Grounds Maintenance and Communal and Window Cleaning Tender

Grounds Maintenance and Communal and Window Cleaning Tender

The provision of grounds maintenance and communal cleaning which incorporates window cleaning are divided into separate Lots of work through London and Quadrant’s 7 neighbourhoods throughout London, South East and Home counties.

UK-London: Grounds maintenance services

2013/S 038-060132

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

London and Quadrant Housing Trust (L&Q)
One Kings Hall Mews, Lewisham
For the attention of: Paul Sutcliffe
SE13 5JQ London
UNITED KINGDOM
Telephone: +44 8444069000

Internet address(es):

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

Address of the buyer profile: http://www.mytenders.org/search/Search_AuthProfile.aspx?ID=AA0209

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: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Body governed by public law
I.3)Main activity

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:

Grounds Maintenance and Communal and Window Cleaning.
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: London and South East.
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)

The provision of grounds maintenance and communal cleaning which incorporates window cleaning are divided into separate Lots of work through London and Quadrant’s 7 neighbourhoods throughout London, South East and Home counties.
Grounds Maintenance
London & Quadrant Housing Trust is committed to providing a clean and healthy environment for its Residents. The Conditions and Specification require the Contractor to provide a high quality of service in the maintenance and upkeep of Trust grounds.
The basic service is to maintain garden areas of designated properties to the satisfaction of L&Q residents.
These services include:
— Grass cutting, edging and removal of cuttings;
— Pre-cut litter removal;
— Hedge cutting;
— Maintenance of beds and shrubs;
— Pruning;
— Hard surface maintenance;
— Whole site maintenance;
— Graffiti removal;
— Tree maintenance;
— Cleaning of bin stores and paladins.
Communal Cleaning and Window Cleaning.
The provision of Building Cleaning services comprising of the following:
Routine cleaning – the undertaking of routine visits as necessary to individual schemes as per the frequency matrix detailed in the Invitation to Tender stage;
— Responsive cleaning – the undertaking of specific cleaning as and when required as directed by the Group, to be undertaken within set priority times and which will be reimbursed against a schedule of rates;
— Emergency work – work that is required to be undertaken immediately, within a 24 hour response period, to safeguard the well-being of tenants/residents; and
— Out of Hours Emergency work – work that is required to be undertaken outside of the contracted normal working hours.
Scope of works for cleaning, include the following:
— Communal Entrances and Corridors;
— Doors;
— Windows;
— Flooring;
— Timberwork;
— Communal Stairs;
— Internal Windows;
— Flooring;
— Handrails;
— Communal Lounges;
— Refuse Room;
— Laundry Room;
— Communal Kitchens;
— Communal WC & Shower Rooms;
— Guest Rooms;
— Bin stores.
These services will be undertaken on L&Q’s stock portfolio including (but not limited to):
— General needs properties, tenure build;
— Supported and sheltered housing;
— Staff office accommodation;
— Training and community facilities.
These services will be contracted for a length of 5 years with a possible further five, one year extensions based on continual satisfactory performance. Performance will be reviewed quarterly with options to terminate if the level of performance does not meet L&Q expectations. The work required will be geographically spread across greater London, the South East, South and South West of England.
Normal working hours are subject to negotiation but should be considered as 8am to 6pm, Monday to Friday, plus Saturday mornings 9am to 1pm.
NOTE: To register your interest in this notice and obtain any additional information please visit the myTenders Web Site at http://www.myTenders.org/Search/Search_Switch.aspx?ID=95836

The awarding authority has indicated that it will accept electronic responses to this notice via a ‘Tender Submission Postbox’ facility. Further details of this facility are available at http://www.myTenders.org/PostBox/Postbox_Explain.aspx?ID=95836

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems. The postbox closes precisely at the time stated.

