Planned Maintenance Framework 2018/2022

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Alpha Housing (Northern Ireland) Ltd
6 Edgewater Road
United Kingdom
Contact person: David Miller
Telephone: +44 1737249475
Fax: +44 1737242012
NUTS code: UKN

Internet address(es):

Main address:

Address of the buyer profile:

I.2)Joint procurement
The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via:
Tenders or requests to participate must be submitted to the abovementioned address
I.4)Type of the contracting authority
Body governed by public law
I.5)Main activity
Housing and community amenities

Section II: Object

II.1)Scope of the procurement

Planned Maintenance Framework 2018/2022

II.1.2)Main CPV code
II.1.3)Type of contract
II.1.4)Short description:

The Contracting Authority Alpha Housing (Northern Ireland) Ltd, owns and manages general needs, sheltered and supported housing schemes in and around.

Northern Ireland. Their mission is to create strong and sustainable communities where people flourish and they are committed to making a positive difference to peoples' lives.

The quality of the planned maintenance services they provide is therefore of paramount importance in ensuring customer satisfaction in the services they deliver. They are seeking to appoint a framework of 5 Nº Providers and 3 Nº Reserve Providers to deliver planned maintenance to the highest possible standards and who have a proven track record in the delivery of these services.

The successful Service Providers must be able to show a commitment to providing effective services that provide value for money and demonstrate a commitment to addressing social inclusion.

The Contract will be for 48 months commencing on or about the 1.7.2018.

II.1.5)Estimated total value
Value excluding VAT: 4 500 000.00 GBP
II.1.6)Information about lots
This contract is divided into lots: no
II.2.2)Additional CPV code(s)
II.2.3)Place of performance
NUTS code: UKN
Main site or place of performance:

Alpha Housing has 960 homes at schemes in Ballycastle, Ballymena, Ballymoney, Belfast, Bangor, Carrickfergus, Comber, Crumlin, Dunmurry, Killyleagh, Maghera, Moira, Millisle, Newtownabbey, Portadown,

II.2.4)Description of the procurement:

The Contracting Authority is seeking to appoint a framework of 5 Providers and 3 Reserve Providers to provide planned maintenance services to their various schemes located in Northern Ireland. The total property portfolio comprises general needs, sheltered, and supported housing schemes. The planned maintenance services include the renewal of kitchens and bathrooms, boiler upgrades, domestic and communal electrical works, cyclical external and communal redecoration and pre-decoration repairs, renewal of controlled door entry, warden call and fire alarm and fire detection installations, window and external door renewal and other repairs. The Contracting Authority reserves the right to add additional services of a similar nature throughout the duration of the Framework, subject to the terms of Regulation 72 of the Public Contract Regulations 2015 (as amended). Full details of all schemes that will receive maintenance services and which are to be included in the proposed contract are provided in the procurement documents. Units and schemes may be added or deleted both prior to tender and during the contract period in accordance with the development and acquisistions/disposals programme.

The proposed scope of the planned maintenance services will include the Service Providers undertaking the initial survey, design and tenants consultation processes for aspects of the service to be provided. Further comprehensive details of the scope of the planned maintenance services is provided in the Procurement documentation.

The Service Provider(s) must be able to show a commitment to providing effective services that provide value for money. The proposed contract period will be 48 months commencing on or about the 1.7.2018 all subject to provisions for earlier termination including a break clause and annual renewals based on meeting and maintaining Key Performance Indicators.

The Service Provider(s) will be required to provide a customer focused service and show commitment to providing effective services that provide value for money to the Contracting Authority and their residents and must be responsive to achieve collaborative working practises, innovation and continuous improvement.

The underlying Call Off Contract will be based on the NHF 2011 Form of Contract 2011 (Rev 5:2017) (Planned Maintenance and Property Investment) incorporating aspects of the M3NHF Schedule of Rates: Planned Maintenance and Property Investment Version 7, and elements of the M3NHF Schedule of Rates Communal Mechanical and Electrical Works Version 7.

The Framework Agreement will be the JCT Framework Agreement 2016 and is included in the Procurement Documents.

The Contracting Authority cannot guarantee the extent or value of any works that may be awarded to an individual Service Provider.

II.2.5)Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value
Value excluding VAT: 4 500 000.00 GBP
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: no
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.2.12)Information about electronic catalogues
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
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.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.2)Contract performance conditions:

Bidders are advised that Alpha Housing have adopted the principles of Social Inclusion and require the economic operator to abide by these principles in the provision of employment and training opportunities to new entrant trainees and others.

Key performance indicators to be incorporated into the contract will include but not be limited to:

KPI 1 Customer Satisfaction – overall.

