice will be published.
The principal outputs of the Housing Services contract(s) will be to:
— deliver to specified performance and quality levels,
— achieve sustainable efficiencies,
— derive the benefits of an outcome-based model for the users of the Contracting Authority’s services,
— provide value for money and accountability for residents,
— reduce revenue costs for delivery of the front-line services described in this Notice,
— deliver continuous improvement and innovation.
Below is a general description of the scope of works and services, it is not exhaustive and may change when the Contract Notice is published:
Housing Services:
Tenancy management, including reception services, registration, re-housing and evictions. Options would be required for the provision and management of Anti-Social Behaviour, Squatters, Court Orders and Neighbourhood Wardens.
Caretaking: cleaning activity to the communal areas and in the surrounds of the Contracting Authority’s housing and commercial stock, including towers, blocks, street properties and sheltered accommodation. This work will include cleaning tasks to both internal and external communal areas and tasks related to maintaining a safe environment such as changing bulbs to communal lighting and snow clearance and gritting of estate pathways.
Sheltered Housing Cleaning: domestic cleaning of all communal facilities 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.
Management and administration including; estate inspections and condition reporting, performance monitoring against key performance indicators; quality management and health and safety management. The intention of the Contracting Authority is that any estate/property management IT services necessary to monitor and provide client management reports on the cleanliness and condition of properties and estates applicable to this contract and for activities as listed above are potentially in scope for this procurement but this may be reviewed in light of the consultation exercise now being undertaken.
Estimated cost excluding VAT:
Range: between 45 000 000,00 and 112 500 000,00 GBP
II.5)Common procurement vocabulary (CPV)

70130000, 98341140, 70330000, 70331000, 79992000, 90910000, 90911000, 90911200, 90911300, 90911100, 98000000

II.6)Scheduled date for start of award procedures
II.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes
II.8)Additional information:

This Prior Information Notice is being published with view to receiving observations from the market about suitable packaging of services, the Form of Contract and which pricing mechanism options should be considered.
The Contracting Authority would also like to hear from participants in the consultation about other applicable service models, the potential for maximising benefits through longer term contracts, the reduction of duplication between the two parties and localism proposals. The consultation process will take two forms (a) written responses and questions; and (b) a “Meet the Buyer” event. A questionnaire concerning the available options will be made available through the London Tenders Portal (see I.1 above). For those Economic Operators wishing to attend the “Meet the Buyer” event should indicate their intention through the London Tenders Portal and any questions they want to raise should also be submitted in advance for a reply at the event.
The “Meet the Buyer” is scheduled for 27 April 2012 at White City Community Centre, India Way, London W12 7QT. The event is expected to be addressed by the Contracting Authority’s Member for Housing who will outline the Contracting Authority’s key objectives for the coming years. The event will offer an introduction to the Programme, the procurement of Housing Services as well as the procurement of Housing Maintenance. If you wish to participate in this event please register an interest through the London Tenders Portal (see the above links – section I.1).
If you do not wish to attend the “Meet the Buyer” event on 27.4.2012 you may still respond to the questionnaire about packaging arrangement. Completed questionnaires must be returned through the London Tenders Portal on or before 3:00 hrs on 8.5.2012.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.2)Conditions for participation
III.2.1)Information about reserved contracts

Section VI: Complementary information

VI.1)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no
VI.2)Additional information:
VI.3)Information on general regulatory framework

Relevant governmental Internet sites where information can be obtained
Tax legislation Http://.
Environmental protection legislation Http://.
Employment protection and working conditions Http://.
VI.4)Date of dispatch of this notice: