Section one: Contracting authority
one.1) Name and addresses
Melin Homes Limited
Ty'r Efail, Lower Mill Field
Pontypool
NP4 0XJ
Contact
Procurement team
procurement.team@melinhomes.co.uk
Telephone
+44 1495745910
Country
United Kingdom
NUTS code
UKL2 - East Wales
Internet address(es)
Main address
Buyer's address
https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA24809
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.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA24809
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA24809
one.4) Type of the contracting authority
Other type
housing association
one.5) Main activity
Other activity
Commercial cleaning
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Commercial Cleaning Services
two.1.2) Main CPV code
- 90910000 - Cleaning services
two.1.3) Type of contract
Services
two.1.4) Short description
Melin Homes is procuring a contract to conduct cleaning services to internal and external communal areas (staircases, corridors, walkways, lobbies, lifts, communal rooms) of blocks of flats, sheltered accommodation.
two.1.5) Estimated total value
Value excluding VAT: £400,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 90910000 - Cleaning services
two.2.3) Place of performance
NUTS codes
- UKL2 - East Wales
- UKL - Wales
Main site or place of performance
Lot 1 – Torfaen
Lot 2 – Monmouthshire & South Powys
Lot 3 – Blaenau Gwent
Lot 4 – Newport
two.2.4) Description of the procurement
The procurement is split into three sections:
Section A – Qualification: This section contains economic, financial, and technical information that Applicants must demonstrate they are able to meet or satisfy to register a "Pass". IMPORTANT: Applicants who register a "Fail" in respect of any question in Section A will not be considered further and will be excluded from further participation in the procurement process.
Section B – Qualitative: This section contains several questions which will be scored in accordance with the Award Criteria / Scoring Matrix.
Section C – Costing Exercise: Applicants are required to complete this information, ensuring that their response relates directly to all Lot(s)
This ITT:
asks Applicants to submit their Tenders in accordance with the instructions set out in the remainder of this ITT.
sets out the overall timetable and process for the procurement to Applicants.
provides Applicants with sufficient information to enable them to submit a compliant Tender.
sets out the Award Criteria and Scoring Matrix that will be used to evaluate the tenders; and
explains the administrative arrangements for the receipt of Tenders.
Melin Homes intends to carry out an interview and selection process to the top 3 highest bidders, based upon the tenders returned and the information therein. Please make sure you are available Thursday 27st October 2022 to attend an appointment located at our Melin offices, Pontypool, South Wales.
Shortlisted tenderers will then be invited to an interview to a panel made up of members of staff and residents followed by question-and-answer session. The format and duration of the session will be notified to those successfully shortlisted.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 30
Price - Weighting: 70
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 April 2023
End date
31 March 2025
This contract is subject to renewal
Yes
Description of renewals
The Contract will run from 1 April 2023 until 31 March 2025 (the "Initial Term"). The Initial Term for the Contract may be extended by up to two (2) years subject to satisfactory performance by the Service Provider(s). Any extension of the Contract will be reviewed annually.
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.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
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: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
14 October 2022
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
14 October 2022
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.3) Additional information
Applicants must bid for all LOTS within this procurement
Site visits
There are no sites visits involved arranged within this procurement, However if any bidders would like to visits a site please contact the procurement team to arrange
Procurement.team@melinhomes.co.uk
Selection process - Interview
Melin Homes intends to carry out an interview and selection process to the top 3 highest bidders, based upon the tenders returned and the information therein. Please make sure you are available Thursday 27th October 2022 to attend an appointment located at our Melin offices, Pontypool, South Wales.
Shortlisted tenderers will then be invited to an interview to a panel made up of members of staff and residents followed by question-and-answer session. The format and duration of the session will be notified to those successfully shortlisted.
Living Wage Accreditation
In line with Melin Homes own values and commitment, the successful Tenderer must achieve Living Wage Foundation accreditation within six months of the commencement of the contract. More information can be found at https://www.livingwage.org.uk.
Transfer of Undertakings (Protection of Employment)
At the time of inviting this tender, Melin Homes anticipates that TUPE will apply to this contract in respect of Melin Homes' and the current Service Providers’ employees who are assigned to undertaking the Services. Melin Homes gives no undertaking regarding any information provided. Details of the staff involved are detailed in Appendix C.
To fully understand the obligation of TUPE, Melin Homes’ recommends that Applicants seek legal advice. Bidders are required to undertake their own due diligence.
Community Benefits
It is Melin Homes' responsibility to deliver and report on Welsh procurement, supply-chain opportunities, resource and waste, targeted recruitment, and training (TR&T) and community donations, to enable us to monitor our economic and environmental impact in Wales. Therefore, Tenderers must provide information on how they will support
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=124630.
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.sell2wales.gov.wales/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.
Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:
Community Benefits
It is Melin Homes' responsibility to deliver and report on Welsh procurement, supply-chain opportunities, resource and waste, targeted recruitment, and training (TR&T) and community donations, to enable us to monitor our economic and environmental impact in Wales. Therefore, Tenderers must provide information on how they will support this
(WA Ref:124630)
six.4) Procedures for review
six.4.1) Review body
High court
Royal Courts of Justice, The Strand
London
WC2A 2LL
Telephone
+44 2079477501
Country
United Kingdom