Supply of Commercial Catering and Laundry Equipment

Supply of Commercial Catering and Laundry Equipment

Provision of new Commercial Catering and Laundry appliances, Supply, PPM, and Responsive Repairs services Nationally.

United Kingdom-Worcester: Repair and maintenance services of catering equipment

2014/S 008-009841

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Sanctuary Housing Group
Procurement, Sanctuary House, Chamber Court, Castle Street
For the attention of: Dave Worrall
WR1 3ZQ Worcester
UNITED KINGDOM
Telephone: +44 1905334816
E-mail: group.procurement@sanctuary-housing.co.uk

Internet address(es):

General address of the contracting authority: www.sanctuary-tenders.co.uk

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: no

Section II: Object of the contract

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

The Provision of Commercial Catering and Laundry appliances, Supply, PPM, and Responsive Repairs services Nationally.
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: Provision of new Commercial Catering and Laundry appliances, Supply, PPM, and Responsive Repairs services Nationally.
The supplier will be required to provide a customer focused service and show a commitment to providing an effective service (including after sales support) that provides measurable Value For Money to Sanctuary.
The contract shall be open to Sanctuary Housing Association and also all other associated companies within the Sanctuary Group either now or in the future with Sanctuary Maintenance Contractors Ltd (SMCL) operating as the main client.
NUTS code UK

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 2
Duration of the framework agreement

Duration in months: 36
Justification for a framework agreement, the duration of which exceeds four years: The intention is to award the contract for 3 years with the option to potentially extend for a further 2 extensions, 12 months each extension, to cover the current lifetime of machinery.
This also falls in line with Sanctuary’s Corporate Strategy, plus also consortiums do not provide the geographical coverage of Sanctuary’s Regions.
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 1 200 000 and 2 500 000 GBP

II.1.5)Short description of the contract or purchase(s)

Sanctuary is the UK’s leading provider of housing, care, supported living and property management services in the UK. Sanctuary aspires to be a market leader in terms of quality, innovation and performance. Established in 1969, the organisation has grown into a successful provider of housing and associated services provider, and together with its operating areas, now manages over 94,000 units of accommodation throughout England and Scotland, including general rented, sheltered, supported accommodation, student and key worker accommodation and care homes. Sanctuary has also diversified into a number of commercial business streams, including the provision of high quality social care and facilities management services. We are an organisation that prides itself in providing excellence in the accommodation and associated services provided, and are justifiably proud of the external accreditations and awards that have been achieved.
Sanctuary Maintenance Contractors Limited is a subsidiary company with responsibility for the day to day and planned maintenance of Sanctuary general rented and sheltered and supported properties.
Sanctuary is seeking expressions of interest from experienced suppliers for the undertaking of this opportunity for the provision of new Commercial Catering and Laundry appliances, Supply, PPM, and Responsive Repairs services Nationally to the following areas;
Sanctuary Schemes Nationwide.
Sanctuary would ideally like one supplier to provide the required service for each lot on a national basis. The current spread and extent of our current schemes are attached to the PQQ, but please note that this list is indicative only and suppliers must allow for the growth of Sanctuary. Ideally Suppliers should therefore be prepared to cover the whole of England as part of the contract requirement.
Currently relevant schemes only exist in England, but note that as Sanctuary grows it is possible we may have relevant schemes in Scotland and Wales and there is provision in the PQQ to indicate whether you would be prepared to supply to these parts of the UK in the future. It is important that suppliers are able to cope with expansion, and Sanctuary may elect to exclude suppliers from the tender process, particularly if they are unable to supply to Scotland, in which Sanctuary currently has a presence.
Interested Suppliers will need to be able to demonstrate the relevant knowledge and particular skills required to deliver the service(s) described.
Note: The volume of works generated under this framework cannot be guaranteed due to the varying nature of the portfolio of properties managed by Sanctuary.
Key elements of this framework will be:
1. Management Information and reporting.
Suppliers must deliver a service that includes reporting back on aspects of the service delivery and compliance. Sanctuary will expect suppliers to use the latest technology to ensure seamless transmission of data. In all respects Suppliers will be expected to make the process as cost effective as possible, driving out unnecessary costs from the process.
2. Consultation Services.
This will include advice on choosing the correct equipment; replacement of life expired appliances; extending the life of existing appliances; ensuring best value for money from the process.
3. Training.
On-site training in the use of any new appliances (i.e. machinery not previously used by Sanctuary) or training new staff in locations. This is to be done when machinery is delivered.
4. Customer Services.
Suppliers must deliver a service that accommodates the needs of our staff in Sanctuary’s schemes. The needs of residents in our schemes (e.g. continuation of service at normal times) must be taken into account.
II.1.6)Common procurement vocabulary (CPV)

50883000, 39310000, 39314000, 42716000, 51543400

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:

opportunity for the provision of new Commercial Catering and Laundry appliances, Supply, PPM, and Responsive Repairs services Nationally:
Sanctuary wishes, if possible, to appoint one or more suppliers who will be able to cover the Provision of new Commercial Catering and Laundry appliances, Supply, PPM, and Responsive Repairs services Nationally to the whole of Sanctuary’s regional bases Nationwide. The services offered shall cover the Provision of new Commercial Catering and Laundry appliances, Supply, PPM, and Responsive Repairs services Nationally.
This will include supply and service within:
Care Homes;
Supported living schemes;
Sheltered schemes.
Estimated value excluding VAT:
Range: between 1 200 000 and 2 500 000 GBP
II.2.2)Information about options

Options: no
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Information about lots

Lot No: 1 Lot title: The National provision of new Commercial Catering appliances and a Planned Preventative Maintenance (PPM) and Responsive Repair service for Commercial Catering appliances

1)Short description

The National provision of new Commercial Catering appliances and a Planned Preventative Maintenance (PPM), Supply, and Responsive Repair service for Commercial Catering appliances.
2)Common procurement vocabulary (CPV)

50883000, 39310000, 39314000, 42716000, 51543400

3)Quantity or scope

The supply, delivery, installation and commissioning of new commercial catering appliances including the disposal of redundant equipment. The details and quantity of appliances to be replaced can vary and Sanctuary does not commit to any quantities or values but has based the annual spend on historic purchase data. There is also the probability that a referred spend in relation to New Build properties would be included in this Framework. The supplier should also have the capability of providing a design service for catering layouts. The supplier must also provide a Planned Preventative Maintenance and Responsive Maintenance service for the commercial Catering appliances across all of its premises. The supplier must be capable of managing all of the data electronically, i.e. appliance register, status, service history and appliance condition, accessing and uploading information and transmitting this electronically to Sanctuary on request.
Ideally access to Compliance Reports via the Supplier’s on line web portal will be available to Sanctuary’s National Gas Compliance team and may be required for our Third party gas safety auditor.
KPIs will be made available for suppliers to view at the ITT stage.
Please refer to our Contract Notice for specific details.
To ensure we deliver exceptional value for money, as well as a high quality service, we work with our suppliers at every step of the procurement life cycle, from product and service concept through to sourcing and contract management.
Sanctuary would ideally like one supplier per lot to provide the required service on a national basis, although the option of one supplier covering both lots will be considered if the supplier can demonstrate that the necessary expertise and ability to service and supply both lots exists within your company. Subcontracting will not be considered.
Sanctuary would ideally like one supplier to provide the required service for each lot on a national basis. The current spread and extent of our current schemes are attached to the PQQ, but please note that this list is indicative only and suppliers must allow for the growth of Sanctuary. Ideally Suppliers should therefore be prepared to cover the whole of England as part of the contract requirement.
Currently relevant schemes only exist in England, but note that as Sanctuary grows it is possible we may have relevant schemes in Scotland and Wales and there is provision in the PQQ to indicate whether you would be prepared to supply to these parts of the UK in the future. It is important that suppliers are able to cope with expansion, and Sanctuary may elect to exclude suppliers from the tender process, particularly if they are unable to supply to Scotland, in which Sanctuary currently has a presence.
Once you have completed the Pre-qualification questions on-line, all answers will be assessed and scored using our Due North ProContract on-line Tender system. Successful suppliers will then be selected to take part in the Tender process. Any queries should be addressed through our Tenders Portal. Any other method of contacting Sanctuary regarding this pre qualification questionnaire will not be considered.
Estimated value excluding VAT:
Range: between 900 000 and 1 800 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Suppliers shall be required to evidence experience and the ability to provide the levels of service required within the time targets as presented in the PQQ. Any additional conditions on top of those stated will be detailed in the relevant PQQ and ITT sections as required.
To clarify, in order to express an interest and complete a PQQ via the Due North Pro-Contract system, Suppliers must first register at www.sanctuary-tenders.co.uk

Range of spend provided is approximate for the initial term of the contract and will depend upon any growth or contraction within Sanctuary’s property portfolio.

Lot No: 2 Lot title: The National provision of new Commercial Laundry appliances, Supply, and a Planned Preventative Maintenance (PPM) and Responsive Repair service for Commercial Laundry appliances.

1)Short description

The National provision of new commercial laundry appliances, Supply, and a Planned Preventative Maintenance (PPM) and Responsive Repair service for Commercial Laundry appliances.
2)Common procurement vocabulary (CPV)

50883000, 39310000, 39314000, 42716000, 51543400

3)Quantity or scope

The supply, delivery, installation and commissioning of new commercial laundry appliances including the disposal of redundant equipment. The details and quantity of appliances to be replaced can vary and Sanctuary does not commit to any quantities or values but has based the annual spend on historic purchase data. There is also the probability that a referred spend in relation to New Build properties would be included in this Framework. The supplier should also have the capability of providing a design service for laundry layouts. The supplier must also provide a Planned Preventative Maintenance and Responsive Maintenance service for the commercial Laundry appliances across all of its premises. The supplier must be capable of managing all of the data electronically, i.e. appliance register, status, service history and appliance condition, accessing and uploading information and transmitting this electronically to Sanctuary on request.
Ideally access to Compliance Reports via the Supplier’s on line web portal will be available to Sanctuary’s National Gas Compliance team and may be required for our Third party gas safety auditor.
KPIs will be made available for suppliers to view at the ITT stage.
Please refer to our Contract Notice for specific details.
To ensure we deliver exceptional value for money, as well as a high quality service, we work with our suppliers at every step of the procurement life cycle, from product and service concept through to sourcing and contract management.
Sanctuary would ideally like one supplier per lot to provide the required service on a national basis, although the option of one supplier covering both lots will be considered if the supplier can demonstrate that the necessary expertise and ability to service and supply both lots exists within your company. Subcontracting will not be considered.
Sanctuary would ideally like one supplier to provide the required service for each lot on a national basis. The current spread and extent of our current schemes are attached to the PQQ, but please note that this list is indicative only and suppliers must allow for the growth of Sanctuary. Ideally Suppliers should therefore be prepared to cover the whole of England as part of the contract requirement.
Currently relevant schemes only exist in England, but note that as Sanctuary grows it is possible we may have relevant schemes in Scotland and Wales and there is provision in the PQQ to indicate whether you would be prepared to supply to these parts of the UK in the future. It is important that suppliers are able to cope with expansion, and Sanctuary may elect to exclude suppliers from the tender process, particularly if they are unable to supply to Scotland, in which Sanctuary currently has a presence.
Once you have completed the Pre-qualification questions on line, all answers will be assessed and scored using our Due North ProContract on-line Tender system. Successful suppliers will then be selected to take part in the Tender process. Any queries should be addressed through our Tenders Portal. Any other method of contacting Sanctuary regarding this pre qualification questionnaire will not be considered.
Estimated value excluding VAT:
Range: between 300 000 and 450 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Suppliers shall be required to evidence experience and the ability to provide the levels of service required within the time targets as presented in the PQQ. Any additional conditions on top of those stated will be detailed in the relevant PQQ and ITT sections as required.
To clarify, in order to express an interest and complete a PQQ via the Due North Pro-Contract system, Suppliers must first register at www.sanctuary-tenders.co.uk

