Fire Risk Assessments
Contract notice
Services
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
Hyde Housing Association Ltd
30 Park Street
Contact point(s): Rand Associates Consultancy Services Ltd
For the attention of: Steve Downing
SE1 9EQ London
UNITED KINGDOM
Telephone: +44 1737249475
E-mail:
Internet address(es):
General address of the contracting authority: www.hyde-housing.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: Rand Associates Consultancy Services Ltd
Bell House, 107 Bell Street
For the attention of: Steve Downing
RH2 7JB Reigate
UNITED KINGDOM
Telephone: +44 1737249475
E-mail:
Fax: +44 1737242012
Internet address: http://etenders.rand-associates.co.uk/
Tenders or requests to participate must be sent to: Rand Associates Consultancy Services Ltd
Bell House, 107 Bell Street
For the attention of: Steve Downing
RH2 7JB Reigate
UNITED KINGDOM
Telephone: +44 1737249475
E-mail:
Fax: +44 1737242012
Internet address: http://etenders.rand-associates.co.uk/
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:
Fire Risk Assessments
II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 12: Architectural services; engineering services and integrated engineering services; urban planning and landscape engineering services; related scientific and technical consulting services; technical testing and analysis services
Main site or location of works, place of delivery or of performance: All geographic regions within the Hyde Housing Group area of operation from time to time including but not limited to London and the surrounding eastern, south eastern and southern areas of the UK. Further details of the geographic regions will be set out in the Pre-Qualification Questionnaire (PQQ) applicable to this Notice.
Service category No 12: Architectural services; engineering services and integrated engineering services; urban planning and landscape engineering services; related scientific and technical consulting services; technical testing and analysis services
Main site or location of works, place of delivery or of performance: All geographic regions within the Hyde Housing Group area of operation from time to time including but not limited to London and the surrounding eastern, south eastern and southern areas of the UK. Further details of the geographic regions will be set out in the Pre-Qualification Questionnaire (PQQ) applicable to this Notice.
NUTS code UK
II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement
Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 3
Range: between 700 000 and 800 000 GBP
maximum number of participants to the framework agreement envisaged: 3
Duration of the framework agreement
Duration in years: 4Estimated total value of purchases for the entire duration of the framework agreement
Estimated value excluding VAT:Range: between 700 000 and 800 000 GBP
II.1.5)Short description of the contract or purchase(s)
Hyde wish to procure a Framework Agreement (Framework) pursuant to which it is envisaged that contracts
will be let within the Framework for the provision of a fire risk assessment service.
The proposed Framework will be in place for a maximum period of 4 years, however contracts called-off under
the Framework may, where appropriate, continue beyond the 4 year term of the Framework.
Economic operators should note that, under the Framework, Hyde shall not be under any obligation to call-off
contracts.
Economic operators are advised that the terms of the Transfer of Undertakings (Protection of Employment)
Regulations 2006 (TUPE) may apply to the existing workforce employed by the incumbent contractors in relation
to the works to be performed by the successful economic operators under any contracts called-off under the
Framework. Further available information on TUPE, will be provided at the tender stage of the procurement
process.
The successful economic operators appointed to the Framework will be required to provide a customer focused
service and show commitment to providing value for money to Hyde and its residents/leaseholders and must be
responsive to achieve collaborative working practices, innovation and continuous improvement.
The Framework and any contracts called-off under the Framework will contain provisions covering regular
monthly, quarterly and annual performance meetings reviews; early termination and also meeting, maintaining
and improving on Key Performance Indicators and the development of year on year efficiency savings.
Economic operators should note that the estimated total value of purchases for the entire duration of the
Framework given under section II.1.4 has been calculated by reference to the total estimated value of the
call-off contracts to be awarded under the Framework. It is envisaged that a contract of up to four years will
be awarded at the outset of the Framework and a second contract of up to 4 years towards the expiry of the
Framework. Accordingly the estimated total value of purchases has been calculated by reference to a potential
eight year service period.
will be let within the Framework for the provision of a fire risk assessment service.
The proposed Framework will be in place for a maximum period of 4 years, however contracts called-off under
the Framework may, where appropriate, continue beyond the 4 year term of the Framework.
Economic operators should note that, under the Framework, Hyde shall not be under any obligation to call-off
contracts.
Economic operators are advised that the terms of the Transfer of Undertakings (Protection of Employment)
Regulations 2006 (TUPE) may apply to the existing workforce employed by the incumbent contractors in relation
to the works to be performed by the successful economic operators under any contracts called-off under the
Framework. Further available information on TUPE, will be provided at the tender stage of the procurement
process.
The successful economic operators appointed to the Framework will be required to provide a customer focused
service and show commitment to providing value for money to Hyde and its residents/leaseholders and must be
responsive to achieve collaborative working practices, innovation and continuous improvement.
The Framework and any contracts called-off under the Framework will contain provisions covering regular
monthly, quarterly and annual performance meetings reviews; early termination and also meeting, maintaining
and improving on Key Performance Indicators and the development of year on year efficiency savings.
Economic operators should note that the estimated total value of purchases for the entire duration of the
Framework given under section II.1.4 has been calculated by reference to the total estimated value of the
call-off contracts to be awarded under the Framework. It is envisaged that a contract of up to four years will
be awarded at the outset of the Framework and a second contract of up to 4 years towards the expiry of the
Framework. Accordingly the estimated total value of purchases has been calculated by reference to a potential
eight year service period.
II.1.6)Common procurement vocabulary (CPV)
71600000, 71300000, 71530000, 71630000, 71631000, 71631300
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 total value of the works to be performed under contracts that may be called-off under the Framework
Agreement during its term is estimated to be in the range of approximately 700 000 GBP to 800 000 GBP excluding VAT.
Economic operators should note that this estimated value is based on Hyde's current anticipated requirements
and the number of properties currently included within its portfolio of properties. This value may increase in the
event that the Group acquires additional properties during the term of the Framework and requires the works
and services covered by the Framework to be performed at such properties. Additional properties may include
without limitation residential properties (whether obtained through a merger or acquisition or as part of a joint
venture arrangement), commercial properties, or corporate facilities owned or leased by Hyde Group.
Estimated value excluding VAT:
Range: between 700 000 and 800 000 GBP
Agreement during its term is estimated to be in the range of approximately 700 000 GBP to 800 000 GBP excluding VAT.
Economic operators should note that this estimated value is based on Hyde's current anticipated requirements
and the number of properties currently included within its portfolio of properties. This value may increase in the
event that the Group acquires additional properties during the term of the Framework and requires the works
and services covered by the Framework to be performed at such properties. Additional properties may include
without limitation residential properties (whether obtained through a merger or acquisition or as part of a joint
venture arrangement), commercial properties, or corporate facilities owned or leased by Hyde Group.
Estimated value excluding VAT:
Range: between 700 000 and 800 000 GBP
II.2.2)Information about options
Options: no
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: 48 (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:
Parent company guarantees, performance bonds, warranties and/or deposits may be required by Hyde and details will be included in the Invitation To Tender documentation (ITT).
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
As set out in the ITT.
III.1.3)Legal form to be taken by the group of economic operators 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 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 Hyde for the due performance of any contracts called off under the Framework.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: no
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: In accordance with Articles 45 to 50 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contracts Regulations 2006 and as set out in the PQQ.
All economic operators responding to this Notice will be sent a PQQ to be completed requiring general organisation, financial and technical capacity data.
The PQQ must be completed and returned with all supporting information by the deadline indicated in section IV.3.4 of this Notice.
The evaluation of the completed PQQ submission together with supporting information will determine the economic operators selected to tender.
All economic operators responding to this Notice will be sent a PQQ to be completed requiring general organisation, financial and technical capacity data.
The PQQ must be completed and returned with all supporting information by the deadline indicated in section IV.3.4 of this Notice.
The evaluation of the completed PQQ submission together with supporting information will determine the economic operators selected to tender.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: The information and formalities set out in Article 47 of Directive 2004/18/EC and Regulation 24 of the Public Contracts Regulations 2006. These are set out in the PQQ.
Minimum level(s) of standards possibly required: As set out in the PQQ.
Minimum level(s) of standards possibly required: As set out in the PQQ.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
The information and formalities set out in Article 48 of Directive 2004/18/EC and Regulation 25 of the Public Contracts Regulations 2006. These are set out in the PQQ.
Minimum level(s) of standards possibly required:
As set out in the PQQ.
The information and formalities set out in Article 48 of Directive 2004/18/EC and Regulation 25 of the Public Contracts Regulations 2006. These are set out in the PQQ.
Minimum level(s) of standards possibly required:
As set out in the PQQ.
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: yes
Section IV: Procedure
IV.1)Type of procedure
IV.1.1)Type of procedure
Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Envisaged number of operators: 7
Objective criteria for choosing the limited number of candidates: As set out in the PQQ. Subject to receiving completed PQQ submissions from sufficient eligible economic operators, it is intended that the tender list will comprise the seven top scoring economic operators from evaluation of PQQ submissions.
Objective criteria for choosing the limited number of candidates: As set out in the PQQ. Subject to receiving completed PQQ submissions from sufficient eligible economic operators, it is intended that the tender list will comprise the seven top scoring economic operators from evaluation of PQQ submissions.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
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:
Fire Risk Assessments Framework Agreement
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: 24.7.2013 - 10:00
Payable documents: no
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
26.7.2013 - 14:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
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
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
Economic operators shall note that the Framework will cover all business units and properties within the Hyde
Housing Group including any future additions.
Economic operators are advised that TUPE provisions may apply in respect of this procurement.
Economic operators who wish to express an interest in and apply for the Framework must complete and submit
the PQQ for this procurement and provide all supplementary information set out in the PQQ.
