Managing Agent for Care and Repair Renfrewshire

Managing Agent for Care and Repair Renfrewshire

Provide technical advice and assistance on adaptations, small repairs, handyperson service and property advice services throughout East Renfrewshire and Renfrewshire.

UK-Paisley: housing services

2012/S 131-217990

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Renfrewshire Council
Renfrewshire House, Cotton Street
For the attention of: Gary Dailly
PA1 1JB Paisley
UNITED KINGDOM
Telephone: +44 1418425744

Internet address(es):

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

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00400

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
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

East Renfrewshire Council

Section II: Object of the contract

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

Care & repair renfrewshire.
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: Renfrewshire and East Renfrewshire.
NUTS code UKM35

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)

Renfrewshire Council and East Renfrewshire Council wish to tender for a managing agent for care & repair renfrewshire.
This requirement is being tendered as 2 distinct lots:
Lot 1: Renfrewshire Council.
Lot 2: East Renfrewshire Council.
For the avoidance of doubt, the Employer for lot 1 will be Renfrewshire Council. The Employer for lot 2 will be East Renfrewshire Council. It is intended that this invitation to tender exercise will culminate in the award of a separate contract for each Lot but to a single Contractor.
The Contractor shall through “Care & Repair Renfrewshire” (the service):
Provide technical advice and assistance on adaptations, small repairs, handyperson service and property advice services throughout East Renfrewshire and Renfrewshire; and
Deal with all enquiries concerning disabled adaptations (prioritising Authority referrals), small repairs service and handypersons service, passed to the Service by the Employer.
II.1.6)Common procurement vocabulary (CPV)

70333000, 50800000, 85312400, 85311100, 85311200, 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: 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 Councils require a single contractor to provide Care & Repair Renfrewshire services to Renfrewshire Council (Lot 1) and East Renfrewshire Council (Lot 2).
This invitation to tender allows tenderers to submit for 1 of 2 options. The Councils preference is for Option 1 and as such all tenderers who are able to provide the required services within budget and at the quantities required should submit for Option 1 only. If tenders are received that meet all minimum standards and specifications and are submitted compliantly, the Councils will evaluate Option 1 only and award on that basis.
If no offers are received for Option 1, or the offers received do not meet the minimum standards and/or specification, the Councils will evaluate Option 2. Please note that if you are able to submit for Option 1 you should submit for this option and only this option as this is the Councils preference. If you cannot provide the requirements within budget then you should submit for Option 2 only. Only 1 bid will be evaluated per tenderer.
If no compliant submissions are received for Option 1 then the Councils will evaluate Option 2 whereby tenderers submit figures for volumes of service for small repairs, handyperson and adaptations subject to the minimum figures specified by the Councils for the full budget of 465 000 GBP per lot over 3 years and 930 000 GBP for both lots over 3 years.
Estimated value excluding VAT:
Range: between 750 000 and 2 500 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: This contract shall endure for 36 months subject to the following options:
The Councils have the option to extend the contract for up to a further 2 years from 30 September 2015 and reserve the right to terminate early giving 3 months notice.
Provisional timetable for recourse to these options:
in months: 36 (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: 36 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Renfrewshire Council

1)Short description

The required outputs delivered in the Renfrewshire Council area.
2)Common procurement vocabulary (CPV)

50800000

3)Quantity or scope

Adaptations: 250 over 3 years;
Small Repairs: 3 000 over 3 years;
Handyperson: 1 500 over 3 years;
Property advice service;
Approved list of contractors.
Estimated value excluding VAT:
Range: between 375 000 and 1 250 000 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 36 (from the award of the contract)
5)Additional information about lots

Pricing is fixed for 3 year contract.
Option to extend for up to 24 months.
Must provide submission within budget (465 000 GBP over 3 years) for required volumes and specifications.
Lot No: 2 Lot title: East Renfrewshire Council

1)Short description

The required outputs delivered in the East Renfrewshire Council area.
2)Common procurement vocabulary (CPV)

50800000

3)Quantity or scope

Adaptations: 180 over 3 years;
Small Repairs: 3 000 over 3 years;
Handyperson: 1 500 over 3 years;
Property advice service;
Approved list of contractors.
Estimated value excluding VAT:
Range: between 375 000 and 1 250 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Pricing is fixed for 3 year contract.
Option to extend for up to 24 months.
Must provide submission within budget (465 000 GBP over 3 years) for required volumes and specifications.

