Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Manor Estates Housing Association Limited
5 New Mart Place
Edinburgh
EH14 1RW
UK
Telephone: +44 1315108540
E-mail: ahay@manorestates.org.uk
NUTS: UKM75
Internet address(es)
Main address: http://www.manorestates.org.uk
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA15383
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
www.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
www.publiccontractsscotland.gov.uk
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:
www.publiccontractsscotland.gov.uk
I.4) Type of the contracting authority
Other: Housing Association
I.5) Main activity
Housing and community amenities
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Reactive Repairs & Maintenance including Out of Hours and Voids
II.1.2) Main CPV code
50700000
II.1.3) Type of contract
Services
II.1.4) Short description
Manor Estates Housing Association is Edinburgh-based with a housing stock of 1,111 Social and Mid-Market Rent properties and 3 retirement community buildings. The Association is seeking to procure a reactive repairs service which will include voids work. It is envisaged that there will be 2 multi-trade contractors on the framework (the Association reserves the right to appoint fewer or more) who will receive approximately an equal share of the work. The Association currently spends around GBP800k per annum (inclusive of VAT) on property repairs and voids. This is a 3-year contract with 2 x 1-year optional extensions. Works of a high quality, responsiveness and good working relationships are very important to the Association.
II.1.5) Estimated total value
Value excluding VAT:
4 000 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.3) Place of performance
NUTS code:
UKM75
Main site or place of performance:
Edinburgh
II.2.4) Description of the procurement
Manor Estates Housing Association is Edinburgh-based with a housing stock of 1,111 Social and Mid-Market Rent properties and 3 retirement community buildings. The Association is seeking to procure a reactive repairs service which will include voids and out of hours work. It is envisaged that there will be 2 multi-trade contractors on the framework (the Association reserves the right to appoint fewer or more contractors) who will receive approximately an equal share of the work. The Association currently spends around GPB800k per annum (inclusive of VAT) on property repairs and voids. This is a 3-year contract with 2 x 1-year optional extensions. Works of a high quality, responsiveness and good working relationships are very important to the Association.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality
/ Weighting: 50
Price
/ Weighting:
50
II.2.6) Estimated value
Value excluding VAT:
4 000 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
2 x 1 year extensions
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
Yes
Description of options:
The Association may require the successful contractors to carry out additional, relevant, works over the course of the contract, including works to properties for which the Association is a factor.
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
Community Benefits is essential and will be a contractual obligation.
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:
Contractors must hold NICEIC/SELECT at the time of bidding
III.1.2) Economic and financial standing
List and brief description of selection criteria:
Health and Safety
Annual turnover in each of the last 3 years
Employer's Liability Insurance
Public Liability Insurance
Minimum level(s) of standards required:
SSIP Health and Safety accreditation e.g. CHAS or Constructionline
Minimum annual turnover of GBP500,000 in each of the last 3 years
Insurance cover of GBP5,000,000 minimum
III.1.3) Technical and professional ability
List and brief description of selection criteria:
Relevant past experience
Minimum level(s) of standards required:
Must be able to evidence experience of providing reactive multi-trade repairs service within the last 5 years (2 examples)
III.2) Conditions related to the contract
III.2.2) Contract performance conditions
There are key performance indicators regarding meeting response times, right first time, keeping appointments, daily and weekly reporting, level of variations, costs, client satisfaction, resident satisfaction and community benefits delivery. Contractors will be measured on these performance indicators. If performance is not satisfactory (client's decision) then they may be suspended from the framework until they can improve their performance.
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement with several operators.
Envisaged maximum number of participants to the framework agreement: 2
Justification for any framework agreement duration exceeding 4 years: Investment by the contractors in establishing a repairs service
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
01/05/2025
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 9 (from the date stated for receipt of tender)
IV.2.7) Conditions for opening of tenders
Date:
01/05/2025
Local time: 12:00
Place:
Edinburgh
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Yes
Estimated timing for further notices to be published:
5 years from contract notice
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=793404.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
A sub-contract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363
Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/
A summary of the expected community benefits has been provided as follows:
Contractors are required as part of their bid to provide details of what community benefits they will provide as part of this contract.
(SC Ref:793404)
Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=793404
VI.4) Procedures for review
VI.4.1) Review body
Edinburgh Sheriff Court
Edinburgh
UK
VI.5) Date of dispatch of this notice
28/03/2025