Cleaning Services Tender London

Cleaning Services Tender London

Cleaning services to social housing estate communal areas.

UK-Wallington: accommodation, building and window cleaning services

2012/S 99-165188

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Roundshaw Homes
5 Mollison Square
Contact point(s): Estate Services Manager
For the attention of: Tony O’Connell
SM6 9DA Wallington
UNITED KINGDOM
Telephone: +44 2087735050
E-mail: tony.oconnell@metropolitan.org.uk
Fax: +44 2087735080

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: Rand Associates Consultancy Services Ltd
Bell House, 107 Bell Street
For the attention of: Jeremy Lake
RH2 7JB Reigate, Surrey
UNITED KINGDOM
Telephone: +44 1737249475
E-mail: tenders@rand-associates.co.uk
Fax: +44 1737242012
Internet address: www.rand-associates.co.uk

Tenders or requests to participate must be sent to: Rand Associates Consultancy Services Ltd
Bell House, 107 Bell Street
For the attention of: Jeremy Lake
RH2 7JB Reigate, Surrey
UNITED KINGDOM
Telephone: +44 1737249475
E-mail: tenders@rand-associates.co.uk
Fax: +44 1737242012
Internet address: www.rand-associates.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 to social housing estate communal areas.
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: Roundshaw Estate, Wallington, Surrey.
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)

Roundshaw Homes (“Roundshaw”), a legal partnership between Hyde Housing Association Limited and Metropolitan Housing Association Limited is seeking to appoint a single service provider to deliver comprehensive cleaning services to its schemes and offices located at the Roundshaw Estate, Wallington, Surrey and some other properties located in the surrounding Sutton, Surrey and South East London areas. Roundshaw’s objective is to create a strong and sustainable community where people flourish and Roundshaw is committed to giving outstanding service. The quality of cleaning services Roundshaw provides is therefore of paramount importance in maintaining and improving resident’s and leaseholder’s satisfaction. The appointed service provider will be required to provide a customer focused service and show commitment to providing effective services that provide value for money to Roundshaw and its residents/leaseholders and must be responsive to achieve collaborative working practises, innovation and continuous improvement. Roundshaw will require the service provider to provide dedicated staff to deal with day to day operations of the contract and to endeavour to employ predominantly local, directly employed labour to carry out the work.
II.1.6)Common procurement vocabulary (CPV)

90911000, 90511300

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: 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:

Roundshaw are proposing to let one contract to a single service provider. The proposed contract will be let for up to a five year term with anticipated commencement Spring 2013. The contract will be subject to provisions for earlier termination and annual renewals, meeting and maintaining Key Performance Indicators and the development of year on year efficiency savings. The contract will initially cover the Roundshaw Estate, comprising a number of housing schemes with approximately 110 no. individual communal entrances, two community buildings and Roundshaw’s offices, plus possibly a small number of other communal properties located in the Sutton, Surrey and South East London surrounding areas. The new Waddon Development on Purley Way, which is currently under construction may also be added to the contract at a future date. The proposed scope of cleaning services will comprise the comprehensive cleaning of internal and external common areas including communal window cleaning, internal and external litter picking, removal of bulk debris/fly tipping, drain channel/gulley cleaning, graffiti removal, cleaning of street furniture and signage, reporting defective lamps/bulbs and other works associated with cleaning services as will be specified in the Tender Documents.
Estimated value excluding VAT: 450 000,00 GBP
II.2.2)Information about options

Options: yes
Description of these options: The contract will be subject to regular monthly, quarterly and annual performance reviews. Roundshaw will have an option to extend the initial 2 year contract term, on a year by year basis, for up to a further 3 years but in any event year on year continuance of the contracts from the commencement will be dependant on satisfactory performance by the service providers. Extension beyond the initial 2 year term will be entirely discretionary to Roundshaw. The contract will also contain a break provision that may be exercised by either party after one year subject to the giving of the period of notice stipulated in the contract.
Provisional timetable for recourse to these options:
in months: 12 (from the award of the contract)
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: Range: between 1 and 4
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 12 (from the award of the contract)
II.3)Duration of the contract or time limit for completion

Duration in months: 60 (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:

Any deposits, bonds or guarantees required by Roundshaw 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:

Where economic operators 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 Roundshaw 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) Public Contract Regulations 2006 shall be treated as ineligible. Economic operators may be requested to provide such evidence as it is reasonably necessary to allow Roundshaw 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: All economic operators that respond to this Notice will be sent a questionnaire to be completed requiring general organisation information, financial and technical capacity data.
The questionnaire must be completed and returned with all required supporting information by the deadline indicated in Section IV.3.4 of this Notice.
The evaluation of the completed questionnaire together with supporting documentation will determine the economic operators selected to be invited to tender.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: The information and formalities set out in Article 47 of Directive 2004/18/EC and Regulation 24 Public Contracts Regulations 2006. These requirements will be set out in the questionnaire referred to in III.2.1 above.
Minimum level(s) of standards possibly required: These requirements will be set out in the questionnaire referred to in III.2.1 above but economic operators shall be aware that to be considered eligible for selection, the economic operator (as stand alone business unit, not a Group) must be able to demonstrate a minimum annual turnover equivalent to GBP 300,000 in respect of the most recent financial year for which accounts are available. Economic operators not meeting this minimum turnover requirements are requested not to apply.
Other minimum levels of criteria standard to be evaluated on a pass or fail basis apply and will be set out in the questionnaire referred to in III.2.1 above.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
The information and formalities set out in Article 48 of Directive 2004/18/EC and Regulation 25 Public Contracts Regulations 2006. These requirements will be set out in the questionnaire referred to in III.2.1 above.
Minimum level(s) of standards possibly required:
Any minimum levels of criteria standard to be evaluated on a pass or fail basis apply and will be set out in the questionnaire referred to in III.2.1 above.
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: 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: Evaluation of the criteria set out in the questionnaire referred to in III.2.1 and in accordance with regulations 23(1), 24 and 25 of the Public Contracts Regulations 2006. Subject to receiving completed questionnaires from a sufficient number of eligible economic operators, it is intended that the select tender list will comprise no more than the 6 top scoring economic operators.
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

no
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: 25.6.2012 – 13:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

28.6.2012 – 13:00
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: 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

1) Economic operators are advised that The Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE) provisions may apply in respect of this procurement;
2) Roundshaw reserves the right to withdraw from this procurement procedure at anytime without awarding a contract. Economic operators shall be responsible for the costs and expenses they incur as a result of participating in this procurement process. Roundshaw and or its advisors shall not be liable for and will not pay any costs in respect of the preparation of any tender submission of any applicant or bidder whether they are successful or unsuccessful. This shall equally apply in the event that the procurement process is postponed, cancelled or abandoned by Roundshaw at any stage and for whatever reason. Economic operators shall be deemed to have unequivocally accepted this as a condition precedent to participation in this procurement process;
3) All expressions of interest and requests for the pre-qualification questionnaire must be made via e-mail to the point of contact indicated in Annex A below;
4) All enquiries relating to the procurement shall also be made via email to the point of contact indicated in Annex A below but must be received no later than 17:00 (BST) on 25.6.2012. It will not be possible to respond to any enquiries received after that date and time.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

The Royal Courts of Justice
The Strand
WC2A 2LL London
UNITED KINGDOM
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 Office of Government Commerce
Rosebery Court, St Andrews Business Park
NR7 0HS Norwich
UNITED KINGDOM
E-mail: ServiceDesk@ogc.gsi.gov.uk
Telephone: +44 8450004999
Internet address: www.ogc.gov.uk

VI.5)Date of dispatch of this notice:23.5.2012