Instructions for Completing and Submitting Mini Tender

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

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.

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.

Part / Who Required / Subject Area / Weighting / Requirements
Part A / All bidders / Instructions / FYI only / Instructions for completing tender.
Part / Who Required / Subject Area / Weighting / Requirements
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 / Subject Area / Weighting / Requirements
Part C / All bidders / Contract Data & specification / FYI Only
Part / Who Required / Subject Area / Weighting / Requirements
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;

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 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.

·  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 Questionnaire

Where 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

Company Name: / Telephone Number:
Contact: / Fax Number:
Address:
Pas 2030 Insulation Registration No (where applicable):
Description of involvement:
Company Name: / Telephone Number:
Contact: / Fax Number:
Address:
Pas 2030 Insulation Registration No (where applicable):
Description of involvement:
Company Name: / Telephone Number:
Contact: / Fax Number:
Address:
Pas 2030 Insulation Registration No (where applicable):
Description of involvement:

Principle Contracting

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

YES

/ /

NO

/

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)

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.