Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Hanover (Scotland) Housing Association
95 McDonald Road
Edinburgh
EH7 4NS
UK
Contact person: Will Anderson
Telephone: +44 1313707455
E-mail: cpt@hanover.scot
NUTS: UKM
Internet address(es)
Main address: http://www.hanover.scot
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA12742
I.2) Joint procurement
The contract is awarded by a central purchasing body
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
Body governed by public law
I.5) Main activity
Housing and community amenities
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
CR-H0434 Provision and Installation of Floor Coverings Contract 2020-24
Reference number: CR-H0434
II.1.2) Main CPV code
44112200
II.1.3) Type of contract
Supplies
II.1.4) Short description
The contract will cover approx.164 developments throughout Scotland which can be found at Appendix 1 and is split into East, North and West. Due to the proximity of some of the developments to both the East and West areas, Hanover reserves the right to move these developments between East and West. Hanover reserves the right to add or subtract developments throughout the life of the contract.
Please state which lots you are applying to bid for on the pricing schedule. These must agree with your ESPD submission.
II.1.5) Estimated total value
Value excluding VAT:
935 700.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
Yes
Tenders may be submitted for all lots
II.2) Description
Lot No: 1
II.2.1) Title
East Area
II.2.2) Additional CPV code(s)
44112200
II.2.3) Place of performance
NUTS code:
UKM7
Main site or place of performance:
As listed in Appendix 1 (Doc 1).
II.2.4) Description of the procurement
The contract will cover approx.164 developments throughout Scotland which can be found at Appendix 1 and is split into East, North and West. Due to the proximity of some of the developments to both the East and West areas, Hanover reserves the right to move these developments between East and West. Hanover reserves the right to add or subtract developments throughout the life of the contract.
Please state which lots you are applying to bid for on the pricing schedule. These must agree with your ESPD submission.
II.2.5) Award criteria
Criteria below:
Quality criterion: Understand contract requirements
/ Weighting: 30 %
Quality criterion: Customer service
/ Weighting: 20 %
Quality criterion: Corporate social responsibility
/ Weighting: 10 %
Cost criterion: Ultimate cost
/ Weighting: 40 %
II.2.6) Estimated value
Value excluding VAT:
935 700.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start:
01/05/2020
End:
30/04/2021
This contract is subject to renewal: Yes
Description of renewals:
The service will be required from 1.5.2020 and be for 1 year initially with an option to extend year on year for a further 3 years, dependent on satisfactory performance until 30.4.2024.
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:
Hanover reserves the right to move these developments between East and West. Hanover reserves the right to add or subtract developments throughout the life of the contract.
Please state which lots you are applying to bid for on the pricing schedule. These must agree with your ESPD submission.
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
Should a tenderer wish to go for more than one lot, a single ESPD would cover all lots. Note: any subcontractors would have to submit an individual ESPD per contractor.
Lot No: 2
II.2.1) Title
North Area
II.2.2) Additional CPV code(s)
44112200
II.2.3) Place of performance
NUTS code:
UKM5
Main site or place of performance:
As listed in Appendix 1 Geographic Lots — Doc 1.
II.2.4) Description of the procurement
Requirement
Supply, deliver and install flooring to internal areas as instructed.
Provision of quarterly spend reports by development and by product category.
Provision of price and product updates.
Deliveries and fittings by pre-arrangement – on-site staff are available during certain ‘core’ hours only which vary depending on the number of units within each development.
Tenant consultation must be carried out, when choosing flooring. Provision of reasonable sized samples to allow tenant consultation for each project when choosing flooring. Liaison with development managers is required to facilitate this.
Provision of a reverse logistics approach for removal of old flooring and its disposal or recycling in accordance with the appropriate environmental regulations and legislation.
Provision of a nominated point of contact to provide a support link between development and supplier to deal with order or delivery anomalies as they occur.
Provision of customer satisfaction surveys to capture feedback of the service from both a staff and tenant perspective.
Provision of storage capacity of orders pre-delivery.
Provision of a flooring repairs service
Attendance at regular contract and service delivery review meetings to be held at Hanover’s head office in Edinburgh.
Carry out any repairs or preparation required to sub floor before the laying of new flooring. This includes but is not restricted to screed or fitting a base plywood floor as appropriate and identified in the site survey.
II.2.5) Award criteria
Criteria below:
Quality criterion: Understand contract requirements
/ Weighting: 30 %
Quality criterion: Customer service
/ Weighting: 20 %
Quality criterion: Corporate social responsibility
/ Weighting: 10 %
Cost criterion: Ultimate cost
/ Weighting: 40 %
II.2.6) Estimated value
Value excluding VAT:
935 700.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start:
01/05/2020
End:
30/04/2021
This contract is subject to renewal: Yes
Description of renewals:
The service will be required from 1.5.2020 and be for 1 year initially with an option to extend year on year for a further 3 years, dependent on satisfactory performance until 30.4.2024.
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 contract will cover approx.164 developments throughout Scotland which can be found at Appendix 1 and is split into East, North and West. Due to the proximity of some of the developments to both the East and West areas, Hanover reserves the right to move these developments between East and West. Hanover reserves the right to add or subtract developments throughout the life of the contract.
