Framework Agreement for Landscaping Works

Framework Agreement for Landscaping Works

These Works include, but are not limited to: Hard Landscaping Works: Installation of a variety of surfacing including natural stone and manufactured paving, slab laying, path construction, laying of tarmac and bound gravel surfacing.

UK-Paisley: Landscaping work

2013/S 014-018954

Contract notice

Works

Directive 2004/18/EC

Section I: Contracting authority

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

Renfrewshire Council
Renfrewshire House, Cotton Street
Contact point(s): Corporate Procurement Unit
For the attention of: Brian Jardine
PA1 1JB Paisley
UNITED KINGDOM
Telephone: +44 1416187022
E-mail: brian.jardine@renfrewshire.gov.uk

Internet address(es):

General address of the contracting authority: http://www.renfrewshire.gov.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00400

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
Regional or local authority
I.3)Main activity
General public services
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:
Framework Agreement for Landscaping Works
II.1.2)Type of contract and location of works, place of delivery or of performance
Works
Realisation, by whatever means of work, corresponding to the requirements specified by the contracting authorities
Main site or location of works, place of delivery or of performance: Renfrewshire
NUTS code UKM35
II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement
Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 10
Duration of the framework agreement

Duration in months: 48
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 3 000 000 and 5 000 000 GBP

II.1.5)Short description of the contract or purchase(s)
Renfrewshire Council (the Council) wishes to establish a Framework Contract for Landscaping Works with a number of suitably qualified and experienced Suppliers. These Works include, but are not limited to:
– Hard Landscaping Works: Installation of a variety of surfacing including natural stone and manufactured paving, slab laying, path construction, laying of tarmac and bound gravel surfacing, edging for paved and planted areas, stone carving, construction of raised garden beds, cycle paths installation of railings, gates or fencing, associated drainage works, installation of street furniture;
– Soft Landscaping Works: to include ground contouring, tree works, creation of planting beds, turfing, soil decompaction, topdressing, mulching, specialist turf installations and over-seeding;
– Landscape maintenance;
– Interpretation and associated signage: including design, construction and installation;
– School Playground / Greenspace Works: installation of a variety of surfacing including safer surfacing, natural stone, bound gravel, tarmac and timber sleeper surfaces, edging for paved and garden areas, ground contouring, creation of planting beds, associated drainage works and installation of playground equipments.
This Framework Contract will be established on behalf of the Planning Policy and Regeneration Service of Renfrewshire Council’s Department of Planning and Transportation, however, this framework will be open to all departments within Renfrewshire Council as well as Renfrewshire Leisure Limited, Glasgow and the Clyde Valley Strategic Development Planning Authority (GCVSDPA), and Clyde Muirshiel Park Authority.
The Framework Contract will be established in two Lots based on the value of the Work Packages to be undertaken as detailed below. It is anticipated that up to a maximum of 5 Suppliers will be approved for inclusion on each lot:
Lot 1: Works up to and including an estimated contract value of 100 000GBP;
Lot 2: Works over an estimated contract value of 100 000GBP
NOTE: The authority has indicated that they are using the PCS-Tender Module to carry out this procurement process. To access the PCS-Tender Module and record your interest in this notice please visit https://www.publictendersscotland.publiccontractsscotland.gov.uk

If you are not already registered with the PCS-Tender Module registration will be required.

II.1.6)Common procurement vocabulary (CPV)

45112700, 45112710, 45112711, 45112712, 45112723, 45233293, 77211500, 77211400, 77310000, 77313000, 77314000, 77340000, 77341000

II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): yes
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:
Landscaping Works as defined within the Invitation to Tender.
The ceiling value of all work packages to be procured through the framework agreement is GBP5M however there is no guarantee of value or number of work packages to be procured under the framework agreement.
II.2.2)Information about options
Options: no
II.2.3)Information about renewals
This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Information about lots

Lot No: 1 Lot title: Low Value Landscaping Works

1)Short description
Landscaping works as described within the Invitation to Tender up to and including an estimated contract value of 100,000GBP.
2)Common procurement vocabulary (CPV)

45112700, 45112711, 45112712, 45112713, 45112723, 45233293, 77211500, 77211400, 77310000, 77313000, 77314000, 77340000, 77341000