Once activated and logged in Economic Operators will need the following code to register for the PQQ:
Hydefra .
to clarification, and downloading and submission of tender documentation. Should Economic Operators have
any queries, or experience difficulties with the registration or download/upload system, they should contact the
procurement is unclear. All queries and any clarification must be communicated using the secure email
to any queries received after that stipulated date and time.
It is the Economic Operator's responsibility to regularly monitor communications raised and issued through this
portal. Responses to requests for clarification will be communicated by Rand Associates Consultancy Services
submissions up until the deadline but once passed responses cannot be accessed or modified.
PQQ submission documents will be visible to Hyde and Rand Associates Consultancy Services Ltd only after
the closing date and time.
When uploading PQQ responses Economic Operators must be aware of the speed 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 closing date and time. Please DO NOT wait
until near the closing time on the return date.
The Deadline for uploading completed PQQ submissions is Friday 26th July 2013 at 14:00.
Hyde reserves the right to withdraw from this procurement procedure at anytime without awarding a Framework.
Economic operators shall be responsible for the costs and expenses they incur as a result of participating in
this procurement process. Hyde and or its advisors shall not be liable for and will not pay any costs in respect
of the preparation of any PQQ or tender submission of any economic operator whether they are successful
or unsuccessful. This shall equally apply in the event that the procurement process is postponed, cancelled
or abandoned by Hyde at any stage and for whatever reason. Economic operators shall be deemed to have
unequivocally accepted this as a condition precedent to participation in this procurement process.
Housing Group including any future additions.
Economic operators are advised that TUPE provisions may apply in respect of this procurement.
Economic operators who wish to express an interest in and apply for the Framework must complete and submit
the PQQ for this procurement and provide all supplementary information set out in the PQQ.
All expressions of interest and requests for the PQQ must be made via eTenders@Rand using the address
http://[email protected] as indicated in Annex A above.
When registering for eTenders@Rand Economic Operators will receive an email with a link to create and
activate their own accounts.Once activated and logged in Economic Operators will need the following code to register for the PQQ:
Hydefra .
eTenders@Rand (http://etenders.rand-associates.co.uk) is Rand Associates Consultancy Services Ltd's portal
for downloading and uploading of pre-qualification questionnaires, communicating requests for and responsesto clarification, and downloading and submission of tender documentation. Should Economic Operators have
any queries, or experience difficulties with the registration or download/upload system, they should contact the
eTenders@Rand helpdesk by calling +44 (0)1737 225077 (ask for Paul Dugdale or Jonathan Case) or email
.
All communications and submissions must be made through the eTenders@Rand portal. Economic Operators
may seek clarification where they consider any part of the documentation or any other aspect of thisprocurement is unclear. All queries and any clarification must be communicated using the secure email
messaging function on the eTenders@Rand portal, but to be received no later than 12:00 (BST) on 24.07.2013.
This will provide an audit trail of all clarification requests and responses issued. It will not be possible to respondto any queries received after that stipulated date and time.
It is the Economic Operator's responsibility to regularly monitor communications raised and issued through this
portal. Responses to requests for clarification will be communicated by Rand Associates Consultancy Services
Ltd to all Economic Operators through the eTenders@Rand secure email messaging system. The identity of the
Economic Operator seeking clarification will not be disclosed to other Economic Operators.In order to submit a PQQ response via the eTenders@Rand portal Economic Operators are required to
click "Upload documentation" and follow the onscreen instructions. Files may be added to or removed fromsubmissions up until the deadline but once passed responses cannot be accessed or modified.
PQQ submission documents will be visible to Hyde and Rand Associates Consultancy Services Ltd only after
the closing date and time.
When uploading PQQ responses Economic Operators must be aware of the speed 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 closing date and time. Please DO NOT wait
until near the closing time on the return date.
The Deadline for uploading completed PQQ submissions is Friday 26th July 2013 at 14:00.
Hyde reserves the right to withdraw from this procurement procedure at anytime without awarding a Framework.
Economic operators shall be responsible for the costs and expenses they incur as a result of participating in
this procurement process. Hyde and or its advisors shall not be liable for and will not pay any costs in respect
of the preparation of any PQQ or tender submission of any economic operator whether they are successful
or unsuccessful. This shall equally apply in the event that the procurement process is postponed, cancelled
or abandoned by Hyde at any stage and for whatever reason. Economic operators shall be deemed to have
unequivocally accepted this as a condition precedent to participation in this procurement process.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
Royal Courts of Justice
Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000
Body responsible for mediation procedures
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: In accordance with Regulation 32, 32A and Part 9 of the Public Contracts Regulations 2006 (as amended).
VI.4.3)Service from which information about the lodging of appeals may be obtained
ERG Service Desk, Cabinet Office
Roseberry Court St Andrews Business Park Norfolk
NR7 0HS Norwich
UNITED KINGDOM
E-mail:
Telephone: +44 8450004999
VI.5)Date of dispatch of this notice:
17.6.2013