Responsive repairs and property maintenance Brentwood

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

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

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

I.2)Type of the contracting authority

Regional or local authority
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: no

Section II: Object of the contract

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

Responsive repairs and property maintenance.
II.1.2)Type of contract and location of works, place of delivery or of performance

Works
Design and execution
Main site or location of works, place of delivery or of performance: Brentwood, Essex, UK.
NUTS code UKH3

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)

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. The contracts will include options for the provision of call centre activity and future development of the Partnership to including some design. The contracts will include electronic ordering, invoice processing and realtime data and management information. The council currently has 2940 dwellings,1199 garages and26 shops in it’s Housing stock plus a portfolio of corporate property including the Town Hall, car parks, leisure facilities, shops, depots and other commercial units. There will be a range of pricing submissions required all based on NFH SOR 6.1. These will include an annual price per property for general repairs and gas servicing, unit rates for void and other works wherever possible and supplemented by SOR. At this stage it is anticipated that a single supplier will be appointed for each lot, however subject to demonstrable economic and quality advantages, a single supplier may be appointed for more than one lot. The form of contract will be the TPC 2005 (amended 2008).
II.1.6)Common procurement vocabulary (CPV)

50700000, 50711000, 50712000, 50721000, 50750000, 50760000, 50413200, 45213100, 45210000, 45211000, 45211100, 45211310, 45212000, 45213312, 45212290, 45259000, 45259300

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: 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:

Brentwood Borough council’s housing stock comprises of approximately 2950 dwellings of which 2519 are tenanted and 421 are leasehold as well as 1199 garges and 26 shops The stock is contained within the Borough of Brentwood. The Council also has a range of corporate assets including the Town Hall, Sports Centres, swimming pools, a depot, office facilities and car parks etc. In addition there are numerous smaller facilities and assets such public conveniences, allotments, storage areas and community facilities. The estimated overal spend for 2012/13 is 6.5m GBP
Estimated value excluding VAT:
Range: between 30 000 000 and 70 000 000 GBP
II.2.2)Information about options

Options: yes
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)
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

Starting 4.6.2014. Completion 4.6.2024

Information about lots

Lot No: 1 Lot title: Repair maintenance and refurbishment – General Building

1)Short description

Providing a 24 hour, 365 day a year, resident focussed, repair and planned works service to the Council’s Housing and Corporate property assets; within specified timescales and to the highest technical standards. The contract will include options for the provision of call centre activity and future development of the Partnership . The contract will include electronic ordering, invoice processing and realtime data and management information.
2)Common procurement vocabulary (CPV)

50700000, 50324200, 50760000, 45213100, 45210000, 45211000, 45211100, 45211310, 45212000, 45213312, 45212290

3)Quantity or scope

Brentwood Borough council’s housing stock comprises of approximately 2950 dwellings of which 2519 are tenanted and 421 are leasehold as well as 1199 garges and 26 shops. The stock is contained within the Borough of Brentwood. The Council also has a range of corporate assets including the Town Hall, Sports Centres, swimming pools, a depot, office facilities and car parks etc. In addition there are numerous smaller facilities and assets such public conveniences, allotments, storage areas and community facilities. Although a comprehensive asset strategy is currently being developed the estimated spend in 2014/15 in the region of £300k.
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
4)Indication about different date for duration of contract or starting/completion

Starting 4.6.2014. Completion 4.6.2024
5)Additional information about lots
Lot No: 2 Lot title: Repairs, maintenance and refurbishment – M&E Services

1)Short description

Providing a 24 hour, 365 day a year, resident focussed, repair and planned works service to the Council’s Housing and Corporate property assets; within specified timescales and to the highest technical standards. The contract will include options for the provision of call centre activity and future development of the Partnership . The contract will include electronic ordering, invoice processing and realtime data and management information.
2)Common procurement vocabulary (CPV)

50700000 – DA03, 50324200, 50711000, 50712000, 50413200, 45213100, 45259000, 45259300

3)Quantity or scope

Brentwood Borough council’s housing stock comprises of approximately 2940 dwellings of which 2519 are tenanted and 421are leasehold as well as 1199 garges and 26 shops. The stock is contained within the Borough of Brentwood. The Council also has a range of corporate assets including the Town Hall, Sports Centres, swimming pools, a depot, office facilities and car parks etc. In addition there are numerous smaller facilities and assets such public conveniences, allotments, storage areas and community facilities. Although a comprehensive asset strategy is currently being developed the estimated spend in 2014/15 in the region of £100k This contract shall be for :
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
4)Indication about different date for duration of contract or starting/completion

Starting 4.6.2014. Completion 4.6.2024
5)Additional information about lots
Lot No: 3 Lot title: Repairs maintenance and refurbishment – Lifts

1)Short description

Providing a 24 hour, 365 day a year, resident focussed, repair and planned works service to the Council’s Housing and Corporate property assets; within specified timescales and to the highest technical standards. The contract will include options for the provision of call centre activity and future development of the Partnership. The contract will include electronic ordering, invoice processing and realtime data and management information.
2)Common procurement vocabulary (CPV)

50700000 – DA03, 50324200, 50750000

3)Quantity or scope

Brentwood Borough Council has 12 lift installations.
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
4)Indication about different date for duration of contract or starting/completion

Starting 4.6.2014. Completion 4.6.2024
5)Additional information about lots

Section III: Legal, economic, financial and technical information

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

Any requirements together with any forms and undertakings will be set out in the tender documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As set out in the tender documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Members of any consortium (unless tendering as a lead and sub contractor) or Joint venture shall be jointly and severably liable. legal bodies shall be companies or partnerships. In the event of a successful consortium bid, the Council may require the formation of a separate legal entity to enter into the contract.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
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.
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: Information required from prospective service providers concerning 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.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: 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 as a minimum suppliers will be required to demonstrate experience and capability of managing and delivering individual projects of this size and complexity.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
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.
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

Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 5: and maximum number 8
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.
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

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

19.6.2013 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

1.8.2013
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 Council reserves the right not to award a contract, or to award a contract for part or parts of the activities described in this notice, at its sole discretion. Interested applicants should note that they are responsible for the costs of any expression of interest and/or tender pursuant to this notice and the Council will have no liability to any interested organisation in respect of its exercise of this discretion. Interested applicants are reminded that the amount of repairs required cannot be guaranteed and to note that award of a term contract is not a guarantee of a particular value of orders pursuant to that contract. It is the intention of the Council to explore options for adding value to the contract during the term and in particular when considering whether to exercise its discretion as to whether to extend the contract. The tender documents will reflect this and interested organisation should note take this into account when preparing their submissions.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

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.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Appeals should be brought in accordance with the Public Contracts Regulations 2006 (as amended) and the Council will conduct itself in relation to any such appeal in accordance with those regulations.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:14.5.2013