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Repair and maintenance services

  Slough United Kingdom — Slough Borough Council
Published June 7, 2016 — Deadline July 6, 2016 (3 years ago)
Notice type
Contract notice
Buyer category
Repair and maintenance services

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Fact Sheet

United Kingdom-Slough: Repair and maintenance services

2016/S 108-192586

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Slough Borough Council
St Martin's Place, 51 Bath Road
Contact person: Claire Portsmouth
Telephone: +44 1753875472
E-mail: claire.portsmouth@slough.gov.uk
NUTS code: UKJ1

Internet address(es):

Main address: https://www.slough.gov.uk

Address of the buyer profile: http://www.sesharedservices.org.uk/esourcing

I.2)Joint procurement
The contract is awarded by a central purchasing body
The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.sesharedservices.org.uk/esourcing
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted to the abovementioned address
I.4)Type of the contracting authority
Regional or local authority
I.5)Main activity
General public services

Section II: Object

II.1)Scope of the procurement

Repairs, maintenance and investment services contract.

II.1.2)Main CPV code
II.1.3)Type of contract
II.1.4)Short description:

Slough Borough Council (the ‘Contracting Authority’) is seeking expressions of interest from suitably qualified and experienced service providers to enter into an agreement for the provision of repairs, maintenance and investments services to its housing stock comprising 5 200 dwellings across the borough (‘the Contract’). The technical services required by the Contracting Authority are identified by the CPV codes in Sections II.1.2) and II.2.2) and described in the descriptive document and the specifications.

It is anticipated that the Contract will commence on 1.12.2017 and the duration will be as set out in Sections II.2.7) and II.2.11) of this notice.

The estimated value of the Contract (excluding VAT) is anticipated to be within the range of 100 000 000 to 140 000 000 GBP.

II.1.5)Estimated total value
Value excluding VAT: 140 000 000.00 GBP
II.1.6)Information about lots
This contract is divided into lots: no
II.2.2)Additional CPV code(s)
II.2.3)Place of performance
NUTS code: UKJ1
Main site or place of performance:

Berkshire, Buckinghamshire and Oxfordshire.

II.2.4)Description of the procurement:

The Contracting Authority is seeking expressions of interest from suitably qualified and experienced service providers to enter into an agreement for the provision of repairs, maintenance and investments services to its housing stock. The technical services required by the Contracting Authority are identified by the CPV codes and described in the descriptive document and the specifications.

The Contracting Authority has carried out a commissioning process to identify its strategic objectives which are set out in the descriptive document. The Contracting Authority wishes to identify a partner whom will work strategically with the Contracting Authority and the Contracting Authority's other suppliers.

A fundamental part of its service requirements is the provision of strategic advice and assistance on how the Contracting Authority can manage its housing stock effectively and efficiently to achieve best value.

IT System

The Contracting Authority requires an effective system of IT to support the delivery of the services including asset management data for the purposes of updating the Contracting Authority's main asset management and customer systems. It is anticipated that initially the service provider to whom the Contract is awarded will use or interface with the Capita Housing Management System. Details of this are given in the Descriptive Document. During the contract period, the Contracting Authority anticipates undertaking a review of the housing management system and would require its repairs, maintenance and investment service provider to provide consultancy services and assistance with any procurement that may arise. The service provider would also be required to assist with the implementation of any new system. The Contracting Authority reserves the right to consider alternative options for IT during the review which might include, but not be limited to, the Contracting Authority having access to the service provider's IT system for managing the repairs, maintenance and investment service.

Framework Agreement

In addition to the Contract, the Contracting Authority is acting as a central purchasing body through which the contracting authorities listed below (the ‘Participating Bodies’) may wish to procure substantially similar services to those included in the Contract under a separate framework agreement (‘the Framework Agreement’). There is no obligation on the Participating Bodies to participate and the Contracting Authority gives no guarantee or warranty as to the nature or volume of the services, if any, to be called off or the number of Participating Bodies taking part.

The Participating Bodies are:

— Wokingham Borough Council; and

— The London Borough of Hounslow.

Accordingly, it is the intention that the Participating Bodies should be able to rely on this procurement to purchase such services without the need for any procurement process in accordance with Regulation 33.

The Contracting Authority envisages awarding any Framework Agreement at the same time as the Contract and any such Framework Agreement is anticipated to commence in or around January 2019, though the Contracting Authority reserves the right to commence this earlier than January 2019. The duration of an individual call-off contract under any Framework Agreement will not necessarily be limited to the 4 year term but the term will be governed by the subject matter of the call off contract concerned. The form of the call-off contract shall be the same as for the main contract subject to the right to make specific amendments in respect of an individual call off.

The Contracting Authority reserves the right to award only the Contract and not to award any Framework Agreement or alternatively for the Contract and the Framework Agreement to commence on the same date or different dates.

II.2.5)Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 120
This contract is subject to renewal: no
II.2.9)Information about the limits on the number of candidates to be invited
Envisaged minimum number: 3
Maximum number: 5
Objective criteria for choosing the limited number of candidates:

As set out in the Pre-Qualification Questionnaire.

II.2.10)Information about variants
Variants will be accepted: yes
II.2.11)Information about options
Options: yes
Description of options:

The Contract will have an initial duration of 7 years ending in 2024 (subject to satisfactory performance and break clauses) with the option(s) exercisable by the Contracting Authority to extend for a period or periods in aggregate of up to 3 years, with a maximum total contract term of 10 years. The Contracting Authority will give not less than 6 months' notice of its intention to extend depending on the length of the extension.

II.2.12)Information about electronic catalogues
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

1. A bidders day will be taking place on 14.6.2016. Details are included in the descriptive document.

2. The deadline for clarifications will be 12:00 (midday) on 22.6.2016.

3. Economic operators shall be solely responsible for all costs and expenses they incur in connection with participating in this procurement.

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
III.1.2)Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3)Technical and professional ability
Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1.1)Type of procedure
Competitive dialogue
IV.1.3)Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement
Framework agreement with a single operator
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated
IV.1.6)Information about electronic auction
IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure
IV.2.2)Time limit for receipt of tenders or requests to participate
Date: 06/07/2016
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date: 12/08/2016
IV.2.4)Languages in which tenders or requests to participate may be submitted:
IV.2.6)Minimum time frame during which the tenderer must maintain the tender
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
VI.2)Information about electronic workflows
VI.3)Additional information:

1. In addition to the locations given in Section II.1.2), it is anticipated that the services will also be delivered in Wokingham Borough Council and the London Borough of Hounslow. The additional NUTS code of UKI75 therefore applies.

2. The Contracting Authority reserves the right to cancel the procurement at any time and not to proceed with the award of any contract at any stage of the procurement process.

3. It is for those invited to participate in dialogue to satisfy themselves of the position but tenderers should note that the provisions of the Transfer of Undertakings (Protection of Employment) Regulations 2006 may apply to this Contract.

4. The Contracting Authority will be hosting a Market and Tender Briefing Event on 14.6.2016. Details are included in the Descriptive Document.

5. In addition to the Contract, the Contracting Authority is procuring a Framework Agreement. The estimated value of the Framework Agreement (excluding VAT) is anticipated to be within the range of 10 000 000 GBP to 100 000 000 GBP.

6. All applicants are solely responsible for their costs and expenses incurred in connection with the preparation and submission of the PQQ and all future stages of the selection and award process. Under no circumstances will the Contracting Authority or any of its advisers be liable for any costs or expenses borne by the applicant or its associated relevant organisations or any of its advisers in this process whether the applicant is successful or otherwise.

VI.4)Procedures for review
VI.4.1)Review body
High Court
Royal Courts of Justice, Strand
Telephone: +44 20794760000
VI.4.2)Body responsible for mediation procedures
High Court
Royal Courts of Justice, Strand
Telephone: +44 20794760000
VI.4.3)Review procedure
Precise information on deadline(s) for review procedures:

The Contracting Authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. Applicants who are unsuccessful shall be informed by the Contracting Authority as soon as possible after the decision has been made as to the reasons why the Applicant was unsuccessful. If an appeal regarding the award of the contract has not been successfully resolved, The Public Contracts Regulations 2015 (SI 2015 No 102) provide for aggrieved parties who have been harmed or are at risk of harm by breach of the rules to take legal action. Any such action must be brought within the applicable limitation period. 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, depending on the circumstances, award damages, make a declaration of ineffectiveness, order the Contracting Authority to pay a fine, and/or order that the duration of the contract be shortened. The purpose of the standstill period referred to above is to allow the parties to apply to the Courts to set aside the award decision before the contract is entered into.

VI.4.4)Service from which information about the review procedure may be obtained
VI.5)Date of dispatch of this notice:

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