Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Cassiltoun Housing Association Ltd.
Castlemilk Stables, 59 Machrie Road
Glasgow
G45 0AZ
UK
Contact person: Laura Edwards
Telephone: +44 1416342673
E-mail: cassiltoun@edwardsmacdowall.co.uk
NUTS: UKM34
Internet address(es)
Main address: www.cassiltoun.org.uk
Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA11383
I.2) Joint procurement
The contract is awarded by a central purchasing body
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
www.publiccontractsscotland.gov.uk
Additional information can be obtained from another address:
Edwards Macdowall Consulting Ltd
9d Stanely Road
Paisley
PA2 6HA
UK
Contact person: Laura Edwards
E-mail: cassiltoun@edwardsmacdowall.co.uk
NUTS: UKM34
Internet address(es)
Main address: www.cassiltoun.org,uk
Address of the buyer profile: www.cassiltoun.org,uk
Tenders or requests to participate must be sent to the abovementioned address
I.4) Type of the contracting authority
Other: housing association
I.5) Main activity
Housing and community amenities
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Repair, maintenance and servicing of domestic gas-fired central heating systems.
II.1.2) Main CPV code
50720000
II.1.3) Type of contract
Services
II.1.4) Short description
Repair, maintenance and servicing of central heating systems in domestic properties in the Castlemilk area of Glasgow from 1.4.2017- 31.3.2020, with the option, at Cassiltoun's discretion, to extend the contract annually for a further 2 years.
II.1.5) Estimated total value
Value excluding VAT:
255 000.00
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:
UKM34
Main site or place of performance:
Castlemilk, Glasgow.
II.2.4) Description of the procurement
Cassiltoun Housing Association wishes to engage a suitably qualified contractor to -
Provide a reactive gas repair service to its stock of 960 properties with gas-fired boilers in the Castlemilk area of Glasgow
Provide a cyclical maintenance and servicing programme to the stock with gas-fired boilers in the Castlemilk area of Glasgow
Where required on an ad hoc basis, install replacement boilers where current systems are deemed by Cassiltoun HA to be beyond economic repair
The above must be achieved in line with:
The Association's advertised timescales
The legislative requirements placed upon Cassiltoun as a landlord
Tenant satisfaction levels of at least 95 %.
II.2.5) Award criteria
Criteria below:
Quality criterion: Approach to service delivery
/ Weighting: 60
Quality criterion: References
/ Weighting: 30
Quality criterion: Approach to fair work practices
/ Weighting: 5
Quality criterion: Approach to community benefits
/ Weighting: 5
Price
/ Weighting:
30
II.2.6) Estimated value
Value excluding VAT:
255 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start:
01/04/2017
End:
31/03/2020
This contract is subject to renewal: Yes
Description of renewals:
Plus 2 years depending on performance of contractor and requirements of Cassiltoun HA.
II.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 5
Objective criteria for choosing the limited number of candidates:
The Process to be applied is as follows:
— the ESPD must be fully completed. Failure to do so will result in the application being rejected from the assessment process.
— Bidders must pass the minimum standards sections of the ESPD (Scotland).
Part II (information concerning the bidder) must be fully completed.
Failure to do so will result in the application being rejected from the assessment process.
Part III (exclusion grounds) must be fully completed.
Failure to do so will result in the application being rejected from the assessment process.
Part III will be scored on a pass/fail basis. Any ‘fail’ will lead to the application being rejected from the assessment process.
Part IV (selection criteria) must be fully completed. Failure to do so will result in the application being rejected from the assessment process.
Sections A, B and D of Part IV of the ESPD (Scotland) will be scored will be scored on a pass/fail basis.
Any ‘fail’ will lead to the application being rejected from the assessment process.
The remainder of Part IV, namely Part C will be scored in the following way:
0 — Unacceptable. Nil or inadequate response. Fails to demonstrate previous experience/capacity/capability relevant to this criterion.
1 — Poor. Response is partially relevant but generally poor. The response shows some elements of relevance to the criterion but contains insufficient/limited detail or explanation to demonstrate previous relevant experience/capacity/capability.
2 — Acceptable. Response is relevant and acceptable. The response demonstrates broad previous experience, knowledge and skills/capacity/capability but may lack in some aspects of similarity e.g. previous experience, knowledge or skills may not be of a similar nature.
