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Concierge Services for Newlon Housing Trust 2016 - 21/22.

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Newlon Housing Trust
Newlon House, 4 Daneland Walk, Hale Village
For the attention of: Cooper Heather
N17 9FE London
Telephone: +44 2076138000

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

Further information can be obtained from: BravoSolution Local Government Sourcing Portal
Internet address:

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: BravoSolution Local Government Sourcing Portal
Internet address:

Tenders or requests to participate must be sent to: BravoSolution Local Government Sourcing Portal
Internet address:

I.2)Type of the contracting authority
Body governed by public law
I.3)Main activity
Housing and community amenities
Other: public procurement
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.1.1)Title attributed to the contract by the contracting authority:
Concierge Services for Newlon Housing Trust 2016 - 21/22.
II.1.2)Type of contract and location of works, place of delivery or of performance
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: Various Boroughs in North East London, UK.

NUTS code UK

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

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

Estimated value excluding VAT:
Range: between 6 750 000 and 8 250 000 GBP
II.1.5)Short description of the contract or purchase(s)
Newlon Housing Trust is a not-for-profit, charitable housing association founded in Hackney in 1968 to provide local people with decent and affordable homes. This remains our core mission. In partnership with our Group members, we also aim to provide people with the additional care and support they need to live their lives as successfully and independently as possible.
We have 3 key objectives which we are aiming to meet by 2022:
- To provide at least 2 000 new affordable homes for people in housing need,
- To continue to improve the services we offer our residents,
- To help 1 000 residents not currently in work into employment.
Our Housing management department have a requirement for a Concierge and Estate Inspection Service, that can help us to deliver an improved service for our residents and make a contribution towards the employment of our residents.
The main services that the Trust require are:
- Welcoming visitors to buildings and ensuring security for residents,
- Monitoring CCTV across a range of sites,
- Patrolling larger buildings daily, weekly or monthly,
- Inspecting buildings including street properties to grade services and report problems,
- Key-holding, and
- Assisting Newlon's staff in emergencies or at events.
II.1.6)Common procurement vocabulary (CPV)

79710000, 79711000, 79715000, 79714000

II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): no
This contract is divided into lots: no
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:
Estimated value excluding VAT:
Range: between 6 750 000 and 8 250 000 GBP
II.2.2)Information about options
Options: yes
Description of these options: The contracts will be subject to regular performance reviews. Newlon Housing Trust will have an option to extend the initial 5 year contract by an additional year, depending upon satisfactory performance by the supplier, as measured by KPIs.
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion
Duration in months: 60 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
Any bond or guarantees required by Newlon Housing Trust will be set out in the Tender Documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Will be as detailed in the Tender Documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
If economic operators intend to form a consortium they may be required to incorporate a company to form a special purpose vehicle. Economic operators forming a consortium will be expected to have joint and several liability/responsibility for the due performance of any contract entered into between Newlon Housing Trust and such economic operators.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Economic operators who satisfy any of the criteria for rejection set out in Regulation 23 (1) shall be treated as ineligible. Economic operators may be requested to provide such evidence as it is reasonably necessary to allow Newlon Housing Trust to establish that the aforementioned criteria does not apply to them.
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: Suppliers Instructions:
How to Express Interest in this Tender:
1. Register your company on the eSourcing portal (this is only required once):

- Browse to the eSourcing Portal: 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 ‘PQQs/ITTs Open To All Suppliers’ link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier),
- Click on the relevant PQQ/ITT to access the content,
- Click the ‘Express Interest’ button at the top of the page,
- This will move the PQQ/ITT into your ‘My PQQs/My ITTs’ page. (This is a secure area reserved for your projects only),
- You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ITT Details’ box.
3. Responding to the Tender:
- Click ‘My Response’ under ‘PQQ/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 on-screen instructions to complete the PQQ/ITT,
- There may be a mixture of online and 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 eTendering help desk.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: As detailed in the PQQ.
Minimum level(s) of standards possibly required: As detailed in the PQQ.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
As detailed in the PQQ.
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
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Envisaged minimum number 5: and maximum number 7
Objective criteria for choosing the limited number of candidates: As described in the PQQ.
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:
IV.3.2)Previous publication(s) concerning the same contract
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: 17.11.2015 - 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
18.11.2015 - 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
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
until: 2.5.2016
IV.3.8)Conditions for opening of tenders

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
1. The Contracting Authority intends to use an eTendering system in this procurement exercise.
2. Economic operators are advised that the Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE) may apply to the service.
3. Newlon Housing Trust reserves the right to withdraw from this procurement procedure at any time without awarding a contract or contracts. Economic operators shall be responsible for the costs and expenses they incur as a result of participation in this procurement process. Newlon Housing Trust and its advisors shall not be liable for and will not pay any costs in respect of the preparation of any tender submission, whether successful or unsuccessful. This shall also apply in the event that the procurement process is postponed, cancelled or abandoned by Newlon Housing Trust at any stage and for any reason. Economic operators shall be deemed to have unequivocally accepted, this as a condition precedent to participation in the procurement process.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

The Royal Courts of Justice
The Strand
WC2A 2LL London
Telephone: +44 2079476000

Body responsible for mediation procedures

The Royal Courts of Justice
The Strand
WC2A 2LL London
Telephone: +44 2079476000

VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

The Cabinet Office
70 Whitehall
SW1 2AS London
Telephone: +44 2079476000

VI.5)Date of dispatch of this notice: