Exeter City Council Cleaning Services Contract

The provision of cleaning services for the Council, to include Civic Centre (Exeter), Housing sites and communal areas. Multiple Lots.

United Kingdom-Exeter: Cleaning services

2018/S 211-482411

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Exeter City Council
Corporate Procurement Team
Exeter
EX1 1JJ
United Kingdom
Contact person: Kerry Nessling
Telephone: +44 1392265262
E-mail: kerry.nessling@exeter.gov.uk
NUTS code: UKK4

Internet address(es):Main address: https://exeter.gov.uk/council-and-democracy/selling-to-the-council/public-sector-procurement-how-we-tender/

Address of the buyer profile: https://exeter.gov.uk/council-and-democracy/selling-to-the-council/public-sector-procurement-how-we-tender/

I.2)Information about joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://exeter.gov.uk/council-and-democracy/selling-to-the-council/public-sector-procurement-how-we-tender/

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be submitted to the following address:

ECCTenders@exeter.gov.uk
Paris Street
Exeter
EX1 1JJ
United Kingdom
Contact person: Kerry Nessling
Telephone: +44 1392265262
E-mail: kerry.nessling@exeter.gov.uk
NUTS code: UKK4Internet address(es):Main address: https://exeter.gov.uk/council-and-democracy/selling-to-the-council/public-sector-procurement-how-we-tender/

Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: https://exeter.gov.uk/council-and-democracy/selling-to-the-council/public-sector-procurement-how-we-tender/

I.4)Type of the contracting authority

Ministry or any other national or federal authority, including their regional or local subdivisions

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Cleaning Services — Offices, Accommodation, Buildings and other Assets

II.1.2)Main CPV code

90910000 – FF01 – FG08 – FG10 – FG09 – FG20 – FG25

II.1.3)Type of contract

Services

II.1.4)Short description:

The provision of cleaning services for the Council, to include Civic Centre (Exeter), Housing sites and communal areas with the Council’s housing stock, plus other buildings and assets which the Council own and/or operate services from.

The tender looks to join up service delivery arrangements through one procurement process. Key objectives are:

— rationalise current fragmented service delivery arrangements,

— compete the spend with a view to assessing competitiveness of service delivery and ensure future value for money.

II.1.5)Estimated total value

Value excluding VAT: 2 940 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes

Tenders may be submitted for all lots

II.2)Description

II.2.1)Title:

Lot 1 — Cleaning Services (Operational Sites — Offices)

Lot No: 1

II.2.2)Additional CPV code(s)

90910000

II.2.3)Place of performance

NUTS code: UKK4

Main site or place of performance:

Exeter UK

II.2.4)Description of the procurement:

Provision of cleaning services with the Civic Centre, Paris Street, Exeter.

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: 640 000.00 GBP

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

Duration in months: 84

This contract is subject to renewal: yes

Description of renewals:

Initial contract period is for 48 months, with options to have 12 month renewals up to maximum of 3.

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

1 of 4 Lots:

— Lot 1: Cleaning Services Operational Sites (Offices);

— Lot 2: Cleaning Services Housing Sites,

— Lot 3: Cleaning Services Other Council Sites, with

— Lot 4: all Lot award.

Prices indicated are purely estimates based on previous spend, but will not necessarily be reflective of the required and revised specifications as presented within the Government documents applicable to this tender.

II.2)Description

II.2.1)Title:

Lot 2 — Cleaning Services (Housing Sites)

Lot No: 2

II.2.2)Additional CPV code(s)

90910000

II.2.3)Place of performance

NUTS code: UK

Main site or place of performance:

Exeter UK

II.2.4)Description of the procurement:

Provision of cleaning services across a range of Housing sites and communal areas, in and across Exeter consisting of Exeter City Council’s Social Housing stock as Social Landlord.

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: 1 700 000.00 GBP

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

Duration in months: 84

This contract is subject to renewal: yes

Description of renewals:

Initial contract period is for 48 months, with options to have annual 12 month renewals up to a maximum of 3.

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

1 of 4 lots:

— Lot 1: Cleaning Services Operational Sites (Offices),

— Lot 2: Cleaning Services Housing Sites,

— Lot 3: Cleaning Services other Council Sites,

— Lot 4: all Lot award.

Prices indicated are purely estimates based on previous spend but will not necessarily be reflective of the required specifications as presented within the procurement documents applicable to this tender.

II.2)Description

II.2.1)Title:

Lot 3 — Cleaning Services (Other Council Sites)

Lot No: 3

II.2.2)Additional CPV code(s)

90910000

II.2.3)Place of performance

NUTS code: UK

Main site or place of performance:

Exeter, UK

II.2.4)Description of the procurement:

Provision of cleaning services across a range of council sites and venues as detailed within the tender documents.

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: 600 000.00 GBP

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

Duration in months: 84

This contract is subject to renewal: yes

Description of renewals:

Initial contract period is for 48 months, with options to have annual 12 month renewals up to a maximum of 3.

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

1 of 4 lots:

— Lot 1: Cleaning Services Operational Sites (Offices),

— Lot 2: Cleaning Services Housing Sites,

— Lot 3: Cleaning Services Other Council Sites,

— Lot 4: all lot award.

Prices indicated are purely estimates based on previous spend but will not necessarily be reflective of the required and revised specifications as presented within the procurement documents applicable to this tender.

II.2)Description

II.2.1)Title:

Lot 4 — Cleaning Services (All Lots – 1,2,3)

Lot No: 4

II.2.2)Additional CPV code(s)

90910000

II.2.3)Place of performance

NUTS code: UK

Main site or place of performance:

Exeter, UK

II.2.4)Description of the procurement:

Provision of cleaning services across Lots 1,2, and 3, being the Civic Centre, Housing Sites and other premises and venues across Exeter.

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: 2 340 000.00 GBP

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

Duration in months: 84

This contract is subject to renewal: yes

Description of renewals:

Initial contract period is for 48 months, with options to have annual 12 month renewals up to a maximum of 3.

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

1 of 4 Lots:

— Lot 1: Cleaning Services Operational Sites (Offices),

— Lot 2: Cleaning Services Housing Sites,

— Lot 3 Cleaning Services Other Council Sites,

— Lot 4 all lot award.

Prices indicated are purely based on previous spend but will not necessarily be reflective of the required and revised specifications as presented within the procurement documents applicable to this tender

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:

Cleaning service — Refer to 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

Open procedure

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

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: 19/12/2018

Local time: 15:00

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: 3 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 20/12/2018

Local time: 11:00

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:

The Contracting Authority shall not be under any obligation to accept any tender.

The Contracting Authority reserves the right to cancel the entire or parts of the tender, without such an action conferring any right to compensation on the tenderers.

The Contracting Authority has no liability to settle any cost incurred by the tenderer as a result of the tendering procedure.

VI.4)Procedures for review

VI.4.1)Review body

City Solicitor and Monitoring Officer (Exeter City Council)
Exeter
United Kingdom

VI.4.2)Body responsible for mediation procedures

City Solicitor and Monitoring Officer (Exeter City Council)
Exeter
United Kingdom

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

The Authority will incorporate a minimum 10 calendar day standstill period at the point that information on the award of the contract is communicated to tenderers. If an appeal regarding the award of contract has not been successfully been resolved then the Public Contract Regulations 2015 provide for aggrieved parties who have been harmed or are at risk of harm be breach of the rules to tack action in the High Court. Any such action must be brought promptly (generally within 3 months).

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

VI.5)Date of dispatch of this notice:

29/10/2018