Section one: Contracting authority
one.1) Name and addresses
THE EXTRACARE CHARITABLE TRUST
7 Harry Weston Road, Binley Business Park, Binley
Coventry
CV3 2SN
Contact
Jeremy Lake
etenders@rand-associates.co.uk
Telephone
+44 1737249475
Fax
+44 1737242012
Country
United Kingdom
NUTS code
UKG - West Midlands (England)
Internet address(es)
Main address
Buyer's address
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
www.etenders.rand-associates.co.uk
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
www.etenders.rand-associates.co.uk
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
HARD FACILITIES MANAGEMENT
two.1.2) Main CPV code
- 79993000 - Building and facilities management services
two.1.3) Type of contract
Services
two.1.4) Short description
The Contracting Authority requires hard facility management services (Periodic Servicing and Inspection, Routine and Responsive Maintenance, Out of Hours Emergency Callouts, Void Property/change of occupier Works, Gas Servicing and Maintenance and Planned Maintenance) to the 3,514 dwellings located in its 13 retirement villages and 3 housing schemes and head office predominately in the West and East Midlands with a growing portfolio. The Contracting Authority's mission is to create strong sustainable communities and they are committed to making a positive difference. The quality of these services provided is therefore of paramount importance. The Contracting Authority is therefore seeking to appoint Contractors who can deliver these services to the highest possible standards and can demonstrate a proven track record for these services. Economic Operators will be required to complete a selection questionnaire. This will be used to select those Economic Operators who will be invited to submit a tender. The contracts will be for 60 months commencing on or about the 1st April 2022 with an option for up to a further 5 years.
two.1.5) Estimated total value
Value excluding VAT: £21,047,000
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
Maximum number of lots that may be awarded to one tenderer: 2
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:
The Three Lots are West, East and South
Contracts may be awarded combining West and South, or East and South, or three individual Contracts may be awarded.
two.2) Description
two.2.1) Title
WEST
Lot No
1
two.2.2) Additional CPV code(s)
- 45420000 - Joinery and carpentry installation work
- 45430000 - Floor and wall covering work
- 45440000 - Painting and glazing work
- 50510000 - Repair and maintenance services of pumps, valves, taps and metal containers
- 50531100 - Repair and maintenance services of boilers
- 50531200 - Gas appliance maintenance services
- 50532000 - Repair and maintenance services of electrical machinery, apparatus and associated equipment
- 50710000 - Repair and maintenance services of electrical and mechanical building installations
- 50720000 - Repair and maintenance services of central heating
- 50730000 - Repair and maintenance services of cooler groups
- 50750000 - Lift-maintenance services
- 50800000 - Miscellaneous repair and maintenance services
two.2.3) Place of performance
NUTS codes
- UKG - West Midlands (England)
Main site or place of performance
Birmingham, Warwickshire and Nottinghamshire
two.2.4) Description of the procurement
The Contracting Authority is seeking to appoint a Contractor to provide Periodic Servicing and Inspections, Routine and Responsive Maintenance, Out of Hours Emergency Callouts, Void Property/change of occupier Works, Gas Servicing and Maintenance and Planned Maintenance to the 2,124 dwellings located in 8 retirement villages and I housing scheme estates
and schemes located in Birmingham, Warwickshire and Nottinghamshire together with any comparable services required to its head office based near Coventry. Details of the
retirement villages and housing schemes including available plans are provided in the procurement documentation. The Contracting Authority reserves the right to add additional villages and housing schemes and estates requiring similar services throughout the duration of the Contract subject to the terms of Regulation 72 of the Public Contract Regulations 2015 (as amended). Retirement villages and housing schemes may be added or deleted both prior to award of contract and during the contract period in accordance with the Trust's development and acquisitions/disposal programme.
The Contractor must be able to show a commitment to providing effective services that provide value for money. The proposed initial contract period will be 60 months commencing on or about the 1st April 2022, all subject to provisions for earlier termination including break provisions and annual renewals based on meeting and maintaining Key Performance Indicators and with the Contracting Authority having the option to extend for up to a further 60 months.
The Contractor will be required to provide a customer focused service and show commitment to providing effective services that provide value of money to the Contracting Authority and their residents and must be responsive to achieving collaborative working practices, innovation and continuous improvement.
The Contract will be based on the JCT MTC Form of Contract 2016 with amendments and incorporating
aspects of the M3 FM Schedule of Rates: Parts 1, 2, 3 , 4 and 7 Version 7.2. documentation.
TUPE will apply to this Contract.
The Contracting Authority cannot guarantee the extent or value of any works that may be awarded to the Contractor.
