CONTRACT NOTICE – OFFICIAL JOURNAL
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Section I: Contracting Authority
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I.1)
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Name, Address and Contact Point(s)
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Knowes Housing Association / Faifley Housing Association |
10 Field Road / Skypoint, Lennox Drive |
Clydebank |
G81 5BX / G81 5JY |
UK |
Ms B Cunningham / Mr P Burbridge |
+44 1389877752 |
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+44 1389879858 |
http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA13703
www.publiccontractsscotland.gov.uk
www.publiccontractsscotland.gov.uk
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I.2)
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Type of contracting Authority and Main Activity or Activities
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No |
Section II: Object of the Contract
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II.1)
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Description
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II.1.1)
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Title attributed to the contract by the contracting authorityKnowes & Faifley H.A. Gas Service and Maintenance Contract: 2014-2016. |
II.1.2(a))
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Type of works contract
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II.1.2(b))
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Type of supplies contract
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II.1.2(c))
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Type of service contract1 |
II.1.2)
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Main site or location of works, place of delivery or performance
Clydebank, Scotland.
UKM34 |
II.1.3)
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This notice involves
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II.1.4)
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Information on framework agreement (if applicable)
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Number of participants to the framework agreement envisaged
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Duration of the framework agreement
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Justification for a framework agreement the duration of which exceeds four years
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Estimated total value of purchases for the entire duration of the framework agreement
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Frequency and value of the contracts to be awarded |
II.1.5)
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Short description of the contract or purchase(s)
Knowes Housing Association and Faifley Housing Association are not for profit social housing providers and are registered social landlords. Knowes Housing Association and Faifley Housing Association have approximately 1,400Nr properties in the Faifley area to the north of Clydebank.
It is the Associations' intention to enter into a contract with one contractor to provide annual servicing and reactive maintenance to gas heating installations and appliances within their properties.
The Contract is to be let for a period of two years with an option to extend the contract on a yearly basis for a further three years. Any decision to extend the contract will be made entirely at the Clients' discretion and will be subject to satisfactory performance against published key performance indicators.
It is envisaged that the initial contract will commence circa 1.4.2014.
NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=283876
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://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.
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II.1.6)
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Common Procurement Vocabulary (CPV)
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50720000 |
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II.1.7)
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Contract covered by the Government Procurement Agreement (GPA) |
II.1.8)
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Division into lots No |
II.1.9)
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Will variants be accepted
No |
II.2)
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Quantity or Scope of the Contract
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II.2.1)
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Total quantity or scopePlease assume the annual value of the Contract is approximately GBP 193000. |
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II.2.2)
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OptionsThe Contract is to be let for a period of two years with an option to extend the contract on a yearly basis for a further three years. Any decision to extend the contract will be made entirely at the Clients' discretion and will be subject to satisfactory performance against published key performance indicators. |
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Provisional timetable for recourse to these options
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Number of possible renewals
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In the case of renewable supplies or service contracts, estimated time frame for subsequent contracts
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II.3)
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Duration of the contract or limit for completion 01-04-2014 31-03-2016 |
Section III: Legal, Economic, Financial and Technical Information
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III.1)
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Conditions Relating to the Contract
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III.1.1)
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Deposits and guarantees required
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III.1.2)
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Main Terms of financing and payment and/or reference to the relevant provisions
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III.1.3)
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Legal form to be taken by the grouping of suppliers, contractors or service providers to whom the contract is to be awarded
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III.1.4)
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Other particular conditions to which the performance of the contract is subject
The Contractor will be required to operate the Contract within the Clients' pre determined timescales:
Appointment System – am/pm appointment slots will be offered to customers.
Emergency - attend within 2hrs of notification, seven days a week, and make safe. Any/all follow-up works to complete the repair to be completed within 24 hours of initial notification.
Urgent & Void Properties (where notified PRIOR TO 12 noon) – attend and complete within the same working day.
Urgent & Void Properties (where notified AFTER 12 noon) – attend and complete by the next working day.
Right to Repair – Categories 1 & 2 apply.
Routine – attend and complete within 5 working days.
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III.2)
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Conditions for Participation
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III.2.1)
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Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
(1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.
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III.2.2)
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Economic and financial capacity
(1) All candidates will be required to provide a reference from their bank.
(2) All candidates will be required to provide evidence of relevant professional risk indemnity insurance.
(3) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice.
(4) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.
Information regarding economic / financial standing
In assessing minimum standards of economic and financial standing, the following will be considered: -
Your company must be solvent, if not a guarantee from a solvent parent is acceptable.
Your turnover must be a minimum of 200 % of the estimated annual value of the contract. For the purposes of calculation please assume the annual value is approximately GBP 193000.
Knowes HA and Faifley HA will consider a bidders creditor/debtor turnover ratio and if appropriate seek assurances about its manageability.
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III.2.3)
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Technical capacity
(1) Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract;
(2) All candidates will be required to provide certification from an independent body attesting conformity to environmental management standards in accordance with the Community Eco-Management and Audit Scheme (EMAS); or the European standard BS EN ISO 14001.
(3) All candidates will be required to provide certification drawn up by an independent body attesting the compliance of the economic operator with quality assurance standards based on the relevant European standards.
(4) Certificates drawn up by official quality control institutes or agencies of recognised competence attesting the conformity of products clearly identified by references to specifications or standards.
