Office and Data Centre Maintenance Managed Service.
Contract notice
Services
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
whg
Procurement , 100 Hatherton Street, 3rd Floor
For the attention of: John Thompson
WS1 1AB Walsall
UNITED KINGDOM
E-mail:
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:
Office and Data Centre Maintenance Managed Service.
II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 1: Maintenance and repair services
Service category No 1: Maintenance and repair services
NUTS code UKG35
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)
whg requires a single management structure that oversees all the maintenance work that is required within the various offices, Data Centres and Plant Rooms, in order to keep the environment running and meeting Service Levels.
We are looking for a leading company that has an excellent technical understanding of the Data Centres and Plant Rooms from both an environmental and from IT perspectives, and can meet all the required accreditations and certifications required to provide these types of services.
A requirement to provide MSRA's that cover actual individual site activities (e.g. using ladders, brazing, etc.), it is also essential that at times, operational Method Statements are produced, which look at how the work is to be carried out to prevent any Data Centre and Plant Room downtime e.g. A/C's are being serviced.
Documented processes for handling faults that fixes the immediate problem, but also looks wider at the implications (Why did that happen? Has this happened before? How could the impact of such a fault be lessened in the future?).
An engineering force (subcontractors) that are seasoned professionals at working in Data Centre environments and understand the implications of issues and adopt action plans accordingly. The equipment in the Data Centres is unique to that room and needs specialists with a unique set of skills in each discipline.
The company must have a structured Health and Safety process that ensures that all work carried out is done so in a safe and appropriate manner (based on Method Statements and Risk Assessments) and that all relevant parties are aware of such works.
The tender documentation will detail all requirements and locations in details.
This will be a one-stop shop contract and will not be split into single components.
We are looking for a leading company that has an excellent technical understanding of the Data Centres and Plant Rooms from both an environmental and from IT perspectives, and can meet all the required accreditations and certifications required to provide these types of services.
A requirement to provide MSRA's that cover actual individual site activities (e.g. using ladders, brazing, etc.), it is also essential that at times, operational Method Statements are produced, which look at how the work is to be carried out to prevent any Data Centre and Plant Room downtime e.g. A/C's are being serviced.
Documented processes for handling faults that fixes the immediate problem, but also looks wider at the implications (Why did that happen? Has this happened before? How could the impact of such a fault be lessened in the future?).
An engineering force (subcontractors) that are seasoned professionals at working in Data Centre environments and understand the implications of issues and adopt action plans accordingly. The equipment in the Data Centres is unique to that room and needs specialists with a unique set of skills in each discipline.
The company must have a structured Health and Safety process that ensures that all work carried out is done so in a safe and appropriate manner (based on Method Statements and Risk Assessments) and that all relevant parties are aware of such works.
The tender documentation will detail all requirements and locations in details.
This will be a one-stop shop contract and will not be split into single components.
II.1.6)Common procurement vocabulary (CPV)
50700000, 50800000, 42510000, 50532300, 35111500, 31625100, 31154000, 42961100
II.1.7)Information about Government Procurement Agreement (GPA)
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 successful contractor(s) must be able to show a commitment to providing effective services that provide value for money to whg and its customers including both tenants and leaseholders. The proposed initial contract period will be for 3 years commencing on or about the April 2014 and with the option for an extension to this initial period for a period of up to a further 2 years all subject to provisions for earlier termination including a break clause and annual renewals based on meeting and maintaining Key Performance Indicators.
Whg reserves the right to withdraw from this procurement procedure at anytime without awarding a contract. Whg and / or its advisors shall not be liable for and will not pay any costs in respect of the preparation of any application and tender submission of any applicant or bidder whether they are successful or unsuccessful and all applicants and bidders are to be responsible for all of the costs and expenses they incur as a result of participating in this procurement process, irrespective of whether the procedure is completed or is abandoned without any appointment. An applicant shall be deemed to have unequivocally accepted this as a condition precedent to participation in this procurement process.
Estimated value excluding VAT: 200 000 GBP
Whg reserves the right to withdraw from this procurement procedure at anytime without awarding a contract. Whg and / or its advisors shall not be liable for and will not pay any costs in respect of the preparation of any application and tender submission of any applicant or bidder whether they are successful or unsuccessful and all applicants and bidders are to be responsible for all of the costs and expenses they incur as a result of participating in this procurement process, irrespective of whether the procedure is completed or is abandoned without any appointment. An applicant shall be deemed to have unequivocally accepted this as a condition precedent to participation in this procurement process.
Estimated value excluding VAT: 200 000 GBP
II.2.2)Information about options
Options: yes
Description of these options: The contract will be subject to regular performance reviews. The contract will be extendable at the Contracting Authority's sole discretion on an annual basis after the first 3 years for up to a further 2 years. In any event year on year continuance of the contract from the commencement will be dependent on satisfactory performance by the Contractor. The contract will also contain a break provision that may be exercised by whg subject to the giving of the period of notice stipulated in the contract. whg reserves the right to consider the option at some stage during the contract period to possibly remove certain elements from the scope of the contract and to have this work undertaken directly by whg. Whg will be striving to modernise all services offered to its customers and this may result in certain elements changing throughout the period of the contract. Future requirements of the Services may extend beyond the Borough of Walsall.
The entire process will be carried out electronically - please refer to Section VI.3 for full instructions on how to simultaneously express an interest and submit your pre qualification questionnaire.
Description of these options: The contract will be subject to regular performance reviews. The contract will be extendable at the Contracting Authority's sole discretion on an annual basis after the first 3 years for up to a further 2 years. In any event year on year continuance of the contract from the commencement will be dependent on satisfactory performance by the Contractor. The contract will also contain a break provision that may be exercised by whg subject to the giving of the period of notice stipulated in the contract. whg reserves the right to consider the option at some stage during the contract period to possibly remove certain elements from the scope of the contract and to have this work undertaken directly by whg. Whg will be striving to modernise all services offered to its customers and this may result in certain elements changing throughout the period of the contract. Future requirements of the Services may extend beyond the Borough of Walsall.
The entire process will be carried out electronically - please refer to Section VI.3 for full instructions on how to simultaneously express an interest and submit your pre qualification questionnaire.
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion
Duration in months: 60 (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:
whg reserves the right to require deposits, guarantees, bonds and/or other forms of appropriate security. Details will be set out in the ITT and contract documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
In the case of groups of economic operators bidding together, whg reserves the right to require that a lead economic operator assumes primary liability for the group and that each organisation in the group accepts joint and several liability and/or that groupings of economic operators be required to form a single legal entity with which whg may contract.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The successful contractor will be required to comply with Key Performance Indicators and clearly defined Customer service standards in the delivery of the services and against which the performance of the contractor will be judged. Compliance with Key Performance Indicators and Customer Service Standards will be instrumental in the decision whether to annually renew the contract.
Description of particular conditions: The successful contractor will be required to comply with Key Performance Indicators and clearly defined Customer service standards in the delivery of the services and against which the performance of the contractor will be judged. Compliance with Key Performance Indicators and Customer Service Standards will be instrumental in the decision whether to annually renew the contract.
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: Information and formalities necessary for evaluating if requirements are met:
As set out in the pre-qualification questionnaire (PQQ).
As set out in the pre-qualification questionnaire (PQQ).
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: Information and formalities necessary for evaluating if requirements are met:
As set out in the pre-qualification questionnaire (PQQ).
As set out in the pre-qualification questionnaire (PQQ).
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
Information and formalities necessary for evaluating if requirements are met:
As set out in the pre-qualification questionnaire (PQQ).
Information and formalities necessary for evaluating if requirements are met:
As set out in the pre-qualification questionnaire (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 minimum number 5: and maximum number 5
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
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
DNWD-9DUHGY
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate
3.1.2014 - 16:00
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: yes
Estimated timing for further notices to be published: 5 years.
Estimated timing for further notices to be published: 5 years.
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
whg reserves the right not to accept Variant bids at any stage in the process.
whg considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender.
1) It is envisaged that the provisions of the Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE 2006) will not apply for this procurement.
