Responsive Repairs, Void Maintenance and Gas Servicing

Responsive Repairs, Void Maintenance and Gas Servicing

Irvine Housing Association (IHA) is procuring a 5 to 10 year contract for the provision of responsive repairs and void works to approximately 2 100 properties predominantly across the Ayrshire and Dumfries regions of Scotland.

UK-Irvine: repair and maintenance services of building installations

2012/S 168-278560

Contract notice

Works

Directive 2004/18/EC

Section I: Contracting authority

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

Irvine Housing Association (a subsidiary of The Riverside Group)
44-46 Bank Street, Ayrshire
For the attention of: Leona McMillan
KA12 0LP Irvine
UNITED KINGDOM
Telephone: +44 1942826788
E-mail: irvineresponsive@valueworks.co.uk

Internet address(es):

General address of the contracting authority: http://www.irvineha.co.uk

Address of the buyer profile: http://tenders.e-marketplaces.co.uk

Electronic access to information: http://www.e-marketplaces.co.uk

Electronic submission of tenders and requests to participate: http://www.e-marketplaces.co.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

The Riverside Group limited and its subsidiaries (current and future) (please see detail within Contract Notice)
2 Estuary Boulevard
L24 8RF Liverpool
UNITED KINGDOM

Section II: Object of the contract

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

Irvine Housing Association Responsive Repairs, Void Maintenance and Gas Servicing.
II.1.2)Type of contract and location of works, place of delivery or of performance

Works
Main site or location of works, place of delivery or of performance: Predominantly Ayrshire & Dumfries, Scotland.
NUTS code UKM

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)

Irvine Housing Association (IHA) is procuring a 5 to 10 year contract for the provision of responsive repairs and void works to approximately 2 100 properties predominantly across the Ayrshire and Dumfries regions of Scotland. Works may also be required in other areas of Scotland throughout the duration of the contract. The current contracts expire in March 2013.
The available work has been split into into four lots based on geographical coverage and type of maintenance and works. The aim is to encourage participation from a wide spectrum of companies who can deliver an integrated service to IHA. The contractor(s) will assume responsibility for providing a full responsive repairs, maintenance and voidworks across all trades within the lot or lots they have applied for. IHA note that the contractor may propose to use subcontracting to deliver some trades and will consider proposals of this nature, whereby IHA will liaise solely with the lead contractor and the lead contractor assumes full responsibility for delivery of the service and for ensuring that all subcontractors meet the required standards as set out in this tender. IHA are also supportive of consortia bids and will consider proposals of this nature, subject to the provisions set out in the Invitation to Tender.
The lots are as follows:
Lot 1 Responsive repairs and voidworks excluding gas, Ayrshire.
Lot 2 Gas related responsive repairs, voidworks and gas servicing, Ayrshire.
Lot 3 Responsive repairs and voidworks excluding gas,Dumfries.
Lot 4 Gas related responsive repairs, voidworks and gas servicing, Dumfries.
Organisations are invited to bid for one or more lots.
Irvine Housing Association intends to enter into a Term Partnering Contract based on the ACA Standard Form of Contract for Term Partnering (TPC2005), amended 2008, with the successful Contractor(s) for an initial duration of five years extendable at the sole discretion of Irvine Housing Association for a further period of five years by means of five annual extensions.
Delivery of the planned works programme is currently being procured under a separate PIN / Contract Notice. To register your interest in the planned works project please email irvineplanned@valueworks.co.uk.

The ensuing arrangements may be used by any or all of The Riverside Group’s current or future subsidiaries, along with any other organisation with similar interests and operations to IHA who wishes to join the contract at a later date. There may be other organisations within The Riverside Group whose properties may also become subject to this contract notice. There may also be additional IHA properties added over the life of the contract and the geographical boundaries of the lots may change over time to meet the requirements of IHA.
To register your interest in the project please email irvineresponsive@valueworks.co.uk.

Valueworks are IHA’s chosen supply chain integrator and have been engaged to assist IHA in carrying out this procurement exercise.
It is the intention that a Bidders Conference will be held in September 2012. This is an opportunity for applicants to learn more about the Contracting Authority and the tendering exercise. All registered applicants will be contacted with further details.

II.1.6)Common procurement vocabulary (CPV)

50700000, 50710000, 50720000, 50711000, 50712000, 50721000, 45300000, 45310000, 45330000, 45410000, 45420000, 45430000, 45440000, 45450000

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:

The contract(s) for IHA will initially cover approximately 2100 properties. The contract(s) for the Ayrshire zone will initially cover approximately 1700 properties. The contract(s) for the Dumfries zone will initially cover approximately 400 properties. However, additional properties may be added or removed from the contracts as the stock profile of IHA changes over the contract duration. The maximum estimated value has been based on the maximum contract duration of 10 years plus a 20 % provision for growth excluding VAT Range between £3 255 830 (5 years) and £8 595 392 (10 years) Irvine Housing Association (IHA) is procuring a 5 to 10 year contract for the provision of responsive repairs and void works to approximately 2 100 properties predominantly across the Ayrshire and Dumfries regions of Scotland. Works may also be required in other areas of Scotland. The current Contracts expire in March 2013.
Estimated value excluding VAT:
Range: between 3 255 830,38 and 8 595 392,20 GBP
II.2.2)Information about options

