Garden Assistance Scheme North Lanarkshire

Garden Assistance Scheme North Lanarkshire

Grounds maintenance services.

UK-Motherwell: grounds maintenance services

2012/S 196-322482

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

North Lanarkshire Council
Civic Centre, Windmillhill Street
For the attention of: Executive Director Corporate Services
ML1 1AB Motherwell
UNITED KINGDOM
Telephone: +44 1698302222

Internet address(es):

General address of the contracting authority: http://www.northlanarkshire.gov.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00010

Further information can be obtained from: North Lanarkshire Council
Dalziel Building, 7 Scott Street
Contact point(s): Housing Services
For the attention of: Joe Keen, Assistant Operations Manager
ML1 1SX Motherwell
UNITED KINGDOM
Telephone: +44 1698274197
Internet address: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00010

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: North Lanarkshire Council
Dalziel Building, 7 Scott Street
Contact point(s): Housing Services
For the attention of: Joe Keen, Assistant Operations Manager
ML1 1SX Motherwell
UNITED KINGDOM
Telephone: +44 1698274197
Internet address: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00010

Tenders or requests to participate must be sent to: North Lanarkshire Council
Dalziel Building, 7 Scott Street
Contact point(s): Housing Services
For the attention of: Joe Keen, Assistant Operations Manager
ML1 1SX Motherwell
UNITED KINGDOM
Telephone: +44 16983274197
Internet address: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00010

I.2)Type of the contracting authority

Regional or local authority
I.3)Main activity

General public services
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:

Garden Assistance Scheme 2013-2016.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: Within the geographic boundaries of North Lanarkshire Council.
NUTS code UKM36

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 council operates a Garden Assistance Scheme which comprises 10 routine cyclic maintenance visits to housing properties with garden areas of various sizes and involves cutting grass/lawn areas, digging and weedkilling of fallow strips/borders, hedge cutting, weedkilling and generally keeping garden areas in a good state of repair. The cyclic maintenance will be undertaken at regularly spaced intervals (generally 3-weekly between March and October) and will take place in properties rented from the council, other landlords and owner-occupiers. Also included in the Garden Assistance Scheme is the provision for “one off “works to overgrown gardens.
The number of gardens to be maintained during the contract period cannot be guaranteed as this will change throughout the contract period, including from cut-to-cut, as properties are added to or deleted from the contract. All services are managed locally from one of the council’s 6 main Housing Offices.
For information only:
As at August 2012, a total of 7,372 gardens were being maintained under the Garden Assistance Scheme. Of these, 4,073 were in the North Area and 3,489 were in the South Area.
At at October 2011, a total of 8,153 gardens were being maintained under the Garden Assistance Scheme. Of those, 4,341 were in the North Area and 3,812 were in the South Area.
Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=239445.

II.1.6)Common procurement vocabulary (CPV)

77314000

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:

Estimated value excluding VAT: 3 450 000,00 GBP
II.2.2)Information about options

Options: yes
Description of these options: The contract will be for an initial period of three years with an option at the sole discretion of the council, to extend for a further one year.
Pursuant to Regulations 14(1)(d) (ii) and 14(5) of the Public Contracts (Scotland) Regulations 2012, notification is given that contracts for new work, works or services which would be a repetition of the work or works carried out or the services provided under the contract(s) relating to this notice may be awarded using the negotiated procedure in accordance with Regulation 14(1)(d)(ii) (subject to the procedure for such award being commenced within 3 years of relevant contract relating to this notice being entered into).
II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Duration in months: 48 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: North Area: Airdrie, Coatbridge, Cumbernauld, Kilsyth, Mooodiesburn.

1)Short description

Garden Assistance Scheme for the council’s north area comprising Airdrie, Coatbridge, Cumbernauld, Kilsyth and Moodiesburn.
2)Common procurement vocabulary (CPV)

77314000

3)Quantity or scope

Provision of a Garden Assistance Scheme comprising 10 routine cyclic maintenance visits to housing properties with garden areas of various sizes and involves cutting grass/lawn areas, digging and weedkilling of fallow strips/borders, hedge cutting, weedkilling and generally keeping garden areas in a good state of repair. The cyclic maintenance will be undertaken at regularly spaced intervals (generally 3-weekly between March and October) and will take place in properties rented from the council, other landlords and owner-occupiers. Also included in the Garden Assistance Scheme is the provision for “one off “works to overgrown gardens. The number of gardens to be maintained during the contract period cannot be guaranteed as this will change throughout the contract period, including from cut-to-cut, as properties are added to or deleted from the contract. All services are managed locally from one of the council’s 6 main Housing Offices.
For information only:
At August 2012 a total of 4 073 gardens were being maintained in the north area. At October 2011 a total of 4 341 gardens were being maintained in the north area.
Estimated value excluding VAT: 1 850 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: South Area: Bellshill, Viewpark, Motherwell, Wishaw, Shotts

1)Short description

Garden Assistance Scheme for the council’s south area comprising Bellshill, Viewpark, Motherwell, Wishaw and Shotts.
2)Common procurement vocabulary (CPV)