2) whg reserves the right to cancel the procurement at any stage of the process and not to proceed with the award of any contract.
3) These instructions are issued for the guidance of Tenderers and will not form part of the Agreement. Failure to comply with these instructions, however, may result in rejection of the Tenders.
whg is committed to the deployment of e-tendering methodology. This tender process will be managed via our electronic tendering solution referred to as The Housing Procurement Portal.
During the PQQ stage you will enter the Housing Procurement Portal (HPP) to register your organisation. whg uses the HPP for placing EU and non-EU public notices and facilitates the immediate publication of these notices on this procurement portal, giving suppliers instant access to tender opportunities.
To Enter the HPP go to the main web address:
Complete contact details as required (note sections with a red asterisk are mandatory) then press next.
Complete contact details as required, also complete keywords (note that the key words you enter will help the system to automatically suggest contracts that become available).
Complete any affiliations and your company classifications as required (note you can select more than 1) and press next.
Press on search/select categories.
Complete the search criteria and press search (note that the search criteria you enter will help the system to automatically suggest contracts that become available).
Once the search criteria are returned tick any relevant codes and press select categories.
The selected categories will then appear on the right hand side of the screen, you can now select more categories by repeating the above process or press finish at the bottom of the screen.
You will then be presented with a screen with all of the categories you have selected showing. Press next.
Due North require that in order to use their software you should tick to confirm that you have read the Privacy Notice and accept their Terms and Conditions of use. You may wish to seek advice (at your own cost) before accepting.
Please note these are not whg's Terms and Conditions which you will be required to accept during each tender process.
You will are then check the details and press submit registration.
You will are then need to press ok.
Once registered you will then receive an email stating:
Thank you for applying to become a user of the system.
Your application is now being considered, and you should be informed of a decision shortly.
Your application reference is ==> SID-UATT-8TNHBR
This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed.
If you have received this email in error please notify the system manager.
Please note that any views or opinions presented in this email are solely those of the author and do not necessarily represent those of the company.
Finally, the recipient should check this email and any attachments for the presence of viruses. The company accepts no liability for any damage caused by any virus transmitted by this email.
Your company will then be approved by the system administrator which may take up to 2 working days. Once accepted you will then receive 2 emails with your user name and password on. Once you have this please login to the system as show below.
Go back to the web link above and press on the login icon.
Enter Your
User Name: In this field you enter your unique username (Supplied by Due North via email).
Password: In this field you enter your password, which in the case of a first time log in will be the system generated, random password sent in a separate e mail from your user name. This is Case Sensitive. Then once this has been done click on the Login "Login” button to continue. This will go to the home page, however it has changed slightly from before, reflecting the fact that you are now logged in.
As it is a first time log in the next screen is the password change screen that is required for security reasons, and so the password can be changed to something more memorable. Click on "Change Password”. This will open up the next Change Password screen.
There are 3 fields that must be complete to move onto the next page.
Current Password: In this field the current portal password is required.
New Password: In this field the new password that is to be used with the account is specified. The password must be at least 8 digits long and contain both letters and numbers to be valid and to ensure account security.
Confirm New Password: In this field the new password must be retyped, and it must match the password specified in the field above to be able to continue. Once all fields have been correctly completed then click on "Next” from the options section to proceed. If all fields are correctly populated then the Change Password Confirmation screen will appear
To return to the supplier homepage from this screen then click on "OK”
Please wait at least 1 hour before attempting to log back in otherwise you will lock your account and have to complete the process again.
During the process all questions must be raised using the portal. The ability to ask questions is found in the Discussion section. This is located on the right hand side of the screen, and there are two sections within. The Question and Answer section is where questions are asked regarding the tender, and they will go to the member of staff that is working on this within the contracting organisation. To ask a question, click on the Question and Answer section title in the discussions section. This will open up the question and answer section, here any existing questions will show up along with any additional information that has been issued. To ask whg a question, click the "Ask Question” button.
Tenderers must treat all documents and all details contained therein, as private and confidential. Any attachments are intended solely for the recipient or entity to which they are addressed and are confidential in nature. If you have received this in error, please contact:
Whilst whg will use reasonable endeavours to see that all information given to Tenderers is both truthful and accurate, whg in no way warrants the same and Tenderers must satisfy themselves as to the accuracy of any information provided by whg. whg accepts no responsibility or liability whatsoever for any loss or damage of whatever kind and howsoever caused arising from or in consequence of the use by Tenderers of such information.
Any PQQ will not be considered and you will fail the pre-qualification stage.
All questions at PQQ stage are to answer. When completing your PQQ please also consider the following: A financial assessment will be made via a Credit agency report - this is a pass / fail criteria. Any organisation receiving a report highlighting a risk of business failure will then have additional financial checks carried out on them, should the additional checks highlight the same as the credit agency report your company will not progress any further and will not be invited to tender. It is not the responsibility of whg to ensure that the credit agencies have the correct information on your company.
Insurance: whg will require the following levels of insurance: Employers Liability 5 000 000 GBP; Public Liability 5 000 000 GBP and Product Liability 500 000 GBP - it is important that you confirm that you are willing to take out this level of insurance cover if successful.
References - within the PQQ please provide details for 3 comparable references.
Other areas of the PQQ will be weighted accordingly and scored out of 2 during the evaluation process.
whg considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender.
1) It is envisaged that the provisions of the Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE 2006) will not apply for this procurement.
2) whg reserves the right to cancel the procurement at any stage of the process and not to proceed with the award of any contract.
3) These instructions are issued for the guidance of Tenderers and will not form part of the Agreement. Failure to comply with these instructions, however, may result in rejection of the Tenders.
whg is committed to the deployment of e-tendering methodology. This tender process will be managed via our electronic tendering solution referred to as The Housing Procurement Portal.
During the PQQ stage you will enter the Housing Procurement Portal (HPP) to register your organisation. whg uses the HPP for placing EU and non-EU public notices and facilitates the immediate publication of these notices on this procurement portal, giving suppliers instant access to tender opportunities.
To Enter the HPP go to the main web address:
https://www.housingprocurement.com/procontract/housing/supplier.nsf/frm_home?openForm
Press on register free, on the next screen press the next button located at the bottom.Complete contact details as required (note sections with a red asterisk are mandatory) then press next.
Complete contact details as required, also complete keywords (note that the key words you enter will help the system to automatically suggest contracts that become available).
Complete any affiliations and your company classifications as required (note you can select more than 1) and press next.
Press on search/select categories.
Complete the search criteria and press search (note that the search criteria you enter will help the system to automatically suggest contracts that become available).
Once the search criteria are returned tick any relevant codes and press select categories.
The selected categories will then appear on the right hand side of the screen, you can now select more categories by repeating the above process or press finish at the bottom of the screen.
You will then be presented with a screen with all of the categories you have selected showing. Press next.
Due North require that in order to use their software you should tick to confirm that you have read the Privacy Notice and accept their Terms and Conditions of use. You may wish to seek advice (at your own cost) before accepting.
Please note these are not whg's Terms and Conditions which you will be required to accept during each tender process.
You will are then check the details and press submit registration.
You will are then need to press ok.
Once registered you will then receive an email stating:
Thank you for applying to become a user of the system.
Your application is now being considered, and you should be informed of a decision shortly.
Your application reference is ==> SID-UATT-8TNHBR
This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed.
If you have received this email in error please notify the system manager.
Please note that any views or opinions presented in this email are solely those of the author and do not necessarily represent those of the company.
Finally, the recipient should check this email and any attachments for the presence of viruses. The company accepts no liability for any damage caused by any virus transmitted by this email.
Your company will then be approved by the system administrator which may take up to 2 working days. Once accepted you will then receive 2 emails with your user name and password on. Once you have this please login to the system as show below.
Go back to the web link above and press on the login icon.
Enter Your
User Name: In this field you enter your unique username (Supplied by Due North via email).
Password: In this field you enter your password, which in the case of a first time log in will be the system generated, random password sent in a separate e mail from your user name. This is Case Sensitive. Then once this has been done click on the Login "Login” button to continue. This will go to the home page, however it has changed slightly from before, reflecting the fact that you are now logged in.
As it is a first time log in the next screen is the password change screen that is required for security reasons, and so the password can be changed to something more memorable. Click on "Change Password”. This will open up the next Change Password screen.
There are 3 fields that must be complete to move onto the next page.
Current Password: In this field the current portal password is required.
New Password: In this field the new password that is to be used with the account is specified. The password must be at least 8 digits long and contain both letters and numbers to be valid and to ensure account security.
Confirm New Password: In this field the new password must be retyped, and it must match the password specified in the field above to be able to continue. Once all fields have been correctly completed then click on "Next” from the options section to proceed. If all fields are correctly populated then the Change Password Confirmation screen will appear
To return to the supplier homepage from this screen then click on "OK”
Please wait at least 1 hour before attempting to log back in otherwise you will lock your account and have to complete the process again.
During the process all questions must be raised using the portal. The ability to ask questions is found in the Discussion section. This is located on the right hand side of the screen, and there are two sections within. The Question and Answer section is where questions are asked regarding the tender, and they will go to the member of staff that is working on this within the contracting organisation. To ask a question, click on the Question and Answer section title in the discussions section. This will open up the question and answer section, here any existing questions will show up along with any additional information that has been issued. To ask whg a question, click the "Ask Question” button.
Tenderers must utilise the Due North system for communication with whg. Contacting whg's Authorised Officer(s) directly through a work email address is not permitted, unless there is a technical issue with the Due North system. In this event please contact
It is the responsibility of the Tenderer to ensure that company information (e.g. email address of any representative / contact) is kept current to avoid any delay in processing changes.Tenderers must treat all documents and all details contained therein, as private and confidential. Any attachments are intended solely for the recipient or entity to which they are addressed and are confidential in nature. If you have received this in error, please contact:
and then delete any copies you may have.
whg does not bind itself to accept the lowest or any tender and will not be responsible for, or pay any expenses incurred by the Tenderer in the preparation of this tender.Whilst whg will use reasonable endeavours to see that all information given to Tenderers is both truthful and accurate, whg in no way warrants the same and Tenderers must satisfy themselves as to the accuracy of any information provided by whg. whg accepts no responsibility or liability whatsoever for any loss or damage of whatever kind and howsoever caused arising from or in consequence of the use by Tenderers of such information.
Any PQQ will not be considered and you will fail the pre-qualification stage.
All questions at PQQ stage are to answer. When completing your PQQ please also consider the following: A financial assessment will be made via a Credit agency report - this is a pass / fail criteria. Any organisation receiving a report highlighting a risk of business failure will then have additional financial checks carried out on them, should the additional checks highlight the same as the credit agency report your company will not progress any further and will not be invited to tender. It is not the responsibility of whg to ensure that the credit agencies have the correct information on your company.
Insurance: whg will require the following levels of insurance: Employers Liability 5 000 000 GBP; Public Liability 5 000 000 GBP and Product Liability 500 000 GBP - it is important that you confirm that you are willing to take out this level of insurance cover if successful.
References - within the PQQ please provide details for 3 comparable references.
Other areas of the PQQ will be weighted accordingly and scored out of 2 during the evaluation process.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
Walsall Housing Group
Royal Courts of Justice, Strand WS2A 2LL London, United Kingdom, Telephone: +44 2079476000
UNITED KINGDOM
VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: whg will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers.
The Public Contracts Regulations 2006 (SI 2006 No 5) (as amended) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Generally, any such action must be brought within 30 days from the date the aggrieved party knew or ought to have known about the breach. 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 only award damages or, where the contract award procedures have not been followed correctly, declare the contract to be "ineffective”.
The Public Contracts Regulations 2006 (SI 2006 No 5) (as amended) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Generally, any such action must be brought within 30 days from the date the aggrieved party knew or ought to have known about the breach. 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 only award damages or, where the contract award procedures have not been followed correctly, declare the contract to be "ineffective”.
VI.4.3)Service from which information about the lodging of appeals may be obtained
Walsall Housing Group
UNITED KINGDOM
VI.5)Date of dispatch of this notice:
29.11.2013