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RCH require the services of a contractor to undertake Stock and Environmental Surveys of our property and land assets. The aim of the procurement is for the successful bidder to collect data on our existing Assets which will support RCH to meet its ...

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
River Clyde Homes
Roxburgh House, 102-112 Roxburgh Street
Greenock
PA15 4JT
United Kingdom
Telephone: +44 1475788887
E-mail:
NUTS code: UKM35

Internet address(es):

Main address: http://riverclydehomes.org.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA12102

I.2)Joint procurement
I.3)Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at: http://www.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: http://www.publiccontractsscotland.gov.uk
I.4)Type of the contracting authority
Body governed by public law
I.5)Main activity
Housing and community amenities

Section II: Object

II.1)Scope of the procurement
II.1.1)Title:

Stock and Environmental Survey, Asset Management Service and Minor Works.

Reference number: RCH372
II.1.2)Main CPV code
71315200
II.1.3)Type of contract
Services
II.1.4)Short description:

RCH require the services of a contractor to undertake Stock and Environmental Surveys of our property and land assets. The aim of the procurement is for the successful bidder to collect data on our existing Assets which will support RCH to meet its current obligations under the Energy Efficiency Standards for Social Housing and other guidelines set out by the Housing Regulator and Scottish Government. The bidder will be required to complete 4000 Stock Condition surveys and to record the key features and condition of all land owned by the association. Whilst conducting the surveys the successful bidder will be required to identify and rectify necessary electric works on site. The successful bidder shall design, build, provide access to, maintain and assist RCH in operating a GIS System on which all information collected from the surveys is to be held. The bidder shall build, provide access to, maintain and support an analytics suite to interrogate the data held on the GIS.

II.1.5)Estimated total value
II.1.6)Information about lots
This contract is divided into lots: no
II.2)Description
II.2.1)Title:
II.2.2)Additional CPV code(s)
38221000
II.2.3)Place of performance
NUTS code: UKM35
Main site or place of performance:

Inverclyde.

II.2.4)Description of the procurement:

River Clyde Homes and its associated subsidiary, River Clyde Property Management Ltd ("RCH”) require to procure the services of a competent and suitably experienced contractor to undertake Stock and Environmental Surveys of our properties, and Land Assets.

The aim of this procurement is for the successful bidder to collect data on our existing Assets which will support RCH to meet its current obligations under the Energy Efficiency Standards for Social Housing ("EESSH”) and related guidelines established by the Scottish Housing Regulator and Scottish Government. RCH’s current asset management system is APEX and experience / knowledge of this is essential.

The bidder will be required to complete 4000 Stock Condition surveys and to survey and record the key features and condition of all land owned by the association, all environmental assets should be recorded using high resolution photography with the ability to perform photogrammetry on the images.During the process of conducting the stock condition surveys the bidder will be required to identify and immediately rectify necessary minor electrical works on site.

These works comprise:

- Replacement of Faulty and Non-Operational Emergency Alarms (CO, Smoke, Heat).

- Renewal of Emergency Alarms not to specified standards (CO, Smoke, Heat).

- Installation of Special Needs Emergency Alarms where necessary.

- Electrical Faults - Where bare wires have been identified that could pose a risk of electric shock an electrician will investigate and where applicable make safe and produce an Electrical Installation Condition Report ("EICR”) if legally required to do so.

- Where a circuit fails a ‘Socket, and See’ test an electrician will produce an EICR and rectify any faults which are found.

- Where broken sockets, switches, light fittings, or other electrical unit that forms part of the fabric of the building are identified these will be rectified.

The successful bidder shall design, build, provide access to, maintain and assist RCH in operating a GIS System on which all information collected from the surveys is to be held. The bidder shall build, provide access to, maintain and support an analytics suite to interrogate the data held on the GIS. The successful bidder’s system must have the ability to be accessed by an unlimited number of RCH users via the cloud and include a user friendly interface that requires minimal training to deploy.

