Grounds Maintenance Glasgow 2016 – 2018

Grounds Maintenance Glasgow 2016 – 2018

It is the Association’s intention to enter into a contract with a single suitable contractor to carry out their Close Cleaning and Backcourt Management and Maintenance Services.

United Kingdom-Glasgow: Grounds maintenance services

2016/S 008-010171

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Partick Housing Association
10 Mansfield Street
For the attention of: Mr Michael Monaghan
G11 5QP Glasgow
UNITED KINGDOM
Telephone: +44 1413573773
Fax: +44 1413531155

Internet address(es):

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA13703

Electronic access to information: www.publiccontractsscotland.gov.uk

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:

Partick H.A. Close Cleaning and Backcourt Management and Maintenance Services 2016-2019.

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: Partick, Glasgow.

NUTS code UKM34

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)

Partick Housing Association is a not for profit social housing provider and is a registered social landlord based in the West of Glasgow.
It is the Association’s intention to enter into a contract with a single suitable contractor to carry out their Close Cleaning and Backcourt Management and Maintenance Services.
The required works include:
Grounds maintenance.
Grass Cutting — 14nr cutting visits over the course of each growing season (March/April to September/October of each year of the contract would generally constitute the ‘growing season’). All grass areas to be edged with edging iron at each visit on completion of cutting works.
Litter Collection — to be carried out on a fortnightly basis over the course of the full year. During the growing season the fortnightly litter collection visits will be programmed to coincide with the grass cutting visits. All litter to be cleared and removed from back court and front gardens and paths, hard standings and car parks. Litter is deemed to include leaves. All arisings and clippings to be mechanically collected and disposed off site. All hard standings and bin areas to be brushed and kept weed/leaf free.
Weeding — spray all areas and remove weeds once they have died off. Spraying to be carried out over four separate visits to all areas over the course of each complete growing season.
Moss Control — all backcourt areas — including walls and bin stores, etc. up to a height of 2 m — and front access paths to closes to be sprayed with suitable fungicide and to be hard brushed when moss has dried out. This to be carried out over three separate visits to all areas over the course of each complete growing season.
Shrub Beds and Planters — Four separate visits to all areas over the course of each complete growing season to keep all plants and beds in a neat and tidy and weed-free condition. Beds to be edged as appropriate at each visit to keep tidy.
Trees and Hedges — 3 separate visits to all areas over the course of the growing season. Prune trees and hedges and remove all waste and arisings from site. Check all ties and stakes are secure. Re-secure (or replace if necessary) any loose ties and stakes and report any dead trees to the Association. Include for tidying all hedge beds and keeping in a neat and weed-free condition at all times.
Winter Maintenance — 4 separate visits over the winter season (October/November to February/March) to all areas. Remove all fallen leaves (in addition to routine fortnightly litter collection which shall be ongoing all year round) and brush all pathways including external front paths leading to close entrances and backcourt hard standing areas. Remove all waste from site. Remove any litter/leaf debris, etc. from all shrub and hedge beds, grass areas and tree grilles and dispose of off site.
Generally — Report to Association areas causing tripping hazard or ponding which may have a Health and Safety implication.
Note: — the above specification is for information purposes and is subject to change prior to tender should the association decide to procure the works based on an ‘ouput specification’ where exact numbers of visits are not specified but rather the contractor must achieve minimum standard at all sites at any given time throughout the year, regardless of the number of visits required in order to achieve the standard. The exact client requirement to be determined following client and resident consultation to be conducted in January 2016.
Bulk uplifts and bin store uplifts.
Bulk Uplifts — On a weekly basis the Contractor shall uplift all bulk items from backcourt areas to the pavement or agreed pick-up locations for uplift by Glasgow City Council Environmental Protection Services before 11:00 on the specified day.
Bin Stores — Every 2 weeks remove and bag all litter and debris from all bin store areas. Sweep out bin store and report back to client any damage or vandalism.
Power-washing — Every 2 months power-wash and disinfect all bins and bin stores in all areas.
Close cleaning.
Basic Specification — Brush down all hard standing outside front and back steps to pavement and backcourt level. Mop down all hard standing areas using proprietary disinfectants. Clean down all banisters and balustrades. Clear cobwebs. Clean all front and back close doors — inside and out — including any glazed panels. Remove any minor graffiti, gums, etc. from common areas. Advise client of any major graffiti and await further instructions. Clean all close windows and ledges — both internally and externally.
Carpeted Closes — Vacuum all carpets from upper landings to ground floor. Brush down all hard standing outside front and back steps to pavement and backcourt level. Mop down all hard standing areas using proprietary disinfectants. Clean down all banisters and balustrades. Clear cobwebs. Clean all front and back close doors — inside and out — including any glazed panels. Remove any minor graffiti, gums, etc. from common areas. Advise client of any major graffiti and await further instructions. Clean all close windows and ledges — both internally and externally.
New Build — Brush down all hard standing outside front and back steps to pavement and backcourt level. Mop down all hard standing areas using proprietary disinfectants. Clean down all banisters and balustrades. Clear cobwebs. Clean all front and back close doors — inside and out — including any glazed panels. Remove any minor graffiti, gums, etc. from common areas. Advise client of any major graffiti and await further instructions. Clean all close windows and ledges — both internally and externally.
Note — the above close cleaning specifications are for information purposes only and may alter slightly.
The frequency of close cleaning at each address shall be identified in the Stage 2 ITT document however, for indicative purposes, the present regimen includes 73nr closes being cleaned on a weekly basis, 82nr closes being cleaned on a fortnightly basis, 1nr close being cleaned every 3 weeks and 3nr closes being cleaned once per month.

Note: to register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site athttp://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=427187

II.1.6)Common procurement vocabulary (CPV)

77314000, 90000000

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: 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:

The approximate budget cost of the works is 210 000 GBP per annum.

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

Starting 1.6.2016. Completion 31.5.2019

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

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The Contract is to be let for a period of 3 years subject to satisfactory performance against published Key Performance Indicators. The Association will retain an option to extend the contract for a maximum period of a further 2 years on a yearly basis.
Further properties may be added to the contract or properties deducted at the discretion of Partick Housing Association Ltd.
The Contractor will be required to have regular liaison with senior management and site supervision to monitor and refine site practice and quality control.
Contractor’s senior management and site supervision to attend monthly contract progress meetings.
The Contractor will be expected to be able to offer tenants am and pm appointment slots.
The contractor will be required to employ a dedicated supervisor on the contract, working exclusively for Partick Housing Association within this contract on a full-time basis. however, the supervisor shall at all times remain the employee of the contractor.
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.

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 evidence of relevant professional risk indemnity insurance.
(2) 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.
(3) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(1) 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;
(2) 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;
(3) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
(4) 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.
(5) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract.
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

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes

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: 5
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 60

2. Quality. Weighting 40

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:

ESP: 3762

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

Prior information notice

Notice number in the OJEU: 2015/S 245-445432 of 18.12.2015

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

12.2.2016 – 12:00

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

24.2.2016

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
VI.2)Information about European Union funds

VI.3)Additional information

In assessing minimum standards of economic and financial standing, the following will be considered:
— Your company must be solvent, if not a guarantee from a solvent parent company is acceptable.
— Your turnover in the last 2 consecutive years must be a minimum of 415 000 GBP.
— Partick Housing Association will consider a bidders creditor/debtor turnover ratio and if appropriate seek assurances about its manageability.
Partick Housing Association using the financial information supplied will carry out a financial assessment of the Potential Suppliers and, if considered necessary will also use a third party financial assessment service.
(SC Ref:427187).
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:

12.1.2016

Enjoyed this post? Share it!