Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Melin Homes Limited
Ty'r Efail, Lower Mill Field
Pontypool
NP4 0XJ
UK
Contact person: Procurement team
Telephone: +44 1495745910
E-mail: procurement.team@melinhomes.co.uk
NUTS: UKL2
Internet address(es)
Main address: http://www.melinhomes.co.uk/
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA24809
I.2) Joint procurement
The contract is awarded by a central purchasing body
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA24809
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA24809
I.4) Type of the contracting authority
Other: housing association
I.5) Main activity
Other: Commercial cleaning
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Commercial Cleaning Services
II.1.2) Main CPV code
90910000
II.1.3) Type of contract
Services
II.1.4) Short description
Melin Homes is procuring a contract to conduct cleaning services to internal and external communal areas (staircases, corridors, walkways, lobbies, lifts, communal rooms) of blocks of flats, sheltered accommodation.
II.1.5) Estimated total value
Value excluding VAT:
400 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
90910000
II.2.3) Place of performance
NUTS code:
UKL2
UKL
Main site or place of performance:
Lot 1 – Torfaen
Lot 2 – Monmouthshire & South Powys
Lot 3 – Blaenau Gwent
Lot 4 – Newport
II.2.4) Description of the procurement
The procurement is split into three sections:
Section A – Qualification: This section contains economic, financial, and technical information that Applicants must demonstrate they are able to meet or satisfy to register a "Pass". IMPORTANT: Applicants who register a "Fail" in respect of any question in Section A will not be considered further and will be excluded from further participation in the procurement process.
Section B – Qualitative: This section contains several questions which will be scored in accordance with the Award Criteria / Scoring Matrix.
Section C – Costing Exercise: Applicants are required to complete this information, ensuring that their response relates directly to all Lot(s)
This ITT:
asks Applicants to submit their Tenders in accordance with the instructions set out in the remainder of this ITT.
sets out the overall timetable and process for the procurement to Applicants.
provides Applicants with sufficient information to enable them to submit a compliant Tender.
sets out the Award Criteria and Scoring Matrix that will be used to evaluate the tenders; and
explains the administrative arrangements for the receipt of Tenders.
Melin Homes intends to carry out an interview and selection process to the top 3 highest bidders, based upon the tenders returned and the information therein. Please make sure you are available Thursday 27st October 2022 to attend an appointment located at our Melin offices, Pontypool, South Wales.
Shortlisted tenderers will then be invited to an interview to a panel made up of members of staff and residents followed by question-and-answer session. The format and duration of the session will be notified to those successfully shortlisted.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality
/ Weighting: 30
Price
/ Weighting:
70
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start:
01/04/2023
End:
31/03/2025
This contract is subject to renewal: Yes
Description of renewals:
The Contract will run from 1 April 2023 until 31 March 2025 (the "Initial Term"). The Initial Term for the Contract may be extended by up to two (2) years subject to satisfactory performance by the Service Provider(s). Any extension of the Contract will be reviewed annually.
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
III.2) Conditions related to the contract
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
14/10/2022
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.7) Conditions for opening of tenders
Date:
14/10/2022
Local time: 12:00
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.3) Additional information
Applicants must bid for all LOTS within this procurement
Site visits
There are no sites visits involved arranged within this procurement, However if any bidders would like to visits a site please contact the procurement team to arrange
Procurement.team@melinhomes.co.uk
Selection process - Interview
Melin Homes intends to carry out an interview and selection process to the top 3 highest bidders, based upon the tenders returned and the information therein. Please make sure you are available Thursday 27th October 2022 to attend an appointment located at our Melin offices, Pontypool, South Wales.
Shortlisted tenderers will then be invited to an interview to a panel made up of members of staff and residents followed by question-and-answer session. The format and duration of the session will be notified to those successfully shortlisted.
Living Wage Accreditation
In line with Melin Homes own values and commitment, the successful Tenderer must achieve Living Wage Foundation accreditation within six months of the commencement of the contract. More information can be found at https://www.livingwage.org.uk.
Transfer of Undertakings (Protection of Employment)
At the time of inviting this tender, Melin Homes anticipates that TUPE will apply to this contract in respect of Melin Homes' and the current Service Providers’ employees who are assigned to undertaking the Services. Melin Homes gives no undertaking regarding any information provided. Details of the staff involved are detailed in Appendix C.
To fully understand the obligation of TUPE, Melin Homes’ recommends that Applicants seek legal advice. Bidders are required to undertake their own due diligence.
Community Benefits
It is Melin Homes' responsibility to deliver and report on Welsh procurement, supply-chain opportunities, resource and waste, targeted recruitment, and training (TR&T) and community donations, to enable us to monitor our economic and environmental impact in Wales. Therefore, Tenderers must provide information on how they will support
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=124630.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://www.sell2wales.gov.wales/sitehelp/help_guides.aspx.
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:
Community Benefits
It is Melin Homes' responsibility to deliver and report on Welsh procurement, supply-chain opportunities, resource and waste, targeted recruitment, and training (TR&T) and community donations, to enable us to monitor our economic and environmental impact in Wales. Therefore, Tenderers must provide information on how they will support this
(WA Ref:124630)
VI.4) Procedures for review
VI.4.1) Review body
High court
Royal Courts of Justice, The Strand
London
WC2A 2LL
UK
Telephone: +44 2079477501
VI.5) Date of dispatch of this notice
12/09/2022