Cleaning and Grounds Maintenance Contracts

Cleaning and Grounds Maintenance Contracts

Contracts will be awarded over 6 areas with separate contracts for both cleaning and grounds maintenance in most areas, resulting in 9 contracts in total (combined contracts for East Midlands and West Sussex with no grounds maintenance required for West Midlands).

United Kingdom-London: Accommodation, building and window cleaning services

2016/S 019-029811

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Viridian Housing
Colwell House, 376 Clapham Road
For the attention of: Mr Simon Williams
SW9 9AR London
UNITED KINGDOM
Telephone: +44 2032023839
E-mail: simon.williams@viridianhousing.org.uk

Internet address(es):

General address of the contracting authority: http://www.viridianhousing.org.uk/

Address of the buyer profile: http://www.viridianhousing.org.uk/

Electronic access to information: https://www.housingprocurement.com/procontract/housing/supplier.nsf/frm_category_search?openForm&qs_category_search_criteria=&options=VARIANT&filter=&session_id=CONTRACT-9ZZA-YD29SC&from=frm_contract_main_detail

Electronic submission of tenders and requests to participate:https://www.housingprocurement.com/procontract/housing/supplier.nsf/frm_category_search?openForm&qs_category_search_criteria=&options=VARIANT&filter=&session_id=CONTRACT-9ZZA-YD29SC&from=frm_contract_main_detail

Further information can be obtained from: Viridian Housing
Colwell House, 376 Clapham Road
For the attention of: Mr Simon Williams
SW9 9AR London
UNITED KINGDOM
Telephone: +44 2032023839
E-mail: simon.williams@viridianhousing.org.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Viridian Housing
Colwell House, 376 Clapham Road
For the attention of: Mr Simon Williams
SW9 9AR London
UNITED KINGDOM
Telephone: +44 2032023839
E-mail: simon.williams@viridianhousing.org.uk

Tenders or requests to participate must be sent to: Viridian Housing
Colwell House, 376 Clapham Road
For the attention of: Mr Simon Williams
SW9 9AR London
UNITED KINGDOM
Telephone: +44 2032023839
E-mail: simon.williams@viridianhousing.org.uk

I.2)Type of the contracting authority

Body governed by public law

I.3)Main activity

Housing and community amenities

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

Estate Services and Standards (ESS) Cleaning and Grounds Maintenance. Contract Number — VH/15/OPS/HOU/1.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 14: Building-cleaning services and property management services
NUTS code

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement

II.1.5)Short description of the contract or purchase(s)

Viridian Housing seeks tenders from suitable providers for cleaning and grounds maintenance services at a range of different types of housing including general needs tenants, retirement housing and commercial services (grounds maintenance only). The properties are in a variety of settings such as large housing estates, individual street properties, sheltered housing, student and NHS key worker accommodation. Various tenure types will require different ranges of services.
Contracts will be awarded over 6 areas with separate contracts for both cleaning and grounds maintenance in most areas, resulting in 9 contracts in total (combined contracts for East Midlands and West Sussex with no grounds maintenance required for West Midlands).
Lot 1: East Midlands Cleaning and Grounds Maintenance Combined.
Total annual projected value: 106 178 GBP.
Lot 2: West Midlands Cleaning.
Total annual projected value: 268 182 GBP.
Lot 3: North London Cleaning.
Total annual projected value: 289 617 GBP.
Lot 4: North London Grounds Maintenance.
Total annual projected value: 116 785 GBP.
Lot 5: South West London Cleaning.
Total annual projected value: 206 580 GBP.
Lot 6: South West London Grounds Maintenance.
Total annual projected value: 93 437 GBP.
Lot 7: South East London Cleaning.
Total annual projected value: 181 365 GBP.
Lot 8: South East London Grounds Maintenance.
Total annual projected value: 92 659 GBP.
Lot 9: West Sussex Cleaning and Grounds Maintenance Combined.
Total annual projected value: 150 551 GBP.
The current total annual contract value of all 9 lots is approximately 1 505 354 GBP. This would equate to 10 537 678 GBP over the whole life (7 years) of the contract excluding VAT. Please note that Viridian Housing reserves the right to not accept any bid that is over the value given for each lot.
The contract will start on 17.10.2016 and initially run to 16.10.2021, with an option to extend for a further 2 years until 16.10.2023.
The contract will be awarded to the Most Economically Advantageous Tender (MEAT) on the basis of Quality — 60 % and Cost — 40 %. The measure of quality will include service delivery, mobilisation and staffing, customer care, sustainability, environmental impact, social value, health and safety and interviews of shortlisted bidders. Full details are in the tender documentation.
The procurement will be undertaken as a restricted process. Bidders will be required to complete a pre-qualification questionnaire; the 5 highest scoring bidders per lot will be invited to tender.

All tender documentation is available on the Housing Procurement Portal, the Pro Contract tendering system:https://www.housingprocurement.com/procontract/housing/viridian_contract.nsf/frm_contract_synopsis?openForm&contract_id=CONTRACT-9ZZA-YD29SC&from=&login

Viridian Housing is looking for savings on each lot whilst ensuring the highest standards of service delivery. Viridian Housing would welcome bids for more than 1 lot up to and including all 9 lots. However Bidders will need to win each lot individually on quality/price. Viridian Housing will seek a discount from bidders that win multiple lots but this will only be applicable once each lot has been won.
It is Viridian Housing’s belief that the Transfer of Undertakings (Protection of Employment) Regulations 2006 (‘TUPE’) as amended 2014 applies to this contract. TUPE information will be made available in redacted form to bidders at the Invitation to Tender (ITT) stage.

II.1.6)Common procurement vocabulary (CPV)

90911000, 90914000, 77312000, 77314000, 77342000, 90911200, 90911300, 90690000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no

II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for all lots

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

Lot 1: East Midlands Cleaning and Grounds Maintenance Combined.
Total annual projected value: 106 178 GBP.
Lot 2: West Midlands Cleaning.
Total annual projected value: 268 182 GBP.
Lot 3: North London Cleaning.
Total annual projected value: 289 617 GBP.
Lot 4: North London Grounds Maintenance.
Total annual projected value: 116 785 GBP.
Lot 5: South West London Cleaning.
Total annual projected value: 206 580 GBP.
Lot 6: South West London Grounds Maintenance.
Total annual projected value: 93 437 GBP.
Lot 7: South East London Cleaning.
Total annual projected value: 181 365 GBP.
Lot 8: South East London Grounds Maintenance.
Total annual projected value: 92 659 GBP.
Lot 9: West Sussex Cleaning and Grounds Maintenance Combined.
Total annual projected value: 150 551 GBP.
The current total annual contract value of all 9 lots is approximately 1 505 354 GBP. This would equate to 10 537 478 GBP over the whole life (7 years) of the contract excluding VAT. Please note that Viridian Housing reserves the right to not accept any bid that is over the value given for each lot.
Estimated value excluding VAT: 10 537 478 GBP

II.2.2)Information about options

Options: yes
Description of these options: The contract will start on 17.10.2016 and initially run to 16.10.2021, with an option to extend for a further 2 years until 16.10.2023.
Provisional timetable for recourse to these options:
in months: 84 (from the award of the contract)

II.2.3)Information about renewals

This contract is subject to renewal: no

II.3)Duration of the contract or time limit for completion

Duration in months: 84 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: East Midlands Cleaning and Grounds Maintenance Combined

1)Short description

Providing cleaning and grounds maintenance services at a range of different types of housing including general needs tenants, retirement housing and commercial services (grounds maintenance only) for estates in the East Midlands. The properties are in a variety of settings such as large housing estates, individual street properties, (sheltered housing, and student and NHS key worker accommodation). Various tenure types will require different ranges of services.

2)Common procurement vocabulary (CPV)

90911000, 77314000

3)Quantity or scope

Total annual projected value for this Lot: 106 178 GBP. The contract is for an initial period of 5 years with an option to extend for a further 2 years.
Estimated cost excluding VAT: 743 246 GBP.
Currency: GBP.
Estimated value excluding VAT: 743 246 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 2 Lot title: West Midlands Cleaning

1)Short description

Providing cleaning services at a range of different types of housing including general needs tenants and retirement housing in the West Midlands. The properties are in a variety of settings such as large housing estates, individual street properties. Various tenure types will require different ranges of services.

