Responsive and Void Maintenance Contracts Carlisle

Responsive and Void Maintenance Contracts Carlisle

9 Lots. LOT 1: Responsive maintenance – Northumberland. LOT 2: Responsive maintenance – Tyne Valley and Wearside. LOT 3: Responsive maintenance – Durham and Hartlepool.

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

2013/S 170-294882

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Two Castles Housing Association Limited on behalf of themselves and as a central purchasing body for Berwick Borough Housing Limited, Three Rivers Housing Association Limited, Four Housing Group Limited and North Star Housing Group Limited (the “Contracting Authority”)
3 Paternoster Row
Contact point(s): Elliott Johnson Limited
For the attention of: Rob Johnson
CA3 8TT Carlisle
UNITED KINGDOM
Telephone: +44 1207545588
E-mail: rob.johnson@elliottjohnson.co.uk

Internet address(es):

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

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

Four Housing Group Limited
Three Rivers House, Abbeywoods Business Park
DH1 5TG Durham
UNITED KINGDOM

North Star Housing Group Limited
Endeavour House, St. Marks’ Court, Thornaby
TS17 6QN Stockton-on-Tees
UNITED KINGDOM

Berwick Borough Housing Limited
Unit 1, Windmill Way North, Ramparts Business Park
TD15 1TA Berwick-upon-Tweed
UNITED KINGDOM

Three Rivers Housing Association Limited
Three Rivers House, Abbeywoods Business Park,
DH1 5TG Pity Me
UNITED KINGDOM

Section II: Object of the contract

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

Responsive and Void Maintenance Contracts.
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: Northumberland, Tyne & Wear, Durham, Darlington, Tees Valley and North Yorkshire.
NUTS code UK

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 is seeking expressions of interest from suitably experienced and qualified service providers to deliver maintenance and repairs services on a responsive basis and to void properties.
The Contracting Authority anticipates appointing service providers under contract(s) for each of the 9 lots detailed below.
The proposed form(s) of contract will be issued at invitation to tender stage.
Each contract will be for a two year period, extendable up to an additional two years, based upon a range of performance targets being achieved by the potential service provider.
LOT 1: Responsive maintenance – Northumberland
LOT 2: Responsive maintenance – Tyne Valley & Wearside
LOT 3: Responsive maintenance – Durham & Hartlepool
LOT 4: Responsive maintenance – Teeside & Yorkshire
LOT 5: Responsive maintenance – Darlington & Dales
LOT 6: Void maintenance – Tyne Valley & Wearside
LOT 7: Void maintenance – Durham & Hartlepool
LOT 8: Void maintenance – Teeside & Yorkshire
LOT 9: Void maintenance – Darlington & Dales
The work will typically be that associated with the maintenance and repair of low storey housing and flats and will be operated through the Contracting Authority’s IT system via a schedule of rates.
Both the responsive and void maintenance services will be divided into distinct contract areas in line with the lots, as listed above.
Service providers should note that (a) any right of extension under the contract will be at the Contracting Authority’s sole discretion; and (b) the Contracting Authority will not guarantee any minimum level or value of services required under any contract.
Further details of the Contracting Authority’s requirements shall be set out in the pre-qualification questionnaire and invitation to tender (in due course). However, service providers should note that in order to be awarded the eventual contract(s), they will need to be able to demonstrate both knowledge and experience in providing the
services required in the context of affordable housing schemes, as well as across the relevant geographical areas.
II.1.6)Common procurement vocabulary (CPV)

50700000

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: yes
Tenders may be submitted for one or more lots
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 estimated annual aggregate value of all lots is between 3 200 000 and 3 570 000 GBP, resulting in an estimated value over the two years of the contract of between 6 400 000 and 7 140 000 GBP. On this basis, the estimated value increases to between 12 800 000 and 14 280 000 GBP when factoring in the possible two year extension to the contracts that the Contracting Authority may exercise at its absolute discretion.
Estimated value excluding VAT:
Range: between 6 400 000 and 14 280 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: Any or all contracts awarded may be extended by up to a further two years based upon a range of performance targets being achieved by the relevant service provider under the relevant contract.
Provisional timetable for recourse to these options:
in months: 24 (from the award of the contract)
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)

Information about lots

Lot No: 1 Lot title: Responsive Maintenance – Northumberland

1)Short description

Responsive maintenance work to a range of low storey housing and flats within the area of Northumberland.
2)Common procurement vocabulary (CPV)

