Measured term contract for a heating systems service

Measured term contract for a heating systems service

The proposed works (Works) include regular servicing, reactive response maintenance and voids maintenance works to the individual housing association’s Heating Systems and all associated space heating distribution and hot water supply. 

United Kingdom-Holywood: Repair and maintenance services of building installations

2014/S 168-298567

Contract notice

Works

Directive 2004/18/EC

Section I: Contracting authority

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

Accord Procurement Group
Fold Housing Association, Fold House, 3 Redburn Square
Contact point(s): Accord Procurement Group
For the attention of: Andrew Hughes
BT18 9HZ Holywood
UNITED KINGDOM
Telephone: +44 2890455188
E-mail: accordmtc@fcmpartnership.com
Fax: +44 2890455252

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: no

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 a heating systems service (to include regular servicing, reactive response maintenance and voids maintenance works).

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

Works

NUTS code UKN

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 intends to award a measured term contract for a heating systems service contract (Contract). The Contracting Authority is a consortium of housing associations which includes:
Alpha Housing (Northern Ireland) Ltd; 6 Edgewater Road, Belfast, BT3 9JQ;
Fold Housing Association; Fold House 3 Redburn Square, Holywood BT18 9HZ;
Habinteg Housing Association (Ulster) Ltd; 22 Hibernia Street, Holywood BT18 9JE;
Triangle Housing Association; 60 Eastermeade Gardens, Ballymoney BT53 6BD.

All four of the above housing associations together form the Accord Procurement Group (APG). Economic operators should note that, during the contract period other Department for Social Development Registered Housing Associations in Northern Ireland may join the Contract Authority by acceding to the Contract and require works to be provided to them under the Contract. For a list of all Registered Housing Associations that may potentially seek to use this Contract, economic operators should refer to the Department for Social Development website www.dsdni.gov.uk

The proposed works (Works) include regular servicing, reactive response maintenance and voids maintenance works to the individual housing association’s Heating Systems and all associated space heating distribution and hot water supply. The economic operator appointed will be required to provide these Works for each individual housing association’s stock throughout Northern Ireland. The total stock of all four housing associations is currently 9 403 homes.
The heating Systems and all associated space heating distribution and hot water supply will comprise but is not limited to the following:
Domestic Gas Boilers;
Centralised commercial Gas Boiler Plant;
Domestic Oil Boilers;
Centralised commercial Oil Boiler Plant;
Domestic Solid Fuel Heaters and Back-Boiler;
Domestic Electrical Storage Heaters;
Biomass Boiler Plant;
Combined Heat and Power Plant;
Solar Heating Systems;
Photovoltaic Systems;
Exhaust Air Heat Pumps;
Heat Recovery and Ventilation MVHR Units;
Grey Water Harvesting;
Rainwater Harvesting;
Ventilation and Air Conditioning Units;
Space and Underfloor heating installations.
The economic operator will be required to provide the Works to each association 24 hours per day 365 days per year.
The Contract will be tendered in 1 lot and delivered through a measured term contract. Further information may be found in the tender documentation that may be obtained from the contact point identified in Annex A.I of this notice.

II.1.6)Common procurement vocabulary (CPV)

50700000507200005072100045331000453311004533111045333000453331004535000045351000

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 duration of the Contract will be 4 years with a break point at the end of year 2. The Contract will be performed throughout Northern Ireland and the total value is anticipated to be approximately 1 000 000 GBP per annum, but it is recognised this could change and therefore the Contracting Authority is not in a position to guarantee the value of the Works.
The proposed works (Works) will comprise but is not limited to regular servicing, reactive response maintenance and voids maintenance works to the individual housing association’s Heating Systems and all associated space heating distribution and hot water supply. Housing stock for each member Housing Association as of 1.9.2014 are as follows:
Alpha Housing (Northern Ireland) Ltd 990 Properties;
Fold Housing Association 6028 Properties;
Habinteg Housing Association (Ulster) Ltd 1980 Properties;
Triangle Housing Association 405 Properties.

Economic operators should note that during the contract period other Department for Social Development Registered Housing Associations in Northern Ireland may join the Contracting Authority by acceding to the Contract and require works to be provided to them under the Contract. For a list of all Registered Housing Associations that may potentially seek to use this Contract, economic operators should refer to the Department for Social Development website www.dsdni.gov.uk

Estimated value excluding VAT:
Range: between 4 000 000 and 6 000 000 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

Duration in months: 48 (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:

The Contracting Authority reserves the right to require bonds, deposits, guarantees or other forms of security to secure proper contractual performance. Any such requirement will be set out in the tender documents.

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

As detailed in the tender documents.

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

Where economic operators intend to form a consortium the Contracting Authority may require such economic operators 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, collateral warranties and/or performance bonds as a condition of the award of the Contract.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The Contracting Authority may require parent company guarantees, collateral warranties and/or performance bonds as applicable to be entered into. Details of any other conditions will be set out in the tender documents.
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 competion are set out in detail in the memorandum of information and pre-qualification questionnaires. 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 memorandum of Information and pre-qualification questionnaires are available on request from the email address listed in Annex A.I 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 and in accordance with Article 47 of Directive 2004/18/EC and Regulation 24 of the Public Contracts Regulations 2006. These requirements will be set out in the pre-qualification questionnaire and the memorandum of information.
Minimum level(s) of standards possibly required: Comply with the requirements of the appropriate section in the applicable pre-qualification questionnaire and memorandum of information. The memorandum of information and pre-qualification questionnaire are available on request from the email address listed in Annex A.I 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 pre-qualification questionnaire (please refer to memorandum of information for further information), as to their technical capacity in accordance with the provisions of Article 48 of EC Directive 2004/18/EC and in accordance with Regulation 25 of the Public Contracts Regulations 2006. The memorandum of information and pre-qualification questionnaire are available on request from the email address listed in Annex A.I of this notice. These requirements will be set out in the pre-qualification questionnaire and the memorandum of information.
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 are required to comply with the requirements of the memorandum of information and 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
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

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 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:

APG/CSHS 2014

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

Prior information notice

Notice number in the OJEU: 2014/S 113-198160 of 14.6.2014

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: 13.10.2014 – 12:00
Payable documents: no

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

20.10.2014 – 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

Duration in months: 6 (from the date stated for receipt of 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

All documentation including the memorandum of information, pre-qualification questionnaires, contract and tender documentation can be obtained by sending an email requesting the documentation to accordmtc@fcmpartnership.com

A primary contact name and e-mail address for the economic operator must be included in this request. Further contact information is stated in annex A.I, A.II, A.III.
The cost of responding to the pre-qualification questionnaire and invitation to tender and participation in the project will be borne solely by each economic operator participating. 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. Economic operators should note that the Contracting Authority reserves the right to cancel this procurement process at any stage without reason or cost reimbursement. All discussion and correspondence will be deemed strictly subject to contract until the formal contract is entered into. The formal contract will not be binding until it has been signed and dated by the duly authorised representatives of all parties.

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 2890313508

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The contracting authority will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into. The Public Contracts Regulations 2006 (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).
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

2.9.2014