Cleaning and Housekeeping Services

Cleaning and Housekeeping Services

Provision of Cleaning and Housekeeping Services Royal Botanic Gardens, Kew and Wakehurst Place.

UK-Surrey: Sewage, refuse, cleaning and environmental services

2013/S 059-097911

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Royal Botanic Gardens, Kew
Kew, Richmond
For the attention of: Ali Rattansi
TW9 3AB Surrey
UNITED KINGDOM
Telephone: +44 2072385911
E-mail: ali.rattansi@defra.gsi.gov.uk

Internet address(es):

General address of the contracting authority: www.kew.org

Address of the buyer profile: http://defra.bravosolution.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

National or federal agency/office
I.3)Main activity

Environment
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 Cleaning and Housekeeping Services Royal Botanic Gardens, Kew and Wakehurst Place.
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: Royal Botanic Gardens, Kew,
Richmond Surrey TW9 3AE UK,
Wakehurst Place,
Ardingly West Sussex,
RH17 6TN.
NUTS code
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)

Royal Botanic Gardens Kew and Wakehurst Place are seeking a cleaning services provider(s) who will act as a single point of responsibility for the delivery of cleaning and housekeeping services across its diverse estates.
Due to the differing nature of the services required and the geographical separation of the two sites there will be two lots one for Royal Botanic Gardens, Kew and one for Wakehurst Place.
Royal Botanic Gardens Kew and Wakehurst Place have significant constraints that service providers will need to understand and take into account in developing the high quality services required together with a robust management regime to each individual site.
A Bidders Day and Site Visits are planned for Monday 25th March (RBG Kew Gardens) and Tuesday 26th March (Wakehurst Place). Please confirm if you want to attend by registering and then sending a message using the Bravo Portal. There are further details on how to register on Bravo in Section III.2) Conditions for participation of this OJEU Notice.
II.1.6)Common procurement vocabulary (CPV)

90000000, 90910000, 90911300, 90500000, 90911100, 90700000, 90919000, 90911000, 90600000, 90911200, 90916000, 90900000 – UB05 – UB06 – UB07 – UB08 – UB01

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:

Royal Botanic Gardens Kew and Wakehurst Place are seeking a cleaning services provider(s) who will act as a single point of responsibility for the delivery of cleaning and housekeeping services across its diverse estates.
Due to the differing nature of the services required and the geographical separation of the two sites there will be two lots one for Royal Botanic Gardens, Kew and one for Wakehurst Place.
Royal Botanic Gardens Kew and Wakehurst Place have significant constraints that service providers will need to understand and take into account in developing the high quality services required together with a robust management regime to each individual site.
A Bidders Day and Site Visits are planned for Monday 25th March (RBG Kew Gardens) and Tuesday 26th March (Wakehurst Place). Please confirm if you want to attend by registering and then sending a message using the Bravo Portal. There are further details on how to register on Bravo in Section III.2) Conditions for participation of this OJEU Notice.
Estimated value excluding VAT:
Range: between 0,00 and 4 300 000,00 GBP
II.2.2)Information about options

Options: no
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 60 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Royal Botanic Gardens, Kew

1)Short description

Provision of cleaning and housekeeping services, Royal Botanic Gardens, Kew.
2)Common procurement vocabulary (CPV)

90000000, 90910000, 90911300, 90911100, 90500000, 90700000, 90919000, 90911000, 90600000, 90911200, 90916000, 90900000 – UB01 – UB07 – UB05 – UB06 – UB08

3)Quantity or scope

Royal Botanic Gardens, Kew, (Kew) usually referred to as Kew Gardens, has a requirement for a contractor to provide a wide range of cleaning services for its diverse estate.
Estimated value excluding VAT:
Range: between 0,00 and 3 600 000,00 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Wakehurst Place

1)Short description

Provision of Cleaning and Housekeeping Services, Wakehurst Place.
2)Common procurement vocabulary (CPV)

90000000, 90910000, 90911300, 90911100, 90500000, 90919000, 90700000, 90911000, 90600000, 90916000, 90911200, 90900000 – UB01 – UB05 – UB06 – UB07 – UB08

