Tender for Grounds Maintenance – Arboricultural Works – Highways Horticulture

Tender for Grounds Maintenance – Arboricultural Works – Highways Horticulture

Mole Valley District Council seeks one or more suppliers to provide the grounds maintenance and arboriculture services for around 50,000 trees and 309 hectares of land on 95 sites including formal parks, recreational areas, amenity open spaces and the grounds of Dorking Cemetery.

United Kingdom-Dorking: Agricultural, forestry, horticultural, aquacultural and apicultural services

2014/S 045-075532

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Mole Valley District Council
Pippbrook
Contact point(s): Mole Valley District Council
For the attention of: Ellie Guinan
RH4 1SJ Dorking
UNITED KINGDOM
Telephone: +44 1306879617
E-mail: ellie.guinan@molevalley.gov.uk

Internet address(es):

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

Further information can be obtained from: Mole Valley District Council
Pippbrook
Contact point(s): Senior Parks Officer
For the attention of: Tony Wynn/Alexander Bagnall
RH4 1SJ Dorking
UNITED KINGDOM
Telephone: +44 1306879199 / 1306879285
E-mail: tony.wynn@molevalley.gov.uk; alexander.bagnall@molevalley.gov.uk
Internet address: http://www.molevalley.gov.uk/parks

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Mole Valley District Council
Pippbrook
Contact point(s): Senior Parks Officer
For the attention of: Tony Wynn/Alexander Bagnall
RH4 1SJ Dorking
UNITED KINGDOM
Telephone: +44 1306879199 / 1306879285
E-mail: tony.wynn@molevalley.gov.uk; alexander.bagnall@molevalley.gov.uk
Internet address: http://www.molevalley.gov.uk/parks

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: no

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:
Grounds Maintenance, Arboricultural Works and Highways Horticulture.
II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: Mole Valley District Council.
NUTS code UKJ23
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)
Mole Valley District Council seeks one or more suppliers to provide the grounds maintenance and arboriculture services for around 50,000 trees and 309 hectares of land on 95 sites including formal parks, recreational areas, amenity open spaces and the grounds of Dorking Cemetery. The Grounds Maintenance Lot will comprise of a mixture of grass cutting, hedge cutting, shrub bed maintenance, weed spraying and other general horticultural based activities throughout the district. The Arboriculture Lot will comprise of tree pruning, felling as required, surveying as required and other arboriculture services as required by the Council. The initial contract will be for a duration of 7 years, with the option for up to two extensions; the first extension being for 4 years and the second/final extension for a maximum of 3 years. The third Lot is for the Highways Verge cutting and weed spraying on behalf of Surrey County Council. This will require a combination of 6 urban close cuts (50-75 mm across approximately 500,000 m²) and 2 rural flail cuts (100-150 mm across approximately 960,000 m² along a combination of low and high speed roads). The Highways Lot will also include weed spraying of hard areas comprising of approximately 1 km of kerbs and drainage channels, and 206,000 m² of footpaths. There are also 34 sites of Injurious and noxious weeds that will need to be treated during the growing season.
II.1.6)Common procurement vocabulary (CPV)

77000000, 77311000, 77312000, 77312100, 77313000, 77314000, 77314100, 77315000, 77320000, 77340000

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 3 000 000 and 4 000 000 GBP
II.2.2)Information about options
Options: yes
Description of these options: There may be options to extend the contract for Lots 1 and 2 for up to a total of 7 further years; the first period for 4 years. The second and final period of extension would be for a maximum of 3 years. Lot 3 may be available for annual renewal also up to a maximum duration of 14 years.
II.2.3)Information about renewals
This contract is subject to renewal: yes
II.3)Duration of the contract or time limit for completion
Starting 1.1.2015. Completion 31.12.2021

Information about lots

Lot No: 1 Lot title: Grounds Maintenance

1)Short description
The Grounds Maintenance contract covers the maintenance and operational management arrangements for 309 hectares of land, which includes:
— Parks and open spaces, including recreation grounds, woodland areas, amenity land and playgrounds;
— 8 Football pitches;
— 1 cemetery, including grass cutting and preparing for approximately 60 burials per year;
— 2 war memorials;
— 10 allotment sites.
2)Common procurement vocabulary (CPV)

77311000, 77312000, 77312100, 77313000, 77314000, 77314100, 77315000, 77320000

3)Quantity or scope
Estimated value excluding VAT:
Range: between 1 700 000 and 2 260 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Mole Valley District Council will give the operator 12 month notice if they wish to have recourse to the option for an extension of the contract.
Lot No: 2 Lot title: Arboricultural
1)Short description
Mole Valley District Council is responsible for approximately 50,000 trees which require a combination of routine maintenance of established trees and reactive tree works. The volume of planned tree works is estimated to average about 2 days per week and will vary from routine tree work to tree planting. In addition, the contractor will also be required to provide an urgent call out service which will need to be available 7 days per week, 24 hours per day. It is not possible to estimate the amount of work required by a call out service, but as a guide applicants may note that recently the numbers of out of hours calls have averaged 4 per year and these have been predominately through the winter months.
2)Common procurement vocabulary (CPV)

