Measured Term Response Maintenance Heating Contract

Measured Term Response Maintenance Heating Contract

Abacus Housing Consortium will act as a central purchasing body and wishes to jointly procure a fully inclusive Heating Systems Service, Response Maintenance and Planned Maintenance / Replacements Contract (all trades)

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

2013/S 229-398174

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Clanmil Housing Association
37
3 Waring Street
For the attention of: Kevin Logan
BT1 2DX Belfast
UNITED KINGDOM
Telephone: +44 2890876000
E-mail: kevin.logan@clanmil.org.uk
Fax: +44 2890876001

Internet address(es):

General address of the contracting authority: http://www.clanmil.org.uk

Electronic access to information: http://www.clanmil.org/tenders.php

Electronic submission of tenders and requests to participate: http://www.clanmil.org/tenders.php

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

Abbeyfield & Wesley Housing Association
21 Glassillan Grove
BT38 8TE Greenisland
UNITED KINGDOM

Hearth Housing
66 Donegal Pass
BT7 1BU Belfast
UNITED KINGDOM

Connswater Homes
157 Upper Newtownards Road
BT4 3HX Belfast
UNITED KINGDOM

Section II: Object of the contract

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

TEN/029 – Measured Term Response Maintenance Heating Contract.
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: 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)

Abacus Housing Consortium will act as a central purchasing body and wishes to jointly procure a fully inclusive Heating Systems Service, Response Maintenance and Planned Maintenance / Replacements Contract (all trades) on behalf of the following Housing Associations:
— Clanmil Housing Association
— Connswater Housing Association
— Abbeyfield & Wesley Housing Association
— Hearth Housing Association
Abacus Housing Consortium (AHC) is procuring the Works for the Member Housing Associations.
Economic Operators should also note that during the contract period other Department for Social Development Registered Housing Associations in Northern Ireland may join AHC by acceding to the contract and require works to be provided to them under the contract awarded as part of this competition. 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 Contract will be one province wide (Northern Ireland) Contract and the maximum duration of the Contract will be 4 years.
The main areas of Mandatory Works to be included are Heating Systems Service and Response Maintenance across the following disciplines:
— Domestic gas
— Domestic oil
— Commercial gas
— Commercial oil
— Commercial controls
— Domestic control
— Underfloor Heating
— Solid Fuel Heating
— Airconditioning Systems
— Gas Cookers
— Generators
Renewables:
— Positive Input Ventilation
— Air Source Heat Pumps
— Solar Thermal Panels
— Solar PV Roof Tiles
— Rainwater Harvesting
Servicing and repairs are to be carried out within Statutory requirements at the time of service.
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 contractor may also be required to undertake Planned Maintenance / Replacements 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.
Discretionary Works may include:
— Replacement of Heating Systems such as economy 7, oil and solid fuel heating to gas.
— Change of tenancy; all heating systems work associated with tenant termination or new tenancy preparation.
— Smoke alarm and carbonmonoxide alarm testing.
— Installation of renewable technologies.

II.1.6)Common procurement vocabulary (CPV)

50700000, 50710000, 50720000

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:

The Contract will be one province wide (Northern Ireland) Contract and the duration will be for a maximum of 4 years (3+1). Progression to the subsequent year will be subject to meeting the performance requirements as detailed within the tender documents.
The total estimated value of mandatory work is anticipated to be approximately 350 000 GBP per annum and the total estimated average value of discretionary works is anticipated to be approximately 150 000 GBP per annum, but it is recognised this could change and therefore AHC are not in a position to guarantee the value of the works that may be awarded.
Economic Operator’ should also note that during the contract period other Department for Social Development Registered Housing Associations may join AHC by acceding to the contract and require works to be provided to them under the contract awarded as part of this competition. For a list of all Registered Housing Associations EN Standard form 02 – Contract notice 6 / 18
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 250 000 and 350 000 GBP

II.2.2)Information about options

Options: no
II.2.3)Information about renewals

This contract is subject to renewal: yes
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:

AHC reserve the right to require bonds, deposits, guarantees or other forms of undertaking to secure proper
contractual 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, The Contracting Authority may require parties to commit to
joint and several liability in respect of the contract. Alternatively, the Contracting Authority may expect the lead
operator to take total responsibility. The Contracting Authority may require collateral warranties, parent company
guarantees and / or performance bonds ( as applicable) to be entered into by other Economic Operators.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: AHC may require Parent Company guarantees and/or Performance Bonds as applicable to be entered into.
The contract period is for a maximum of four years (3+1) Progression to this subsequent year will be subject to
meeting the performance requirements as detailed within the tender documents.
The following will be a condition of contract and detailed within the PQQ documents:
Contractors achieving Gas Safe Registration, NICEIC and OFTEC.
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: The requirements will be consistent with those permitted under Directive 2004/18/EC and will be detailed in the
Memorandum of Information and Pre-qualification Questionaire.
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 questionaire (PQQ1A) and memorandum of information. The memorandum of information and applicable prequalification questionaire EN Standard form 02 – Contract notice 8 / 18 (PQQ1A) are available on request from the email address listed in Annex A.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 prequalification questionaire (PQQ1A).
Please refer to memorandum of information for further information as to their technnical capacity in accordance with the provisions of EC Directive 2004/18/ec and in accordance with Regulation 25 of the Public Contracts Regualtions 2006. The applicable memorandum of information and prequalification questionaire are available on request from the email address listed in Annex A.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 prequalification questionaire (PQQ1)
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no
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: 5
Objective criteria for choosing the limited number of candidates: The objective criteria for choosing the limited number of economic operators (economic and financialstanding, technical and professional ability) will be detailed in the applicable memorandum of information andprequalification questionaire, which will be provided to the applicant, following receipt of a written request for theprequalification documents in accordance with section vi.3 Please note the top five Economic Operators will beselected. Where there is a tie for 5th place, then all Economic Operators in 5th place will be invited to tender.For the purposes of this exercise a tie for 5th place is deemed to occur where two or more Economic Operatorshave identical scores or a score within 5 marks (out of a score of 100) of the 5th 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:

TEN/029 – Measured Term Response Maintenance Heating Contract
IV.3.2)Previous publication(s) concerning the same contract

no
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: 19.12.2013 – 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

23.12.2013 – 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

Participating in this tender competition. The cost of responding to the prequalification questionaire package (PQQP) and any subesquent invitation to tender and participation in the procurement process generally will be borne solely by each economic operator participating. A memorandum of information and prequalification questionaire package (PQQP) is available in respect of the project referred to in section 1 above. Economic Operators should note that the Contracting Authority reserves the right to cancel this procurement process at any stage.
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. All discussion and correspondence will be deemed strictly ‘subject to contract’ until a formal contract is entered into. The formal contract shall not be binding until it has been signed and dated by the duly authorised representatives of the parties. Any date gven in section iv above is a best estimate at the time of dispatch. The Contracting Authority reserves the right to extend any such date within the scope of the applicable procurement regulations.
Further to section iv.1.2 above and for the avoidance of doubt the number of Economic Operators who will be invited to tender will be restricted to [5] and ties Economic Operators.
All documentation including PQQP can be obtained from the Clanmil Housing website
http://www.clanmil.org

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

The High Court, Royal Courts of Justice
BT1 3JF Belfast
UNITED KINGDOM

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
Belfast
UNITED KINGDOM

VI.5)Date of dispatch of this notice:22.11.2013