Cleaning Services Birmingham

Cleaning Services Birmingham

The Authority is procuring a cleaning service for a total potential period of 5 years.

UK-Birmingham: cleaning services

2012/S 40-065071

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Midland Heart Limited
20 Bath Row
For the attention of: Rachael James
B15 1LZ Birmingham
UNITED KINGDOM
Telephone: +44 3456020540
E-mail: rachael.james@midlandheart.org.uk

Internet address(es):

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

Address of the buyer profile: http://www.midlandheart.org.uk/supply-to-us/buyer-profile/tenders

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:

Cleaning Services (MH107).
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: The services will be delivered across the West Midlands region in the UK.
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)

The Authority is procuring a cleaning service for a total potential period of 5 years. This is broken down to an initial period of 3 years with a potential extension period annually of 2 years based on acceptable performance.
The PQQ will be available on the etendering website as described in III.2.1 from 16:00 27.2.2012.
The cleaning service includes, but is not limited to, the following elements within communal areas of sites managed by Midland Heart: mopping of hard-surface flooring; vacuuming of carpets; dusting and polishing of surfaces; removing cobwebs; removing marks and stains from walls, floor, and woodwork; replace failed or missing light bulbs; emptying of waste bins; wiping of tiled surfaces; wiping and removal of scale and scum from sanitary-ware; reporting instances of damage and vandalism to Midland Heart.
II.1.6)Common procurement vocabulary (CPV)

90910000

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:
II.2.2)Information about options

Options: yes
Description of these options: This contract includes an option to extend annually past the initial 3 years for a further 2 years based on satisfactory performance.
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 36 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Coventry & Leicester

1)Short description
2)Common procurement vocabulary (CPV)

90910000

3)Quantity or scope

The cleaning service includes, but is not limited to, the following elements within communal areas of sites managed by Midland Heart: mopping of hard-surface flooring; vacuuming of carpets; dusting and polishing of surfaces; removing cobwebs; removing marks and stains from walls, floor, and woodwork; replace failed or missing light bulbs; emptying of waste bins; wiping of tiled surfaces; wiping and removal of scale and scum from sanitary-ware; reporting instances of damage and vandalism to Midland Heart.
Estimated value excluding VAT:
Range: between 72 000 and 85 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
Lot No: 2 Lot title: Staffordshire & Wolverhampton

1)Short description
2)Common procurement vocabulary (CPV)

90910000

3)Quantity or scope

The cleaning service includes, but is not limited to, the following elements within communal areas of sites managed by Midland Heart: mopping of hard-surface flooring; vacuuming of carpets; dusting and polishing of surfaces; removing cobwebs; removing marks and stains from walls, floor, and woodwork; replace failed or missing light bulbs; emptying of waste bins; wiping of tiled surfaces; wiping and removal of scale and scum from sanitary-ware; reporting instances of damage and vandalism to Midland Heart.
Estimated value excluding VAT:
Range: between 126 000 and 148 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
Lot No: 3 Lot title: Birmingham North & South

1)Short description
2)Common procurement vocabulary (CPV)

90910000

3)Quantity or scope

The cleaning service includes, but is not limited to, the following elements within communal areas of sites managed by Midland Heart: mopping of hard-surface flooring; vacuuming of carpets; dusting and polishing of surfaces; removing cobwebs; removing marks and stains from walls, floor, and woodwork; replace failed or missing light bulbs; emptying of waste bins; wiping of tiled surfaces; wiping and removal of scale and scum from sanitary-ware; reporting instances of damage and vandalism to Midland Heart.
Estimated value excluding VAT:
Range: between 180 000 and 213 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Payment terms are standard 30 days.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: KPI’s as described in the ITT.
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://wmcoe.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 Open To All Suppliers’ link. (These are Pre-Qualification Questionnaires open to any registered supplier) – Click on the relevant PQQ 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 page. (This is a secure area reserved for your projects only) -You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ Details’ box.
3. Responding to the tender – Click ‘My Response’ under ‘PQQ 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 – There may be a mixture of online & 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 free of charge on 0800 3684850.

III.2.2)Economic and financial ability

Minimum level(s) of standards possibly required: For contract values up to 150 000 GBP p.a. the contract value should not exceed 40 % of the suppliers turnover, the supplier will be required to provide a minimum of 1 years accounts for review. For contract values over 150 000 GBP p.a. the contract value should not exceed 25 % of the suppliers turnover, the supplier will be required to provide a minimum of 2 years accounts for review.
Potential Suppliers are invited to bid for all lots, however, should a Supplier choose to bid for lots which exceed the relevant one of the 40 % or 25 % turnover limit, they will be required to provide a preference list(indicating which of the lots bid for is/are their preferred ones) which will be used to award lots at the tender stage within their financial threshold.
The lowest anticipated value specified in the lot information will be used as the anticipated contract value.
III.2.3)Technical capacity

Minimum level(s) of standards possibly required:
Suppliers must complete all mandatory sections on the PQQ via the etendering portal for consideration for this contract this includes all attached appendices inc but not limited to the Health & Safety Questionnaire, Equality & Diversity contractors duty form and provision of References.
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

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 15
Objective criteria for choosing the limited number of candidates: PQQ weighting is as follows -.
25 % Quantitive – Financial and H&S criteria
75 % Qualitative – Technical ability of the supplier
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:

MH107
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

4.4.2012 – 16:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
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

This is a recurrent procurement: yes
Estimated timing for further notices to be published: The contract is for 3 years from 1.12.2012 with an option to extend for a further 2 years. it is anticipated further contract notices will be published between 2015-2017.
VI.2)Information about European Union funds
VI.3)Additional information

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
It is expected that TUPE will apply to this contract.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The public contracts regulations 2006 apply.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:23.2.2012