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: £12,945,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
120
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2) Description
two.2.1) Title
East
Lot No
2
two.2.2) Additional CPV code(s)
- 45420000 - Joinery and carpentry installation work
- 45430000 - Floor and wall covering work
- 45440000 - Painting and glazing work
- 50510000 - Repair and maintenance services of pumps, valves, taps and metal containers
- 50531100 - Repair and maintenance services of boilers
- 50531200 - Gas appliance maintenance services
- 50532000 - Repair and maintenance services of electrical machinery, apparatus and associated equipment
- 50710000 - Repair and maintenance services of electrical and mechanical building installations
- 50720000 - Repair and maintenance services of central heating
- 50730000 - Repair and maintenance services of cooler groups
- 50750000 - Lift-maintenance services
two.2.3) Place of performance
NUTS codes
- UKJ1 - Berkshire, Buckinghamshire and Oxfordshire
Main site or place of performance
High Wycombe, Milton Keynes, Wellingborough, Kettering and Bedford
two.2.4) Description of the procurement
The Contracting Authority is seeking to appoint a Contractor to provide Periodic Servicing and Inspections, Routine and Responsive Maintenance, Out of Hours Emergency Callouts, Void Property/change of occupier Works, Gas Servicing and Maintenance and Planned Maintenance to the 1,129 dwellings located in 4 retirement villages and 2 housing schemes estates
and schemes located in High Wycombe, Milton Keynes, Kettering, Wellingborough and Bedford. Details of the retirement villages and housing schemes including available plans are provided in the procurement documentation. The Contracting Authority reserves the right to add additional villages and housing schemes and estates requiring similar services throughout the duration of the Contract subject to the terms of Regulation 72 of the Public Contract Regulations 2015 (as amended). Retirement villages and housing schemes may be added or deleted both prior to award of contract and during the contract period in accordance with the Trust's development and acquisitions/disposal programme.
The Contractor must be able to show a commitment to providing effective services that provide value for money. The proposed initial contract period will be 60 months commencing on or about the 1st April 2022, all subject to provisions for earlier termination including break provisions and annual renewals based on meeting and maintaining Key Performance Indicators and with the Contracting Authority having the option to extend for up to a further 60 months.
The Contractor will be required to provide a customer focused service and show commitment to providing effective services that provide value of money to the Contracting Authority and their residents and must be responsive to achieving collaborative working practices, innovation and continuous improvement.
The Contract will be based on the JCT MTC Form of Contract 2016 with amendments and incorporating
aspects of the M3 FM Schedule of Rates: Parts 1, 2, 3 , 4 and 7 Version 7.2. documentation.
TUPE will apply to this Contract.
The Contracting Authority cannot guarantee the extent or value of any works that may be awarded to the Contractor.
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: £7,389,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
120
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2) Description
two.2.1) Title
SOUTH
Lot No
3
two.2.2) Additional CPV code(s)
- 45420000 - Joinery and carpentry installation work
- 45430000 - Floor and wall covering work
- 45440000 - Painting and glazing work
- 50510000 - Repair and maintenance services of pumps, valves, taps and metal containers
- 50531100 - Repair and maintenance services of boilers
- 50531200 - Gas appliance maintenance services
- 50532000 - Repair and maintenance services of electrical machinery, apparatus and associated equipment
- 50710000 - Repair and maintenance services of electrical and mechanical building installations
- 50720000 - Repair and maintenance services of central heating
- 50730000 - Repair and maintenance services of cooler groups
- 50750000 - Lift-maintenance services
two.2.3) Place of performance
NUTS codes
- UKK1 - Gloucestershire, Wiltshire and Bristol/Bath area
Main site or place of performance
Stoke Gifford
two.2.4) Description of the procurement
The Contracting Authority is seeking to appoint a Contractor to provide Periodic Servicing and Inspections, Routine and Responsive Maintenance, Out of Hours Emergency Callouts, Void Property/change of occupier Works, Gas Servicing and Maintenance and Planned Maintenance to the 261 dwellings located in its retirement village at Stoke Gifford, near Bristol. Details of its retirement village including available plans are provided in the procurement documentation. The Contracting Authority reserves the right to add additional villages and housing schemes and estates requiring similar services throughout the duration of the Contract subject to the terms of Regulation 72 of the Public Contract Regulations 2015 (as amended). Retirement villages and housing schemes may be added or deleted both prior to award of contract and during the contract period in accordance with the Trust's development and acquisitions/disposal programme.
