Grounds Maintenance Services London

Grounds Maintenance Services London

The Authority seeks expressions of interest from suitably qualified and experienced organisations to carry out and deliver Grounds Maintenance Services across its sites (currently totalling 57) across London, Hertfordshire and Essex.

UK-Enfield: Grounds maintenance services

2013/S 088-149835

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Lee Valley Regional Park Authority
Myddelton House, Bulls Cross
Contact point(s): Parklands & Venues
For the attention of: Vince Donaldson, Performance Manager
EN2 9HG Enfield
UNITED KINGDOM
Telephone: +44 1992717711
E-mail: procurement@leevalleypark.org.uk
Fax: +44 1992719937

Internet address(es):

General address of the contracting authority: www.leevalleypark.org.uk

Address of the buyer profile: http://www.leevalleypark.org.uk/en/content/cms/corporate/business-finance/procurement/

Further information can be obtained from: Lee Valley Regional Park Authority
Myddelton House, Bulls Cross
Contact point(s): Resources & Business Development (Procurement)
For the attention of: Matthew Jones
EN2 9HG Enfield
UNITED KINGDOM
Telephone: +44 1992717711
E-mail: procurement@leevalleypark.org.uk
Fax: +44 1992719937
Internet address: www.leevalleypark.org.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Lee Valley Regional Park Authority
Myddelton House, Bulls Cross
Contact point(s): Resources & Business Development (Procurement)
For the attention of: Matthew Jones
EN2 9HG Enfield
UNITED KINGDOM
Telephone: +44 1992717711
E-mail: procurement@leevalleypark.org.uk
Fax: +44 1992719937
Internet address: http://www.leevalleypark.org.uk/go/current-tenders/

Tenders or requests to participate must be sent to: Lee Valley Regional Park Authority
Myddelton House, Bulls Cross
Contact point(s): Chief Executive
For the attention of: Committee & Member Services
EN2 9HG Enfield
UNITED KINGDOM
Telephone: +44 1992717711
Fax: +44 1992719937
Internet address: www.leevalleypark.org.uk

I.2)Type of the contracting authority

Regional or local authority
I.3)Main activity

Recreation, culture and religion
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
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 1: Maintenance and repair services
Main site or location of works, place of delivery or of performance: London, Hertfordshire and Essex.
NUTS code UKI12

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)

Lee Valley Regional Park Authority (hereinafter “the Authority”) is inviting interest for the contract renewal of its current scheduled Grounds Maintenance Services.
The Authority seeks expressions of interest from suitably qualified and experienced organisations to carry out and deliver Grounds Maintenance Services across its sites (currently totalling 57) across London, Hertfordshire and Essex, (hereinafter “the Park”) though this will increase once the Queen Elizabeth Olympic Park is completed. The Park has further increased in size in the past 12 months following recent acquisitions to join parts of the Park together and this process is still on-going.
Sites vary in size from under 100 m² to 90 ha and cover a wide range of differing habitats, soil/grassland types and range between formal gardens to open marshland. Though the Park is considered one entity, many of the sites are not contiguous and interested organisations should take account of the necessary down time in travelling between sites.
Access to some sites can also be problematic and it will be a requirement of those selected to the Tender stage that they will thoroughly check/be familiar with the whole Park and travelling times/distances/road layouts prior to submitting a Tender proposal.
The Authority’s Biodiversity Action Plan (hereinafter “BAP”) informs the management of our sites and will be especially important within the Queen Elizabeth Olympic Park. Those selected to submit a Tender proposal will need to be able to demonstrate an understanding of BAP’s and will be expected to participate in the on-going actions of the plan.
The Authority currently has a contractual arrangement for its Grounds Maintenance Services which expires at the end of 10.2013.
The Grounds Maintenance Services will comprise:-
– Maintenance services of Public Open Spaces;
– Gate Locking;
– Toilet Cleaning;
– Litter Collection;
– Seasonal Leaf Collection;
– Meadow Cuts; and
– Horticulture.
Please note, that the Grounds Maintenance Services will include all grass areas, paths, verges, hard surfaces and park furniture including bridges, buildings (toilets), walls, fences, gates etc.
Control of invasive species is also included in the contract.
Objectives of the Grounds Maintenance Services Contract
The Authority’s main objectives of the Grounds Maintenance Services are:-
– To provide quality, sustainable recreational opportunities that utilise the Park’s unique natural resources;
– To protect and enhance the Park, its landscape, its Open spaces and opportunities for Leisure;
– To protect and enhance the heritage of the Park and realise its value as a Leisure attraction;
– Improve and maintain the nature and quality of the Authority’s facilities;
– For the Chosen Supplier to work collaboratively with the Authority;
– Realise the full ecological potential of the Park by assisting in the delivery of the BAP; and
– Work in conjunction with the current Queen Elizabeth Olympic Park EFM provider(s) to ensure the quality expectation of this section of the Park is maintained at the required standard.
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=104296.

