Notice of Intention to enter into a Long Term Qualifying Agreement for the servicing, repairs and maintenance of communal laundry equipment.
We consider it necessary to enter into the agreement because the existing contract arrangements are due to end and the services need to be re-procured.
It will ensure that we are able to meet our contractual obligations towards our tenants and leaseholders and align our service standards across the organisation for the regular servicing, maintenance, and repairs of the communal laundry equipment.
This can be most efficiently, conveniently, and economically achieved through one contractual agreement with a preferred third-party specialist provider.
All observations must be received in writing before the closing date of the 25th April 2021 and this can be done using the form at the bottom of this page.
• The Contractor will attend and carry out a quarterly service and maintenance visit for each piece of equipment at each scheme (as listed in the schedule), carrying out all and any required preventative maintenance works.
• The Contractor will service all equipment as per the manufacturer’s instructions. A copy of each set of instructions will be provided to the Lincolnshire Housing Partnership Contract Manager by the contractor.
• The contractor will descale the washing machines on a quarterly basis as part of the service and maintenance visit
(Note: North East Lincolnshire is a hard water area).
• The contractor will clean and clear the ducts on the dryers and will remove any lint build-up, on as part of the service and maintenance visit.
• The contractor will provide an all inclusive price, including parts/spares and labour to facilitate servicing and maintenance of machines.
• Any significant repairs that are identified at the quarterly service and maintenance visit must be reported back to the Lincolnshire Housing Partnership Contract Manager for consideration.
•The contractor will provide fixed pricing for the duration of the initial contract (5 years).
• The Contractor must report to the Lincolnshire Housing Partnership Contract Manager, any damage caused by misuse or vandalism, and this is to be identified and charged for separately.
• The Contractor will charge Lincolnshire Housing Partnership for consumable parts, these are in addition to the service and maintenance package price.
• The Contractor will pprovide a call-out Service for repairs and machine breakdowns, i.e occurrences separate from the service and maintenance attendance and schedule, attending within the following timescales:
o Standard repair response – within 24 hours of report
o Emergency response – within 2 hours of report
• An emergency call-out would typically be a leaking washing machine
• A standard repair call-out would typically be a machine not working
• The Contractor will carry out and include for the following in the Call-Out rate:
o Attendance at the repair and diagnosis of the repair
o First hour of labour to rectify the repair
o If additional time past 1 hour is required to complete the repair, the contractor is to contact the Lincolnshire Housing Partnership Contract Manager for permission to proceed, providing an estimated timescale for completion. Additional time is charged in 15 minute periods.
o If the price of the job (call out, materials, additional labour) will be more than £100 (net), the Contractor is to contact the Lincolnshire Housing Partnership Contract Manager for permission to proceed, providing an estimated total price for completion of the repair.
o Materials are to be charged for separately.
• The Contractor will attend Out of Hours repair calls (those classed as an Emergency) to make safe only. The contractor will return and complete any follow on works the next working day.
• The Contractor will carry out any repeat (follow on) visits as part of the original call-out charge. The follow on visit is to be carried out asap following the initial call-out (i.e. follow on is the following day in normal working hours). If this is going to be more than 2 days, the Lincolnshire Housing Partnership Contract Manager must be advised and provided with an estimated return date when works will be completed.
• The Contractor will provide a 12-month warranty for all parts fitted.
• Lincolnshire Housing Partnership will provide repair requests to the Contractor, following a report from the tenant or member of staff that there is a fault with the laundry equipment.
• Provide, supply and install a loan machine to ensure continuity of service, where equipment cannot be repaired with a 5 working day period.
• This service shall be provided at no additional cost to Lincolnshire Housing Partnership.
• The Contractor will provide Lincolnshire Housing Partnership with a servicing schedule each year, to be agreed prior to the start of each financial year. September for the first year and April thereafter.
• The Contractor will provide Lincolnshire Housing Partnership a copy of all servicing, maintenance, and repair paperwork.
• The Contractor will provide Lincolnshire Housing Partnership with a monthly breakdown to accompany the invoice which indicates the following information:
• Site, date, volume and value of services and works undertaken:
o Call outs
• By type
o Standard repair response
o Emergency response
o Out of hours response
• The Contractor must use suitably competent and trained engineers.
• Working hours are between 8am – 6pm, Monday to Friday.
• Out of Hours is classed as all times outside of normal hours.
• The Contractor will submit an invoice monthly.
• Lincolnshire Housing Partnership will pay the Contractor monthly in arrears.
• Lincolnshire Housing Partnership’s standard payment terms are 30 days.
• There may be a requirement for the installation of new laundry equipment during the term of the contract.
• A quote will be requested from the Contractor in the first instance if a new installation is required.
• There is no exclusive right for the Contractor to be awarded future installation works.
• Lincolnshire Housing Partnership reserves the right to seek alternative quotations to demonstrate value for money and to use an alternative contractor.
• The contractor will attend contact management meetings (frequency to be agreed prior to contract start).
• Lincolnshire Housing Partnership will use contract management meetings to monitor performance of the contract, such as Response Times to Call-Outs and Right First Time.
• The Contractor and Lincolnshire Housing Partnership will both identify areas for efficiencies and contribute to service improvements throughout the duration of the contract.
• The Contractor will carry out and complete all work:
• In accordance with good industry practice;
• In accordance with the Employer’s and Contractor’s policies;
• In accordance with the specification;
• In accordance with all relevant Health and Safety legislation
• To the satisfaction of the Lincolnshire Housing Partnership Contract Manager
Lincolnshire Housing Partnership Limited registered as a charitable Community Benefit Society under the Co-operative and Community Benefit Societies Act 2014 with registered number: 7748. Data Protection registration number: ZA345449 Registered Office: Westgate Park, Charlton Street, Grimsby, North East Lincolnshire, DN31 1SQ