The bidder’s GIS system should look similar to Google Maps (or equivalent), and should incorporate the functionality for a user to hover over any RCH asset and a pop up will show on screen highlighting the respective asset’s information. For example "This Elm tree was last cut on X date and is due for further pruning on Y date…. or "This footpath of 250sq m is asphalt and requires 6 monthly inspections with a replacement cost of GBP200k.” Whenever RCH carry out any investment or maintenance works the new information should be capable of input onto the GIS system.

The GIS system database must include Web Services / Application programming interface for the transfer of data from the GIS system to other databases owned and/or operated by RCH. The bidder should have the knowledge and expertise to manage/extract data collected via the previous stock condition and environmental surveys and other digital data which is currently held within other RCH databases and format these RCH datasets and import them into the GIS system.

It is important to River Clyde Homes that the investment into this system ensures that it not only can connect with other databases and software programs currently used within RCH but also that it can stand alone if required.

II.2.5)Award criteria
Criteria below
Quality criterion - Name: Quality / Weighting: 40 %
Price - Weighting: 60 %
II.2.6)Estimated value
II.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:

RCH may elect to extend any resultant agreement for up to a further 2, 12 month periods. Contract not to exceed 60 months in its entirety.

II.2.9)Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 5
II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.12)Information about electronic catalogues
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
III.1.2)Economic and financial standing
List and brief description of selection criteria:

4B.5.1 - It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commence of any subsequently awarded contract, the types and levels of insurance indicated below:

Employer's Liability Insurance = 5 000 000 GBP

Public Liability Insurance = 5 000 000 GBP

Professional Indemnity = 2 000 000 GBP

http://www.hse.gov.uk/pubns/hse40.pdf

4B.6 - The bidder's company name and registration number will be used to obtain a financial risk assessment report from Dun & Bradstreet. Only companies which are deemed financially stable by RCH's Finance Department, on the strength of their financial report will be eligible to be a party to the contract. It is the tenderers responsibility to ensure that the information held by Dun & Bradstreet is up to date at the time of submission. If you prefer to have this assessment carried out in respect of a guarantor, such as an ultimate parent body, then you may elect for this option and details of the guarantor should be provided.

III.1.3)Technical and professional ability
List and brief description of selection criteria:

4C.1.2 - Bidders will be required to provide examples of the successful delivery of contracts that are close in nature and scope to RCH's requirement; to demonstrate that they have the relevant experience to deliver the services/supplies as described in part II.2.4 of the OJEU Contract Notice. Bidders require to describe the scope of the contracts, what their responsibilities are / were, what the scale of the contract was, and how they have performed within the contract. Bidders who simply provide the company name, value and date will receive a zero score in this element. Contract examples must include Stock Condition Surveys, Environmental Surveys, Apex experience and examples of when your GIS system has been utilised by other parties. This should also include a brief description of your GIS System. (Worth 50 % of ESPD Score)

4C.2 - Bidders will be required to provide details of the staff they have available to service the contract, providing information on their core skills, qualifications, etc. You require to detail the experience and competency of the staff who will service the contract for RCH, and show how this will reflect on the quality of the service provided. Your staff expertise in Geographic Information System's and Spatial Data Infrastructure should be included incorporating ;Map Objects (or equivalent); Microsoft SQL Server (or equivalent); BizTalk (or equivalent); Virtual Earth (or equivalent; Google Earth and Maps (or equivalent); Macromedia Flash MX (or equivalent)- (Worth 30 % of ESPD Score)

4C.6.1 - Bidders will be required to state the relevant educational and professional qualifications their managerial staff hold. (Worth 10 % of ESPD Score)

4C.8.1 - Bidders will be required to confirm their average annual manpower for the last three years. (Worth 5 % of ESPD Score)

4C.9 - Bidders will be required to demonstrate that they have (or have access to) the relevant tools, plant or technical equipment to deliver the types of requirements detailed in II.2.4 in the OJEU Contract Notice.(Worth 5 % of ESPD Score)

4C.10 - Bidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract. (Info only)

4D.1 - The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent).

Bidders are required to be accredited by SELECT / NICEIC or equivalent.

The bidder must hold a UKAS (or equivalent), accredited independent third party certificate of compliance in accordance with BS OHSAS 18001 (or equivalent) or have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum.OR,The bidder must have a regularly reviewed and documented policy for Health and Safety (H&S) management, endorsed by the Chief Executive Officer, or equivalent. The policy must be relevant to the nature and scale of the work and set out responsibilities for H&S management at all levels within the organisation. The policy must be relevant to the nature and scale of your operations and set out your company's responsibilities of health and safety management and compliance with legislation.

III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
Execution of the service is reserved to a particular profession
Reference to the relevant law, regulation or administrative provision:

Staff servicing the contract require to be acccredited Domestic Energy Assessors, and due to the requirement for minor electrical works to be performed, they also require to be qualified electricians. Bidders must be members of the National Inspection Council for Electrical Installation Contracting or SELECT, Scotland's Electrical Trade Association, or equivalent.

III.2.2)Contract performance conditions:

Key Performance Indicators will apply to the contract. This will be detailed at the tender stage.

III.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 IV: Procedure

IV.1)Description
IV.1.1)Type of procedure
Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction
IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure
IV.2.2)Time limit for receipt of tenders or requests to participate
Date: 02/03/2017
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date: 16/03/2017
IV.2.4)Languages in which tenders or requests to participate may be submitted:
English
IV.2.6)Minimum time frame during which the tenderer must maintain the tender
Duration in months: 3 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
VI.2)Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3)Additional information:

All ESPD's must be submitted electronically via the Public Contracts Scotland (PCS) Electronic Tender Post Box. Any response not submitted via the Post Box will not be considered. Any queries relating to the contract must be raised via the ‘Question & Answer' function of the PCS website.

The response provided to questions 4C.1 - 4C.9 of the ESPD will be allocated a score based on the following methodology, all other sections of the ESPD are scored on a Pass/Fail basis:

0 - Unacceptable

1 - Poor

2 - Acceptable

3 - Good

4 - Excellent

Unacceptable - Nil or inadequate response. Fails to demonstrate previous experience/capacity/capability relevant to this criterion.

Poor - Response is partially relevant but generally poor. The response shows some elements of relevance to the criterion but contains insufficient/limited detail or explanation to demonstrate previous relevant experience/ capacity/capability

Acceptable - Response is relevant and acceptable. The response demonstrates broad previous experience, knowledge and skills/capacity/capability but may lack in some aspects of similarity e.g. previous experience, knowledge or skills may not be of a similar nature.

Good - Response is relevant and good. The response is sufficiently detailed to demonstrate a good amount of experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients.

Excellent - Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates thorough experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients.

Where a bidder is allocated a score of "0” or 1’ by RCH's evaluation panel, for any of these questions, they may be disqualified from the procurement process.

It is envisaged that the 5 highest scoring bidders will be taken forward to the tender stage.

A separate ESPD response must be provided for any subcontractor(s) on whose capability and capacity the main bidder relies on in order to meet the selection criteria.

Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=479837.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://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: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361

A summary of the expected community benefits has been provided as follows:

At tender stage bidders will require to set out what community benefits they will bring to the Inverclyde area in the event of a successful bid. Responses may address targeted recruitment & training; equal opportunities; supply-chain initiatives; environmental initiatives, community consultation; contributions to education; the promotion of social enterprises; and resources for community initiatives. These benefits must be specific to this contract and not part of a wider Corporate Social Responsibility (CSR) programme.

(SC Ref:479837).

VI.4)Procedures for review
VI.4.1)Review body
River Clyde Homes
Roxburgh House, 102-112 Roxburgh Street
Greenock
PA15 4JT
United Kingdom
Telephone: +44 1475788887

Internet address:http://riverclydehomes.org.uk

VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained
VI.5)Date of dispatch of this notice:
31/01/2017