Section one: Contracting authority
one.1) Name and addresses
Sanctuary Housing Association
Sanctuary House, Chamber Court, Castle Street
Worcester
WR1 3ZQ
Contact
Kate Walsh Gibbons
group.procurement@sanctuary.co.uk
Telephone
+44 1905334000
Country
United Kingdom
NUTS code
UK - United Kingdom
National registration number
19059R
Internet address(es)
Main address
http://www.sanctuary-group.co.uk
Buyer's address
http://www.sanctuary-group.co.uk
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
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
Water Hygiene Monitoring and Sampling of Water Systems
Reference number
DN569093
two.1.2) Main CPV code
- 71600000 - Technical testing, analysis and consultancy services
two.1.3) Type of contract
Services
two.1.4) Short description
For the provision of:
Water Treatment / Hygiene Control - The contract will predominantly cover work in Sanctuary Offices, Care Homes, Schemes and tenants' homes.
two.1.5) Estimated total value
Value excluding VAT: £3,555,000
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:
Supplier can bid for all lots, but will only be awarded 1 lot.
two.2) Description
two.2.1) Title
Lot 1 – The supply of Water Treatment / Hygiene Control Services: North West, North and East Regions
Lot No
1
two.2.2) Additional CPV code(s)
- 71600000 - Technical testing, analysis and consultancy services
two.2.3) Place of performance
NUTS codes
- UKC - North East (England)
- UKD - North West (England)
- UKH - East of England
two.2.4) Description of the procurement
For the provision of:
Water Treatment / Hygiene Control
The contract will predominantly cover work in Sanctuary Offices, Care Homes, Schemes and tenants homes.
The supplier will be expected to:
• Provide Water Treatment / Hygiene Control works in line with the required frequency for the specific site
• Periodic service and cold water shut off testing requirements for Thermostatic Mixer Valves (inclusive of checking and setting of the water temperature of TMV’s).
• Complete all works in accordance with HSG 274 Parts 2 and 3.
• Work to a performance related contract in line with a Service Level Agreement (SLA)
• Provide quarterly reports summarising performance against the service level agreements / Key Performance Indicators (KPI’s)
• Provide regular management information
• Provide a single point of contact to handle enquiries (account manager)
• Attend review meetings
• Provide a prompt and efficient service
• Provide advice, support, assistance and guidance including technical advice to Sanctuary employees
• Provide or facilitate relevant training
• Provide a single point of contact for accounts and invoice queries
• Comply with Sanctuary purchase order and invoicing requirements
• Completion reports / paperwork to be provided to Sanctuary’s National Compliance Team within an agreed timeframe
• Provide operatives who are suitably qualified and competent
• Ensure that any equipment that is dangerous is brought to Sanctuary’s attention as a matter of urgency.
• Provide a continuous improvement pipeline.
• Comply with all applicable legislation, standards and regulations
• Maintain and improve the asset list including address, type of equipment etc.
• Provide an effective scheduling system to ensure that visits are planned in with sites (including tenants) and carried out on time (Create in conjunction with Sanctuary and then work to an agreed schedule, providing details of the schedule)
• Have the ability to provide appropriate repairs / remedial works
• Hold and carry adequate spare parts
• Provide emergency call outs (24hrs)
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: £1,050,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
The contract will run for 3 years with the option to extend by two (2), one (1) year periods solely at the Groups discretion.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
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) Description
two.2.1) Title
Lot 2 – The supply of Water Treatment / Hygiene Control Services: London & South East, Midlands and South West Regions
Lot No
2
two.2.2) Additional CPV code(s)
- 71600000 - Technical testing, analysis and consultancy services
two.2.3) Place of performance
NUTS codes
- UKG - West Midlands (England)
- UKI - London
- UKJ - South East (England)
- UKK - South West (England)
two.2.4) Description of the procurement
For the provision of:
Water Treatment / Hygiene Control
The contract will predominantly cover work in Sanctuary Offices, Care Homes, Schemes and tenants homes.
The supplier will be expected to:
• Provide Water Treatment / Hygiene Control works in line with the required frequency for the specific site
• Periodic service and cold water shut off testing requirements for Thermostatic Mixer Valves (inclusive of checking and setting of the water temperature of TMV’s).
• Complete all works in accordance with HSG 274 Parts 2 and 3.
• Work to a performance related contract in line with a Service Level Agreement (SLA)
• Provide quarterly reports summarising performance against the service level agreements / Key Performance Indicators (KPI’s)
• Provide regular management information
• Provide a single point of contact to handle enquiries (account manager)
• Attend review meetings
• Provide a prompt and efficient service
• Provide advice, support, assistance and guidance including technical advice to Sanctuary employees
• Provide or facilitate relevant training
• Provide a single point of contact for accounts and invoice queries
• Comply with Sanctuary purchase order and invoicing requirements
• Completion reports / paperwork to be provided to Sanctuary’s National Compliance Team within an agreed timeframe
• Provide operatives who are suitably qualified and competent
• Ensure that any equipment that is dangerous is brought to Sanctuary’s attention as a matter of urgency.
• Provide a continuous improvement pipeline.
• Comply with all applicable legislation, standards and regulations
• Maintain and improve the asset list including address, type of equipment etc.
• Provide an effective scheduling system to ensure that visits are planned in with sites (including tenants) and carried out on time (Create in conjunction with Sanctuary and then work to an agreed schedule, providing details of the schedule)
• Have the ability to provide appropriate repairs / remedial works
• Hold and carry adequate spare parts
• Provide emergency call outs (24hrs)
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: £1,845,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
The contract will run for 3 years with the option to extend by two (2), one (1) year periods solely at the Groups discretion.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
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) Description
two.2.1) Title
Lot No
3
two.2.2) Additional CPV code(s)
- 71600000 - Technical testing, analysis and consultancy services
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
For the provision of:
Water Treatment / Hygiene Control
The contract will predominantly cover work in Sanctuary Offices, Care Homes, Schemes and tenants homes.
The supplier will be expected to:
• Provide Water Treatment / Hygiene Control works in line with the required frequency for the specific site
• Periodic service and cold water shut off testing requirements for Thermostatic Mixer Valves (inclusive of checking and setting of the water temperature of TMV’s).
• Complete all works in accordance with HSG 274 Parts 2 and 3.
• Work to a performance related contract in line with a Service Level Agreement (SLA)
• Provide quarterly reports summarising performance against the service level agreements / Key Performance Indicators (KPI’s)
• Provide regular management information
• Provide a single point of contact to handle enquiries (account manager)
• Attend review meetings
• Provide a prompt and efficient service
• Provide advice, support, assistance and guidance including technical advice to Sanctuary employees
• Provide or facilitate relevant training
• Provide a single point of contact for accounts and invoice queries
• Comply with Sanctuary purchase order and invoicing requirements
• Completion reports / paperwork to be provided to Sanctuary’s National Compliance Team within an agreed timeframe
• Provide operatives who are suitably qualified and competent
• Ensure that any equipment that is dangerous is brought to Sanctuary’s attention as a matter of urgency.
• Provide a continuous improvement pipeline.
• Comply with all applicable legislation, standards and regulations
• Maintain and improve the asset list including address, type of equipment etc.
• Provide an effective scheduling system to ensure that visits are planned in with sites (including tenants) and carried out on time (Create in conjunction with Sanctuary and then work to an agreed schedule, providing details of the schedule)
• Have the ability to provide appropriate repairs / remedial works
• Hold and carry adequate spare parts
• Provide emergency call outs (24hrs)
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: £660,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
The contract will run for 3 years with the option to extend by two (2), one (1) year periods solely at the Groups discretion.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section three. Legal, economic, financial and technical information
three.2) Conditions related to the contract
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
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 October 2021
Local time
12:00pm
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: 36 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
25 October 2021
Local time
2:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: Estimated timing for further notices to be published: The contract will run for 3 years with the option to extend by two (2), one (1) year periods solely at the Groups discretion.
six.4) Procedures for review
six.4.1) Review body
Sanctuary Housing Association
Sanctuary House, Chamber Court, Castle Street
Worcester
WR! 3ZQ
group.procurement@sanctuary.co.uk
Telephone
+44 1905334000
Country
United Kingdom