Grounds Maintenance Services Eastbourne

Eastbourne Borough Council and Wealden District Council are seeking to appoint a suitably qualified contractor/s to provide grounds maintenance services.

UK-Eastbourne: grounds maintenance services

2012/S 71-118267

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Eastbourne Borough Council
The Town Hall, Grove Road, Eastbourne, East Sussex
Contact point(s): East Sussex Procurement Hub
For the attention of: Ian Roadnight
BN21 4UG Eastbourne
UNITED KINGDOM
Telephone: +44 1323443235
E-mail: esph@wealden.gov.uk

Internet address(es):

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

Further information can be obtained from: South East Business Portal
website only
Contact point(s): East Sussex Procurement Hub
For the attention of: Procurement Advisor
Eastbourne
UNITED KINGDOM
E-mail: esph@wealden.gov.uk
Internet address: https://www.businessportal.southeastiep.gov.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: South East Business Portal
website only
Contact point(s): East Sussex Procurement Hub
For the attention of: Procurement Advisor
Eastbourne
UNITED KINGDOM
E-mail: esph@wealden.gov.uk
Internet address: https://www.businessportal.southeastiep.gov.uk

Tenders or requests to participate must be sent to: East Sussex Procurement Hub
PO Box 49, Hailsham, East Sussex
Contact point(s): East Sussex Procurement Hub
For the attention of: Procurement Advisor
BN27 2AZ Hailsham
UNITED KINGDOM
E-mail: esph@wealden.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: yes

Wealden District Council
Vicarage Lane, Hailsham, East Sussex
BN27 2AX Hailsham
UNITED KINGDOM

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

WDH674 – grounds maintenance services.

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: East Sussex.
NUTS code UKJ22

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)

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: yes

II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

Eastbourne Borough Council and Wealden District Council are seeking to appoint a suitably qualified contractor/s to provide grounds maintenance services. The core elements of the contract are as follows:
1. Cutting and maintenance of grassed areas on Public Highways, Amenity Areas and Housing Grounds.
2. Pruning and maintenance of shrubs, hedges etc. (Wealden District Council only)
3. Maintenance of beds, borders, hard surface areas and ditches. (Wealden District Council only)
The lead council for this procurement is Eastbourne Borough Council.
Each council has slightly different requirements and these will be made available along with full schedules in the invitation to tender document. It is the intention of each council to enter into a separate contract with the successful contractor/s. Anticipated contract award date is 1st September 2012 and the contractor will be expected to be able to deliver these services from 1st January 2013. The contract length will be 5 years with an option to extend for a further 2 years subject to review.
This procurement is split into two distinct lots as follows:
Lot 1: Grounds Maintenance for Eastbourne Borough Council.
Lot 2: Grounds Maintenance for Wealden District Council.
Potential bidders are invited to express an interest in one or all of the lots. The Councils reserve the right to award both lots to one contractor, award lots separately or not award one or more (or either) lots.
A Pre Qualifying Questionnaire and descriptive document explaining the scope, volume and type of services required are available separately from the South East Business Portal. www.businessportal.southeastiep.gov.uk.

It is the Councils opinion that TUPE is applicable to both Lots of this tender, further details will be given to selected bidders in the Invitation to Tender.
The purpose of tendering these services together is threefold:
1. A reduced total cost of grounds maintenance services across the two councils
2. Common areas of specification and terms to allow for economies of scale, best practice and consistency of approach to be shared.
3. Working together to identify further improvement and efficiency throughout the life of the contract.
Estimated value excluding VAT: 3 500 000,00 GBP

II.2.2)Information about options

Options: no

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: 84 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Grounds Maintenance Services: Eastbourne Borough Council

1)Short description

Lot. 1 is concerned with the cutting and maintenance of some 68 hectares of highway verge, housing and amenity areas throughout the Borough of Eastbourne.

