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The Contract is for the provision of general insurance and related services, including claims handling, loss control services, engineering inspections and general programme maintenance and advice as required by Port of Leith Housing Association, ...

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Port of Leith Housing Association Ltd
108 Constitution Street, Leith
Edinburgh
EH6 6AZ
United Kingdom
Contact person: Our Consultant Maureen Batten
Telephone: +44 1315540403
E-mail:
Fax: +44 1315551504
NUTS code: UKM75

Internet address(es):

Main address: http://www.polha.co.uk/

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA13142

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
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: 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:

Insurance and Related Services 2017.

II.1.2)Main CPV code
66510000
II.1.3)Type of contract
Services
II.1.4)Short description:

The Contract is for the provision of general insurance and related services, including claims handling, loss control services, engineering inspections and general programme maintenance and advice as required by Port of Leith Housing Association, commencing 1.12.2017. Bids are invited from suitably qualified insurance/brokers direct providers for the entire scope of services. The procurement will follow the 2-stage Restricted Procedure with a pre-qualifying stage based on ESPDs and bidders will be selected on the basis of their capability, capacity and experience to perform the contract.

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)
66512100
66513100
66513200
66514110
66515000
66515100
66515200
66515300
66515400
66515411
66516000
66516100
66516400
66516500
66518100
66518300
66519200
66515410
II.2.3)Place of performance
NUTS code: UKM75
Main site or place of performance:

Edinburgh.

II.2.4)Description of the procurement:

The scope of the Contract includes insurance cover, brokerage services, related advice, claims management and loss control services for property, legal liabilities, engineering insurance and inspection and other general(non-life) insurances as required by Port of Leith Housing Association for a period of 3 years (or periods of insurance) commencing 1.12.2017, with the option to extend by up to a further 2 years at PoLHA's's discretion. The contract is not divided into lots so bidders are required to bid for the entire scope of services. Bids are invited from suitably qualified and experienced insurance brokers or direct insurers.

The Contract will follow the 2-stage Restricted Procedure with bidders being selected on the basis of the responses contained in the pre-qualifying ESPD. Bidders will be expected have the capability, capacity, financial and economic standing and experience to perform the contract. ESPDs must be completed in full with all relevant information supplied. The Contract will be awarded on the basis of Most Economically Advantageous Tender, with specific evaluation criteria detailed within the ITT and contract documents.

II.2.5)Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
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:

The contract will be for an initial 3 year period with the option to extend for a further 2 years at PoLHA's sole discretion. Renewal will be sought at the end of the 3 or 5 year period.

II.2.9)Information about the limits on the number of candidates to be invited
Envisaged minimum number: 3
Maximum number: 6
Objective criteria for choosing the limited number of candidates:

Number of suitably qualified and accredited bidders with appropriate economic and financial standing and technical capacity to provide the services.

II.2.10)Information about variants
Variants will be accepted: yes
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

A Summary of PoLHA's Current insurances is available along with the Invitation to Tender. Bidders are required to submit the appropriate ESPD, completed in full.

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
List and brief description of conditions:

As a minimum, you are required to demonstrate:

- You are an insurance broker registered with and regulated by the UK Financial Conduct Authority or an insurer authorised /and or regulated by the UK Financial Conduct Authority or Prudential Regulation Authority or equivalent in another member state of the European Economic Area indicating the types of insurance/service the bidder is authorised to arrange or provide (See question 4a of ESPDs),

- The financial ability and strength to deliver the programme (see question 4b of ESPDs),

- Use of insurers with a preferred Standard and Poors (or equivalent) rating of A- or above(see question 4B of ESPDs),

- The ability to provide social landlords with a choice of insurers and/or options,

- A record of successful provision of relevant services to property owners, social housing organisations or other organisations that are similar in profile to the contracting authority (see question 4C1 of ESPDs), a skilled and competent service team, being client relationship management, technical staff, broking/underwriting expertise, claims managers and risk managers (see question 4C 2-6 of ESPDs),

- Your commitment to delivering quality service to PoLHA, including that provided to us by any third party contractor employed by you or by the insurers you propose (see question 4D of ESPDs),

- Your ability to demonstrate client satisfaction on at least 3 similar contracts,

- CII chartered form status and/or commitment to its Code of Ethics, commitment to corporate and individual professional development defined by the CII or similar professional organisation (see questions 4c and 4D of ESPDs).

III.1.2)Economic and financial standing
List and brief description of selection criteria:

See questions at 4B of ESPDs.

Minimum level(s) of standards possibly required:

Minimum level(s) of standards required:

Information and formalities necessary for evaluating if requirements are met:

(1) All candidates will be required to provide evidence of relevant professional risk indemnity insurance.

(2) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice.

(3) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.

A minimum financial rating of A- from Standard and Poor (or equivalent from another recognised Rating Agency) is preferred for all risk carriers, but satisfactory evidence of similar financial assessment may be considered.

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

See questions at 4C of ESPDs.

Minimum level(s) of standards possibly required:

Minimum level(s) of standards required:

(1) A statement of the candidate's average annual number of staff and managerial staff over the previous 3 years;

(2) Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract;

(3) An indication of the proportion of the contract which the services provider intends possibly to subcontract.

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:

For insurance services, insurers authorised under the Financial Services and Markets Act 2000, Insurance Companies Act 1982 (and any other statutory modifications thereof) and regulated by the UK Prudential Regulation Authority, the UK Financial Conduct Authority, or equivalent in another member state of the European Economic Area. Insurance Brokers registered with and regulated by the Financial Conduct Authority, or equivalent in another member state of the European Economic Area.

III.2.2)Contract performance conditions:

As per Contract Documents.

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: 30/08/2017
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date: 31/08/2017
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: yes
Estimated timing for further notices to be published:

3 or 5 years.

VI.2)Information about electronic workflows
VI.3)Additional information:

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=506080

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.

(SC Ref: 506080).

Download the ESPD document here: http://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=506080

VI.4)Procedures for review
VI.4.1)Review body
Port of Leith Housing Association Ltd
108 Constitution Street, Leith
Edinburgh
EH6 6AZ
United Kingdom
Telephone: +44 1315540403
Fax: +44 1315551504

Internet address:http://www.polha.co.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:
28/07/2017