HARD FACILITIES MANAGEMENT

A Tender Notice
by THE EXTRACARE CHARITABLE TRUST

Source
Find a Tender
Type
Contract (Services)
Duration
10 year
Value
£21M
Sector
INDUSTRIAL
Published
13 Jul 2021
Delivery
To 20 Jun 2031 (est.)
Deadline
11 Aug 2021 14:00

Concepts

Location

West Midlands England: Birmingham, Warwickshire and Nottinghamshire

Geochart for 1 buyers and 0 suppliers

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.

Lot Division

1 WEST
  • Value: £13M

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.

2 East
  • Value: £7M

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.

3 SOUTH
  • Value: £713K

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.

CPV Codes

  • 79993000 - Building and facilities management services
  • 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

Indicators

  • Restrictions apply to the lot award allocation.
  • This is a one-off contract (no recurrence)
  • Renewals are not available.

Other Information

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. ** PREVIEW NOTICE, please check Find a Tender for full details. ** 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.

Reference

Domains