Legionella Prevention - Water Safety

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-05d7a3-2025-10-31T10:02:17Z",
    "date": "2025-10-31T10:02:17Z",
    "ocid": "ocds-h6vhtk-05d7a3",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PHWV-4176-MRBJ",
            "name": "Trent and Dove Housing",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PHWV-4176-MRBJ"
            },
            "address": {
                "streetAddress": "Trinity Square",
                "locality": "Burton-on-Trent",
                "postalCode": "DE14 1BL",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKG24"
            },
            "contactPoint": {
                "name": "Lewis Pavey",
                "email": "lewis.pavey@trentanddove.org"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "https://www.trentanddove.org/",
                "classifications": [
                    {
                        "scheme": "UK_CA_TYPE",
                        "id": "publicUndertaking",
                        "description": "Public undertaking"
                    }
                ]
            }
        },
        {
            "id": "GB-PPON-PYDX-8782-RLCZ",
            "name": "GBS Procure Limited",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PYDX-8782-RLCZ"
            },
            "address": {
                "streetAddress": "10 Blackthorn Road",
                "locality": "Kenilworth",
                "postalCode": "CV8 2DS",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKG13"
            },
            "contactPoint": {
                "name": "Lewis Pavey",
                "email": "lewis.pavey@gbsprocure.com"
            },
            "roles": [
                "procuringEntity"
            ],
            "roleDetails": "GBS Procure Limited act as the contracting authority's external procurement team, managing this procurement on their behalf, including preparation, tendering, moderating evaluation, and award in full compliance with applicable procurement regulations.",
            "details": {
                "url": "https://www.gbsprocure.com/."
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PHWV-4176-MRBJ",
        "name": "Trent and Dove Housing"
    },
    "tender": {
        "id": "ID587",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Legionella Prevention - Water Safety",
        "description": "The Contracting Authority is procuring a service contract for the provision of legionella prevention and water safety management across its property portfolio. The scope includes but is not limited to: Risk assessments in line with HSE Approved Code of Practice L8 and relevant guidance (HSG274). Regular water monitoring, inspection, and testing of systems (taps, outlets, tanks, calorifiers, etc.). Sampling, analysis, and reporting of water quality results. Provision of remedial works and interventions where required to ensure compliance. Maintenance of accurate records and reporting to the Contracting Authority. Emergency response in the event of positive results or suspected outbreaks. Training, advice, and guidance to staff on water safety management. The successful supplier will be required to provide a fully managed and compliant water safety service designed to minimise risks associated with legionella and other waterborne pathogens. Services must be delivered by competent personnel with relevant accreditations and supported by appropriate technology to provide accessible records, reporting, and audit trails. The contract will be awarded for an initial term of five years, with the option to extend subject to performance. The estimated contract value is PS135,000 per annum (PS675,000 total). Evaluation will be based on the Most Advantageous Tender, with submissions assessed on quality (60%) and price (40%). Quality criteria will focus on technical expertise, delivery approach, compliance, innovation, and social value.",
        "status": "active",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "90713100",
                        "description": "Consulting services for water-supply and waste-water other than for construction"
                    },
                    {
                        "scheme": "CPV",
                        "id": "90733600",
                        "description": "Transboundary water pollution management or control services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "90733000",
                        "description": "Services related to water pollution"
                    },
                    {
                        "scheme": "CPV",
                        "id": "71317210",
                        "description": "Health and safety consultancy services"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKF",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amountGross": 675000,
            "amount": 562500,
            "currency": "GBP"
        },
        "procurementMethod": "selective",
        "procurementMethodDetails": "Competitive flexible procedure",
        "procedure": {
            "features": "This procurement will be conducted using the Competitive Flexible Procedure under Section 20 of the Act. The process will be carried out in two stages: Stage 1 - Invitation to Participate (Selection) All suppliers must complete the Procurement Specific Questionnaire (PSQ). Submissions will be assessed against pass/fail criteria (financial capacity, insurance, legal capacity, technical ability, health and safety accreditation) and scored project-specific questions. The top five highest-scoring suppliers will be invited to progress to Stage 2. A sixth supplier may be invited if scores between 5th and 6th are within two percentage points. Stage 2 - Invitation to Submit a Tender (Award Stage) Shortlisted suppliers will be invited to submit full tenders. Responses will be evaluated on Quality (60%) and Price (40%), in line with the published award criteria. Quality will be assessed through written method statement responses, with areas covering service delivery, staffing competence, compliance, communication, technology integration, social value, and innovation. Price will be evaluated using a relative scoring model, with the lowest compliant bid achieving maximum marks. Moderation and Evaluation Each submission will be assessed individually by the Contracting Authority's evaluation panel. Provisional scores will be moderated to agree a final consensus score. A non-scoring moderator will ensure accurate recording of the evaluation. Interviews and Due Diligence Interviews may be conducted to validate tender responses. The Authority may also undertake due diligence checks, including financial checks, reference site visits, and verification of technical competence. Scores may be adjusted based on interview outcomes. Contract Award The contract will be awarded to the supplier submitting the Most Advantageous Tender (MAT) following moderation, interviews (if applicable), and due diligence. The Authority will issue assessment summaries to all participants and observe the mandatory standstill period before contract award. Contract Details The successful supplier will enter into a JCT MTC 2024 contract, supported by service levels and KPIs. No negotiation on terms will be permitted, and supplier submissions will form part of the final contract."
