Cleaning Contract Epsom

Rosebery Housing Association – Procurement of Cleaning Contract.

UK-Epsom: cleaning services

2012/S 44-072257

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Rosebery Housing Association
Rutland House, 57-59 South Street
Contact point(s): Housing Management
For the attention of: Sally Bayliss
KT18 7PR Epsom
UNITED KINGDOM
Telephone: +44 1372814009
E-mail: sally.bayliss@rosebery.org.uk
Fax: +44 1372814001

Internet address(es):

General address of the contracting authority: www.rosebery.org.uk

Further information can be obtained from: Cameron Consulting
2-4 High Street
For the attention of: Karen Thody
ME19 6QR West Malling
UNITED KINGDOM
Telephone: +44 1732600500
E-mail: tenders@cameron-consulting.co.uk
Fax: +44 1732600505
Internet address: www.cameron-consulting.co.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Cameron Consulting
2-4 High Street
For the attention of: Karen Thody
ME19 6QR West Malling
UNITED KINGDOM
Telephone: +44 1732600500
E-mail: tenders@cameron-consulting.co.uk
Fax: +44 1732600505
Internet address: www.cameron-consulting.co.uk

Tenders or requests to participate must be sent to: Cameron Consulting
2-4 High Street
For the attention of: Karen Thody
ME19 6QR West Malling
UNITED KINGDOM
Telephone: +44 1732600500
E-mail: tenders@cameron-consulting.co.uk
Fax: +44 1732600505
Internet address: www.cameron-consulting.co.uk

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:

Rosebery Housing Association – Procurement of Cleaning Contract.

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: Epsom, Surrey.
NUTS code UKJ2

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 services to be provided by the successful applicant will comprise comprehensive cleaning to communal areas to general needs housing, supported housing and commercial properties within the client portfolio.
The successful applicant will be awarded an initial 5 year term contract under the Term Partnering Contract TPC2005 (Amended 2008).
The contract may be extended by one year at a time up to a maximum term of 10 years, subject to performance and the client’s future corporate strategy.

II.1.6)Common procurement vocabulary (CPV)

90910000, 90911000, 90911100, 90911200, 90911300, 90918000, 90919200

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: no

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 total scope indicated below is based on the total possible contract, i.e. 10 years. This is based on an annual spend between 120 000 GBP and 180 000 GBP.
Estimated value excluding VAT:
Range: between 1 200 000 and 1 800 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The Contract will be awarded for an initial term of 5 years. The contract will be reviewed at this time and subject to performance and the client’s future procurement strategy, there may be five further renewals of 1 year each, up to a maximum of 10 years. RHA is committed to long term partnering and intends on maximising the opportunities for long term arrangements and benefit from such arrangements.

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 5
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 60 (from the award of the contract)

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:

A Parent Company Guarantee and/or Performance Bond may be required by the Contracting Authority, the details of which will be set out in the Invitation to Tender (ITT).

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

The terms of payment will be set out in the Invitation to Tender (ITT) and accompanying documentation.

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

No special legal form is required but the Contracting Authority reserves the right to require a lead Bidder to undertake the primary contracting responsibility for a contract or to require that one or more parties are jointly or severally liable.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The selected Bidder will be required to perform the services to the required standards set out in the Invitation to Tender (ITT). Under the contracts the Service Providers and their supply chains will be required to participate in the achievement of social and/or environmental policy objectives relating to recruitment and training and supply chain initiatives.
Accordingly, the contract performance conditions may relate in particular to social and environmental considerations to be detailed in the contract documents.

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: Applicants will be required to complete a Pre-Qualification Questionnaire (PQQ) consistent with the provisions of Directive 2004/18/EC and the Public Contract Regulations 2006 (as amended). The PQQ is available from the address in Annex A, 1 above and must be returned to that address by the date stipulated in IV.3.4.

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 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.
(2) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.
Minimum level(s) of standards possibly required: Applicants will be required to complete a Pre-Qualification Questionnaire (PQQ) consistent with the provisions of Directive 2004/18/EC and the Public Contract Regulations 2006 (as amended). The PQQ is available from the address in Annex A, 1 above and must be returned to that address by the date stipulated in IV.3.4.

III.2.3)Technical capacity

Minimum level(s) of standards possibly required:
Applicants will be required to complete a Pre-Qualification Questionnaire (PQQ) consistent with the provisions of Directive 2004/18/EC and the Public Contract Regulations 2006 (as amended). The PQQ is available from the address in Annex A, 1 above and must be returned to that address by the date stipulated in IV.3.4.

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 number of operators: 6
Objective criteria for choosing the limited number of candidates: Envisaged number of 6 bidders will be invited to tender. Bidders will be shortlisted based on criteria set out in the PQQ.

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:

T10185

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

4.4.2012 – 13:00

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

30.4.2012

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 tenders

Section VI: Complementary information

VI.1)Information about recurrence

VI.2)Information about European Union funds

VI.3)Additional information

The process seeks to shortlist organisations offering the appropriate capability, capacity and competency. RHA reserves the right not to award any part or all part of the contracts. Expressions of interest must be in the form of a completed Pre-Qualification Questionnaire (PQQ) to be received by RHAs Procurement Consultant, Cameron Consulting which can be requested using the email address tenders@cameron-consulting.co.uk in section 1. PQQ’s will be returned to Cameron Consulting offices as 1 Hard Copy and 1 Electronic Copy. Expressions of interest not submitted in the required format or containing all the requested information may be rejected. All communications shall be in English. Tenders, when invited, and all supporting documentation must be priced in Sterling and all payments under the Contract will be in Sterling. Any contract or agreement resulting from the Invitation to Tender (ITT) will be considered as a Contract made in England according to English Law and subject to the exclusive jurisdiction of the English Courts. The contracting authority does not bind itself to accept any tender and reserves the right to accept any part of any tender unless the tenderer expressly stipulates to the contrary. RHA is of the view that the EU Business Transfers Directive 2001/23/EC may apply to this procurement.

(MT Ref:85823).

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Royal Courts of Justice
The Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 209476000
Internet address: www.hmcourts-service.gov.uk

Body responsible for mediation procedures

Centre for Effective Dispute Resolution (CEDR)
70 Fleet Street
EC4Y 1EU London
UNITED KINGDOM
E-mail: info@cedr.com
Telephone: +44 2075366000
Internet address: www.cedr.com

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: In accordance with Regulation 32 and 32A of the Public Contract Regulations 2006 and The Public Contracts (Amendment) Regulations 2009 and Public Procurement (Miscellaneous Amendments) Regulations 2011, the Contracting Authority will incorporate a minimum 10 calendar day standstill period starting from the date when the contract award was notified to bidders. Unsuccessful bidders will be provided with a de-brief in the ‘Standstill Notice’ at the start of the standstill period including details of their bid in relation to the winning bid comprising the reasons for the decision, the characteristics and relative advantages of the successful tender, the score of the economic operator and the name of the economic operator to be awarded the contract. Applicants may challenge the award decision and if the Contracting Authority considers it necessary to provide further de-briefing then it may re-commence the standstill period. If an Applicant considers there to be an alleged breach in the rules then the operator must serve a legal claim on the contracting authority prior to the end of the standstill period, which will automatically suspend the entering into of the contract.

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

Cabinet Office
70 Whitehall
SW1A 2AS London
UNITED KINGDOM
Telephone: +44 2072761234
Internet address: www.cabinetoffice.gov.uk

VI.5)Date of dispatch of this notice:1.3.2012