Instructions for Completing and Submitting ... - Melin Homes Web viewEnsure that all the workers have been provided with suitable health and safety induction, ... This document will

Tender for Energy Efficiency Installations

Lot 1 – 135 units in Trowbridge expansion, Cardiff

Lot 2 – 115 units in Brynfedw expansion, Cardiff

Lot 3 – 195 units in Tyisha 2, Llanelli

TBC Lot 4 – 193 units in Llanhilleth 2, Blaenau Gwent

TBC Lot 5 – 57 units in Ebbw Vale South 1, Blaenau Gwent

Contents

Instructions for Completing and Submitting Mini Tender

Requirements of a Principle Contractor

Contractor Questionnaire

Financial Instruction

Contractor Code of conduct

Contract works and Installation specification

Asbestos Management

Tender return documents and checklist

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1. Instructions for Completing and Submitting Mini Tender

PLEASE ENSURE THAT THE BID IS SUBMITTED IN ACCORDANCE WITH THESE INSTRUCTIONS – FAILURE TO DO SO COULD INVALIDATE YOUR SUBMISSION.

BIDDER ARE REQUIRED TO PRICE FOR SUPPLY & INSTALLATION

Bidders should answer all questions as accurately as possible together with requests for other information. Where a question is not relevant to the Bidder this should be indicated with an explanation (where applicable).

All supporting documents must be clearly marked with the name of the Bidder organisation together with the question to which the response/submitted documents relate.

Bidders must provide explicit and comprehensive responses as these will be the single source of information on which the evaluation will be made.

It is important that responses to the questions are specific to the Lot and relevant to the question (to which the response relates). Please DO NOT provide general organisational literature, marketing or promotional brochures and web-links as these will not be considered to be an appropriate response, will not be considered in the evaluation process and may prove detrimental to your Bid submission.

Bid responses will be checked for completeness and compliance with the Tender instructions before they are evaluated.

The word “organisation” refers to a sole trader, partnership, incorporated company or other business entity, or similar entity operating outside the UK, as appropriate.

Bid responses must be accurate and up to date. Melin Homes reserves the right to refuse to consider your application if the Tender is incomplete or is found to be inaccurate.

All responses and submissions provided will, where applicable, form part of any subsequent agreement or contract based upon this Tender exercise. If there is any inconsistency between, Melin Homes’ Requirements (specification) and the Bidder response then the former shall prevail.

Melin Homes reserves the right to require some or all Bidders to clarify and/or expand the answers contained in their submissions, in writing. Requests for further information will be made in writing to Bidders.

Failure to respond promptly or adequately may result in the Bidder’s disqualification from the procurement process.

Additional Information

Melin Homes reserves the right to require a Bidder to provide additional information supplementing or clarifying any of the information provided in response to the requests set out in this Tender. The scheme Manager may seek independent financial and market advice to validate information declared, or to assist in the evaluation.

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Bidder Contact Point

The Bidder must nominate a single point of contact for its organisation on the first page of the Bid.

Melin Homes will only contact the Bidder through its nominated single point of contact. The Bidder must therefore promptly notify Melin Homes of any changes relating to the single point of contact.

Instructions for Submission of the Bid

The deadline for Bid submission is 12:00 noon, 21st September 2015. Bids received after this deadline will not be accepted. Bidders must complete and return the mini tender to the address below.

Bidders must complete and return a hard copy of their bid in a lever arch folder to the address below.

Completed Bids must be sent to Melin Homes, Ty'r Felin, Lower Mill Field, Pontypool, Torfaen, NP4 0XJ.

Only an appropriately bound paper copy of Bids submitted will be accepted.

Lot 1 – 135 units in Trowbridge expansion, Cardiff

Lot 2 – 115 units in Brynfedw expansion, Cardiff

Lot 3 – 195 units in Tyisha 2, Llanelli

TBC Lot 4 – 193 units in Llanhilleth, Blaenau Gwent

TBC Lot 5 – 57 units in Ebbw Vale South 1, Blaenau Gwent

Please note contracts are subject to finalised Memorandums of Understanding being agreed with Local Authorities. Where Melin Homes is not procured as the Managing Agent, Melin Homes reserves the right to cancel any Lot awarded without penalty. Award of a Lot is not a guarantee of work.

Contract Period

Assessment Period: 21st September – 25th September 2015

Mobilisation Period: 28th September – 2nd October 2015

Installation Period: 5th October 2015 – 31st March 2016

Evaluation of Submitted Mini Tender Bid

Bid submissions/Bidders that fail to satisfy Melin Homes’ required minimum standards in relation to on-going technical and professional monitoring will be excluded from further participation in the procurement process.

Bids will be evaluated in the following sections; where sections are scored, that scoring will apply equally to all questions within that section.

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Part Who Required

Subject Area Weighting Requirements

Part A All bidders Instructions FYI only Instructions for completing tender.

Part Who Required


Part B All bidders Mini Tender Questionnaire for Subcontractors

Pass / Fail by question

Complete the questionnaire providing all required documentation and evidence where necessary. All evidence is to be inserted in to the required section in the HSEQ Pack in the second part of Part B.

All bidders Quality Analysis

Scored 70%

Quality: Bidders are required to provide all the requested evidence (listed under each key section) and information asked for in either the Questionnaire in Part B, or on the header pages of the HSEQ Pack. The pack is divided in to the following key sections, as outlined in the framework agreement:

- Business & Resource Capacity 10%

- Technical Capacity 10%

- Experience & Expertise 40%

- Quality & Approach 40%

Part Who Required


Part C All bidders Contract Data & specification

FYI Only

Part Who Subject Area Weighting Requirements

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Required

PART D All Bidders

Tender return & costing schedule

For completion by the Bidders

Prices are scored at 30%

Bidders are required to provide completed tender return document and cost schedules.

Evaluation of Bid responses to Section B will be scored between 0 and 5 in accordance with the scoring methodology below:

Evidence Remark Scores

Evidence is consistent, comprehensive, compelling, directly relevant to the Requirement in all respects and highly credible.

Absolute Confidence

5

Evidence is sufficient (in qualitative terms), convincing, and credible.

Confidence 4

Evidence has minor gaps, or to a small extent is unconvincing, lacks credibility or irrelevant to the Requirement.

Minor Concerns 3

Evidence has moderate gaps, is unconvincing. Moderate Concerns

2

Evidence has major gaps, is unconvincing in many respects, lacks credibility, or largely irrelevant to the Requirement.

Major Concerns 1

No evidence or misleading evidence. Not acceptable 0

The scoring methodology to be applied to response to Part D will be as follows:

The costing exercise will be scored on the following basis;

The bidding subcontractor will price to project manager and install all XX installations of all technologies.

The average cost of submissions will be calculated, with Bidders individual submissions then being evaluated against the average for the group on the following basis;

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Costing exercise submission per property type Total weighting being 30% Score (% of possible marks)

Greater than 20% below aggregate/average 100%

5% - 20% below aggregate/average 75%

+/- 5% of aggregate/average 50%

5% - 20% above aggregate/average 25%

Greater than 20% above aggregate/average 0%

Requirements of a Principle Contractor

We are requiring one of the tendering contractors to bid for the Principle Contractor role. This role will require the management of all activities on site, as per the list below. Where further is required to ensure capacity to fulfil the contract resource (on the basis of not having enough in house directly employed personnel), the Principle Contractor is required to use suitably competent and qualified Installers (preferably from the Melin Homes Framework), setting out all partnerships and agreements in the submission to this Tender. Where a contractor not on the current Insulation Framework is used, the Principle Contractor will take full responsibilities for ensuring the undertake all requirements of the project, including submitting monthly Community Benefit Measurement Tool forms.

As the Principle Contractor, it will be required that you:

Satisfy yourselves, and the Scheme Manager that clients, the general public and the installers are aware of their duties, satisfy the CDM Coordinator appointed by the Scheme Manager and notify the HSE before work has started;

Complete all Insulation work to PAS2030 requirements and maintain PAS2030 documents and records for each property.

Complete any boiler (heating) work required to PAS2030 requirements and only use PAS2030 boiler accredited subcontractors.

All appropriate Gas Certificates (CP12) and electrical alteration certificates must be provided in order to process your invoices.

Are competent to address the health and safety issues likely to be involved in the management of the installation phase;

Are competent to plan, manage and monitor the installation phase using adequate resources to mitigate risk in the delivering of the tendered work;

Ensure that every Contractor who will work on the project is informed of the minimum amount of time which they will be allowed for planning and preparation before they begin work on site;

Ensure that all RAMS from the Sub Contractors are available for the Principle Designer before the commencement of works.

Ensure that all Contractors are provided with the information about the project that they need to

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enable them to carry out their work safely and without risk to health. Requests from Contractors for information should be met properly;

Ensure that a Qualified Site Manager (SMSTS) or Supervisor (SSSTS) is present on site at all times.

Ensure that all employees including Sub-Contractors working on site have up to date CSCS cards with them.

Ensure that all employees including Sub-Contractors working on site have up to date Asbestos Awareness training.

Ensure that there is a Qualified First Aider on site at all times (First Aid at Work 3 day course), certificate to be on display along with an accident book.

Ensure safe working and co-ordination and co-operation between Contractors and suppliers;

Use the Health & Safety, Environment and Quality Plan set out in this mini tender, keeping all records, method statements, dynamic risk assessments up to date. You will be required to:

- Prepare the HSEQ Pack before installation work begins;

- Develop the HSEQ Pack in communication with all subcontractors affected by it;

- Seek approval of the HSEQ Pack by the Scheme Manager prior to installation work begins;

- Implement the HSEQ Pack; and

- Keep the HSEQ Pack up to date as the project progresses.

Keep installation, H&S, CDM records on site, providing all information weekly, and upon request to the Scheme Manger;

Ensure that a hard copy of the asbestos reports is on site and employees read the report for each property they work on prior to starting.

Seek approval from the Scheme Manger of a suitable Welfare Facilities Plan prior to the start of the instruction phase, implementing as necessary;

Take reasonable steps to prevent unauthorised access to the site;

Prepare and enforce any necessary site rules;

Liaise with the Principle Designer on design carried out during the installation phase, including design by System Holders, specialist contractors, and its implications for the plan;

Provide the Principle Designer promptly with any information relevant to the health and safety file; and

Ensure that all the workers have been provided with suitable health and safety induction, information and training, providing records as required to the Scheme Manager and Principle Designer.

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Ensure no work is started on a property without written instruction to do so to ensure all ECO paperwork and procedures have been completed.

Work in partnership with Melin to ensure all ECO compliance paperwork is completed and collected to enable each property to have ECO funding successfully claimed.

Contractors QuestionnaireWhere prompted in the following sections, please provide the relevant information. Please refer to Part B Contract Specific HSEQ Plan for full requirements of tender submission.

Principle Contractor Details

Company Name: Telephone Number:

Contact: Fax Number:

Address:

Subcontractor Details



Address:

Pas 2030 Insulation Registration No (where applicable):

Description of involvement:



Address:





Address:

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Principle Contracting

Has your company got experience, capability and the capacity to act as a Principle Contractor

If Yes to the above question please provide the following information:

a) 3no. References from similar projects

Contract / Framework

Title

Client

Name

Total Value

£ million

b) All support and managerial staff required in the role of Principle Contracting

(See requirements of Part B HSEQ Part 2 Personnel Plan)

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YES NO

Please list below any experience you have of working within a Minor Works contract:

Please provide details of your evidence for your experience and capability in selecting and managing a supply chain and any subcontractors you may need to use. In addition to this we require a written outline of how you intend to manage your supply chain within your PAS2030 compliant site specific Method Statement. (See requirements of Part B HSEQ Part 4 Method Statement)

Programming of Works

The Bidder is required to provide a detailed, house by house, programme of works for the specific LOT being bid for. The sequencing of works needs to take this in to account.

The Programme also needs to include scheduling of all works teams, subcontractors, delivery schedules, communications with householders, and inspection rounds. The programme needs to work in conjunction with the Method Statement and the risk assessment.

Evidence of how the Bidder will meet its PAS2030 requirements should be provided.

(See requirements of Part B HSEQ Part 4 Method Statement)

Principle Managing Quality

The Bidder is required to provide a full site specific Quality and Inspection Plan to include how you intend to monitor the quality of your installations - including those done by any Contractors. This should include details of PAS2030 required inspections and either SWIGA or ECO Kinnell guarantees.

(See requirements of Part B HSEQ Part 9 Quality and Inspection Plan)

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Please provide your PAS2030 works procedures for the management of record keeping, site information and communication flow. Within this, please provide the likely record templates that will be used in this contract, and how these will be communicated to the Being Greener team.

(See requirements of Part B HSEQ Part 10 Contract Specific Works Procedures)

Your Policy for Health, Safety, Environmental and Quality

If your Company employs more than five employees, the Health and Safety at Work Act 1974 requires that you must have a written policy for health and safety.

In addition to the above if you have more than five employees you are also required to prepare risk assessments relating to the activities that you undertaken.

Please enclose a copy of your Policy when returning this form detailing the following:

On the basis that you’re General Policy with regard to Health and Safety should be updated and amended frequently, please provide the most up to date version.

Please provide the details of your organisational structure, for the management team, support teams and you’re on site team.

Note – These details are to include the allocation of duties, delegation of responsibilities and the name of the most senior person in your Company responsible for health and safety.

Please provide site specific arrangements for implementing appropriate H&S and Quality requirements, including all relevant legislation, which are suitable for the work your company carries out.

Note – This should include a full method statement and risk assessment, specifying all safety procedures, Approved Codes of Practice and supporting manuals. Within this section Melin Homes expects to see a full site plan, highlighting provision of welfare and storage facilities.

(See requirements of Part B HSEQ Part 4 Method Statement)

Please state how your standard works procedures are brought to the attention of your employees:

Please provide site specific information as to how you intend to manage the environmental impact of your activities on site.

Note – This needs to include a site specific waste management plant along, how you intend to monitor waste and actively incentivise reduction

Please state how your environmental assurance system is brought to the attention of your employees:

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Please provide the details of all your vehicles, vehicle maintenance and specific drivers.

Please provide your policy on use of drugs and alcohol at work, and how you intend to monitor it.

Please provide your policy on working at height. Please also provide details to outline each task that may require working from height, and how you intend to mitigate any risks of falling. As explained in the Delivery and Welfare section, we are expecting to see plans for use of a K-Guard system; however, bidders are free to demonstrate other suitable means of working at height on flatbeds and other areas.

Please provide all relevant COSHH data sheets and the accompanying COSHH Risk Assessments and detailed plans for encountering asbestos.

Use the Method Statement to outline all machinery that may be used. The Contractor and Subcontractor will be expected to provide all certificates upon inspection at any time through the contract.

Please state your policy on working in confined spaces;

Please state your policy on lone working;

Please state your policy for Working at Heights.

Please state your policy for Manual Handling.

Please state your policy on permits to work. The bidder will be required to submit a Job Assessment Checklist prior to commencing work; and

Using the Method Statement backed up by a site specific Risk Assessment, please provide information on how you intend to protect the general public from all your work activities.

Note – This should include all information regarding noise, dust, working hours, access / egress, and any other risks that may occur from your specific works.

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On Site Management & Supervision

Please provide a site specific Waste Management Plan, This needs to provide further information on the management of waste on site, incentivised reduction in waste, separation and storage of waste.

(See requirements of Part B HSEQ Part 10 Contract Specific Work Procedures)

The Bidder is required to provide a site layout plan. This plan needs to present a detailed solution to welfare, storage, parking and deliveries, whilst being sympathetic to householders and the general public.

The Management of Health and Safety at Work Regulations 1999 has a requirement that every employer appoint one or more competent persons to advise them regarding the matters relating to health and safety.

Does your Company have an ‘in-house’ Health and Safety Advisor

For Information Only

Does your Company use the services of an external Health and Safety advisor or Consultant?


If you answered YES to the previous two questions above, please give the name qualifications and location(s) of your advisor(s). In the case of an external advisor(s) or consultant(s) please give their name(s) and address.

NAME(s)

HEALTH AND SAFETY QUALIFICAITONS

ADDRESSS – for external Consultant(s) or Advisor(s)

TELEPHONE NUMBER

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YES NO

YES NO

Indicate details of the services provided to your Company by your Safety Advisor(s) or Consultant(s) named in the question above

Information and advice YES NO

Preparation of Risk Assessments YES NO

Accident Investigation YES NO

Safety Inspections and or Compliance Audits YES NO

Safety Audits YES NO

Are written reports prepared YES NO

If YES to any of the above who in your Company receives such reports and what actions follow?

NAME:

POSITION:

Please enclose copies of 2 recent reports and recently completed copies of standard forms, checklists etc. used during inspections, surveys or audits.

Do you have access to specialist health and safety advice or services relative to the works you carry out


If YES please indicate

Noise survey N/A

Audiometric testing N/A

Occupational health monitoring N/A

Risk Assessments N/A

Method Statements N/A

Other N/A

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YES NO


Please give details below.

Is your Company a member of any group, body or organisation i.e. trade group or safety group which promotes, or has an involvement in health and safety matters?

If YES give the name(s) of the group(s) and state what involvement the employees of your company have with it.

Are there any Safety Representatives appointed within your workforce?

Do you have a Safety Committee for joint consultation purposes?

How are your employees encouraged to report accidents and incidents?

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YES NO

YES NO

YES NO

Health & Safety Monitoring

Please provide the following key documents:

Site Specific Project Risk Assessment

Site Specific Project Method Statement (your Method Statement needs to provide a full list of site operatives selected to carry out the works, in addition to a programme of works)

(See requirements of Part B HSEQ Part 5 Risk Assessment)

Do you prepare summaries, statistics or reports of accident and incidents at regular intervals including ‘’near misses’’?

Please provide relevant summaries, statistics or similar information for the last three years and please ignore the question below

If the answer is NO, please give an accident summary for the last three years below:

Fatal accidents

Major Injuries *

‘Over three day’ accidents **

Dangerous occurrences

‘’Near Misses’’

Note – The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR) requires that all accidents in these categories are reported by employers to the relevant Enforcing Authority. This includes those involving the self- employed and members of the public, therefore, separate totals for ‘All Accidents’ and those that involve ‘Employees Only’ should be shown.

Please provide records of where accidents, incidents or ‘’Near Misses’’ have occurred. Please supply details of the circumstances and the actions that were taken to prevent a reoccurrence, i.e. remedial actions taken, training etc.?

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YES NO

Health & Safety Training

Please list all Directors and Managers within you Company who have attended a health and safety course within the last five years.

Directors…

Managers….

We require the Bidder to provide evidence of all training received by all site operatives and Supervisors that may be involved in the project in any capacity. This is also required of any subcontractors involved.

Note – No individual will be permitted on site without providing their CSCS cards. If Anyone is working on site, copies of their relevant CSCS cards need to be provided to Arbed/ECO2 in advance.

Failure to supply the cards will result in that person being removed from site immediately.

(See requirements of Part B HSEQ Part 3 Resource Plan)

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Contract Specific HSEQ PlanPlease complete each part of the HSEQ Plan and provide all of the evidence listed to support the contractor questionnaire. Please ensure that all evidence is contract specific to the Lot(s) you are bidding for. A contractor questionnaire and Contract Specific HSEQ Plan should be completed and submitted separately for each Lot being bid for. Failure to complete the questions will be marked as a fail.

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Contract Specific HSEQ Plan

Part 1 - Information SummaryContract Name:Reviewed & Issued by: SignatureRead & Accepted by: SignatureDistribution:- Contract, Client, Project Folder, Project Manager, Subcontractor

1 SITE ADDRESS

2 EMERGENCYFor Major Injury or Fire Tel 999HOSPITALLocationTEL:

IN THE EVENT OF AN EMERGENCY NOTIFY THE FOLLOWINGH&S Manager Tel:

Reportable Safety Accident/Incident:Major Environmental Incident:For further information on Emergencies see attached Risk Assessment (Part 3)

3 HSEQ RISK ASSESSMENTParticular RisksIf applicable

4 PRINCIPLE CONTRACTOR Name:Site Contact: Telephone No.:

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5 CONSULTANT Name:Site Contact: Telephone No.:

5 CONTRACTOR Name:Site Contact: Telephone No.:

6 SUBCONTRACTOR Name:Site Contact: If applicable Telephone No.:

7 SUBCONTRACTOR Name:Site Contact: If applicable Telephone No.:

8 Arbed 2 PERSONNELDirector with Overall Responsibility for H&SH&S Manager

Project ManagerSite Representative

9 SCOPE OF WORKSNo. of properties

Measures to be installed Technology 1:

10 PROGRAMMEContract Start Date

Working HoursWorks Start DatePredicted Completion Date

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Part 2 - Personnel PlanContract Name:Reviewed & Issued by: SignatureRead & Accepted by: SignatureDistribution:- Contract, Client, Project Folder, Project Manager, Subcontractor

Scoring Document Name Description

10% total Organogram for full teamOrganogram for all support teamsCV for all employeesTraining evidence

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Part 3 - Resource PlanContract Name:Reviewed & Issued by: SignatureRead & Accepted by: SignatureDistribution:- Contract, Client, Project Folder, Project Manager, Subcontractor


