Tender Document Contract LS

LOCAL SPACE HOUSING ASSOCIATION

PROVISION OF RESPONSIVE REPAIRS AND MAINTENANCE SERVICE

FORM OF TENDER

THIS IS A CONTRACT DOCUMENT

Local Space Housing Association Form of Tender

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LOCAL SPACE HOUSING ASSOCIATION

PROVISION OF RESPONSIVE REPAIRS AND MAINTENANCE SERVICE

FORM OF TENDER

CONTENTS

1. List of Tender DocumentsPage 2

1. Tender Notes and InstructionsPage 3

1. Form of TenderPage 6

1. Schedule APage 9

1. Certificate of Non collusion and Conflicts of Interest statementPage 13

1. Return schedule (tick list)Page 16

LOCAL SPACE HOUSING ASSOCIATION

PROVISION OF RESPONSIVE REPAIRS AND MAINTENANCE SERVICE

LIST OF TENDER DOCUMENTS

1. Form of Tender

1. Service Brief

1. Service Priorities and Procedures

1. Schedule of Rates

1. Preamble

1. Term Partnering Contract 2005 (NB: the form of contract is not provided at tender stage)

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GC/LS Responsive Repairs and Maintenance

Page 1 of 17

Local Space Housing Association Form of Tender

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LOCAL SPACE HOUSING ASSOCIATION

PROVISION OF RESPONSIVE REPAIRS AND MAINTENANCE SERVICE

TENDER NOTES AND INSTRUCTIONS

1.Local Space Housing Association Limited (“the Client”) invites Tender submissions for a Day to Day Repairs and Maintenance Service ("the Service") for its residential dwellings as noted in the Contract documents and any additions / deletions thereof.

2.The Tender enclosed in suitably endorsed envelopes must be sealed and delivered not later than noon on 16th August 2010 to :

Local Space Ltd

58 Romford Road

Stratford

London

E15 4BZ

3.Tenders received after the stipulated time for return of tenders will not be considered.

4.Submissions for Price and Quality will be separately assessed and should be returned in separate envelopes clearly marked 'Repairs - Price Submission' and 'Repairs - Quality Submission'. Envelopes should not be marked in any other way and should not indicate the identity of the sender.

5.The completed Form of Tender and all pricing information should be returned in the 'Price Submission' envelope.Three ‘hard’ copies are required with an electronic copy on CD or memory pen.

6.The Contractor should enter in the 'Schedule of Percentage Adjustments to Schedule of Rates' on page 6 hereof his required percentage adjustments against the Schedule of Rates for the categories of repair work shown for providing the Service for the first year of the Service Contract period as described in the tender documents listed herein.

7.The price weighting of the bid is 40%. It is proposed that this element is scored out of 100, wherefor a work package the tenderer who has submitted the most competitive percentage addition to the SOR receives 100 and the remaining tenderers receive a lesser score proportionate to the difference in their tender compared to the lowest e.g. if Tender A is 20% higher than Tender B then B would receive 100 points and A would receive 80 points. Price score x weighted % = Score 1).

8.Tenderers shall note that tenders considered to be priced very low shall be scrutinised to ensure that this is not as a result of a failure to understand the requirements of the Contract. The Employer shall have the right to disregard any tender where it is considered that the tendered percentages, rates and/or prices are not viable.

9.The Contractor should also enter in the 'Schedule of Daywork Rates' on page 7 hereof his required daywork rates for the trades shown in the Schedule for the first year of the Service Contract period.

10.The Contractor should also enter in the 'Schedule of Daywork Percentage Additions' on Page 7 hereof his required percentage additions to materials and goods, plant and consumables and sub-contractors in dayworks for the first year of the Service Contract period.

11.The Schedule of Rates and/or percentage adjustments and additions for subsequent years of the Service Contract Period will be subject to annual adjustment based on the Retail Price Index (RPI) All Items Index to June of each year, but Local Space's Finance Director shall be the final arbiter on matters of cost adjustment.

12.A detailed quality submission for the management and delivery of the Service with method statements and all other information on which tender offers are based including all material which will be presented and discussed at interview should be submitted as a Method Statement in the 'Quality Submission' envelope. Three ‘hard’ copies are required with an electronic copy on CD or memory pen.

