Responsive repairs and property maintenance Brentwood
Providing a 24 hour, 365 day a year, resident focused, repair and planned works service to the Council’s Housing and Corporate property assets; within specified timescales and to the highest technical standards.
UK-Brentwood: Repair and maintenance services of building installations
2013/S 094-160018
Contract notice
Works
Directive 2004/18/EC
Section I: Contracting authority
Brentwood Borough Council
Town Hall, Ingrave Road, Essex
Contact point(s): KJL Consulting Ltd, 8 Kipling Close, Thatcham, Berkshire, RG18 3AY
For the attention of: K. Lindup
CM15 8AY Brentwood
UNITED KINGDOM
Telephone: +44 7912884224
E-mail: k.lindup@kjlconsulting.co.uk
Internet address(es):
General address of the contracting authority: www.brentwood.gov.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: Brentwood Borough Council
Town Hall, Ingrave Road, Brentwood, Essex
Contact point(s): Brentwood Borough Council, Hopusing Department
For the attention of: Gill Matthews
CM15 8AY Brentwood
UNITED KINGDOM
Telephone: +44 1277312549
E-mail: gill.matthews@brentwood.gov.uk
Internet address: http://www.brentwood.gov.uk
Tenders or requests to participate must be sent to: Brentwood Borough Council
Town Hall, Ingrave Road, Brentwood, Essex
Contact point(s): Brentwood Borough Council, Housing Department
For the attention of: Gill Matthews
CM15 8AY Brentwood
UNITED KINGDOM
Telephone: +44 1277312549
E-mail: gill.matthews@brentwood.gov.uk
Internet address: http://www.brentwood.gov.uk
Section II: Object of the contract
Design and execution
Main site or location of works, place of delivery or of performance: Brentwood, Essex, UK.
NUTS code UKH3
50700000, 50711000, 50712000, 50721000, 50750000, 50760000, 50413200, 45213100, 45210000, 45211000, 45211100, 45211310, 45212000, 45213312, 45212290, 45259000, 45259300
Tenders may be submitted for one or more lots
Estimated value excluding VAT:
Range: between 30 000 000 and 70 000 000 GBP
Description of these options: The work will be made of 3 contracts, each contract maybe let individually or in combinations for an initial period of five years and potential renewal for a further five years, subject to demonstrable continuous improvement over the initial period, demonstrable economic, performance and advantage to the Council.
Provisional timetable for recourse to these options:
in months: 60 (from the award of the contract)
Number of possible renewals: 1
Information about lots
Lot No: 1 Lot title: Repair maintenance and refurbishment – General Building
50700000, 50324200, 50760000, 45213100, 45210000, 45211000, 45211100, 45211310, 45212000, 45213312, 45212290
The Tasks covered by this Contract and the Price Framework comprise inter alia: internal and external repair and replacements, external works and maintenance including void works, locksmith and void/unit security, planned and major works (subject to the requirements of section 20 leaseholder tendering) of the Client’s dwellings/houses, flats, schemes and estate areas, commercial and corporate properties.
The Term Programme excludes gas servicing and installations, entry phone repairs, TV aerial repairs, fire alarms appliance and servicing, playground equipment, household appliances, Landlord electrics, lifts, water hygiene and any other tasks which the Client at its sole discretion does not consider suitable for this Partnering Contract.
Estimated value excluding VAT:
Range: between 22 000 000 and 50 000 000 GBP
50700000 – DA03, 50324200, 50711000, 50712000, 50413200, 45213100, 45259000, 45259300
A. Domestic Heating – Planned preventative maintenance, completion of the Landlord’s gas safety checks, issue of the landlord’s gas safety certificate (LGSR) and responsive repairs for domestic gas fired central heating, gas fires and gas water heaters. It shall be a fully comprehensive contract with the Constructor submitting one lump sum cost per property for the planned preventative maintenance with another lump sum “inclusive sum” per property for all parts and repairs.
The contractor/service provider shall also have a responsibility for gas carcass tests where only tenant’s gas appliances are installed.
The contract shall also have provision for the maintenance and installation of smoke detectors and the renewal of boilers and complete central heating systems as part of a planned and replacement programme.
B. Central Boilers and Mechanical Ventilation – Planned preventative maintenance, responsive repairs and the supply and fixing of replacement parts to Central Boiler houses.