II.1.6)Common procurement vocabulary (CPV)

77314000, 90911000

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:

There will be a total of 14 lots which are divided into providing service for grounds maintenance and separate lots for providing communal cleaning services including window cleaning within each neighbourhood. The geographical maps of the neighbourhood teams are detailed at the back of the PQQ document.
L&Q is an innovative and developing Housing Association and there is every likelihood that during the period of the Contract the overall number of schemes, may increase by acquisition/stock transfer and/or merger.
There is also a possibility that some properties will be the subject of a disposal programme and, in certain circumstances, the number of schemes in the work packages may decrease on a year-on-year basis.
L&Q may therefore wish to amend the number of schemes in the Contract package.
II.2.2)Information about options

Options: yes
Description of these options: Each contract will run for an initial period of five (5) years with the option to extend each contract individually (at the Contracting Authority’s discretion) for a further five (5) years on an annual renewable basis. The duration of the contract will be dependent on measured performance meeting the required high levels of delivery.
Provisional timetable for recourse to these options:
in months: 60 (from the award of the contract)
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 5
II.3)Duration of the contract or time limit for completion

Duration in months: 120 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Grounds Maintenance – North Neighbourhood

1)Short description

London & Quadrant Housing Trust is committed to providing a clean and healthy environment for its Residents. The Conditions and Specification require the Contractor to provide a high quality of service in the maintenance and upkeep of Trust grounds.
The provision of Grounds Maintenance services comprising of the following:
— Routine grounds maintenance – the undertaking of routine visits as necessary to individual schemes as per the frequency matrix detailed in the Invitation to Tender stage;
— Responsive grounds maintenance – the undertaking of specific grounds maintenance as and when required as directed by the Group, to be undertaken within set priority times and which will be reimbursed against a meter squared schedule of rates which will be detailed at the Invitation To Tender stage;
— Emergency work – work that is required to be undertaken immediately, within a 24 hour response period, to safeguard the well-being of tenants/residents; and
— Out of Hours Emergency work (4 hour call out) – work that is required to be undertaken outside of the contracted normal working hours.
The grounds maintenance services include:
— Grass cutting, edging and removal of cuttings;
— Pre-cut litter removal;
— Hedge cutting;
— Maintenance of beds and shrubs;
— Pruning;
— Hard surface maintenance;
— Whole site maintenance;
— Graffiti removal;
— Tree maintenance;
— Cleaning of bin stores and paladins.
2)Common procurement vocabulary (CPV)

77314000

3)Quantity or scope

223 Estates across the following boroughs: Barnet, Camden, Westminster, Enfield, Hackney, Hammersmith and Fulham, Haringey, Islington and Kensington and Chelsea.
Estimated value excluding VAT:
Range: between 273 000 and 370 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Grounds Maintenance – North East Neighbourhood

1)Short description

London & Quadrant Housing Trust is committed to providing a clean and healthy environment for its Residents. The Conditions and Specification require the Contractor to provide a high quality of service in the maintenance and upkeep of Trust grounds.
The provision of Grounds Maintenance services comprising of the following:
— Routine grounds maintenance – the undertaking of routine visits as necessary to individual schemes as per the frequency matrix detailed in the Invitation to Tender stage;
— Responsive grounds maintenance – the undertaking of specific grounds maintenance as and when required as directed by the Group, to be undertaken within set priority times and which will be reimbursed against a meter squared schedule of rates which will be detailed at the Invitation To Tender stage;
— Emergency work – work that is required to be undertaken immediately, within a 24 hour response period, to safeguard the well-being of tenants/residents; and
— Out of Hours Emergency work (4 hour call out) – work that is required to be undertaken outside of the contracted normal working hours.
The grounds maintenance services include:
— Grass cutting, edging and removal of cuttings;
— Pre-cut litter removal;
— Hedge cutting;
— Maintenance of beds and shrubs;
— Pruning;
— Hard surface maintenance;
— Whole site maintenance;
— Graffiti removal;
— Tree maintenance;
— Cleaning of bin stores and paladins.
2)Common procurement vocabulary (CPV)

77314000

3)Quantity or scope

141 estates across the following boroughs: Barking and Dagenham, Basildon, Brentwood, Castle Point, Epping Forest, Harlow, Havering, Ipswich, Maldon, Newham, Redbridge, Rochford, Southend-on-Sea, Tendring, Tower Hamlits, Uttlesford and Waltham Forest.
Estimated value excluding VAT:
Range: between 630 000 and 855000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 3 Lot title: Grounds Maintenance – South East Neighbourhood

