Lift Maintenance Services Walsall

Lift Maintenance Services Walsall

Lift Servicing and Maintenance, Breakdown, Emergency Call Outs and Repair services to Electric and Hydraulic Powered Passenger Lifts.

United Kingdom-Walsall: Lift-maintenance services

2014/S 187-330354

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

whg
Procurement, 100 Hatherton Street
Contact point(s): Procurement Services
WS1 1AB Walsall
UNITED KINGDOM
Telephone: +44 3005556666
E-mail: procurement@whgrp.co.uk

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: no

Section II: Object of the contract

II.1)Description

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

Lift repair, emergency call out and maintenance 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
Main site or location of works, place of delivery or of performance: Walsall and West Midlands.

NUTS code UKG

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)

Lift Servicing and Maintenance, Breakdown, Emergency Call Outs and Repair services to Electric and Hydraulic Powered Passenger Lifts. Occasional refurbishments may be required to meet any new standards/regulations. Primarily the contract covers planned maintenance/periodic tests and call outs but will not involve replacement of complete lifts. The contract will not include the provision and maintenance of customer individual stair-lifts.

II.1.6)Common procurement vocabulary (CPV)

50750000, 50000000

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:

whg requires a contractor who can provide Statutory and Emergency Repair and Maintenance services to Electric and Hydraulic Powered Passenger Lifts. Occasional refurbishments may be required to meet any new standards/regulations. Primarily the contract covers planned maintenance/periodic tests and call outs but will not involve replacement of complete lifts. The contract will not include the provision and maintenance of customer individual stair-lifts. The successful contractor must be able to show a commitment to providing effective services that provide value for money to whg and its customers including both tenants and leaseholders. The proposed initial contract period will be for a period of 3 years commencing on 1.7.15. The contract will be extendable at the Contracting Authority’s sole discretion on an 2 yearly basis after the first 3 years for up to a further 4 years. The term will not exceed 7 years. All subject to provisions for earlier termination including a break clause and annual renewals based on meeting and maintaining Key Performance Indicators. Several refurbishment projects have now been undertaken, it is anticipated that this will help reduce the need for any additional major works and/or reduce breakdowns. The contract will also contain a break provision that may be exercised by the contracting authority subject to the giving of the period of notice stipulated in the contract. The Contracting Authority reserves the right to consider the option at some stage during the contract period to possibly remove some elements or add certain elements to the scope of the contract, this may include lifts in any new developments. Future requirements of the Services may extend beyond the borough of Walsall.

II.2.2)Information about options

Options: no
II.2.3)Information about renewals

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

Duration in months: 36 (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:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The proposed initial contract period will be for an initial period of 3 years commencing on 1.7.15. An option to extend will be included for 2 periods of 2 years. The term will not exceed 7 years. All subject to provisions for earlier termination including a break clause and annual renewals based on meeting and maintaining Key Performance Indicators. A financial assessment will be made via a Credit agency report — this is a pass/fail criteria. Any organisation receiving a report highlighting a risk of business failure will then have additional financial checks carried out on them, should the additional checks highlight the same as the credit agency report your company will not progress any further and will not be invited to tender. It is not the responsibility of whg to ensure that the credit agencies have the correct information on your company. whg will evaluate whether your organisation holds an environmental accreditation e.g. ISO14001 or equivalent. Increased marks will be awarded for holding the ISO14001 accreditation.
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 judgement 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 May 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 June 1991 on prevention of the use of the financial system for the purpose of money laundering.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: A financial assessment will be made via a Credit agency report — this is a pass/fail criteria. Any organisation receiving a report highlighting a risk of business failure will then have additional financial checks carried out on them, should the additional checks highlight the same as the credit agency report your company will not progress any further and will not be invited to tender. It is not the responsibility of whg to ensure that the credit agencies have the correct information on your company.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Your organisation must have LEIA membership or equivalent, this is a pass/fail requirement. whg will evaluate whether your organisation holds an environmental accreditation e.g. ISO14001 or equivalent. Increased marks will be awarded for holding the ISO14001 accreditation.
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: and maximum number 8
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:

Housing Procurement Portal — 9LNE-5XVM5P.

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

28.10.2014 – 12:00
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 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

whg reserves the right to withdraw from this procurement procedure at any time without awarding a contract. whg and / or its advisers shall not be liable for and will not pay any costs in respect of the preparation of any application and tender submission of any applicant or bidder whether they are successful or unsuccessful and all applicants and bidders are to be responsible for all of the costs and expenses they incur as a result of participating in this procurement process, irrespective of whether the procedure is completed or is abandoned without any appointment. An applicant shall be deemed to have unequivocally accepted this as a condition precedent to participation in this procurement process. It is envisaged that the provisions of the Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE 2006) may apply for this procurement. Further information of TUPE 2006 will be provided in the tender documents whg is committed to the deployment of e-tendering methodology. This tender process will be managed via our electronic tendering solution referred to as The Housing Procurement Portal. Press on register free, on the next screen press the next button located at the bottom. Complete contact details as required (note sections with a red asterisk are mandatory) then press next. Complete contact details as required, also complete keywords (note that the key words you enter will help the system to automatically suggest contracts that become available).Complete any affiliations and your company classifications as required (note you can select more than 1) and press next. Press on search/select categories. Complete the search criteria and press search (note that the search criteria you enter will help the system to automatically suggest contracts that become available). Once the search criteria are returned tick any relevant codes and press select categories. The selected categories will then appear on the right hand side of the screen, you can now select more categories by repeating the above process or press finish at the bottom of the screen. You will then be presented with a screen with all of the categories you have selected showing. Press next. Due North require that in order to use their software you should tick to confirm that you have read the Privacy Notice and accept their Terms and Conditions of use. You may wish to seek advice (at your own cost) before accepting. Please note these are not whg’s Terms and Conditions which you will be required to accept during each tender process. You will are then check the details and press submit registration. You will are then need to press OK. Once registered you will then receive an email stating: Thank you for applying to become a user of the system. Your application is now being considered, and you should be informed of a decision shortly. Your application reference is This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error please notify the system manager. Please note that any views or opinions presented in this email are solely those of the author and do not necessarily represent those of the company. Finally, the recipient should check this email and any attachments for the presence of viruses. The company accepts no liability for any damage caused by any virus transmitted by this email. Your company will then be approved by the system administrator which may take up to 2 working days. Once accepted you will then receive 2 emails with your user name and password on. Once you have this please login to the system as show below. Go back to the web link above and press on the login icon. Enter Your: User Name: In this field you enter your unique user-name (Supplied by Due North via email). Password: In this field you enter your password, which in the case of a first time log in will be the system generated, random password sent in a separate e mail from your user name. This is Case Sensitive. Then once this has been done click o
n the Login “Login” button to continue. This will go to the home page, however it has changed slightly from before, reflecting the fact that you are now logged in. As it is a first time log in the next screen is the password change screen that is required for security reasons, and so the password can be changed to something more memorable. Click on “Change Password”. This will open up the next Change Password screen. There are 3 fields that must be complete to move onto the next page. Current Password: In this field the current portal password is required. New Password: In this field the new password that is to be used with the account is specified. The password must be at least 8 digits long and contain both letters and numbers to be valid and to ensure account security. Confirm New Password: In this field the new password must be retyped, and it must match the password specified in the field above to be able to continue. Once all fields have been correctly completed then click on “Next” from the options section to proceed. If all fields are correctly populated then the Change Password Confirmation screen will appear. To return to the supplier homepage from this screen then click on “OK”. Please wait at least 1 hour before attempting to log back in otherwise you will lock your account and have to complete the process again. During the process all questions must be raised using the portal. The ability to ask questions is found in the Discussion section. This is located on the right hand side of the screen, and there are two sections within. The Question and Answer section is where questions are asked regarding the tender, and they will go to the member of staff that is working on this within the contracting organisation. To ask a question, click on the Question and Answer section title in the discussions section. This will open up the question and answer section, here any existing questions will show up along with any additional information that has been issued. To ask whg a question, click the “Ask Question” button. Tenderers must utilise the Due North system for communication with whg. Contacting whg’s Authorised Officer(s) directly through a work email address is not permitted, unless there is a technical issue with the Due North system. In this event please contact procurement@whgrp.co.uk It is the responsibility of the Tenderer to ensure that company information (e.g. email address of any representative / contact) is kept current to avoid any delay in processing changes. Tenderers must treat all documents and all details contained therein, as private and confidential. Any attachments are intended solely for the recipient or entity to which they are addressed and are confidential in nature. If you have received this in error, please contact: procurement@whgrp.co.uk and then delete any copies you may have. whg does not bind itself to accept the lowest or any tender and will not be responsible for, or pay any expenses incurred by the Tenderer in the preparation of this tender. Whilst whg will use reasonable endeavours to see that all information given to Tenderers is both truthful and accurate, whg in no way warrants the same and Tenderers must satisfy themselves as to the accuracy of any information provided by whg. whg accepts no responsibility or liability whatsoever for any loss or damage of whatever kind and howsoever caused arising from or in consequence of the use by Tenderers of such information. Any PQQ not completed correctly will not be considered and you will fail the pre-qualification stage. All questions at PQQ stage are to answer. When completing your PQQ please also consider the following: A financial assessment will be made via a Credit agency report – this is a pass / fail criteria. Any organisation receiving a report highlighting a risk of business failure will then have additional financial checks carried out on them, should the additional checks highlight the same as the credit agency report your company will not progress any further and will not be invited to tender. It is not the responsibility of whg to ensure that the credit agencies have the correct information on your company. Insurance: whg will require the following levels of insurance: Employers Liability a minimum of 5 000 000 GBP; Public Liability a minimum of 10 000 000 GBP; Contamination Liability 1 000 000 GBP and Professional Indemnity 2 000 000 GBP — it is important that you confirm that you are willing to take out this level of insurance cover if successful. Other areas of the PQQ will be weighted accordingly and scored out of 2 during the evaluation process, all information on weighting and scores are visible within The Housing Procurement Portal. Your organisation must be members of the Lift and Escalator Industry Association (L.E.I.A) or equivalent. Bidders who do not have this in place at the PQQ stage will not be considered, it is a pass / fail requirement. Following on from the PQQ stage and as part of the Restricted Procedure, if selected, your organisation will be invited to submit a Bid. whg takes Health and Safety very seriously – If your organisation does not have a Health and Safety at Work Policy your submission will fail. Where a Policy exists additional marks will be awarded for holding CHAS, SafeContractor or equivalent. whg will evaluate whether your organisation holds an environmental accreditation e.g. ISO14001 or equivalent. Increased marks will be awarded for holding the ISO14001 accreditation.
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: whg will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. 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 a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Generally, any such action must be brought within 30 days from the date the aggrieved party knew or ought to have known about the breach. 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 may only award damages or, where the contract award procedures have not been followed correctly, declare the contract to be ‘ineffective’.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

25.9.2014