Cleaning Services Tender London

Cleaning Services for Newlon Housing Trust 2015-19/20.

United Kingdom-London: Cleaning services

2014/S 092-161917

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Newlon Housing Trust
Newlon House, 4 Daneland Walk, Hale Village
For the attention of: Senior Responsible Officer
N17 9FE London
UNITED KINGDOM
Telephone: +44 2076138000
E-mail: h.cooper@newlon.org.uk

Internet address(es):

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

Further information can be obtained from: BravoSolution Local Government Sourcing portal
Internet address: https://www.localgovsourcing.co.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: BravoSolution Local Government Sourcing portal
Internet address: https://www.localgovsourcing.co.uk

Tenders or requests to participate must be sent to: BravoSolution Local Government Sourcing portal
Internet address: https://www.localgovsourcing.co.uk

I.2)Type of the contracting authority

Body governed by public law

I.3)Main activity

General public services
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 for Newlon Housing Trust 2015-19/20.

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: Various Boroughs in North East London, UK.

NUTS code UK

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)

Communal Estate Cleaning Services for Newlon Housing Trust 2015-19/20.

II.1.6)Common procurement vocabulary (CPV)

90910000, 90919200

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no

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:

Newlon Housing Trust are proposing to let Lots designated 1-5 to service providers. The proposed contracts will each be let for a 4 + 1 year term commencing in 2015. The proposed scope of the cleaning services varies from Lot to Lot but Newlon Housing Trust are seeking service providers that can carry out cleaning services in a social housing setting and/or for short term intermediate rental units associated with the Royal Free Hospital. An ability to work with our staff and in close proximity with our residents, who include vulnerable people, will be necessary. Suppliers bidding for the communal area cleaning will be required to: removal litter, remove bulk rubbish, remove rubbish and dog waste from bins, sweep mop hoover and dust communal areas, remove ‘sharps’ i.e. hypodermic needles, window cleaning, steam cleaning, removal of light graffiti, removal of snow and ice on estate roads and walkways, cleaning of light fittings and replacement of defective light bulbs, checking operation of door entry systems and electronic reporting to Newlon Housing Trust. In addition, suppliers bidding for Lot 2 in LB of Camden will be required to clean communal kitchens, bedrooms, bathrooms and toilets and hallways and strip off soiled linens and lay out fresh linens.
Estimated value excluding VAT:
Range: between 4 680 000 and 5 730 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The contracts will be subject to regular performance reviews. Newlon Housing Trust will have an option to extend the initial four year contract by an additional year, depending upon satisfactory performance by the supplier. the extension will be discretionary to Newlon Housing Trust.

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: services required in the London Boroughs of Enfield, Tower Hamlets, Hackney and Waltham Forest

1)Short description

Cleaning of communal areas of estates of social housing and scattered housing.

2)Common procurement vocabulary (CPV)

90910000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 480 000 and 590 000 GBP

4)Indication about different date for duration of contract or starting/completion

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

5)Additional information about lots

The contract will be for 4 years with the opportunity to extend the contract by a further year, based on satisfactory performance by the supplier, mesured through KPIs.

Lot No: 2 Lot title: Services required in the London Borough of Camden

1)Short description

Cleaning services to blocks of short term intermediary rent associated with the Royal Free Hospital.

2)Common procurement vocabulary (CPV)

90910000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 150 000 and 1 800 000 GBP

4)Indication about different date for duration of contract or starting/completion

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

5)Additional information about lots

The contract will be for 4 years with the opportunity to extend the contract by a further year, based on satisfactory performance by the supplier, measured through KPIs.

Lot No: 3 Lot title: Services required in the London Borough of Islington

1)Short description

Cleaning of communal areas of estates of social housing.

2)Common procurement vocabulary (CPV)

90910000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 1 000 000 and 1 300 000 GBP

4)Indication about different date for duration of contract or starting/completion

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

5)Additional information about lots

The contract will be for 4 years with the opportunity to extend the contract by a further year, based on satisfactory performance by the supplier, measured through KPIs.

Lot No: 4 Lot title: Services required in the London Borough of Haringey ‘A’

1)Short description

Cleaning of communal areas of estates of social housing.

