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

Sedgemoor District Council

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

The district of Sedgemoor in the county of Somerset in the United Kingdom.

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)

The Contract will encompass the undertaking of various planned, cyclical and improvement works to social housing individual dwellings, schemes, garage sites and other related assets and including possibly commercial properties and offices, managed by Homes in Sedgemoor Limited ('HiS') with the option to include possible external works to properties managed by Sedgemoor District Council. The contract will not include responsive maintenance.

Key characteristics of the contracts are likely to be, but are not limited to:

1) The scope of works will be split into 2 Lots. Lot 1 — Decent Homes — will comprise works to achieve Decent Homes and will be primarily internal works to properties (kitchens, bathrooms, electrical and heating upgrades and improvements). Lot 2 — Great Estates, Planned Cyclical and Improvement works will comprise works to the external property envelope including cyclical redecorations and pre-paint repairs together with improvement works to external areas and related assets.

2) The contracts will be term contracts for 3 years with the option for the Client to annually renew for a up to a further 2 years (potentially a 5 year contract).

3) It is the intention that 2 service providers will be appointed to each Lot and that the work will be equally shared between each appointed service provider on a property by property and estate area basis.

4) IT software / system integration and full interfacing including CRM, asset management systems, real time working, data collection and reporting.

5) Provisions requiring delivery of a customer focused service and showing a commitment to providing value for money to HiS and its residents, leaseholders and all other customers and must be responsive to achieve collaborative working practices, innovation and continuous improvement.

6) Provisions for regular monthly, quarterly and annual performance meeting reviews; early termination and also meeting, maintaining and improving on Key Performance Indicators and the development of year on year efficiency savings.

7) Provisions requiring commitment to social value and delivery of community development initiatives and programmes.

II.1.6)

Common Procurement Vocabulary (CPV)

II.1.7)

Contract covered by the Government Procurement Agreement (GPA)

II.1.8)

Division into lots

one lot only

one or more lots

all 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

Parent company guarantees, performance bonds, warranties and or deposits may be required by HiS and details will be set out in the Invitation to Tender (ITT) documentation.

III.1.2)

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

As set out in the ITT.

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

In the event of a group of economic operators submitting an acceptable offer it will be necessary for them to provide an undertaking that each organisation will be jointly and severally responsible for the due performance of the contract. Such undertaking will be in addition to the requirement to provide other deposits and guarantees required by HiS for the due performance of the contract.

III.1.4)

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

As set out in the ITT.

III.2)

Conditions for Participation

III.2.1)

Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

In accordance with Articles 45 to 50 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contracts Regulations 2006 and as set out in the Pre-Qualification Questionnaire (PQQ).

All economic operators responding to this Notice will be sent a PQQ to be completed requiring general organisation, financial and technical capacity data.

The PQQ must be completed and returned with all supporting information by the deadline indicated in section IV.3.4 of this Notice.

The evaluation of the completed PQQ submission together with supporting information will determine the economic operators selected to tender.

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

Criteria as set out in the PQQ submissions and in accordance with regulations 23(1), 24 and 25 of the Public Contracts Regulations 2006.Subject to receiving completed PQQ submissions from sufficient eligible economic operators, it is intended that the tender list will comprise the eight top scoring economic operators from evaluation of PQQ submissions.

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

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

Economic operators shall note that the contract will cover all of HiS's business units and properties including any future additions and possibly properties of Sedgemoor District Council.

Economic operators are advised that TUPE provisions may apply in respect of this procurement.

Economic operators who wish to express an interest in and apply for the contract must complete and submit the PQQ for this procurement and provide all supplementary information set out in the PQQ.

This procurement is being administered and managed through eTenders@Rand (https://etenders.rand-associates.co.uk) which is Rand Associates Consultancy Services Ltd's e-procurement portal (the 'Portal') for downloading and uploading of pre-qualification questionnaires, communicating requests for and responses to clarification, and downloading and submission of PQQ/tender documentation.

All expressions of interest, PQQ requests and submissions must be made via the Portal.

When registering for access to the Portal, economic operators will receive an email with a link to create and activate their own account. Once activated and logged in, economic operators will need the following code to register for the PQQ: Sedgplc1

Should economic operators have any queries, or experience difficulties with the registration or download/upload system, they should contact the Portal helpdesk by calling +44 1737225077 (ask for Paul Dugdale or Jonathan Case) or email eTenders@rand-associates.co.uk

All communications and submissions must be made through the Portal. 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 on the Portal, but to be received no later than 12:00 (BST) on 24.10.2014. 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's secure email messaging system. The identity of the economic operator seeking clarification will not be disclosed to other economic operators.

When uploading PQQ responses, 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 PQQ submissions is Tuesday 04.11.2014 at 14:00. Please note that the Portal will not permit PQQ/tender submissions to be uploaded after the closing deadline.

PQQ submission documents will be visible to HiS and Rand Associates Consultancy Services Ltd only after the closing deadline.

If there are any significant changes to the information supplied by any economic operator in its PQQ submission after it has been submitted the economic operator must as soon as reasonably practicable inform HiS in writing of the full nature, extent and effect of the change or changes. This applies at all stages of the procurement process.

HiS reserves the right to withdraw from this procurement procedure at any-time without awarding a contract. Economic operators shall be responsible for the costs and expenses they incur as a result of participating in this procurement process. HiS and or its advisors shall not be liable for and will not pay any costs in respect of the preparation of any PQQ or tender submission of any economic operator whether they are successful or unsuccessful. This shall equally apply in the event that the procurement process is postponed, cancelled or abandoned by HiS at any stage and for whatever reason. Economic operators shall be deemed to have unequivocally accepted this as a condition precedent to participation in this procurement process.

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:

In accordance with Regulation 32, 32A and Part 9 of the Public Contracts Regulations 2006 (as amended).

VI.4.3)

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

VI.5)

Dispatch date of this Notice

ANNEX A

Additional Addresses and Contact Points

II)

Address and contact points from which specifications and additional documentation may be obtained

III)

Address and contact points to which Tenders/Requests to Participate must be sent

ANNEX B

Information About Lots

1)

Short Description

The Contract will encompass the undertaking of various planned and improvement works to social housing individual dwellings managed by Homes in Sedgemoor Limited ('HiS') . The contract will not include responsive maintenance.

Key characteristics of the contracts are likely to be, but are not limited to:

1) The scope of works will comprise works to achieve Decent Homes and will be primarily internal works to properties (kitchens, bathrooms, electrical and heating upgrades and improvements).

2) The contracts will be term contracts for 3 years with the option for the Client to annually renew for a up to a further 2 years (potentially a 5 year contract).

3) It is the intention that 2 service providers will be appointed to this Lot and that the work will be equally shared between each appointed service provider on a property by property and estate area basis.

4) IT software / system integration and full interfacing including CRM, asset management systems, real time working, data collection and reporting.

5) Provisions requiring delivery of a customer focused service and showing a commitment to providing value for money to HiS and its residents, leaseholders and all other customers and must be responsive to achieve collaborative working practices, innovation and continuous improvement.

6) Provisions for regular monthly, quarterly and annual performance meeting reviews; early termination and also meeting, maintaining and improving on Key Performance Indicators and the development of year on year efficiency savings.

7) Provisions requiring commitment to social value and delivery of community development initiatives and programmes.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

The Contract will comprise the undertaking of various planned and or improvement works to social housing individual dwellings managed by Homes in Sedgemoor Limited (HiS).

Further information relating to the properties and schemes and comprehensive details of the scope will be provided in the tender documents.

Economic operators are advised that the terms of the Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE) may apply to the existing workforce employed by incumbent contractors in relation to the works to be performed by the successful economic operators under the proposed new contracts. Further information relating to the TUPE details of the incumbent's own workforce will, if and to the extent available and/or applicable ,be provided at the tender stage of the procurement process.