13.The Client shall not be bound to accept the lowest or any tender and will make no payment or allowance in respect of any tender or costs incurred in connection therewith.

14.Tendering Contractors are advised to ensure that they are fully familiar with the nature and extent of the obligations to be accepted by them if their tender is successful.

15.Should a Tendering Contractor be in doubt as to the interpretation of any part of the tender documents the Client or his nominated officer or agent will endeavour to answer written enquiries prior to Tenders being submitted. The answer will be in writing and will be sent to all Tendering Contractors.No questions may be posed in the final tenworking days of the tender period.

16.Every Tender received by the Client will be deemed to have been made subject to the Contract unless the Client shall previously have expressly agreed in writing to the contrary.

17.It is the responsibility of Tendering Contractors to obtain for themselves at their own expense any additional information necessary for the preparation of their tender.

18.Information supplied by the Client (whether in these documents or otherwise) is supplied for general guidance in the preparation of tenders.

19.All information supplied by the Client in connection with this invitation to Tender shall be regarded as confidential by Tendering Contractors and shall not be disclosed to any third party.

20.All information and documents supplied by the Client to Tendering Contractors in connection with this invitation to Tender are and shall remain the property of the Client and if no Tender is submitted then all information and documents shall immediately be returned to the Client.

21.All Tendering Contractors must satisfy the Client of their ability and resources to provide the Service required under the Contract.

22.The Form of Tender shall be completed and signed by Tendering Contractors on page 8 and submitted in the manner and by the date and time stated in the Tender Notes and Instructions herein with all other information listed on page 9 of the Form of Tender.

23.All documents requiring a signature shall be signed :

(i)where the Tendering Contractor is an individual, by that individual

(ii)where the Tendering Contractor is a partnership, by two duly authorised partners

(iii)where the Tendering Contractor is a Company, by two Directors or by a Director and the Secretary of the Company, such persons being duly authorised for that purpose.

24.The successful Tendering Contractor shall be required to enter into a standard Term Partnering Contract (TPC) with the Client and until the execution of that Contract the successful Tender together with the Client’s written acceptance shall form a binding agreement between the Client and the successful Tendering Contractor. A Parent Company Guarantee shall also be required.

25.Any Tendering Contractor who directly or indirectly canvasses any Employee, Officer or Agent of the Client concerning the award of the Contract shall be disqualified from tendering.

26.The insertion of any conditions qualifying the Tender or any unauthorised alteration to any of the tender documents shall not affect the Contract and may cause the Tender to be rejected.

27.If the Tendering Contractor after submitting the Tender informs the Client that there is an error in the Tender then the Client shall afford the Tendering Contractor an opportunity to confirm or withdraw the Tender.

28.Tenders will be assessed at interview on the basis of the Award Assessment but contracts will be awarded on the basis of quality and price each element being individually and then jointly considered and assessed.

29.Tendering Contractors will be required to present their tender proposals to a panel at the presentation and interview as described in the Service Brief responding to the headings given in the Award Assessment referred to. The results of the interviews will be taken into account in choosing the successful Contractor.

30.The successful Contractor will be appointed following Board approval and the completion of all formalities. They will be required to attend a Pre-Start Meeting shortly thereafter on a date to be agreed. The agenda for this meeting will include open discussion and instigation of the partnering process.

31.Following appointment of the successful Tendering Contractor there will be further whole day meetings for mobilisation workshops at as described in the Service Brief on consecutive dates to be advised and agreed.

Tender for:

PROVISION OF RESPONSIVE REPAIRS AND MAINTENANCE SERVICE

To Local Space Housing Association :

1. I/We hereby offer to provide Responsive Repairs and Maintenance Services (hereinafter referred to as "the Service") all as described, referred to or reasonably implied in the tender documents listed herein and in accordance with the terms of the Term Partnering Contract (TPC) as described in the Service Brief (hereinafter referred to as "the Contract") and to the satisfaction of the Client.

