Directive 2004/18/EC

Section I: Contracting authority

• I.1) Name, addresses and contact point(s)

  For the attention of: Mr Peter Bowley
  East Sussex County Council
  County Hall, St Annes Crescent
  Lewes
  BN7 1UE
  UNITED KINGDOM
  Email: Peter.bowley@eastsussex.gov.uk
  Tel: +44 1273482171
  Fax: +44 1273481687

  Internet address(es):

  General address of the contracting authority: http://www.eastsussex.gov.uk

  Electronic access to information: https://www.delta-esourcing.com/delta

  Electronic submission of tenders and requests to participate: https://www.delta-esourcing.com/delta

  Further information can be obtained from:

  The above mentioned contact point(s)

  Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from:

  Internet address: Delta eSourcing
  60 Pacific Quay
  G51 1DZ Glasgow
  UNITED KINGDOM
  https://www.delta-esourcing.com/delta

  Tenders or requests to participate must be sent to:

  Internet address: Delta eSourcing
  60 Pacific Quay
  G51 1DZ Glasgow
  UNITED KINGDOM
  https://www.delta-esourcing.com/delta

• I.2) Type of the contracting authority

  Regional or local authority

• I.3) Main activity

  General public services

• I.4) Contract award on behalf of other contracting authorities

  The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

• II.1) Description

  • II.1.1) Title attributed to the contract by the contracting authority:

    Day to Day Reactive Building Maintenance Work at ESCC Non-school & school properties West (Area A) and East (Area B).

  • II.1.2) Type of contract and location of works, place of delivery or of performance

    Services

    Service category No 1: Maintenance and repair services

    Main site or location of works, place of delivery or of performance: East Sussex.

    NUTS code UKJ22

  • II.1.3) Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

    The notice involves a public contract

  • II.1.4) Information on framework agreement

    Not provided

  • II.1.5) Short description of the contract or purchase(s)

    The work comprises the day to day maintenance works to the buildings listed in Appendix A together with an amount of the smaller planned maintenance work. These planned works will be carried out either at schedule rates or by quotation as appropriate. The Council retains the right to test single quotations for reasonableness against alternative quotations and may in these instances award that piece of work to an alternative Contractor. In addition the successful Term Contractor will be invited to tender/quote for the larger planned maintenance and any other work on the buildings in Appendix A, always providing that the Term Contractor has the resources and expertise to do that work.

  • II.1.6) Common procurement vocabulary (CPV)

    50000000

  • II.1.7) Information about Government Procurement Agreement (GPA)

    The contract is covered by the Government Procurement Agreement (GPA): yes

  • II.1.8) Lots

    This contract is divided into lots: yes

    Tenders may be submitted for one or more lots

  • II.1.9) Information about variants

    Variants will be accepted: no

• II.2) Quantity or scope of the contract

  • II.2.1) Total quantity or scope:

    The work comprises the day to day maintenance works to the buildings listed in Appendix A together with an amount of the smaller planned maintenance work. These planned works will be carried out either at schedule rates or by quotation as appropriate. The Council retains the right to test single quotations for reasonableness against alternative quotations and may in these instances award that piece of work to an alternative Contractor. In addition the successful Term Contractor will be invited to tender/quote for the larger planned maintenance and any other work on the buildings in Appendix A, always providing that the Term Contractor has the resources and expertise to do that work.

    ESCC Non Schools.

    The ESCC non school property portfolio includes corporate buildings, care homes, social services buildings.

    ESCC Schools.

    ESCC has 194 schools. Although the main provision of this contract is ESCC non-school properties ESCC are required to offer schools contractors to undertake maintenance and service works on school premises. This work is arranged, ordered and funded direct by the schools under their delegated maintenance budget.

    The services are also offered to academy schools. There is no guarantee of work from academies who do not have to buy back the ESCC services and can procure works elsewhere.

    Upon award of this contract, the Contract Administrator will notify schools of the new term contractor details. The contractor’s services will be offered to schools based on the tendered schedule as follows:-.

    Reactive repairs – It is intended as ESCC named term contractor details will be given to schools as point of contact for general day-to-day repairs. The contractor is under no obligation to accept or respond to calls and agreement to undertake the work is to be direct between the contractor and school. Where the contractor agrees to undertake work it will be progressed under the agreed contract rates and all arrangements and payment for reactive repairs will be direct between the school and contractor.

    Note: OFSTED require schools to be offered choice so they can procure services based on both quality as well as cost. Although the successful contractor will be indicated as the most advantageous based on the tendered cost and quality questions there is no obligation on schools to use a preferred contractor. Other contractors offering similar services can also be offered and used by schools. No guarantee of work can be given.

    Corporate Organized Work at Schools.

    Emergency call outs – a requirement under OFSTED is that ESCC provide schools with emergency cover for Priority “A” and out-of-hours call outs. Schools will be given the term contractor’s details for this purpose and contractors will be expected to attend in line with the contract priority ratings.

    Historical feedback from the previous years indicates that the day to day reactive building maintenance contract did not generate any emergency calls from schools. However the contractor should make provision that the out of hours service provided for non-schools operations will be available should an emergency call be generated from a school premises.

    Estimated value excluding VAT:

    Range: between 1 600 000,00 and 2 000 000,00 GBP

  • II.2.2) Information about options

    Options: yes

    Description of these options: 2 Year Extension

    Provisional timetable for recourse to these options:

    in months: 36 (from the award of the contract)

  • II.2.3) Information about renewals

    This contract is subject to renewal: no

• II.3) Duration of the contract or time limit for completion

  Duration in months: 60 (from the award of the contract)

Information about lots

• Lot No: 1

  • Lot title: West (Area A)

• 1) Short description

  The work comprises the day to day maintenance works to the buildings listed in Appendix A together with an amount of the smaller planned maintenance work. These planned works will be carried out either at schedule rates or by quotation as appropriate. The Council retains the right to test single quotations for reasonableness against alternative quotations and may in these instances award that piece of work to an alternative Contractor. In addition the successful Term Contractor will be invited to tender/quote for the larger planned maintenance and any other work on the buildings in Appendix A, always providing that the Term Contractor has the resources and expertise to do that work.

• 2) Common procurement vocabulary (CPV)

  50000000

• 3) Quantity or scope

  The work comprises the day to day maintenance works to the buildings listed in Appendix A together with an amount of the smaller planned maintenance work. These planned works will be carried out either at schedule rates or by quotation as appropriate. The Council retains the right to test single quotations for reasonableness against alternative quotations and may in these instances award that piece of work to an alternative Contractor. In addition the successful Term Contractor will be invited to tender/quote for the larger planned maintenance and any other work on the buildings in Appendix A, always providing that the Term Contractor has the resources and expertise to do that work.

  ESCC Non Schools.

  The ESCC non school property portfolio includes corporate buildings, care homes, social services buildings.

  ESCC Schools.

  ESCC has 194 schools. Although the main provision of this contract is ESCC non-school properties ESCC are required to offer schools contractors to undertake maintenance and service works on school premises. This work is arranged, ordered and funded direct by the schools under their delegated maintenance budget.

  The services are also offered to academy schools. There is no guarantee of work from academies who do not have to buy back the ESCC services and can procure works elsewhere.

  Upon award of this contract, the Contract Administrator will notify schools of the new term contractor details. The contractor’s services will be offered to schools based on the tendered schedule as follows:-.

  Reactive repairs – It is intended as ESCC named term contractor details will be given to schools as point of contact for general day-to-day repairs. The contractor is under no obligation to accept or respond to calls and agreement to undertake the work is to be direct between the contractor and school. Where the contractor agrees to undertake work it will be progressed under the agreed contract rates and all arrangements and payment for reactive repairs will be direct between the school and contractor.

  Note: OFSTED require schools to be offered choice so they can procure services based on both quality as well as cost. Although the successful contractor will be indicated as the most advantageous based on the tendered cost and quality questions there is no obligation on schools to use a preferred contractor. Other contractors offering similar services can also be offered and used by schools. No guarantee of work can be given.

  Corporate Organized Work at Schools.

  Emergency call outs – a requirement under OFSTED is that ESCC provide schools with emergency cover for Priority “A” and out-of-hours call outs. Schools will be given the term contractor’s details for this purpose and contractors will be expected to attend in line with the contract priority ratings.

  Historical feedback from the previous years indicates that the day to day reactive building maintenance contract did not generate any emergency calls from schools. However the contractor should make provision that the out of hours service provided for non-schools operations will be available should an emergency call be generated from a school premises.

  Estimated value excluding VAT:

  Range: between 800 000,00 and 1 000 000,00 GBP

• 4) Indication about different date for duration of contract or starting/completion

  Not provided

• 5) Additional information about lots

  Suppliers must read through this set of instructions and follow the process to respond to this opportunity.

  The information and/or documents for this opportunity are available on https://www.delta-esourcing.com/delta. You must register on this site to respond, if you are already registered you will not need to register again, simply use your existing username and password. Please note there is a password reminder link on the homepage.

  Suppliers must log in, go to your Response Manager and add the following Access Code: H4GW688JW5. Please ensure you follow any instruction provided to you here.

  The deadline for submitting your response(s) is 12.7.2012 15:00. Please ensure that you allow yourself plenty of time when responding to this invite prior to the closing date and time, especially if you have been asked to upload documents.

  If you experience any technical difficulties please contact the Delta eSourcing eSourcing Helpdesk on call +44 8452707050 or email helpdesk@delta-esourcing.com.

• Lot No: 2

  • Lot title: East (Area B)

• 1) Short description

  The work comprises the day to day maintenance works to the buildings listed in Appendix A together with an amount of the smaller planned maintenance work. These planned works will be carried out either at schedule rates or by quotation as appropriate. The Council retains the right to test single quotations for reasonableness against alternative quotations and may in these instances award that piece of work to an alternative Contractor. In addition the successful Term Contractor will be invited to tender/quote for the larger planned maintenance and any other work on the buildings in Appendix A, always providing that the Term Contractor has the resources and expertise to do that work.

• 2) Common procurement vocabulary (CPV)

  50000000

• 3) Quantity or scope

  The work comprises the day to day maintenance works to the buildings listed in Appendix A together with an amount of the smaller planned maintenance work. These planned works will be carried out either at schedule rates or by quotation as appropriate. The Council retains the right to test single quotations for reasonableness against alternative quotations and may in these instances award that piece of work to an alternative Contractor. In addition the successful Term Contractor will be invited to tender/quote for the larger planned maintenance and any other work on the buildings in Appendix A, always providing that the Term Contractor has the resources and expertise to do that work.

  ESCC Non Schools.

  The ESCC non school property portfolio includes corporate buildings, care homes, social services buildings.

  ESCC Schools.

  ESCC has 194 schools. Although the main provision of this contract is ESCC non-school properties ESCC are required to offer schools contractors to undertake maintenance and service works on school premises. This work is arranged, ordered and funded direct by the schools under their delegated maintenance budget.

  The services are also offered to academy schools. There is no guarantee of work from academies who do not have to buy back the ESCC services and can procure works elsewhere.

  Upon award of this contract, the Contract Administrator will notify schools of the new term contractor details. The contractor’s services will be offered to schools based on the tendered schedule as follows:-.

  Reactive repairs – It is intended as ESCC named term contractor details will be given to schools as point of contact for general day-to-day repairs. The contractor is under no obligation to accept or respond to calls and agreement to undertake the work is to be direct between the contractor and school. Where the contractor agrees to undertake work it will be progressed under the agreed contract rates and all arrangements and payment for reactive repairs will be direct between the school and contractor.

  Note: OFSTED require schools to be offered choice so they can procure services based on both quality as well as cost. Although the successful contractor will be indicated as the most advantageous based on the tendered cost and quality questions there is no obligation on schools to use a preferred contractor. Other contractors offering similar services can also be offered and used by schools. No guarantee of work can be given.

  Corporate Organized Work at Schools.

  Emergency call outs – a requirement under OFSTED is that ESCC provide schools with emergency cover for Priority “A” and out-of-hours call outs. Schools will be given the term contractor’s details for this purpose and contractors will be expected to attend in line with the contract priority ratings.

  Historical feedback from the previous years indicates that the day to day reactive building maintenance contract did not generate any emergency calls from schools. However the contractor should make provision that the out of hours service provided for non-schools operations will be available should an emergency call be generated from a school premises.

  Estimated value excluding VAT:

  Range: between 800 000,00 and 1 000 000,00 GBP

• 4) Indication about different date for duration of contract or starting/completion

  Not provided

• 5) Additional information about lots

  Suppliers must read through this set of instructions and follow the process to respond to this opportunity.

  The information and/or documents for this opportunity are available on https://www.delta-esourcing.com/delta. You must register on this site to respond, if you are already registered you will not need to register again, simply use your existing username and password. Please note there is a password reminder link on the homepage.

  Suppliers must log in, go to your Response Manager and add the following Access Code: H4GW688JW5. Please ensure you follow any instruction provided to you here.

  The deadline for submitting your response(s) is 12.7.2012 15:00. Please ensure that you allow yourself plenty of time when responding to this invite prior to the closing date and time, especially if you have been asked to upload documents.

  If you experience any technical difficulties please contact the Delta eSourcing eSourcing Helpdesk on call +44 8452707050 or email helpdesk@delta-esourcing.com.

Section III: Legal, economic, financial and technical information

• III.1) Conditions relating to the contract

  • III.1.1) Deposits and guarantees required:

    The council reserves the right to require deposits, guarantees, bonds or other forms of appropriate security.

  • III.1.2) Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

    As set out in the invitation to tender document.

  • III.1.3) Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

    It is anticipated that the contract may be awarded to a company with seperate legal identity. Joint ventures or consortium or group bids must make clear the status shares and state of all the partners involved in the legal identity with whom it is proposed the Council would contract.

  • III.1.4) Other particular conditions

    The performance of the contract is subject to particular conditions: yes

    Description of particular conditions: The contractor and its supply chain may be required to actively paticipate in the acheivment of social and/or.

    Environmental policy objectives relating to recruitment and training supply chain iniatives. Accordingly, certain of.

    The contract performance conditions may relate to social and environmental considerations.

• III.2) Conditions for participation

  • III.2.1) Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

    Information and formalities necessary for evaluating if the requirements are met: In accordance with Articles 45 to 50 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contracts Regulations 2006 and as set out in the pre-qualification ('PQQ') available from the South East Business Portal.

  • III.2.2) Economic and financial ability

    Minimum level(s) of standards possibly required: In accordance with Articles 45 to 50 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contracts Regulations 2006 and as set out in the prequalification ('PQQ') available from the South East Business Portal.

    To download the PQQ follow the internet link in Annex A.

  • III.2.3) Technical capacity

    Minimum level(s) of standards possibly required:

    In accordance with Articles 45 to 50 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contracts Regulations 2006 and as set out in the prequalification ('PQQ') available from the South East Business Portal.

  • III.2.4) Information about reserved contracts

    Not provided

• III.3) Conditions specific to services contracts

  • III.3.1) Information about a particular profession

    Execution of the service is reserved to a particular profession: no

  • III.3.2) Staff responsible for the execution of the service

    Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

• IV.1) Type of procedure

  • IV.1.1) Type of procedure

    Restricted

  • IV.1.2) Limitations on the number of operators who will be invited to tender or to participate

    Envisaged number of operators: 6

    Objective criteria for choosing the limited number of candidates: As set out in the pre qualification questionnaire which is available from the South East Business Portal. To download the PQQ follow the internet link in Annex A.

  • IV.1.3) Reduction of the number of operators during the negotiation or dialogue

    Not provided

• IV.2) Award criteria

  • IV.2.1) Award criteria

    The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

  • IV.2.2) Information about electronic auction

    An electronic auction will be used: no

• IV.3) Administrative information

  • IV.3.1) File reference number attributed by the contracting authority:

    7651 & 7652

  • IV.3.2) Previous publication(s) concerning the same contract

    no

  • IV.3.3) Conditions for obtaining specifications and additional documents or descriptive document

    Time limit for receipt of requests for documents or for accessing documents: 12.7.2012 - 12:00

    Payable documents: no

  • IV.3.4) Time limit for receipt of tenders or requests to participate

    12.7.2012 - 15:00

  • IV.3.5) Date of dispatch of invitations to tender or to participate to selected candidates

    16.8.2012

  • IV.3.6) Language(s) in which tenders or requests to participate may be drawn up

    English.

  • IV.3.7) Minimum time frame during which the tenderer must maintain the tender

    Not provided

  • IV.3.8) Conditions for opening tenders

    Not provided

Section VI: Complementary information

• VI.1) Information about recurrence

  This is a recurrent procurement: no

• VI.2) Information about European Union funds

  The contract is related to a project and/or programme financed by European Union funds: no

• VI.3) Additional information

  Suppliers must read through this set of instructions and follow the process to respond to this opportunity.

  The information and/or documents for this opportunity are available on https://www.delta-esourcing.com/delta. You must register on this site to respond, if you are already registered you will not need to register again, simply use your existing username and password. Please note there is a password reminder link on the homepage.

  Suppliers must log in, go to your Response Manager and add the following Access Code: H4GW688JW5. Please ensure you follow any instruction provided to you here.

  The deadline for submitting your response(s) is 12.7.2012 15:00. Please ensure that you allow yourself plenty of time when responding to this invite prior to the closing date and time, especially if you have been asked to upload documents.

  If you experience any technical difficulties please contact the Delta eSourcing eSourcing Helpdesk on call +44 8452707050 or email helpdesk@delta-esourcing.com.

• VI.4) Procedures for appeal

  • VI.4.1) Body responsible for appeal procedures

    East Sussex County Council
    County Hall, St Annes Crescent
    Lewes
    BN7 1UE
    UNITED KINGDOM
    Email: alison.leitch@eastsussex.gov.uk
    Tel: +44 1273483496

  • VI.4.2) Lodging of appeals

    Precise information on deadline(s) for lodging appeals: In accordance with Regulations 32 (Information about contract award procedures), 32A (Standstill period), and Regulation 47 (Enforcement of Obligations) of the Public Contracts Regulations 2006 (as amended).

  • VI.4.3) Service from which information about the lodging of appeals may be obtained

    Not provided

• VI.5) Date of dispatch of this notice:

  11.6.2012