Provision of gas servicing, repairs and management IT system.
Contract notice
Services
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
Places for People Group Limited as agent for and on behalf of its current and future subsidiaries and affiliates
4 The Pavilions, Port Way
For the attention of: Susan Duncan-Wood
PR2 2YB Preston
UNITED KINGDOM
Telephone: +44 1772897504
E-mail:
Internet address(es):
General address of the contracting authority: www.placesforpeople.co.uk
Further information can be obtained from: The above mentioned contact point(s)
Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)
Tenders or requests to participate must be sent to: The above mentioned contact point(s)
I.2)Type of the contracting authority
Body governed by public law
I.3)Main activity
Housing and community amenities
I.4)Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting authorities: no
Section II: Object of the contract
II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:
Provision of gas servicing, repairs and management IT system.
II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 7: Computer and related services
Service category No 7: Computer and related services
NUTS code UK
II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)
Places for People Property Maintenance Department (PMD), the Contracting Authority, desires a repairs and maintenance solution to help gain greater management, visibility and control of their gas servicing, repairs and maintenance duties.
The Places for People PMD is looking to contract with a prime contractor who can provide, implement and support an integrated system to run all of its gas servicing and possibly some of its repairs functions. This might include some asset management, void and planned work management, external contractor management, e-sourcing, resource planning and mobile workforce management. PfP currently employ circa 420 Property Maintenance Department operatives. These include about 120 gas engineers working on gas servicing and repairs, voids and planned maintenance operatives.
The selected service provider will be expected to make use of the latest technologies and software developments to add value and to support the Contracting Authority in delivering its short and potentially medium and long term vision. The successful partner will be able to not merely provide an integrated IT solution, but can also demonstrate significant capabilities and expertise in delivering and supporting all elements of a repairs and maintenance management system. The selected solution must be compatible with the existing IT technical environment and must interface with the existing applications of PfP. The system sought must be fully scalable in order to meet both the current and future needs of our dynamic business, which is likely to continue to grow and change organically and through mergers and acquisitions.
Places for People wish to explore solutions that could provide suitable integrated online and offline working and adheres to the principles of single point of entry and single source of the truth.
The Places for People PMD is looking to contract with a prime contractor who can provide, implement and support an integrated system to run all of its gas servicing and possibly some of its repairs functions. This might include some asset management, void and planned work management, external contractor management, e-sourcing, resource planning and mobile workforce management. PfP currently employ circa 420 Property Maintenance Department operatives. These include about 120 gas engineers working on gas servicing and repairs, voids and planned maintenance operatives.
The selected service provider will be expected to make use of the latest technologies and software developments to add value and to support the Contracting Authority in delivering its short and potentially medium and long term vision. The successful partner will be able to not merely provide an integrated IT solution, but can also demonstrate significant capabilities and expertise in delivering and supporting all elements of a repairs and maintenance management system. The selected solution must be compatible with the existing IT technical environment and must interface with the existing applications of PfP. The system sought must be fully scalable in order to meet both the current and future needs of our dynamic business, which is likely to continue to grow and change organically and through mergers and acquisitions.
Places for People wish to explore solutions that could provide suitable integrated online and offline working and adheres to the principles of single point of entry and single source of the truth.
II.1.6)Common procurement vocabulary (CPV)
72200000, 48440000, 48443000, 48444100, 48445000, 48480000, 48490000, 48812000, 72200000, 72260000, 72212480, 72212482, 72212490, 72221000, 72224100, 72263000, 72265000
II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)Lots
This contract is divided into lots: no
II.1.9)Information about variants
Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
The main focus of this procurement is for the Contracting Authority (Places for People PMD) to source a partner to support the Gas Servicing and Repairs Project. The current view of Places for People is that a suitable service provider is one who can provide, implement and support an integrated system to run all of its gas servicing and some of its repairs functions.
Places for People is one of the largest property management and development companies in the UK, comprising over 62 000 homes either owned or managed in a mixture of different tenures and a 2.9 billion GBP asset base. Places for People (PfP) provide servicing and repairs on gas appliances for over 34 000 of their own properties across the country. They also provide servicing for over 4 000 properties owned by Touchstone, a property management company. As a landlord, PfP are responsible for the safety of their tenants. The Gas Safety (Installation and Use) Regulations 1998 states Landlords are responsible for the maintenance and repair of gas flues, appliances and pipe work which they own and provide for tenants. This includes responsibility for ensuring an annual gas safety check is carried out at least every 12 months.
The Business desires an automated system designed to manage and maintain records of gas servicing and other planned works. Moreover, during the last 6 months other projects being undertaken within PMD have highlighted the need to acquire a system that also meets other business goals, including the management of external contractors and non-tenant customer bases. There is also a desire to have a system that provides greater financial control and visibility, along with the ability to manage materials and van stock.
Places for People believe that the transformation looked for by colleagues and management could best be achieved with a fully integrated, user friendly system that includes transactional and operational functionality and reporting for:
- gas serving
- gas repairs
- void works
- planned works
- external contractor/sub contracted work
Various Customer Groups
It is envisaged that the main systems affected and that may need to be replaced or fully integrated with, are
- Masterpiece (FM4)
- Northgate Housing
- SAP Business Objectives
- Qube
- PIMMs Asset Management
Any system must fully integrate with the Microsoft Office suite of applications.
To enable Places for People to continuously improve customer service, provision is already in place to give customers the opportunity to access services such as online repair appointment booking. These e-commerce services will be extended in the future to give real time access to services such as customer account information, online applications, repairs reporting, financial information and loans information.
Places for People will require the values and ethics of the lead partner to be in accordance with those of the PfP Group particularly in relation to customer service, sustainability, responsible supply chain management. Throughout the contract the service provider and its supply chain will be requested to participate in the achievement of social and environmental policy objectives, which may relate in particular to bridging the digital divide and social inclusion.
The initial term of this contract will be for 2 years with 2 options to extend for two further years. (1 x 2 or 2 x 2)
The estimated contract value range from 150 000 to 600 000 GDP has been calculated upon the potential users of the system, taking into account the wide diversity of systems and service providers in the market place and allows for Places for People to reserve the right to take some or all of the modules from its aspirational list.
Places for People wish to explore solutions that could provide suitable integrated on and offline working and would welcome interest from lead partners who specialise in repairs and maintenance applications which provide the user a seamless experience, adheres to the principles of single point of entry and single source of the truth and allows all information to be accessed from anywhere in the system.
Estimated value excluding VAT:
Range: between 150 000,00 and 360 000,00 GBP
Places for People is one of the largest property management and development companies in the UK, comprising over 62 000 homes either owned or managed in a mixture of different tenures and a 2.9 billion GBP asset base. Places for People (PfP) provide servicing and repairs on gas appliances for over 34 000 of their own properties across the country. They also provide servicing for over 4 000 properties owned by Touchstone, a property management company. As a landlord, PfP are responsible for the safety of their tenants. The Gas Safety (Installation and Use) Regulations 1998 states Landlords are responsible for the maintenance and repair of gas flues, appliances and pipe work which they own and provide for tenants. This includes responsibility for ensuring an annual gas safety check is carried out at least every 12 months.
The Business desires an automated system designed to manage and maintain records of gas servicing and other planned works. Moreover, during the last 6 months other projects being undertaken within PMD have highlighted the need to acquire a system that also meets other business goals, including the management of external contractors and non-tenant customer bases. There is also a desire to have a system that provides greater financial control and visibility, along with the ability to manage materials and van stock.
Places for People believe that the transformation looked for by colleagues and management could best be achieved with a fully integrated, user friendly system that includes transactional and operational functionality and reporting for:
- gas serving
- gas repairs
- void works
- planned works
- external contractor/sub contracted work
Various Customer Groups
It is envisaged that the main systems affected and that may need to be replaced or fully integrated with, are
- Masterpiece (FM4)
- Northgate Housing
- SAP Business Objectives
- Qube
- PIMMs Asset Management
Any system must fully integrate with the Microsoft Office suite of applications.
To enable Places for People to continuously improve customer service, provision is already in place to give customers the opportunity to access services such as online repair appointment booking. These e-commerce services will be extended in the future to give real time access to services such as customer account information, online applications, repairs reporting, financial information and loans information.
Places for People will require the values and ethics of the lead partner to be in accordance with those of the PfP Group particularly in relation to customer service, sustainability, responsible supply chain management. Throughout the contract the service provider and its supply chain will be requested to participate in the achievement of social and environmental policy objectives, which may relate in particular to bridging the digital divide and social inclusion.
The initial term of this contract will be for 2 years with 2 options to extend for two further years. (1 x 2 or 2 x 2)
The estimated contract value range from 150 000 to 600 000 GDP has been calculated upon the potential users of the system, taking into account the wide diversity of systems and service providers in the market place and allows for Places for People to reserve the right to take some or all of the modules from its aspirational list.
Places for People wish to explore solutions that could provide suitable integrated on and offline working and would welcome interest from lead partners who specialise in repairs and maintenance applications which provide the user a seamless experience, adheres to the principles of single point of entry and single source of the truth and allows all information to be accessed from anywhere in the system.
Estimated value excluding VAT:
Range: between 150 000,00 and 360 000,00 GBP
II.2.2)Information about options
Options: yes
Description of these options: The Contracting Authority shall be entitled at it's absolute discretion to extend the duration of the contract after the initial two (2) year term, by up to two (2) periods of two (2) years making a total possible contract period of six (6) years.
Description of these options: The Contracting Authority shall be entitled at it's absolute discretion to extend the duration of the contract after the initial two (2) year term, by up to two (2) periods of two (2) years making a total possible contract period of six (6) years.