Options: no
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: Range: between 001 and 005
II.3)Duration of the contract or time limit for completion

Duration in months: 120 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Responsive repairs and void works excluding gas, Ayrshire

1)Short description

To incorporate all Responsive Repairs and Void Property Maintenance to Irvine Housing Association properties within the area defined by Irvine Housing Association as belonging in the Ayrshire location portfolio, according to the defined response times, which will vary depending on the urgency of the requirement. Additional properties may be added to or removed from the contract as the stock profile and needs of Irvine Housing Association changes over the contract duration.
These repairs will incorporate all trades work exclusive of gas related works and services only.
2)Common procurement vocabulary (CPV)

50700000, 50710000, 50720000, 50711000, 50712000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 2 083 134,50 and 5 499 475,08 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Gas related responsive repairs, void works and gas servicing, Ayrshire

1)Short description

To incorporate all Gas Services requirements to Irvine Housing Association properties within the area defined by Irvine Housing Association as belonging in the Ayrshire location portfolio, according to the defined response times, which will vary depending on the urgency of the requirement. Additional properties may be added to or removed from the contract as the stock profile and needs of Irvine Housing Association changes over the contract duration.
2)Common procurement vocabulary (CPV)

50700000, 50720000, 50721000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 595 964,09 and 1 573 345,20 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 3 Lot title: Responsive repairs and void works excluding gas, Dumfries

1)Short description

To incorporate all Responsive Repairs and Void Property Maintenance to Irvine Housing Association properties within the area defined by Irvine Housing Association as belonging in the Dumfries location portfolio, according to the defined response times, which will vary depending on the urgency of the requirement. Additional properties may be added to or removed from the contract as the stock profile and needs of Irvine Housing Association changes over the contract duration.
These repairs will incorporate all trades work exclusive of gas related repairs and services only.
2)Common procurement vocabulary (CPV)

50000000, 50710000, 50720000, 50711000, 50712000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 417 233,11 and 1 101 495,40 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 4 Lot title: Gas related responsive repairs, void works and gas servicing – Dumfries

1)Short description

To incorporate all Gas Services requirements to Irvine Housing Association properties within the area defined by Irvine Housing Association as belonging in the Dumfries location portfolio, according to the defined response times, which will vary depending on the urgency of the requirement. Additional properties may be added to or removed from the contract as the stock profile and needs of Irvine Housing Association changes over the contract duration.
2)Common procurement vocabulary (CPV)

50700000, 50720000, 50721000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 159 498,68 and 421 076,52 GBP
4)Indication about different date for duration of contract or starting/completion
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:

Details of the requirements are set out in the contract documentation and the Invitation to Tender.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Details of the requirements are set out in the contract documentation and the Invitation to Tender.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

In the event of a group of organisations submitting an acceptable offer, it will be necessary for them to provide an undertaking that each company shall be jointly and severally responsible for the due performance of any contracts entered into with IHA.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Applicants who satisfy any of the criteria for rejection as set out in Regulation 23(1), Public Contracts (Scotland) Regulations 2006 (SSI 2006/1) (as amended) shall be treated as ineligible. Applicants may be requested to provide such evidence as is reasonably necessary to allow IHA to establish that the aforementioned criteria do not apply to them.
The successful operators will be required to actively participate in working collaboratively with each other to promote continuous improvement and in the achievement of social, employment and environmental policy objectives. Accordingly, contract performance conditions may be included in the contract documents.
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: The information and formalities set-out in Articles 45 to 50 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contracts (Scotland) Regulations 2006 (SSI 2006/1) (as amended) and as set out in the ITT.
The tender must be completed and returned in accordance with the instructions, by the deadline listed in Section IV.3.4 of this contract notice.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: The information and formalities set-out in Articles 45 to 50 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contracts (Scotland) Regulations 2006 (SSI 2006/1) (as amended) and as set out in the ITT.
The tender must be completed and returned in accordance with the instructions, by the deadline listed in Section IV.3.4 of this contract notice.
Minimum level(s) of standards possibly required: Please refer to the minimum standards as set out in the ITT.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
The information and formalities set-out in Articles 45 to 50 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contracts (Scotland) Regulations 2006 (SSI 2006/1) (as amended) and as set out in the ITT.
The tender must be completed and returned in accordance with the instructions, by the deadline listed in Section IV.3.4 of this contract notice.
Minimum level(s) of standards possibly required:
Please refer to the minimum standards as set out in the ITT.
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 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:

VWCL1036
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2012/S 127-210353 of 5.7.2012

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: 2.10.2012 – 17:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

10.10.2012 – 16:00
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 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
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: IHA will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of ten calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into. An economic operator that suffers, or risks suffering, loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2006 (SSI 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:30.8.2012