East Hertfordshire District Council Grounds Maintenance Contract

This contract includes services for grass cutting, sports pitch maintenance, maintenance of horticultural features including shrubs and flowerbeds.

United Kingdom-Hertford: Grounds maintenance services

2018/S 213-488520

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

East Hertfordshire District Council
Wallfields, Pegs Lane
Hertford
SG13 8EQ
United Kingdom
Contact person: Corporate Procurement
Telephone: +44 1438242775
E-mail: procurement@eastherts.gov.uk
NUTS code: UKH23

Internet address(es):Main address: www.eastherts.gov.uk

Address of the buyer profile: www.supplyhertfordshire.uk

I.2)Information about joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: www.supplyhertfordshire.uk

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be submitted electronically via: www.supplyhertfordshire.uk

Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Regional or local authority

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

EHC 1018 Grounds Maintenance

Reference number: EHC128/1127/2018

II.1.2)Main CPV code

77314000

II.1.3)Type of contract

Services

II.1.4)Short description:

II.1.5)Estimated total value

Value excluding VAT: 16 000 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2)Description

II.2.1)Title:

II.2.2)Additional CPV code(s)

II.2.3)Place of performance

NUTS code: UKH23

Main site or place of performance:

II.2.4)Description of the procurement:

The Council is procuring a contract for the provision of grounds maintenance and associated services. This contract includes services for grass cutting, sports pitch maintenance, maintenance of horticultural features including shrubs and flowerbeds, arboriculture, and other services to support the Council; in accordance with the detailed Specification. Contract duration will be for an initial term of eight (8) years with an option, exercisable at the Council’s sole and absolute discretion, to extend the Contract any number of times to a total period of a further five (5) years. Organisations should be aware that due to the nature of the Services provided, any Contract formed as a result of this procurement process shall be executed as a deed. Please Note the TUPE Staffing Information for this procurement has been provided along with other documentation for this procurement. TUPE related information must be treated as protected data in accordance with the requirements of the Data Protection Act 2018 and must be kept confidential. Therefore by accessing this Tender via Supply Hertfordshire and then the View Details button and accessing the documentation for this procurement, candidates/tenderers agree to undertake to treat the information as confidential and commercially sensitive at all times and take all reasonable steps to prevent any inadvertent disclosure to any third party.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 16 000 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Start: 01/01/2020

End: 31/12/2028

This contract is subject to renewal: yes

Description of renewals:

The Contract will be reviewed at the end of the Initial Term and with an option, exercisable at the Council’s sole and absolute discretion, to extend the Contract. Moreover, this Contract will be reviewed at the end of the resultant contract period.

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 5

Objective criteria for choosing the limited number of candidates:

As detailed in the selection questionnaire.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

As stated in the procurement documents.

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents

III.1.5)Information about reserved contracts

III.2)Conditions related to the contract

III.2.1)Information about a particular profession

III.2.2)Contract performance conditions:

III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Competitive procedure with negotiation

IV.1.3)Information about a framework agreement or a dynamic purchasing system

IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated

IV.1.5)Information about negotiation

The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations

IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes

IV.2)Administrative information

IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 03/12/2018

Local time: 12:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 12 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

VI.3)Additional information:

To access this procurement opportunity please visit www.supplyhertfordshire.uk and follow the on-screen guidance. In accordance with Regulation 53 of The Public Contracts Regulations 2015, the Council’s procurement documents are available within the e-Tendering system. This procurement process is being conducted in successive stages and you will only be invited to submit an initial tender if you have been successful and shortlisted from the first stage, i.e. pre-qualification. If you wish to be considered you must complete and submit a completed Selection Questionnaire (SQ) by the specified closing date and time. Submissions cannot be uploaded after this return deadline. If you are experiencing problems In-Tend offer a help section which includes a dedicated UK support desk which can be contacted via email: support@in-tend.com or Telephone: +44 1144070065 for any website / technical questions, Monday to Friday, 8:30 — 17:30. Other than the Selection Questionnaire (SQ), the procurement documentation submitted at the date of this Notice is draft documentation and the Council reserves the right to amend, augment and supplement any document. The Council intends to select between 4 to 6 tenderers to submit Initial Tenders. However it reserves the right to select or negotiate with fewer if there are fewer suitable candidates or compliant bids or more if necessary to ensure meaningful competition. The Council intends to conduct the competitive negotiations in successive stages in order to reduce the number of tenders to be negotiated by applying the award criteria specified in the procurement documents. The Council reserves the right to require a parent company guarantee and / or bond from the successful tenderer. The Council reserves the right at any time to cease the procurement process and not award a Contract or to award only part of the opportunity described in this notice. If the Council takes up this right, then they will not be responsible for or pay the expenses or losses, which may be incurred by any organisation or tenderer as a result. Organisations interested in this contract opportunity should also note that the Council reserves the right at any time to abandon the process. The Council undertakes to hold confidential any information provided in the proposal submitted, subject to the Council’s obligations under the law including the Freedom of Information Act 2000. If the organisation considers that any of the information submitted in the proposal should not be disclosed because of its sensitivity then this should be stated with the reason for considering it sensitive. The Council will then endeavour to consult with the applicant about such sensitive information when considering any request received under the Freedom of Information Act 2000 before replying to such a request. The Council reserves the right to carry out additional financial checks on all organisations bidding for this opportunity at any time during the procurement process. This is to ensure that they continue to meet the Council’s requirements and remain financially viable to fulfil the requirements under the Contract.

VI.4)Procedures for review

VI.4.1)Review body

High Court England and Wales
The Strand
London
WC2A 2LL
United Kingdom

VI.4.2)Body responsible for mediation procedures

High Court England and Wales
The Strand
London
WC2A 2LL
United Kingdom

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

The Contracting Authority will incorporate a minimum 10 calendar day (when using electronic means) standstill period at the point information on the award of the Contract is communicated to tenderers. This period allows unsuccessful tenderers to challenge the decision to award a Contract before a contract is executed / signed (as appropriate). The Public Contracts Regulations 2015 (‘Regulations’) provide for aggrieved parties who have been harmed or at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought promptly and within the time limits as defined in the above regulations. Where a Contract has not been entered into the court may order the setting aside of the award decision or order the contracting authority to amend any document and may award damages. If the Contract has been entered into the court has the options to award damages and/or to shorten or order the Contract ineffective.

VI.4.4)Service from which information about the review procedure may be obtained

East Herts District Council
Wallfields
Hertford
SG13 8EQ
United Kingdom

VI.5)Date of dispatch of this notice:

02/11/2018