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
Should a tenderer wish to go for more than one lot, a single ESPD would cover all lots. NOTE: any subcontractors would have to submit an individual ESPD per contractor.
Lot No: 3
II.2.1) Title
CR-H0434 — Provision and Installation of Floor Coverings 2020-24
II.2.2) Additional CPV code(s)
44112200
II.2.3) Place of performance
NUTS code:
UKM8
Main site or place of performance:
A per listed in Appendix 1 Geographical lots — Doc 1.
II.2.4) Description of the procurement
The contract will cover approx.164 developments throughout Scotland which can be found at Appendix 1 and is split into East, North and West. Due to the proximity of some of the developments to both the East and West areas, Hanover reserves the right to move these developments between East and West. Hanover reserves the right to add or subtract developments throughout the life of the contract.
Please state which lots you are applying to bid for on the pricing schedule. These must agree with your ESPD submission.
II.2.5) Award criteria
Criteria below:
Quality criterion: Understand contract requirements
/ Weighting: 30 %
Quality criterion: Customer service
/ Weighting: 20 %
Quality criterion: Corporate social responsibility
/ Weighting: 10 %
Cost criterion: Ultimate cost
/ Weighting: 40 %
II.2.6) Estimated value
Value excluding VAT:
935 700.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start:
01/05/2020
End:
30/04/2021
This contract is subject to renewal: Yes
Description of renewals:
13. The service will be required from 1.5.2020 and be for 1 year initially with an option to extend year on year for a further 3 years, dependent on satisfactory performance until 30.4.2024.
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 contract will cover approx.164 developments throughout Scotland which can be found at Appendix 1 and is split into East, North and West. Due to the proximity of some of the developments to both the East and West areas, Hanover reserves the right to move these developments between East and West. Hanover reserves the right to add or subtract developments throughout the life of the contract.
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
Should a tenderer wish to go for more than one lot, a single ESPD would cover all lots. Note: any subcontractors would have to submit an individual ESPD per contractor.
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:
Hanover (Scotland) Housing Association requires the design, supply, delivery and installation of flooring for the communal areas of our rented developments. This includes all communal areas as instructed. The service will include:
— interior design – offering advice on colour and style,
— site survey and measurement,
— quotations provided quickly and in a clear format that includes all costs inclusive of VAT,
— flooring selection process,
— final installation,
— removal and safe and ethical disposal of any packaging materials from site,
— remove all old replaced flooring from site and dispose of this safely and ethically,
— all flooring materials must be from sustainable sources and evidence provided by appropriate documentation,
— in some instances channelling of solid floors may be required prior to screeding or flooring being placed in-situ, this will be for the installation of structured wiring.
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
III.2) Conditions related to the contract
III.2.2) Contract performance conditions
Should you be chosen as the successful tenderer, the basis of appointment will be by a formal contract (SMWC). Hanover shall conduct a formal review of contractor performance after each year. The review will measure the contractor’s performance against agreed key performance indicators (KPIs) which may involve customer satisfaction and sustainability.
If the contractor’s performance against these agreed KPI’s is deemed by Hanover to be consistently negative and poor, the contractor will receive 3 months notice, of Hanover’s intention to terminate the contract without prejudice.
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2016/S 213-387685
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
25/03/2020
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
Tender must be valid until:
30/04/2020
IV.2.7) Conditions for opening of tenders
Date:
01/04/2020
Local time: 12:00
Place:
PCS Portal.
Information about authorised persons and opening procedure:
Irene Saunders — BIM
Will Anderson — PM
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
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
Checklist
34) In order to allow Hanover (Scotland) housing association to fully evaluate completed tenders, tenderers are advised to ensure that their responses include all of the following information:
34.1) ESPD completed in full
34.2) Schedule 1 – Fully completed invitation to tender (ITT) document including:
Criterion A: ultimate cost — fully completed pricing schedule and FOT: ultimate cost;
Criterion B: Statement outlining response to award criterion B: understanding contract requirements – note that response must be limited to 3 No A4 pages;
Criterion C: Statement outlining response to award criterion C: customer service – note that response must be limited to 3 No A4 pages;
Criterion D: Statement outlining response to award criterion D: corporate social responsibility – note that response must be limited to 2 No A4 pages.
34.3) Schedule 2: signed statement of compliance or ability to comply with the specifications, scope of requirements and terms and conditions as set out in this document;
34.4) Schedule 3: fully completed parent company guarantee (if applicable);
34.5) Schedule 4: fully completed freedom of information request (if applicable);
34.6) Schedule 5: non-collusion certificate;
34.7) Schedule 6: conflict of interest;
34.8) Schedule 7: anti-corruption;
34.9) Schedule 8: declaration regarding statutory terms for all workers.
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=615828.
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.
(SC Ref:615828).
VI.4) Procedures for review
VI.4.1) Review body
Edinburgh Sheriff Court/Sheriff Court House
27 Chamber Street
Edinburgh
EH1 1LB
UK
Telephone: +44 1312252525
VI.5) Date of dispatch of this notice
24/02/2020