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
Country
United Kingdom
NUTS code
UKG33 - Coventry
Internet address(es)
Main 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
Fire Safety and Life Support Services
two.1.2) Main CPV code
- 50000000 - Repair and maintenance services
two.1.3) Type of contract
Services
two.1.4) Short description
The Contracting Authority requires Periodic Servicing and Inspection, Routine and Responsive Maintenance, Out of Hours Emergency Callouts, and Void Property/change of occupier Works to the integrated fire safety and life support systems in the 3,513 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. The contracts will be for 60 months commencing on or about the 1st April 2023 with an option for up to a further 5 years.
two.1.5) Estimated total value
Value excluding VAT: £13,300,000
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: 1
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:
The Two Lots are West, and East
Two individual contracts will be awarded.
two.2) Description
two.2.1) Title
WEST
Lot No
1
two.2.2) Additional CPV code(s)
- 31625200 - Fire-alarm systems
- 35120000 - Surveillance and security systems and devices
- 45312100 - Fire-alarm system installation work
- 50330000 - Maintenance services of telecommunications equipment
two.2.3) Place of performance
NUTS codes
- UKG - West Midlands (England)
Main site or place of performance
Birmingham, Warwickshire and Gloucestershire
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, and Void Property/change of occupier Works integrated to the fire safety and life support services to the 2,058 dwellings located in 8 retirement villages and 1 housing scheme estate and schemes located in Birmingham, Warwickshire and Gloucestershire 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 2023, 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: Part 4 Version 7.2. documentation.
TUPE may 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: £7,400,000
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)
- 31625100 - Fire-detection systems
- 35120000 - Surveillance and security systems and devices
- 45312100 - Fire-alarm system installation work
- 50330000 - Maintenance services of telecommunications equipment
two.2.3) Place of performance
NUTS codes
- UKF1 - Derbyshire and Nottinghamshire
- UKJ1 - Berkshire, Buckinghamshire and Oxfordshire
Main site or place of performance
Nottingham, 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, and Void Property/change of occupier Works integrated to the fire safety and life support services in the 1,455 dwellings located in 5 retirement villages and 2 housing schemes estates
and schemes located in Nottingham, 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 2023, 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: Part 4 Version 7.2. documentation.
TUPE may 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: £5,900,000
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
Open 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
25 August 2022
Local time
3:00pm
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)
four.2.7) Conditions for opening of tenders
Date
25 August 2022
Local time
3:30pm
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: EXTRAFM1
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 18.08.2022
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 and
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 these 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 25.08.2022 at 15.00
Please note that the Portal will not permit tender submissions to be uploaded after the closing deadline.
Tenders 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 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