II.2.3) Place of performance
NUTS code:
UKM82
Main site or place of performance:
Castlemilk, Glasgow
II.2.4) Description of the procurement
The successful bidder will be required to;
1. Set up and deliver through effective contract management a programme of planned, cyclical and reactive maintenance projects [for contracts relating to the maintenance of Cassiltoun HA’s housing stock and offices]
2. Deliver services within the context of the legislative and Regulatory Framework governing RSLs in Scotland
3. Effectively manage the contracts from inception to completion, delivering contract management to required timeframes, cost and quality required by Cassiltoun HA, including the Association's existing framework contracts
4. Develop and review contractual documentation for all maintenance contracts including frameworks and single contractor term contracts
5. Administer contracts including tender evaluation, valuations and certification, project monitoring, site meetings, technical inspections and report, review of contract extensions
6. Assist with cost data and cost control, design and specification
7. Negotiate and act on behalf of the Association in any dispute with appointed contractors
8. Inspect works as required to fulfil the contract administration function
9. Agreeing final accounts
10. Provide CDM services for all maintenance contracts including review of risk assessments and hazards and training for staff and Board of Management
11. Assist Asset Manager in the development of project risk registers
12. Advise the Association on ARC [Annual Return on the Charter] indicators as they relate to the maintenance function and assist in collection and interpretation of ARC data
13. Assist the Asset Manager in the management of all maintenance contracts including attending and minuting progress meetings for all maintenance contracts
14. Manage the Association’s Maintenance Framework [due to be in place by 01/04/2023], including advising the Association on call offs and mini competitions
15. In conjunction with the Association’s Development Consultant undertake PCS/ FTS procurements for maintenance and other ad hoc contracts within the Association including price/quality assessments
16. Present updates and advice to the Senior Leadership Team and Board of Management as and when required
17. Advise Senior Leadership Team on changes in housing policy and practice relating to the maintenance function and procurement policy within the social housing sector
18. Show commitment to sustainability and equal opportunities
19. Work on own initiative but know when to seek approval from senior staff/ governing body
20. Provide training for staff and Board of Management as required, in relation to maintenance, procurement functions including matters relating to CDM Regulations
21. Develop/ draft in-house policies relating to the maintenance function
22. Review 30 year/ life cycle costs and data held by CHA
23. Carry out ad-hoc stock condition surveys [SHQWS/ EESH] (This may be required to complement the already running contract with a third party for asset management/ full-scale stock condition surveys and LCCs.)
24. Advise on defects and carry out building diagnostics
25. Provide ad hoc maintenance inspection/ defect diagnostics/ technical advice to the Association
26. Assist Asset Manager with review and updating of asset register and provide consequential cashflow and budgeting
27. Assist the CEO in maintenance matters in the event of a Regulation Plan being issued by SHR
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start:
01/04/2023
End:
31/03/2026
This contract is subject to renewal: Yes
Description of renewals:
Solely at the discretion of Cassiltoun HA, the commission may be extended by up to two years.
II.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 5
Objective criteria for choosing the limited number of candidates:
Please refer to the attached briefing document for full details of the Stage 1 Assessment criteria and scoring mechanism. In summary:
1. SPD (Scotland) must be fully completed in the format requested and returned on time. Failure to complete any of the sections included within the specific SPD (Scotland) may lead to exclusion from the competition
2. Bidders must pass the minimum standards section of the SPD (Scotland) ; any ‘fail’ may lead to exclusion from the competition
3. All firms who achieve ‘pass’ on all the ‘pass/fail’ sections and also achieve the quality threshold, which has been set at 85 points at section 4C.1.2, will proceed to stage 2.
4. Section 4C.1.2 will be scored on the basis of the following:
a) Experience of providing contract management services for maintenance functions within the social housing sector in Scotland (55%)
b) Experience on advising clients on social housing maintenance policy and developing/drafting in-house policies. (15%)
c) Experience of assisting in collection and interpretation of ARC data and advising RSL(s) on ARC indicators as they relate to the maintenance function. Experience in assisting social housing providers with regulatory returns to SHR (10%)
d) Experience of delivering training to staff and Board of Management within the social housing sector (10%)
e) Experience of presenting to and working with governing bodies within the social housing sector (5%)
f) Experience of having coordinated full procurement of housing maintenance contract processes via PCS/OJEU/FTS (5%)
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
Please refer to additional documents attached to the contract notice