3)Quantity or scope
– Hard Landscaping Works – Installation of a variety of surfacing including natural stone and manufactured paving, slab laying, path construction, laying of tarmac and bound gravel surfacing, edging for paved and planted areas, stone carving, construction of raised garden beds, cycle paths installation of railings, gates or fencing, associated drainage works, installation of street furniture;
– Soft Landscaping Works to include ground contouring, tree works, creation of planting beds, turfing, soil decompaction, topdressing, mulching, specialist turf installations and over-seeding;
– Landscape maintenance;
– Interpretation and associated signage – including design, construction and installation;
– School Playground / Greenspace Works – installation of a variety of surfacing including safer surfacing, natural stone, bound gravel, tarmac and timber sleeper surfaces, edging for paved and garden areas, ground contouring, creation of planting beds, associated drainage works and installation of playground equipments.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Landscaping Works
1)Short description
Works as detailed within the Invitation to Tender with an estimated contract value of 100,000GBP.
2)Common procurement vocabulary (CPV)

45112700, 45112710, 45112711, 45112712, 45233293, 77211500, 77211400, 77310000, 77313000, 77314000, 77340000, 77341000

3)Quantity or scope
– Hard Landscaping Works: Installation of a variety of surfacing including natural stone and manufactured paving, slab laying, path construction, laying of tarmac and bound gravel surfacing, edging for paved and planted areas, stone carving, construction of raised garden beds, cycle paths installation of railings, gates or fencing, associated drainage works, installation of street furniture;
– Soft Landscaping Works to include ground contouring, tree works, creation of planting beds, turfing, soil decompaction, topdressing, mulching, specialist turf installations and over-seeding;
– Landscape maintenance;
– Interpretation and associated signage – including design, construction and installation;
– School Playground / Greenspace Works – installation of a variety of surfacing including safer surfacing, natural stone, bound gravel, tarmac and timber sleeper surfaces, edging for paved and garden areas, ground contouring, creation of planting beds, associated drainage works and installation of playground equipments.
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:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
All prices in the tender must be in Sterling (GBP). Payments will be made to the appointed contractor(S) in Sterling (GBP), all as detailed within the tender documentation.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
In the event of an associated group of companies being successful, the Council will require each company in the group to be jointly and severably liable for the performance of the framework agreement and contracts awarded thereunder. This assurance will be required before the framework can be established with such a group.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: 1. To be considered, tenderers must ensure that they have responded to all questions and provided all information requested. Incomplete tenders may not be considered.
2. Tenderers will be required to confirm that none of the criteria listed in Regulation 23 of the Public Contracts (Scotland) Regulations 2012 are applicable to their organisation.
3. Tenderers must evidence a comprehensive Equal Opportunities Policy; confirm that they meet all statutory legislation in respect of Equal Opportunities and submit the Equal Opportunities Certificate contained within the tender documentation.
4. Tenderers must evidence by way of their submission that they fully understand the requirement, including the scale and the scope and that they have the experience, track record and resources to undertake the services and any associated works. If bidding as part of a consortia, satisfactory evidence must be submitted to satisfy the Council that the consortia is sufficiently established to deliver the scale of the works.
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: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.
(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established
(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide a reference from their bank.
(2) All candidates will be required to provide evidence of relevant professional risk indemnity insurance.
(3) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice.
(4) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.
Tenderers must evidence a good high street credit rating (and an annual turnover (per lot) of at least:
If bidding for Lot 1 only : GBP600,000.00
If bidding for Lot 2 only: GBP1,250,000.00
If bidding for both Lots GBP1,850,000.00
The Council will use Dun & Bradstreet (D&B) to assist in its determination of the Tenders financial status and risk rating and will require that all tenderers evidence the equivalent of D&B Failure Score of 35 or above to pass to the next stage of the evaluation.
It is recommended that candidates review their own D&B Failure Score in advance of submitting their tender submission. If, following this review, Tenderers consider that the D&B Failure Score does not reflect their current financial status; the Tenderer should give a detailed explanation within the Tender submission, together with any relevant supporting independent evidence. The Council will review any such information as part of the evaluation of Tenderer’s financial status.
Where the Tenderer is under no obligation to publish accounts and therefore does not have a D&B Failure Score or equivalent rating, they must provide their audited financial accounts for the previous 2 years as part of their Tender Submission in order that the Council may assess these to determine the suitability of the Tenderer to undertake a contract or contracts of this size. This assessment will consider whether or not the Tenderers annual turnover meets the minimum turnover levels stated above and whether or not there is any significant financial risk identified.
Where a consortium bid is received, the D&B Failure Score of each consortium member shall be assessed. However the collective annual turnover of all consortium members will be utilised in the overall assessment of annual turnover.
