Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Tendring District Council
Town Hall, Station Road
Clacton-On-Sea
CO15 1SE
UK
Contact person: Jeremy Lake
Telephone: +44 1737249475
E-mail: etenders@rand-associates.co.uk
Fax: +44 1737242012
NUTS: UKH3
Internet address(es)
Main address: www.tendringdc.gov.uk/
Address of the buyer profile: www.tendringdc.gov.uk/
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
www.etenders.rand-associates.co.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
www.etenders.rand-associates.co.uk
Tenders or requests to participate must be sent to the abovementioned address
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
Responsive Maintenance, Out of Hours Emergency Works, Void Property Works and Major Works (TENDRV20)
II.1.2) Main CPV code
45000000
II.1.3) Type of contract
Works
II.1.4) Short description
The contracting authority is procuring a term maintenance contract to support its own in-house Direct Labour Organisation team of 10 (ten) operatives currently delivering sheltered property repairs and reactive general housing repairs. The contracting authority's in-house team will continue to operate alongside the contract.
Their mission is to create strong and sustainable communities where people flourish and they are committed to making a positive difference to peoples' lives.
They are seeking to appoint a provider to deliver maintenance to the highest possible standards and who have a proven track record in the delivery of these works.
The successful service provider must be able to show a commitment to providing effective services that provide value for money and demonstrate a commitment to addressing social inclusion.
The contract will be for 36 months commencing on or about the 2 November 2020 with an option to extend for up to a further 4 years.
II.1.5) Estimated total value
Value excluding VAT:
15 050 000.00
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:
UKH3
Main site or place of performance:
The contracting authority’s properties within and immediately adjacent to the District of Tendring.
II.2.4) Description of the procurement
The contracting authority is procuring a term maintenance contract to support its own in-house Direct Labour Organisation team of 10 (ten) operatives currently delivering sheltered property repairs and reactive general housing repairs. The contracting authority's in-house team will continue to operate alongside the contract.
The total property portfolio comprises general needs, sheltered and supported housing schemes. The works include responsive maintenance, out of hours emergency works, major works, void property inspections, void property works and technical inspections.
The contracting authority reserves the right to add additional services of a similar nature throughout the duration of the contract, subject to the terms of Regulation 72 of the Public Contract Regulations 2015 (as amended). Full details of all dwellings and schemes which are to be included in the proposed contract are provided in the procurement documents. Units and schemes may be added or deleted both prior to tender and during the contract period in accordance with the development and acquisitions/disposals programme.
The service provider(s) must be able to show a commitment to providing effective services that provide value for money. The proposed initial contract period will be 36 months commencing on or about the 2 November 2020 all subject to provisions for earlier termination including a break clause and annual renewals based on meeting and maintaining key performance indicators and with the contracting authority having the option to extend for up to a further 4 years.
The service provider(s) will be required to provide a customer focused service and show commitment to providing effective services that provide value for money to the contracting authority and their residents and must be responsive to achieve collaborative working practises, innovation and continuous improvement.
The contract will be based on the NHF Form of Contract 2011 (Rev 6:2019).
The contracting authority cannot guarantee the extent or value of any works that may be awarded to the service provider.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6) Estimated value
Value excluding VAT:
15 050 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 84
This contract is subject to renewal: No
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:
After an initial fixed period, the contract may be terminated on notice under a no-fault break clause.
The initial contract period of 36 month may be extended by the client for up to a further 4 years, subject to satisfactory performance.
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
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
Bidders are advised that the contract requires the provision of employment and training opportunities to new entrant trainees and others.
Key performance indicators will be incorporated into 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:
No
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
17/04/2020
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
Duration in months: 6 (from the date stated for receipt of tender)
IV.2.7) Conditions for opening of tenders
Date:
17/04/2020
Local time: 12:00
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
All documentation can be downloaded from https://etenders.rand-associates.co.uk eTenders@Rand is Rand Associates Consultancy Services Ltd's eProcurement portal (the ‘Portal’) for downloading/submission of tender documentation and communicating requests for and responses to clarification.
All requests for procurement documentation, communications and submissions of tenders must be made via the Portal, which can be accessed at https://etenders.rand-associates.co.uk
After creating an account on eTenders@Rand users will receive an email with a link to activate their account.
Once activated and logged in, users will need the following code to register for the tender documentation: TENDRV20
Economic operators may seek clarification where they consider any part of the documentation or any other aspect of this procurement is unclear.
All queries and any clarification must be communicated using the secure email messaging function within the Portal, but to be received no later than 17.00 on 7 April 2020.
This will provide an audit trail of all clarification requests and responses issued.
It will not be possible to respond to any queries received after that stipulated date and time.
It is the economic operators' responsibility to regularly monitor communications raised and issued through the Portal.
Responses to requests for clarification will be communicated by Rand Associates Consultancy Services Ltd to all economic operators through the Portal secure email messaging system.
The identity of the economic operator seeking clarification will not be disclosed to other economic operators.
When uploading tender documentation, economic operators must be aware of any speed limitations of their internet connection, system configuration and general web traffic, etc. as these may impact on the time taken to complete the transaction.
Uploading of submissions must be completed by the deadline closing date and time.
DO not wait until too near the closing time on the return date.
The closing deadline for uploading completed tender submissions is 17 April 2020 at 12.00.
Please note that the Portal will not permit tender submissions to be uploaded after the closing deadline.
Tender submissions and supporting documents will be visible to the client and Rand Associates Consultancy Services Ltd only after the closing deadline.
Should users have any queries or experience difficulties with the registration or download/upload system, they should contact the eTenders@Rand helpdesk by calling +44 (0)1737225077 (ask for Chris Atkin or Jonathan Case) or email eTenders@rand-associates.co.uk
The contracting authority reserves the right not to award any contract pursuant to this procurement exercise and/or to abandon this procurement exercise at any time and/or to award a contract for part of the works at its sole discretion.
The contracting authority shall have no liability whatsoever to any applicant or tenderer as a result of its exercise of that discretion.
For the avoidance of doubt, all costs incurred by any applicant and/or tenderer before signature of any contract with the contracting authority shall be incurred entirely at that applicant's/tenderer's risk.
The subject matter of the contract has been scoped to take into account the priorities of the contracting authority relating to relating to economic, social and environmental well-being.
These are described in the procurement documents.
The contracting authority reserves the right to procure similar or identical works outside of the contract.
A contract will not be binding until it has been signed and dated by authorised representatives of both parties.
VI.4) Procedures for review
VI.4.1) Review body
High Court of England and Wales
Royal Courts of Justice, The Strand
London
WC2A 2LL
UK
VI.4.2) Body responsible for mediation procedures
High Court of England and Wales
Royal Courts of Justice, The Strand
London
WC2A 2LL
UK
VI.4.3) Review procedure
Precise information on deadline(s) for review procedures:
The contracting authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to all economic operators.The standstill period provides time for unsuccessful economic operators to challenge the award decision before the contract is entered into. The Public Contract Regulations 2015 provide for aggrieved parties who have been harmed or who are at risk of harm by a breach of the Regulations to take action in the High Court of England and Wales.
VI.4.4) Service from which information about the review procedure may be obtained
Cabinet Office
70 Whitehall
London
SW1A 4AS
UK
VI.5) Date of dispatch of this notice
13/03/2020