Each building shall have a cost for all “Planned Preventative maintenance” and an “Inclusive Sum” for all other work. All work outside the scope shall be undertaken by quotation or day work as instructed by the Client Representative.
The provision of a call out facility 24 hours a day 7 days a week for 52 weeks of the year.
The contract shall be for the complete mechanical services installation within the boiler houses and associated plant rooms, all distribution pipework, calorifiers, valves, pumps, radiators, warm air heaters, air handling units, all associated electrical installation and the in-flat installation.
The items that are the utilities responsibility are excluded but the Contractor shall include for all correspondence that may be required in association with leakage, low pressure etc.
Provision of annual gas safety certification.
Ventilation and air handling equipment shall be included within this contract as stated in the schedules.
Replacement of plant and equipment
Management of log books and site records
Connection to the BBC software for interactive management of the PPM programme and responsive repairs.
Servicing and calibration of the gas detection system
The replacement of certain items shall be excluded from the comprehensive element of the contract:
C. Door Entry, CCTV and Aerials – Responsive repairs and the supply and fixing of replacement parts to Door Entry Systems, Close Circuit Television (CCTV) and Communal Television Aerials.
The provision of an Emergency Call Out facility 24 hours a day including Weekends and Bank Holidays.
The contract shall be based around the requirements of current British Standards, Approved Codes of Practice and the Manufacturer’s detailed requirements.
The Constructor shall include for undertaking work on the complete system and also take responsibility for the electrical installation feeding the Door Entry, Closed Circuit Television and TV Aerial Systems. The extent of the electrical installation to be included shall be from, and include, the fuse/circuit breaker at the distribution board.
Connection to the BBC’s software for interactive management of the responsive repairs, assets and any planned preventative maintenance that may be introduced in the future.
Provision and maintenance of the log books and site diaries.
D. Landlord’s Electrics – Planned preventative maintenance and responsive repairs of the Landlord’s Electrical installations as required to comply with the British Standard 7671:2001 “Requirements for Electrical Installations “ and emergency lighting as described in BS5266-1:1999 “Emergency Lighting Part1:Code of Practice for the emergency lighting of premises other than cinemas and certain other specified premises used for entertainment” or equivalent EU standard
Responsive and Planned Repairs.
The provision of a call out facility during 24 Hours a day, 7 days a week, 52 weeks of the year, including Bank Holidays.
Any Additional work as and when instructed by the Contract Administrator which shall be undertaken using the inclusive schedule of rates within the Price Framework or by quotation.
Connection to the BBC’s software for interactive management of the planned preventative maintenance programme and responsive repairs.
Provision and Management of log books and site diaries.
E. Fire Equipment – Planned preventative maintenance, responsive repairs and the supply and fixing of replacement parts to fire fighting equipment.
1. Fire fighting equipment shall include Dry Risers, Fire Alarms, Fire Extinguishers, Hose Reels and Sprinkler Systems.
2. The tender submitted shall include for:
a. Planned preventive maintenance.
b. An “inclusive sum” for designated call outs, repairs and the supply and fixing of parts as described in the schedules.
c. Repairs and replacements not included within the inclusive sum.
3. The fire alarms element of the contract shall include:
a. An annual cost for planned preventative maintenance.
b. An annual “inclusive sum” for all call outs, the supply and fixing of replacement heat and smoke detectors, call points, sounders and break glasses.
c. Repairs and replacements not included in the inclusive sum.
4. The fire extinguisher element of the contract shall include:
a. An annual cost for planned preventative maintenance, which shall include for fixing mounting brackets.
b. Repairs, pressure tests and replacements.
5. The hose reels element of the contract shall include:
a. An annual cost for planned preventative maintenance.
b. An annual “inclusive sum” for all call outs, the replacement of seals, replacement of stop valves, replacement of damaged pipe between the isolating valve and the hose reel. Schedule of rates work.
c. Repairs and replacements not included in the inclusive sum.
6. The dry riser element of the contract shall include:
a. An annual cost for planned preventative maintenance.
b. An annual “inclusive sum” for all call outs, the supply and fixing of replacement straps, padlocks and suba seals. Replacement of defective locks including hasps and staples. Keeping outlet boxes in good order including and signage and repainting
c. Repairs and replacements not included in the inclusive sum.
