Grounds Maintenance Contract 2013 – 2014

Grounds Maintenance Contract 2013 – 2014

The main contract covers most of the Western Isles and a smaller contract was awarded to Third Sector Hebrides for the Point area. In line with the Comhairle’s Procurement Strategy and in response to requests to consider how increased community benefit might be achieved through the contract for Grounds Maintenance.

UK-Stornoway: grounds maintenance services

2012/S 236-388932

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Comhairle nan Eilean Siar
Council Offices, Sandwick Road
Contact point(s): CX Dept
For the attention of: The Chief Executive
HS1 2BW Stornoway
UNITED KINGDOM
Telephone: +44 8456007090
Fax: +44 1851705349

Internet address(es):

General address of the contracting authority: http://www.cne-siar.gov.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00262

Further information can be obtained from: Comhairle nan Eilean Siar
Council Offices, Sandwick Road
Contact point(s): F&CR
For the attention of: Ian Cockburn
HS1 2BW Stornoway
UNITED KINGDOM
Telephone: +44 8456007090
E-mail: icockburn@cne-siar.gov.uk
Fax: +44 1851705349
Internet address: http://www.cne-siar.gov.uk

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: Comhairle nan Eilean Siar
Council Offices, Sandwick Road
Contact point(s): CX Dept
For the attention of: The Chief Executive
HS1 2BW Stornoway
UNITED KINGDOM
Telephone: +44 8456007090
Fax: +44 1851705349
Internet address: http://www.cne-siar.gov.uk

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:
Grounds Maintenance Contract 2013 – 2014.
II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 1: Maintenance and repair services
Main site or location of works, place of delivery or of performance: Western Isles Area.
NUTS code UKM64
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)
The Comhairle’s Grounds Maintenance Contract expires on 31.3.2013. The main contract covers most of the Western Isles and a smaller contract was awarded to Third Sector Hebrides for the Point area.
In line with the Comhairle’s Procurement Strategy and in response to requests to consider how increased community benefit might be achieved through the contract for Grounds Maintenance, a project team has been set up. This group currently comprises officers from Technical Services and Procurement. The group will ensure that engagement with current and potential suppliers takes place before any change to geographic lots are proposed for future contracts. The group will also ascertain whether enhanced community benefits could be achieved in ways other than through a geographic lotting strategy, for instance through the inclusion of a community benefit clause in the contract. It is not possible to complete this work within the timescale required for an EU procurement process which would enable a new contract to be in place for 1.4.2013.
The proposal is therefore to advertise a one year contract for the 2013/14 season for the main Grounds Maintenance Contract on the existing terms and conditions (with a revised specification) under the “Open” procedure on the Public Contracts Scotland Advertising Portal and in the OJEU (Official Journal of the European Union) and re-tender the provision in 2014. This 1 year contract also has the option to extend for a further 1 year.
NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=247269.

The awarding authority has indicated that it will accept electronic responses to this notice via a ‘Tender Submission Postbox’ facility. Further details of this facility are available at http://www.publiccontractsscotland.gov.uk/PostBox/Postbox_Explain.aspx?ID=247269.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems. The postbox closes precisely at the time stated.

II.1.6)Common procurement vocabulary (CPV)

77314000

II.1.7)Information about Government Procurement Agreement (GPA)
II.1.8)Lots
This contract is divided into lots: no
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:
See tender documents.
II.2.2)Information about options
Options: yes
Description of these options: Possible 1 year extension.
Provisional timetable for recourse to these options:
in months: 9 (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
Starting 1.4.2013. Completion 31.3.2014

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
None.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
See Tender Documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Joint and Several Liability.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: no
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: See Tender Documents.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: See Tender Documents.
Minimum level(s) of standards possibly required: See Tender Documents.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
See Tender Documents.
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 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
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
21.1.2013 – 14:00
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
Duration in months: 3 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders
Date: 21.1.2013 – 14:00
Place:

Stornoway.

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: yes
Estimated timing for further notices to be published: January 2014.
VI.2)Information about European Union funds
VI.3)Additional information
Please note the attachments are quite large and may take some time to download.
The current provider has indicated, that in their opinion, TUPE applies. It should be noted however that (TUPE) transfers happen by operation of law and the Comhairle’s view is not determinative.
The Authority is a public authority within the meaning of the Freedom of Information (Scotland) Act 2002 (the Act). All correspondence and documentation submitted will be subject to the Authority’s duties under the Act and may be disclosed in processing a request for information made under the Act. The applicant should specify whether any information submitted should not be disclosed because of its sensitivity and should specify why the information is considered to be sensitive. The Authority will then consult with the applicant in considering any request for information deemed by the applicant and the Authority as being sensitive before replying to such a request.
(SC Ref:247269).
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: This authority will incorporate a minimum of 10 calendar days standstill period at the point where the intention to award the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. If an appeal regarding the award of contract has not been successfully resolved The Public Contracts (Scotland) Regulations 2012 provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rule to take action in the Sheriff Court or Court of Session. Any such action must be brought promptly (generally within three months). Where a contract has not been entered into the Court may order the setting aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into the Court may only award damages.
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:
5.12.2012

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