Cleaning and Window Cleaning Contract

Cleaning and Window Cleaning Contract

Symphony Housing Group (the Group) are seeking expressions of interest from suitably experienced and qualified providers of Cleaning and Window Cleaning Services, to provide these services across a number of geographical Lots in the North West of England.

United Kingdom-Liverpool: Cleaning services

2015/S 157-289018

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Symphony Housing Group
12 Hanover Street
Contact point(s): Group Procurement
For the attention of: Phil Robinson
L1 4AA Liverpool
UNITED KINGDOM

Internet address(es):

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

Address of the buyer profile: https://in-tendhost.co.uk/symphonyhousing/aspx/Home

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

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:

SHG – Cleaning and Window Cleaning Services.

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: North West of England.

NUTS code UKD

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)

Symphony Housing Group (the Group) are seeking expressions of interest from suitably experienced and qualified providers of Cleaning and Window Cleaning Services, to provide these services across a number of geographical Lots in the North West of England.
These services are required by our member organisations; Contour Homes (Contour) and Cobalt Housing (Cobalt) with the option for other Group Member Organisations to access the arrangement if required.
The contracts will cover a 4 year period commencing 1.4.2016.

II.1.6)Common procurement vocabulary (CPV)

90910000, 90911100, 90911000, 90911200, 90911300

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:

Cleaning and Window Cleaning.
This contract is to provide internal communal area cleaning and window cleaning services to schemes across the North West region as per the Lots below. Contour and Cobalt wish to select contractors to supply internal communal cleaning and window cleaning services to around 300 schemes. Services will be predominantly, but not exclusively, required to be provided to low rise rented accommodation (3 storey and below) and will be a mixture of general let accommodation, sheltered housing and supported housing.
Lot 1: provision of internal communal area cleaning and window cleaning services to social housing properties owned by Contour located in Manchester, Trafford, Salford and Bury. Cleaning is to be carried out either 3 times per week, weekly or monthly depending on the scheme. Window cleaning is to be carried out either monthly or every 6 months. The estimated annual work hours for this lot is 6 626 at a current value of approximately 110 000 GBP.
Lot 2: provision of internal communal area cleaning and window cleaning services to social housing properties owned by Contour located in Stockport, Oldham, Tameside, Rochdale and Cheshire East. Cleaning is to be carried out either daily, 3 times per week, weekly, fortnightly or monthly depending on the scheme. Window cleaning is to be carried out monthly. The estimated annual work hours for this lot is 8 657 at a current value of approximately 142 000 GBP.
Lot 3: provision of internal communal area cleaning and window cleaning services to social housing properties owned by Contour located in Preston, Blackburn with Darwin, Bury and Bolton. Cleaning is to be carried out either daily, 3 times per week or weekly depending on the scheme. Window cleaning is to be carried out monthly. The estimated annual work hours for this lot is 4 642 at a current value of approximately 85 000 GBP.
Lot 4:
Provision of cleaning services to 52 communal blocks of flats owned by Cobalt located in the Norris Green, Croxteth and Fazakerley areas of north east of Liverpool. The service is expected to be carried out fortnightly. The estimated annual value of this Lot based on historical data is £11,000.
Lot 5: provision of external window cleaning services to 52 blocks of flats and 20 bungalows owned by Cobalt located in Norris Green, Croxteth and Fazakerley areas of north east of Liverpool. The service is expected to be carried out monthly. The estimated annual value of this Lot based on historical data is 15 000 GBP.
Lot 6: Symphony Housing Group Framework.
This Lot is for member organisations who may have a future requirement for cleaning and/or window cleaning services. The Lot will be used as a framework to run a mini competition between the companies registered within the Lot for the services required.
We will invite all companies that are invited to tender to be part of this Lot, whether successful or not in other Lots.
The estimated annual value of this Lot based on average spend data is approximately 439 000 GBP though there is no guarantee of work within this Lot.
Any work placed through this Lot will be awarded on the hourly rate submitted or through a further mini-competition.
The framework contract will commence on the 1.4.2016.
Estimated value excluding VAT: 802 000 GBP

II.2.2)Information about options

Options: no
II.2.3)Information about renewals

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

Starting 1.4.2016. Completion 31.3.2018

Information about lots

Lot No: 1Lot title: Contour Homes

1)Short description

Provision of internal communal area cleaning and window cleaning services.

