Grounds Maintenance Contract – Hackney and Islington

Grounds Maintenance Contract – Hackney and Islington

The Contracting Authority is seeking to appoint a service provider to deliver ground maintenance and building/estate cleaning services to some of its property located in the London Boroughs of Hackney and Islington. 

United Kingdom-London: Grounds maintenance services

2018/S 172-390670

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Islington and Shoreditch Housing Association and its subsidiary Lien Viet Housing Association
102 Blackstock Road
London
N4 2DR
United Kingdom
Contact person: Jeremy Lake
Telephone: +44 1737249475
E-mail: etenders@rand-associates.co.uk
Fax: +44 1737242012
NUTS code: UKI43Internet address(es):Main address: https://www.isha.co.uk/
I.2)Information about joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://etenders.rand-associates.co.uk/
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://etenders.rand-associates.co.uk/

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Housing and community amenities

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Periodic and Routine Grounds Maintenance (Including Horticultural and Tree Works), Building and Window Cleaning Services and Cleaning Services to Hard Landscape and Associated Buildings Contract

II.1.2)Main CPV code

77314000

II.1.3)Type of contract

Services

II.1.4)Short description:

The Contracting Authority is seeking to appoint a service provider to deliver ground maintenance and building/estate cleaning services to some of its property located in the London Boroughs of Hackney and Islington. The service provider must be one that can deliver the services with customer focus, to the highest possible standards. As part of the tender process, the service provider must be able to demonstrate, to the satisfaction of the Contracting Authority, the required level of experience and a proven track record in the delivery of the services. Service providers will also be required to complete a financial and technical capacity and capability questionnaire as part of their tender which will be evaluated as an initial part of the tender evaluation process.

II.1.5)Estimated total value

Value excluding VAT: 2 400 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:

II.2.2)Additional CPV code(s)

77310000
77312100
77312000
77314100
77340000
90911200
90911300

II.2.3)Place of performance

NUTS code: UKI43
Main site or place of performance:

London Boroughs of Hackney and Islington.

II.2.4)Description of the procurement:

The Contracting Authority is seeking to appoint a service provider to deliver ground maintenance and building/estate cleaning services to some of its property located in the London Boroughs of Hackney and Islington. The service provider must be one that can deliver the services with customer focus, to the highest possible standards. As part of the tender process, the service provider must be able to demonstrate, to the satisfaction of the Contracting Authority, the required level of experience and a proven track record in the delivery of the services. Service providers will also be required to complete a financial and technical capacity and capability questionnaire as part of their tender which will be evaluated as an initial part of the tender evaluation process.

Service providers will be required to complete as part of their tender a financial and technical capacity and capability questionnaire and the evaluation of this will establish those companies that will be selected to have a financial and quality evaluation undertaken of their tender.

The successful Service provider must be able to show a commitment to providing effective services that provide value for money to the Contracting Authority and its tenants and customers. The successful Service provider will need to have demonstrated a commitment to addressing welfare to work/worklessness, focusing on the young and long term unemployed on estates. The Contracting Authority will also be seeking to encourage the Service provider to engage with social enterprises in the delivery of services and will require the successful Service provider to cooperate in working towards a partnership approach to operating the service and managing the contracts.

The proposed scope for grounds maintenance services will comprise all types of gardening works including but not limited to litter picking, grass cutting, maintenance of shrubs beds, trimming/pruning of hedges, shrubs and trees as specified in the procurement documents.

