Grounds Maintenance Services Contract 2015-2019 Kent

Grounds Maintenance Services Contract 2015-2019 Kent

The contract makes provision for the frequency of grass cuts to reduce or increase and to remove or add areas from the contract in the council’s discretion.

United Kingdom-West Malling: Grounds maintenance services

2014/S 053-088648

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Tonbridge and Malling Borough Council
Gibson Buidling, Gibson Drive, Kings Hill, Kent
Contact point(s): Dartford Borough Council Procurement Team
ME19 4LZ West Malling
UNITED KINGDOM
Telephone: +44 1322343315
E-mail: procurement@dartford.gov.uk
Fax: +44 1322343958

Internet address(es):

General address of the contracting authority: www.tmbc.gov.uk

Further information can be obtained from: Procurement Team at Dartford Borough Council
Dartford Borough Council, Civic Centre, Home Gardens
Contact point(s): Procurement Team at Dartford Borough Council
For the attention of: Procurement Team at Dartford Borough Council
DA1 1DR Dartford
UNITED KINGDOM
Telephone: +44 1322343315
E-mail: procurement@dartford.gov.uk
Fax: +44 1322343958
Internet address: www.dartford.gov.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: South East Business Portal (SEBP)
Dartford Borough Council, Civic Centre, Home Gardens
Contact point(s): Procurement Team at Dartford Borough Council
For the attention of: Procurement Team at Dartford Borough Council
DA1 1DR Dartford
UNITED KINGDOM
Telephone: +44 1322343315
E-mail: procurement@dartford.gov.uk
Fax: +44 1322343958
Internet address: www.businessportal.southeastiep.gov.uk

Tenders or requests to participate must be sent to: South East Business Portal (SEBP)
Dartford Borough Council, Civic Centre, Home Gardens
Contact point(s): Procurement Team at Dartford Borough Council
For the attention of: Procurement Team at Dartford Borough Council
DA1 1DR Dartford
UNITED KINGDOM
Telephone: +44 1322343315
E-mail: procurement@dartford.gov.uk
Fax: +44 1322343958
Internet address: www.businessportal.southeastiep.gov.uk

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:

Grounds Maintenance Services Contract 2015-2019.
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: Grounds Maintenance Services as described in the Specification in the administrative area of Tonbridge & Malling Borough Council.
NUTS code UKJ4

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)

Grounds maintenance services on amenity areas, sportsgrounds and in connection with a cemetery, an ancient monument and other civic areas. The contract makes provision for the frequency of grass cuts to reduce or increase and to remove or add areas from the contract in the council’s discretion. In the event of an increase or decrease in the number of cuts or any such additions/deletions of areas from the contract requirements the contract price may increase or decrease accordingly. The pricing mechanism for any such changes is outlined within the Contract documents.
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:

As described in II.1.5 above. The work comprises grass cutting, maintenance of shrubs, shrub beds, hedges, grave spaces, (including grave digging), planting and maintenance of annual bedding schemes, maintenance of sports pitches (including football, rugby,cricket, bowls, baseball and tennis courts), maintenance of grassed areas (including fine turf) ditches, ponds, watercourses, weed control, cleansing of paths and internal roads.
There will be an option in addition to the other services for inspection and maintenance of trees, play areas and equipment to be carried out by the successful candidate. There will also be options for a different base level of service to be undertaken by reducing the number of cuts required either with or without the inspection and maintenance service for trees and playgrounds and equipment included. The range given below represents our best estimate of value across these different options. The contract also makes provision for the frequency of cuts to change or the areas of land covered by the contract which is outlined in II 1.5 above. These potential changes will be priced by the Contractor in the contract documents.
Estimated value excluding VAT:
Range: between 450 000 and 600 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: The Contract may be extended by the Council in its discretion (and subject to satisfactory performance) for up to a further 5 years. The time frame for recourse to this is outlined below.
The Council may award either a contract including the tree, playground and equipment inspection and maintenance works or excluding them. Candidates should submit two tender sums, one including such work (option A) and one excluding it (option B). The Council will in addition require two further tender sums in respect of Option C – a reduced specification for grass cutting coupled with Option A, and Option D – a reduced specification for grass cutting coupled with Option B.
The Council will determine in its absolute discretion which option will apply to the Contract if it decides to award a contract.
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: 1
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 60 (from the award of the contract)
II.3)Duration of the contract or time limit for completion

Starting 1.1.2015. Completion 31.12.2019

Section III: Legal, economic, financial and technical information

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

Deposit of 10 % of annual contract sum may be required or parent company or other guarantee if appropriate.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Annual contract sum to be paid in 12 equal monthly instalments in arrears as more fully described in the conditions of contract.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Joint and several.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Please see specification and conditions of contract which contain social and environmental conditions. The successful supplier will have in place for the duration of the Contract to be awarded public liability insurance and employers liability insurance to a minimum value of 10 000 000 GBP each.
The conditions of contract which will apply to the contract contain social and environmental conditions for compliance with the Workforce matters Code and the Equality Act 2010. The conditions of contract will be provided with the Invitation to tender.
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: Information and formalities necessary for evaluating if requirements are met:
Criteria for rejection in directive 2004/18/EC Article 45 “personal situation of candidate of tender” certification required in format attached to the Pre-tender questionnaire (available on request) In addition any supplier may be disqualified who is
(a) bankrupt or is being wound up, or whose affairs are being administered by the court, or who has entered into an arrangement with creditors or who is in any analagous situation arising from a similar procedure under national laws and regulations.
(b) Are the subject of proceedings for a declaraton of bankruptcy, for an order for compulsory winding up or administration by the court or for an arrangement with creditors or are the subject of any similar proceedings under national laws or regulations;
(c) Has been guilty of grave professional misconduct proven by any means which the contracting authority can justify,
(d) Are guilty of serious misrepresentation in supplying the information required under the provision of the Diriective or the criteria for qualitative selection.
The supplier is required to fill in a pre-qualitification questionnaire.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Information and formalities necessary for evaluating if requirements are met:
Details are set out in the pre-qualification questionnaire and include:
(a) a signed copy of the most recent audited accounts that cover the last 2 years for the supplier or for the period that is available if trading for less then two years (not an extract).
(b) a statement of the supplier’s turnover, profit and loss and cash flow position for the most recent full year of trading (or part year if the full year details are not available) and an end period balance sheet where this
information is not available in an audited form at (a).
(c) Where the information at (b) cannot be provided, a statement of the supplier’s cash flow forecast for the current year and a bank letter outlining the current cash and credit facility position.
Suppliers must be able to demonstrate financial stability. Suppliers should also be able to demonstrate the availability of financial resources appropriate to such an undertaking allowing for the value and duration of the Contract.
They should be able to provide public and employers liability insurance at 10 000 000 GBP for each. Full details of the standards required are set out in the pre-qualificiation questionnaire.
Minimum level(s) of standards possibly required: SOUND FINANCIAL STANDING
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Information and formalities necessary for evaluating if requirements are met:
(a) suppliers to provide details of the three most recent and appropriate services provided to public sector and/or other clients , including client name address and contact details, contract name, value, date of award duration and description of work/services.
(b) Suppliers will be required to disclose any formal enforcement action for contravention of any Health and Safety legislation in the country in which they are established during the last 3 years and to demonstrate their commitment to health and safety.
(c) details of customer care policy and procedures to be provided.
(d) details of national, regional and local management structure including qualifications to be provided including organsiational chart.
Full details of requirements are set out in the Pre-Qualification Questionnaire.
Minimum level(s) of standards possibly required:
Minimum of three years experience of ground maintenance services and staff have skills required for this type of 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 5: and maximum number 8
Objective criteria for choosing the limited number of candidates: As stated in the pre-qualification questionnaire documents (PQQ).
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 below

1. Price. Weighting 50

2. Quality. Weighting 50

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:

DNWA-9GYHP9.
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: 17.4.2014 – 16:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

17.4.2014 – 16:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

20.6.2014
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

Date: 31.7.2014 – 12:00
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: TMBC Cabinet Member for Finance, Chief Executive, Monitoring Officer and Chief Internal Auditor or their representatives. It is envisated that the tenders will be opened on the same day as the submission deadline (31.7.2014 after midday).

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
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

Tonbridge & Malling Borough Council reserve the right not to award any contract in their absolute discretion and in the case of an award to have complete discretion whether to award a contract under option A, B, C, or D. It will not be responsible for the costs of any supplier who requested to particiapte in the procurement process or who have been invited to submit a tender.
The range given for the value of the Contract in section II.2.1 above is an annual figure.
All expressions of interest must be made via the South East Business Portal: www.businessportal.southeastiep.gov.uk

The opportunity is listed under Dartford Borough Council who is managing the procurement process on behalf of Tonbridge & Malling Borough Council. If you are not registered on the South East Business Portal you will need to register to express your interest. The link to access the PQQ will be sent via e-mail once you have expressed your interest.
The sub-criteria in respect of quality and price will be set out in the Invitation to tender. The date for issuing the tender documents is 20 June 2014. This date is only an estimate and if the evaluation process is quicker or longer it will change.
The deadline for submission of tenders for those being invited to tender is currently 12 noon on Thursday 31 July 2014. The date will be confirmed in the invitation to tender which will be sent to those who are selected to tender.

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

Royal Courts of Justice
The Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

Body responsible for mediation procedures

Royal Courts of Justice
The Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: In accordance with regulation 32 (information about contract award procedures and application of standstill period prior to award) and regulation 47 (enforcement of obligations)o fthe Public Contract Regulations 2006.
VI.4.3)Service from which information about the lodging of appeals may be obtained

Office of Government Commerce (OGC)
1 Horse Guards Parade
SW1A 2HQ London
UNITED KINGDOM
Telephone: +44 8540004999

VI.5)Date of dispatch of this notice:11.3.2014