Water Hygiene Services Tender

Water Hygiene Services Tender

1) Scotland 2) North England 3) Midlands 4) East England 5) London and The South East 6) South West England. Vendors are invited to submit tender proposals to cover either individual regions, or to provide a service which would provide national coverage.

UK-Worcester: Technical testing, analysis and consultancy services

2013/S 044-070827

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Sanctuary Housing Group
Group Procurement, Sanctuary House, Chamber Court, Castle Street
For the attention of: Darryl Steventon
WR1 3ZQ Worcester
UNITED KINGDOM
Telephone: +44 1905334000
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:

Water Hygiene Services
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: Wat Hygiene Services will be required at various locations across the UK, as denoted below:
1) Scotland
2) North England
3) Midlands
4) East England
5) London and The South East
6) South West England
Vendors are invited to submit tender proposals to cover either individual regions, or to provide a service which would provide national coverage
NUTS code UK

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

Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 6
Duration of the framework agreement

Duration in months: 36
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 1 176 000 GBP

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

Provision of Monitoring, Inspection and Maintenance of Water Systems to assist Sanctuary in meeting the requirements of ACOP L8 ‘Legionnaires Disease: The control of Legionella bacteria in water systems’
II.1.6)Common procurement vocabulary (CPV)

71600000, 71317000, 71610000, 71700000

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:

Sanctuary Housing wishes to award a contract for the provision of monitoring, inspection and maintenance of water systems to assist Sanctuary in ensuring that the requirements set out in the HSE’s Approved Code Of Conduct (ACOP) L8 ‘Legionnaires Disease; the control of Legionella bacteria in water systems’ are met.
The successful Service Provider(s) shall be required to provide a customer focused service and show a commitment to providing measurable Value for Money to Sanctuary.
The Contract shall be open to Sanctuary Housing Association (SHA) and also all other associated companies within the Sanctuary Group either now or in the future, including Sanctuary Maintenance Contractors Limited (SMCL)
The contract shall be awarded based on 6 regions, with the opportunity to
The contract will be awarded for 3 years, with a 1 year extension subject to a performance review.
Estimated value excluding VAT: 1 176 000 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)

Information about lots

Lot No: 1 Lot title: Region 1 – Scotland

1)Short description

Sanctuary regions (but not limited to) have been broken down as per the below.
Please note Tenderers must be able to provide services to all regions and not sub-regions for which the Tenderer wishes to submit a tender.
Region 1 – Scotland
1a – Dundee
1b – Cumbernauld
1c – West Scotland
1d – SMS / Care Scotland
2)Common procurement vocabulary (CPV)

71600000, 71317000, 71610000, 71700000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Region 2 – North England

1)Short description

Sanctuary regions (but not limited to) have been broken down as per the below.
Please note Tenderers must be able to provide services to all regions and not sub-regions for which the Tenderer wishes to submit a tender.
Region 2 – North
2a – South Yorkshire
2b – West Yorkshire
2c – East Yorkshire
2d – North Yorkshire
2e – North Staffordshire & Cheshire
2f – Greater Manchester & Lancashire
2g – SMS / Care North
2)Common procurement vocabulary (CPV)

71600000, 71317000, 71610000, 71700000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 3 Lot title: Region 3 – Midlands

1)Short description

Sanctuary regions (but not limited to) have been broken down as per the below.
Please note Tenderers must be able to provide services to all regions and not sub-regions for which the Tenderer wishes to submit a tender.
Region 3 – Midlands
3a – Hereford & Worcestershire
3b – Oxfordshire
3c – Northamptonshire & Warwickshire
3d – West Midlands & Leicestershire
3e – South Staffordshire, Shropshire
3f – SMS / Care Midlands
2)Common procurement vocabulary (CPV)

71600000, 71317000, 71610000, 71700000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 4 Lot title: Region 4 – East England

1)Short description

Sanctuary regions (but not limited to) have been broken down as per the below.
Please note Tenderers must be able to provide services to all regions and not sub-regions for which the Tenderer wishes to submit a tender.
Region 4 – East
4a – Cambridgeshire & Suffolk
4b – Suffolk & Essex
4c – Essex 1
4d – Essex & Hertfordshire
4e – Essex 2
4f – SMS / Care East
2)Common procurement vocabulary (CPV)

