Internal and External Estate Cleaning Contract London

Internal and External Estate Cleaning Contract London

The contract will encompass the undertaking of grounds maintenance and internal and external estate cleaning services to properties and estates for which the contracting authority holds maintenance responsibility.

United Kingdom-London: Accommodation cleaning services

2015/S 176-319425

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Hexagon Housing Association Limited
130-136 Sydenham Road
Contact point(s): Rand Associates Consultancy Services Ltd
For the attention of: Jeremy Lake
SE26 5JY London
UNITED KINGDOM
Telephone: +44 1737249475
E-mail: etenders@rand-associates.co.uk

Internet address(es):

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

Address of the buyer profile: http://www.hexagon.org.uk

Electronic submission of tenders and requests to participate: https://etenders.rand-associates.co.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:

Grounds Maintenance and Internal and External Estate Cleaning.

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: London Boroughs of Bexley, Croydon, Greenwich, Lewisham and Southwark and any other location in which the contracting authority requires works to be undertaken.

NUTS code UKI

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)

The contract will encompass the undertaking of grounds maintenance and internal and external estate cleaning services to properties and estates for which the contracting authority holds maintenance responsibility. The total stock of the contracting authority included under the contracts is currently 1 700 dwellings, located across 114 individual sites and which are divided into 2 Lots. More information relating to the division into Lots is given within this notice and more information relating to the properties and sites and comprehensive details of the scope is provided in the tender documents.
Key characteristics of the contracts are likely to be, but are not limited to:
1) No guarantees as to the volume or value of works or services that may be required under the contract.
2) The contract will be for an initial term of 4 years with the option for the contracting authority to annually renew and extend for a up to a further 3 years (potentially a 7 year contract overall);
3) Provision requiring delivery of a customer focused service and showing a commitment to providing value for money to the contracting authority and their residents, shared owners, leaseholders and all other customers and must be responsive to achieve collaborative working practices, innovation and continuous improvement;
4) Provision for regular weekly reporting; monthly, quarterly and annual performance meeting reviews; early termination and also meeting, maintaining and improving on Key Performance Indicators and the development of year on year efficiency savings.
6) Initial indications from the incumbent contractor is that the terms of the Transfer of Undertakings (Protection of Employment) Regulations 2006 (‘TUPE’) will not apply in respect of their existing workforce in respect of the works undertaken for Hexagon Housing Association. In the event that this changes between now and issue of tender documentation, information relating to the TUPE details of the incumbent’s own workforce will, if and to the extent available and/or applicable, be provided at the tender stage of the procurement process.
The anticipated target contracts’ commencement date is on or before the 2.5.2016.
Information about where the procurement documentation can be accessed from electronically is provided in section VI.3 of this notice.

II.1.6)Common procurement vocabulary (CPV)

90911100, 77310000, 77340000, 71421000, 90511300, 90911300

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:

The Contract scope at commencement will comprise:
— contract duration of 3 years with an option to extend for a further 4 years by one or more extensions;
— value per annum is circa 263 000 GBP excluding VAT, but this could change and therefore the contracting authority is not in a position to guarantee the value of the works;
— the contracting authority’s current stock covered within the contract is approximately 1 700 which are located across 114 individual sites, but this may also change;
— further details of the scope is set out in the tender documentation.
Economic operators should note that the estimated numbers and values given in this notice is based on the contracting authority’s historic requirements and the number of properties currently included within its stock portfolio. The scope may increase in the event that the contracting authority acquires additional properties or sites during the contract term and requires the works and services covered by the contract to be performed at such properties or sites. Additional properties or sites may include without limitation residential properties (however obtained whether through a merger or acquisition or other means), commercial properties, or corporate facilities managed by the contracting authority on behalf of others. The contracting authority reserves the right to also remove properties, for example as a result of stock rationalisation, in which case the numbers and value may decrease. Numbers and values may also increase or decrease as a result of any changes emanating from detailed surveys of properties and estates.
Estimated value excluding VAT: 263 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The contract will be subject to regular weekly reporting and monthly, quarterly and annual performance reviews. Year on year continuance of the contract from the commencement will be dependent on satisfactory performance by the service provider. The initial 3 year term can be extended by the contracting authority by up to a further 4 years by one or more extensions.
Provisional timetable for recourse to these options:
in months: 36 (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 4

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

Duration in months: 84 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Grounds Maintenance and Internal and External Estate Cleaning — Area 1: Croydon and Southwark

1)Short description

2)Common procurement vocabulary (CPV)

50720000, 50000000, 50712000, 45331100, 45331110, 45333000, 45333100, 45332200

3)Quantity or scope

The Contract scope at commencement will comprise:
— contract duration of 3 years with an option to extend for a further 4 years by one or more extensions;
— value per annum is circa GBP 88 000 excluding VAT, but this could change and therefore the contracting authority is not in a position to guarantee the value of the works;
— contract area covering the London Boroughs of Croydon and Southwark;
— the contracting authority’s current stock covered within the Lot 1 contract is approximately 800 which are located across 54 individual sites;
— further details of the scope is set out in the tender documentation.
Economic operators should note that the estimated numbers and values given in this notice is based on the contracting authority’s historic requirements and the number of properties currently included within its stock portfolio. The scope may increase in the event that the contracting authority acquires additional properties or sites during the contract term and requires the works and services covered by the contract to be performed at such properties or sites. Additional properties or sites may include without limitation residential properties (however obtained whether through a merger or acquisition or other means), commercial properties, or corporate facilities managed by the contracting authority on behalf of others. The contracting authority reserves the right to also remove properties, for example as a result of stock rationalisation, in which case the numbers and value may decrease. Numbers and values may also increase or decrease as a result of any changes emanating from detailed surveys of properties and estates.
Estimated value excluding VAT: 88 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

The split between cleaning and grounds maintenance is approximately 50:50.
The largest site in Lot 1 is a purpose built block of flats comprising 83 units in Waterloo, London SE1.
Several Lot 1 sites are within the London Congestion Zone, and some sites are in areas with extremely restricted parking (with no parking on site).
An economic operator who is successful in being awarded Lot 1 will not be able to be awarded Lot 2 also.

Lot No: 2 Lot title: Grounds Maintenance and Internal and External Estate Cleaning — Area 2: Bexley, Lewisham and Greenwich

1)Short description

2)Common procurement vocabulary (CPV)

50720000, 50000000, 50712000, 45331100, 45331110, 45333000, 45333100, 45332200

3)Quantity or scope

The Contract scope at commencement will comprise:
— contract duration of 3 years with an option to extend for a further 4 years by one or more extensions;
— value per annum is circa GBP 175 000 excluding VAT, but this could change and therefore the contracting authority is not in a position to guarantee the value of the works;
— contract area covering the London Boroughs of Bexley, Lewisham and Greenwich;
— the contracting authority’s current stock covered within the Lot 2 contract is approximately 900 which are located across 60 individual sites;
— further details of the scope is set out in the tender documentation.
Economic operators should note that the estimated numbers and values given in this notice is based on the contracting authority’s historic requirements and the number of properties currently included within its stock portfolio. The scope may increase in the event that the contracting authority acquires additional properties or sites during the contract term and requires the works and services covered by the contract to be performed at such properties or sites. Additional properties or sites may include without limitation residential properties (however obtained whether through a merger or acquisition or other means), commercial properties, or corporate facilities managed by the contracting authority on behalf of others. The contracting authority reserves the right to also remove properties, for example as a result of stock rationalisation, in which case the numbers and value may decrease. Numbers and values may also increase or decrease as a result of any changes emanating from detailed surveys of properties and estates.
Estimated value excluding VAT: 175 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

The split between cleaning and grounds maintenance is approximately 60:40.
The largest site in Lot 2 is a 100 flat development in Erith.
An economic operator who is successful in being awarded Lot 2 will not be able to be awarded Lot 1 also.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Parent company guarantees, performance bonds, warranties and or deposits may be required by the contracting authority and details are as set out in the tender documentation (ITT).

