Section one: Contracting authority
one.1) Name and addresses
Irvine Housing Association Limited
44-46 Bank Street
Irvine
KA12 0LP
Telephone
+44 3451126600
Country
United Kingdom
NUTS code
UKM - Scotland
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA12062
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://riversource.wax-live.com/S2C/
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://riversource.wax-live.com/S2C/
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Housing and community amenities
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Irvine Housing Gas Servicing & Maintenance
Reference number
1073
two.1.2) Main CPV code
- 50000000 - Repair and maintenance services
two.1.3) Type of contract
Services
two.1.4) Short description
Irvine Housing Association is seeking expressions of interest from suitably qualified and
experienced service providers for the delivery of gas servicing and maintenance, system
replacements and installations (domestic and communal) to c. 2257 properties under two
TPCs 2005 (as amended). Each of the two contracts will run for an initial period of 10 years
with the option to extend it by up to five years to a total Contract Term of 15 years. The
contracts will have provision to include additional workstreams over the Contract Term,
including (but not limited to) CO Alarm programme and LD2 Systems. Bidders may bid for
and be awarded one or both Lots.
two.1.5) Estimated total value
Value excluding VAT: £8,700,000
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
two.2) Description
two.2.1) Title
Ayrshire
Lot No
1
two.2.2) Additional CPV code(s)
- 31625200 - Fire-alarm systems
- 38431200 - Smoke-detection apparatus
- 45312100 - Fire-alarm system installation work
- 45331100 - Central-heating installation work
- 45331110 - Boiler installation work
- 45333000 - Gas-fitting installation work
- 45333100 - Gas regulation equipment installation work
- 50700000 - Repair and maintenance services of building installations
- 50720000 - Repair and maintenance services of central heating
- 50721000 - Commissioning of heating installations
- 45232141 - Heating works
two.2.3) Place of performance
NUTS codes
- UKM93 - East Ayrshire and North Ayrshire mainland
Main site or place of performance
UKM93 - East Ayrshire and North Ayrshire mainland
two.2.4) Description of the procurement
Irvine Housing Association is seeking expressions of interest from suitably qualified and
experienced service providers for the delivery of gas servicing and maintenance, heating
system replacements and installations (domestic and communal) to 1870 properties under a
TPC 2005 (as amended). The contract will run for an initial period of 10 years with the option
to extend it by up to five years to a total Contract Term of 15 years. The contract will have
provision to include additional workstreams over the Contract Term, including (but not
limited to) CO Alarm programme and LD2 Systems. The appointed contractor will be
required to have a robust ICT solution for the delivery of the service and management and
transfer of data, and to deliver high levels of customer satisfaction, robust management of
complaints and provide mechanisms for customer engagement and customer insight
analysis that result in service improvements and delivery of community benefits. Irvine Housing Association is following a Restricted two-stage procurement procedure under
the Procurement Scotland Regulations. For further information please refer in particular to:
Regulations 58 and 59 of The Public Contracts (Scotland) Regulations 2015, and Regulation 78 of the Utilities Contracts (Scotland) Regulations 2016. Under the first stage of the
process, suppliers are required to complete a Single Procurement Document questionnaire
and associated appendices. Full details of all requirements, the evaluation criteria and how
to participate are included in the procurement and Tender documents.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £7,200,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
180
This contract is subject to renewal
No
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 6
Objective criteria for choosing the limited number of candidates:
As detailed in the procurement documents. It is anticipated that 6 Candidates will be Invited
to Tender although the Contracting Authority reserves the right to increase the number of
Candidates invited by 1 or 2 if the scores are closely placed at the cut-off point at SPD
evaluation stage. Following evaluation of ITT submissions, the contract will be awarded to
the highest ranked candidate.
With reference to 4A.1: bidders will be required to confirm that they hold either
SafeContractor or SSIP accreditation or, in the event that they currently hold neither of
these that the bidder will be willing to sign up to SafeContractor via the "Deem to Satisfy"
scheme if successfully appointed.
With reference to 4A.2: bidders will be required to confirm that they are Gas Safe
Registered. With reference to SPD question 4C.1.2; bidders will be required to provide examples of
works carried out in the past five years that demonstrate that they have the relevant
experience to deliver the work as described in part II.2.4 of the Contract Notice.
Additionally, bidders will be required to provide responses to qualitative questions
demonstrating their relevant technical and professional experience as detailed in the "SPD
Quality Schedule". Responses must be provided in Arial font size 12 and be limited to the
page limits detailed in the SPD Quality Schedule.
Responses will be evaluated using the following scoring criteria:
0 - No answer provided
1 - Very weak answer providing little or no evidence of the Suppliers technical and
professional experience of delivering the Services
2 - Weak answer with limited evidence of the Suppliers technical and professional experience
of delivering the Services
3 - Satisfactory answer evidence of the Suppliers technical and professional experience of
delivering the Services to a reasonable standard
4 - Good answer providing good evidence of the Suppliers technical and professional
experience of delivering the Services to a good standard
5 - Excellent answer providing clear and convincing evidence of the Suppliers technical and
professional experience of delivering the Services to an excellent standard.
These scores will be calculated into weighted marks using the following calculation in order
to provide a total mark out of 100% as detailed in the SPD Quality Schedule. Calculation:
Weighted Score = (Actual Raw Score) / (Max Available Raw Score) x Weighted Marks
Available.
The SPD Quality Schedule also includes one question that will be scored on a pass/fail basis
as follows: Pass = a response of "yes"; Fail = a response of "no".
4C.6 Bidders will be required to confirm that they have the following relevant educational
and professional qualifications: the Tenderer is a member of: Gas Safe
The Bidder's response to question 4C.6 will be scored as follows:
Pass = Tenderer is a member of SELECT (Scotland's Electrical Trade Association) and/or the
NICEIC (National Inspection Council for Electrical Installation Contracting).
Fail = Tenderer is not a member of Scotland's Electrical Trade Association (SELECT) and/or
the National Inspection Council for Electrical Installation Contracting (NICEIC)
4C.10 Bidders will be required to confirm whether they intend to subcontract and, if so, for
what proportion of the contract.
Response to 4C.10 will not be evaluated. If the bidder has decided to subcontract a part of
the contract and relies on the subcontractors capacities to perform that part then a separate
SPD for such subcontractors must be completed for sections 1 to 3 inclusive.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
The Contract will run for an initial period of 10 years, with the option to extend it by up to a
further five years to a total possible Contract Term of 15 years. The Contract will include
clear break clauses for non-performance (linked to the Key Performance Indicators) and a nofault
termination clause allowing either party to terminate the contract with a 12-month
notice period (subject to certain conditions as detailed in the Contract).
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
Economic operators may be excluded from this competition if they are in any of the
situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015.
two.2) Description
two.2.1) Title
Dumfries and Galloway
Lot No
2
two.2.2) Additional CPV code(s)
- 31625200 - Fire-alarm systems
- 38431200 - Smoke-detection apparatus
- 45312100 - Fire-alarm system installation work
- 45331100 - Central-heating installation work
- 45331110 - Boiler installation work
- 45333000 - Gas-fitting installation work
- 45333100 - Gas regulation equipment installation work
- 50700000 - Repair and maintenance services of building installations
- 50720000 - Repair and maintenance services of central heating
- 50721000 - Commissioning of heating installations
- 45232141 - Heating works
two.2.3) Place of performance
NUTS codes
- UKM92 - Dumfries & Galloway
Main site or place of performance
UKM92 - Dumfries & Galloway
two.2.4) Description of the procurement
Irvine Housing Association is seeking expressions of interest from suitably qualified and
experienced service providers for the delivery of gas servicing and maintenance, heating
system replacements and installations (domestic and communal) to c. 387 properties under
a TPC 2005 (as amended). The contract will run for an initial period of 10 years with the
option to extend it by up to five years to a total Contract Term of 15 years. The contract will
have provision to include additional workstreams over the Contract Term, including (but not
limited to) CO Alarm programme and LD2 Systems. The appointed contractor will be
required to have a robust ICT solution for the delivery of the service and management and
transfer of data, and to deliver high levels of customer satisfaction, robust management of
complaints and provide mechanisms for customer engagement and customer insight
analysis that result in service improvements and delivery of community benefits.
Irvine Housing Association is following a Restricted two-stage procurement procedure under
the Procurement Scotland Regulations. For further information please refer in particular to:
Regulations 58 and 59 of The Public Contracts (Scotland) Regulations 2015, and Regulation
78 of the Utilities Contracts (Scotland) Regulations 2016. Under the first stage of the process, suppliers are required to complete a Single Procurement Document questionnaire
and associated appendices. Full details of all requirements, the evaluation criteria and how
to participate are included in the procurement and Tender documents.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £1,500,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
180
This contract is subject to renewal
No
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 6
Objective criteria for choosing the limited number of candidates:
It is anticipated that 6 Candidates will be Invited to Tender although the Contracting
Authority reserves the right to increase the number of Candidates invited by 1 or 2 if the
scores are closely placed at the cut-off point at SPD evaluation stage. Following evaluation
of ITT submissions, the contract will be awarded to the highest ranked candidate.
