Mechanical Maintenance and Minor Works Framework Agreement

Mechanical Maintenance and Minor Works Framework Agreement

Provision of an Mechanical Maintenance and Minor Works Services to non-domestic properties throughout East Ayrshire, Scotland.

UK-Kilmarnock: Repair and maintenance services of central heating

2013/S 112-190439

Contract notice

Works

Directive 2004/18/EC

Section I: Contracting authority

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

East Ayrshire Council
Corporate Procurement Team, London Road HQ
Contact point(s): Legal, Procurement & Regulatory
For the attention of: Alex Reid
KA3 7BU Kilmarnock
UNITED KINGDOM
Telephone: +44 1563576186
E-mail: alex.reid@east-ayrshire.gov.uk
Fax: +44 1563576179

Internet address(es):

General address of the contracting authority: http://www.east-ayrshire.gov.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00223

Further information can be obtained from: East Ayrshire Council
London Road HQ
Contact point(s): Corporate Procurement Team
For the attention of: Refer to Additional Information
KA3 7BU Kilmarnock
UNITED KINGDOM
Telephone: +44 1563576186
Fax: +44 1563576179
Internet address: http://www.east-ayrshire.gov.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: East Ayrshire Council
London Road HQ
Contact point(s): Corporate Procurement Team
For the attention of: Refer to Additional Information
KA3 7BU Kilmarnock
UNITED KINGDOM
Telephone: +44 1563576186
Fax: +44 1563576179
Internet address: http://www.east-ayrshire.gov.uk

Tenders or requests to participate must be sent to: East Ayrshire Council
London Road HQ
Contact point(s): Corporate Procurement Team
For the attention of: Refer to Additional Information
KA3 7BU Kilmarnock
UNITED KINGDOM
Telephone: +44 1563576186
Fax: +44 1563576179
Internet address: http://www.east-ayrshire.gov.uk

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: no

Section II: Object of the contract

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

Mechanical Maintenance and Minor Works Framework Agreement.
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: Within the boundaries of East Ayrshire Council..
NUTS code UKM33

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 8
Duration of the framework agreement

Duration in years: 3
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 2 000 000 and 2 800 000 GBP
Frequency and value of the contracts to be awarded: As required.

II.1.5)Short description of the contract or purchase(s)

Provision of an Mechanical Maintenance and Minor Works Services to non-domestic properties throughout East Ayrshire, Scotland.
NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=265250

The awarding authority has indicated that it will accept electronic responses to this notice via a ‘Tender Submission Postbox’ facility. Further details of this facility are available at http://www.publiccontractsscotland.gov.uk/PostBox/Postbox_Explain.aspx?ID=265250

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems. The postbox closes precisely at the time stated.

II.1.6)Common procurement vocabulary (CPV)

50720000, 45232141, 71314310, 45259300, 45331100, 50712000

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:

All reactive and planned property maintenance and minor work requirements in relation to heating installations, controls and gas soundness, principaly to non-domestic properties. The maximum value of any order will be GBP 500 000. The scope of the framewrok excludes single trade specialist maintenance which is provided under seprate contractual arrangements.
Estimated value excluding VAT:
Range: between 2 000 000 and 2 800 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: 1 year extension option.
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 1
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:

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

Within 28 days of receipt of valid invoice.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

No specific legal form is required however the Council will contract with a single legal entity (the lead bidder) with all other partnering organisations (to the lead bidder) being regarded as sub-contractors.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Companies must be SSIP (e.g. CHAS, SAFEcontractors, Acclaim etc.) approved Contractors.
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.
Refer to Tender Documents.
III.2.2)Economic and financial ability

Minimum level(s) of standards possibly required: Only companies who have an Experian risk score of 50 or higher will be considered for inclusion in the Framework Agreement.
Only companies who have (or commit to have) a minimum of GBP5M Public Liability will be considered for inclusion in the Framework Agreement.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(1) 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.
(2) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
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 below

1. Price. Weighting 75

2. Quality Management Proposals. Weighting 10

3. Ability to Deliver/First Time Fix Proposals. Weighting 10

4. Employment/Apprenticeships/Supply Chain Proposals. Weighting 5

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:

PS/13/38
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: 11.7.2013
IV.3.4)Time limit for receipt of tenders or requests to participate

18.7.2013 – 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

Duration in months: 3 (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: yes
Estimated timing for further notices to be published: 3 or 4 years, dependent upon extension option being invoked.
VI.2)Information about European Union funds
VI.3)Additional information

Expressions of interest must be made via the Public Contracts Scotland website by not later than 12:00 on 11.7.2013. from where the tender documents can be downloaded. Completed tenders must be returned by uploading via the Public Contracts Scotland website by not later than 12:00 on 18.7.2013.
No late tender submissions can be accepted. Tenderers must allow sufficient time for uploading of documents to allow for any technical difficulties.
Should you experience difficulty uploading your submission please contact the PCS helpdesk immediately (+44 8445610673) to log your problem and also immediately contact alex.reid@east-ayrshire.gov.uk detailing the problem, prior to the closing time and date for submissions.

(SC Ref: 265250)
The Contractor shall ensure that all contracts with Subcontractors and Suppliers which the Contractor intends to procure following the commencement date, and which the Contractor has not, before the date of this contract, already planned to award to a particular Subcontractor or Supplier, are advertised through the Public Contracts Scotland procurement portal (www.publiccontractsscotland.gov.uk) and awarded following a fair, open, transparent and competitive process proportionate to the nature and value of the contract.

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

Refer to VI.4.2)
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: An economic operator that suffers, or risks suffering, loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2006 (SI 2006/1) (as amended) may bring proceedings in the Sheriff Court or the Court of Session.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:7.6.2013