Cleaning and Grounds Maintenance Tender

Cleaning and Grounds Maintenance Tender

Cleaning and Grounds Maintenance including: cleaning, sweeping and mopping communal areas, graffiti removal, checking and cleaning rubbish chutes, sweeping. Multiple Lots.

United Kingdom-Southend-on-Sea: Grounds maintenance services

2015/S 168-306797

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Estuary Housing Association Ltd
9th Floor, Maitland House, Warrior Square
SS1 2JY Southend-on-Sea
UNITED KINGDOM
Telephone: +44 1702642246
E-mail: estate.services@estuary.co.uk

Internet address(es):

General address of the contracting authority: http://www.estuary.co.uk

Electronic access to information: http://www.estuary.co.uk/current-tenders

Further information can be obtained from: Ridge and Partners LLP
Beaumont House, 59 High Street, Theale
For the attention of: Team 209
RG7 5AL Reading
UNITED KINGDOM
Telephone: +44 1189323088
E-mail: ojeu@ridge.co.uk
Fax: +44 1993815002
Internet address: www.ridge.co.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Ridge and Partners LLP
Beaumont House, 59 High Street, Theale
For the attention of: Team 209
RG7 5AL Reading
UNITED KINGDOM
Telephone: +44 1189323088
E-mail: ojeu@ridge.co.uk
Fax: +44 1993815002
Internet address: www.ridge.co.uk

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

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:

Estuary Housing Association – Cleaning and Grounds Maintenance.

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
Main site or location of works, place of delivery or of performance: County of Essex, England.

NUTS code UKH3

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)

Cleaning and Grounds Maintenance including: cleaning, sweeping and mopping communal areas, graffiti removal, checking and cleaning rubbish chutes, sweeping, litter picking and maintaining grass and shrubbed areas externally, checking and cleaning light covers/changing light bulbs, removal of fly tipping and other unauthorised signage/fixtures.

II.1.6)Common procurement vocabulary (CPV)

77314000, 77312000, 77312100, 77314100, 77342000, 77310000, 90911100, 90911300, 90511300, 98341130, 98341140

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 one or more 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:

Applicants can apply for one, two, three or four Lots. The Employer will be awarding a separate contract in respect of each Lot, subject to the circumstance of an individual tenderer being awarded more than one Lot, when a single contract combining those Lots shall be awarded. Up to three Lots may be awarded to any individual applicant, subject to meeting the minimum pre-qualification standards set out in the Pre-Qualification Questionnaire, provided that contracts are awarded to at least two separate companies across the four Lots.
Estimated value excluding VAT: 2 175 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: Three year contract for each Lot initially, with options to extend for two further periods of up to 1 year each (5 years maximum). The Contracting Authority will include an option in each contract to extend the contract to cover one or more of the geographical areas.

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 1
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 60 (from the award of the contract)

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

Duration in months: 60 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Cleaning and Grounds Maintenance Group 1 — North

1)Short description

Cleaning and Grounds Maintenance including: cleaning, sweeping and mopping communal areas, graffiti removal, checking and cleaning rubbish chutes, sweeping, litter picking and maintaining grass and shrubbed areas externally, checking and cleaning light covers/changing light bulbs, removal of fly tipping and other unauthorised signage/fixtures to the Braintree, Colchester and Tendring districts.

2)Common procurement vocabulary (CPV)

77314000, 77312000, 77312100, 77314100, 77342000, 77310000, 90911100, 90911300, 90511300, 98341130, 98341140

3)Quantity or scope

Estimated value excluding VAT: 350 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 60 (from the award of the contract)

5)Additional information about lots

The contracting authority will include an option in the contract to extend the contract to cover one or more of the other of the other geographical areas. If the contracting authority were to exercise this option in the event of insufficient interest in any Lot, or a contract in any Lot being terminated early, the expenditure under this Lot would be increased by an amount equal to some or all of the expenditure anticipated under that other Lot.

Lot No: 2 Lot title: Cleaning and Grounds Maintenance Group 2 — West

1)Short description

Cleaning and Grounds Maintenance including: cleaning, sweeping and mopping communal areas, graffiti removal, checking and cleaning rubbish chutes, sweeping, litter picking and maintaining grass and shrubbed areas externally, checking and cleaning light covers/changing light bulbs, removal of fly tipping and other unauthorised signage/fixtures to the Brentwood, Epping Forest, Harlow and Uttlesford districts.

2)Common procurement vocabulary (CPV)

77314000, 77312000, 77312100, 77314100, 77342000, 77310000, 90911100, 90911300, 90511300, 98341130, 98341140

3)Quantity or scope

Estimated value excluding VAT: 275 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 60 (from the award of the contract)

5)Additional information about lots

The contracting authority will include an option in the contract to extend the contract to cover one or more of the other of the other geographical areas. If the contracting authority were to exercise this option in the event of insufficient interest in any Lot, or a contract in any Lot being terminated early, the expenditure under this Lot would be increased by an amount equal to some or all of the expenditure anticipated under that other Lot.

Lot No: 3 Lot title: Cleaning and Grounds Maintenance Group 3 — East

1)Short description

Cleaning and Grounds Maintenance including: cleaning, sweeping and mopping communal areas, graffiti removal, checking and cleaning rubbish chutes, sweeping, litter picking and maintaining grass and shrubbed areas externally, checking and cleaning light covers/changing light bulbs, removal of fly tipping and other unauthorised signage/fixtures to the Chelmsford, Maldon, Rochford, Castle Point and Southend districts.

2)Common procurement vocabulary (CPV)

77314000, 77312000, 77312100, 77314100, 77342000, 77310000, 90911100, 90911300, 90511300, 98341130, 98341140

3)Quantity or scope

Estimated value excluding VAT: 600 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

The contracting authority will include an option in the contract to extend the contract to cover one or more of the other of the other geographical areas. If the contracting authority were to exercise this option in the event of insufficient interest in any Lot, or a contract in any Lot being terminated early, the expenditure under this Lot would be increased by an amount equal to some or all of the expenditure anticipated under that other Lot.

Lot No: 4 Lot title: Cleaning and Grounds Maintenance Group 4 — South

1)Short description

Cleaning and Grounds Maintenance including: cleaning, sweeping and mopping communal areas, graffiti removal, checking and cleaning rubbish chutes, sweeping, litter picking and maintaining grass and shrubbed areas externally, checking and cleaning light covers/changing light bulbs, removal of fly tipping and other unauthorised signage/fixtures to the Basildon, Thurrock, Havering, Barking and Dagenham and Redbridge districts.

2)Common procurement vocabulary (CPV)

77314000, 77312000, 77312100, 77314100, 77342000, 77310000, 90911100, 90911300, 90511300, 98341130, 98341140

3)Quantity or scope

Estimated value excluding VAT: 950 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

The contracting authority will include an option in the contract to extend the contract to cover one or more of the other of the other geographical areas. If the contracting authority were to exercise this option in the event of insufficient interest in any Lot, or a contract in any Lot being terminated early, the expenditure under this Lot would be increased by an amount equal to some or all of the expenditure anticipated under that other Lot.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Parent Company Guarentee and/or Bond.

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

Details will be set out in the Contract Documents.

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

Individual bidder or joint bid will be considered.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Performance in accordance with particular output based standards and Key Performance Indicators will be required.
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: Applicants will be required to complete a Pre-Qualification Questionnaire consistent with the provisions of The Public Contracts Regulations 2015. The Contracting Authority need not consider any request to participate unless it is accompanied by a completed Pre-Qualification Questionnaire. The Questionnaire is available from the address in Annex A below and must be returned in accordance with the provisions set out in the Pre-Qualification Questionnaire by the date stipulated at Section IV.3.4.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Applicants will be required to complete a Pre-Qualification Questionnaire consistent with the provisions of The Public Contracts Regulations 2015. The Contracting Authority need not consider any request to participate unless it is accompanied by a completed Pre-Qualification Questionnaire. The Questionnaire is available from the address in Annex A below and must be returned in accordance with the provisions set out in the Pre-Qualification Questionnaire by the date stipulated at Section IV.3.4.
Minimum level(s) of standards possibly required: As set out in the Pre-Qualification Questionnaire. In addition to meeting the minimum levels, only the highest scoring 5-6 applicants per lot will be invited to tender.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Applicants will be required to complete a Pre-Qualification Questionnaire consistent with the provisions of The Public Contracts Regulations 2015. The Contracting Authority need not consider any request to participate unless it is accompanied by a completed Pre-Qualification Questionnaire. The Questionnaire is available from the address in Annex A below and must be returned in accordance with the provisions set out in the Pre-Qualification Questionnaire by the date stipulated at Section IV.3.4.
Minimum level(s) of standards possibly required:
As set out in the Pre-Qualification Questionnaire. In addition to meeting the minimum levels, only the highest scoring 5-6 applicants per lot will be invited to tender.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

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 minimum number 5: and maximum number 6
Objective criteria for choosing the limited number of candidates: In accordance with the provision of The Public Contracts Regulations 2015. Those meeting minimum standards and scoring the highest overall to place them in the top 5-6 applicants for each Lot.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
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:

IV.3.2)Previous publication(s) concerning the same contract

no

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

Payable documents: no

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

29.9.2015 – 17:00

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

26.10.2015

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
IV.3.8)Conditions for opening of tenders

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

The procurement documents may be viewed at http://www.estuary.co.uk/current-tenders.

The properties of Estuary Housing Association to which services are to provided have been divided into four geographical areas. Each of these is being treated as a ‘Lot’. One contract will be awared for each Lot, subject to the circumstance of an individual tenderer being awarded more than one Lot, when a single contract combining those Lots shall be awarded. The successful tenderers will be those that have provided the most economically advantageous combination of tenders for Lots 1, 2, 3 and 4, subject to at least 2 separate companies being awarded contracts across the 4 Lots.
The right is reserved not to proceed or not to award a contract for the whole or part of the proposed procurement. Neither the contracting authority nor any person on whose behalf this procurement is undertaken is to be liable for any costs incurred by those expressing an interest or tendering for this contract.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Royal Courts of Justice
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079477000

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: In accordance with Regulations 50 (Information about Contract Award Procedures) Regulation 55 (Informing candidates and tenderers) Regulation 87 (Standstill Period) Chapter 6 (Applications to the Court).
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

27.8.2015

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