KPI 2 Defects – from Client post inspections.

KPI 3 Time - Delivered within Programme.

KPI 4 Safety – Service Provider’s accident record.

KPI 5 Recalls to Defects during the Defects Liability Period.

KPI 6 Time - Planned Works appointments kept.

KPI 7 Default Notices issued.

KPI 8 Cost – Over Claim – Planned Works.

KPI 9 Cost – Estimate – Planned Works.

III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1.1)Type of procedure
Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement
Framework agreement with several operators
Envisaged maximum number of participants to the framework agreement: 8
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction
IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: no
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure
IV.2.2)Time limit for receipt of tenders or requests to participate
Date: 08/03/2018
Local time: 13:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
IV.2.4)Languages in which tenders or requests to participate may be submitted:
IV.2.6)Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
VI.2)Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3)Additional information:

All documentation can be downloaded from, eTenders@Rand is Rand Associates Consultancy Services Ltd's e-procurement portal (the “Portal”) for downloading/submission of tender documentation, and communicating requests for and responses to clarification.

All requests for Procurement Documentation, communications and submissions of Tenders must be made via the Portal, which can be accessed at After creating an account on ETenders@Rand, users will receive an email with a link to activate their account.

Once activated and logged in, users will need the following code to register for the Tender Documentation:


Economic operators may seek clarification where they consider any part of the documentation or any other aspect of this procurement is unclear. All queries and any clarification must be communicated using the secure Email messaging function within the Portal, but to be received no later than 17:00 on 5.3.2018. This will provide an audit trail of all clarification requests and responses issued. It will not be possible to respond to any queries received after that stipulated date and time.

It is the economic operators' responsibility to regularly monitor communications raised and issued through the portal. Responses to requests for clarification will be communicated by Rand Associates Consultancy Services Ltd to all economic operators through the Portal secure email messaging system. The identity of the economic operator seeking clarification will not be disclosed to other economic operators.

When uploading Tender Documentation, economic operators must be aware of any speed limitations of their internet connection, system configuration and general web traffic etc as these may impact on the time taken to complete the transaction. Uploading of submissions must be completed by the deadline closing date and time.

DO NOT wait until too near the closing time on the return date. The closing deadline for uploading completed selection Questionnaires is 12.3.2018 at 13:00. Please note that the Portal will not permit tender submissions to be uploaded after the closing deadline. Selection Questionnaires and supporting documents will be visible to Alpha and Rand Associates Consultancy Services Ltd only after the closing deadline.

Should users have any queries, or experience difficulties with the registration or download/upload system, they should contact the eTenders@Rand helpdesk by calling +44 (0)1737 225 077 (ask for Paul Dugdale or Jonathan Case) or email

Alpha reserves the right not to award any contract pursuant to this procurement exercise and/or to abandon this procurement exercise at any time and/or to award a contract for part of the works at its sole discretion. Alpha shall have no liability whatsoever to any applicant or tenderer as a result of its exercise of that discretion. For the avoidance of doubt, all costs incurred by any applicant and/or tenderer before signature of any contract with Alpha shall be incurred entirely at that applicant's/tenderer's risk.

The invitation to tender documentation is provided for information only at this stage.Only the selection questionnaire is to be completed and submitted in order to participate.

The subject matter of the contract has been scoped to take into account the priorities of Alpha relating to relating to economic, social and environmental well-being. These are described in the procurement documents.

The Contracting Authority reserves the right to procure similar or identical works outside of the Framework Agreement.

A framework agreement will not be binding until it has been signed and dated by authorised representatives of both parties.

Tenderers are invited to attend a tenderers’ meeting to be held at 2:00 pm on the 22.2.2018 at Alpha House, 6 Edgewater Road, Belfast BT3 9JQ, further information is in the Selection Questionnaire.

VI.4)Procedures for review
VI.4.1)Review body
High Court of Northern Ireland
Chichester Street
United Kingdom
VI.4.2)Body responsible for mediation procedures
High Court of Northern Ireland
Chichester Street
United Kingdom
VI.4.3)Review procedure
Precise information on deadline(s) for review procedures:

The contracting authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the Framework Agreement is communicated to all economic operators. The standstill period provides time for unsuccessful economic operators to challenge the award decision before the Framework Agreement is entered into the Public Contract Regulations 2015 provide for aggrieved parties who have been harmed or who are at risk of harm by a breach of the Regulations to take action in the High Court of Northern Ireland.

VI.4.4)Service from which information about the review procedure may be obtained
High Court of Northern Ireland
Chichester Street
United Kingdom
VI.5)Date of dispatch of this notice: