CONTRACT NOTICE – OFFICIAL JOURNAL

Section I: Contracting Authority

I.1)

Name, Address and Contact Point(s)

I.2)

Type of contracting Authority and Main Activity or Activities

Ministry or any other national or federal authority, including their regional or local sub-divisions National or federal agency/Office Regional or local Authority Regional or local Agency/Office Body governed by public law European Institution/Agency or International Organisation

General public services Defence Public order and safety Environment Economic and financial affairs Health Housing and community amenities Social protection Recreation, culture and religion Education

Section II: Object of the Contract

II.1)

Description

II.1.1)

Title attributed to the contract by the contracting authority

II.1.2(a))

Type of works contract

Execution		Design and execution
Execution, by whatever means

II.1.2(b))

Type of supplies contract

II.1.2(c))

Type of service contract

II.1.2)

Main site or location of works, place of delivery or performance

Glasgow G33 & G34.

II.1.3)

This notice involves

A public contract
The setting up of a Dynamic Purchasing System
The establishment of a framework agreement

II.1.4)

Information on framework agreement (if applicable)

Framework agreement with a single operators
Framework agreement with several operators

Number of participants to the framework agreement envisaged

Duration of the framework agreement

Justification for a framework agreement the duration of which exceeds four years

Estimated total value of purchases for the entire duration of the framework agreement

Frequency and value of the contracts to be awarded

II.1.5)

Short description of the contract or purchase(s)

Calvay Housing Association is inviting applications from suitably qualified and experienced contractors to be considered to be invited to submit a quality/ price tender for the provision of term Gas Inspection, Servicing, Maintenance and [provisional] Replacement works for the initial period 1.4.2016 to 31.3.2017, with options to extend the contract solely at the Employer's discretion on an annual basis to 31.3.2021. Refer QQ Section 1 for more detail.

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=419409

II.1.6)

Common Procurement Vocabulary (CPV)

II.1.7)

Contract covered by the Government Procurement Agreement (GPA)

II.1.8)

Division into lots

II.1.9)

Will variants be accepted

II.2)

Quantity or Scope of the Contract

II.2.1)

Total quantity or scope

II.2.2)

Options

Provisional timetable for recourse to these options

Number of possible renewals

In the case of renewable supplies or service contracts, estimated time frame for subsequent contracts

II.3)

Duration of the contract or limit for completion

Section III: Legal, Economic, Financial and Technical Information

III.1)

Conditions Relating to the Contract

III.1.1)

Deposits and guarantees required

III.1.2)

Main Terms of financing and payment and/or reference to the relevant provisions

Installment and interim payments.

III.1.3)

Legal form to be taken by the grouping of suppliers, contractors or service providers to whom the contract is to be awarded

III.1.4)

Other particular conditions to which the performance of the contract is subject

The criteria important to the Employer for provision of the contract are that the successful contractor: has experience in terms of local Housing Association/ Co-operative/ RSL contracts of a similar size and nature; has an appropriately skilled and qualified workforce; has the appropriate technical knowledge; is GasSafe registered/ qualified at company and operative levels; is adequately resourced; has the ability to respond quickly, flexibly, pro-actively and responsively; can maintain service continuity/ presence; can comply with the Employer's code of conduct (including being considerate, tidy, identifiable and professional etc.); has the ability to work in partnership with the Employer to provide effectively managed access, administration and certification systems; and has the appropriate organisational and financial standing to be considered for carrying out the works.

The successful contractor will also be expected to: have a good understanding of the requirements of SHQS/EESSH; employ effective ARC compatible KPI performance, reporting and monitoring systems; a sustainable pricing strategy and a Quality Management system to ensure there is a clearly identified quality controller and that quality is managed effectively. Evidence of ‘wider role’ and/ or community benefit initiatives will also be expected as stated at QQ section 1.0p.

The successful contractor will also be required to:

(1) operate a management database system which includes: electronic communication with engineers; live access to the contractor's database for reviewing property details, job history and job progress in real time; electronic documentation and real time CP12 issue; reports on no-access, repairs progress/ completion in Microsoft excel CSV format; measurement/ reporting of KPIs; and providing reports that meet the requirements of the Social Housing Charter.

(2) also undertake to [future] liaison and interface with the Employer's IT system/ database via an app downloaded to the Contractor's mobile devices on site to provide real time data.

(3) provide a manned telephone number contactable 24 hours per day / 365 days per year, for the Employer to call at any time of day or night to report a fault.

(4) achieve a high first time access rate to properties.

Refer QQ Section 1 for more detail.

Candidate contractors will also be expected to meet the criteria and provide the information outlined on the attached qualification questionnaire, which is to be downloaded from this site and completed for return in hard copy and on CD/ data stick to Calvay Housing Association to be received on/ by Thursday 3.12.2015 at 12 noon.

Candidate contractors must have the ability to provide evidence of experience of completion of a minimum of three similar contracts in the past three years and Calvay Housing Association must be permitted to obtain references from the respective Employer(s). Candidates must also provide 2 relevant references, on the reference form downloaded from this site. References are to be arranged by the candidate, completed by the referee and submitted directly by the referee by e-mail to the Employer [to tricia@calvay.org.uk], to be received on or before the deadline for submission of the QQ.

III.2)

Conditions for Participation

III.2.1)

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.

(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established.

(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.

