Tender for Responsive Repairs Poole
To provide a service dealing with responsive repairs, i.e. day to day minor repairs that need to be dealt with quickly to keep properties in a reasonable order and to PHP’s agreed void standard.
United Kingdom-Poole: Repair and maintenance services of building installations
2013/S 212-368113
Contract notice
Services
Directive 2004/18/EC
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
Borough of Poole
Poole Housing Partnership Ltd, Borough of Poole, Beech House, 28-30 Wimbourne Road
For the attention of: Carol Finch
BH15 2BU Poole
UNITED KINGDOM
E-mail: c.finch@poole.gov.uk
Internet address(es):
Address of the buyer profile: www.supplyingthesouthwest.org.uk
Further information can be obtained from: The Borough of Poole
Internet address: www.supplyingthesouthwest.org.uk
Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The Borough of Poole
Internet address: www.supplyingthesouthwest.org.uk
Tenders or requests to participate must be sent to: The Borough of Poole
Internet address: www.supplyingthesouthwest.org.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:
Response Repairs, Voids and Package Works.
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: PHP is an Arms Length Management Organisation for the Borough of Poole and manages approximately 4 600 homes in Poole
NUTS code UKK21
Service category No 1: Maintenance and repair services
Main site or location of works, place of delivery or of performance: PHP is an Arms Length Management Organisation for the Borough of Poole and manages approximately 4 600 homes in Poole
NUTS code UKK21
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)
To provide a service dealing with responsive repairs, i.e. day to day minor repairs that need to be dealt with quickly to keep properties in a reasonable order and to PHP’s agreed void standard. Hence the following works are included:
— Works to dwellings, garages and open spaces
— Works to void properties
— Works to structure, envelope and communal areas which will include leaseholder properties
— Package works between values of GBP 5000 to GBP 25 000 including re-plastering entire rooms, fencing to entire boundaries of properties, drainage runs, pathways and drives (entire lengths) boundary and retaining walls (entire lengths) and other such works that fall outside the mainstream planned maintenance packages.
— All trades except gas appliance or gas services work and other specialist mechanical services, such as lifts, water hygiene, pumps and entry phones
— Vandalism, malicious damage, or negligence of the occupant of the property
— Insurance claims
— Installation of smaller disabled adaptations
— Repairs to disabled adaptations
— Works to dwellings, garages and open spaces
— Works to void properties
— Works to structure, envelope and communal areas which will include leaseholder properties
— Package works between values of GBP 5000 to GBP 25 000 including re-plastering entire rooms, fencing to entire boundaries of properties, drainage runs, pathways and drives (entire lengths) boundary and retaining walls (entire lengths) and other such works that fall outside the mainstream planned maintenance packages.
— All trades except gas appliance or gas services work and other specialist mechanical services, such as lifts, water hygiene, pumps and entry phones
— Vandalism, malicious damage, or negligence of the occupant of the property
— Insurance claims
— Installation of smaller disabled adaptations
— Repairs to disabled adaptations
II.1.6)Common procurement vocabulary (CPV)
50700000, 45211000
II.1.7)Information about Government Procurement Agreement (GPA)
II.1.8)Lots
II.1.9)Information about variants
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
Estimated value excluding VAT: 5 100 000 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
Duration in months: 36 (from the award of the contract)
Section III: Legal, economic, financial and technical information
III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
See PQQ and ITT
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
See PQQ and ITT
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
See PQQ and ITT
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: See PQQ and ITT
Description of particular conditions: See PQQ and ITT
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:
See PQQ and ITT
(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:
See PQQ and ITT
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: (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 3 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:
See PQQ and ITT
Minimum level(s) of standards possibly required: See PQQ and ITT
Information and formalities necessary for evaluating if requirements are met:
See PQQ and ITT
Minimum level(s) of standards possibly required: See PQQ and ITT
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
(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;
Information and formalities necessary for evaluating if requirements are met:
See PQQ and ITT
Minimum level(s) of standards possibly required:
See PQQ and ITT
(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;
Information and formalities necessary for evaluating if requirements are met:
See PQQ and ITT
Minimum level(s) of standards possibly required:
See 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
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 minimum number 6: and maximum number 8
Objective criteria for choosing the limited number of candidates: See PQQ and ITT
Objective criteria for choosing the limited number of candidates: See PQQ and ITT
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
10.12.2013 – 14:00
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: yes
Estimated timing for further notices to be published: 3-5 years
Estimated timing for further notices to be published: 3-5 years
VI.2)Information about European Union funds
VI.3)Additional information
Note that the Contract is not intended to cover:
– Wholesale renewal of components or elements of properties in a planned and systematic way other than the adhoc package repairs defined above.
The successful contractor is advised that the Employer has already entered into separate service/term contracts/arrangement for certain planned maintenance activities which do not form part of the scope or nature of the work envisaged under this contract, except where works form part of the ‘composite’ schedule of rates. These contracts/arrangements are:
1. Boiler replacement
2. Central heating upgrades, including insulation
3. Kitchen upgrades
4. Bathroom upgrades
5. Cyclical external redecorations / maintenance to external envelope
6. Gas servicing, including gas certificates for occupied dwellings
7. Asbestos surveys & removals
8. Programmed window and door replacements
9. Planned periodic testing of electrical installations and electrical rewiring (Electrical Services Contract), except to void properties that require a test certificate or minor repairs. See note below.