1)Short description

London & Quadrant Housing Trust is committed to providing a clean and healthy environment for its Residents. The Conditions and Specification require the Contractor to provide a high quality of service in the maintenance and upkeep of Trust grounds.
The provision of Grounds Maintenance services comprising of the following:
— Routine grounds maintenance – the undertaking of routine visits as necessary to individual schemes as per the frequency matrix detailed in the Invitation to Tender stage;
— Responsive grounds maintenance – the undertaking of specific grounds maintenance as and when required as directed by the Group, to be undertaken within set priority times and which will be reimbursed against a meter squared schedule of rates which will be detailed at the Invitation To Tender stage;
— Emergency work – work that is required to be undertaken immediately, within a 24 hour response period, to safeguard the well-being of tenants/residents; and
— Out of Hours Emergency work (4 hour call out) – work that is required to be undertaken outside of the contracted normal working hours.
The grounds maintenance services include:
— Grass cutting, edging and removal of cuttings;
— Pre-cut litter removal;
— Hedge cutting;
— Maintenance of beds and shrubs;
— Pruning;
— Hard surface maintenance;
— Whole site maintenance;
— Graffiti removal;
— Tree maintenance;
— Cleaning of bin stores and paladins.
2)Common procurement vocabulary (CPV)

77314000

3)Quantity or scope

117 Estates across the following boroughs: Bromley and Lewisham.
Estimated value excluding VAT:
Range: between 397 000 and 537 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 4 Lot title: Grounds Maintenance – South West Neighbourhood

1)Short description

London & Quadrant Housing Trust is committed to providing a clean and healthy environment for its Residents. The Conditions and Specification require the Contractor to provide a high quality of service in the maintenance and upkeep of Trust grounds.
The provision of Grounds Maintenance services comprising of the following:
— Routine grounds maintenance – the undertaking of routine visits as necessary to individual schemes as per the frequency matrix detailed in the Invitation to Tender stage;
— Responsive grounds maintenance – the undertaking of specific grounds maintenance as and when required as directed by the Group, to be undertaken within set priority times and which will be reimbursed against a meter squared schedule of rates which will be detailed at the Invitation To Tender stage;
— Emergency work – work that is required to be undertaken immediately, within a 24 hour response period, to safeguard the well-being of tenants/residents; and
— Out of Hours Emergency work (4 hour call out) – work that is required to be undertaken outside of the contracted normal working hours.
The grounds maintenance services include:
— Grass cutting, edging and removal of cuttings;
— Pre-cut litter removal;
— Hedge cutting;
— Maintenance of beds and shrubs;
— Pruning;
— Hard surface maintenance;
— Whole site maintenance;
— Graffiti removal;
— Tree maintenance;
— Cleaning of bin stores and paladins.
2)Common procurement vocabulary (CPV)

77314000

3)Quantity or scope

148 Estates across the following boroughs: Crawley, Croydon, Elmbridge, Epsom and Ewell, Guildford, Horsham, Kingston upon Thames, Merton, Mid Sussex, Mole Valley, Reigate and Banstead, Richmond upon Thames, Sutton, Tandridge, Tonbridge and Malling, Wandsworth, Waverley and Woking.
Estimated value excluding VAT:
Range: between 379 000 and 514 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 5 Lot title: Grounds Maintenance – South Neighbourhood

1)Short description

London & Quadrant Housing Trust is committed to providing a clean and healthy environment for its Residents. The Conditions and Specification require the Contractor to provide a high quality of service in the maintenance and upkeep of Trust grounds.
The provision of Grounds Maintenance services comprising of the following:
— Routine grounds maintenance – the undertaking of routine visits as necessary to individual schemes as per the frequency matrix detailed in the Invitation to Tender stage;
— Responsive grounds maintenance – the undertaking of specific grounds maintenance as and when required as directed by the Group, to be undertaken within set priority times and which will be reimbursed against a meter squared schedule of rates which will be detailed at the Invitation To Tender stage;
— Emergency work – work that is required to be undertaken immediately, within a 24 hour response period, to safeguard the well-being of tenants/residents; and
— Out of Hours Emergency work (4 hour call out) – work that is required to be undertaken outside of the contracted normal working hours.
The grounds maintenance services include:
— Grass cutting, edging and removal of cuttings;
— Pre-cut litter removal;
— Hedge cutting;
— Maintenance of beds and shrubs;
— Pruning;
— Hard surface maintenance;
— Whole site maintenance;
— Graffiti removal;
— Tree maintenance;
— Cleaning of bin stores and paladins.
2)Common procurement vocabulary (CPV)

77314000

3)Quantity or scope

86 Estates across the following boroughs: Lambeth and Southwark.
Estimated value excluding VAT:
Range: between 162 000 and 220 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 6 Lot title: Grounds Maintenance – Thames Neighbourhood

1)Short description

London & Quadrant Housing Trust is committed to providing a clean and healthy environment for its Residents. The Conditions and Specification require the Contractor to provide a high quality of service in the maintenance and upkeep of Trust grounds.
The provision of Grounds Maintenance services comprising of the following:
— Routine grounds maintenance – the undertaking of routine visits as necessary to individual schemes as per the frequency matrix detailed in the Invitation to Tender stage;
— Responsive grounds maintenance – the undertaking of specific grounds maintenance as and when required as directed by the Group, to be undertaken within set priority times and which will be reimbursed against a meter squared schedule of rates which will be detailed at the Invitation To Tender stage;
— Emergency work – work that is required to be undertaken immediately, within a 24 hour response period, to safeguard the well-being of tenants/residents; and
— Out of Hours Emergency work (4 hour call out) – work that is required to be undertaken outside of the contracted normal working hours.
The grounds maintenance services include:
— Grass cutting, edging and removal of cuttings;
— Pre-cut litter removal;
— Hedge cutting;
— Maintenance of beds and shrubs;
— Pruning;
— Hard surface maintenance;
— Whole site maintenance;
— Graffiti removal;
— Tree maintenance;
— Cleaning of bin stores and paladins.
2)Common procurement vocabulary (CPV)

77314000

3)Quantity or scope

129 Estates across the following boroughs: Ashford, Bexley, Dartford, Gravesham, Greenwich and Medway.
Estimated value excluding VAT:
Range: between 575 000 and 779 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 7 Lot title: Grounds Maintenance – West Neighbourhood

1)Short description

London & Quadrant Housing Trust is committed to providing a clean and healthy environment for its Residents. The Conditions and Specification require the Contractor to provide a high quality of service in the maintenance and upkeep of Trust grounds.
The provision of Grounds Maintenance services comprising of the following:
— Routine grounds maintenance – the undertaking of routine visits as necessary to individual schemes as per the frequency matrix detailed in the Invitation to Tender stage;
— Responsive grounds maintenance – the undertaking of specific grounds maintenance as and when required as directed by the Group, to be undertaken within set priority times and which will be reimbursed against a meter squared schedule of rates which will be detailed at the Invitation To Tender stage;
— Emergency work – work that is required to be undertaken immediately, within a 24 hour response period, to safeguard the well-being of tenants/residents; and
— Out of Hours Emergency work (4 hour call out) – work that is required to be undertaken outside of the contracted normal working hours.
The grounds maintenance services include:
— Grass cutting, edging and removal of cuttings;
— Pre-cut litter removal;
— Hedge cutting;
— Maintenance of beds and shrubs;
— Pruning;
— Hard surface maintenance;
— Whole site maintenance;
— Graffiti removal;
— Tree maintenance;
— Cleaning of bin stores and paladins.
2)Common procurement vocabulary (CPV)

77314000

3)Quantity or scope

74 Estates across the following boroughs: Brent, Basingstoke & Deane, Bracknell Forest, Chiltern, Ealing, Hillingdon, Hounslow, Reading, Redbridge, Runnymeade, Rushmoor, Slough, South Bucks, South Oxfordshire, Spelthorne, Three Rivers, Vale of White Horse, Watford, Windsor and Maidenhead, Wokingham and Wycombe.
Estimated value excluding VAT:
Range: between 547 000 and 742 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 8 Lot title: Communal Cleaning & Window Cleaning – North Neighbourhood

1)Short description

The provision of Building Cleaning services comprising of the following:
— Routine cleaning – the undertaking of routine visits as necessary to individual schemes as per the frequency matrix detailed in the Invitation to Tender stage;
— Responsive cleaning – the undertaking of specific cleaning as and when required as directed by the Group, to be undertaken within set priority times and which will be reimbursed against a meter squared schedule of rates which will be detailed at the Invitation To Tender stage;
— Emergency work – work that is required to be undertaken immediately, within a 24 hour response period, to safeguard the well-being of tenants/residents; and
— Out of Hours Emergency work (4 hour call out) – work that is required to be undertaken outside of the contracted normal working hours.
Scope of works for cleaning, include the following:
— Communal Entrances and Corridors;
— Doors;
— Windows;
— Flooring (all types);
— Timberwork;
— Communal Stairs;
— Internal Windows;
— Flooring;
— Handrails;
— Communal Lounges;
— Refuse Room;
— Laundry Room;
— Communal Kitchens;
— Communal WC and Shower Rooms;
— Guest Rooms.
Both of these services will be undertaken on L&Q’s stock portfolio including (but not limited to):
— General needs properties, tenure build;
— Supported and sheltered housing;
— Staff office accommodation;
— Training and community facilities;
— Bin stores (including bins).
2)Common procurement vocabulary (CPV)