The proposed scope of cleaning services will comprise the comprehensive cleaning of internal and external common areas including communal window cleaning, internal and external litter picking, removal of bulk debris/fly tipping, drain channel/gulley cleaning, graffiti removal, cleaning of street furniture and signage, reporting defective lamps/bulbs and other works associated with cleaning services as specified in the procurement documents.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 2 400 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 120
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

The contract will be subject to regular monthly, quarterly and annual performance reviews. The Contracting Authority will have an option to extend the initial 5 year contract term, on a year by year basis, for up to a further 5 years but in any event year on year continuance from commencement will be dependent on satisfactory performance by the service provider. Extension beyond the initial 5 year term will be entirely discretionary to the Contracting Authority. The contract will also contain a break provision that may be exercised by either party subject to a period of notice stipulated in the contract.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

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

II.2.14)Additional information

All procurement documentation can be downloaded from https://etenders.rand-associates.co.uk

All requests, communications and submission of tenders must be made via the Portal.

After creating an account, tenderers will receive an email with a link to activate their account. Once activated and logged in, tenderers will need the following code to register for the Tender Documentation: ISHAES2018

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession

III.2.2)Contract performance conditions:

As stated in the procurement documents.

III.2.3)Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: no
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 08/10/2018
Local time: 17:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 08/10/2018
Local time: 17:00
Information about authorised persons and opening procedure:

In accordance with Contracting Authority’s procedures.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

All procurement documentation can be downloaded from https://etenders.rand-associates.co.uk

ETenders@Rand is Rand associates consultancy services Ltd’s e-procurement portal (the “Portal”) for downloading/submission of procurement documentation in respect of pre-qualification and tenders, and communicating requests for and responses to clarification.

All requests for procurement documentation, communications and submission of tenders must be made via the portal, which can be accessed at https://etenders.rand-associates.co.uk by registering and creating an account.

After creating an account, economic operators will receive an email with a link to activate their account. Once activated and logged in, economic operators will need the following code to register for the Tender documentation: ISHAES2018

Economic operators may seek clarification where they consider any part of the documentation or any other aspect of this procurement is unclear.

All queries and any clarification must be communicated using the secure email messaging function within the portal, but to be received no later than 17:00 on 28.9.2018.

This will provide an audit trail of all clarification requests and responses issued. It will not be possible to respond to any queries received after that stipulated date and time.

Having registered and created an account it is the economic operators’ responsibility to regularly monitor communications raised and issued through the portal, responses to requests for clarification will be communicated by Rand Associates Consultancy Services Ltd to all economic operators through the Portal secure email messaging system.

The identity of the economic operator seeking clarification will not be disclosed to other economic operators.

When uploading tender submission documentation, economic operators must be aware of any speed limitations of their internet connection, system configuration and general web traffic etc., as these may impact the time taken to complete the transaction.

Uploading of submissions must be completed by the deadline closing date and time.

Do not wait until too near the closing time on the return date, the closing deadline for uploading completed tender submissions is 17:00 on 8.10.2018.

Please note that the Portal will not permit submissions to be uploaded after the closing deadline.

Submission documents will be visible to the representatives of the contracting authority and Rand Associates Consultancy Services Ltd only after the closing deadline.

Economic operators are advised that The Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE) provisions may apply in respect of this procurement.

The Contracting Authority reserves the right to withdraw from this procurement procedure at anytime without awarding a contract.

Economic operators shall be responsible for the costs and expenses they incur as a result of participating in this procurement process.

The Contracting Authority nor its advisors shall be liable for and will not pay any costs in respect of the preparation of any tender submission of any applicant or bidder whether they are successful or unsuccessful. This shall equally apply in the event that the procurement process is postponed, cancelled or abandoned by the Contracting Authority at any stage and for whatever reason. Economic operators shall be deemed to have unequivocally accepted this as a condition precedent to participation in this procurement process.

VI.4)Procedures for review

VI.4.1)Review body

Royal Courts of Justice
Strand
London
WC2A 2LL
United Kingdom

VI.4.2)Body responsible for mediation procedures

Royal Courts of Justice
Strand
London
WC2A 2LL
United Kingdom
VI.4.3)Review procedure

VI.4.4)Service from which information about the review procedure may be obtained

Cabinet Office
70 Whitehall
London
SW1A 4AS
United Kingdom

VI.5)Date of dispatch of this notice:

05/09/2018

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