(5) A statement of the principal goods sold or services provided by the supplier or the services provider in the past 3 years, detailing the dates on which the goods were sold or the services provided; the consideration received; the identity of the person to whom the goods were sold or the services were provided
(6) A check may be carried out by the contracting authority or by a competent official body of the State in which the candidate is established, to verify the technical capacity of the candidate; and if relevant, on the candidates study and research facilities and quality control measures;
(7) A statement of the candidate's technical facilities; measures for ensuring quality; and their study and research facilities;
(8) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
(9) A statement of the technicians or technical services available to the candidate to carry out the work under the contract; or be involved in the production of goods or the provision of services under the contract; particularly those responsible for quality control, whether or not they are independent of the candidate.
(10) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract.
In addition to the above, the following requirements will apply to the Contract:-
1) Contractor will be required to have regular liaison with senior management and site supervision to monitor and refine site practice and quality control.
2) Contractor's senior management and site supervision to attend monthly contract progress meetings.
3) Contractor to provide a comprehensive all trades out of hours emergency provision, including all Client public holidays and Client office closures including training days normally once / month pm.
4) Contractor to develop the most effective and efficient systems possible from reporting of repair to invoicing for the benefit of both the client and contractor taking account of the Clients' requirements to be able to measure performance in terms of timescale, cost, tenant satisfaction and quality of each repair.
5) Contractor to provide an integrated IT system for both Associations with full integration being achieved prior to contract commencement.
6) The Contractor will be required to maintain an office and depot locally within, or reasonably central, to the area covered by the Contract, provide dedicated staff to deal with day to day operations of the Contract and supply directly employed labour to carry out the Works.
7) Contractor will be required to have quarterly meetings with Knowes Housing Association and Faifley Housing Association core group senior management to discuss matters such as performance and efficiency improvements.
8) The Contractor must be able to comply with the requirements of the new RSL model complaints handling procedures developed by the Scottish Public Services Ombudsman.
9) The Contractor must be able to comply with The Scottish Social Housing Charter legislation in regards to 1st time fixes and supply electronic reports to the Clients.
10) The Contractor must provide a well-stocked van and also a stock of materials and parts to suit both Associations' boiler, radiator, controllers, thermostats and heating installation types. The Contractor must be willing to provide details on supply chain arrangements and a procedure for searching for hard to procure boiler etc parts. This procedure to be in writing and approved by both Associations.
11) TUPE may apply to these Works; any bidder should satisfy themselves of the risk of TUPE and account for this risk in any submission.
Contractors wishing to apply for this contract must be able to provide evidence of experience in successfully working as a main contractor on at least three other gas annual servicing and reactive maintenance contracts in the last three years of a similar nature to the one described within the notice and this Pre Qualification Questionnaire. The Contracts put forward as evidence for this must have been ongoing for at least 12 months and both Associations must be able to obtain references from the respective Employers attesting to this.
In addition the following requirements must be met:
The Contractor must be able to provide the IT capability as set out at point 5 above prior to contract commencement. This system must be capable of updating both
Associations' systems with the date and time of when work was ordered and completed.
The Company must be able to provide directly employed out-of-hours operatives.
The Company must be GasSafe registered and all engineers and technicians employed on the contract must carry the appropriate Gas Safe qualification/registration.
The Company must be able to provide an in house directly employed out of hours call handling facility or be able to demonstrate that they use a highly competent and experienced independent call out centre with a demonstrable track record in reactive maintenance call handling.
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III.2.4)
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Reserved contracts
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III.3)
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Conditions Specific to Service Contracts
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III.3.1)
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Is provision of the service reserved to a specific profession? Yes
The Company must be GasSafe registered and all engineers and technicians employed on the contract must carry the appropriate Gas Safe qualification/registration. |
III.3.2)
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Will legal entities be required to state the names and professional qualifications of the personnel responsible for the execution of the service? Yes |
Section IV: Procedure
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IV.1)
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Type of Procedure
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Justification for the choice of accelerated procedure
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IV.1.1)
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Have candidates already been selected? No |
IV.1.2)
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Limitations on the number of operators who will be invited to tender or to participate57 |
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Objective criteria for choosing the limited number of candidates
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IV.1.3)
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Reduction of the number of operators during the negotiation or dialogue
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IV.2)
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Award Criteria
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No
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No
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Yes
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Price |
40 |
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Quality |
60 |
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IV.2.2)
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An electronic auction will be used No
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IV.3 Administrative Information
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IV.3.1)
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Reference number attributed to the notice by the contracting authority
Client Ref: 10136
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IV.3.2)
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Previous publication(s) concerning the same contract
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Other previous publications
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IV.3.3)
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Conditions for obtaining specifications and additional documents
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IV.3.4)
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Time-limit for receipt of tenders or requests to participate 06-12-2013
12:00 |
IV.3.5)
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Date of dispatch of invitations to tender or to participate to selected candidates 18-12-2013
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IV.3.6)
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Language or languages in which tenders or requests to participate can be drawn up
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IV.3.7)
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Minimum time frame during which the tenderer must maintain the tender
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IV.3.8)
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Conditions for opening tenders
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Section VI: Other Information
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VI.1)
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Indicate whether this procurement is a recurrent one and the Estimated timing for further notices to be published
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VI.2)
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Does the contract relate to a Project/Programme financed by Community Funds? No
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VI.3)
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Additional Information
(SC Ref:283876)
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VI.4)
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Procedures for appeal
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VI.4.1)
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Body responsible for appeal procedures
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Body responsible for mediation procedures
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VI.4.2)
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Lodging of appeals
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VI.4.3)
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Service from which information about the lodging of appeals may be obtained
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VI.5)
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Dispatch date of this Notice 05-11-2013 |