50700000

3)Quantity or scope

The estimated annual value of this lot is between 385 000 GBP and 405 000 GBP, resulting in an estimated value over the two years of the contract of between 770 000 GBP and 810 000 GBP. On this basis, the estimated value increases to between 1 540 000 GBP and 1 620 000 GBP when factoring in the possible two year extension to the contracts that the Contracting Authority may exercise at its absolute discretion. The contracts awarded under this Lot will be split between Berwick Borough Housing Limited (estimated annual value between 330 000 GPB and 340 000 GBP) and Two Castles Housing Association Limited (estimated annual value between 55 000 GPB and 65 000 GBP).
Estimated value excluding VAT:
Range: between 770 000 and 1 620 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority is looking to appoint one service provider under this lot. Each successful service provider will enter into a separate contract with each client named in the “Quantity or scope” section for this lot as detailed above.
Lot No: 2 Lot title: Responsive Maintenance – Tyne Valley & Wearside

1)Short description

Responsive maintenance work to a range of low storey housing and flats within the area of Tyne Valley & Wearside.
2)Common procurement vocabulary (CPV)

50700000

3)Quantity or scope

The estimated annual value of this lot is between 485 000 GBP and 515 000 GBP, resulting in an estimated value over the two years of the contract of between 970 000 GBP and 1 030 000 GBP. On this basis, the estimated value increases to between 1 940 000 GBP and 2 060 000 GBP when factoring in the possible two year extension to the contracts that the Contracting Authority may exercise at its absolute discretion. The contracts awarded under this lot will be split between North Star Housing Group Limited (estimated annual value between 25 000 GPB and 35 000 GBP), Two Castles Housing Association Limited (estimated annual value between 385 000 GPB and 395 000 GBP) and Three Rivers Housing Association Limited (estimated annual value between 75 000 GPB and 85 000 GBP).
Estimated value excluding VAT:
Range: between 970 000 and 2 060 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority is looking to appoint one service provider under this lot. Each successful service provider will enter into a separate contract with each client named in the “Quantity or scope” section for this lot as detailed above.
Lot No: 3 Lot title: Responsive Maintenance – Durham & Hartlepool

1)Short description

Responsive maintenance work to a range of low storey housing and flats within the areas of Durham & Hartlepool.
2)Common procurement vocabulary (CPV)

50700000

3)Quantity or scope

The estimated annual value of this lot is between 475 000 GBP and 505 000 GBP, resulting in an estimated value over the two years of the contract of between 950 000 GBP and 1 010 000 GBP. On this basis, the estimated value increases to between 1 900 000 GBP and 2 020 000 GBP when factoring in the possible two year extension to the contracts that the Contracting Authority may exercise at its absolute discretion. The contracts awarded under this lot will be split between North Star Housing Group Limited (estimated annual value between 265 000 GPB and 275 000 GBP), Two Castles Housing Association Limited (estimated annual value between 45 000 GPB and 55 000 GBP) and Three Rivers Housing Association Limited (estimated annual value between 165 000 GPB and 175 000 GBP).
Estimated value excluding VAT:
Range: between 950 000 and 2 020 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority is looking to appoint one service provider under this lot. Each successful service provider will enter into a separate contract with each client named in the “Quantity or scope” section for this lot as detailed above.
Lot No: 4 Lot title: Responsive Maintenance – Teeside & Yorkshire

1)Short description

Responsive maintenance work to a range of low storey housing and flats within the area of Teeside & Yorkshire.
2)Common procurement vocabulary (CPV)

50700000

3)Quantity or scope

The estimated annual value of this lot is between 585 000 GBP and 605 000 GBP, resulting in an estimated value over the two years of the contract of between 1 170 000 GBP and 1 210 000 GBP. On this basis, the estimated value increases to between 2 340 000 GBP and 2 420 000 GBP when factoring in the possible two year extension to the contracts that the Contracting Authority may exercise at its absolute discretion. The contracts awarded under this lot will be split between North Star Housing Group Limited (estimated annual value between 575 000 GPB and 585 000 GBP) and Two Castles Housing Association Limited (estimated annual value between 10 000 GPB and 20 000 GBP).
Estimated value excluding VAT:
Range: between 1 170 000 and 2 420 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority is looking to appoint one service provider under this lot. Each successful service provider will enter into a separate contract with each client named in the “Quantity or scope” section for this lot as detailed above.
Lot No: 5 Lot title: Responsive Maintenance – Darlington & Dales

1)Short description

Responsive maintenance work to a range of low storey housing and flats within the area of Darlington & Dales.
2)Common procurement vocabulary (CPV)

50700000

3)Quantity or scope

The estimated annual value of this lot is between 505 000 GBP and 530 000 GBP, resulting in an estimated value over the two years of the contract of between 1 010 000 GBP and 1 060 000 GBP. On this basis, the estimated value increases to between 2 020 000 GBP and 2 120 000 GBP when factoring in the possible two year extension to the contracts that the Contracting Authority may exercise at its absolute discretion. The contracts awarded under this lot will be split between North Star Housing Group Limited (estimated annual value between 485 000 GPB and 495 000 GBP), Two Castles Housing Association Limited (estimated annual value between 5 000 GPB and 10 000 GBP) and Three Rivers Housing Association Limited (estimated annual value between 15 000 GPB and 25 000 GBP).
Estimated value excluding VAT:
Range: between 1 010 000 and 2 120 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority is looking to appoint one service provider under this lot. Each successful service provider will enter into a separate contract with each client named in the “Quantity or scope” section for this lot as detailed above.
Lot No: 6 Lot title: Void Maintenance – Tyne Valley & Wearside

1)Short description

Void maintenance work to a range of low storey housing and flats within the areas of Tyne Valley & Wearside.
2)Common procurement vocabulary (CPV)

50700000

3)Quantity or scope

The estimated annual value of this lot is between 175 000 GBP and 190 000 GBP, resulting in an estimated value over the two years of the contract of between 350 000 GBP and 380 000 GBP. On this basis, the estimated value increases to between 700 000 GBP and 760 000 GBP when factoring in the possible two year extension to the contracts that the Contracting Authority may exercise at its absolute discretion. The contracts awarded under this lot will be split between North Star Housing Group Limited (estimated annual value between 5 000 GPB and 10 000 GBP) and Two Castles Housing Association Limited (estimated annual value between 170 000 GPB and 180 000 GBP).
Estimated value excluding VAT:
Range: between 350 000 and 760 000 EUR
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority is looking to appoint one service provider under this lot. Each successful service provider will enter into a separate contract with each client named in the “Quantity or scope” section for this lot as detailed above.
Lot No: 7 Lot title: Void Maintenance – Durham & Hartlepool

1)Short description

Void maintenance work to a range of low storey housing and flats within the areas of Durham & Hartlepool.
2)Common procurement vocabulary (CPV)

50700000

3)Quantity or scope

The estimated annual value of this lot is between 110 000 GBP and 130 000 GBP, resulting in an estimated value over the two years of the contract of between 220 000 GBP and 260 000 GBP. On this basis, the estimated value increases to between 440 000 GBP and 520 000 GBP when factoring in the possible two year extension to the contracts that the Contracting Authority may exercise at its absolute discretion. The contracts awarded under this lot will be split between North Star Housing Group Limited (estimated annual value between 95 000 GPB and 105 000 GBP) and Two Castles Housing Association Limited (estimated annual value between 15 000 GPB and 25 000 GBP).
Estimated value excluding VAT:
Range: between 220 000 and 520 000 EUR
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority is looking to appoint one service provider under this lot. Each successful service provider will enter into a separate contract with each client named in the “Quantity or scope” section for this lot as detailed above.
Lot No: 8 Lot title: Void Maintenance – Teeside & Yorkshire

1)Short description

Void maintenance work to a range of low storey housing and flats within the areas of Teeside & Yorkshire.
2)Common procurement vocabulary (CPV)

50700000

3)Quantity or scope

The estimated annual value of this lot is between 365 000 GBP and 380 000 GBP, resulting in an estimated value over the two years of the contract of between 730 000 GBP and 760 000 GBP. On this basis, the estimated value increases to between 1 460 000 GBP and 1 520 000 GBP when factoring in the possible two year extension to the contracts that the Contracting Authority may exercise at its absolute discretion. The contracts awarded under this lot will be split between North Star Housing Group Limited (estimated annual value between 360 000 GPB and 370 000 GBP) and Two Castles Housing Association Limited (estimated annual value between 5 000 GPB and 10 000 GBP).
Estimated value excluding VAT:
Range: between 730 000 and 1 520 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority is looking to appoint one service provider under this lot. Each successful service provider will enter into a separate contract with each client named in the “Quantity or scope” section for this lot as detailed above.
Lot No: 9 Lot title: Void Maintenance – Darlington & Dales