90911000

3)Quantity or scope

232 estates require communal cleaning service and 13 estates require window cleaning service across the following boroughs: Barnet, Camden, Westminster, Enfield, Hackney, Hammersmith and Fulham, Haringey, Islington and Kensington and Chelsea.
Estimated value excluding VAT:
Range: between 617 000 and 835 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 9 Lot title: Communal Cleaning and Window Cleaning – North East Neighbourhood

1)Short description

The provision of Building Cleaning services comprising of the following:
— Routine cleaning – the undertaking of routine visits as necessary to individual schemes as per the frequency matrix detailed in the Invitation to Tender stage;
— Responsive cleaning – the undertaking of specific cleaning as and when required as directed by the Group, to be undertaken within set priority times and which will be reimbursed against a meter squared schedule of rates which will be detailed at the Invitation To Tender stage;
— Emergency work – work that is required to be undertaken immediately, within a 24 hour response period, to safeguard the well-being of tenants/residents; and
— Out of Hours Emergency work (4 hour call out) – work that is required to be undertaken outside of the contracted normal working hours.
Scope of works for cleaning, include the following:
— Communal Entrances and Corridors;
— Doors;
— Windows;
— Flooring (all types);
— Timberwork;
— Communal Stairs;
— Internal Windows;
— Flooring;
— Handrails;
— Communal Lounges;
— Refuse Room;
— Laundry Room;
— Communal Kitchens;
— Communal WC and Shower Rooms;
— Guest Rooms.
Both of these services will be undertaken on L&Q’s stock portfolio including (but not limited to):
— General needs properties, tenure build;
— Supported and sheltered housing;
— Staff office accommodation;
— Training and community facilities;
— Bin stores (including bins).
2)Common procurement vocabulary (CPV)

90911000

3)Quantity or scope

209 estates require communal cleaning service and 49 estates require window cleaning service across the following boroughs: Barking and Dagenham, Basildon, Brentwood, Castle Point, Epping Forest, Harlow, Havering, Ipswich, Maldon, Newham, Redbridge, Rochford, Southend-on-Sea, Tendring, Tower Hamlets, Uttlesford and Waltham Forest.
Estimated value excluding VAT:
Range: between 740 000 and 1 005 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 10 Lot title: Communal Cleaning and Window Cleaning – South East Neighbourhood

1)Short description

The provision of Building Cleaning services comprising of the following:
— Routine cleaning – the undertaking of routine visits as necessary to individual schemes as per the frequency matrix detailed in the Invitation to Tender stage;
— Responsive cleaning – the undertaking of specific cleaning as and when required as directed by the Group, to be undertaken within set priority times and which will be reimbursed against a meter squared schedule of rates which will be detailed at the Invitation To Tender stage;
— Emergency work – work that is required to be undertaken immediately, within a 24 hour response period, to safeguard the well-being of tenants/residents; and
— Out of Hours Emergency work (4 hour call out) – work that is required to be undertaken outside of the contracted normal working hours.
Scope of works for cleaning, include the following:
— Communal Entrances and Corridors;
— Doors;
— Windows;
— Flooring (all types);
— Timberwork;
— Communal Stairs;
— Internal Windows;
— Flooring;
— Handrails;
— Communal Lounges;
— Refuse Room;
— Laundry Room;
— Communal Kitchens;
— Communal WC and Shower Rooms;
— Guest Rooms.
Both of these services will be undertaken on L&Q’s stock portfolio including (but not limited to):
— General needs properties, tenure build;
— Supported and sheltered housing;
— Staff office accommodation;
— Training and community facilities;
— Bin stores (including bins).
2)Common procurement vocabulary (CPV)

90911000

3)Quantity or scope

169 estates require communal cleaning service and 64 estates require window cleaning service across the following boroughs: Bromley and Lewisham.
Estimated value excluding VAT:
Range: between 351 000 and 475 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 11 Lot title: Communal Cleaning and Window Cleaning – South West Neighbourhood