2)Common procurement vocabulary (CPV)

90911000

3)Quantity or scope

Total annual projected value: 268 182 GBP. The contract is for an initial period of 5 years with an option to extend for a further 2 years.
Estimated cost excluding VAT: 1 877 274.
Currency: GBP.
Estimated value excluding VAT: 1 877 274 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 3 Lot title: North London Cleaning

1)Short description

Providing cleaning services at a range of different types of housing including general needs tenants, student and retirement housing in North London. The properties are in a variety of settings such as large housing estates, individual street properties, hostels and retirement housing. Various tenure types will require different ranges of services.

2)Common procurement vocabulary (CPV)

90911000

3)Quantity or scope

Total annual projected value: 289 617 GBP. The contract is for an initial period of 5 years with an option to extend for a further 2 years.
Estimated cost excluding VAT: 2 027 319 GBP.
Currency: GBP.
Estimated value excluding VAT: 2 027 319 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 4 Lot title: North London Grounds Maintenance

1)Short description

Providing grounds maintenance services at a range of different types of housing including general needs tenants, retirement housing and commercial services for sites in North London. The properties are in a variety of settings such as large housing estates, individual street properties, sheltered housing and student accommodation. Various tenure types will require different ranges of services.

2)Common procurement vocabulary (CPV)

77314000

3)Quantity or scope

Total annual projected value for this Lot: 116 785 GBP. The contract is for an initial period of 5 years with an option to extend for a further 2 years.
Estimated cost excluding VAT: 817 495.
Currency: GBP.
Estimated value excluding VAT: 817 495 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 5 Lot title: South West London Cleaning

1)Short description

Providing cleaning services at a range of different types of housing including general needs tenants and retirement housing in South West London. The properties are in a variety of settings such as large housing estates, individual street properties. Various tenure types will require different ranges of services.

2)Common procurement vocabulary (CPV)

90911000

3)Quantity or scope

Total annual projected value: 206 580 GBP. The contract is for an initial period of 5 years with an option to extend for a further 2 years.
Estimated cost excluding VAT: 1 446 060 GBP.
Currency: GBP.
Estimated value excluding VAT: 1 446 060 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 6 Lot title: South West London Grounds Maintenance

1)Short description

Providing grounds maintenance services at a range of different types of housing including general needs tenants NHS Keyworker accommodation and retirement housing for sites in South West London. The properties are in a variety of settings such as large housing estates, individual street properties, NHS Keyworker and sheltered housing, Various tenure types will require different ranges of services.

2)Common procurement vocabulary (CPV)

77314000

3)Quantity or scope

Total annual projected value for this Lot: 93 437 GBP. The contract is for an initial period of 5 years with an option to extend for a further 2 years.
Estimated cost excluding VAT: 654 059 GBP.
Estimated value excluding VAT: 654 059 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 7 Lot title: South East London Cleaning

1)Short description

Providing cleaning services at a range of different types of housing including general needs tenants and retirement housing in South East London. The properties are in a variety of settings such as large housing estates, individual street properties. Various tenure types will require different ranges of services.

2)Common procurement vocabulary (CPV)

90911000

3)Quantity or scope

Total annual projected value: 181 365 GBP. The contract is for an initial period of 5 years with an option to extend for a further 2 years.
Estimated cost excluding VAT: 1 269 555 GBP.
Estimated value excluding VAT: 1 269 555 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 8 Lot title: South East London Grounds Maintenance

1)Short description

Providing grounds maintenance services at a range of different types of housing including general needs tenants, retirement housing and commercial services for sites in South East London. The properties are in a variety of settings such as large housing estates, individual street properties, sheltered and retirement housing, Various tenure types will require different ranges of services.

2)Common procurement vocabulary (CPV)

77314000

3)Quantity or scope

Total annual projected value for this Lot: 92 659 GBP. The contract is for an initial period of 5 years with an option to extend for a further 2 years.
Estimated cost excluding VAT: 648 613 GBP.
Estimated value excluding VAT: 648 613 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 9 Lot title: West Sussex Cleaning and Grounds Maintenance Combined

1)Short description

Providing cleaning and grounds maintenance services at a range of different types of housing including general needs tenants, retirement housing and commercial services (grounds maintenance only) for sites in West Sussex. The properties are in a variety of settings such as large housing estates, individual street properties, sheltered housing and student accommodation. Various tenure types will require different ranges of services.

2)Common procurement vocabulary (CPV)

90911000, 77314000

3)Quantity or scope

Total annual projected value for this Lot: 150 551 GBP. The contract is for an initial period of 5 years with an option to extend for a further 2 years.
Estimated cost excluding VAT: 1 053 857 GBP.
Estimated value excluding VAT: 1 053 857 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

N/A.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As set out in the contractual documents accompanying the ITT.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

The contracting authority reserves the right to require groupings of contractors to take a particular legal form or to require a single contractor to take primary liability or to require that each party undertakes joint and several liability.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Under this project the provider may be required to actively participate in the achievement of social and/or environmental policy objectives relating to recruitment and training and supply chain initiatives. Accordingly contract performance conditions may relate in particular to social and environmental considerations.
III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: In accordance with Articles 57 to 63 of Directive 2014/24/EU of the European Parliament and of the Council and Regulations 57 to 63 of the Public Contracts Regulations 2015 and as set out in the pre-qualification questionnaire available from the portal address in Section I.1)

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: In accordance with Articles 57 to 63 of Directive 2014/24/EU of the European Parliament and of the Council and Regulations 57 to 63 of the Public Contracts Regulations 2015 and as set out in the pre-qualification questionnaire available from the portal address in Section I.1)
Minimum level(s) of standards possibly required: Minimum annual turnover must be twice that of the annual contract value of the lot they bid for, or combined annual contract value if bidding for multiple lots.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
In accordance with Articles 58 to 63 of Directive 2014/24/EU of the European Parliament and of the Council and Regulation 58 to 63 of the Public Contracts Regulations 2015 and as set out in the pre-qualification questionnaire which is available from the portal address in Section I.1)
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Restricted

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged number of operators: 5
Objective criteria for choosing the limited number of candidates: The Envisaged minimum number of invited tenders is 5 per Lot (and therefore up to 45 invitations to tender over the 9 Lots).The procurement will be undertaken as a restricted process. Bidders will have to complete a pre-qualification questionnaire; the 5 highest scoring bidders per lot will be shortlisted and invited to tender. The top 3 highest scoring bidders per lot will then be invited to interview. Full evaluation criteria, including sub-criteria for limiting candidates invited to tender is set out in the PQQ.

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

VH/15/OPS/COM/2
IV.3.2)Previous publication(s) concerning the same contract

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 29.2.2016 – 10:00
Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

29.2.2016 – 10:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

11.3.2016

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

in days: 140 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Date: 21.4.2016 – 10:00
Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no

VI.3)Additional information

Section IV.3.4) (Time-limit for requests to participate) — Requests to participate must be by way of completion and return of the pre-qualification questionnaire (PQQ) (in accordance with the requirements set out in the PQQ) by the date and time specified in Section IV.3.4) All tender documentation (including the PQQ) is available on the Housing Procurement Portal, the Pro Contract tendering system:https://www.housingprocurement.com/procontract/housing/viridian_contract.nsf/frm_contract_synopsis?openForm&contract_id=CONTRACT-9ZZA-YD29SC&from=&login Requests to participate must be received before the deadline. Bidders are encouraged to submit their submissions well in advance of the stated date and time in order to avoid such issues as technical difficulties with the electronic system that may be due to the high volumes of traffic attempting to submit applications on the same date at the same time. All communications must be via Pro Contract Tendering System. The contracting authority reserves the right not to award the opportunity or to award only part (or a different arrangement) of the opportunity described in this contract notice.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Viridian Housing
Colwell House, 376 Clapham Road
SW9 9AR London
UNITED KINGDOM
E-mail: simon.williams@viridianhousing.org.uk
Telephone: +44 2032023839
Internet address: http://www.viridianhousing.org.uk/

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: In accordance with Regulation 86 (Notices of decisions to award a contract), Regulation 87 (Standstill Period) and Regulations 91 (Enforcement of Duties through the Court) of the Public Contracts Regulations 2015.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

26.1.2016

Enjoyed this post? Share it!