10% total Resource Plan for on site staffOrganogram for on site staffQualifications and training records for on site staff – detailing training and competence to install the measures in compliance with PAS2030CSCS and CPCS evidence for on site staffDetails of any subcontracted services, staff

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Part 4 - Method StatementContract Name:Reviewed & Issued by: SignatureRead & Accepted by: SignatureDistribution:- Contract, Client, Project Folder, Project Manager, Subcontractor


20% total Contract Site Specific Method Statement that meets PAS2030 complianceContract ProgrammeSite Layout PlanDelivery and Handover Plan to PAS2030 standardsCommunications Plan to PAS2030 standardsDelivery of Community Benefits Commitment PlanComplaints Handling Procedure


Part 5 - Risk Assessment

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Contract Name:Reviewed & Issued by: SignatureRead & Accepted by: SignatureDistribution:- Contract, Client, Project Folder, Project Manager, Subcontractor


20% total Project Risk AssessmentHealth & Safety Risk AssessmentTechnical Risk AssessmentEnvironmental Risk Assessment


Part 6 - Health & Safety Summary Report & ScheduleContract Name:Reviewed & Issued by: Signature

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Read & Accepted by: SignatureDistribution:- Contract, Client, Project Folder, Project Manager, Subcontractor


Pass / Fail Health & Safety Summary Report & ScheduleSupporting documentation


Part 7 - Emergency ProceduresContract Name:Reviewed & Issued by: SignatureRead & Accepted by: Signature

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Distribution:- Contract, Client, Project Folder, Project Manager, Subcontractor


Pass / Fail Emergency Procedure


Part 8 - Contract Specific COSHH FormsContract Name:Reviewed & Issued by: SignatureRead & Accepted by: SignatureDistribution:- Contract, Client, Project Folder, Project Manager, Subcontractor

Scoring Document Description

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Name

Pass / Fail All relevant COSHH forms, data sheets and completed COSHH Risk Assessment


Part 9 - Quality and Inspection PlanContract Name:Reviewed & Issued by: SignatureRead & Accepted by: SignatureDistribution:- Contract, Client, Project Folder, Project Manager, Subcontractor


20% total Quality and Inspection Plan to PAS 2030 compliance

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Part 10 - Contract Specific Works ProceduresContract Name:Reviewed & Issued by: SignatureRead & Accepted by: SignatureDistribution:- Contract, Client, Project Folder, Project Manager, Subcontractor


10% total Include all standard works procedures and any specifics10% total Site specific Waste Management Plan

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Financial Instruction

Valuation & Invoicing Process

Valuations must be received by Melin no later than the 15th of the month and must include completed works up to this date. Valuations will be checked for accuracy, and all documentation for ECO compliancy must be uploaded to Lifespan before submission of the valuation. Once a valuation has been approved, contractors will be requested to raise an invoice.

If ECO funding is lost on a property due to the actions or omissions of a Contractor or their subcontractor, then the liability for lost funding will lie with the Contractor. We reserve the right to withhold the value of the lost ECO funding from the value of works.

Please note that all insulation work should be invoiced INCLUSIVE of 5% VAT

Invoice must be addressed to:

Attention of: Zoe Smith-DoeMelin Homes LtdTy`r FelinLower Mill FieldPontypool TorfaenNP4 0XJ

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Each invoice must clearly state:

Unique invoice number.

Schedule of properties being invoiced for (including a unique number provided to each property by ourselves).

Detail of work completed and cost per property.

Vat charged if applicable (please include vat registration number).

Bank details.

Invoices will be processed and you will receive payment by end of the current month providing all information is provided and accurate.

If ECO funding is lost on a property due to the actions or omissions of a Contractor or their subcontractor, then the liability for lost funding will lie with them.

Any questions regarding invoicing, contact Zoe Smith-Doe on 01495 745910.

Contractors' Code of Conduct

Client Management: Melin Homes refers all Bidders to the Contractors Code of Conduct. This document will be made available to all householders, and the Subcontractors will be vetted on an on-going basis in terms of their alignment with it. As part of the Mini Tender, all Bidders are required to provide a plan for engagement with clients.

This page explains the level of service our Contractors will provide.

“In order to provide you with a good and responsive installation service, Melin Homes holds a framework of Contractors that are continually vetted and monitored, chosen for the quality, efficiency and price of their work.

To be included in the competitions for work, Contractors must meet a Code of Conduct which sets out:

what you can expect from our contractors (including Health and Safety requirements).

what our contractors can expect from you.

responsibility of private arrangements.

equal opportunities and discrimination.

If you feel these standards are not being met, please let us know. Your comments are important and will give us valuable information about our Contractors performance. We will always try to put right any complaint and you may have about our Contractors conduct in your home.”

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What you can expect from our Contractors

Before arriving at your home:

Before arriving at your home, the selected Contractors will write to you to confirm dates, installation details and arrangements. They will also provide you with contact details for site supervisor who will identify himself to you upon arrival on site.

We can arrange a password between our Contractors and yourself, so that you can be sure whom you are letting into your home.

When arriving at your home:

The Contractors will:

give a password (if you have requested this).

show their ID cards.

explain clearly what the work will involve, when it will be done and how long it will take.

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During the course of the works:

The Subcontractors will:

avoid making excessive visits to your home to bring materials.

be responsible with scaffolding and where possible inform you when it will be erected and when it will be taken down.

keep inconvenience to a minimum and to keep your home clean and tidy, using dust sheets.

