UK-Exeter: repair and maintenance services of electrical and mechanical building installations

Tender Details
Title	Description
Sector	Regional or local authority
Status	Contract notice
Market	Service contract
Procurement	Restricted procedure
Market Org	European Communities
Award Criteria	The most economic tender
Date Published	9th Feb 2010
Country	UK
Reference	2010/S 27-038824
Main Activities	General public/services
Location	Devon
CType	Supplies, Services
Common Procurement Vocabulary	Repair and maintenance services of electrical and mechanical building installations Repair and maintenance services of central heating Commissioning of heating installations

SECTION I: CONTRACTING AUTHORITY

I.1) NAME, ADDRESSES AND CONTACT POINT(S):

Exeter City Council Civic Centre, Paris Street , Attn: Olivia Jones Exeter EX1 1RQ UNITED KINGDOM UK . Tel. +44 1392265594 . E-mail: contract.development-so@exeter.gov.uk . Fax +44 1392265752 Internet address(es) : General address of the contracting authority: www.exeter.gov.uk Further information can be obtained at: As in above-mentioned contact point(s). Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained at: As in above-mentioned contact point(s). Tenders or requests to participate must be sent to: As in above-mentioned contact point(s).

I.2) TYPE OF THE CONTRACTING AUTHORITY AND MAIN ACTIVITY OR ACTIVITIES:

Regional or local authority. General public services. Housing and community amenities. Recreation, culture and religion. 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:

Gas appliance servicing and maintenance to council tenanted properties.

II.1.2) Type of contract and location of works, place of delivery or of performance:

Services. Service category: No 1. Main place of performance: within the administrative local authority boundary of Exeter City Council. NUTS code: UKK4 Devon

II.1.3) The notice involves:

A public contract.

II.1.4) Information on framework agreement:

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

Carrying out annual servicing and providing gas appliance maintenance to gas appliances in council owned housing propoerties within a five year measured term JCT contract. The Contractor will be required to operate an appointment system to so arrange servicing and maintenance visits with Tenants. The contractors perfomance will be periodically but continually monitored and measured by Exeter City Council in terms of percentage of service visits achieved within 12 months, the number of breakdowns and the level of customer satisfaction with the contractor's work. The contractor will be required to complete all necessary paper work, log books, forms and certificates as required by the work and present to client as demanded.

II.1.6) Common procurement vocabulary (CPV):

50710000 Repair and maintenance services of electrical and mechanical building installations 50720000 Repair and maintenance services of central heating 50721000 Commissioning of heating installations

II.1.7) Contract covered by the Government Procurement Agreement (GPA):

No.

II.1.8) Division into lots:

No.

II.1.9) Variants will be accepted:

No.

II.2) QUANTITY OR SCOPE OF THE CONTRACT

II.2.1) Total quantity or scope:

Approximately 4800 properties have gas appliances requiring servicing and maintenance work and the Council spends on average around 550 000 GBP per annum on this work. The contract will be for a period up to 5 years in total, after that time further extensions to the term of the contract maybe considered and negotiated providing the incumbent contractor has provided an acceptable service in the opinion of Exeter City Council. Annual price changes will be based on RICS Building Cost Information Service Tender Price Indeces. Estimated value excluding VAT: Range: between 2 750 000 and 3 000 000 GBP.

II.2.2) Options:

No.

II.3) DURATION OF THE CONTRACT OR TIME-LIMIT FOR COMPLETION:

Starting: 4.10.2010. Completion: 3.10.2015.

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 regulating them:

Applicants must show, through presentation of the last three years financial accounts (with the requested pre-qualification questionairre or PQQ) that they are financially capable and financial viable, in the opinion of Exeter City council, to carry out the work specified in the contract. Payments for work will be made on a monthly basis.

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 to which the performance of the contract is subject:

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 requirements are met: The applicant must be a suitably qualified current member of the gas safe register with a robust and comprehensive health and safety policy and an exemplary health and safety record.

III.2.2) Economic and financial capacity:

Information and formalities necessary for evaluating if requirements are met: The applicant should have the financial capacity and staff and other requisite resources to carry out the annual servicing and maintenance work to gas appliances in up to 4 800 properties every year for up to 5 years in total. Minimum level(s) of standards possibly required: The applicant will be required to provide for inspection with any pre qualification questionairre, the last three years financial accounts.

III.2.3) Technical capacity:

Information and formalities necessary for evaluating if requirements are met: The applicant must be a suitably qualified gas service and maintenance engineering company and current member of the Gas safe register and have good, wide and lengthy experience of sucessfully carrying out annual servicing and maintenance to gas appliances to a large portfolio of property, particularly working in tenanted and/or occupied properties. The applicant must have a robust and comprehensive health and safety policy and an exemplary health and safety record. Minimum level(s) of standards possibly required: The applicant must employ suitably ACS qualified (National Accredited Certification Scheme) gas Safe registered personnel. Employing unqualified personnel on this contract will be in breach of GSIUR and the contractor will then be liable to be disqualified from the contract and possible reporting to the Health and Safety Executive. Applicants will be required to evidence and demonstrate their technical capacity by way of completing a pre-qualification questionairre or PQQ. The successful contractor will also be required to hold or achieve a widely recognised sustainable accreditation, deemed as acceptable by Exeter City Council. To this end the Council recommends all its suppliers hold the Green Accord accreditation mark, available to view from www.exeter.gov.uk/greenaccord , or similar and equivalent as determined by Exeter City Council.

III.2.4) Reserved contracts:

No.

III.3) CONDITIONS SPECIFIC TO SERVICES CONTRACTS

III.3.1) Execution of the service is reserved to a particular profession:

Yes. The applicant must be a suitably qualified and current member of the gas safe register and is required to employ suitably qualified ACS qualified (National accredited certification scheme) gas safe registered personnel on this contract. The applicant must have a robust company health and safety policy and an exemplary health and safety record and be able to demonstrate such in a pre-qualification questionairre or PQQ. The successful contractor employed on this contract will also be required to hold a widely recognised sustainable accreditation, deemed as acceptable by Exeter City Council. To this end the Council recommends all its suppliers hold the Green Accord accreditation mark, available to view from www.exeter.gov.uk/greenaccord , or similar and equivelent as determined by Exeter City Council.

III.3.2) Legal entities 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: 3. Maximum number: 5 Objective criteria for choosing the limited number of candidates: To avoid waste of money and time by applicant or client in preparing or evaluating tenders.

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) 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:

Prior information notice Notice number in OJ: 2009/S 0-137215 137215-2009 of 24.11.2009.

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: 17.3.2010 - 14:00. Payable documents: no.

IV.3.4) Time-limit for receipt of tenders or requests to participate:

17.3.2010 - 14:00.

IV.3.5) Date of dispatch of invitations to tender or to participate to selected candidates:

10.5.2010.

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) THIS IS A RECURRENT PROCUREMENT:

No.

VI.2) CONTRACT RELATED TO A PROJECT AND/OR PROGRAMME FINANCED BY EU FUNDS:

No.

VI.3) ADDITIONAL INFORMATION:

Applicants must apply, ideally by e mail, for a pre-qualification questionairre (or PQQ) from Exeter City Council, from the e mail detailed in this notice. Applicants should apply for a PQQ as soon as possible after this notice is published. The closing date for receipt of applications for a PQQ is 17.3.2010. However it would be helpful if applicants could request a PQQ before 10.3.2010 so that the review of PQQ's and shortlisting can be completed by end of March 2010. Companies that previously responded to the PIN must re-register their interest by responding to this notice and request a PQQ. Companies that do not apply seperately for a PQQ will be discounted. This notice does not rule out Companies applying for a PQQ that did not register their interest in response to the original PIN. After receipt of all properly completed PQQ's an evaluation exercise will be carried out to find the most capable applicants that meet the Council's requirements for this contract. That evaluation will take into account, amongst other issues from the PQQ, the previous experience of the company and its relevant experience, qualifications and compatible resources in relation to this work, its financial capacity to carry out the work, its health and safety policy and record, its insurance levels held, its equal opportunity policy and racial equality policy, satisfactory references and its intentions, commitment and ability to achieve a recognised sustainable accreditation mark such as the Council recommended green accord (from Exeter City Council website) or similar, eqivalent and approved. All such evidence must be provided by the applicant, with the PQQ, in order for the applicant to enter the evaluation process to qualify for the select list of tenderers for this contract. Failure to firstly request a PQQ and then subsequent failure to properly provide the required information as demanded of the PQQ to the correct address as above by the last due date of 17.3.2010 will disqualify the applicant. It is the Council's intention to only award the contract to one qualifying contractor following a formal tendering process based on the acceptance of the most economical tender for the Council, calculated from a quality price matrix. It is presently intended that tenders be dispatched to selected contractors on 10.5.2010 with a return date of by 14:00 hours on 7.6.2010. The appointed contractor to maintain the tender price for a minimum of 90 days from tender return date. The contract award date is planned for latest 15.7.2010 with the start date of the contract as 4th October 2010. Tenders will be opened at the first available time shortly after the demanded return date for tenders of 14:00 hours on 7.6.2010.

VI.4) PROCEDURES FOR APPEAL

VI.4.1) Body responsible for appeal procedures:

Exeter City Council Civic Centre, Paris Street Exeter EX1 1RQ UNITED KINGDOM UK . E-mail: contract.development-so@exeter.gov.uk . Tel. +44 1392265594 . URL: www.exeter.gov.uk . Fax +44 1392265752

VI.4.2) Lodging of appeals:

VI.4.3) Service from which information about the lodging of appeals may be obtained: