Invitation to Tender (ITT) For Responsive Repairs to Commercial Operations Lettings and Leasehold Properties Midland Heart Ref: MH338 Midland Heart is one of the top ten housing and care organisations based in the UK. Our work involves; supporting those who need help to live independently, assisting in regenerating communities and helping an individual to discover their own abilities. We own and manage more than 32,000 homes across 54 local authority areas and invest in excess of £100 million each year in our neighbourhoods. We transform lives and communities through housing care and more. The Contract is for Midland Hearts Commercial Operations team who manage our Sales, Marketing, Shared Ownership and Leasehold properties. This tender will cover the responsive repairs service for stock managed by the Leasehold and Lettings Teams. The Leasehold and Lettings team carry out approximately 500 responsive repairs each year, and based on Midland Heart’s figures from the financial year 2014/2015 the value of this Contract per annum is approximately £224,000.This figure is not a commitment from Midland Heart, it has been presented to highlight the number of jobs the contractor may expect for the year and is subject to change. The properties, at which work will be carried out, are generally occupied, although work to vacant (void) properties will also be required. The type, construction, age and conditions of the properties will vary. Care should be taken to ensure complete security when carrying out the work, thereby preventing unauthorised access to restricted and vulnerable areas such as dry riser cupboards, ladders, and if applicable roof access doors to multi-storey buildings. Type of works include: • • • • • • • • • • • • • • • Electrical, Plumbing, Plastering Guttering repairs or supply and fit Communal door and intercom repairs Repairing electronic gates Repairing or replacing fencing Roof repairs Collection and disposal of waste TV aerial repairs Locks to bathrooms and door handles Adjust/align kitchen cupboard doors and internal doors Replace washing machine/tumble dryer/cooker Stain block and paint (void unit) Carpet clean (void unit) Adjust balcony doors Reseal windows / replace window hinges The Contract will be split into 6 Lots – A breakdown of properties per Lot will be provided with the tender documents: Lot 1. Coventry, Birmingham, Stoke on Trent Rugeley, Stafford, Moreton on Marsh and Warwickshire, we estimate this Lot to be worth £40,000 per annum. 461 properties. Lot 2. Milton Keynes, Flitwick & Northampton, we estimate this Lot to be worth £10,000 per annum. 188 properties. Lot 3. Crocodile Works we estimate this Lot to be worth £40,000 per annum. 120 properties. Lot 4. Intermediate Market Rent [IMR] Midlands region up to Stoke on Trent we estimate this Lot to be worth £46,000 per annum. 142 properties. Lot 5. Rent to HomeBuy (RtHB) Midlands region up to Stoke on Trent we estimate this Lot to be worth £46,000 per annum. 102 properties. Lot 6. Cygnet we estimate this Lot to be worth £42,000 per annum.115 properties. You can bid for one or several Lots as long as you still meet the minimum requirements regarding your turnover being 2x the value per annum of each Lot, if you bid for more than one Lot you will need 2x annual turnover of the combined number of Lots you bid for. The Contract shall be awarded as a Framework Agreement. A maximum of 4 suppliers will be chosen to be awarded a Contract for each Lot. In line with the evaluation process for this tender Midland Heart will place the most economically advantageous tenderers in order of 1st place, 2nd place, 3rd place and 4th place for each Lot. As and when work is required the Officer managing each Lot will contact the 1st place supplier for the job, if they are not available the Officer will then approach the 2 nd place supplier and so on. The contract duration will be for three years with the option to extend for a further one year, subject to continuous satisfactory performance and completion of an annual performance review. The anticipated start date for the Contract shall be as soon as possible after the 1st April 2016. The minimum requirements to be considered for this Contract are pass/fail and are as follows: Financial Standing – Midland Heart has a turnover requirement which is a maximum of 2x the Lot/Lots you are applying for per annum. Please submit a copy of your audited accounts in Appendix A to evidence that you meet this criteria. Insurance – Midland Heart requires you to have the following insurance levels in place. If your current insurance levels do not comply it is satisfactory to submit a statement which details you will put the required levels in place should you be successful in being awarded the tender. The insurance levels needed are: Public and Product Liability £5 million, Employers Liability £5 million and Professional Indemnity Insurance £2 million. Insurance certificates and/or your statement of intent should be submitted as per Section 10. The Contractors Duty Form (included in Section 7) must be signed and returned. Midland Hearts Health & Safety Code of Conduct (included in Appendix F) must be signed and your Health & Safety policy submitted if you have over 5 employees if not we expect you to submit your processes for Health & Safety. Grounds for Exclusion In line with the Public Contract Regulations 2015 Section 57; you will be excluded from the procurement process if there is evidence of convictions relating to specific criminal offences including, but not limited to, bribery, corruption, conspiracy, terrorism, fraud and money laundering, or if you have been the subject of a binding legal decision which found a breach of legal obligations to pay tax or social security obligations (except where this is disproportionate e.g. only minor amounts involved). Please read through the Public Contract Regulations 2015 Section 57 on the hyperlink below, it begins on page 54; please notify Midland Heart if any of the offences apply to your organisation. http://www.legislation.gov.uk/uksi/2015/102/pdfs/uksi_20150102_en.pdf Whilst reserving the right to request information at any time throughout the procurement process, Midland Heart may enable the Supplier to self-certify that there are no mandatory/ discretionary grounds for excluding their organisation. Contract Performance - Pass/Fail where indicated Please provide details and evidence of the below mentioned accreditations which your company have held for previous similar contract(s). Please also add any other additional accreditations you feel are relevant to this contract e.g. from professional bodies, trade bodies or other accreditations which acknowledge conformity to particular standards. Do you have NICEIC accreditation? Please provide: Name of accreditation; Name of awarding body; Registration Number (if applicable); Copy of your certificate. (Pass/Fail as this Contract will involve Electrical Works where necessary) Do you have Gas Safe accreditation? Please provide: Name of accreditation; Name of awarding body; Registration Number (if applicable); ); Copy of your certificate. (Pass/Fail as this Contract will involve Electrical Works where necessary) The tender will open and be available from 12:00 Wednesday 13th July 2015. Draft Tender Documents are available on the Midland Heart Website: http://www.midlandheart.org.uk/about-us/supply-to-us/our-tenders/repairs-service-forleaseholder-and-lettings-properties/ Suppliers Instructions How to express interest in this Tender: 1. Register your company on the E-Sourcing portal (this is only required once) - Browse to the E-Sourcing Portal: https://iewm.bravosolution.co.uk/web/login.shtml?_ncp=1375434462958.69516-1 and click the link to register - Accept the terms and conditions and click 'continue' Enter your correct business and user details - Note the username you chose and click 'Save' when complete - You will shortly receive an email with your unique password (please keep this secure). 2. Express an Interest in the tender - Login to the portal with the username/password Click the 'ITT’s Open To All Suppliers' link. (These are Invitation to tenders open to any registered supplier) - Click on the relevant ITT to access the content. - Click the 'Express Interest' button at the top of the page. - This will move the ITT into your 'My ITT’s page. (This is a secure area reserved for your projects only) -You can now access any attachments by clicking 'Buyer Attachments' in the 'ITT Details' box. 3. Responding to the tender - Click 'My Response' under 'ITT Details', you can choose to 'Create Response' or to 'Decline to Respond' (please give a reason if declining) - You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification Note the deadline for completion, then follow the onscreen instructions to complete the ITT - There may be a mixture of online & offline actions for you to perform (there is detailed online help available) You must then submit your reply using the 'Submit Response' button at the top of the page. If you require any further assistance please consult the online help, or contact the e-Tendering help desk free of charge on 0800 3684850.