77341000, 77342000

3)Quantity or scope
Estimated value excluding VAT:
Range: between 339 000 and 452 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Mole Valley District Council will give the operator 12 months notice if they wish to have recourse to the option for an extension of the contract.
Lot No: 3 Lot title: Highways Horticulture
1)Short description
The purpose of this Lot is to provide a grass and hedge cutting service to specific standards on defined areas on the highway in Mole Valley. The operator will be expected to provide suitable machinery, staff and be capable of arranging the necessary permits required for traffic management (where needed) to carry out both urban and rural grass cutting operations throughout the District. The grass cutting operations comprise of a mixture of 6 urban close cuts (covering approximately 500,000 m²) and 2 rural flail cuts (covering approximately 960,000 m²) along a combination of low and high speed roads. The operator will also be required to provide the weed spraying of hard areas comprising of approximately 1 km of kerbs and drainage channels, and 206,000 m² of footpaths. In addition, there are also 34 sites of injurious and noxious weeds which will require treatment.
2)Common procurement vocabulary (CPV)

77312000, 77312100, 77314100, 77342000, 77000000, 77300000

3)Quantity or scope
Estimated value excluding VAT:
Range: between 961 000 and 1 288 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
The contract for Lot 3 is dependant on the renewal of funding from Surrey County Council. The contract will be let for 7 years, in line with Lots 2 and 3, however Mole Valley District Council retains the right to break the contract during the 7 years if Surrey County Council withdraw funding. Any break will be subject to a minimum of 6 months notice period. This Lot may also have the option for extensions, any such extension would be for one year for which the operator would receive a 6 month notice period. The maximum number of extensions available will be 7, giving a total maximum duration of 14 years.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
If a subsidiary company, a parent company guarantee may be required. Mole Valley District Council reserves the right to request a performance bond if deemed necessary.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
As set out in the contract conditions.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Joint and several liability.
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: As set out in Directive 2004/18/EC – Articles 45 – 51.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: As in III.2.1. This will be supplemented by information provided in the Pre Qualification Questionnaire. Tenderers must have sufficient economic and financial capacity to enable them to perform the contract in compliance with the contractural provisions. If, due to the information supplied, Mole Valley District Council has serious doubts about a tenderer’s financial capacity, or if this is clearly insufficient for performance of the contract, the tender may be rejected without the tenderer being able to claim any financial compensation.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
Tenderers must have sufficient technical and professional capacity to enable them to perform the contract in compliance with the contractural provisions. The Pre Qualification Questionnaire will provide details of the minimum standards required for technical capacity, capability and quality assurance.
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: and maximum number 7
Objective criteria for choosing the limited number of candidates: It is anticipated that the 5 operators who achieve the highest scores from the Pre Qualification Questionnaires will be invited to tender. In the event that the scores for the 5th placed questionnaires are tied, the number of invitations to tender will be increased to allow participation.
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 70

2. Quality. Weighting 30

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:
MVDC/EU/2014/01
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
3.4.2014 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
17.4.2014
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

Potential operators are requested to express their interest through the completion of a Pre Qualification Questionnaire which is available from Tony Wynn, whose contract details are recorded at Annex A.1; alternatively it may be downloaded from the website of Mole Valley District Council at http://www.molevalley.gov.uk/index.cfm?articleid=15973 The questionnaire must be returned to Tony Wynn by 12:00 noon on Thursday 3.4.2014. If potential operators require clarification or have questions they should contact Tony Wynn. During the pre qualification stage of this procurement, Mole Valley District Council will publish on its website all questions and responses given to these questions. The process will anonymise all the names of the individuals or organisations that submit enquiries. It is envisaged that the subsequent invitations to tender will be issued on Thursday 17th April. Mole Valley District Council reserves the right not to award any contract as a result of the procurement process instigated by the publication of this notice. Under no circumstances will Mole Valley District Council be responsible for any costs with participation in an expression of interest or any resulting invitation to tender.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Mole Valley District Council
Pippbrook
RH4 1SJ Dorking
UNITED KINGDOM
E-mail: mailto:info@molevalley.gov.uk
Telephone: +44 1306885001
Internet address: http://http://www.molevalley.gov.uk/

VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: Mole Valley District Council will incorporate a minimum of 10 working days standstill period at the point information on the award of contract is communicated to tenderers. Any appeal should be sent to Nick Gray, Strategic Director at Mole Valley District Council. After which, if there is not a legal challenge, the contract will be incepted.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:3.3.2014

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