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:

The assessment interval is 13 weeks in advance with 25 % of tendered price paid at the beginning of Quarter 1, 2 and 3 with 12.5 % paid at the beginning of Quarter 4. The remainder will be due upon receipt of reconciled accounts for the year in question to the satisfaction of the council.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

None preferred, however for entering into and performing the contract, Tenderers will require to form a legal entity recognised by Scots Law. There is no preferred form of economic operator but each individual in any group is to be jointly and severally liable for the contract.
It will be for members of the consortium to sort out their respective duties and liabilities amongst each other. For administrative purposes, any associated documentation will be sent to the nominated lead organisation.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The successful candidate will be required to grant an indemnity to the Councils in respect of potential TUPE claims arising out of any future service provision change.
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: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.
(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established
(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.
(10) Candidates must provide a statement confirming the tenderers full compliance with the specification and Conditions of Contract.
(11) Candidates must provide evidence of VAT registration and certification as to tax liability from HRMC or from the appropriate body relevant to the state in which the candidate is established.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide a reference from their bank.
(2) All candidates will be required to provide evidence of relevant professional risk indemnity insurance.
(3) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice.
(4) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.
(5) All candidates will be subject to an Equifax High Street credit check and must achieve a score of D or above. If following this review Tenderers consider that the Equifax Score Check Grade does not reflect their current financial status, details of this should be provided with the Tender Submission, complete with evidence of a good High Street credit rating (the equivalent of Equifax Score Check Grade D) from a recognised credit referencing agency. The Council will review any such information as part of the evaluation of Tenderers financial status.*
(6) All candidates must provide evidence of a minimum annual turnover of GBP 1,540,000.*
* Where the Tenderer does not meet the minimum financial criteria, the Council will consider at its discretion alternative financial arrangements which may include, for example, submission of a Performance Bond (Appendix F) and/or Parent Company Guarantee (Appendix G) if parent company meets the financial criteria.
(7) All candidates must provide evidence of Employers Liability Insurance to a minimum limit of GPB 5m, Third Party / Product Liability Insurance to a minimum indemnity limit of GBP 1m and Third Party Motor insurance with a minimum limit of indemnity of GBP 5m. Insurance for equipment and plated plant that is proposed for this contract must be evidenced. If candidates do not currently hold this level of cover, they may provide a statement confirming that they will arrange additional cover subject to success with the tender process. It is a Condition of Contract that this minimum indemnity level be held for the duration of the contract period.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(1) A statement of the candidate’s average annual number of staff and managerial staff over the previous 3 years
(2) Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract;
(3) All candidates will be required to provide certification from an independent body attesting conformity to environmental management standards in accordance with the Community Eco-Management and Audit Scheme (EMAS); or the European standard BS EN ISO 14001.
(4) A statement of the principal goods sold or services provided by the supplier or the services provider in the past 3 years, detailing the dates on which the goods were sold or the services provided; the consideration received; the identity of the person to whom the goods were sold or the services were provided
(5) A check may be carried out by the contracting authority or by a competent official body of the State in which the candidate is established, to verify the technical capacity of the candidate; and if relevant, on the candidates study and research facilities and quality control measures;
(6) A statement of the candidate’s technical facilities; measures for ensuring quality; and their study and research facilities;
(7) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
(8) A statement of the technicians or technical services available to the candidate to carry out the work under the contract; or be involved in the production of goods or the provision of services under the contract; particularly those responsible for quality control, whether or not they are independent of the candidate.
(9) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract.
(10) A list of works carried out over the past 5 years, detailing the value of the consideration received; when and where the work or works were carried out; and whether they were carried out according to the rules of the trade or profession and properly completed.
(11) A statement confirming the candidates full compliance with the specification.
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

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

Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
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 below

1. Price. Weighting 40

2. Adaptation related service. Weighting 24

3. Small repairs service. Weighting 9

4. Handyperson service. Weighting 6

5. Priority service plan. Weighting 6

6. Marketing plan. Weighting 6

7. Property advice service. Weighting 3

8. Approved list of contractors. Weighting 3

9. Community benefits. Weighting 3

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

Prior information notice

Notice number in the OJEU: 2011/S 164-271184 of 27.8.2011

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

31.7.2012 – 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

until: 31.12.2012
IV.3.8)Conditions for opening tenders

Date: 31.7.2012 – 13:00
Place:

Renfrewshire House, Paisley, PA1 1JB.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Any person(s) as designated by the Director of Finance & Corporate Services.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: May 2015, May 2016 or May 2017.
VI.2)Information about European Union funds
VI.3)Additional information

This tender will be available electronically through the “Public Contracts Scotland – Tenders” Portal. Please note that the tendering web site is separate from this advertising web site.
To obtain the tender documents and any additional information please go to the “Public Contracts Scotland – Tenders” Portal at https://www.publictendersscotland.publiccontractsscotland.gov.uk/web/login.html.

Please note that you will require to register with the “Public Contracts Scotland – Tenders” portal before you can access the documentation if you have not previously used this site.
(SC Ref:232442).

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: Where a decision is taken to award the contract, the Council requires to implement a mandatory standstill period for a minimum of 10 calendar days between notification to tenderers of that decision and the date when the actual award of contract is legally concluded. The notification to an unsuccessful tenderer will include: the contract award criteria; where appropriate, the score the tenderer obtained against those award criteria; where appropriate, the score the winning tenderer obtained; and the name of the winning tenderer. Tenderers must note the Council reserves the right to provide to every tenderer a list of all who tendered and where appropriate, the scores each tenderer obtained against the award criteria. At the end of the mandatory standstill period, provided that no legal challenges have been made, the Council will issue a letter of acceptance to the winning tenderer and will confirm to the other tenderers that their bids have been unsuccessful.
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:

6.7.2012