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

II.1.2(b))

Type of supplies contract

Purchase		Rent		Lease
Hire-purchase		Combination of these

II.1.2(c))

Type of service contract

II.1.2)

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

Lincolnshire.

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)

Supply of Building Materials to the Direct Labour Force of New Linx Housing Trust, on a call off basis, including the supply of general building materials, heating components, electrical accessories, decorating materials, kitchens units and bathroom suites, hire of small plant, skips etc, provision of dedicated storage and distribution facilities, provision of personal protective equipment, branded workwear, provision, monitoring and replacement of van stocks to more than 50 plus vehicles, provision, maintenance and periodic inspection of tool kits to 50 plus operatives, The annual value of the purchases is envisaged from 900 000 GBP to 1 200 000 GBP at 2015 price levels.

Waterloo Housing Group reserve the right to withdraw from this procurement procedure at any time without awarding a contract or to award a part or element of the Contract. Bidders are to be responsible for the costs and expenses they incur as a result of participating in this procurement process.

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

1) No guarantees as to the volume or value of supplies that may be required under the contract;

2) The contract will be for an initial term of 2 years with the option for the contracting authority to annually renew and extend for a up to a further 3 years (potentially a 5 year contract overall);

3) Provision requiring delivery of a customer focused service and showing a commitment to providing value for money to the contracting authority and their residents, shared owners, leaseholders and all other customers and must be responsive to achieve collaborative working practices, innovation and continuous improvement;

4) Provision for regular weekly reporting; 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.

6) Initial indications from the incumbent contractor is that the terms of the Transfer of Undertakings (Protection of Employment) Regulations 2006 (‘TUPE’) may not apply in respect of their existing workforce in respect of the supply of materials and related services undertaken for New Linx Housing Trust. In the event that this changes between now and issue of tender documentation, 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.

The anticipated target contracts' commencement date is on or before the 4.1.2016.

Information about where the procurement documentation can be accessed from electronically is provided in section VI.3 of this notice.

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

Parent company guarantees, performance bonds, warranties and or deposits may be required by the contracting authority and details are as set out in the Procurement Documentation (ITT).

III.1.2)

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

As detailed in the Procurement Documentation.

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 the contracting authority for the due performance of the contract.

III.1.4)

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

As detailed in the Procurement Documentation, these may include conditions relating to environmental and social requirements.

III.2)

Conditions for Participation

III.2.1)

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

Information and formalities necessary for evaluating if the requirements are met: All Economic Operators responding to this notice will be required as part of the Procurement Documentation to complete a Financial, and Technical Capacity and Capability Statement to be completed requiring financial and technical capacity data.

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

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

All procurement documentation can be downloaded from https://etenders.rand-associates.co.uk

eTenders@Rand is Rand Associates Consultancy Services Ltd's e-procurement portal (the ‘Portal’) for downloading/submission of procurement documentation in respect of pre-qualification and tenders, and communicating requests for and responses to clarification.

All requests for procurement documentation, communications and submission of pre-qualifications and tenders must be made via the Portal, which can be accessed at https://etenders.rand-associates.co.uk by registering and creating an account.

After creating an account, economic operators will receive an email with a link to activate their account.

Once activated and logged in, economic operators will need the following code to register for the Tender Documentation: WATMAT2015

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 12:00 hours on 28.10.2015.

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.

Having registered and created an account 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 submission 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 15.00 hours on 04.11.2015.

Please note that the Portal will not permit submissions to be uploaded after the closing deadline.

Submission documents will be visible to the representatives of the contracting authority 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 help-desk by calling +44 1737225077 (ask for Paul Dugdale or Jonathan Case) or email etenders@rand-associates.co.uk

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 the Public Contracts Regulations 2015.

The contracting authority will incorporate a minimum 10 calendar day standstill period at the time information on the award of the contract is communicated to economic operators.

If an appeal regarding the award of a contract has not been successfully resolved, the Public Contracts Regulations 2015 provide for aggrieved parties who have been harmed or are at risk to take action in the High Court.

Any such action must be brought within 3 months.

Where a contract has not been entered into, the Court may order the setting aside of the award decision or order the contracting authority to amend any document and may award damages.

If the contract has been entered into the Court may only award damages or, where the contract award procedures have not been followed correctly, declare the contract to be ‘ineffective’.

VI.4.3)

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

VI.5)

Dispatch date of this Notice