10. Lift maintenance
11. Fire alarm servicing
12. A typical range of specialist insulation and service contracts such as door entry systems, TV aerial and communication systems, water supply (quality testing & plant maintenance). This is an indicative, but not an exhaustive list.
Void properties will require electrical testing and minor repairs to be carried out under this contract, unless instructed otherwise. Where a void property has not previously been tested or requires rewiring , this will be undertaken using the Electrical Services Contract
The successful contractor will be invited to join the contractors carrying out the above contracts to discuss matters of mutual interest such as the contractor works standards of components installed, as well as procurement of standard items.
The scope of the work comprised in any order or in the whole contract cannot be predetermined and therefore no undertaking is given regarding continuity or overall value of the work and the contractor must allow for all intermittent or abnormal workloads in the tender.
– Wholesale renewal of components or elements of properties in a planned and systematic way other than the adhoc package repairs defined above.
The successful contractor is advised that the Employer has already entered into separate service/term contracts/arrangement for certain planned maintenance activities which do not form part of the scope or nature of the work envisaged under this contract, except where works form part of the ‘composite’ schedule of rates. These contracts/arrangements are:
1. Boiler replacement
2. Central heating upgrades, including insulation
3. Kitchen upgrades
4. Bathroom upgrades
5. Cyclical external redecorations / maintenance to external envelope
6. Gas servicing, including gas certificates for occupied dwellings
7. Asbestos surveys & removals
8. Programmed window and door replacements
9. Planned periodic testing of electrical installations and electrical rewiring (Electrical Services Contract), except to void properties that require a test certificate or minor repairs. See note below.
10. Lift maintenance
11. Fire alarm servicing
12. A typical range of specialist insulation and service contracts such as door entry systems, TV aerial and communication systems, water supply (quality testing & plant maintenance). This is an indicative, but not an exhaustive list.
Void properties will require electrical testing and minor repairs to be carried out under this contract, unless instructed otherwise. Where a void property has not previously been tested or requires rewiring , this will be undertaken using the Electrical Services Contract
The successful contractor will be invited to join the contractors carrying out the above contracts to discuss matters of mutual interest such as the contractor works standards of components installed, as well as procurement of standard items.
The scope of the work comprised in any order or in the whole contract cannot be predetermined and therefore no undertaking is given regarding continuity or overall value of the work and the contractor must allow for all intermittent or abnormal workloads in the tender.
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: After a decision on award has been made the Borough of Poole will as soon as
possible inform the tenderers and candidates of its decision and include in
this notice the criteria for the award and the reasons for the decision
including the name, score, characteristics and (unless the recipient is a
candidate) the relative advantages of the successful tenderer and the score of
the recipient of the notice plus any other required information. Unless there
is any contingency to account for there will normally be a minimum 10 calendar
day standstill period.
Unless the information has already been given in the standstill letter or there
are legal grounds to withhold information the Borough will supply to any
unsuccessful economic operator the reasons why it was unsuccessful and the
information described in the previous paragraph within 15 days of a request in
writing. Such additional information should be required from the address at i.1
above.
The Public Contracts Regulations 2006 (SI 2006 No. 5) provide for economic
operators who consider the Borough has breached its duties to take action in
the High Court. Any such action must be brought promptly (generally within 3
months) from the date when the grounds for starting the proceedings first
arose. Economic Operators are advised to take legal or other relevant
professional advice when considering a legal challenge as the Regulations
contain various time limits for starting proceedings. Where a contract has not
been entered into and a breach is found to have taken place the Court may make
an interim order or order the setting aside of the award decision or order the
authority to amend any document and may award damages. If the contract has been
entered into and the grounds for such an order are made out the Court may make
a declaration of ineffectiveness, must impose penalties and may award damages.
possible inform the tenderers and candidates of its decision and include in
this notice the criteria for the award and the reasons for the decision
including the name, score, characteristics and (unless the recipient is a
candidate) the relative advantages of the successful tenderer and the score of
the recipient of the notice plus any other required information. Unless there
is any contingency to account for there will normally be a minimum 10 calendar
day standstill period.
Unless the information has already been given in the standstill letter or there
are legal grounds to withhold information the Borough will supply to any
unsuccessful economic operator the reasons why it was unsuccessful and the
information described in the previous paragraph within 15 days of a request in
writing. Such additional information should be required from the address at i.1
above.
The Public Contracts Regulations 2006 (SI 2006 No. 5) provide for economic
operators who consider the Borough has breached its duties to take action in
the High Court. Any such action must be brought promptly (generally within 3
months) from the date when the grounds for starting the proceedings first
arose. Economic Operators are advised to take legal or other relevant
professional advice when considering a legal challenge as the Regulations
contain various time limits for starting proceedings. Where a contract has not
been entered into and a breach is found to have taken place the Court may make
an interim order or order the setting aside of the award decision or order the
authority to amend any document and may award damages. If the contract has been
entered into and the grounds for such an order are made out the Court may make
a declaration of ineffectiveness, must impose penalties and may award damages.
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:
30.10.2013