II.1.6)Common procurement vocabulary (CPV)

77314000, 77314100, 77300000, 77340000, 77310000, 90511300, 39831600

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:

For the avoidance of doubt, the annual estimated outline budget for this contract is 750 000 to 1 000 000 GBP.
Please note that the estimated contract value identified separately below is for the initial five (5) year term.
Estimated value excluding VAT:
Range: between 3 750 000 and 5 000 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: Candidates who are interested in this contract opportunity should note that the contract term will be let for a five (5) year period and this will commence 1st November 2013.
The Authority may extend the contract term up to a maximum of 24 months in addition to the initial five (5) year term. This extension will be at the Authority’s sole discretion and subject to satisfactory performance of the Chosen Supplier, which will be measured against the key performance indicators (KPI’s) of the contract agreement. Should the Authority choose to extend the initial contract term, this will be agreed in writing with the Chosen Supplier no later than April 2018.
II.2.3)Information about renewals

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

Starting 1.11.2013. Completion 31.10.2018

Section III: Legal, economic, financial and technical information

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

The Authority reserves the right to require guarantees, bonds, collateral warranties and other forms of security as appropriate.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

The Authority’s payment terms are monthly 30 days in arrears.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

In the event of a consortia bid being accepted it is anticipated that all members of the consortium will be jointly and severely liable for all obligations imposed by the contract terms and conditions. In the event of a successful consortia bid the Authority may advise that the consortia takes a particular legal form and that single consortia member takes primary responsibility and that the contracting authority contracts with a single lead member or that each member undertakes joint and several liability irrespective of the legal form adopted. Candidates must provide full details their proposed contracting structures.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The Contract between the Authority and the Chosen Supplier will be in the form of a bespoke services contract, which will be drawn up by the Authority and will incorporate the Authority’s standard terms and conditions where applicable.
These standard terms and conditions can be found by using the following address: http://www.leevalleypark.org.uk/en/content/cms/corporate/business-finance/procurement/#standard-terms-and-conditions

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 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 statements of accounts or extracts from those accounts relating to their business.
(4) All candidates will be required to provide a statement, covering the 2 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.
(5) Presentation of the bidder’s balance sheets or extracts from the balance sheets, where publication of the balance sheet is required under the law of the country in which the bidder is established for the preceding 2 years.
(6) A statement of the bidder’s overall turnover and the turnover related to similar activities covered by this contract, for the 2 previous financial years.
Minimum level(s) of standards possibly required: As set out within the pre-qualification questionnaire (PQQ) documentation. This can be accessed for download at the following address:- http://www.leevalleypark.org.uk/go/current-tenders

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) Samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so requests.
(4) 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.
(5) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
(6) 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.
(7) A list of services carried out over the past 3 years, detailing the value of the consideration received; when and where the services were carried out; and whether they were carried out according to the rules of the trade or profession and properly completed.
Minimum level(s) of standards possibly required:
As set out within the pre-qualification questionnaire (PQQ) documentation:-
www.leevalleypark.org.uk/go/current-tenders

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 minimum number 5: and maximum number 8
Objective criteria for choosing the limited number of candidates: The number will be determined through the ranking of the responses to the pre-qualification questionnaire (PQQ), based on the candidates compliance with the selection criteria and scoring analysis i.e. outlined within the 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:

LVRPA475S1302
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2013/S 15-021226 of 22.1.2013

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

12.6.2013 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

1.7.2013
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

This is a recurrent procurement: yes
Estimated timing for further notices to be published: April 2020.
VI.2)Information about European Union funds
VI.3)Additional information

The Authority reserves the right to amend the timescale and to cancel the procurement and/or not award all or part of the contract. The Authority will not be responsible for any costs incurred by any candidates in relation to the procurement exercise including if the procurement exercise is cancelled.
To express your interest, candidates are required to complete and submit the pre-qualification questionnaire (PQQ).
This can be accessed for download using the following link below. The pre-qualification questionnaire (PQQ) documentation must be submitted by 12:00 Noon, Wednesday 12.6.2013.
Link: http://www.leevalleypark.org.uk/go/current-tenders

Candidates are advised that the Authority has chosen to be subject to the Freedom of Information Act 2000 (FOIA) and is further subject to the Environmental Information Regulations 2004 (EIR). If a candidate considers that any of the information supplied as part of this procurement exercise should not be disclosed because of its commercial sensitivity, confidentiality or otherwise, it must, when providing this information, identify clearly the specific information it does not wish to be disclosed and specify clearly the reasons for its sensitivity. The Authority shall take such statements into consideration in the event that it receives a request pursuant to FOIA or EIR which relates to the information provided by a candidate. However, if the information is requested, the Authority may be obliged under FOIA and/or EIR to disclose such information, irrespective of the candidate’s wishes. Please note that it is not sufficient to include a statement of confidentiality encompassing all the information provided in the response.
(MT Ref:104296)

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

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

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 Regulation 47 (Enforcement and obligations) as amended by the Public Contracts Regulations 2006. Lee Valley Regional Park Authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. Applicants have 2 working days from the notification of the award decision to request additional debriefing and that information has to be provided a minimum of 3 working days before the expiry of the standstill period. Such additional information should be required from the contact details provided in section 1.1 of this notice. If an appeal regarding the award of a contract has not been successfully resolved the Public Contracts Regulations 2006 (SI 2006 No 5) provide for aggrieved parties who have been harmed or are at risk of harm by 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). Where a contract has not been entered into the Court may order the setting aside of the award decision or order the authority to amend any document and may award damages.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:3.5.2013