III.2.2)

Economic and financial capacity

III.2.3)

Technical capacity

III.2.4)

Reserved contracts

The contract is restricted to sheltered workshops
The execution of the contract is restricted to the framework of sheltered employment programmes

Section IV: Procedure

IV.1)

Type of Procedure

Open		Restricted
Accelerated restricted		Negotiated
Accelerated negotiated		Competitive dialogue

Justification for the choice of accelerated procedure

IV.1.1)

Have candidates already been selected?

IV.1.2)

Limitations on the number of operators who will be invited to tender or to participate

Objective criteria for choosing the limited number of candidates

The criteria important to the Employer for provision of the contract are that the successful contractor: has experience in terms of local Housing Association/ Co-operative/ RSL contracts of a similar size and nature; has an appropriately skilled and qualified workforce; has the appropriate technical knowledge; is GasSafe registered/ qualified at company and operative levels; is adequately resourced; has the ability to respond quickly, flexibly, pro-actively and responsively; can maintain service continuity/ presence; can comply with the Employer's code of conduct (including being considerate, tidy, identifiable and professional etc.); has the ability to work in partnership with the Employer to provide effectively managed access, administration and certification systems; and has the appropriate organisational and financial standing to be considered for carrying out the works.

The successful contractor will also be expected to: have a good understanding of the requirements of SHQS/EESSH; employ effective ARC compatible KPI performance, reporting and monitoring systems; a sustainable pricing strategy and a Quality Management system to ensure there is a clearly identified quality controller and that quality is managed effectively. Evidence of ‘wider role’ and/ or community benefit initiatives will also be expected as stated at QQ section 1.0p.

The successful contractor will also be required to:

(1) operate a management database system which includes: electronic communication with engineers; live access to the contractor's database for reviewing property details, job history and job progress in real time; electronic documentation and real time CP12 issue; reports on no-access, repairs progress/ completion in Microsoft excel CSV format; measurement/ reporting of KPIs; and providing reports that meet the requirements of the Social Housing Charter.

(2) also undertake to [future] liaison and interface with the Employer's IT system/ database via an app downloaded to the Contractor's mobile devices on site to provide real time data.

(3) provide a manned telephone number contactable 24 hours per day / 365 days per year, for the Employer to call at any time of day or night to report a fault.

(4) achieve a high first time access rate to properties.

Refer QQ Section 1 for more detail.

Candidate contractors will also be expected to meet the criteria and provide the information outlined on the attached qualification questionnaire, which is to be downloaded from this site and completed for return in hard copy and on CD/ data stick to Calvay Housing Association to be received on/ by Thursday 3.12.2015 at 12 noon.

Candidate contractors must have the ability to provide evidence of experience of completion of a minimum of three similar contracts in the past three years and Calvay Housing Association must be permitted to obtain references from the respective Employer(s). Candidates must also provide 2 relevant references, on the reference form downloaded from this site. References are to be arranged by the candidate, completed by the referee and submitted directly by the referee by e-mail to the Employer (to tricia@calvay.org.uk), to be received on or before the deadline for submission of the QQ.

IV.1.3)

Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated

IV.2)

Award Criteria

IV.2.2)

An electronic auction will be used

IV.3 Administrative Information

IV.3.1)

Reference number attributed to the notice by the contracting authority

6159

IV.3.2)

Previous publication(s) concerning the same contract

Prior Information Notice
Notice on a Buyer Profile

Other previous publications

IV.3.3)

Conditions for obtaining specifications and additional documents

IV.3.4)

Time-limit for receipt of tenders or requests to participate

IV.3.5)

Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)

Language or languages in which tenders or requests to participate can be drawn up

IV.3.7)

Minimum time frame during which the tenderer must maintain the tender 

IV.3.8)

Conditions for opening tenders

Section VI: Other Information

VI.1)

Indicate whether this procurement is a recurrent one and the Estimated timing for further notices to be published

VI.2)

Does the contract relate to a Project/Programme financed by Community Funds?

VI.3)

Additional Information

Contractors will be required to complete a questionnaire, the purpose being to identify a number of suitably qualified and experienced candidates who meet the threshold to be invited to tender.

Candidate contractors must submit the qualification questionnaire, which is to be downloaded from this site and completed for return in hard copy and on CD/ data stick to Calvay Housing Association to be received on/ by Thursday 3.12.2015 at 12 noon.

Evaluation of the quality questionnaire/ future price tender will be as follows:

Questionnaires will be scored in accordance with the marks stated at the head of each section. The quality scores for sections 6.0 — 12.0 and 14.0 will be evaluated to determine the candidate contractors to be invited to submit a cost tender.

The best 6 candidate contractors who pass the thresholds and with the highest percentage scores of or above 50 % may be invited to tender, other candidate contractors who score 60 % or above may also be invited to tender.

For those candidate contractors who are invited to and who do subsequently submit a tender, the tender will comprise a pricing document and the quality score (section 13 of the Questionnaire). The criteria for scoring will be to reach a total percentage score as follows:

(1) Price (tender) – deducting 1 % from 100 for every percentage point each tender is in excess of the lowest tender, prior to weighting.

(2) Quality – in accordance with the criteria and marks stated at section 13, converted to a percentage prior to weighting.

(3) Price / Quality percentage scores will evaluated on a 40 % tender price / 60 % tender quality basis to determine the total score and the preferred candidate contractor.

(SC Ref:419409)

Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority's economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:

Refer QQ section 1.0p.

VI.4)

Procedures for appeal

VI.4.1)

Body responsible for appeal procedures

Body responsible for mediation procedures

VI.4.2)

Lodging of appeals
Precise information on deadline(s) for lodging appeals:

VI.4.3)

Service from which information about the lodging of appeals may be obtained

VI.5)

Dispatch date of this Notice