Where the Tenderer is a subsidiary of a group but is applying as a separate legal entity and fails to meet the minimum financial turnover requirements or minimum D&B Failure Score (or equivalent) as a company, in order to progress to stage two of the evaluation they must provide as part of their tender submission, written confirmation from an authorised signatory of the parent company, that either a parent company or bank guarantee will be provided within two weeks of request. The parent company must meet the minimum financial requirements as assessed by the Council. The parent company or bank guarantee will be in the form provided in the Tender Documentation.
Where the Tenderer intends to sub-contract more than 25% of any Contract value to a single sub-contractor, the Tenderer must provide a D&B comprehensive report on the sub-contractor. The Council reserves the right to request one copy of all sub-contractors last 2 financial years’ audited accounts and details of significant changes since the last financial year end. The Council also reserves the right to reject the use of sub-contractors in relation to the Contract where they fail to meet the Council’s minimum financial criteria
Tenderers must evidence the under-noted insurance provision being place or provide confirmation that in the event of success in the tender process, the under-noted insurance provision will be put in place:
– Employers Liability to a minimum indemnity of GBP5,000,000;
– Third Party/Product Insurance to a minimum indemnity of GBP1,000,000;
– Motor Vehicle Insurance as required under the Road Traffic Act (as amended) to a minimum indemnity of GBP5,000,000;
– Contractor’s All Risks to a minimum indemnity equal to the value of package order.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
(1) A statement of the candidate’s average annual number of staff and managerial staff over the previous 3 years
(2) Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract;
(3) All candidates will be required to provide certification from an independent body attesting conformity to environmental management standards in accordance with the Community Eco-Management and Audit Scheme (EMAS); or the European standard BS EN ISO 14001.
(4) All candidates will be required to provide certification drawn up by an independent body attesting the compliance of the economic operator with quality assurance standards based on the relevant European standards.
(5) Certificates drawn up by official quality control institutes or agencies of recognised competence attesting the conformity of products clearly identified by references to specifications or standards.
(6) Samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so requests.
(7) A statement of the principal goods sold or services provided by the supplier or the services provider in the past 3 years, detailing the dates on which the goods were sold or the services provided; the consideration received; the identity of the person to whom the goods were sold or the services were provided
(8) A check may be carried out by the contracting authority or by a competent official body of the State in which the candidate is established, to verify the technical capacity of the candidate; and if relevant, on the candidates study and research facilities and quality control measures;
(9) A statement of the candidate’s technical facilities; measures for ensuring quality; and their study and research facilities;
(10) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
(11) A statement of the technicians or technical services available to the candidate to carry out the work under the contract; or be involved in the production of goods or the provision of services under the contract; particularly those responsible for quality control, whether or not they are independent of the candidate.
(12) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract.
(13) A list of works carried out over the past 5 years, detailing the value of the consideration received; when and where the work or works were carried out; and whether they were carried out according to the rules of the trade or profession and properly completed.
– Tenderers must evidence robust health and safety policies and processes in operation. Tenderers will also be required to provide their up to date Health & Safety Policy.
– Tenderers must provide a statement of compliance with relevant statutory obligations. Tenderers will also be required to provide their up to date Equal Opportunity Policy.
– Tenderers must provide evidence of robust Quality policies and systems / practices in operation. Tenderers will also be required to provide their up to date Quality Policy.
– Tenderers must confirm compliance or qualifications to the terms and conditions proposed must be deemed acceptable by the Council.
– Tenderers must evidence ability to service the Framework Contract by reference to resources by discipline in relation to the requirements of the lot(s):
Tenderers must confirm resource levels by discipline;
Tenderers must illustrate their present manpower resources by appointment and plant directly employed or in ownership at the time of tender. Tenderers are required to also provide an indication of how the specific resources which will be allocated at time of package order if successful, highlight any deficiencies and how these are to be addressed;
Tenderers are required to outline how they anticipate, with their current workforce, their company will be able to manage any works required under this Framework Contract in addition to your existing contracts;
Tenderers must confirm the degree of involvement of senior staff for package orders per lot; and
Tenderers must confirm that a single point of contact will be put in place for the duration of the Framework Contract and for any package order called-off under the Framework Contract.
– Tenderers must provide a statement of relevant experience of their organisation undertaking similar works covered under the scope of this Framework. Tenderers must support this statement with evidence of five relevant similar projects (per Lot) COMPLETED within the last three years;
– Tenderers should provide as part of their Tender Submission, written references, for two of the projects referenced above that confirm the ability of your organisation to successfully undertake the works for which you wish to be considered;
– Tenderers must provide full contact names, addresses, telephone, fax and email for the 3 remaining projects;
– Tenderers must provide details of any accredited Environmental Management System in place within their organisation;
– Tenderers who do not operate an accredited Environmental Management System must attach a copy of their organisations Environmental Management Policy;
– Tenderers must evidence a robust process for ensuring that plant, machinery and vehicles proposed are certified as fit for use.
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
Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
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 below