With reference to 4A.1: bidders will be required to confirm that the hold either
SafeContractor or SSIP accreditation or, in the event that they currently hold neither of
these that the bidder will be willing to sign up to SafeContractor via the "Deem to Satisfy"
scheme if successfully appointed.
With reference to 4A.2: bidders will be required to confirm that they are Gas Safe
Registered. With reference to SPD question 4C.1.2; bidders will be required to provide examples of
works carried out in the past five years that demonstrate that they have the relevant
experience to deliver the services as described in part II.2.4 of the Contract Notice.
Additionally, bidders will be required to provide responses to qualitative questions
demonstrating their relevant technical and professional experience as detailed in the "SPD
Quality Schedule". Responses must be provided in Arial font size 12 and be limited to the
page limits detailed in the SPD Quality Schedule.
Responses will be evaluated using the following scoring criteria:
0 - No answer provided
1 - Very weak answer providing little or no evidence of the Suppliers technical and
professional experience of delivering the Services
2 - Weak answer with limited evidence of the Suppliers technical and professional experience
of delivering the Services
3 - Satisfactory answer evidence of the Suppliers technical and professional experience of
delivering the Services to a reasonable standard
4 - Good answer providing good evidence of the Suppliers technical and professional
experience of delivering the Services to a good standard
5 - Excellent answer providing clear and convincing evidence of the Suppliers technical and
professional experience of delivering the Services to an excellent standard.
These scores will be calculated into weighted marks using the following calculation in order
to provide a total mark out of 100% as detailed in the SPD Quality Schedule. Calculation:
Weighted Score = (Actual Raw Score) / (Max Available Raw Score) x Weighted Marks
Available.
The SPD Quality Schedule also includes one question that will be scored on a pass/fail basis
as follows: Pass = a response of "yes"; Fail = a response of "no".
4C.6 Bidders will be required to confirm that they have the following relevant educational
and professional qualifications: the Tenderer is a member of: Gas Safe
The Bidder's response to question 4C.6 will be scored as follows:
Pass = Tenderer is a member of SELECT (Scotland's Electrical Trade Association) and/or the
NICEIC (National Inspection Council for Electrical Installation Contracting).
Fail = Tenderer is not a member of Scotland's Electrical Trade Association (SELECT) and/or
the National Inspection Council for Electrical Installation Contracting (NICEIC)
4C.10 Bidders will be required to confirm whether they intend to subcontract and, if so, for
what proportion of the contract.
Response to 4C.10 will not be evaluated. If the bidder has decided to subcontract a part of
the contract and relies on the subcontractors capacities to perform that part then a separate
SPD for such subcontractors must be completed for sections 1 to 3 inclusive.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
The Contract will run for an initial period of 10 years, with the option to extend it by up to a
further five years to a total possible Contract Term of 15 years. The Contract will include
clear break clauses for non-performance (linked to the Key Performance Indicators) and a nofault
termination clause allowing either party to terminate the contract with a 12-month
notice period (subject to certain conditions as detailed in the Contract).
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
Economic operators may be excluded from this competition if they are in any of the
situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015.
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
If required by the member state, bidders are required to be enrolled in the relevant
professional or trade registers within the country in which they are established. Other
requirements are detailed in the procurement and Tender documents
three.1.2) Economic and financial standing
List and brief description of selection criteria
4B.1.2: 4B.1.2: Participants bidding for Lot 1 will be required to have an average yearly
turnover of a minimum of 1,000,000.00 GBP for the last 3 years. Participants bidding for Lot
2 will be required to have an average yearly turnover of a minimum of 200,000.00 GBP.
Participants bidding for both Lots will be required to have a minimum average yearly turnover
of 1,200,000.00 GBP. Bidders are required to provide their accounts from the past three
most recent years. Where bidders will rely upon a Parent Company to demonstrate they
meet the turnover or other financial criteria as detailed in this section, bidders are also
required to provide parent company accounts from the past three most recent years.
4B.3: Where turnover information is not available for the time period requested, the bidder
will be required to state the date which they were set up or started trading.
4B.5.1a and 4B.51.b: it is a requirement of this contract that bidders hold, or can commit to
obtain prior to the commencement of any subsequently awarded contract, the types and
levels of insurance indicated below:
Employers (Compulsory) Liability Insurance = 5000000 GBP
Public Liability Insurance = 10000000GBP
Professional Risk Indemnity Insurance = 500000GBP
Product Liability Insurance = 10000000 GBP
http://www.hse.gov.uk/pubns/hse40.pdf
4B.6: Irvine Housing Association will undertake Dun and Bradstreet credit check on all
bidders at SPD stage. It will also conduct a Dun and Bradstreet credit check on the preferred
bidder prior to formal Contract award. At 4B.6 bidders are required to enter their Dun and
Bradstreet number. As detailed above, bidders are also required to provide their three most
recent years of accounts and, if relying on a parent company to demonstrate compliance
with the financial criteria, their parent companys three most recent years of accounts.