71600000, 71317000, 71610000, 71700000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 5 Lot title: Region 5 – London & South East England

1)Short description

Sanctuary regions (but not limited to) have been broken down as per the below.
Please note Tenderers must be able to provide services to all regions and not sub-regions for which the Tenderer wishes to submit a tender.
Region 5 – London & South East
5a – Sussex
5b – Kent
5c – North London
5d – South London
5e – East London
5f – SMS / Care London
2)Common procurement vocabulary (CPV)

71600000, 71317000, 71610000, 71700000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 6 Lot title: Region 6 – South West England

1)Short description

Sanctuary regions (but not limited to) have been broken down as per the below.
Please note Tenderers must be able to provide services to all regions and not sub-regions for which the Tenderer wishes to submit a tender.
Region 6 – South West
6a – Cornwall
6b – Torbay
6c – Devon & Somerset
6d – Avon, Wiltshire, Gloucestershire
6e – Dorset, Hampshire, Wiltshire
6f – Wiltshire, Berkshire
6g – SMS / Care South West
2)Common procurement vocabulary (CPV)

71600000, 71317000, 71610000, 71700000

3)Quantity or scope
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:

N/A
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

N/A
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

N/A
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.
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.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(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;
(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;
(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;
(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:
Please see the Pre Qualification documentation for further details.
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

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

Accelerated restricted
Justification for the choice of accelerated procedure: Due to the existing contract expiring shortly, there is a immediate need to source a new contract in as short a time period as possible, to ensure continued compliance with Health & Safety regulations.
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 1: and maximum number 6
Objective criteria for choosing the limited number of candidates: Tenderers are invited to tender for works across all properties within the regions (as listed below) in which Sanctuary has a responsibility to service and maintain the various systems as listed within the lots. These properties are primarily located within all geographical regions of England and Scotland.
Sanctuary regions (but not limited to) have been broken down as per the below.
Please note Tenderers must be able to provide services to all regions and not sub-regions for which the Tenderer wishes to submit a tender.
Region 1 – Scotland
Region 2 – North
Region 3 – Midlands
Region 4 – East of England
Region 5 – London & South East
Region 6 – South West
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:

