Grounds maintenance service for regeneration estates in Staffordshire

Grounds maintenance service for regeneration estates in Staffordshire

The establishment of a framework agreement to provide a grounds maintenance service to various locations within Staffordshire County Councils regeneration estate.

UK-Stafford: grounds maintenance services

2012/S 219-360903

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Staffordshire County Council
Staffordshire Procurement Wedgwood Building Tipping Street
For the attention of: Sarah Lynn
ST16 2DH Stafford
UNITED KINGDOM
Telephone: +44 1785854645
E-mail: sarah.lynn@staffordshire.gov.uk
Fax: +44 1785854660

Internet address(es):

General address of the contracting authority: www.staffordshire.gov.uk/purchasing

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

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:

Provision of grounds maintenance service for regeneration estates in Staffordshire.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 27: Other services
NUTS code UKG24

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Framework agreement with a single operator
Duration of the framework agreement

Duration in years: 4
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 222 000 and 260 000 GBP

II.1.5)Short description of the contract or purchase(s)

The establishment of a framework agreement to provide a grounds maintenance service to various locations within Staffordshire County Councils regeneration estate.
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: 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:

The establishment of a framework agreement to provide a grounds maintenance to service to the following locations within Staffordshire County Councils regeneration estate.
Staffordshire Technology Park Stafford ST18 0FZ.
Kingwood Lakeside Phase 2 Cannock WS11 8JP.
Pye Green Valley Hednesford WS12 4JN.
Washery Pool Burntwood WS7 3JQ.
Cannock Chase Enterprise Centre WS12 0QU.
Delta Way Cannock WS11 0LJ.
Burton Enterprise Centre DE14 2NB.
Waterside Court Burton on Trent DE14 2WQ.
This Procurement is for a framework agreement between the appointed economic operator(s) and the County Council to provide Services on a call-off basis, as and when required. The County Council makes no guarantee as to the volume of business on offer and any volumes given are indicative only and intended as a general guide.
The agreement is to run from 1.4.2013 to 31.3.2016 with an additional option to extend by 12 months from 1.4.2016 to 31.3.2017.
Estimated value excluding VAT:
Range: between 222 000 and 260 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: The initial period of the agreement is to run from 1.4.2013 to 31.3.2016 with the option to extend by a further 12 months from 1.4.2016 to 31.3.2017.
The options will be exercised at the discretion of the County Council.
Provisional timetable for recourse to these options:
in months: 24 (from the award of the contract)
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 1
II.3)Duration of the contract or time limit for completion

Starting 1.4.2013. Completion 31.3.2016

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:

Payments may be made following acceptance by the banking agents of the County Council.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

No special legal form is required by the grouping of providers but each provider will be required to become jointly or severally responsible for the contract before acceptance.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The requirements for minimum economic, financial and technical capacity will be included in the tender documents.
Any tender may be rejected from a company/organisation who interalia.
(a) Is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) Is the subject of proceedings for a declaration of bankruptcy, for an order for compulsory winding up or administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) Has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) Has been guilty of grave professional misconduct proven by any means which the contracting authorities can demonstrate;
(e) Has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) Has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) Is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) Has been the subject of a conviction for participation in a criminal organisation, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26.5.1997 and Article 3(1) of Council Joint Action 98/742/JHA respectively;
(j) Has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) Has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10.6.1991 on prevention of the use of the financial system for the purpose of money laundering.
Please refer to Regulation no 23 of the Public Procurement Regulations 2006 (SI No 5) for additional rejection criteria (see link).
http://www.opsi.gov.uk/si/si2006/20060005.htm

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: Economic operators must be a member of British Association of Landscape Industries (BALI) or equivalent.
Economic operators must be a member of Contractors Health and Safety Assessment Scheme (CHAS) or equivalent.
Submissions may be rejected if Economic Operators are not members of the above trade body or accreditation scheme.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: The applicant must meet the minimum set standards of economic and financial standing to service the term and value of the contract.
Financial checks will be undertaken for economic operators using one or more of the Councils current financial assessors n2check (www.n2check.com), Dun & Bradstreet (www.dnb.co.uk), Experian (www.experian.co.uk). Economic operators will be assessed according to the level of risk stipulated by the financial assessors used.

Any economic operator being given an above average/higher than average risk rating or poorer, by one or more of the assessors used, may be rejected.
Note.
1. It is the responsibility of the economic operator to ensure that the appropriate accounts have been filed and that the credit information held is correct;
2. Should economic operators wish other financial information to be taken into account to support the economic and financial check this should be submitted with the response to the PQQ. SCC reserves the right to request further financial information and to take this into account where necessary in addition to the level of risk stipulated by the financial assessors;
3. For sole traders/partnerships where third party financial assessments are not available the assessment will be undertaken using a financial spreadsheet detailing trading account data for the last three years.
Minimum level(s) of standards possibly required: The organisation should hold as a minimum the following insurance levels or be able to provide with their response, a written statement advising that should they be awarded the contract they will have the required levels of insurance in place for the commencement of the contract.
5 000 000 public liability insurance is required in respect of each and every claim.
5 000 000 employers liability insurance is required in respect of each and every claim.

III.2.3)Technical capacity
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: no

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
IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
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:

PC429
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: 12.12.2012 – 15:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

12.12.2012 – 15:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

4.1.2013
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 tenders

Date: 12.12.2012 – 15:00
Place:

SCC Offices.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Attendance is limited to members of authorities staff.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: July 2015.
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

This is an electronic tender. All requests for information to be sent through the electronic tendering portal andmessaging facility on the Proactis electronic tendering system. How to register.
1. Instructions at http://www.staffordshire.gov.uk/business/procurement/etendering/

2. Follow the link to Proactis E-Tendering (http://www.staffordshire.alito.co.uk). On the main page clickSUPPLIERS then (new user) Register links;

3. Complete the self-registration questions and click the Register button;
4. You will receive a confirmation e-mail with an authentication link (this e-mail may find its way to your trash/junkemail account, so please check);
5. Confirm the authentication and then login into Proactis Suppliers-side;
6. Search the bulletin board for the tender(s) using key words, search criteria etc;
7. Once found, click on the (blue) contract title to register interest against an active tender;
8. Click the Register button and then Continue;
9. The tender will now be in the My Tenders profile area on the main menu;
10. Find the Read Me First document and continue with managing the tender.
If you require urgent assistance regarding the initial usage of the eTendering package please contact theContracting Authority point-of-contact in Section I.1 of this notice. On failure to reach this contact, please immediately e-mail the nature of the difficulty to sp@staffordshire.gov.uk.

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

Staffordshire County Council
UNITED KINGDOM

Body responsible for mediation procedures

This is an electronic tender. All requests for information to be sent through the electronic tendering portal and messaging facility on the Proactis electronic tendering system. Follow the instructions and follow the link to the Proactis E-Tendering. Initially, go to http://www.staffordshire.gov.uk/business/procurement/etendering/UNITED KINGDOM
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Contracting Authority will incorporate a minimum 10 calendar day standstill period (or 15 days where non-electronic or fax methods are used) at the point that an award decision notice is communicated to tenderers. The award decision notice will specify the criteria for the award of the contract/framework agreement, the reasons for the decision, including the characteristics and relative advantages, the name and score of the successful tender and will specify when the standstill period is expected to end or the date before which the contracting authority will not conclude the contract/framework agreement. If an appeal regarding the award of a contract/framework agreement has not been successfully resolved, the Public Contracts (Amendment) Regulations 2009 provide for aggrieved parties who have been harmed or are at risk of a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought promptly (generally within 3 months). The Court may order the setting aside of the award decision or may order the Contracting Authority to amend any document and may award damages. If a framework agreement has been entered into the Court may make a declaration of ineffectiveness or may order that the duration of any relevant specific contract be shortened and additionally may award damages. The time limit for seeking such a declaration is generally 30 days from notification of the award (either by award decision notification or contract award notice depending upon the circumstances) or otherwise 6 months.
VI.4.3)Service from which information about the lodging of appeals may be obtained

This is an electronic tender. All requests for information to be sent through the electronic tendering portal and messaging facility on the Proactis electronic tendering system. Follow the instructions and follow the link to the Proactis E-Tendering. Initially, go to http://www.staffordshire.gov.uk/business/procurement/etendering/UNITED KINGDOM
UNITED KINGDOM

VI.5)Date of dispatch of this notice:9.11.2012