3 — Good. Response is relevant and good. The response is sufficiently detailed to demonstrate a good amount of experience, knowledge or skills/capacity and capability relevant to providing similar services to similar clients.
4 — Excellent. Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates thorough experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients.
The responses to the questions of Section C of the Contract Notice will be weighted the following way:
Question 4C.1.2: 40 %, 4C.2: 20 %, 4C.4: 5 %, 4C.6: 5 %, 4C.8.1: 10 %, 4C.8.2: 10 %, 4C.9: 5 % and 4C.10: 5 %.
Depending on the number and quality of ESPD submissions, Cassiltoun will invite the five highest scoring bidders to go forward to the second stage namely the quality assessment and invitation to tender.
Please note that this notice states elsewhere that the anticipated minimum is 5 and then anticipated maximum is 7. This is to allow for more than 5 contractors to be shortlisted in the event of contractors being ‘tied’ in terms of score.
Cassiltoun HA reserves the right to vary from the above proposed procurement process in the event of an excessively high number of companies being ‘tied’ in score at the pre-qualification stage (i.e. assessment of ESPD). In the event of a high volume return, Cassiltoun will consider inviting more than 7 firms to the second stage. In this event, quality assessment will be undertaken and scored in line with the criteria noted at II.2.5. Based on the quality scores, between 5 and 7 firms will then be invited to submit a tender price, with the other firms eliminated from the competition.
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
Yes
Description of options:
Ad hoc works required by Cassiltoun HA.
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.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:
In response to 4.A.2 Organisations applying for this procurement require to be Gas Safe Registered and CHAS Accredited.
III.1.2) Economic and financial standing
List and brief description of selection criteria:
This section refers to Section B of Part IV of the ESPD (Scotland) and covers questions 4B. 1-6 of the ESPD (Scotland):
Question Reference 4B.1.2: Bidders will require to have an average yearly turnover of 150 000 GBP for the last 3 years.
Question Reference 4B.2.1: Bidders will require to have an average yearly turnover of 150 000 GBP for the last 3 years in the business area covered by the contract.
As evidence for the ESPD (Scotland) questions 4B.1 and 4B.2, Cassiltoun Housing Association may ask for annual accounts for the bidder in due course.
Question Reference 4B.3: Where turnover information is not available for the period requested, the bidder will be required to state the date which they were set up/started trading.
Question Reference 4B.4: Bidders will be required to state the value(s) for the following financial ratio(s) from their most recent set of accounts:
Ratio 1 the Acid Test — (Current Assets-stock)/Current Liabilities. A company with an Acid Test Ratio of less than 1 cannot currently pay back its current liabilities. Therefore to pass the Acid Test Ratio question the bidder must have a score of greater than 1.
Ratio 2 Return on Capital Employed % — Profit/Capital/Employed. Return on Capital Employed or ROCE is used to prove the value the business gains from its assets and liabilities. To pass this question the Association requires the bidder to score a positive figure/percentage.
Ratio 3 Current Ratio — Current Assets/Liabilities. The current ratio is a liquidity ratio that measures a company's ability to pay short-term obligations. To pass this question the Association requires the bidder to achieve a score of greater than 1.
The Association will consider a Pass in any two of the three ratios as an overall Pass for this part of the assessment.
Question Reference 4B.5.1: It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:
Employer's (Compulsory) Liability Insurance — 5 000 000 GBP
Public Liability Insurance — 5 000 000 GBP.
Minimum level(s) of standards required:
Refer to information provided above at section III.1.2.
III.1.3) Technical and professional ability
List and brief description of selection criteria:
In response to 4C.1.2 Bidders will be required to confirm examples of relevant experience namely the repair, maintenance and servicing of gas-fired boilers in tenanted properties.
In response to 4C.2 Bidders will be required to confirm details of the technicians or technical bodies who they can call upon, especially those responsible for quality control.
In response to 4C.4 Bidders will be required to confirm that they have (or have access to) the relevant supply chain management and tracking systems used by them to deliver the types of requirements detailed in II2.4 in the OJEU Contract Notice or the relevant section of the Site Notice.
In response to 4C.8.1 & 2 Bidders will be required to confirm their average annual manpower for the last 3 years.
Bidders will be required to confirm their number of managerial staff for the last 3 years.
In response to 4C.9 Bidders will be required to demonstrate that they have (or have access to) the relevant tools, plant or technical equipment to deliver the types of requirements detailed in II.2.4 in the OJEU Contract Notice or the relevant section of the Site Notice.
In response to 4C.10 Bidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract.
In response to ESPD Question:
4D.1 Quality Assurance Schemes and Environmental Management Standards. The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent), and The bidder must hold a UKAS (or equivalent), accredited independent third party certificate of compliance in accordance with BS OHSAS 18001 (or equivalent) or have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum.
4D.2 The Bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance with
BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate.
Alternatively in response to 4D.1.1 and 4D.2.1 Bidders will be required to provide their alternative proof of quality compliance if selected to go through to tender stage. Proof will require to be produced within two days of an emailed request. The request will be sent to the email address supplied within the ESPD.
Unsatisfactory responses to Section D will result in a failure score and removal from the selection procedure.
Minimum level(s) of standards required:
Bidders will be required to provide examples that demonstrate that they have the relevant experience to deliver the works as described in part II.2.4 of the Contract Notice.
Unsatisfactory experience will result in a fail and exclusion from the tender process.
In response to ESPD question 4C.1.2 Technical and Professional Ability. Bidders will be required to provide 2 examples of a similar scope, size and nature, within the last 3 years that demonstrate that they have the relevant experience to deliver the works. The projects must therefore be predominantly works in a tenanted housing environment. Each example will be scored in accordance with the scoring regime set out at section II.2.9 of the Contract Notice. A score of less than 3 in any example may mean rejection of the submission without further evaluation of the remaining sections.
Examples must be taken from contracts where the Bidder was working as the Main Contractor. The Contracts put forward as evidence for this must have been on-going for at least 12 months and the Bidder must be able to provide evidence of this.
III.2) Conditions related to the contract
III.2.1) Information about a particular profession
Participation is reserved to a particular profession: Yes
Reference to the relevant law, regulation or administrative provision:
Membership of Gas Safe is a requirement.
III.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Restricted procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
28/10/2016
Local time: 12:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date:
18/11/2016
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: 3 (from the date stated for receipt of tender)
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Yes
Estimated timing for further notices to be published:
September 2020 unless contract is extended by 2 years in which case Sept 2022.
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
Those contractors that are shortlisted and invited to the second stage, namely invitation to tender will be scored as follows:
Price: 30 %
Quality 70 %
Quality Award criteria scoring is as stated elsewhere in the Contact Notice (II.2.5). This will take the form of either a written statement, an interview or a combination of the 2.
The quality elements will be scored out of 10.
The lowest, mid and highest score categories are:
0 Fail. Either no answer is given or the Tenderer's proposals in that area completely fail to meet the Employer's requirements in the area being measured or do not answer the question raised.
5 Satisfactory. Meets the Employer's requirements in the area being measured in the majority of aspects but fails in some fundamental aspects so that there will be only satisfactory arrangements for the Works.
10 Excellent. Meets all the Employer's requirements in the area being measured in accordance with the Contract Documents so that the Works will be delivered in an excellent way that will be highly responsive to the needs of Tenants, the Employer and other stakeholders.
Scores for 1, 2, 3, 4, 6, 7, 8 & 9 are also available as well as half scores.
Appointment of a preferred contractor will not take place before the Association is satisfied
a) that all statements made in the ESPD of the preferred bidder have been verified and
b) that there is no conflict of interest in contracting with the preferred bidder in line with the regulations governing registered social landlords in Scotland.
Please note that TUPE may apply in the context of this contract.
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=462810.
The Contracting Authority does not intend to include a sub-contract clause in this contract.
Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361
A summary of the expected community benefits has been provided as follows:
Community Benefits will be included within the contract.
Cassiltoun will expect a commitment from the successful contractor to work with the Association on local employability and community engagement initiatives, commensurate with the size of the contract.
(SC Ref:462810).
VI.4) Procedures for review
VI.4.1) Review body
Cassiltoun Housing Association Ltd.
Castlemilk Stables, 59 Machrie Road
Glasgow
G45 0AZ
UK
Telephone: +44 1416342673
VI.5) Date of dispatch of this notice
19/09/2016