Section one: Contracting authority
one.1) Name and addresses
Cassiltoun Housing Association Ltd.
Castlemilk Stables, 59 Machrie Road
Glasgow
G45 0AZ
cassiltoun@edwardsmacdowall.co.uk
Telephone
+44 1416342673
Country
United Kingdom
NUTS code
UKM82 - Glasgow City
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA11383
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://www.publiccontractsscotland.gov.uk
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://www.publiccontractsscotland.gov.uk
one.4) Type of the contracting authority
Other type
Housing Association
one.5) Main activity
Housing and community amenities
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Contract Management Services
two.1.2) Main CPV code
- 79994000 - Contract administration services
two.1.3) Type of contract
Services
two.1.4) Short description
1.1 Cassiltoun Housing Association wishes to appoint a suitably qualified, experienced and competent Contract Management Consultant with a high level of knowledge and understanding of the social housing sector in Scotland and specifically the maintenance and procurement functions for RSLs and CDM matters as they relate to maintenance projects. The commission will involve contract management/administration including advising on CDM matters, staff and Board of Management training, policy writing and conducting procurement exercises/ administering call offs from Frameworks.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKM82 - Glasgow City
Main site or place of performance
Castlemilk, Glasgow
two.2.4) Description of the procurement
The successful bidder will be required to;
1. Set up and deliver through effective contract management a programme of planned, cyclical and reactive maintenance projects [for contracts relating to the maintenance of Cassiltoun HA’s housing stock and offices]
2. Deliver services within the context of the legislative and Regulatory Framework governing RSLs in Scotland
3. Effectively manage the contracts from inception to completion, delivering contract management to required timeframes, cost and quality required by Cassiltoun HA, including the Association's existing framework contracts
4. Develop and review contractual documentation for all maintenance contracts including frameworks and single contractor term contracts
5. Administer contracts including tender evaluation, valuations and certification, project monitoring, site meetings, technical inspections and report, review of contract extensions
6. Assist with cost data and cost control, design and specification
7. Negotiate and act on behalf of the Association in any dispute with appointed contractors
8. Inspect works as required to fulfil the contract administration function
9. Agreeing final accounts
10. Provide CDM services for all maintenance contracts including review of risk assessments and hazards and training for staff and Board of Management
11. Assist Asset Manager in the development of project risk registers
12. Advise the Association on ARC [Annual Return on the Charter] indicators as they relate to the maintenance function and assist in collection and interpretation of ARC data
13. Assist the Asset Manager in the management of all maintenance contracts including attending and minuting progress meetings for all maintenance contracts
14. Manage the Association’s Maintenance Framework [due to be in place by 01/04/2023], including advising the Association on call offs and mini competitions
15. In conjunction with the Association’s Development Consultant undertake PCS/ FTS procurements for maintenance and other ad hoc contracts within the Association including price/quality assessments
16. Present updates and advice to the Senior Leadership Team and Board of Management as and when required
17. Advise Senior Leadership Team on changes in housing policy and practice relating to the maintenance function and procurement policy within the social housing sector
18. Show commitment to sustainability and equal opportunities
19. Work on own initiative but know when to seek approval from senior staff/ governing body
20. Provide training for staff and Board of Management as required, in relation to maintenance, procurement functions including matters relating to CDM Regulations
21. Develop/ draft in-house policies relating to the maintenance function
22. Review 30 year/ life cycle costs and data held by CHA
23. Carry out ad-hoc stock condition surveys [SHQWS/ EESH] (This may be required to complement the already running contract with a third party for asset management/ full-scale stock condition surveys and LCCs.)
24. Advise on defects and carry out building diagnostics
25. Provide ad hoc maintenance inspection/ defect diagnostics/ technical advice to the Association
26. Assist Asset Manager with review and updating of asset register and provide consequential cashflow and budgeting
27. Assist the CEO in maintenance matters in the event of a Regulation Plan being issued by SHR
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 April 2023
End date
31 March 2026
This contract is subject to renewal
Yes
Description of renewals
Solely at the discretion of Cassiltoun HA, the commission may be extended by up to two years.
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 5
Objective criteria for choosing the limited number of candidates:
Please refer to the attached briefing document for full details of the Stage 1 Assessment criteria and scoring mechanism. In summary:
1. SPD (Scotland) must be fully completed in the format requested and returned on time. Failure to complete any of the sections included within the specific SPD (Scotland) may lead to exclusion from the competition
2. Bidders must pass the minimum standards section of the SPD (Scotland) ; any ‘fail’ may lead to exclusion from the competition
3. All firms who achieve ‘pass’ on all the ‘pass/fail’ sections and also achieve the quality threshold, which has been set at 85 points at section 4C.1.2, will proceed to stage 2.
4. Section 4C.1.2 will be scored on the basis of the following:
a) Experience of providing contract management services for maintenance functions within the social housing sector in Scotland (55%)
b) Experience on advising clients on social housing maintenance policy and developing/drafting in-house policies. (15%)
c) Experience of assisting in collection and interpretation of ARC data and advising RSL(s) on ARC indicators as they relate to the maintenance function. Experience in assisting social housing providers with regulatory returns to SHR (10%)
d) Experience of delivering training to staff and Board of Management within the social housing sector (10%)
e) Experience of presenting to and working with governing bodies within the social housing sector (5%)
f) Experience of having coordinated full procurement of housing maintenance contract processes via PCS/OJEU/FTS (5%)
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.2.14) Additional information
Please refer to additional documents attached to the contract notice
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
Membership of a relevant professional body relating to building or surveying or housing
Member of APS and experience in and qualified to provide advice on CDM matters
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.2.3) 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: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
21 October 2022
Local time
12:00pm
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
1 November 2022
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
Tender must be valid until: 31 March 2023
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: 2026
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
Please refer to document attached to contract notice
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=702254.
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.
Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/
A summary of the expected community benefits has been provided as follows:
The Association will agree appropriate community benefit contributions with the successful provider, commensurate with the nature and size of the commission
(SC Ref:702254)
six.4) Procedures for review
six.4.1) Review body
Glasgow Sherrif Court
1 Carlton Place
Glasgow
G5 9DA
Country
United Kingdom