Economic operators should note that the estimated value given below is based on HiS's current anticipated requirements and the number of properties currently included within its stock portfolio. This value may increase in the event that HiS acquires additional properties during the contract term and requires the works and services covered by the contract to be performed at such properties. Additional properties may include without limitation residential properties (however obtained whether through a merger or acquisition or other means). HiS reserves the right to also remove properties, for example as a result of stock rationalisation, in which case the value may decrease. Values may also increase or decrease as a result of any changes emanating from detailed surveys of properties and estates.

For further information, the scope of works required will possibly include, but not be limited to upgrading and or installation of new kitchens and bathrooms, electrical and heating installations together with any other internal works required to properties in order to achieve the Decent Homes standard.

It is envisaged that the annual expenditure for the works required will be in the region of GBP 2 200 000 to be shared on an approximate equal basis with 2 service providers

4)

Indication about different contract dates

5)

Additional Information about lots

ANNEX B

Information About Lots

1)

Short Description

The Contract will encompass the undertaking of various planned, cyclical and improvement works to social housing individual dwellings, schemes, garage sites and other related assets and including possibly commercial properties and offices, managed by Homes in Sedgemoor Limited ('HiS') with the option to include possible external works to properties managed by Sedgemoor District Council. The contract will not include responsive maintenance.

Key characteristics of the contracts are likely to be, but are not limited to:

1) The scope of works will comprise works to the external property envelope including cyclical redecorations and pre-paint repairs together with improvement works to external areas and related assets.

2) The contracts will be term contracts for 3 years with the option for the Client to annually renew for a up to a further 2 years (potentially a 5 year contract).

3) It is the intention that 2 service providers will be appointed to this Lot and that the work will be equally shared between each appointed service provider on a property by property and estate area basis.

4) IT software / system integration and full interfacing including CRM, asset management systems, real time working, data collection and reporting.

5) Provisions requiring delivery of a customer focused service and showing a commitment to providing value for money to HiS and its residents, leaseholders and all other customers and must be responsive to achieve collaborative working practices, innovation and continuous improvement.

6) Provisions for regular monthly, quarterly and annual performance meeting reviews; early termination and also meeting, maintaining and improving on Key Performance Indicators and the development of year on year efficiency savings.

7) Provisions requiring commitment to social value and delivery of community development initiatives and programmes.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

The Contract will comprise the undertaking of various planned, cyclical and or improvement works to social housing individual dwellings, schemes, garage sites and related assets and possibly commercial properties and offices managed by Homes in Sedgemoor Limited (HiS) and/or Sedgemoor District Council.

Further information relating to the properties and schemes and comprehensive details of the scope will be provided in the tender documents.

Economic operators are advised that the terms of the Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE) may apply to the existing workforce employed by incumbent contractors in relation to the works to be performed by the successful economic operators under the proposed new contracts. Further information relating to the TUPE details of the incumbent's own workforce will, if and to the extent available and/or applicable ,be provided at the tender stage of the procurement process.

Economic operators should note that the estimated value given below is based on HiS's current anticipated requirements and the number of properties currently included within its stock portfolio. This value may increase in the event that HiS acquires additional properties during the contract term and requires the works and services covered by the contract to be performed at such properties. Additional properties may include without limitation residential properties (however obtained whether through a merger or acquisition or other means), commercial properties, or corporate facilities managed by HiS or Sedgemoor District Council. HiS reserves the right to also remove properties, for example as a result of stock rationalisation, in which case the value may decrease. Values may also increase or decrease as a result of any changes emanating from detailed surveys of properties and estates.

For further information, the scope of works required will possibly include, but not be limited to:

Works comprising but not limited to refurbishment and/or replacement of roofing, external fabric repair and/or replacement works, external infrastructure/environmental works including improvements to related assets, programmed cyclical redecoration works including pre-decoration repairs.

It is envisaged that the annual expenditure for the works required will be in the region of GBP 2 800 000 to be shared on an approximate equal basis with two service providers.

4)

Indication about different contract dates

5)

Additional Information about lots