1)Short description

The provision of Building Cleaning services comprising of the following:
— Routine cleaning – the undertaking of routine visits as necessary to individual schemes as per the frequency matrix detailed in the Invitation to Tender stage;
— Responsive cleaning – the undertaking of specific cleaning as and when required as directed by the Group, to be undertaken within set priority times and which will be reimbursed against a meter squared schedule of rates which will be detailed at the Invitation To Tender stage;
— Emergency work – work that is required to be undertaken immediately, within a 24 hour response period, to safeguard the well-being of tenants/residents; and
— Out of Hours Emergency work (4 hour call out) – work that is required to be undertaken outside of the contracted normal working hours.
Scope of works for cleaning, include the following:
— Communal Entrances and Corridors;
— Doors;
— Windows;
— Flooring (all types);
— Timberwork;
— Communal Stairs;
— Internal Windows;
— Flooring;
— Handrails;
— Communal Lounges;
— Refuse Room;
— Laundry Room;
— Communal Kitchens;
— Communal WC and Shower Rooms;
— Guest Rooms.
Both of these services will be undertaken on L&Q’s stock portfolio including (but not limited to):
— General needs properties, tenure build;
— Supported and sheltered housing;
— Staff office accommodation;
— Training and community facilities;
— Bin stores (including bins).
2)Common procurement vocabulary (CPV)

90911000

3)Quantity or scope

201 estates require communal cleaning service and 16 estates require window cleaning service across the following boroughs: Crawley, Croydon, Elmbridge, Epsom and Ewell, Guildford, Horsham, Kingston upon Thames, Merton, Mid Sussex, Mole Valley, Reigate and Banstead, Richmond upon Thames, Sutton, Tandridge, Tonbridge and Malling, Wandsworth, Waverley and Woking.
Estimated value excluding VAT:
Range: between 528 000 and 716 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 12 Lot title: Communal Cleaning and Window Cleaning – South Neighbourhood

1)Short description

The provision of Building Cleaning services comprising of the following:
— Routine cleaning – the undertaking of routine visits as necessary to individual schemes as per the frequency matrix detailed in the Invitation to Tender stage;
— Responsive cleaning – the undertaking of specific cleaning as and when required as directed by the Group, to be undertaken within set priority times and which will be reimbursed against a meter squared schedule of rates which will be detailed at the Invitation To Tender stage;
— Emergency work – work that is required to be undertaken immediately, within a 24 hour response period, to safeguard the well-being of tenants/residents; and
— Out of Hours Emergency work (4 hour call out) – work that is required to be undertaken outside of the contracted normal working hours.
Scope of works for cleaning, include the following:
— Communal Entrances and Corridors;
— Doors;
— Windows;
— Flooring (all types);
— Timberwork;
— Communal Stairs;
— Internal Windows;
— Flooring;
— Handrails;
— Communal Lounges;
— Refuse Room;
— Laundry Room;
— Communal Kitchens;
— Communal WC and Shower Rooms;
— Guest Rooms.
Both of these services will be undertaken on L&Q’s stock portfolio including (but not limited to):
— General needs properties, tenure build;
— Supported and sheltered housing;
— Staff office accommodation;
— Training and community facilities;
— Bin stores (including bins).
2)Common procurement vocabulary (CPV)

90911000

3)Quantity or scope

106 estates require communal cleaning service and 18 estates require window cleaning service across the following boroughs: Lambeth and Southwark.
Estimated value excluding VAT:
Range: between 221 000 and 300000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 13 Lot title: Communal Cleaning and Window Cleaning – Thames Neighbourhood

1)Short description

The provision of Building Cleaning services comprising of the following:
— Routine cleaning – the undertaking of routine visits as necessary to individual schemes as per the frequency matrix detailed in the Invitation to Tender stage;
— Responsive cleaning – the undertaking of specific cleaning as and when required as directed by the Group, to be undertaken within set priority times and which will be reimbursed against a meter squared schedule of rates which will be detailed at the Invitation To Tender stage;
— Emergency work – work that is required to be undertaken immediately, within a 24 hour response period, to safeguard the well-being of tenants/residents; and
— Out of Hours Emergency work (4 hour call out) – work that is required to be undertaken outside of the contracted normal working hours.
Scope of works for cleaning, include the following:
— Communal Entrances and Corridors;
— Doors;
— Windows;
— Flooring (all types);
— Timberwork;
— Communal Stairs;
— Internal Windows;
— Flooring;
— Handrails;
— Communal Lounges;
— Refuse Room;
— Laundry Room;
— Communal Kitchens;
— Communal WC and Shower Rooms;
— Guest Rooms.
Both of these services will be undertaken on L&Q’s stock portfolio including (but not limited to):
— General needs properties, tenure build;
— Supported and sheltered housing;
— Staff office accommodation;
— Training and community facilities;
— Bin stores (including bins).
2)Common procurement vocabulary (CPV)