II.2.3)Information about renewals
This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion
Duration in months: 72 (from the award of the contract)
Section III: Legal, economic, financial and technical information
III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
Any deposits or guarantees required will be set out in the contract documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Any conditions or arrangements will be set out in the contract documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Joint and several.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: a.
Under the contract the service provider and its supply chain will be required to participate in the achievement of social, economic and/or environmental policy objectives relating to recruitment and training and supply chain initiatives within the contract area. Accordingly the contract performance conditions may relate in particular to social, economic and environmental considerations to be detailed in the contract documents.
Description of particular conditions: a.
Under the contract the service provider and its supply chain will be required to participate in the achievement of social, economic and/or environmental policy objectives relating to recruitment and training and supply chain initiatives within the contract area. Accordingly the contract performance conditions may relate in particular to social, economic and environmental considerations to be detailed in the contract documents.
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: As set out in the contract documents.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: As set out in the contract documents.
Minimum level(s) of standards possibly required: As set out in the contract documents.
Minimum level(s) of standards possibly required: As set out in the contract documents.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
As set out in the contract documents.
Minimum level(s) of standards possibly required:
As set out in the contract documents.
As set out in the contract documents.
Minimum level(s) of standards possibly required:
As set out in the contract documents.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
Execution of the service is reserved to a particular profession: no
III.3.2)Staff responsible for the execution of the service
Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no
Section IV: Procedure
IV.1)Type of procedure
IV.1.1)Type of procedure
Accelerated restricted
Justification for the choice of accelerated procedure: Scheduling gas engineers visits and the recording of the servicing of gas appliances, is currently done using a variety of systems including spreadsheets. These processes have been recently reviewed and it has been identified as a key risk by both Health and Safety and Business Assurance. Additionally this is intended to be an interim solution as it will be some time before an alternative solution is available from the Enterprise project, which is not scheduled to begin roll out of the PMD applications until 2016.
Justification for the choice of accelerated procedure: Scheduling gas engineers visits and the recording of the servicing of gas appliances, is currently done using a variety of systems including spreadsheets. These processes have been recently reviewed and it has been identified as a key risk by both Health and Safety and Business Assurance. Additionally this is intended to be an interim solution as it will be some time before an alternative solution is available from the Enterprise project, which is not scheduled to begin roll out of the PMD applications until 2016.
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Envisaged minimum number 2: and maximum number 6
Objective criteria for choosing the limited number of candidates: As set out in the contract documents.
Objective criteria for choosing the limited number of candidates: As set out in the contract documents.
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 yes
IV.2)Award criteria
IV.2.1)Award criteria
The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction
An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
IV.3.2)Previous publication(s) concerning the same contract
no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Time limit for receipt of requests for documents or for accessing documents: 4.4.2013 - 12:00
Payable documents: no
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
9.4.2013 - 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
15.4.2013
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up
English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders
Persons authorised to be present at the opening of tenders: no
Section VI: Complementary information
VI.1)Information about recurrence
This is a recurrent procurement: no
VI.2)Information about European Union funds
The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information
The Contracting Authority reserves the right to cancel the procurement and not to proceed with the award of any contract at any stage of the procurement process and / or to award only part or parts of any contract. Save for any mandatory periods, the timescales indicated in this notice are approximate and the Contracting Authority reserved the right to amend the same. The Contracting Authority intends to use an eTendering system in this procurement exercise. Expressions of interest and requests for additional information and access to the pre-qualification documents should be emailed to before the date and time quoted in section IV.3. Please title your email with your company name and the words Expression of Interest. In the body of the text please provide the following contact details. Company name, contact name, telephone, email address and postal address. Applicants will then receive an invitation to login to Ariba Sourcing and will be able to view and download pre-qualification documents, additional information and submit pre-qualification questionnaire responses. Pre-qualification questionnaire responses should be fully completed and submitted online using Ariba Sourcing no later than the date and time quoted in IV.3.4, these will be used to select those firms invited to dialogue. Ariba Sourcing will be unavailable during the hours 16.00 to 18.00 UK time during weekdays to enable new expressions of interest to be set up and provided with their login access details.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
High Court of England and Wales
Royal Courts of Justice, Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000
Body responsible for mediation procedures
High Court of England and Wales
Royal Courts of Justice, Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000
VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: The Contracting Authority shall comply with the requirements of Regulations 29A and 32 of the Public Contracts Regulations 2006 (which incorporates Directive 2004/18/EC into English law) as amended to incorporate the requirements of the Remedies Directive (2007/66/EC) when notifying economic operators of the outcome of this procurement.
VI.4.3)Service from which information about the lodging of appeals may be obtained
Office of Government Commerce
1 Horse Guards Road
SW1A 2HQ London
UNITED KINGDOM
Telephone: +44 8450004999
VI.5)Date of dispatch of this notice:
27.3.2013