Grounds Maintenance Services West Berkshire

Grounds Maintenance Services West Berkshire

The aim is to establish a Service Level Agreement with a preferred contractor/service provider for the delivery of a comprehensive grounds maintenance service for each of 6 geographical lots.

United Kingdom-Newbury: Grounds maintenance services

2015/S 058-102207

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Sovereign Housing Association Ltd
Woodlands, 90 Bartholomew Street, Berks
Contact point(s): Senior Procurement Category Manager (Property Services)
For the attention of: Mark Jarrett
Newbury
UNITED KINGDOM
Telephone: +44 1635275137
E-mail: mark.jarrett@sovereign.org.uk

Internet address(es):

General address of the contracting authority: http://www.sovereign.org.uk

Address of the buyer profile: http://www.mytenders.org/search/Search_AuthProfile.aspx?ID=AA5884

Electronic access to information: http://redirect.transaxions.com/events/7aYRR

Electronic submission of tenders and requests to participate: http://redirect.transaxions.com/events/7aYRR

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: yes

Sovereign Procurement Consortium members

Sovereign Development Consortium members

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

Grounds Maintenance (and Related Support) Services.

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: South and South-West of England.

NUTS code UK

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 a single operator

Duration of the framework agreement

Duration in years: 4

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 5 700 000 and 14 600 000 GBP

II.1.5)Short description of the contract or purchase(s)

The aim is to establish a Service Level Agreement with a preferred contractor/service provider for the delivery of a comprehensive grounds maintenance service for each of 6 geographical lots.
A core requirement is the ability to deliver a consistent, reliable, high quality, flexible service with a sustained focus on maintaining long term resident satisfaction through effective monitoring and management protocols and procedures; all at a ‘best value’ price.
Having existing alliances with a number of key RSL and local authority partners across the South and South-West of England, access to the framework will also be available to fellow members of the Sovereign Procurement Consortium and Sovereign Development Consortium.

II.1.6)Common procurement vocabulary (CPV)

77314000

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:

Estimated value excluding VAT:
Range: between 5 700 000 and 14 600 000 GBP

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

Duration in months: 48 (from the award of the contract)

Information about lots

Lot No: 6Lot title: Devon (and Borders)

1)Short description

Grounds Maintenance (and Related Support) Services.

2)Common procurement vocabulary (CPV)

77314000

3)Quantity or scope

The core operational area includes Devon, South Somerset and their borders.
Estimated value excluding VAT:
Range: between 450 000 and 1 100 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)
5)Additional information about lots

Lot No: 5Lot title: West of England (and Borders)

1)Short description

Grounds Maintenance (and Related Support) Services.

2)Common procurement vocabulary (CPV)

77314000

3)Quantity or scope

The core operational area includes Avon, Gloucestershire, North Wiltshire, North Somerset and their borders.
Estimated value excluding VAT:
Range: between 1 000 000 and 2 600 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)
5)Additional information about lots

Lot No: 4Lot title: Dorset (and Borders)

1)Short description

Grounds Maintenance (and Related Support) Services.

2)Common procurement vocabulary (CPV)

77314000

3)Quantity or scope

The core operational area includes Dorset and its borders.
Estimated value excluding VAT:
Range: between 500 000 and 1 300 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)
5)Additional information about lots

Lot No: 3Lot title: Hampshire (and Borders)

1)Short description

Grounds Maintenance (and Related Support) Services.

2)Common procurement vocabulary (CPV)

77314000

3)Quantity or scope

The core operational area includes Hampshire and its borders.
Estimated value excluding VAT:
Range: between 1 400 000 and 3 600 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)
5)Additional information about lots

Lot No: 2Lot title: Berkshire (and Borders)

1)Short description

Grounds Maintenance (and Related Support) Services.

2)Common procurement vocabulary (CPV)

77314000

3)Quantity or scope

The core operational area includes Berkshire and its borders.
Estimated value excluding VAT:
Range: between 1 150 000 and 2 900 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)
5)Additional information about lots

Lot No: 1Lot title: Oxfordshire (and Borders)

1)Short description

Grounds Maintenance (and Related Support) Services.

2)Common procurement vocabulary (CPV)

77314000

3)Quantity or scope

The core operational area includes Oxfordshire and its borders.
Estimated value excluding VAT:
Range: between 1 200 000 and 3 100 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)
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:

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

Details of requirements provided within the suite of PQQ documentation.

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: (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.

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) Samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so requests.
(6) 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.
(7) 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.
(8) A statement of the candidate’s technical facilities; measures for ensuring quality; and their study and research facilities.
(9) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
(10) 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.
(11) 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 minimum number 5: and maximum number 30
Objective criteria for choosing the limited number of candidates: All as detailed in the suite of PQQ documents; which includes an invitation to complete and submit a pre-qualification questionnaire comprising of both threshold and scorable questions. Further details of the procurement package, and full details of the assessment and selection process, are included within this suite of documents.
Nb. Minimum and maximum numbers relate to all 6 lots combined.
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

20.4.2015 – 12:00

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

3.7.2015

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

The contracting authority is acting on behalf of the following organisations:
— Sovereign Housing Association,
— Sovereign Procurement Consortium members,
— Sovereign Development Consortium members,
— and all future members, which should be considered to include any social landlord, or group of social landlords, within the operational areas serviced by these consortia; the full details of which can be made available to those submitting a request for further information, or a request to participate in the procurement process. In addition, Sovereign is undertaking a programme of measured expansion in the form of development and stock acquisition. Any work emanating from these additional assets that is within the scope of this contract will be allocated to the provider, subject to their satisfactory performance.
It is proposed that our Partnering Proposal Document and the detailed submissions provided by the successful contractor/service provider(s) will be combined to form the basis of a Service Level Agreement. This SLA shall become the formal arrangement between between Sovereign (and their collaborative purchasing/procurement partners) and the chosen service provider for each Lot.
The aim of this agreement will be to record the detail of the partnering arrangement between the identified companies, the shared understandings, and to provide a structured framework for documenting further improvements in the service to the mutual benefit of all participating organisations.
The intention is that the Service Level Agreement shall be regularly reviewed and updated, evolving by agreement to reflect the intentions of the parties.
(MT Ref: 149891).
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:

19.3.2015

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