Grounds Maintenance Services Dorset, Somerset, Devon

Grounds Maintenance Services Dorset, Somerset, Devon and Cornwall

Tender Briefing day Monday 27.6.2016 location and time within the Pre-qualification Instructions.

United Kingdom-Devizes: Grounds maintenance services

2016/S 115-205131

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Aster Property Limited
Sarsen Court
Contact point(s): electronic documents can be obtained from all correspondence to be directed to the Aster Supplier Portal at https://in-tendhost.co.uk/aster
SN10 2AZ Devizes
United Kingdom
E-mail: GM@aster.co.uk

Internet address(es):

General address of the contracting authority: www.aster.co.uk

Address of the buyer profile: https://in-tendhost.co.uk/aster

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:

Provision of Grounds Maintenance Services — Dorset, Somerset, Devon and Cornwall.

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
NUTS code UKK,UKJ

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)

This procurement is being conducted by Aster Property limited, which is the contracting authority. The Contract is for 24 months, commencing on 3.1.2017.
The procurement is being conducted using the Restricted procedure under regulation 27 of the Public Contracts Regulations 2015 (‘the Regulations’). The documents are available to all economic operators who express an interest in this opportunity. Any interested economic operators may submit a tender response to the contract notice. Tender Briefing day Monday 27.6.2016 location and time within the Pre-qualification Instructions.
The closing deadline for the receipt of Tenders is 9:00 hours (9 o’clock am) on the 14.7.2016.
tenders must be submitted via the Aster supplier portal as per the Instructions in the Pre-qualification Instructions.
Important information: This tender is being conducted through the Aster Supplier Portal and all documentation is only available via this portal for which the URL is: https:in-tendhost.co.uk/aster
The Client intends to enter into a Contract with the successful Tenderer (the ‘Service Provider’) for the Periodic and Routine Grounds Maintenance Services (including horticultural works and estate services) to its schemes and sites to meet its maintenance service obligations as a landlord.
Grounds Maintenance:
Grass Cutting Cut and Collect
Litter and leaf picking of grassed areas
Maintenance of planted areas
Hedge cutting
Horticultural works
Litter picking and weeding — hard landscapes
Cleaning and clearance — hard landscapes
Cleaning of hard surfaces of Playgrounds
Clearance of open culverts, ditches etc.,
It should be noted that the service required in Lot 2 (East Dorset) may require only some of the Works to be completed to nominated areas as indicated on the Lot maps in green (Open green spaces) and purple (hard surfaces), initially although the provision of the full scope may be required during the course of any resulting Contract.
These services will be undertaken on members of Aster’s stock portfolios including (but is not limited to):
General needs properties
Supported and sheltered housing
Community facilities
Commercial properties and Aster Group Offices
Other tenures (leasehold and shared ownership)
Time The starting date is 3.1.2017
The service period is the period from the starting date until 3.1.2019.
The service period may be extended at the sole discretion of the Employer, but only with the agreement of both Parties, by extensions of multiples of one year up to a maximum further 2 years to 3rd May, 2021. The first extension should be agreed 6 (six) months before the end of the initial service period. Subsequent extensions should be agreed 6 (six) months before the end of the previously extended service period.
Lot 1 — Dorset 1 (East and West Dorset).
Lot 2 — Dorset 2 (East Dorset).
Lot 5 — Somerset.
Lot 6 — Devon and Cornwall.
The Contract will be let on a ‘all-inclusive’ lot basis as set out in the draft Articles of Agreement completed in accordance with the Contract Details included with the ITT Documentation.

II.1.6)Common procurement vocabulary (CPV)

77314000, 77310000, 77300000, 77342000

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:

Overview
The Company intends to enter into a Contract with the successful Tenderer (the ‘Contractor’) for the Periodic and Routine Grounds Maintenance Services (including horticultural Services and estate services) to its schemes and sites to meet its maintenance service obligations as a landlord.
Grounds Maintenance:
— Grass Cutting Cut and Collect.
— Litter and leaf picking of grassed areas.
— Maintenance of planted areas.
— Hedge cutting.
— Horticultural Services.
— Litter picking and weeding — hard landscapes.
— Cleaning and clearance — hard landscapes.
— Cleaning of hard surfaces of Playgrounds.
— Clearance of open culverts, ditches etc.
It should be noted that the service required in Lot 2 (East Dorset) may require only some of the Services to be completed to nominated areas as indicated on the Lot maps in green (Open green spaces) and purple (hard surfaces) initially, although the provision of the full scope may be required during the course of any resulting Contract.
The Services will be undertaken on members of Aster’s stock portfolios including (but is not limited to):
— General needs properties.
— Supported and sheltered housing.
— Community facilities.
— Commercial properties and Aster Group Offices.
— Other tenures (leasehold and shared ownership).
The Contract will be let on an ‘all-inclusive’ basis for each Lot in accordance with the Contract documents included with the ITT Documentation.
Scope of Services.
The scope of the Services under this Contract comprises the following Work streams:
— Periodic and Routine Tasks.
— Ad-hoc Services (including Emergency Services ordered during Normal Working Hours).
Orders will be placed for any or all of the Work streams to be undertaken throughout the Contract Period for Services to individual or groups of Properties owned, managed or maintained by the Company on behalf of themselves and other social landlords. Properties are likely to be occupied by Customers of the Company or of other social landlord’s whilst the Services are undertaken. Services may take place to any or all of the Properties.
The Company expects the same high levels of satisfaction and quality with the Services to be enjoyed across all ethnic groups. This will be the subject of regular review throughout the Contract Period and action will be required where necessary.
Whilst the Contract is initially to undertake the grounds maintenance services of the schemes and sites owned and managed by the Company, the Company retains the right to incorporate into the Contract the housing stock of any other organisation that it currently acts or in future may acts as the Managing agent for, and also to incorporate any additional housing stock they may acquire by development, stock transfer or acquisition into the Contract.
Tenderers are invited to submit a tender for the Lot or Lots for which they have pre-qualified and been selected to tender for:
— Lot 1 — Dorset 1 (East & West Dorset).
— Lot 2 — Dorset 2 (East Dorset).
— Lot 5 — Somerset.
— Lot 6 — Devon and Cornwall.
Estimated value excluding VAT:
Range: between 1 118 580 and 2 237 648,70 GBP

II.2.2)Information about options

Options: yes
Description of these options: The contract is for 2 years from 3.1.2017 to 3.1.2019. The contract may be extended at the sole discretion of the Employer, but with the agreement of both parties, by extensions of multiples of 1 year up to a maximum of a further 2 years to 3.1.2021. The first extension should be agreed 6 months before the end of the initial service period. Subsequent extensions should be agreed 6 months before the end of the previously extended service period.
Provisional timetable for recourse to these options:
in months: 24 (from the award of the contract)

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: Range: between 1 and 2
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 12 (from the award of the contract)

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

Starting 3.1.2017. Completion 3.1.2017

Information about lots

Lot No: 1 Lot title: Lot 1 Dorset 1 (East and West Dorset)

1)Short description

The Company intends to enter into a Contract with the successful Tenderer (the ‘Contractor’) for the Periodic and Routine Grounds Maintenance Services (including horticultural Services and estate services) to its schemes and sites to meet its maintenance service obligations as a landlord.
Grounds Maintenance:
— Grass Cutting Cut and Collect.
— Litter and leaf picking of grassed areas.
— Maintenance of planted areas.
— Hedge cutting.
— Horticultural Services.
— Litter picking and weeding — hard landscapes.
— Cleaning and clearance — hard landscapes.
— Cleaning of hard surfaces of Playgrounds.
— Clearance of open culverts, ditches etc.
The Services will be undertaken on members of Aster’s stock portfolios including (but is not limited to):
— General needs properties.
— Supported and sheltered housing.
— Community facilities.
— Commercial properties and Aster Group Offices.
— Other tenures (leasehold and shared ownership).

2)Common procurement vocabulary (CPV)

77314000, 77310000, 77300000, 77342000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 563 673,68 and 1 127 593,63 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 2 Lot title: Lot 2 Dorset 2 (East Dorset)

1)Short description

Grounds Maintenance:
— Grass Cutting Cut and Collect.
— Litter and leaf picking of grassed areas.
— Maintenance of planted areas.
— Hedge cutting.
— Horticultural Services.
— Litter picking and weeding — hard landscapes.
— Cleaning and clearance — hard landscapes.
— Cleaning of hard surfaces of Playgrounds.
— Clearance of open culverts, ditches etc.
It should be noted that the service required in Lot 2 (East Dorset) may require only some of the Services to be completed to nominated areas as indicated on the Lot maps in green (Open green spaces) and purple (hard surfaces) initially, although the provision of the full scope may be required during the course of any resulting Contract.
The Services will be undertaken on members of Aster’s stock portfolios including (but is not limited to):
— General needs properties.
— Supported and sheltered housing.
— Community facilities.
— Commercial properties and Aster Group Offices.
— Other tenures (leasehold and shared ownership).

2)Common procurement vocabulary (CPV)

77314000, 77310000, 77300000, 77342000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 153 206,32 and 306 479,57 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 5 Lot title: Lot 5 — Somerset

1)Short description

Grounds Maintenance:
— Grass Cutting Cut and Collect.
— Litter and leaf picking of grassed areas.
— Maintenance of planted areas.
— Hedge cutting.
— Horticultural Services.
— Litter picking and weeding — hard landscapes.
— Cleaning and clearance — hard landscapes.
— Cleaning of hard surfaces of Playgrounds.
— Clearance of open culverts, ditches etc.
The Services will be undertaken on members of Aster’s stock portfolios including (but is not limited to):
— General needs properties.
— Supported and sheltered housing.
— Community facilities.
— Commercial properties and Aster Group Offices.
— Other tenures (leasehold and shared ownership).

2)Common procurement vocabulary (CPV)

77314000, 77310000, 77300000, 77342000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 321 360 and 642 860,40 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 6 Lot title: Lot 6 — Devon and Cornwall

1)Short description

Grounds Maintenance:
— Grass Cutting Cut and Collect.
— Litter and leaf picking of grassed areas.
— Maintenance of planted areas.
— Hedge cutting.
— Horticultural Services.
— Litter picking and weeding — hard landscapes.
— Cleaning and clearance — hard landscapes.
— Cleaning of hard surfaces of Playgrounds.
— Clearance of open culverts, ditches etc.
The Services will be undertaken on members of Aster’s stock portfolios including (but is not limited to):
— General needs properties.
— Supported and sheltered housing.
— Community facilities.
— Commercial properties and Aster Group Offices.
— Other tenures (leasehold and shared ownership).

2)Common procurement vocabulary (CPV)

77314000, 77310000, 77300000, 77342000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 80 340 and 160 715,10 GBP
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:

The specific requirements are set out in the tender documentation and may include a parent company guarantee if required by Aster Property Limited.

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

Payments will be made in arrears on a monthly basis for services completed in accordance with the contract Documentation.

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

No specific legal form is required. However, if a consortium submits a tender, Aster may require the consortium to form a legal entity before entering into a contractual requirement. Joint and several liability of all consortium members may be required (and/or guarantees and/or undertakings by some or all of the consortium members).

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: For more information on Aster property Limited specific requirements, please refer to the contract documents. Contractors will be expected to provide added value contributions in order to support community programmes promoted by Aster property Limited where relevant to the subject of the contract. Accordingly the performance conditions of the contract will include social and environmental requirements.
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: Organisations will be required to complete the Evaluation Questionnaire, which includes pre-qualification questions. This can be completed via Aster Supplier Portal. The minimum pre-qualification standards are set out in the Pre-qualification Instructions.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Organisations will be required to complete the Evaluation Questionnaire, which includes pre-qualification questions. This can be completed via Aster Supplier Portal. The minimum pre-qualification standards are set out in the Pre-qualification Instructions.
Minimum level(s) of standards possibly required: Organisations will be required to complete the Evaluation Questionnaire, which includes pre-qualification questions. This can be completed via Aster Supplier Portal. The minimum pre-qualification standards are set out in the Pre-qualification Instructions.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Organisations will be required to complete the Evaluation Questionnaire, which includes pre-qualification questions. This can be completed via Aster Supplier Portal. The minimum pre-qualification standards are set out in the Pre-qualification Instructions.
Minimum level(s) of standards possibly required:
Organisations will be required to complete the Evaluation Questionnaire, which includes pre-qualification questions. This can be completed via Aster Supplier Portal. The minimum pre-qualification standards are set out in the Pre-qualification Instructions.
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 minimum number 5
Objective criteria for choosing the limited number of candidates: Organisations will be required to complete the Evaluation Questionnaire, which includes pre-qualification questions. This can be completed via Aster Supplier Portal. The minimum pre-qualification standards are set out in the Pre-qualification Instructions.
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:

AP(Plan) – 0021 – 2016

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: 13.7.2016 – 9:00
Payable documents: no

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

14.7.2016 – 09:00
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

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 2018 Unless the contract is extended.

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
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:

13.6.2016

 

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