The Contractor must be able to show a commitment to providing effective services that provide value for money. The proposed initial contract period will be 60 months commencing on or about the 1st April 2022, all subject to provisions for earlier termination including break provisions and annual renewals based on meeting and maintaining Key Performance Indicators and with the Contracting Authority having the option to extend for up to a further 60 months.
The Contractor will be required to provide a customer focused service and show commitment to providing effective services that provide value of money to the Contracting Authority and their residents and must be responsive to achieving collaborative working practices, innovation and continuous improvement.
The Contract will be based on the JCT MTC Form of Contract 2016 with amendments and incorporating
aspects of the M3 FM Schedule of Rates: Parts 1, 2, 3 , 4 and 7 Version 7.2. documentation.
TUPE will apply to this Contract.
The Contracting Authority cannot guarantee the extent or value of any works that may be awarded to the Contractor.
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: £713,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
120
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
Bidders are advised that the Contracting Authority has adopted the principles of Social Value and Sustainability and require the Economic Operators to abide by these principles in
the provision of employment and training opportunities to new entrant trainees and others,
Key performance indicators will be incorporated into the Contracts.
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
Originally published as:
Date
11 August 2021
Local time
3:00pm
Changed to:
Date
18 August 2021
See the change notice.
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
All documentation can be downloaded from https://etenders.rand-associates.co.uk.
eTenders@Rand is Rand Associates Consultancy Services Ltd's eProcurement portal (the 'Portal') for downloading/submission of the selection questionnaires and the draft procurement documentation and communicating requests for and responses to
clarifications.
All requests for procurement documentation, communications and submission of tenders must be made via the Portal, which can be accessed at https://etenders.randassociates.co.uk.
After creating an account on eTenders@Rand, users will receive an email with a link to activate their account.
Once activated and logged in, users will need the following code to register for the procurement documentation: EXTRAHFM1
Economic operators may seek clarification where they consider any part of the selection questionnaire or any other aspect of this procurement is unclear.
All queries and any clarifications must be communicated using the secure email messaging function within the Portal, but to be received no later than 17:00 on 04.08.2021
This will provide an audit trail of all clarification requests and responses issued.
It will not be possible to respond to any queries received after that stipulated date and time.It is the Economic Operators responsibility to regularly monitor communications raised nd
issued through the Portal.
Response to requests for clarification will be communicated by Rand Associates Consultancy Services Ltd to all Economic Operators through the portal secure email messaging system.
When uploading Tender Documentation, Economic Operators must be aware of any speed limitations of their internet connection, system configuration and general web traffic etc., as
thee may impact on the time taken to complete the transaction. Uploading of submissions must be completed by the deadline closing date and time.
DO NOT wait until too near the closing time on the return date. The closing deadline for uploading completed selection questionnaires is the 11.08.2021 at 15.00
Please note that the Portal will not permit selection questionnaire submissions to be uploaded after the closing deadline.
Selection Questionnaires and supporting documentation must be visible to the Contracting Authority and their advisers Rand Associates Consultancy Services Ltd only after the closing
deadline. Should Economic Operators have any queries , or experience difficulties with the registration or download/upload system , they should contact the eTenders@Randhelpdesk
by calling +44 (0) 173225077 (ask for Chris Atkin or Jonathan
Case) or email eTenders@rand-associates.co.uk.
The Contracting Authority reserves the right not to award any contracts pursuant to this procurement exercise and/or to abandon this procurement exercise at any time and/or to
award a contract for only part of the Works at is sole discretion.
The Contracting Authority shall have no liability whatsoever to any applicant or tenderer as a result of its exercise of that discretion.
For the avoidance of doubt, all costs incurred by any applicant and/or tenderer before signature of any contract shall be incurred entirely at that applicant's /tenderer's risk.
The subject matter of the Contract has been scoped to take into account the priorities of the Contracting Authority relating to economic, social and environmental well being.
These are described in the draft Procurement Documentation.
The Contracting Authority reserves the right to procure similar or identical works outside of the Contract.
A Contract will not be binding until it has been signed and dated by authorised representatives of both parties.
six.4) Procedures for review
six.4.1) Review body
High Court of England and Wales
Royal Courts of Justice, The Strand
London
WC2A 2LL
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
The Contracting Authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the Contracts is communicated to all Economic Operators.
The standstill period provides time for unsuccessful Economic Operators to challenge the award decision before the Contract is entered into. The Public Contract Regulations 2015
(as amended) provide for aggrieved parties who have been harmed or who are at risk of harm by a breach of the Regulations to take action in the High Court of England and Wales.
six.4.4) Service from which information about the review procedure may be obtained
Cabinet Office
70 Whitehall
London
SW1A 4AS
Country
United Kingdom