Highways Maintenance Contract 2016

Highways Maintenance Contract 2016

This is a Procurement Exercise to source a single Supplier to satisfy Warwickshire County Council’s (the Employer) requirements for Highways Maintenance and Improvement provisions.

United Kingdom-Warwick: Construction, foundation and surface works for highways, roads

2015/S 119-216512

Contract notice

Works

Directive 2004/18/EC

Section I: Contracting authority

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

Warwickshire County Council
Shire Hall
Contact point(s): Strategic Procurement
CV34 4RP Warwick
UNITED KINGDOM
Telephone: +44 1926414131
E-mail: procurement@warwickshire.gov.uk

Internet address(es):

General address of the contracting authority: http://www.warwickshire.gov.uk

Address of the buyer profile: http://www.warwickshire.gov.uk/procurement

Electronic access to information: https://in-tendhost.co.uk/csw-jets/aspx/Home

Electronic submission of tenders and requests to participate: https://in-tendhost.co.uk/csw-jets/aspx/Home

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

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: yes

Coventry City Council
Council House, Earl Street
CV1 5RR Coventry
UNITED KINGDOM

Solihull Metropolitan Borough Council
Council House, Manor Square
B91 3QB Solihull
UNITED KINGDOM

Section II: Object of the contract

II.1)Description

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

Highways Maintenance Contract 2016.

II.1.2)Type of contract and location of works, place of delivery or of performance

Works
Main site or location of works, place of delivery or of performance: Any area Inside or Outside of County, City or Borough Boundaries where Warwickshire County Council, Coventry City Council or Solihull Metropolitan Borough Council has a responsibility.

NUTS code UKG

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)

Type of Procedure: Competitive procedure with negotiation.
The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations.
This is a Procurement Exercise to source a single Supplier to satisfy Warwickshire County Council’s (the Employer) requirements for Highways Maintenance and Improvement provisions.
A successfully tendered Highways Maintenance Contract will start on the 5.5.2016 and have an initial Seven (7) year term. Following the initial term the option will be available to repeatedly extend the contract to a maximum of 36 months (3 years). Any extension will be dependent on the agreement of the parties involved.
The Successful Supplier will assist the Employer in meeting its obligations under the Highways Act and will do so by resourcing provisions including (but not limited to) the following activities:
Structural Maintenance on Carriageways and Footways
Winter Servicing
Surface Treatments
Patching and Responsive Maintenance
Lines and Road Markings
Verge Maintenance
Drainage and Gully Maintenance
Traffic and Road Safety
Street Lighting
Minor new civils works
The Contract is being prepared by and will initially be used by Warwickshire County Council, Coventry City Council and Solihull Metropolitan Borough Council. The Authorities will use and manage the contract in a collaborative way and the Supplier will be required to work closely with individual members effectively managing resources to accommodate and compliment the varying priorities of each Authority’s Planned and Reactive Schedules
The contract will take the form of the NEC3 Term Services Contract April 2013 version (TSC) while incorporating elements of the contract documentation produced by the Highways Maintenance Efficiency Programme (HMEP), in each case with amendments. For the purposes of the procurement a marked up TSC will be released to bidders. However, in the event that a contract is awarded, then the terms and conditions will sit within the HMEP template (as amended).
The contract will be priced using NEC3 TSC (Option A) Priced Contract with Pricelists. These costs will apply for the duration of the contract but will be subject to the HMEP indexation provisions (as amended).
TUPE may apply to this contract, details of which will be provided to participating bidders.
The Authorities will be using their e-tendering system (CSW-JETS) for the administration of this procurement process and providers must register with the system to be able to express an interest. The webaddress is https://in-tendhost.co.uk/csw-jets/aspx/Home Registration and use of CSW-JETS is free. All correspondence for this procurement process must be via the correspondence function. However, if you are unable to register with the website please either email us at hmc_2011@warwickshire.gov.uk or call +44 1926734980.

II.1.6)Common procurement vocabulary (CPV)

45233000, 34923000, 34928450, 34992000, 34992100, 34993000, 44113810, 44212321, 45100000, 45111000, 45112100, 45112730, 45221000,45221100, 45221119, 45223200, 45232451, 45232452, 45233100, 45233110, 45233120, 45233121, 45233123, 45233124, 45233125, 45233126,45233127, 45233128, 45233129, 45233130, 45233131, 45233139, 45233140, 45233141, 45233142, 45233144, 45233150, 45233160, 45233161,45233162, 45233200, 45233210, 45233220, 45233221, 45233222, 45233223, 45233226, 45233227, 45233228, 45233229, 45233250, 45233251,45233252, 45233253, 45233260, 45233261, 45233262, 45233280, 45233290, 45233291, 45233292, 45233293, 45233294, 45233300, 45233310,45233320, 45233330, 45233340, 45316211, 45340000, 45341000, 45342000, 50232000, 50232100, 50232110, 50232200, 71630000, 71631400,71631450, 71631480, 77211500, 77314000, 90610000, 90620000, 90630000, 90640000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no

II.1.8)Lots

This contract is divided into lots: no
II.1.9)Information about variants
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The current Highways Maintenance contract had a total spend in 2013-14 of 31 000 000 GBP and estimated spend in 2014-15 of 34 200 000 GBP
The 2013-14 Spend was split between the member Authorities as shown here:
Warwickshire County Council — 25 200 000 GBP
Coventry City Council — 2 200 000 GBP
Solihull Metropolitan Borough Council — 3 600 000 GBP
No level of spend is committed under this contract but the above figures provide an example of the level of spend currently going through the provision. The maximum contract value has been identified having considered the long duration of this contract and has allowed significant scope for Indexation changes and the potential for additional and unrealised funding opportunities which could become available to the Authorities during the Contract’s lifetime.
Estimated value excluding VAT:
Range: between 25 000 000 and 800 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The Contract will include options to extend the provision for a maximum of three (3) further years.
Extensions will be considered against the Contractor’s performance and will be offered at the discretion of the Authorities.
Extensions may be offered on an Annual Basis but it may be possible to offer a longer term should the Authority wish. It may also be possible to offer a term shorter than 12 months in circumstances (including but not limited to) where the Authority requires a period of time to run a re-procurement exercise.
Provisional timetable for recourse to these options:
in months: 84 (from the award of the contract)

II.2.3)Information about renewals

This contract is subject to renewal: yes

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

Duration in months: 120 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Evidence required as stated in the PQQ or ITT documentation.

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

Evidence required as stated in the PQQ or ITT documentation.

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

Evidence required as stated in the PQQ and ITT documentation.
III.1.4)Other particular conditions
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: Evidence required as stated in the PQQ and ITT documentation.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Evidence required as stated in the PQQ or ITT documentation.
Minimum level(s) of standards possibly required: Evidence required as stated in the PQQ or ITT documentation.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Evidence required as stated in the PQQ or ITT documentation.
Minimum level(s) of standards possibly required:
Evidence required as stated in the PQQ or ITT documentation.
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

Negotiated

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 10
Objective criteria for choosing the limited number of candidates: Type of procedure: Competitive procedure with negotiation. The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations.The Authority shall not be bound to select an organisation to proceed to the next stage of the procurement process simply because it has passed the legal/eligibility criteria and achieved the minimum standards detailed within the PQQ questionnaire. The Authority does not expect to invite any more than 5 applicants to the Invitation to Tender (ITT) stage and these will be the top scoring applicants following the evaluation of the questionnaire.The Authority further reserves the right: — not to invite any organisation with a total PQQ score below 60 % as overall the applicant has not met the Authority’s minimum requirements invite more organisations where there is a negligible difference in the scores between the 5th bidder and the next placed bidder(s).

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated yes
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:

3035

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

no
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

23.7.2015 – 17:00

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

12.8.2015

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

This is a recurrent procurement: yes
Estimated timing for further notices to be published: May 2022 — 2025.

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

The Highway Maintenance Contract is a collaborative procurement being led by Warwickshire County Council which Coventry City Council and Solihull Metropolitan Borough Council will be key members of. This is seen as a long term working arrangement to benefit all involved and the successful supplier will be expected to work with each Authority to ensure all requirements can be fulfilled in a combined and organised manner.
The contract will also be available to other public sector contracting authorities located within the geographical boundaries of the key members, should ad-hoc needs be realised. Such contracting authorities include Local Athorities and Educational establishments, details of which can be identifed in the following weblinks:

http://www.direct.gov.uk/en/Dl1/Directories/Localcouncils/AToZOfLocalCouncils/DG_A-Z_LG

http://www.education.gov.uk/edubase/search.xhtml?page

http://www.schoolswebdirectory.co.uk/stats.php

This procurement exercise will be run electronically using the Authorities e-tendering system (CSW-JETS). To participate in this procurement bidders must register and express an interest at https://in-tendhost.co.uk/csw-jets/aspx/Home Once registered, all correspondence for this procurement process must be via the Correspondence function. However, if you are unable to register with the website please email us atprocurement@warwickshire.gov.uk. All documentation and further information regarding the procurement can be found on this system.

All Selection Stage documentation (the PQQ) is of a Final Version ready for suppliers to complete and return.
Details of the Minimum Requirements and the Award Criteria to be followed at Tender Stage has been provided for bidders information.
All Tender stage documents provided to bidders in the request to participate stage are of a draft format but have been given for bidders information.
Final versions of all Tender Stage documentation (including but not limited to) the Tender, the Contract Clauses, Service Information, Drawings, Pricing Methods and response sections including Pricing Schedules and Evaluation Questionnaires will be published to shortlisted bidders at the point of issuing the Tender Stage.
Type of procedure: Competitive procedure with negotiation.
The contracting authority reserves the right to award the contract on the basis of the initial tender without conducting negotiations.
Should the contracting authority decide to run a negotiation stage it reserves the right to shortlist participating bidders from the initial tender stage.

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:

19.6.2015

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