77314000

3)Quantity or scope

Provision of a Garden Assistance Scheme comprising 10 routine cyclic maintenance visits to housing properties with garden areas of various sizes and involves cutting grass/lawn areas, digging and weedkilling of fallow strips/borders, hedge cutting, weedkilling and generally keeping garden areas in a good state of repair. The cyclic maintenance will be undertaken at regularly spaced intervals (generally 3-weekly between March and October) and will take place in properties rented from the council, other landlords and owner-occupiers. Also included in the Garden Assistance Scheme is the provision for “one off “works to overgrown gardens. The number of gardens to be maintained during the contract period cannot be guaranteed as this will change throughout the contract period, including from cut-to-cut, as properties are added to or deleted from the contract. All services are managed locally from one of the council’s 6 main Housing Offices.
For information only:
At August 2012 a total of 3 489 gardens were being maintained in the south area. At October 2011 a total of 3 812 gardens were being maintained in the south area.
Estimated value excluding VAT: 1 600 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

The council reserves the right to require deposits, guarantees, bonds or other forms of appropriate security as a condition of selection for invitation to tender.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Details will be provided in the Invitation to Tender document.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Where a consortium or other grouping of suppliers submits a bid, such consortia or grouping must nominate a lead organisation to deal with the council on all matters relating to the contract. All consortium members or grouping will be required to be jointly and severally liable with respect to the obligations and liabilities relating to the contract.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The successful contractor and its supply chain may be required to actively participate in the achievement of social, environmental and/or sustainability policy objectives relating to local regeneration, social and economic growth, recruitment, employment and training and supply chain initiatives. Accordingly contract performance conditions and evaluation criteria may relate in particular to social and environmental considerations. Details will be set out in the PQQ document and the Invitation To Tender document.
.
The council is of the view that the Transfer of Undertakings (Protection of Employment) Regulations 2006 (SI 2006/246) and the Acquired Rights Directive (2001/23/EC) may apply to any contract awarded in respect of the services referred to.
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: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.
(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established
(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.
As detailed in the Pre-Qualification Questionnaire attached to this contract notice.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide a reference from their bank.
(2) All candidates will be required to provide evidence of relevant professional risk indemnity insurance.
(3) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice.
(4) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.
As detailed in the Pre-Qualification Questionnaire attached to this contract notice.
Minimum level(s) of standards possibly required: As set out in the Pre-Qualification Questionnaire attached to this contract notice.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(1) A statement of the candidate’s average annual number of staff and managerial staff over the previous 3 years
(2) Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract;
(3) All candidates will be required to provide certification from an independent body attesting conformity to environmental management standards in accordance with the Community Eco-Management and Audit Scheme (EMAS); or the European standard BS EN ISO 14001.
(4) All candidates will be required to provide certification drawn up by an independent body attesting the compliance of the economic operator with quality assurance standards based on the relevant European standards.
(5) Certificates drawn up by official quality control institutes or agencies of recognised competence attesting the conformity of products clearly identified by references to specifications or standards.
(6) Samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so requests.
(7) A statement of the principal goods sold or services provided by the supplier or the services provider in the past 3 years, detailing the dates on which the goods were sold or the services provided; the consideration received; the identity of the person to whom the goods were sold or the services were provided
(8) A check may be carried out by the contracting authority or by a competent official body of the State in which the candidate is established, to verify the technical capacity of the candidate; and if relevant, on the candidates study and research facilities and quality control measures;
(9) A statement of the candidate’s technical facilities; measures for ensuring quality; and their study and research facilities;
(10) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
(11) A statement of the technicians or technical services available to the candidate to carry out the work under the contract; or be involved in the production of goods or the provision of services under the contract; particularly those responsible for quality control, whether or not they are independent of the candidate.
(12) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract.
(13) A list of works carried out over the past 5 years, detailing the value of the consideration received; when and where the work or works were carried out; and whether they were carried out according to the rules of the trade or profession and properly completed.
As detailed in the Pre-Qualification Questionnaire attached to this contract notice.
Minimum level(s) of standards possibly required:
As set out in the Pre-Qualification Questionnaire attached to this contract notice.
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

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: 5
Objective criteria for choosing the limited number of candidates: As detailed in the Pre-Qualification Questionnaire attached to this contract notice.
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
IV.3.4)Time limit for receipt of tenders or requests to participate

8.11.2012 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

12.11.2012
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
VI.2)Information about European Union funds
VI.3)Additional information

Requests to participate must be by way of completion and return of the Pre-Qualification Questionnaire (PQQ) in hard-copy format which is attached to this contract notice by the date and time specified in Section IV.3.4 and to the address specified in Annex A.III of this contract notice. To access the PQQ and supporting documentation candidates will firstly need to register, if they have not already done so, on the Public Contracts Scotland website and then express interest in this particular procurement via the website link specified in Section II.1.5 of this contract notice. The council reserves the right not to award any contract as a result of the procurement process initiated by this notice and in such event will not be liable for any costs incurred by any party.
(SC Ref:239445).
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 council will incorporate a minimum 10 calendar day standstill period following electronic notification (minimum of 15 calendar days for any other means of communication) to unsuccessful applicants of the award decision. A tenderer that suffers, or risks suffering, loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2012 may bring proceedings in the Sheriff Court or the Court of Session.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:9.10.2012