Range of spend provided is approximate for the initial term of the contract and will depend upon any growth or contraction within Sanctuary’s property portfolio.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions
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: Any supplier may be disqualified who:
(a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order compulsory winding up the administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by any means which the contract authorities can demonstrate;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal organization, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26 May 1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j)has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10 June 1991 on prevention of the use of the financial system for the purpose of money laundering.
Information and formalities necessary for evaluating if requirements are met:
Please refer to the conditions within the PQQ and ITT.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
(b) the presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established;
(c) a statement of the undertaking’s overall turnover and, where appropriate , of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information of these turnovers is available.
Information and formalities necessary for evaluating if requirements are met:
Please refer to the conditions within the PQQ and ITT.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(a) a list of the works carried out over the past five years, accompanied by certificates of satisfactory execution for the most important works. These certificates shall indicate the value, date and site of the works and shall specify whether they were carried out according to the rules of the trade and properly completed. Where appropriate, the competent authority shall submit these certificates to the contracting authority direct;
(b) a list of the principal deliveries effected or the main services provided in the past three years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given: – where the recipient was a contracting authority, in the form of certificates issues or countersigned by the competent authority, – where the recipient was a private purchaser, by the purchaser’s certification or, failing this, simply by a declaration by the economic operator;
(c) an indication of the technicians or technical bodies involved, whether or not belonging directly to the economic operator’s undertaking, especially those responsible for quality control and, in the case of public works contracts, those upon whom the contractor can call in order to carry out the work;
(d) a description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking’s study and research facilities;
(e) where the products or services to be supplied are complex or, exceptionally, are required for a special purpose, a check carried out by the contracting authorities or on their behalf by a competent official body of the country in which the supplier or service provider is established, subject to that body’s agreement, on the production capabilities of the supplier or the technical capacity of the service provider and, if necessary, on the means of study and research which are available to it and the quality control measures it will operate;
(f) the educational and professional qualifications of the service provider or contractor and/or those of the undertaking’s managerial staff and, in particular, those of the person or persons responsible for providing the services or managing the work;
(g) for public works contracts and public services contracts, and only in appropriate cases, and indication of the environmental management measures that the economic operator will be able to apply when performing the contract;
(h) a statement of the average annual manpower of the service provider or contractor and the number of managerial staff for the last three years;
(i) a statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contracts;
(j) an indication of the proportion of the contract which the services provider intends possibly to subcontract;
(k) with regard to the products to be supplied: (i) samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so request; (ii) certificates drawn up by official quality control institutes or agencies of recognized competence attesting the conformity of products clearly identified by references to specifications or standards.
Information and formalities necessary for evaluating if requirements are met:
Please refer to the conditions within the PQQ and 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

Accelerated restricted
Justification for the choice of accelerated procedure: Consortiums do not cover the national requirement of Sanctuary’s Regions and the process needs to be run in line with Sanctuary’s Corporate programme.
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 3: and maximum number 14
Objective criteria for choosing the limited number of candidates: Sanctuary wishes, if possible, to appoint one or more suppliers who will be able to cover the provision of Commercial Catering and Laundry appliances, Supply, Planned Preventative Maintenance, and Responsive Repairs services to Sanctuary’s regions Nationwide.
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:

SHA13067
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

24.1.2014 – 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

Suppliers shall be required to evidence experience and the ability to provide the levels of service required within the time targets as presented in the PQQ. Any additional conditions on top of those stated will be detailed in the relevant PQQ and ITT sections as required.
To clarify, in order to express an interest and complete a PQQ via the Due North Pro-Contract system, Suppliers must first register at www.sanctuary-tenders.co.uk

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:

9.1.2014