1. I/We undertake to provide the Service at the prices contained in the 'Schedule of Rates' provided by the Client with the tender documents adjusted only by the percentage adjustments contained in the following 'Schedule of Percentage Adjustments to Schedule of Rates' :

1. I/We further offer to provide any works in connection with the Service which the Client may instruct to be carried out on a dayworks basis at the labour rates contained in the following 'Schedule of Daywork Rates' and to provide any materials, goods, plant, consumable or sub-contractor services in connection with any such dayworks at net cost plus the percentage additions contained in the following 'Schedule of Daywork Percentage Additions' :

1. I/We agree that the percentage adjustments contained in the above 'Schedule of Percentage Adjustments to Schedule of Rates', the labour rates contained in the above 'Schedule of Daywork Rates' and the percentage additions contained in the above 'Schedule of Daywork Percentage Additions' shall be fixed and non-adjustable for the first year of the Service Contract period except for changes or adjustments made in accordance with the Contract.

1. I/We accept the proposed method of price adjustment for subsequent years of the Service Contract period after the first year as described in item 10 of 'Tender Notes and Instructions'.

1. I/We agree that should our Tender be accepted I/We will undertake to commence the provision of the Service on 1st October 2010 and that the Contract will take effect on that date (or such other starting date as the Client may determine upon the receipt of Tenders).

1. I/We agree to conform to the Contract and I/We agree that the insertion by me/us of any conditions qualifying this tender shall not affect the said Contract.

1. I/We agree that this tender is submitted on the basis that the offer herein contained shall remain in force without variation for a period of 24 weeks from the closing date for the receipt of tenders.

1. I/We further agree that if the Client shall not have accepted this tender within such period it shall remain in force without variation but I/we may at any time thereafter give notice in writing to the Client that unless this tender is accepted during the seven days following the day of service of such notice the tender will be withdrawn. Such notice may be delivered by hand to the Client at its office or sent there by registered post or post with recorded delivery. The Client may accept this tender within the seven days following the service of such notice (not including the day of service), but if the Client does not do so it will be deemed to be withdrawn. I/We agree that this tender shall not be withdrawn except in the manner provided in this Condition.

1. In consideration that I/we do not withdraw my/our tender I/we accept the promise of the Client to pay me/us, on demand, the sum of £1.

1. I/We undertake to enter into and execute the Contract to be prepared at the expense of the Client comprising the said Contract and any documents identified therein and appended thereto.

1. I/We undertake to execute the Contract as a Deed by the signature of a Director and Secretary or two Directors.

1. I/We agree to provide the Client along with this Form of Tender all the information listed on page 9 hereof acknowledging that such information shall be used in the tender evaluation process.

Dated this ………………………………………….… day of ………………………...…….. 2010

Signature of Tendering Contractor or Agent …………………………………………...………….

Position …………………………………………………………………………………………………

Trade or Business Name ………………………………………………………………….………….

Address …………………………………………………………………………………………………

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

Tel No ………………………………..……... Fax No ……………………………………………….

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GC/LS Responsive Repairs and Maintenance

Page 1 of 17

Local Space Housing Association Form of Tender

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1. Is your business an ethnic minority owned business according to the definition below.?

1. Please indicate the ethnic background and gender which best describes the owners, directors and senior managers of the business

No of Registered Disabled

SCHEDULE ‘B’ TO FORM OF TENDER

Statement in Relation to Court or Tribunal Action

1.Has any finding of unlawful racial, sex or disability discrimination been made against your organisation by an Employment Tribunal, Employment Appeal Tribunal or any court in the last three years or in comparable proceedings in any other jurisdiction?

State Yes or No and give details below if the answer is Yes.

Allegations of Harassment

2.Has any complaint been made in the last 12 months against any of your employees by an employee or a member of the public that they have been racially or sexually harassed or victimised because of a disability?

State Yes or No and give details below including the action taken by the company if the answer is Yes.

I declare that this is a true and accurate statement

Signed:…………………………………………………………

Date…………………………………………………………

Position:…………………………………………………………

Company Name:…………………………………………………………

CERTIFICATE OF NONCOLLUSION

AND

CONFLICT OF INTEREST STATEMENT

CERTIFICATE OF NONCOLLUSION

The essence of selective tendering is that the Employer shall receive bona fide competitive tenders from all firms tendering. In recognition of this principle, I/we certify that this is a bona fide tender, intended to be competitive, and that I/we have not fixed or adjusted the amount of the tender by or under or in accordance with any agreement or arrangement with any other person. I/We also certify that I/we have not done and I/we undertake that I/we will not do at any time before the returnable date for this tender any of the following acts: