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Cornwall Council Property Estate Maintenance and Statutory Compliance Framework.

Contract notice

Works

Directive 2004/18/EC

Section I: Contracting authority

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

Cornwall Council
New County Hall, Treyew Road
For the attention of: Steve Murley
TR1 3AY Truro
United Kingdom
Telephone: +44 1872323057
E-mail:

Internet address(es):

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

Electronic access to information: http://www.supplyingthesouthwest.org.uk

Electronic submission of tenders and requests to participate: http://www.supplyingthesouthwest.org.uk

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: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

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:
Cornwall Council Property Estate Maintenance and Statutory Compliance Framework.
II.1.2)Type of contract and location of works, place of delivery or of performance
Works
Realisation, by whatever means of work, corresponding to the requirements specified by the contracting authorities

NUTS code UKK3

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement
Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 3

Duration of the framework agreement

Duration in years: 4

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 5 000 000 and 40 000 000 GBP
II.1.5)Short description of the contract or purchase(s)
Full details of this procurement will be contained within the Invitation to Tender (ITT) and associated documents.
Cornwall Council intends to establish a 4 year framework agreement with a maximum of 3 contractors.
The Mechanical & Engineering (M&E) requirement comprises 2 lot.
The Fabric requirement is tendered as 1 lot for which one contractor will be appointed.
A contractor may tender for all 3 lots.
The Framework will be let for an initial term of 2 years with the option to extend for a further year at the end of the second and third years of the frameworks operation (total duration including options would then be 4 years).
The purpose of this framework is to enable the Council and other permitted users to issue direct call-off contracts for the provision of engineering services and fabric maintenance works to a myriad of built assets. M&E services generally cover the mechanical and electrical statutory compliance, testing, planned and reactive maintenance to built assets whereas the fabric maintenance generally involves works to the structure and finishes of the built assets.
The successful contractor(s) will therefore need to have the capability, skills and expertise to carry out the services within a range of commercial, domestic and educational environments. The types and conditions of the built assets range from nearly new to dilapidated and consist mainly of corporate, school and domestic facilities such as offices, classrooms, etc. A more detailed list of buildings is provided within the ITT.

The Council uses a web-based system on the South West Portal found at www.supplyingthesouthwest.org.uk ( DueNorth ) to manage quote and tender processes.

New users to the system must register on this site to obtain a username and password before gaining access to the system.
All interaction with the Council in respect of this requirement will be conducted through the DueNorth system.
In the event that you need to contact the Authority in relation to this opportunity please follow the instructions on the advert.
Once registered further documentation can be downloaded.
II.1.6)Common procurement vocabulary (CPV)

50700000, 45400000

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 all 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:
Full details of this procurement including more detailed information about Lots will be contained within the ITT and associated documents
The Mechanical & Engineering (M&E) requirement comprises 2 lots.
The Fabric requirement is tendered as 1 lot for which one contractor will be appointed.
A contractor may tender for all 3 lots.
Estimated value excluding VAT:
Range: between 5 000 000 and 40 000 000 GBP
II.2.2)Information about options
Options: yes
Description of these options: The framework may be extended for a further 1 year period at the end of years 2 and 3, subject to the absolute discretion of the Council.
If all extensions were implemented the duration of the framework would be 4 years.
Provisional timetable for recourse to these options:
in months: 24 (from the award of the contract)
II.2.3)Information about renewals
This contract is subject to renewal: yes
Number of possible renewals: 2
II.3)Duration of the contract or time limit for completion

Information about lots

Lot No: 1 Lot title: Lot 1 - Mechanical & Electrical Services Maintenance and Compliance
1)Short description
Lot 1 will be for the procurement of engineering services to be carried out on a myriad of buildings across the property portfolio of the Council, Schools and other permitted users. This will be broken down into the following categories of work: mechanical systems, electrical systems, life safety systems, lifting and vertical transportation systems, security and access control systems plus others as detailed in the ITT and associated documents.
Units are predominantly based in East Cornwall and the Council is seeking to appoint a single contractor to this lot.
It is anticipated that the annual spend on these works will be between 600 000 GBP and 1 500 000 GBP depending on the annual requirements and ever changing condition of the buildings and budget fluctuations.
There are currently approximately 180 transactions per month being requested and ordered for works encompassed under this lot.
The scope of works will include all statutory compliance works to ensure the Council and any other parties to the Framework are not in breach of their statutory duty to inspect, test and maintain the engineering service elements of the buildings and it will also include a requirement to carry out reactive and planned maintenance to the buildings.
More comprehensive details are included in the ITT and associated documents.
2)Common procurement vocabulary (CPV)

50700000, 45400000, 50500000, 45310000, 45330000, 45350000, 45343000, 71700000, 71800000, 71900000, 71300000, 71500000

3)Quantity or scope
Refer to ITT and associated documents.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Lot 2 - Mechanical & Electrical Services Maintenance and Compliance
1)Short description
Lot2 will be for the procurement of engineering services to be carried out on a myriad of buildings across the property portfolio of the Council, Schools and other permitted users. This will be broken down into the following categories of work: mechanical systems, electrical systems, life safety systems, lifting and vertical transportation systems, security and access control systems plus others as detailed in the ITT and associated documents.
Units are predominantly based in West Cornwall and the Council is seeking to appoint a single contractor to this lot.
It is anticipated that the annual spend on these works will be between 600 000 GBP and 1 500 000 GBP depending on the annual requirements and ever changing condition of the buildings and budget fluctuations.
There are currently approximately 150 transactions per month being requested and ordered for works encompassed under this lot.
The scope of works will include all statutory compliance works to ensure the Council and any other parties to the Framework are not in breach of their statutory duty to inspect, test and maintain the engineering service elements of the buildings and it will also include a requirement to carry out reactive and planned maintenance to the buildings.
More comprehensive details are included in the ITT and associated documents.
2)Common procurement vocabulary (CPV)

