Measured Term Contract Belfast

Measured term contract for mandatory works including response maintenance, voids maintenance, servicing, adaptations and discretionary works including planned and cyclical maintenance.

UK-Belfast: construction work

2012/S 137-228610

Contract notice

Works

Directive 2004/18/EC

Section I: Contracting authority

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

Apex Procurement Consortium All Trades Response Repairs (hereinafter referred to as Apex Procurement Consortium)
Maple House, Beechill Business Park, 96 Beechill Road.
Contact point(s): Apex Procurement Consortium. c/o Trinity Housing Ltd., Maple House, Beechill Business Park, 96 Beechill Road.
For the attention of: Frankie Ormonde
BT8 7QN Belfast
UNITED KINGDOM
Telephone: +44 2890690250
E-mail: frankieormonde@trinityha.org

Internet address(es):

General address of the contracting authority: http://www.trinityha.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

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: yes

Trinity Housing Ltd.
Maple House, Beechill Business Park, 96 Beechill Road
BT8 7QN Belfast
UNITED KINGDOM

Grove Housing Association
171 York Road
BT15 3HB Belfast
UNITED KINGDOM

Filor Housing Association
282 – 290 Crumlin Road
BT14 7EE Belfast
UNITED KINGDOM

Newington Housing Association
300 Limestone Road
BT15 3AR Belfast
UNITED KINGDOM

Flax Housing Association
Gatelodge 8 Flax Street
BT14 7EQ Belfast
UNITED KINGDOM

St. Matthew’s Housing Association
58 Harper Street
BT5 4EN Belfast
UNITED KINGDOM

Section II: Object of the contract

II.1)Description

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

Measured term contract for mandatory works including response maintenance, voids maintenance, servicing, adaptations and discretionary works including planned & cyclical maintenance.

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

Works
Execution
Main site or location of works, place of delivery or of performance: Northern Ireland.
NUTS code UKN0

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)

APEX Procurement Consortium; a consortium of six Housing Associations as listed in Annex A IV of this document: wish to jointly procure a Maintenance Contractor for the works described below. The proposed works include response maintenance works, voids maintenance, M&E servicing and disabled adaptation works. These works will be known as mandatory works. The Contractor may also be required to undertake planned & cyclical maintenance, to be known as discretionary works, for the individual member Housing Associations. There is no guarantee as to the volume and spread of these discretionary works. The Economic Operator appointed will be required to provide a reactive maintenance works service to each individual Housing Association’s stock throughout Northern Ireland. The economic operator will be required to provide this service to each Association 24 hours per day 365 days per year (including all weekends and holiday periods).

II.1.6)Common procurement vocabulary (CPV)

45000000

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 Consortium has approximately 3 400 properties and associated outbuildings; garages and other related assets; that will be covered by the contract.
The financial value cannot be definitively ascertained nor guaranteed due to the responsive, variable nature of the work.
The anticipated value of the Works, excluding VAT, is estimated to be: 6 000 000 GBP (to be annualised for Constructionline valuations).
The contract value is made up of the following service areas:
— general building repairs 2 700 000 GBP,
— mechanical repairs 2 000 000 GBP,
— electrical repairs 800 000 GBP,
— major repairs, improvements (across building and M+E) and disabled adaptations 500 000 GBP.
It is recognised this could change and therefore the APEX Procurement Consortium are not in a position to guarantee the value of the works that may be awarded.
The main areas of Works to be covered are general building, mechanical and electrical works. Optional discounted banded minor package works to include change of tenancy, minor improvement works, and disabled adaptations up to a value of 30 000 GBP.
The Economic Operator will be required to provide the Works to the Member Housing Associations 24 hours per day 365 days per year (including all weekends and holiday periods). The Works include the following:
— general building response & repairs,
— mechanical response & repairs and,
— electrical response & repairs.
The Works may also include the following:
— change of tenancy; all work associated with tenant termination or new tenancy preparation. A typical change of tenancy would include (but not limited to) all or any of the to the following; pre and post tenancy inspections, deep clean, rubbish disposal, carpet removal, floor preparation, redecoration, change of locks and or doors, statutory checks and tests, minor mechanical+electrical repairs, minor building repairs and landscaping, production of Energy Performance Certificates,
— disabled adaptations; disabled adaptations will typically include but not be limited to the following; shower, turning circle, thermostatic valves/controls, move heaters, ramps, fencing, locks/locca system, automated doors, Portabells/Bellman systems/smoke alarms, driveway extensions, door closers and flagstones, door entry handsets, drop down rails, drop down toilet seats, heavy toilets, key safes, lever taps/ flush handles, lighting, electrical improvements, shower seats, shower doors, letter cages, bath removal, stair rails and toilet frames,
— minor building improvement works or major repairs up to 30 000 GBP; this may include the following: external and internal redecorations, kitchen replacements, window replacement, roof repairs, general minor building fabric improvements and larger repairs,
— cleaning works to communal areas including stairwells; floor, walls, ceilings and windows; removal of rubbish,
— mechanical and electrical annual servicing/maintenance of heating installations gas, oil, solid fuel and electric; including solar panels and unvented hot water cylinders,
— annual servicing/maintenance of door entry installations,
— annual servicing/maintenance of lift installations,
— annual servicing/maintenance of electronic gate installations,
— — grounds maintenance,
— external cyclical maintenance and redecoration to dwellings and associated gardens and outbuildings,
— minor electrical improvement works or major repairs up to 30 000 GBP; this may include but not limited to the following: minor communal lighting upgrades, full and partial domestic rewires, minor commercial rewires, boiler room control upgrades, fire panel replacements and upgrades, general building electrical services improvements and larger repairs,
— minor mechanical improvement works or major repairs up to 30 000 GBP; this may include but not limited to the following: boiler replacements domestic and commercial, major boiler room repairs, domestic and commercial potable water major repairs and improvements, works associated with Cosy Home grants and energy efficiencies.
Estimated value excluding VAT:
Range: between 3 000 000,00 and 30 000 000,00 GBP