7. The sprinkler system element of the contract shall include:
a. An annual cost for planned preventative maintenance.
b. An annual “inclusive sum” for all call outs, the supply and fixing of replacement heat and smoke detectors, call points, sounders and break glasses.
c. Repairs and replacements.
8. The provision of a 24-hour call out facility including bank holidays and weekends. Response times shall as detailed in the “flow charts”.
9. The contract shall be based on the requirements of current British Standards or equivalent EU standard and the certificate of compliance issued by the Contractor shall comply with the format as recommended in these standards.
10. Connection to the BBC’s software for interactive management of the planned preventative maintenance programme and responsive repairs.
11. Provision and maintenance of log books and site diaries.
F. Lightning Conductors – Planned preventative maintenance of Lightning Conductors as required to comply with British Standard 6651:1999 “Code of Practice for Protection of Structures Against Lightning” including all subsequent amendments or equivalent EU standard .
Connection to the BBC’s software for interactive management of the responsive repairs, assets and any planned preventative maintenance that may be introduced in the future.
Provision and maintenance of the log books and site diaries.
G. Cold Water Storage – It shall include Responsive Repairs.
The provision of a call out facility during normal working hours.
An annual water sample analysis by an accredited UKAS laboratory
Additional work as and when instructed by the Client Shall be undertaken using the composite schedule of rates or by quotation.
Connection to the BBC’s software for interactive management of the planned preventative maintenance programme and responsive repairs.
Management of log books and site diaries.
Estimated value excluding VAT:
Range: between 8 000 000 and 20 000 000 GBP
50700000 – DA03, 50324200, 50750000
It shall include planned preventative maintenance, responsive repairs and the supply and fixing of replacement parts. It shall also include Planned works for major component replacement.
2. The Service Provider shall provide as detailed in the Price Framework, for each lift, values for planned preventative maintenance and an inclusive sum for all other work.
3. The planned preventative maintenance shall allow for the annual inspection of the car, car top and lift shaft lights and electrical sockets as detailed in BS7671 “Requirements for Electrical Installations” and emergency lighting to comply with BS5266-1:1999 ” Code of Practice for the emergency lighting of premises and certain other specified premises used for entertainment” including all subsequent amendments .or equivalent EU standard
4. The inclusive sum shall allow for:
a. A call out facility 24 hour a day, 7 days a week, 52 weeks a year, including Bank holidays for the release of people trapped in a lift and attending breakdowns.
b. The supply and fixing of replacement parts and major repairs, which includes the overhaul of main gear, repair of motors etc.
c. Repairs due to corrosion, vandalism, misuse, and working on arrival up to a value of £250. This amount to be revised by the percentage variations applicable to the contract as detailed in the Pricing Schedule. The Service Provider’s tendered prices for each lift are to include all the above works.
5. The Service Provider shall additionally allow for provision and management of log books and site diaries.
Estimated value excluding VAT:
Range: between 100 000 and 150 000 GBP
Section III: Legal, economic, financial and technical information
Description of particular conditions: All interested parties will be required to express interest by submitting a completed questionaire obtainable as set out in V1.3 below. all conditions relating to performance will be set out in the tender documentation. The Council is keen to promote social and environmental sustainability in the borough of Brentwood and therefore, the contract documents will include in particular provisions relating to social and environmental considerations.
Minimum level(s) of standards possibly required: Information required from prospective service providersconcerning their legal position and to assess economic and and technical standards will be out in the questionaire, details of which are set out in V1.3 below as a minimum suppliers will be required to demonstrate experience and capability of managing and delivering individual projects of this size and complexity.
Information required from prospective service providersconcerning their legal position and to assess economic and and technical standards will be out in the questionaire, details of which are set out in V1.3 below
Minimum level(s) of standards possibly required:
Information required from prospective service providersconcerning their legal position and to assess economic and and technical standards will be out in the questionaire, details of which are set out in V1.3 below.
Section IV: Procedure
Objective criteria for choosing the limited number of candidates: The final range of tenderers will be selectedbased on responses to the criteria for choosing the candidates set out in the PQQ.
Section VI: Complementary information
High Court, Royal Courts of Justice
The Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000
Body responsible for mediation procedures
Royal Institute of Chartered Surveyors
12 Great George Street
SW1 3AD London
UNITED KINGDOM
Internet address: http://www.rics.org
VI.5)Date of dispatch of this notice:14.5.2013