SHA13010
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

22.3.2013 – 10:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

10.4.2013
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

Contract Notice No:
Sanctuary wishes to invite Service Providers to an exciting opportunity to participate in the National Tender for the provision of planned Testing, Servicing and Maintenance to Water Hygiene systems within Sanctuary’s properties.
This procurement is being conducted on behalf of Sanctuary Housing and any of its Associated Companies (including Sanctuary Maintenance Service Providers Ltd).
Sanctuary is one of the UK’s leading providers of housing, care, supported living services and property management services in the UK and Scotland. Sanctuary aspires to be a market leader in terms of quality, innovation and performance. This tender presents Service Providers the opportunity to build a strong partnership with Sanctuary, and shape a cost effective, efficient and appropriate service dedicated to providing Sanctuary residents with the highest possible levels of customer service. The tender also offers great potential to grow and develop as a key Service Provider to Sanctuary.
This Tender is made available on condition that it is to be used only in connection with bidding for this particular Contract (as described in further detail below) and no other purpose whatsoever.
The Prequalification Questionnaire will open for submissions March 1, 2013, with the shortlisted vendors being issued an Invitation To Tender by April 10, 2013.
The tender process is being presented through the Pro-Contract Portal – all Tender submissions shall be made online. Hard copies shall not be required or requested.
The tender documents comprise the Tender letter (this letter), the Brief of Contract and the Tender Document, specific to Sanctuary (which is to be kept confidential by all Service Providers).
Should there be any doubt as to the meaning of or conflict between any of the tender documents or as to anything to be done or not to be done under the contract or as to these Instructions to Tender or any other matter, the Service Provider shall set forth in writing such doubt or areas of clarification via the Pro-Contract Portal no later than 12:00hrs April 24, 2013 .
If it is found necessary to amend the tender documents prior to the submission of tenders, Sanctuary will notify all Service Providers via the Pro-Contract Portal.
In the event that an extension to the tender period is granted or required, Sanctuary will notify all Service Providers via the Pro-Contract Portal.
At its discretion Sanctuary Housing may either waive or insist on strict compliance with any requirement set out in Tender.
Service Providers should (at the option of Sanctuary) either destroy or delete all such documentation if Sanctuary so directs.
The Service Provider shall ensure that their tender is checked both technically and arithmetically and any errors found should be corrected prior to submission. Should Sanctuary Housing discover any arithmetical errors in the Service Provider’s submitted tender prices then these shall be pointed out to the Service Provider for clarification, who shall immediately correct the errors or they shall be asked to withdraw their tender, or hold the prices submitted.
The Service Provider shall not alter the tender documents save for their completion and Tenders shall be deemed to comply entirely with the terms stated therein unless the Service Provider states otherwise in writing. If any alteration is made or if these instructions are not fully complied with, the Tender may be rejected.
The Service Provider shall be deemed to have satisfied themselves as to the sufficiency of their tender and to have included in it incidental and contingent expenses relating to the delivery of the goods/services.
Each Contract shall be entered into on the basis of the total tender package (exclusive of VAT), which shall be included as part of the Contract Documents including any amounts or additions made and agreed during the tender assessment period. The successful Service Provider therefore shall be bound to put into effect the information and intentions set out in its Tender, including amendments made and agreed during the tender assessment period in all respects on the execution of the Contract.
Each Contract placed subsequent to this Tender, shall be a complete and entire separate document, and shall stand alone independent of all previous correspondence or dealings including the tender.
Sanctuary Housing reserves the right not to contract with any Service Provider or cancel the tender process at any time, without any Service Provider costs to Sanctuary.
Each successful Service Provider shall be solely responsible for satisfying itself before the date of the Contract, as to the accuracy of all information associated with the Contract and that all eventualities have been included.
The materials in this Tender and accompanying documents reflect Sanctuary’s current view of the goods and services required. Whilst the information in this Tender has been prepared in good faith, it does not purport to be comprehensive or to have been independently verified. This is issued on the basis that:
– neither Sanctuary nor any of its advisers accept any liability, responsibility or duty of care to anyone other than Sanctuary for its adequacy, accuracy, completeness of this Tender or for anything said or done in relation to the procurement to which this Tender relates;
– neither Sanctuary nor any of its professional advisers make any (express or implied) representation or warranty either about the information contained in this Tender or on which it is based, or about any written or oral information that may be made available to any Service Provider or their professional advisers;
– nothing contained in this Tender constitutes an inducement or incentive in any way to persuade an interested person to pursue its interest, submit a Tender or enter into any contract;
– this Tender is not intended to provide a basis for any investment decision and should not be considered as a recommendation by Sanctuary or any of its advisers;
– neither this Tender nor any information supplied by Sanctuary should be relied on as a promise or representation as to the future; and
– this Tender is neither an offer capable of acceptance nor is it indeed to create a binding contract nor is it capable of creating such a contract by any subsequent actions.
The existing contract covering Water Hygiene, which began in 2009, is now expiring; affording Sanctuary the opportunity to benchmark expected costs against the market, whilst ensuring the best possible service for both Sanctuary staff and residents.
The approach for the delivery of the service has been reviewed and engineered that will deliver the most effective and efficient service for Sanctuary and its Customers.
The contract will cover all requirements as per the HSE Accepted Code of Practice (ACOP) L8 (as a minimum level of standards to be achieved) including (but not restricted to)
– Legionella testing and disinfection
– Annual service and cold water shut off testing requirements for Thermostatic Mixer Valves (inclusive checking and setting of water temperature of TMV’s).
– Shower head, bidet and water fountain cleaning
The arrangements for delivering the service will be built around the principles of best practice with the ultimate goal of delivering Value for Money to the Residents of Sanctuary.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Sanctuary Housing Association
Sanctuary House Chamber court Castle Street
WR1 3QZ Worcester
UNITED KINGDOM
E-mail: group.procurement@sanctuary-housing.co.uk
Telephone: +44 1905334000
Internet address: www.sanctuary-tenders.co.uk

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:27.2.2013