Framework Agreement for Housing and Public Building ... · PDF fileHousing and Public Building Response Maintenance Works ... Contracting Entity Kildare County Council ... Limited

Procurement Unit Kildare County Council

Framework Agreement

for

Housing and Public Building Response Maintenance Works

Information Briefing Session

15th December 2014

Procurement of Response Maintenance Works

Agenda for the Session

1. Introductions

2. Overview of the KCC Response Maintenance


2. Overview of the KCC Response Maintenance

3. Overview of the tender process

4. Tender documents

Questions at the end of each section please.


Introductions

Contracting Entity Kildare County Council

David Creighton A/Senior Architect

David Hall Senior Executive Engineer

& Housing Maintenance

Officer


Overview of KCC Response

MaintenanceMaintenance

Planned Maintenance v Response Maintenance

� Planned Maintenance – Small / Medium sized Building Works, Current Framework in Place

� Response Maintenance – Trades based (plumbing, heating, electrical, minor building) repairs primarilyon social housing but will include other Kildare


on social housing but will include other Kildare County Council buildings.

Value of Response Maintenance Works� Estimated Spend in 2013: €1.5m� This is not a guarantee of the value of future

work.

What is Response Maintenance Works?

� General internal repairs and maintenance to the building fabric including roof repairs

� General plumbing and heating repairs and maintenance

� General electrical repairs and maintenance

� Limited replacement of windows and external doors


� Limited replacement of windows and external doors

� Limited repairs and maintenance to underground sewerage and drainage

� Repairs and maintenance to external areas such as driveways, steps, paths, fences and boundary walls

� Painting & Decorating

Proposed Maintenance Structure

County divided into 3 geographical areas (Lots). This is to allow greater access to SME’s

� North 1200 social housing units


� North 1200 social housing units

� Central 1700 social housing units

� South 800 social housing units

Total 3700 social housing units


3no. Areas


KCC Direct Labour Crew� Initial response to maintenance requests if

appropriate� 9.00am – 5.00pm, Monday – Friday� Limited emergency response


Response Maintenance Contractor� Multi discipline (all trades available under single

management)� Respond to all maintenance calls not covered

by direct labour crew� 24/7/365 service


A single multi disciplinary contractor will be appointed in each area with a reserve contractor in each area.

Maintenance Response will be categorised as follows:� Emergency - 2hr max response time


� Emergency - 2hr max response time� Urgent - 1-5 working days max response

time depending on nature of request.

� Routine - 2 weeks max response time

Performance of contractors will be monitored.


� Form of Contract will be Term Maintenance and

Refurbishment Work Contract (TMRC).

� Work will be allocated by way of Task Orders.


� Prices for task orders will be based on rates tendered

by contractors.

� Frameworks will be in place for a maximum of 4 years

and will then be re-advertised. A review will take place

after each 12 months period.

The Framework Agreement

� 1 contractor will be admitted to the Framework

Agreement in each Lot/Area.

� Contractors can apply for all Lots but will be limited to

being awarded one Lot.


� A reserve contractor will also be identified for each

area. The reserve contractor will be engaged if the

contract with the original contractor has to be

terminated or suspended, or if there is an unforeseen

increase in the volume of work and the original

contractor is unable to meet the increased demand.

Overview of the Tender Process


Overview of the Tender Process

Restricted Procedure:

Two distinct, separate Stages:

1. Suitability Assessment (are you suitable to tender)


1. Suitability Assessment (are you suitable to tender) Sometimes referred to as ‘Expression of Interest’

2. Invitation to Tender

Stage 1: Suitability

� Complete a suitability assessment questionnaire

(QW1), supplements, and appendices.

� A number of suitability criteria


� Some are Pass/Fail, with a minimum pass

requirement (insurances, turnover, etc).

� Some are qualitative – (previous experience

/contracts, type of management)


� Only contractor who ‘pass’ all of the Pass/Fail criteria

are assessed against the qualitative criteria.

� The qualitative criteria are then given a mark based


� The qualitative criteria are then given a mark based

on a predetermined marking system.

� The submissions are then ranked according to the

scores received.


� The top ranked applicants are then invited to tender (Stage 2).

� We anticipate that we will invite a minimum of 5 applicants to tender in each Lot.


applicants to tender in each Lot.

� Applicants can apply for more than one Lot but successful contractors will only be awarded one Lot. If they are successful in more than one Lot they will have to choose their preferred Lot.

Stage 2: Invitation to Tender

� Applicants who are successful in Stage 1 will be

invited to tender (ITT).

� The ITT will contain two parts


1. Quality

2. Price

� Marks will be awarded for both and there will be

a minimum mark required for Quality.

Stage 2: Invitation to Tender

� Quality: There will be a number of Quality criteria which will look at how tenderers propose to deliver a quality service to KCC.

� Price: Price will be based on a detailed pricing


� Price: Price will be based on a detailed pricing schedule which will be composed of notional maintenance tasks.

� The marks for Price & Quality are added and the successful contractors identified for each Lot.


Tender DocumentsTender Documents

The relevant documents for Stage 1 are as follows:

� Suitability Assessment Questionnaire (SAQ) Document

QW1

� Health & Safety Supplements 3.4.1 (Contractor) and

3.4.2 (PSCS)


Stage 1 (Suitability Assessment) Documents in Detail

3.4.2 (PSCS)

� Appendices A-K

The QW1 documents and Supplements set out both

the minimum (Pass/Fail) requirements many of which

can be satisfied by completing the appendices, and the

qualitative criteria.

Suitability Assessment Questionnaire - QW1


Stage 1(Suitability Assessment) Documents in Detail

Questionnaire - QW1

Many of the Pass/Fail criteria can be satisfied

by completing Appendices. Read the criteria

carefully before completing the relevant

appendix. We will look for evidence of


Stage 1 : Appendices

appendix. We will look for evidence of

compliance if an Applicant is going to be

shortlisted. If evidence can’t be produced the

Applicant will be eliminated.

Two Qualitative Criteria:

Quality of Management - 40%


Stage 1 : Qualitative Criteria

Quality of Management - 40%

Quality of Previous Similar Contracts - 60%

Previous Mistakes

� Appendix B2 & B3 – Previous contracts and services

as PSCS

� CV’s for Managers not submitted

� Staff proposed for multiple roles� Staff proposed for multiple roles

� CV’s not matching the list of personnel proposed

� Assume that KCC have the information

� Omitting or not signing appendices/declarations


Most Important� Tender will be advertised on the eTenders web site

www.etenders.gov.ie

� You must register on this web site to receive notification of the tender competition notification of the tender competition

� Documents will only be available through this web site.

� Once the tender is advertised queries can only be raised thorough the etenders site. Responses will also be issued through etenders.


Thank YouQuestions?