2)Common procurement vocabulary (CPV)

90910000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 1 100 000 and 1 350 000 GBP

4)Indication about different date for duration of contract or starting/completion

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

5)Additional information about lots

The contract will be for 4 years with the opportunity to extend the contract by a further year, based on satisfactory performance by the supplier, measured through KPIs.

Lot No: 5 Lot title: Services required in the London Borough of Haringey ‘B’

1)Short description

Cleaning of communal areas of newly-built estates of social housing.

2)Common procurement vocabulary (CPV)

90910000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 600 000 and 700 000 GBP

4)Indication about different date for duration of contract or starting/completion

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

5)Additional information about lots

The contract will be for 4 years with the opportunity to extend the contract by a further year, based on satisfactory performance by the supplier, measured through KPIs.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Any bond or guarantees required by Newlon Housing Trust will be set out in the Tender Documents.

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

Will be as detailed in the Tender Documents

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

If economic ooperators intend to form a consortium they may be required to incorporate a company to form a special purpose vehicle. Economic operators forming a consortium will be expected to have joint and several liability/responsibility for the due performance of any contract entered into between Newlon Housing Trust and such economic operators.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Economic operators who satisfy any of the criteria for rejection set out in Regulation 23 (1) shall be treated as ineligible. Economic operators may be requested to provide such evidence as it is reasonably necessary to allow Newlon Housing Trust to establish that the aforementioned criteria does not apply to them.

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://www.localgovsourcing.co.ukand 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.
Applicants are required to include with their expressions of interest their Constructionline registration number.
Constructionline is the UK Government’s national pre-qualification register for construction contractors, consultants & material suppliers. Applicants not on Constructionline are encouraged to register, as it will simplify the prequalification process. Further information on applying can be found at www.constructionline.co.uk. If you currently are not registered on Constructionline, but would like to register to make future opportunities easier to bid for, then please contact: Darren Lane Constructionline Business Development Manager, darren.lane@capita.co.uk or Tel No; 07833 483 019 Please note Constructionline require any application 10 days prior to the deadline for this process.

If you are currently a Constructionline registered supplier, then please log into Constructionline (www.constructionline.co.uk) to ensure your registration is up to date and that you fulfill the criteria of the advertisement. If you have any questions regarding your registration status then please contact Andy Preston, Constructionline Client Relationship Manager, andrew.preston@capita.co.uk or Tel No. 07584 703 352.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As detailed in the PQQ.
Minimum level(s) of standards possibly required: As detailed in the PQQ.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As detailed in the PQQ.

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 10: and maximum number 25
Objective criteria for choosing the limited number of candidates: As described 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:

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

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

Time limit for receipt of requests for documents or for accessing documents: 9.6.2014 – 17:00
Payable documents: no

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

9.6.2014 – 13:00

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

11.7.2014

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

until: 24.12.2014

IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

VI.2)Information about European Union funds

VI.3)Additional information

1. The Contracting Authority intends to use an eTendering system in this procurement exercise.
2. Economic operators are advised that the Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE) may apply to the service.
3. Newlon Housing Trust reserves the right to withdraw from this procurement procedure at any time without awarding a contract or contracts. Economic operators shall be responsible for the costs and expenses they incur as a result of participation in this procurement process. Newlon Housing Trust and its advisors shall not be liable for and will not pay any costs in respect of the preparation of any tender submission, whether successful or unsuccessful. This shall also apply in the event that the procurement process is postponed, cancelled or abandoned by Newlon Housing Trust at any stage and for any reason. Economic operators shall be deemed to have unequivocally accepted this as a condition precedent to participation in the procurement process.
4. Economic operators wishing to bid for more than one lot may bid for no more than three Lots of their choice.
Address of the buyer profile: Newlon House, 4 Daneland Walk, Hale Village, London, N17 9FE, UK.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

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

Body responsible for mediation procedures

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

VI.4.2)Lodging of appeals

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

The Cabinet Office
70 Whitehall
SW1 2AS London
UNITED KINGDOM
Telephone: +44 2079476000

VI.5)Date of dispatch of this notice:

8.5.2014