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:
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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:
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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.
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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.
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The Contractors Duty Form (included in Section 7) must be signed and returned.
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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.
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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.
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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.