3)Quantity or scope

Wakehurst Place has a requirement for a contractor to provide a wide range of cleaning services for its diverse estate.
Estimated value excluding VAT:
Range: between 0 and 700 000 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 Authority reserves the right to require deposits, guarantees, bond and/or other forms of appropriate security.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Details will be provided in the PQQ document, copies of which are available from the Defra e-Tendering Service. (https://defra.bravosolution.co.uk)

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

If the Potential Provider is a consortium, the following information must be provided:
a) full details of the consortium; and
b) the information sought in this PQQ in respect of each of the consortium’s constituent members as part of a single composite response.
Potential Providers should provide details of the actual or proposed percentage shareholding of the constituent members within the consortium. If a consortium is not proposing to form a corporate entity, full details of alternative proposed arrangements should be provided.
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: Suppliers Instructions How to Express Interest in this Tender:
1. Register your company on the eSourcing portal (this is only required once) – Browse to the eSourcing Portal: https://defra.bravosolution.co.uk and click the link to register – Accept the terms and conditions and click ‘continue’ – Enter your correct business and user details – Note the username you chose and click ‘Save’ when complete – You will shortly receive an email with your unique password (please keep this secure).

2. Express an Interest in the tender – Login to the portal with the username/password – Click the ‘PQQs / ITTs Open To All Suppliers’ link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) – Click on the relevant PQQ/ ITT to access the content. – Click the ‘Express Interest’ button at the top of the page. – This will move the PQQ /ITT into your ‘My PQQs/ My ITTs’ page. (This is a secure area reserved for your projects only) -You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ ITT Details’ box.
3. Responding to the tender – Click ‘My Response’ under ‘PQQ/ ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining) – You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification – Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT – There may be a mixture of online and offline actions for you to perform (there is detailed online help available) You must then submit your reply using the ‘Submit Response’ button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Information and formalities necessary for evaluating if the requirements are met: Tenderers’ will be accessed in accordance with Part V of the Public Contracts Regulations 2006 (SI 2006/5) which implement Title 2 Chapter 7 Section 2 of the 2004/18/EC Directive on the basis of information provided in response to the invitation to tender. Completed responses to the PQQ must be returned via the Defra e-Tendering Service (further details of which are available at Section IV.4) of this OJEU Notice) before the deadline for receipt of responses as notified in Section I.1) of this OJEU Notice.
Minimum level(s) of standards possibly required: i) Financial Statements or other information to demonstrate that the tenderer has the requisite financial capacity to provide the service. For a single Lot, Applicants will be required to demonstrate a minimum annual turnover in each of the last 2 consecutive years. The required minimum will vary by Lot. Please see paragraph relating to Section D Economic and Financial, Potential Providers Financial Annual Turnover section of the PQQ.
(ii) The tenderer has the minimum insurance cover or is prepared to increase his cover to the required level at the time of entering into any Contract.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Information and formalities necessary for evaluating if the requirements are met:
Evaluation information required from Tenderers will be stated in the Pre Qualification Questionnaire (PQQ) and Invitation to Tender (ITT) which are available only at https://defra.bravosolution.co.uk

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

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: The Authority intends to arrive at a short list of a minimum of 5 and a maximum of 8 Potential Providers to invite to tender for each Lot. Only Potential Providers who are successful at this stage will be invited to proceed to the next stage of the procurement exercise.
The goods and services covered by this procurement exercise have been sub-divided into 2 categories as set out below (referred to in the OJEU Notice as Lots). The Authority intends to appoint a maximum of 1 Potential Provider to each Lot.
Potential Providers can express an interest for one or multiple lots. Potential Providers should indicate which Lot(s) they are submitting a PQQ Response for and should also confirm this on the Online Technical Questionnaire.
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 no
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:

17478.
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

16.4.2013
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

3.5.2013
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

Duration in months: 4 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Date: 14.6.2013
Place:

DEFRA Nobel House.

Persons authorised to be present at the opening of tenders: no

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

This procurement is being managed for the Contracting Authority by the Department for Environment Food and Rural Affairs (DEFRA).
The Contracting Authority intends to use an eTendering system in this procurement exercise.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

High Court
Royal Court of Justice
WC2A 2LL London
UNITED KINGDOM

Body responsible for mediation procedures

Chartered Institute of Arbitrators
12 Bloomsbury Square
WC1A 2LP London
UNITED KINGDOM

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:20.3.2013

Requirement for Cleaning and Housekeeping Services