Public procurement notice: Contract Notice
Published: 2018-02-27
Buyer: Clanmil Housing Association Ltd for iteslf and on behalf of Abbeyfield & Wesley Housing Association Ltd, Connswater Homes Ltd, North Belfast Housing Association Ltd and South Ulster Housing Association Ltd
Country: UK
Contract type: Services
Procedure: Open procedure
CPV classification: 45311000 | 45312100 | 45343200 | 45343210 | 45343220
Estimated value: 1355000 GBP
Submission deadline: 2018-03-19
Award criteria: The most economic tender

Technical requirements: Periodic Inspection, Servicing, Maintenance and Repair of Fire Alarm and Emergency Lighting Installations, and Fire Fighting Equipment Term Contract
The scope of service/works will encompass the undertaking of periodic inspections: routine servicing, maintenance, testing and certification, 24/7 responsive call-outs and repairs to breakdowns during and outside of normal working hours, provision/installation of replacement components of fire alarm and emergency lighting installations, fry risers, automatic smoke vents fire fighting equipment and disabled refuge intercom systems to common parts of social housing blocks, schemes, commercial properties and offices, managed by the 5 Contracting Authorities (Clanmil Housing Association, Abbeyfield and Wesley, Connswater Homes, North Belfast Housing and South Ulster Housing).
The service/works will be required throughout the whole of Northern Ireland. 1 service provider will be appointed to undertake the service/works by means of separate contracts with each of the 5 Contracting Authorities.
The scope of service/works will encompass the undertaking of periodic inspections: routine servicing, maintenance, testing and certification, 24/7 responsive call-outs and repairs to breakdowns during and outside of normal working hours; provision/installation of replacement components of fire alarm and emergency lighting installations, dry risers, automatic smoke vents, and fire fighting equipment to common parts of social housing blocks, schemes, commercial properties and offices, managed by the 5 Contracting Authorities. 1 service provider will be appointed to undertake the service/works with separate contracts with each of the 5 Contracting Authorities.
— an initial term of 3 years, with an option for the Contracting Authorities to extend year by year for up to a further 2 years, subject to annual performance reviews,
— IT software/system integration and full interfacing including CRM, asset management systems, real time working, data collection and reporting is desirable,
— provisions requiring delivery of a customer focused service and showing commitment to providing value for money to the Contracting Authorities and their residents, and all other customers and must be responsive to achieve collaborative working practices, innovation and continuous improvement,
— provisions for regular monthly, quarterly and annual performance meetings reviews: early termination and also meeting, maintaining and improving on Key Performance Indicators and the development of year on year efficiency savings, and
— provisions requiring commitment to social value and delivery of community development initiatives and programmes.
The 5 Contracting Authorities currently have the following numbers of sites with fire alarm installations and/or emergency lighting installations and/or fire fighting equipment:
Further information relating to the installations, properties and schemes will be included in the procurement documents.
The proposed scope of services to be delivered is to be further defined within the procurement documents.
Economic operators are advised that the terms of the Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE) may apply to the existing workforce employed by the incumbent contractor in relation to the service/works to be performed by the successful economic operator under the proposed new contracts. Further information relating to the TUPE details of the incumbent's own workforce will, if and to the extent available, be provided in the procurement documentation.
Economic operators should note that the estimated value given below is based on the 5 Contracting Authorities historical/current expenditure and the number of properties and schemes currently included within its stock portfolio. This value may increase in the event that the 5 Contracting Authorities acquires additional properties during the contracts' term and requires the service/works covered by the contracts to be performed at such properties. Additional properties may include without limitation residential properties (however obtained whether through a merger or acquisition or other means), commercial properties, or corporate facilities managed by the 5 Contracting Authorities. The 5 Contracting Authorities reserves the right to also remove properties, for example as a result of stock rationalisation, in which case the value may decrease.
The contracts will be subject to regular monthly, quarterly and annual performance reviews by the 5 Contracting Authorities. The contracts will be extendable on an annual basis after the first 3 years for up to a further 2 years. In any event year on year continuance of the contracts from the commencement will be dependent on satisfactory performance by the contractor.


Award value: 1355000