90911000

3)Quantity or scope

195 estates require communal cleaning service and 107 estates require window cleaning service across the following boroughs:
Estimated value excluding VAT:
Range: between 432 000 and 586 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 14 Lot title: Communal Cleaning and Window Cleaning – West Neighbourhood

1)Short description

The provision of Building Cleaning services comprising of the following:
— Routine cleaning – the undertaking of routine visits as necessary to individual schemes as per the frequency matrix detailed in the Invitation to Tender stage;
— Responsive cleaning – the undertaking of specific cleaning as and when required as directed by the Group, to be undertaken within set priority times and which will be reimbursed against a meter squared schedule of rates which will be detailed at the Invitation To Tender stage;
— Emergency work – work that is required to be undertaken immediately, within a 24 hour response period, to safeguard the well-being of tenants/residents; and
— Out of Hours Emergency work (4 hour call out) – work that is required to be undertaken outside of the contracted normal working hours.
Scope of works for cleaning, include the following:
— Communal Entrances and Corridors;
— Doors;
— Windows;
— Flooring (all types);
— Timberwork;
— Communal Stairs;
— Internal Windows;
— Flooring;
— Handrails;
— Communal Lounges;
— Refuse Room;
— Laundry Room;
— Communal Kitchens;
— Communal WC and Shower Rooms;
— Guest Rooms.
Both of these services will be undertaken on L&Q’s stock portfolio including (but not limited to):
— General needs properties, tenure build;
— Supported and sheltered housing;
— Staff office accommodation;
— Training and community facilities;
— Bin stores (including bins).
2)Common procurement vocabulary (CPV)

90911000

3)Quantity or scope

213 estates require communal cleaning service and 24 estates require window cleaning service across the following boroughs: Basingstoke and Deane, Bracknell Forest, Brent, Chiltern, Ealing, Hillingdon, Hounslow, Reading, Redbridge, Runnymeade, Rushmoor, Slough, South Bucks, South Oxfordshire, Spelthorne, Three Rivers, Vale of White Horse, Watford, Windsor & Maidenhead, Wokingham and Wycombe.
Estimated value excluding VAT:
Range: between 472 000 and 640 000 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:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
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.
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 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.
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) 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.
(6) A statement of the candidate’s technical facilities; measures for ensuring quality; and their study and research facilities.
(7) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
(8) 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.
(9) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract.
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 7: and maximum number 56
Objective criteria for choosing the limited number of candidates: Bidders may submit an expression of interest for more than one lot, however successful contractors can only win a maximum of four lots, of which only a maximum 2 of each service can be won.
Applicants may apply for multiple Lots but will only be awarded Lots with a cumulative annual value of less than or equal to 3 times the applicants annual turnover.
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

25.3.2013 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

8.4.2013
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 of tenders

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information

The Contracting Authority reserves the right to cancel the procurement at any time and to award part or parts of the Contract. The contracting Authority also reserves the right not to award one or several of the Hubs/Lots.
Economics Operators should note that ALL requests for documentation, queries and submissions must be made via www.mytenders.co.uk no other forms of communications or submission will be accepted. All requests, queries and submissions will be treated confidentially.

(MT Ref:95836)

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Royal Court of Justice
The Strand
WC2A 2LL London
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Contracting Authority shall comply with the requirements of regulation 29A and 32 of the Public Contract Regulation 2006 (which incorporates Directive 2004/12/EC into English Law) as amended to incorporate the requirements of the Remedies Directive (2007/66/EC) when notifying Economic Operators of the outcome of this Procurement.
VI.4.3)Service from which information about the lodging of appeals may be obtained

Cabinet Office
70 Whitehall
SW1A 2AS London
UNITED KINGDOM

VI.5)Date of dispatch of this notice:18.2.2013