Provide Tenancy Management Legal Services

Albyn would like to procure a legal services provider to provide expert advice and support to its customer services teams.

United Kingdom-Ross-shire: Legal services

2018/S 154-353396

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Albyn Housing Society Limited
98-104 High Street, Invergordon
Ross-shire
IV18 0DL
United Kingdom
Contact person: Graeme Hamilton
Telephone: +44 1349852978
E-mail: graeme.hamilton@albyn-enterprises.co.uk
NUTS code: UKM6

Internet address(es):Main address: www.albynhousing.org.uk

Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA18062

I.2)Information about joint procurement

I.3)Communication

Access to the procurement documents is restricted. Further information can be obtained at: www.publiccontractsscotland.gov.uk

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be submitted electronically via: www.publiccontractsscotland.gov.uk

I.4)Type of the contracting authority

Other type: Housing Association

I.5)Main activity

Housing and community amenities

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Provision of Legal Services — Tenancy Management

Reference number: AHS/INN/000388

II.1.2)Main CPV code

79100000

II.1.3)Type of contract

Services

II.1.4)Short description:

Albyn would like to procure a legal services provider to provide expert advice and support to its customer services teams in relation to all aspects of tenancy management and enforcement action. In particular, this provider will support Albyn in the recovery of rent, service charge and factoring arrears and in responding to anti-social behaviour. The anticipated length of contract is 4 years with the option for a 1-year extension.

II.1.5)Estimated total value

II.1.6)Information about lots

This contract is divided into lots: no

II.2)Description

II.2.1)Title:

II.2.2)Additional CPV code(s)

79100000

79110000

79112000

79130000

79140000

II.2.3)Place of performance

NUTS code: UKM6

Main site or place of performance:

Highland

II.2.4)Description of the procurement:

Services will include, but are not limited to:

— working in partnership with, and on the instruction of, Albyn’s customer services teams to represent Albyn’s interests in situations where tenancy enforcement action is required,

— debt recovery action on behalf of Highland Residential’s factoring service,

— issuing legal action warning letters,

— raising court proceedings,

— representation in court,

— management and monitoring of cases in the court system,

— providing specialist advice on all areas of housing law, including social and private housing,

— providing briefings as required to Albyn’s board, senior management and staff on relevant case law and changes in legislation.

II.2.5)Award criteria

Criteria below

Quality criterion – Name: Sector knowledge and experience / Weighting: 25

Quality criterion – Name: Proposed team / Weighting: 20

Quality criterion – Name: Client focus / Weighting: 25

Quality criterion – Name: Delivery of results / Weighting: 20

Quality criterion – Name: Sustainability and community benefit / Weighting: 10

Cost criterion – Name: Price / Weighting: 30

II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48

This contract is subject to renewal: yes

Description of renewals:

Potential extension of 1 year at discretion of Albyn Housing Society.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

ESPD 4A.2: Bidders must be a member of the Law Society of Scotland.

III.1.2)Economic and financial standing

List and brief description of selection criteria:

ESPD 4B.1.1: Please provide turnover for the last 3 years.

ESPD 4B5/4B5.1: The following levels of insurance are required:

— Employers Liability Insurance: 5 000 000 GBP.

— Public Liability Insurance: 5 000 000 GBP.

— Professional Indemnity Insurance: 10 000 000 GBP.

Minimum level(s) of standards possibly required:

All bidders must pass the minimum requirements as detailed in this contract notice and associated documents.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

ESPD 4C.1.2:

In addition to the information required in the ESPD, please include the names of 3 people who are willing to act as references. Bidders who are unable to provide 3 satisfactory references may be excluded from the process.

ESPD 4D.1:

The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent) OR a documented policy regarding quality management. The policy must set out responsibilities for quality management demonstrating that the bidder has, and continues to implement, a quality management policy that is authorised by their Chief executive, or equivalent, which is periodically reviewed at a senior management level. The policy must be relevant to the nature and scale of the work to be undertaken and set out responsibilities for quality management throughout the organisation.

The bidder must also have a regularly reviewed and documented policy for health and safety (H&S) management, endorsed by the Chief executive officer, or equivalent. The policy must be relevant to the nature and scale of the work and set out responsibilities for H&S management at all levels within the organisation. The policy must be relevant to the nature and scale of your operations and set out your company’s responsibilities of health and safety management and compliance with legislation.

ESPD 4.2:

The Bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance with BS EN ISO 14001 (or equivalent) OR a valid EMAS (or equivalent) certificate OR have a regularly reviewed documented policy regarding environmental management authorised by the Chief executive, or equivalent. This policy must include and describe the bidder’s environmental emergency response procedures, including the preparedness and response procedures for potential accidents and emergency response situations that give rise to significant environmental impacts (for example hazardous substances spill control).

Minimum level(s) of standards possibly required:

All bidders must pass the minimum requirements as detailed in this contract notice and associated documents.

III.1.5)Information about reserved contracts

III.2)Conditions related to the contract

III.2.1)Information about a particular profession

Execution of the service is reserved to a particular profession

Reference to the relevant law, regulation or administrative provision:

Bidders must be a member of the Law Society of Scotland.

III.2.2)Contract performance conditions:

As detailed in the Invitation to tender.

III.2.3)Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Open procedure

IV.1.3)Information about a framework agreement or a dynamic purchasing system

IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue

IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes

IV.2)Administrative information

IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 14/09/2018

Local time: 12:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 4 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 17/09/2018

Local time: 12:00

Place:

Albyn Housing Society Head Office, Invergordon

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

VI.3)Additional information:

The contractor appointed will be an organisation that has demonstrated experience, resources and competencies in delivering services of this nature. Albyn Housing Society must be satisfied that a firm so appointed will not pose an unacceptable risk. Further information may be required from bidders to determine the extent of any potential risks posed.

Bidders may be excluded from this procurement process if they are in any of the situations referred to in regulations 8 and 9 of the Procurement (Scotland) regulations 2016.

Bidders may be excluded from the procurement procedure in cases of:

— serious misrepresentation in filling in the ESPD,

— serious misrepresentation of, or withholding, the information required for the verifications of the absence of grounds for exclusion,

— serious misrepresentation of the fulfilment of the selection criteria,

— where the bidder is unable to submit relevant supporting documents.

Bidders responses to the ESPD will be assessed on the basis of:

2A.1 — 2D1.1 Information only

3A — 4C.8.2 Pass/Fail

4C.10 Information only

4D.1 — 4D2.2 Pass/Fail

Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=552502

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.

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.

A sub-contract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363

Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361

A summary of the expected community benefits has been provided as follows:

Bidders are asked to describe how, in conjunction with this contract, they would improve the social, environmental and economic wellbeing of the area in which Albyn operates.

(SC Ref:552502)

VI.4)Procedures for review

VI.4.1)Review body

Albyn Housing Society Limited
98-104 High Street, Invergordon
Ross-shire
IV18 0DL
United Kingdom
Telephone: +44 1349852978Internet address: www.albynhousing.org.uk

VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

08/08/2018