During the installation, the Contractor will ensure your home is left safe, secure, wind and weatherproof, and where possible with all services left on. You will also be warned of any hazards. Where services are not available for longer periods of time, the Contractors will provide you with temporary heating and electricity.

The Contractor will not use the following without your permission:

any belongings such as a ladder or chair.

your telephone your toilet or kitchen, for example to make tea.

your electricity, gas and water.

your bathroom or kitchen to clean equipment - if you do give permission, the rooms must be left clean and tidy.

When installations are completed:


tell you that the work is finished.

remove all rubbish and leave your home tidy.

the Being Greener team will inspect and sign off the installation, along with the Contractors and supplier of the materials.

In all circumstances, Melin Homes will monitor the customer experience, and inspect the works completed. As an on-going assessment of delivery, our framework of Contractors will be vetted in response to reports on satisfaction and service.

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At all times:


treat all details about you and your home confidentially.

show respect for you and your property.

consider the needs of elderly, disabled or persons who have special needs.

be careful about security.

comply with current Health & Safety in respect of sharp tools and toxic substances.

When in your home, the contractor will never:

smoke, consume alcohol, or take any illegal substances.

play music.

use bad language.

make any comments or gestures that you could consider discriminatory, offensive or distasteful.

wear clothing or display body markings which could be deemed offensive to others.

Contractors who fail to meet these standards are liable to be removed from our approved Contractors list.

What our Contractors can expect from you

In return for the above we ask you:

to make arrangements for access to be given by an adult.

to be co-operative about making appointments.

to clear the work area of any belongings - please note Contractors may be willing to help you with any heavy furniture, but you should clarify this before the work starts; they are not liable for damage to your belongings.

to keep your children and pets away from the work area and from the Contractors tools.

not to leave young children (under the age of 16 years old) on their own while Contractors are on site.

Equal Opportunities and Discrimination

Our policies on equal opportunities and discrimination apply to installation service. Our Contractors are expected to be equal opportunities employers and our code of practice sets out that we will not tolerate any form of discrimination. If Contractors or a Subcontractor’s employees behave contrary to our policies, the company may be removed from our approved list.

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Contract Requirement and Installation Specification

Lot 1 – 135 units in Trowbridge, Cardiff

Lot 2 – 115 units in Brynfedw, Cardiff

Lot 3 – 195 units in Tyisha, Llanelli

TBC Lot 4 – 193 units in Llanhilleth, Blaenau Gwent

TBC Lot 5 – 57 units in Ebbw Vale, Blaenau Gwent

Lot 1 – Trowbridge. 135 No Fines properties in the LSOA areas Trowbridge 10 & 7. The proposed streets are as follows: Greenway Road, Llanina Grove, Portmadoc Road, Pensarn Road.

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Lot 2 – Brynfedw. 115 No Fines properties in the LSOA areas Pentwyn 2 & 4.

Lot 3 - Tyisha. 195 traditional terraced units in the LSOA area Tyisha 2. The proposed streets are as follows: Ann Street, Arthur Street, Bigyn Park Terrace, Bigyn Road, Elizabeth Street, Inkerman Street/Upper Inkerman Street, Prendergast Street, Ralph Street, Richard Street, Robinson Street/Upper Robinson Street

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Lot 4 – Llanhilleth 2. 193 mixed units of non-traditional construction types Liang Easiform, and steel frame/timber panel constructions properties. The proposed work will be carried out on the Mount Pleasant Estate and Hafodarthen Estate.

Lot 5 – Ebbw Vale South 1. 57 units of Wimpey no-fines non-traditional construction build in terraced blocks. The proposed work is on Tredegar Avenue.

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BIDDER ARE REQUIRED TO PRICE FOR THE SUPPLY AND INSTALLATION OF MEASURES

BIDDER MUST ENSURE THAT ALL ITEMS BELOW ARE TAKEN INTO ACCOUNT WHEN PRICING EACH LOT

Preparatory Work

Contractors are required to abide by the guidance given within the Access & Egress section of this tender when entering a property and / or grounds.

Prior to the installation it is essential that on-site investigation and tests to be carried out to determine the type and quantity of anchors that are used. Written confirmation of the pull out test shall be made available to the scheme Manager, the Contractors and the system designer.

The condition of the stability of the substrate must be considered, and that of the integrity of any coatings or finishes applied to it. All loose and friable coatings and renders must be removed. In the case of render removal, isolated patches must be re- rendered flush with sound existing.

Plants and Shrubs: Where practical, and in consultation with the occupants, all plants and shrubs shall be carefully pulled away from the walls and netted to allow the work to proceed, and reinstated on completion.

Storage and Handling: Care shall be taken in off-loading, storage, hoisting and placing in the final fixed positions of system, fittings and fixtures. The Contractor must ensure adequate and proper protection to all materials in storage. Any damage suffered to the system, fittings and fixtures whilst on sit shall be the responsibility of the contractor.

Protection – All doors, windows, frames, fascias and other areas of the of the existing structure not forming part of this section of works shall be fully protected by means of masking tape and polythene sheeting or other acceptable alternative means. All area’s of existing paths and paved areas and landscaped works shall be adequately covered to avoid damage by all external insulation works including scaffolding erected in connected therewith. Any damage caused by the specialist external insulation installer to the existing surface of the windows, and/or the paved and landscaped area’s during the execution of the works shall be made good, cleaned off or replaced to the satisfaction of the client and Scheme Manager, before practical completion.

Scaffolding: The contractor must abide by HSE building requirements:

There should be safe access to the scaffold. All ladders should be tied or clamped with 3 rungs projecting above the step off at the platform level to provide a handhold i.e. the equivalent of at least 1.0 metre.

Where there is a second lift, required access will be via a trap door fitted to the scaffold.

A third guardrail must be installed, and if required a fourth guardrail is to be installed.

Debris netting may be required when working close to roads.

Scaffold transoms must not protrude into the roads; they must be cut level with the pavements.

Additional lifts may be required in certain situations.

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You should never adjust scaffolding unless you are a trained and competent scaffold erector.

You should ensure there are no gaps in guardrails and toe boards forming edge protection through which either anyone could fall or an object be dropped onto people below.

You must have a safe system for lifting any materials up to the working height.

All scaffolding must be scaf tagged.

Scaffolding must be inspected every 7 days.

A scaffold register must be kept in the site office, and filled in correctly every seven days.

Only Qualified Competent people shall inspect the scaffold (2 or 3 day scaffold inspection certificate) or a member of the scaffold company.

Enabling Works

All enabling works must be undertaken in a timely manner with minimum disruption to the general public. All enabling works may only commence once the HSEQ plan has been signed off by Melin Homes.

Extension of Gables: Options for gables:

Gable shall be finished with verge trim – this to be part of the contractors price.

Extension of gable up to 1 tile including UPVC barge board and soffits shall be offered to the householder at their cost – contractor to provide fixed cost for extensions.

(Please note Arbed/ECO will only fund Option 1. The contractor will offer Option 2 to all customers on a fixed cost basis).

Existing Pipes and Fixtures etc.: Treated timber blocks or battens to the depth of the insulation shall be fitted to enable the re-fix of the rainwater pipes and other items that require re-fixing to the façade. Care should be taken to locate the timber blocks once the system has been installed and covered with render. All details to strictly follow the system holder approved and accredited installation details.

External Plumbing: Modification of overflows/SVP’s shall be made to accommodate the new system thickness. Repairs to major defects and cracks in the surface of the existing structure are deemed to have been carried out prior to the application of the system.

All Concrete Porches to remain where possible (see standard detail from system holder). Works around existing conservatories and outbuildings to be assessed and discussed on site.

TV & Satellite Dishes to be repositioned to scaffolding and / or poles as required, during installation. The Contractors must refit to property post installation; ensuring signals are to the householders’ satisfaction.

Electrical Fittings/Fixtures all external fixtures and fitting should be removed and stored appropriately to be re-fixed after work is completed. Any electrical minor works certificates must be provided for invoices to be paid.

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Gas Boilers/Fires a CP4 must be provided for all gas boilers and fires on the completion of EWI. The CP4 must be provided to Melin Homes for invoices to be paid.

System Installation

Subcontractors will strictly adhere all system holder approved and accredited installation specification and details. System Holders will be required to ensure that all installation meet these details and achieve a high quality standards. The system installation will be documented to meet PAS2030 requirements

Thermal Performance

All installation will be required to meet/exceed a U value of 0.30W/m2K for all general external wall area. All reveals and any cold bridging sections should also be insulated where technically feasible.

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Insulation/System

The following insulation/system providers have been nominated to supply products to schemes where insulation work has already been undertaken by the Being Greener Team and continuity is required.

Lot 1 & 2 - Rockwool

Lot 3, 4 & 5 – TBC following supplier mini tenders. Please include £26.00m2 maximum within total m2 bid to cover material costs.

Render Works: All work shall be carried out in strict accordance with BS EN 13911:2005 and BS 8000. The renders will be either pre-bagged and mixed strictly in accordance with the manufacturer’s instructions or supplied as pre-mixed containers. The householder shall be provided with a choice of:

3 Colour smooth render

3 Colour spar finish

Final Cleaning: Remove masking tape and polythene sheeting, clean off all marks, blemishes and splashes and all traces of render and mastic from windows, door frames, sills and other affected surfaces and leave the works complete and to the satisfaction of the architect.

Inspection: All work shall be subject to regular inspection and acceptance by the Scheme Managers representative, and by the manufacturer’s technical representatives. All work to be executed in compliance with the employer’s requirements, good practice and in strict accordance with the systems instructions. Any work failing to comply with any of the above shall be taken down and re-fixed, at the Subcontractors own expense, to comply with any of the above.

Warranties: The householder shall be provided with a twenty-five year material and workmanship guarantee in line with ECO requirements.

Removal of Rubbish: Remove and dispose of all debris, surplus material and redundant protective material during the course of the work.

Waste Management Plan: The Subcontractors must present a feasible management plan for the removal of waste using incentivised waste reduction at all times. A minimum of 10% reduction per month is required.

ECO Compliancy

The principle contractor will be required to provide the following documentation as part of the contract.

Information to be provided before site set up by Contractor Copy of PAS 20/30 certificate.

Copy of guarantee policies i.e. CIGA / SWIGA.

Copy of Company BBA certificate.

Copy of BBA product or system approval (for all installation products / systems used).

Information required post-installation by Contractor

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Copy of PAS 20/30 declaration of conformity / completed installation confirmation.

Copy of a Gas Safety Certificate.

Copy of customer guarantee.

Timeline of activity – survey, installation, handover, any other relevant activity.

