Invitation to Tender for:
Annual Gas Safety Inspection and Servicing
We have a statutory duty of care to our tenants, staff, contractors and visitors to all relevant premises (those occupied for residential purposes under a licence, a tenancy agreement for a set term or a lease under seven years). In accordance with Gas Safety (Installation & Use) Regulations 1998, we must undertake annual servicing and a gas safety inspections of all gas appliances. We are therefore issuing this invitation to tender for the Provision of Annual Gas Safety Inspections and Servicing of Gas Appliances in our Homes portfolio in 2019. The Homes portfolio is comprised of properties across Northumberland, Tyne and Wear, County Durham and Teesside, though the majority of our housing stock is in Northumberland. An overview of the property portfolio is included in Section 11.
2. Service Requirements
The Contractor is expected to:
- Contact tenants (as specified by the company) to arrange an appointment for a gas safety inspection. We will provide a list of: property addresses, tenants, current CP12 expiry dates and contact details, plus branded postcards that can be left at properties.
- Contact with the tenant must be made in sufficient time for the new CP12 to be completed before the current certificate expires.
- Notify us when two contacts have been made and the tenant has not responded to make an appointment.
- Attend occupied residential premises as arranged above to carry out the gas servicing, visual inspection/s and safety check/s to gas appliances as per the requirements set out in section 2.1.
- Attend void residential premises as specified by the company to carry out the gas servicing, visual inspection/s and safety check/s to gas appliances as per the requirements set out in section 2.1.
- Document all works and provide an electronic copy of Landlords Gas Safety Record (LGSR) CP12 certificates to us within 48 hours of test completion. Certificates to be provided to a contact nominated by us.
- Notify us immediately of Warning Notices, or appliances classified as at risk, immediately dangerous or not to current safety standards, together with details of rectification works required and associated cost.
- Cap and uncap gas supplies at void properties as specified.
- Liaise with the Estate Maintenance Advisor on a weekly basis, plus as needed with the wider Maintenance Team.
- Attend performance review meetings with the Estate Maintenance Advisor on a quarterly basis as a minimum.
- Provide all personnel, equipment and materials to carry out the requirements outlined above.
2.1 Requirements of Gas Contractors
The annual Gas Safety check requires the gas servicing contractor to visit each property with a gas supply as recorded in our master property schedule. The Gas Safety check is to be carried out in accordance with The Gas Safety (Installation and Use) Regulations 1998 Approved Code of Practice, which covers:
- The effectiveness of any flue
- The supply of combustion air
- The appliance operating pressure and or heat output
- The appliance operation so as to ensure its safe functions
- Associated electrical controls and wiring
- Pipework, valves and pumps.
Gas Appliances – free standing cookers:
We do not supply properties with free standing gas cookers. Any appliances of this kind are the property of the tenant and they are responsible for the maintenance and safety of their own gas appliances. However, we must not leave a property in a condition that would be deem unsafe, posing a risk to both the tenant and us as Landlord. The Gas Contractor is therefore expected to do the following where there is a free-standing gas cooker at the property:
- Note the presence of a free-standing gas cooker at the property on the certificate.
- Inspect all accessible gas pipework to check it is in good condition with no signs of corrosion.
- Where there is a high-level grill, confirm there is 610mm of clear space above the grill.
- Confirm the cookers has 20mm free space either side.
- Where the appliance is deemed to be unsafe, disconnect the appliance and notify us immediately.
Gas appliances – integral hobs:
We do have properties with integral gas hobs. Where these are present the Contractor is required to:
- Check flame burning correctly.
- Check there is sufficient gas pressure.
- Check associated pipework is not corroded or leaking.
- Disconnect if any faults are found notify us.
The Contractor is expected to notify us:
- Where a tenant has blocked air vents.
- Where a gas meter box is damaged.
- Where the location of a carbon monoxide alarm is incorrect.
- Where the carbon monoxide alarm has been removed.
- Where the smoke alarm has been removed.
2.2 Pre-Qualification Questionnaire and Code of Conduct
All contractors working on our behalf within the Estate must complete a pre-qualification questionnaire (PQQ) and accept our Contractor Code of Conduct. The Gas Contractor would be expected to work as per all requirements set out in the Code of Conduct, plus provide annual proof of their company Gas Safety Registration, individual engineer’s Gas Safety Registration Cards and company insurances to our satisfaction. Only Gas Safe registered personnel are permitted to undertake annual gas safety checks and servicing and maintenance works. Our PQQ and Code of Conduct are included with this ITT.
3. Tender submissions
All tenders received (submitted as per our instructions in section 9) will be evaluated in accordance with the evaluation criteria set out below in 9.1. Tenderers may be invited to clarify information, as an aid for us to fully understand their offer. All tenderers should nonetheless take care to fully explain their offering in their tender submission. The contract will be awarded to the submission that scores the highest marks following the evaluation of all responses.
The quality of customer care provided should be as important as technical capability. It is expected that any personnel will work closely with us to ensure a professional delivery of services. No employed staff are currently employed to fulfil the requirements outlined in the specification. To date, the work has been fully outsourced to a third party contractor.
5. Financial requirements
Any service should be supported by a robust invoicing system. The net cost of providing services should be invoiced to us monthly, stating a valid order number.
6. Health and Safety
We provide a safe and healthy place of work and encourages safe working practices amongst all its employees. We also have a duty of care to tenants and visitors on site. Any contractor will be expected to follow relevant Health & Safety guidelines at all times. The contractor must undertake to ensure that everything practicable is done to prevent injury and ill-health. Any provider must satisfactorily complete the Pre-Qualification Questionnaire (PQQ) as outlined above and complete a Contractor Induction. All aspects of the Code of Conduct will apply to the successful Gas Contractor.
The contractor will need Public Liability Insurance and Employers Liability Insurance, sourced at their own cost. The contractor will be required to provide verification of relevant insurances as part of our PQQ process referred to above.
8. Other Information
- The delivery programme will start in January 2019.
- We aim to complete the programme by the end of October 2019.
- We will award to a minimum of two Contractors.
- Whilst we will aim to allocate works order as equally amongst successful Contractors, the division of works may not be exact and we reserve the right to allocate works orders to meet the needs of our business.
Responses can be submitted in hard copy or electronically by email. Electronic responses should be returned to email@example.com. Please submit this no later than 5pm on November 16th 2018. Hard copy responses should be returned to: Deborah Evans, Wansbeck Workspace, Rotary Parkway, Ashington, Northumberland, NE63 8QZ by the same deadline.
The submission should be comprised of:
1) A completed PQQ, including the acknowledgement of the Code of Conduct (if not already an approved supplier to the Estate).
2) A brief written statement to respond to each of the points below:
- How you will deliver the service.
- How you will ensure timely and accurate feedback.
- Your policies for: working in occupied premises, lone working and dealing with vulnerable tenants.
3) A pricing schedule of net costs:
- Confirming tenant appointments.
- Gas Safety Inspection and issue of LGSR and CP12 certificate electronically.
- Out of hours appointment rates (if different from rates specified above).
- Missed appointment fees (if applicable).
- Visual inspection charge (if applicable).
- Any other costs.
9.1 Tender Evaluation
Submissions will be assessed on best value.
10. Further Information
Further questions can be emailed to firstname.lastname@example.org.
11. Property Portfolio Overview
Locations of properties listed below.
62% of the properties are located in Ashington.
Berwick upon Tweed
Chester Le Street
Newbiggin by the Sea
Stockton on Tees