Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Southside Housing Association Ltd
135 Fifty Pitches Rd, Cardonald
Glasgow
G514EB
UK
Contact person: Sonia Mehmi
Telephone: +44 1414221112
E-mail: smehmi@southside-ha.co.uk
NUTS: UKM82
Internet address(es)
Main address: http://www.southside-ha.org
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA12222
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://www.publiccontractsscotland.gov.uk
Additional information can be obtained from another address:
A.D.A Construction Consultants
Pavilion 3, St James Business Park, Linwood Road
Paisley
PA3 3BB
UK
Contact person: Alan Shanks
Telephone: +44 1418160184
E-mail: alan.shanks@ada-cc.co.uk
NUTS: UKM82
Internet address(es)
Main address: https://www.publiccontractsscotland.gov.uk
Tenders or requests to participate must be sent electronically to:
https://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:
https://www.publiccontractsscotland.gov.uk
I.4) Type of the contracting authority
Other: Registered Social Landlord
I.5) Main activity
Housing and community amenities
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
ANNUAL MAINTENANCE AND REACTIVE REPAIRS MAINTENANCE SERVICES FOR EXISTING HEATING INSTALLATIONS
II.1.2) Main CPV code
50710000
II.1.3) Type of contract
Services
II.1.4) Short description
The Contract primarily involves providing an annual maintenance service and 24 hour a day 365 days a year reactive repairs maintenance service to existing heating installations throughout tenant occupied properties within the Cardonald and Pollokshields areas of Glasgow. The Contract duration is two years (twenty-four months) from the commencement date of 1st October 2024 until 30th September 2026, and will primarily include;
Annual maintenance servicing of Air Source Heat Pump heating installations (approximately 175no properties);
Annual maintenance servicing of Heat Interface Unit installation served by Communal Heating Installations (approximately 231no properties);
Annual maintenance servicing of Unvented Cylinder Heating installations (approximately 291 properties)
Operation and Condition Check of interconnected smoke detectors and heat alarms which shall be replaced by the Contractor where existing alarms are missing; and
An annual reactive maintenance repairs service including replacement of defective parts and components (replacement parts and components up to the value of 100GBP per property) including any part or components requiring replacement that are identified during the annual maintenance service visits to Air Source Heat Pump and Heat Interface Unit installations served by Communal Heating properties only (approximately 406no properties).
Subject to satisfactory performance of the Contractor, which will be assessed through measurement of the Key Performance Indicator’s (Refer Tender Document 8) it is intended that the Contract will be further extended annually in twelve months increments up to a maximum of three years and an overall maximum contract period of five years.
II.1.5) Estimated total value
Value excluding VAT:
420 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
39715000
39715200
39721310
42131110
42510000
42511110
42533000
42530000
44115200
44115220
44163121
44620000
44621110
44621112
45259300
45331000
45315000
45331100
50721000
71314310
II.2.3) Place of performance
NUTS code:
UKM82
Main site or place of performance:
Cardonald and Pollokshields, Glasgow
II.2.4) Description of the procurement
Single Stage Tendering in accordance with Regulations 28 (Open Procedure) of the Public Contracts (Scotland) Regulations 2015
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality
/ Weighting: 60
Price
/ Weighting:
40
II.2.6) Estimated value
Value excluding VAT:
420 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 24
This contract is subject to renewal: Yes
Description of renewals:
May take up option of twelve month extensions up to a maximum of three further years (2026-2029) at an estimated value 84000 GBP (excluding VAT) per annum
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:
No
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
Economic Operators may be excluded from this competition if they are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015.
SPD Question 2D.1.2- Bidders must provide a separate SPD response (Sections A and B of this Part and Part III) for each subcontractor.
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:
MCS Service Certified https://mcscertified.com;
FGas Certified; and
NICEIC or SELECT membership
or equivalent
III.1.2) Economic and financial standing
List and brief description of selection criteria:
Bidders will be required to have a minimum 'general' yearly turnover of 168000 GBP for the last two years or have an average yearly turnover of a minimum of 168000 GBP for the last two years.
Where turnover information is not available for the time period requested, the bidder will be required to state the date which they were set up or started trading.
It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurances indicated below:
Employer's (Compulsory) Liability Insurance - 5,000,000 GBP
Public Liability Insurance - 5,000,000 GBP
III.1.3) Technical and professional ability
List and brief description of selection criteria:
Bidders must be able to provide two examples of similar Maintenance Services and Responsive Repairs services including Out of Hours Call Handling for existing heating installations similar to the requirements of Southside Housing Association undertaken during the last three years that demonstrate that they have the relevant experience to deliver the services/supplies as described in part II.1.4 of the Find a Tender Service Contract Notice or the relevant section of the Site Notice.
Bidders are required to confirm whether they intend to subcontract and, if so, for what proportion of the contract.
III.2) Conditions related to the contract
III.2.2) Contract performance conditions
'Tender Document 8- Key Performance Indicators'' attached to this Contract Notice.
Where performance falls below the minimum acceptable level during the Contract, the Contractor will be required to produce a Remedial Plan for the approval of Southside Housing Association.
Failure to produce a Remedial Plan or implement an approved Remedial Plan will be deemed to be a breach of the Contract, which may lead to the termination of the Contractor.
III.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
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.2.2) Time limit for receipt of tenders or requests to participate
Date:
11/07/2024
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.7) Conditions for opening of tenders
Date:
11/07/2024
Local time: 12:00
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Yes
Estimated timing for further notices to be published:
2026 at the earliest if the optional 12 month extensions are not applied
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
Bidders are also advised that Southside Housing Association will hold a Meet the Buyer/Site Visit Event during the tender period. The Event will be free of charge and shall provide a site visit to a sample property of each existing heating installation type included in the tender documentation to illustrate Southside Housing Association’s requirements contained within the tender documentation.
The Meet the Buyer/Site Visit Event will be attended A.D.A Construction Consultants and the person from Southside Housing Association that is currently responsible for the management of the heating annual maintenance and reactive repairs Contract.
The Meet the Buyer/Site Visit Event will commence at 10am BST on Friday 21st June 2024 and cover properties within Cardonald or Pollokshields, with the visit lasting between 1-2 hours.
To record your interest in the Meet the Buyer/Site Visit Event, please email the names of your organisations delegates to alan.shanks@ada-cc.co.uk not later than 12noon BST on Thursday 20th June 2024. Bidders are asked to keep the maximum number of persons that will attend the Event on behalf of their organisation to two delegates.
Bidders are also advised that Southside Housing Association will not provide transport to delegates between the sites/estates during the Event and Bidders will be required to make their own transportation arrangements. Bidders are also advised that free of charge on street parking is available at each of the sites/estates.
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=769163.
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.
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:
Refer Tender Document 9 ''Community Benefits' provided with the Contract Notice
(SC Ref:769163)
Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=769163
VI.4) Procedures for review
VI.4.1) Review body
Glasgow Sheriff Court and Justice of the Peace Court
Glasgow
UK
VI.5) Date of dispatch of this notice
11/06/2024