Minimum level(s) of standards possibly required
4B.1.2: Participants bidding for Lot 1 will be required to have an average yearly turnover of a
minimum of 1,000,000.00 GBP for the last 3 years. Participants bidding for Lot 2 will be
required to have an average yearly turnover of a minimum of 200,000.00 GBP. Participants
bidding for both Lots will be required to have a minimum average yearly turnover of
1,200,000.00 GBP. 4B.5.1a and 4B.51.b: Bidders will be required to have in place or commit
to obtaining the required insurance levels as detailed in section III.1.2.
4B.6: Bidders financial standing will be assessed using the following criteria:
1) Current ratio (current assets / current liabilities) to pass, bidders must have a current ratio
of 1 or more
2) Net profit % (net profit / turnover) to pass, bidders must have a current net profit of
greater than 0
3) Return on Investment (net profit / net worth) to pass, bidders must have a current ROI of
greater than 0
three.1.3) Technical and professional ability
List and brief description of selection criteria
With reference to SPD question 4C.1; Bidders will be required to provide three examples of
works carried out in the past five years that demonstrate that they have the relevant
experience to deliver the work as described in part II.2.4 of this Contract Notice. Bidders
should provide 3 examples in the table provided. In addition, bidders are required to provide
responses to questions set out in the document "SPD Quality Schedule", which will be
evaluated in accordance with the criteria detailed in part II.2.9 of this Contract Notice.
Bidders must respond to SPD Questions 4D.1 and 4D.2. Details of the requirements can be
found with the procurement documents freely available on the PCS portal for this
procurement. The document is entitled "SPD Requirements 4D.1 and 4D.2".
Minimum level(s) of standards possibly required
As detailed in the procurement documents.
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
As detailed in the procurement documents.
three.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Restricted procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
19 July 2021
Local time
12:00pm
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
25 August 2021
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
The Contracting Authority reserves the right to cancel the procurement and not to proceed
with the long term Contracts at any stage of the procurement process. The Contracting
Authority also reserves the right not to award either or both of the contracts. Neither the
Contracting Authority nor any person on behalf of whom this procurement is undertaken is to
be liable for any costs incurred by those expressing and interest or tendering for this
contract. Tenderers should note that the provisions of the Transfer of Undertakings
(protection of Employment) Regulations 2006 may apply.
The award criteria questions and weightings are provided in the ITT documentation.
NOTE: To register your interest in this notice and obtain any additional information please
visit the Public Contracts Scotland Web Site at
https://www.publiccontractsscotland.gov.uk/
The buyer has indicated that it will accept electronic responses to this notice via the Postbox
facility. A user guide is available at
https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.
Suppliers are advised to allow adequate time for uploading documents and to dispatch the
electronic response well in advance of the closing time to avoid any last minute problems.
A sub-contract clause has been included in this contract. For more information see:
http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363
Community benefits are included in this requirement. For more information see:
http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361
A summary of the expected community benefits has been provided as follows: as set out in
the procurement documents.
NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=657922.
A sub-contract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363
Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361
A summary of the expected community benefits has been provided as follows:
Community benefits are included in this requirement. For more information see:
http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361
(SC Ref:657922)
six.4) Procedures for review
six.4.1) Review body
Sheriff Court or the Court of Session
Sheriff Clerk's Office, PO Box 23, 1 Carlton Place
Glasgow
G5 9DA
Telephone
+44 1414298888
Country
United Kingdom
Internet address
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
Precise information on deadline(s) for review procedures:
The Contracting Authority will observe a 10-day stand still period following the award of the
Contracts and conduct itself in respect of any appeals in accordance with the Public
Contracts Regulations 2015 (as amended). If an appeal regarding the award of the contract
has not been successfully resolved the Public Contracts (Scotland) Regulations provide for
aggrieved
parties who have been harmed or are at risk of harm by a breach of the rule to take action in the Sheriff Court or Court of Session
six.4.4) Service from which information about the review procedure may be obtained
Sheriff Court or the Court of Session
Sheriff Clerk's Office, PO Box 23, 1 Carlton Place
Glasgow
G5 9DA
Telephone
+44 1414298888
Country
United Kingdom