2)Common procurement vocabulary (CPV)

90910000

3)Quantity or scope

Provision of internal communal area cleaning and window cleaning services to social housing properties owned by Contour located in Manchester, Trafford, Salford and Bury. Cleaning is to be carried out either 3 times per week, weekly or monthly depending on the scheme. Window cleaning is to be carried out either monthly or every 6 months. The estimated annual work hours for this lot is 6 626 at a current value of approximately 110 000 GBP.
Estimated value excluding VAT: 110 000 GBP

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

Duration in months: 48 (from the award of the contract)

5)Additional information about lots

In seeking to demonstrate Value for Money, the Contracting Authority reserves the right not to award any contract pursuant to this procurement exercise and/or to abandon this procurement exercise or any part of this procurement exercise at any time and/or to award a contract for part of the services at its sole discretion. This shall include the right to abandon one or more of the Lots forming part of this procurement exercise at any time.

Lot No: 2Lot title: Contour Homes

1)Short description

Provision of internal communal area cleaning and window cleaning services.

2)Common procurement vocabulary (CPV)

90910000

3)Quantity or scope

Provision of internal communal area cleaning and window cleaning services to social housing properties owned by Contour located in Stockport, Oldham, Tameside, Rochdale and Cheshire East. Cleaning is to be carried out either daily, three times per week, weekly, fortnightly or monthly depending on the scheme. Window cleaning is to be carried out monthly. The estimated annual work hours for this lot is 8 657 at a current value of approximately 142 000 GBP.
Estimated value excluding VAT: 142 000 GBP

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

Duration in months: 48 (from the award of the contract)

5)Additional information about lots

In seeking to demonstrate Value for Money, the Contracting Authority reserves the right not to award any contract pursuant to this procurement exercise and/or to abandon this procurement exercise or any part of this procurement exercise at any time and/or to award a contract for part of the services at its sole discretion. This shall include the right to abandon 1 or more of the Lots forming part of this procurement exercise at any time.

Lot No: 3Lot title: Contour Homes

1)Short description

Provision of internal communal area cleaning and window cleaning services.

2)Common procurement vocabulary (CPV)

90910000

3)Quantity or scope

Provision of internal communal area cleaning and window cleaning services to social housing properties owned by Contour located in Preston, Blackburn with Darwin, Bury and Bolton. Cleaning is to be carried out either daily, 3 times per week or weekly depending on the scheme. Window cleaning is to be carried out monthly. The estimated annual work hours for this lot is 4 642 at a current value of approximately 85 000 GBP.
Estimated value excluding VAT: 85 000 GBP

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

Duration in months: 48 (from the award of the contract)

5)Additional information about lots

In seeking to demonstrate Value for Money, the Contracting Authority reserves the right not to award any contract pursuant to this procurement exercise and/or to abandon this procurement exercise or any part of this procurement exercise at any time and/or to award a contract for part of the services at its sole discretion. This shall include the right to abandon 1 or more of the Lots forming part of this procurement exercise at any time.

Lot No: 4Lot title: Cobalt Housing

1)Short description

Provision of cleaning services.

2)Common procurement vocabulary (CPV)

90910000

3)Quantity or scope

Provision of cleaning services to 52 communal blocks of flats owned by Cobalt located in the Norris Green, Croxteth and Fazakerley areas of north east of Liverpool. The service is expected to be carried out fortnightly. The estimated annual value of this Lot based on historical data is 11 000 GBP.
Estimated value excluding VAT: 11 000 GBP

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

Duration in months: 48 (from the award of the contract)

5)Additional information about lots

In seeking to demonstrate Value for Money, the Contracting Authority reserves the right not to award any contract pursuant to this procurement exercise and/or to abandon this procurement exercise or any part of this procurement exercise at any time and/or to award a contract for part of the services at its sole discretion. This shall include the right to abandon 1 or more of the Lots forming part of this procurement exercise at any time.

Lot No: 5Lot title: Cobalt Housing

1)Short description

Provision of external window cleaning services.