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no

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

Starting 1.2.2013. Completion 31.8.2015

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Apex Procurement Consortium Reserve the right to require bonds, deposits, guarantees or other forms of undertaking to secure proper contractural performance.

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

The main terms will be detailed in the amended conditions of the form of contract which will be provided to all bidders invited to tender.

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

Subject to the status and involvement of the parties, Apex Procurement Consortium may require parties to commit to joint and several liability in respect of the Contract. No special legal form is required but one member of a consortium may be required to accept responsibility for the other member(s), and a consortium may be required to form a legal entity with appropriate parent company guarantees as a condition of award of contract.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Apex Procurement Consortium may require Parent Company guarantees and/or Performance Bonds as appicable to be entred into.

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: Conditions for participation in the competition is set out in detail in the memorandum of information and pre-qualification questionnaire. The economic operator and/or members of the consortium must meet the requirements set out in Regulation 23 of the Public Contracts Regulations 2006. The applicable information memorandum and pre-qualification questionnaire are available on request from the email address listed at point I .1 of this notice. The pre-qualification questionnaire must be completed and returned to the postal address listed in point I .1 by the deadline listed in point IV 3.4 of this notice.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Evidence must be provided to demonstrate that the Economic Operator and/or members of the consortium have the financial and economic standing required for the contract, under Regulation 24 of the Public Contracts Regulations 2006.
Minimum level(s) of standards possibly required: Comply with the requirements of the appropriate section in the applicable pre-qualification questionnaire (PQQ1A) and memorandum of information. The memorandum of information and applicable pre-qualification questionnaire (PQQ1A) are available on request from the email address listed at point I.1 of this notice.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Economic Operators and/or members of the consortium are required to complete the appropriate section in the applicable pre-qualification questionnaire (PQQ1) (please refer to memorandum of information for further information), as to their technical capacity in accordance with the provisions of EC Directive 2004/18/EC and in accordance with Regulation 25 of the Public Contract Regulations 2006. The applicable memorandum of information and pre-qualification questionnaire are available on request from the email address listed in point I.1 of this notice.
Minimum level(s) of standards possibly required:
In particular and without prejudice, to the generality of the foregoing, the economic operator and/or members of the consortium is required to comply with the requirements of the applicable memorandum of information and pre-qualification questionnaire (PQQ1).

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 number of operators: 6
Objective criteria for choosing the limited number of candidates: The objective criteria for choosing the limited number of economic operators (economic and financial standing, technical and professional ability) will be detailed in the applicable memorandum of information and pre-qualification questionnaire, which will be provided to the applicant, following receipt of a written request for the pre-qualification documents in accordance with Section VI.3 (Additional Information). Please note the top 6 economic operators will be selected. Where there is a tie for 6th place, then all Economic Operators in 6th place will be invited to tender. For the purposes of this exercise a tie for 6th place is deemed to occur where two or more Economic Operators have identical scores or a score within 4 marks (out of a score of 100) of the 6th place score.

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:

APEX001 (to be quoted in all communications)

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: 24.8.2012 – 12:00
Payable documents: no

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

27.8.2012 – 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

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

All documentation including the memorandum of information and pre-qualification questionnaire can be obtained by sending an email requesting the documentation to frankieormonde@trinityha.org, a primary contact name and e-mail address for the economic operator must be included in this request. The cost of responding to the pre qualification questionnaire and any subsequent invitation to tender and participation in the project will be borne solely by each economic operator participating. Economic Operators should note that Apex Procurement Consortium reserves the right to cancel this procurement process at any stage without reason or cost reimbursement. Any expenditure, work or effort undertaken prior to the contract award is at the sole risk of the economic operator participating in this procurement process, Apex Procurement Consortium reserves the right to extend any such date.

It should noted that the following three housing associations (as detailed in Annex A of this notice) may not accede to the contract until September 2013, St. Matthew’s, Newington & Flax.
Economic operators are advised that TUPE provisions will apply to this procurement.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

The High Court, Royal Courts of Justice
Chichester Street
BT1 3JF Belfast
UNITED KINGDOM
Telephone: +44 2890235111
Fax: +44 2890313508

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Appeals must be lodged in accordance with the “Public Contract Regulations 2006 as amended”.

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

The High Court, Royal Courts of Justice
Chichester Street
BT1 3JF Belfast
UNITED KINGDOM
Telephone: +44 2890235111
Fax: +44 2890313508

VI.5)Date of dispatch of this notice:16.7.2012