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

As detailed in the tender documentation.

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

In the event of a group of economic operators submitting an acceptable offer it will be necessary for them to provide an undertaking that each organisation will be jointly and severally responsible for the due performance of the contract. Such undertaking will be in addition to the requirement to provide other deposits and guarantees required by the contracting authority for the due performance of the contract.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As detailed in the tender documents, these may include conditions relating to environmental and social 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: As set out in the Pre-qualification Questionnaire (PQQ).
All economic operators that respond to this notice may download the PQQ to be completed requiring general organisation, financial and technical capacity data.
The PQQ must be completed and returned electronically with all supporting information by the deadline indicated in section IV.3.4 of this notice.
The evaluation of the completed PQQ submission together with supporting information will determine which economic operators are selected to tender.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As set out in the PQQ referred to in section III.2.1 of this notice.
Minimum level(s) of standards possibly required: As set out in the PQQ referred to in section III.2.1 of this notice. Specifically, economic operators shall be aware that to be considered eligible for selection, the economic operator (as a stand alone business unit, not a Group) must be able to demonstrate a minimum annual turnover in respect of the most recent financial year for which accounts are available, of the following amounts dependent on whether the economic operator is applying for one or more Lots:
Lot 1 only — GBP 110 000
Lot 2 only — GBP 218 750
Lots 1 and 2 — GBP 218 750

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As set out in the PQQ referred to in section III.2.1 of this notice.
Minimum level(s) of standards possibly required:
As set out in the PQQ referred to in section III.2.1 of this notice.
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: 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 8
Objective criteria for choosing the limited number of candidates: Criteria as set out in the PQQ submissions and in accordance with the Public Contracts Regulations 2015. Subject to receiving completed PQQ submissions from sufficient eligible economic operators, it is intended that the tender list will comprise the 5 top scoring economic operators from evaluation of PQQ submissions. Economic operators who achieve a score within 1 % of the economic operator ranked 5th after evaluation of PQQ submissions may also be invited to tender. Economic operators shall note that whilst it is permissible for them to apply for one or more Lots, if they are successful they will be awarded one Lot only. Both Lots will not be awarded to the same economic operator.
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:

HEXEST2015

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

no

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no

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

9.10.2015 – 14:00

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

13.11.2015

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: no

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

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 pre-qualifications and 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: HEXEST2015
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 12:00 hours on 2.10.2015.
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 pre-qualification or 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 on 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 pre-qualification submissions is 14:00 hours on 9.10.2015.
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.

Should users have any queries, or experience difficulties with the registration or download/upload system, they should contact the eTenders@Randhelpdesk by calling +44 1737225077 (ask for Paul Dugdale or

Jonathan Case) or email etenders@rand-associates.co.uk

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Royal Courts of Justice
Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

Body responsible for mediation procedures

Royal Courts of Justice
Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: In accordance with the Public Contracts Regulations 2015.
The contracting authority will incorporate a minimum 10 calendar day standstill period at the time information on the award of the contract is communicated to economic operators.
If an appeal regarding the award of a contract has not been successfully resolved, the Public Contracts Regulations 2015 provide for aggrieved parties who have been harmed or are at risk to take action in the High Court.
Any such action must be brought within 3 months.
Where a contract has not been entered into, the Court may order the setting aside of the award decision or order the contracting authority to amend any document and may award damages.
If the contract has been entered into the Court may only award damages or, where the contract award procedures have not been followed correctly, declare the contract to be ‘ineffective’.

VI.4.3)Service from which information about the lodging of appeals may be obtained

ERG Service Desk, Cabinet Office
Rosebery Court, St Andrews Business Park, Norfolk
NR7 0HS Norwich
UNITED KINGDOM
E-mail: servicedesk@cabinet-office.gsi.gov.uk
Telephone: +44 8450004999

VI.5)Date of dispatch of this notice:

7.9.2015

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