All other necessary installation paperwork required by the ECO funder working with Melin Homes.

Melin Homes reserves the right to deduct the potential ECO claim from the final stage payment for any property that is started without all ECO paperwork and procedures having been completed. Work should only be started on properties when supplied with written instruction via our management packs.

EPCs

Principle contractors must ensure that the EPC survey has been undertaken before work proceeds. Melin Homes will manage all surveying activities. The principle contractor must liaise with Melin Homes Contract Surveyor at all times.

PAS 2030

Each Lot should be undertaken in accordance with PAS2030. Bidders must demonstrate evidence of how they will undertake the project in compliance with PAS2030 requirements. Melin Homes may request evidence of PAS 2030 procedures and documents for specific properties at any point throughout the contract. Properties within these Lots may be chosen for external PAS2030 insulation and boiler audits. All heating work must be carried out by a PAS 2030 boiler accredited installer.

Gas Work

Every property must have a CP4 completed after EWI work is complete to ensure all gas appliances are safe. This certificate must be provided to Melin Homes for invoices to be processed.

Electrical Work

Any electrical work carried out whilst working on a property must be accompanied by a minor works certificate. This certificate must be provided to Melin Homes for invoices to be processed.

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Asbestos Management

Melin Homes will organise the booking of an appropriate asbestos survey for each property. The production of an asbestos report will take 2 weeks. Each asbestos report will be uploaded to Lifespan. Following this, the property will be instructed for work to begin if all other paperwork is in place.

Quality Assurance: All surveys will be in accordance with UKAS accreditation to ISO 17020 in association with HSG264, HSG210, L143 and other relevant guides and approved codes of practice.

Content of Reports: The content and structure of reports will be as set out in HSG264. Reports will photographs of the front elevation of the property surveyed, as well as the location of each sample taken even if the test results are negative.

Areas of no access should also be photographed and presumed to contain asbestos so that they appear in the asbestos register. For management surveys this includes soffits where they are over clad, floors which are concealed by carpet or laminate, verge capping which could be concealing under cloak.

A building description is to be provided identifying the materials of key building elements. (See list provided). Schematics/floor plans also need to be provided.

Floor and wall mounted central heating boilers are generally excluded from the survey. However, where boilers are clearly damaged any debris should be safely sampled or if not resumed to contain asbestos. Also, where boilers are built into the fire hearth they should be presumed to contain asbestos due to the possibility of asbestos insulation Ellis board.

These reports must be kept on site (Hard copy). Each operative must have a permit to work. All operatives must have asbestos awareness training and must sign to say they have read the asbestos report for the property they are working on.

During the Work

The supplier shall make good at his own expense any damage caused by his operations to the property, furniture, fittings or decoration.

Any complaints received either directly by the Supplier or forwarded through to Melin Homes must be dealt with by the Supplier promptly.

Insurance: Any insurance claim arising out of or in consequence of any work carried out by suppliers and any sub-contractors are to be dealt with by the supplier’s insurance company as soon as possible.

Documentation: Following receipt of tender the surveying organisation will be asked to provide the following documentation:

Public Liability Insurance.

Professional Indemnity Insurance.

UKAS accreditation certification.

Names and qualifications of surveyors used.

A brief outline showing how quality control procedures will be applied during this work.

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CRB checks status on surveyors.

Data protection safeguards.

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Tender Return Documents and Checklist

Checklist

All requested documents required in the following questionnaires:

Principle Contracting.

Your Policy for Health, Safety, Environmental and Quality.

On Site Management & Supervision.

Health & Safety Monitoring.

Health & Safety Training.

Tender Costing template for each Lot.

Please complete the following Form of Tender to provide a Contract Sum. In addition, please provide a breakdown of your total price, showing costs per property.

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FORM OF TENDER

Being Greener Welsh Government Warm Homes Scheme LOT …..

To be returned to the Office of Melin Homes, Ty’r Felin, Pontypool, South Wales, NP4 0XJ in the enclosed envelopes no later than 12:00 noon, 21st September 2015.

We, having read the attached Specification, examined the documents referred to, visited the site and being aware of all the conditions under which the work is to be carried out, offer to execute, complete and maintain the whole of the works described in accordance with the conditions of contract, for the total FIXED PRICE SUM of:- (in words)

…………………………………………………………………..…………………………………..

………………………………………………………………………………………………………

(£………………………..p) Inclusive/Exclusive/Not Registered of VAT (Delete as appropriate)

We undertake to commence the work within ….…. weeks of the acceptance by letter of this

Tender and to complete the whole of the works within …..…. weeks from the Date of Possession.

We accept that the Tender includes for all work shown, described or apparent as being necessary for the complete and proper execution of the works.

We understand that we are tendering at our own expense and neither the lowest nor any tender will necessarily be accepted.

We undertake to enter into a formal Contract for the execution of the work, should our tender be accepted.

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We accept that Tenders must be received at the office stated on the Form of Tender by the stipulated time. Tenders, which are not received in accordance with these requirements, will not be considered.

We agree that this tender shall remain open for acceptance by you for a period of 3 months from the date for return of Tenders.

DATED THE……..……day of …………………………………2015

SIGNED………………………………………………………………

Name: ……..……………………………………. Position: ……………………………...……………...

For and on behalf of:

Name of Contractor: …………………………………………………………………….…………………

Address: …………………………………………………………………………………………………

………………………………………………………………….……… Post code: …….………………..

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