1. Price. Weighting 50

2. Quality. Weighting 50

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:
RC1212_440(ITT1167)
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2012/S 166-275409 of 30.8.2012

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate
18.2.2013 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
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: 18.2.2013 – 14:00
Place:

Renfrewshire House, Cotton Street; Paisley; PA1 1JB

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Any persons as designated by the Director of Finance and Corporate Services.

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information
Please note that at section IV.2 Award Criteria (of the contract notice) the weightings for Quality award criteria (50%) is as follows:
Method statement outlining the proposed approach to ensure quality is maintained throughout the life of the Framework Agreement.
Responses must include reference to (but is not limited to):
Engagement with the Client;
Communication;
Approach to project management;
Programming;
Phasing of works;
Management of risk;
Process for dealing with design variations -50% of 50%;
Method statement outlining the proposed approach to minimise disruption for service users (e.g. walkers and footpath users) for any works required under the Framework Contract. Many of these projects will be undertaken in areas with high public access, proposals must therefore address the approach to management of these sites including extra measures to ensure the smooth running of the contract and ensure public safety – 37.5% of 50%;
Proposed sustainability and environmental considerations for delivery of any works under this Framework Contract. This must include a tailored statement on proposed approach to sustainability and environmental considerations, including but not limited to, recycling, reuse, recovering of materials, disposal and end of life management – 10% of 50%;
Proposed approach for maximising community benefits for delivery of any works under this Framework Contract – 2.5% of 50%.
This procurement exercise will be conducted using electronic means.
This tender will be available electronically through the “Public Contracts Scotland – Tenders” Portal. PLEASE NOTE THAT THE TENDERING WEBSITE IS SEPARATE FROM THIS ADVERTISING WEBSITE.
To obtain the tender documents and any additional information please go to the “Public Contracts Scotland – Tenders” Portal at https://www.publictendersscotland.publiccontractsscotland.gov.uk/web/login.html.

Please note that you will require to register with the “Public Contracts Scotland – Tenders” portal before you can access the documentation if you have not previously used this site.
Please note that this framework agreement and the contracts awarded under the framework agreement will be subject to the provisions of Scot’s Law.
(SC Ref:251153)

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Where a decision is taken to award the contract, the Council requires to implement a mandatory standstill period for a minimum of 10 calendar days between notification to tenderers of that decision and the date when the actual award of contract is legally concluded. The notification to an unsuccessful tenderer will include: the contract award criteria; where appropriate, the score the tenderer obtained against those award criteria; where appropriate, the score the winning tenderer obtained; and the name of the winning tenderer. Tenderers must note the Council reserves the right to provide to every tenderer a list of all who tendered and where appropriate, the scores each tenderer obtained against the award criteria. At the end of the mandatory standstill period, provided that no legal challenges have been made, the Council will issue a letter of acceptance to the winning tenderer and will confirm to the other tenderers that their bids have been unsuccessful.
See above
See above
UNITED KINGDOM

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:16.1.2013

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