2)Common procurement vocabulary (CPV)

90910000, 90911300

3)Quantity or scope

Provision of external window cleaning services to 52 blocks of flats and 20 bungalows owned by Cobalt located in Norris Green, Croxteth and Fazakerley areas of north east of Liverpool. The service is expected to be carried out monthly. The estimated annual value of this Lot based on historical data is 15 000 GBP.
Estimated value excluding VAT: 15 000 GBP

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

Duration in months: 48 (from the award of the contract)

5)Additional information about lots

In seeking to demonstrate Value for Money, the Contracting Authority reserves the right not to award any contract pursuant to this procurement exercise and/or to abandon this procurement exercise or any part of this procurement exercise at any time and/or to award a contract for part of the services at its sole discretion. This shall include the right to abandon 1 or more of the Lots forming part of this procurement exercise at any time.

Lot No: 6Lot title: Symphony Housing Group Framework

1)Short description

Provision of communal area cleaning and window cleaning services.

2)Common procurement vocabulary (CPV)

90910000

3)Quantity or scope

This Lot is for member organisations who may have a future requirement for cleaning and/or window cleaning services. The Lot will be used as a framework to run a mini competition between the companies registered within the Lot for the services required.
We will invite all companies that are invited to tender to be part of this Lot, whether successful or not in other Lots.
The estimated annual value of this Lot based on average spend data is approximately 439 000 GBP though there is no guarantee of work within this Lot.
Any work placed through this Lot will be awarded on the hourly rate submitted or through a further mini-competition.
Estimated value excluding VAT: 439 000 GBP

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

Duration in months: 48 (from the award of the contract)

5)Additional information about lots

In seeking to demonstrate Value for Money, the Contracting Authority reserves the right not to award any contract pursuant to this procurement exercise and/or to abandon this procurement exercise or any part of this procurement exercise at any time and/or to award a contract for part of the services at its sole discretion. This shall include the right to abandon 1 or more of the Lots forming part of this procurement exercise at any time.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

As set out in the contract documents.

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

As 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:

If the bidder is a consortium the contracting authority requires all members of the consortium to be jointly and severally liable.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Bidders who satisfy any of the criteria for rejection set out in the Public Contract Regulations 2015 shall be treated as ineligible.
Bidders maybe requested to provide such evidence as it is reasonably necessary to allow the Contracting Authority to establish that the aforementioned criteria does not apply to them.
TUPE may apply and detailed requirements will be set out in the Contract Documents.
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 submit a fully completed PQQ.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Symphony Housing Group require candidates to demonstrate that their business is financially viable and is supported by effective financial management processes. To support this the Group will complete an initial credit check on the bidding organisation using the Dunn and Bradstreet Risk indicator score.
Candidates must confirm that turnover for the previous financial year is at least twice the anticipated annual value of the Lot options you are bidding for. The anticipated annual values can be found in the Memorandum of Information document.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As per specified in the Pre-Qualification Questionnaire.
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: 6
Objective criteria for choosing the limited number of candidates: Those companies who meet the criteria contained in the pre-qualification questionnaire, including evaluation of the technical and professional ability Section 8.
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:

SHG-P245

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

no

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: 9.9.2015
Payable documents: no

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

14.9.2015

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

30.9.2015

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

Date: 30.9.2015
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Appointed Officers.

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

Symphony Housing Group will incorporate a minimum 10-calendar-day standstill period at the point information of the award of the contract is communicated to Tenderers. This period allows unsuccessful Tenderers to seek further debriefing before the contract is entered into. If an appeal regarding the award of a contract has not been successfully resolved, the Public Contracts Regulations 2015 provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought promptly (generally within 3 months). Where a contract has not been entered into, the Court may order the setting aside of the award decision or order the contracting authority to amend any document and may award damages. If the contract has been entered into the Court may only award damages.
In seeking to demonstrate Value for Money, the Contracting Authority reserves the right not to award any contract pursuant to this procurement exercise and/or to abandon this procurement exercise or any part of this procurement exercise at any time and/or to award a contract for part of the services at its sole discretion. This shall include the right to abandon one or more of the Lots forming part of this procurement exercise at any time.
The Contracting Authority shall have no liability whatsoever to any applicant or tenderer as a result of its exercise of that discretion. For the avoidance of doubt, all costs incurred by any applicant and/or tenderer before signature of any contract with a Contracting Authority shall be incurred entirely at that applicant/tenderers risk.
Any agreement entered into will be governed by English Law and will be subject to the exclusive jurisdiction of the High Court of England and Wales.
Please see information on appeals published by the Cabinet office for information about lodging appeals.
TUPE may apply and detailed requirements will be set out in the Invitation to Tender and Contract Documents.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

12.8.2015

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