        },
        "mainProcurementCategory": "services",
        "aboveThreshold": true,
        "coveredBy": [
            "GPA"
        ],
        "submissionMethodDetails": "https://www.mytenders.co.uk/.",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "expressionOfInterestDeadline": "2025-11-28T12:00:00+00:00",
        "enquiryPeriod": {
            "endDate": "2025-11-21T12:00:00+00:00"
        },
        "awardPeriod": {
            "endDate": "2026-02-06T23:59:59+00:00"
        },
        "lots": [
            {
                "id": "1",
                "status": "active",
                "value": {
                    "amountGross": 675000,
                    "amount": 562500,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Quality",
                            "description": "Assessment of tenderers' proposals for service delivery, staffing competence, compliance with legislation and best practice, communication and reporting, use of technology, social value, and innovation. Evaluated through written method statements and supporting evidence.",
                            "numbers": [
                                {
                                    "number": 60,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Price",
                            "description": "Evaluation of total contract cost based on pricing schedule. Lowest compliant tender achieves maximum score, with other tenders scored proportionately.",
                            "numbers": [
                                {
                                    "number": 40,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "secondStage": {
                    "minimumCandidates": 5,
                    "maximumCandidates": 6
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "Suppliers must demonstrate financial standing appropriate to the contract value, including minimum annual turnover of PS385,714 (equivalent to 35% of annual contract value), evidence of financial stability, and confirmation of adequate insurances prior to award (minimum PS10m Employers' Liability, PS10m Public Liability, and PS5m Professional Indemnity)."
                        },
                        {
                            "type": "technical",
                            "description": "Suppliers must demonstrate competence and relevant qualifications/accreditations for legionella prevention and water safety. This includes, but is not limited to, membership of the Legionella Control Association (LCA) or equivalent, UKAS accreditation where applicable, and personnel with suitable qualifications (e.g. BOHS Certificate of Competence, City & Guilds accredited risk assessors, or equivalent). Evidence of delivering similar contracts is required."
                        },
                        {
                            "description": "Suppliers will be selected to tender through a two-stage process: Stage 1 - Procurement Specific Questionnaire (PSQ): Suppliers must complete a PSQ which includes both pass/fail criteria and scored criteria. Conditions of participation include: Financial capacity (minimum turnover of PS385,714, equivalent to 35% of the annual contract value) Adequate insurance cover. Legal capacity to perform the contract. Health & Safety accreditation (e.g. CHAS, SafeContractor, SSIP) Mandatory organisational accreditations relevant to Legionella prevention and water safety (e.g. LCA membership, UKAS accreditation) Personnel competence, evidenced by qualifications and experience (e.g. BOHS Certificate of Competence, Water Treatment Diploma, LCA/City & Guilds Risk Assessor qualifications). Suppliers must also confirm compliance with requirements such as sub-contractor management, Modern Slavery Act obligations, and technical competence. Only the top five highest-scoring suppliers who meet all pass/fail conditions and achieve minimum scores on assessed PSQ questions will be shortlisted for Stage 2 Stage 2 - Invitation to Tender (ITT): Shortlisted suppliers will be invited to submit detailed responses to quality and pricing questions. The award will be made on the basis of Most Advantageous Tender, with the following weighting: Quality (60%) and Price (40%) Quality assessment covers areas including service delivery, staffing competence, communication, resident engagement, social value, and innovation/environmental impact Suppliers must achieve at least 60% of the overall quality score to remain in the process. The selection process ensures that only suppliers with proven financial stability, compliance with statutory obligations, and the necessary technical competence in Legionella prevention and water safety will be invited to tender.",
                            "forReduction": true
                        }
                    ]
                },
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2026-05-01T00:00:00+01:00",
                    "endDate": "2029-04-30T23:59:59+01:00",
                    "maxExtentDate": "2031-04-30T23:59:59+01:00"
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "The contract will be let for an initial term of three (3) years, with the option to extend for up to two (2) further periods of twelve (12) months each (3+1+1). Any extension will be at the sole discretion of the Contracting Authority. Extensions may be applied where service performance has been satisfactory against agreed KPIs, where there remains an ongoing requirement for the services, where funding is available, and where continuity of service is desirable. Extensions may also be exercised to maintain statutory compliance and ensure alignment with wider procurement strategy."
                },
                "hasOptions": true,
                "options": {
                    "description": "The contract includes options for up to two additional 12-month extensions (3 + 1 + 1) at the discretion of Trent & Dove Housing. No other options are foreseen."
                }
            }
        ],
        "documents": [
            {
                "id": "future",
                "documentType": "biddingDocuments",
                "accessDetails": "The procurement documents will be made available electronically via the myTenders e-tendering platform shortly after publication of this notice. Interested suppliers should register or log in at https://www.mytenders.co.uk to access the documentation free of charge and to ensure they receive any subsequent clarifications or amendments. All communications, clarifications, and submissions must be made through the myTenders portal. Suppliers are advised to regularly check the portal for updates."
            },
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "069959-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/069959-2025",
                "datePublished": "2025-10-31T10:02:17Z",
                "format": "text/html"
            }
        ],
        "hasRecurrence": true,
        "recurrence": {
            "dates": [
                {
                    "startDate": "2030-10-31T23:59:59+00:00"
                }
            ]
        },
        "riskDetails": "The principal risks that could affect satisfactory contract performance include: * Non-compliance with statutory regulations (e.g., ACOP L8, HSG 274) leading to enforcement action or service failure. * Insufficient staffing or loss of key technical personnel, resulting in reduced capacity to deliver the required inspection and monitoring programme. * Delays in data entry or reporting within the C365 compliance management system, affecting statutory record accuracy. * Supply-chain or subcontractor failure impacting responsiveness or sample turnaround times. * Health & Safety incidents causing operational downtime or reputational damage. * Failure to maintain quality standards or calibration of testing equipment, resulting in inaccurate results. * Failure to meet KPIs such as completion rates, response times, and customer satisfaction targets. Appropriate risk-mitigation measures are embedded within the specification, KPIs, and contract management framework."
    },
    "language": "en"
}