50700000, 45400000, 50500000, 45310000, 45350000, 45340000, 71700000, 71800000, 71900000, 71300000, 71500000

3)Quantity or scope
Refer to ITT and associated documents.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 3 Lot title: Lot 3 Building Fabric Maintenance
1)Short description
This lot will be for the procurement of building fabric maintenance works to be carried out on a myriad of buildings across the property portfolio of the Council and other permitted users. This will involve the contractor in carrying out works such as repairing broken windows, creating new doorways, plaster patching, carpet renewals, safety glass installation, unblocking drains and other elements of work that are required to maintain the buildings structural and functional properties.
It is anticipated that the annual spend on these works will be between 400 000 GBP and 600 000 GBP depending on the annual requirements and ever changing condition of the buildings. There are currently approximately 100 transactions per month being requested and ordered for works encompassed under this lot.
The scope of works will include reactive maintenance and elements of planned maintenance. It is anticipated that planned maintenance projects would be less than 50 000 GBP in value and would not account for a regular or consistent stream of work. However, it is possible for planned maintenance projects to exceed 50 000 GBP on an infrequent basis.
More comprehensive details are included in the ITT and associated documents.
2)Common procurement vocabulary (CPV)

50700000, 45400000

3)Quantity or scope
Refer to ITT and associated documents.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
No deposits will be required but Cornwall Council reserves the right to require guarantees, bonds, and / or any other form of appropriate security.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
These conditions will be provided with ITT documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Cornwall Council will accept tenders from individual undertakings or consortia. A consortium bid may be acceptable but Cornwall Council reserves the right to require a single/lead contractor to take primary liability, to require that a special purpose vehicle be formed or to require that each member of a consortium is jointly and severally liable for all the obligations in the contract.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: These conditions will be provided with ITT documents.
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: These conditions will be provided with ITT documents.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: These conditions will be provided with ITT documents.
Minimum level(s) of standards possibly required: These conditions will be provided with ITT documents.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
These conditions will be provided with ITT documents.
Minimum level(s) of standards possibly required:
These conditions will be provided with ITT documents.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure
Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
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:
2016.ICB023
IV.3.2)Previous publication(s) concerning the same contract
no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate
10.10.2016 - 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
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
IV.3.8)Conditions for opening of tenders

Place:

Submissions will be made via the www.supplyingthesouthwest.org.uk (DueNorth) website and tender opening will be determined through the procedure defined

Persons authorised to be present at the opening of tenders: yes

Additional information about authorised persons and opening procedure: Specific Council staff are authorized to break the seal on tenders through the www.supplyingthesouthwest.org.uk (DueNorth) website only when the return date and time has passed.

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
The contract(s) to be entered into shall be considered as contract(s) made under English law and subject to the exclusive jurisdiction of the English Courts.
Cornwall Council reserves the right not to enter into any agreement or award any contract as a result of this notice and to vary or change or not to proceed with this competition at any stage of the procurement process.
Cornwall Council shall not be responsible for any costs incurred by any organisation responding to this notice.
If any organisation considers that any information supplied by it to Cornwall Council is commercially sensitive or confidential in nature, this should be highlighted and the reasons for (and duration of) its commercial sensitivity or confidentiality specified. Each organisation should be aware that even where it has indicated that information is Commercially sensitive or confidential, Cornwall Council may be required to disclose it pursuant to the Freedom of Information Act 2000 in response to a request where such disclosure is considered to be in the public interest. Please note that the receipt by Cornwall Council of any materials marked confidential or equivalent shall not be taken to mean that Cornwall Council accepts any duty of confidence by virtue of that marking.
It is Cornwall Council's view that the Acquired Rights Directive 77/187/EEC and or the Transfer of Undertakings(Protection of Employment) Regulations 2006 may apply to this contract.
The appointed Contractors may be asked to provide works and services to all departments of Cornwall Council (in such form as they currently exist or may exist in the future) and potentially to other local government bodies across Cornwall, as detailed in this contract notice and the ITT.
Cornwall Council is procuring this Framework Agreement for itself and potentially the other contracting authorities (and their statutory successors and organisations created as a result of organisational changes) listed below;
- Police Authorities in Cornwall;
- Health Authorities in Cornwall;
- Cornwall Council Family of Businesses.

Cornwall Council's alternative service delivery organisations including but not limited to Cormac Solutions Limited, Cornwall Housing Limited, Cornwall Development Company Ltd and Careers South West Limited http://cornwallcouncilintranet.cc.cornwallonline.net/need-to-know/directorates-and-family-of-businesses/cornwall-council-family-of-businesses

- Town and Parish Councils in Cornwall

https://www.cornwall.gov.uk/community-and-living/parish-and-town-councils/names-of-town-and-parish-councils

- Schools and Educational Establishments in Cornwall

http://www.education.gov.uk/edubase/public/quickSearchResult.xhtml

- Housing Associations in Cornwall

https://www.gov.uk/government/publications/current-registered-providers-of-social-housing

- Other local government bodies across the geographical area covered by the South West Improvement & Efficiency Partnership (including the Isles of Scilly)

http://www.swcouncils.gov.uk/media/documents/Local_Authorities_in_the_South_West_2010_list.pdf

who may elect at a later date to adopt the terms and conditions of this Framework Agreement. Whilst there is no guaranteed quantity or spend, the estimated value of the spend by the Council is likely to be in the region of 2 000 000 GBP per annum. The potential estimated total value is likely to exceed this range of spend if other contracting authorities listed above decide to participate. The intention is to let a Framework Agreement for the period of up to 4 years.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:
26.8.2016