1)Short description

Void maintenance work to a range of low storey housing and flats within the areas of Darlington & Dales.
2)Common procurement vocabulary (CPV)

50700000

3)Quantity or scope

The estimated annual value of this lot is between 115 000 GBP and 130 000 GBP, resulting in an estimated value over the two years of the contract of between 230 000 GBP and 260 000 GBP. On this basis, the estimated value increases to between 460 000 GBP and 520 000 GBP when factoring in the possible two year extension to the contracts that the Contracting Authority may exercise at its absolute discretion. The contracts awarded under this lot will be split between North Star Housing Group Limited (estimated annual value between 110 000 GPB and 120 000 GBP) and Two Castles Housing Association Limited (estimated annual value between 5 000 GPB and 10 000 GBP).
Estimated value excluding VAT:
Range: between 230 000 and 520 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority is looking to appoint one service provider under this lot. Each successful service provider will enter into a separate contract with each client named in the “Quantity or scope” section for this lot as detailed above.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

Warranties, bonds and or parent company guarantees or similar may be required. Details will be included in the pre-qualification questionnaire (and later, the invitation to tender documentation).
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Payment terms will be specified in the invitation to tender documentation.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Details will be given in the invitation to tender documentation.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As set out in the pre-qualification questionnaire in the context of pre-qualification (and later, the invitation to tender documentation).
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: As set out in the pre-qualification questionnaire in the context of pre-qualification (and later, the invitation to tender documentation).
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Applicants will be required to complete a pre-qualification questionnaire, which is available by contacting the contact point at the email address given at Section 1.I above, which must be returned by the date stipulated in this Contract Notice.
Minimum level(s) of standards possibly required: As set out in the pre-qualification questionnaire in the context of pre-qualification (and later, the invitation to tender documentation).
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Applicants will be required to complete a pre-qualification questionnaire, which is available by contacting the contact point at the email address given at Section 1.I above, which must be returned by the date stipulated in this Contract Notice.
Minimum level(s) of standards possibly required:
As set out in the pre-qualification questionnaire in the context of pre-qualification (and later, the invitation to tender documentation).
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

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes

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: 15
Objective criteria for choosing the limited number of candidates: The Contracting Authority intends to invite up to a maximum of 15 service providers to submit tender responses for each of the lots. All qualifying service providers must score a minimum of 60 marks for their respective pre-qualification questionnaire submissions.Full details as to the basis upon which service providers will be assessed and evaluated will be set out in the pre-qualification questionnaire. Service providers should also note that the lots are split into the following work streams:- work stream 1: lot 1, lot 3 and lot 9- work stream 2: lot 4, lot 5 and lot 8- work stream 3: lot 2, lot 6 and lot 7Service providers may submit a pre-qualification questionnaire for one or more work streams and any number of lots within each work stream. However, service providers should note that, if successful, a service provider will only be appointed for a maximum of one lot under each work stream.For each work stream, service providers will be asked to prioritise each lot in order of preference for the purposes of any potential award.Should a service provider be successful in more than one lot in a work stream, they will be awarded a contract by reference to their order of preference. Further details on this procedure will be set out in the pre-qualification questionnaire.
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:
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate

2.10.2013 – 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

The Contracting Authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs).
However, any selection of service providers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender.
The Contracting Authority reserves the right to cancel the OJEU/tender process and to not make an award of the contract(s) or to award only part or parts of the proposed contract(s) and does not accept any liability for costs incurred in responding to the pre-qualification questionnaire or invitation to tender.
Save for any mandatory periods, the timescales indicated in this Contract Notice are approximate and the Contracting Authority reserves the right to amend the same.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Royal Courts of Justice
Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: In accordance with Regulation 32, 32A and Part 9 of the Public Contracts Regulations 2006 (as amended).
VI.4.3)Service from which information about the lodging of appeals may be obtained

Cabinet Office
70 Whitehall
SW1A 2AS London
UNITED KINGDOM
Telephone: +44 2072763000

VI.5)Date of dispatch of this notice:2.9.2013