2)Common procurement vocabulary (CPV)

77314000

3)Quantity or scope

The current contract for grounds maintenance (highways verges) currently expires on 31st December 2012 and is concerned with the maintenance of some 68 hectares of highway verge, housing and amenity areas.
The Council considers that TUPE (Transfer of Undertakings (Protection of Employment)) applies to this contract. Full details will be given to organisations selected to submit a tender.
Eastbourne is justly proud of its acclaimed ‘clean and tidy image’ and has invested heavily over years in maintaining environmental standards to the benefits of its residents and many visitors to the Borough. These standards are reflected in success within both the Regional and National ‘In Bloom’ competitions and other externally judged quality awards with Eastbourne being successful in collecting 14 such awards since 1992.
Further information about Eastbourne Borough can be found here:
http://www.eastbourne.gov.uk/eastbourne/

Estimated value excluding VAT: 1 750 000,00 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 84 (from the award of the contract)

5)Additional information about lots

Potential bidders are invited to express an interest in one or all of the lots. The Councils reserve the right to award both lots to one contractor, award lots separately or not award one or more (or either) lots.

Lot No: 2 Lot title: Grounds Maintenance Services: Wealden District Council

1)Short description

Wealden District Council provides a grounds maintenance service throughout the district in respect of its own property as well as certain amenity areas, closed churchyards and the like. The Council’s own property includes Council Offices, Council Housing Estates, Depots, Leisure Centres, Car Parks and Public Conveniences.

2)Common procurement vocabulary (CPV)

77314000

3)Quantity or scope

The service is currently provided in-house and it is the councils intention that the service will be provided by an external contractor from 1st January 2013. The services provided include, but are not limited to; grass cutting of verges, lawned and amenity areas; weed control; pruning and maintenance of tree and shrub areas; trimming established hedges; maintenance of beds and borders and ditch maintenance.
The Council considers that TUPE (Tranfer of Undertakings (Protection of Employment)) applies to this contract. Full details will be given to organisations selected to submit a tender.
Further information about Wealden District can be found here:
http://www.wealden.gov.uk/Wealden/About_Wealden/Policy_About_the_Wealden_Area.aspx

Estimated value excluding VAT: 1 750 000,00 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 84 (from the award of the contract)

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 Councils reserve the right to request a parent company guarantee or performance bond if required.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Installment payments.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Legal entity must be formed before contracting.

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: As detailed in the PQQ or Invitation to Tender.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As detailed in the PQQ or Invitation to Tender.
Minimum level(s) of standards possibly required: As detailed in the PQQ or Invitation to Tender.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As detailed in the PQQ or Invitation to Tender.
Minimum level(s) of standards possibly required:
As detailed in the PQQ or Invitation to Tender.

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: 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 minimum number 6
Objective criteria for choosing the limited number of candidates: As detailed in the Pre-Qualifying Questionnaire.

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:

WDH674

IV.3.2)Previous publication(s) concerning the same contract

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: 22.5.2012 – 12:59
Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

22.5.2012 – 13:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

18.6.2012

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

This is a recurrent procurement: yes
Estimated timing for further notices to be published: April 2019.

VI.2)Information about European Union funds

VI.3)Additional information

Whilst Eastbourne Borough Council is acting as lead authority in this procurement applicants are reminded that Eastbourne Borough Council and Wealden District Council are separate contracting authorities and are each responsible for their respective individual contract awards. The intention is to arrive at a shortlist of up to 6 (six) qualified providers for each lot for formal invitation to tender.
Interested organisations must register on the South East Business Portal and access the opportunities page for either Eastbourne or Wealden Council. The PQQ and any related documents for this contract will be available to download no later than 48 hours after publication of this notice. Interested organisations must read through the complete set of instructions before responding to this notice. Your PQQ must be completed and received by the due date of 1pm on the 22nd May 2012 in accordance with the instructions in the PQQ document. The website for the South East Business Portal is www.businessportal.southeastiep.gov.uk.

Variant bids will be accepted by the Councils, a variant bid will only be considered if the contractor has also entered a compliant bid. Contractors will be encouraged at ITT stage to demonstrate the benefits of awarding both lots to one contractor.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

VI.4.2)Lodging of appeals

VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:10.4.2012