Grounds Maintenance Services Norfolk and Suffolk
Lot 1 – Norfolk area mainly (approx 62 sites); Lot 2 – Suffolk area mainly (approx 46 sites).
UK-Maidstone: Grounds maintenance services
2013/S 105-180171
Contract notice
Services
Directive 2004/18/EC
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
Orbit South Housing Association Limited
2nd Floor Horizon House, Unit 1 Eclipse Park, Sittingbourne Road
For the attention of: Archie Seth
ME14 3EN Maidstone
UNITED KINGDOM
Telephone: +44 7795542486
E-mail: archie.seth@orbit.org.uk
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: yes
Section II: Object of the contract
II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:
Grounds Maintenance Orbit East (East Anglia) PP371.
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: Grounds Maintenance for Orbit in East Anglia and is split:
Lot 1 – Norfolk area mainly (approx 62 sites);
Lot 2 – Suffolk area mainly (approx 46 sites).
Full stock map indicating areas and range of sites within scope has been attached to the online PQQ questionnaire available at http://www.housingprocurement.com/
Service category No 1: Maintenance and repair services
Main site or location of works, place of delivery or of performance: Grounds Maintenance for Orbit in East Anglia and is split:
Lot 1 – Norfolk area mainly (approx 62 sites);
Lot 2 – Suffolk area mainly (approx 46 sites).
Full stock map indicating areas and range of sites within scope has been attached to the online PQQ questionnaire available at http://www.housingprocurement.com/
NUTS code UKJ
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)
Orbit South Housing Association Limited (the Authority) is a Registered Social Housing Provider based in the South East of England. The Authority wishes to appoint a suitably qualified and experienced contractor to undertake a comprehensive grounds maintenance/maintenance of landscaping (approximately 108 sites split into 2 lots) in East Anglia Region.
LOT 1 – Norfolk area mainly.
LOT 2 – Suffolk area mainly.
Full stock map indicating areas and range of sites within scope has been attached to the online PQQ questionnaire.
Working for Orbit South Housing Association Limited the contract entails the provision of grounds maintenance services to communal landscaping.
The contract includes:
1. Grass maintenance.
2. Planted area maintenance.
3. Hedge maintenance.
4. Site cleansing.
5. Weed and moss control.
6. Play area inspections.
7. Ordered works such as tree maintenance, pesticides & vegetation control and planned improvements.
The contract covers approximately 108 sites. Further details of current sites will be included at the invitation to tender stage.
In addition the winning contractor will be required to undertake a tree survey to ascertain the number, location, species approximate age and condition of trees and produce a database containing all information which will be transferred over to the authority. Please note we do not hold a current tree database.
LOT 1 – Norfolk area mainly.
LOT 2 – Suffolk area mainly.
Full stock map indicating areas and range of sites within scope has been attached to the online PQQ questionnaire.
Working for Orbit South Housing Association Limited the contract entails the provision of grounds maintenance services to communal landscaping.
The contract includes:
1. Grass maintenance.
2. Planted area maintenance.
3. Hedge maintenance.
4. Site cleansing.
5. Weed and moss control.
6. Play area inspections.
7. Ordered works such as tree maintenance, pesticides & vegetation control and planned improvements.
The contract covers approximately 108 sites. Further details of current sites will be included at the invitation to tender stage.
In addition the winning contractor will be required to undertake a tree survey to ascertain the number, location, species approximate age and condition of trees and produce a database containing all information which will be transferred over to the authority. Please note we do not hold a current tree database.
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
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:
Delivery of grounds maintenance to Orbit East properties within the contract which totals approximate 108 sites at present.
The contract covers approximately 108 sites over 2 lots:
Lot 1 – Norfolk area mainly (62 sites);
Lot 2 – Suffolk area mainly (46 sites).
Further sites could be added and existing sites could be removed during the duration of the contract. Details of the current sites will be included at the invitation to tender stage. The estimated annual contract value is 162,000 GBP for both lots but split as 87K for lot 1 & 75k for lot 2. These figures are excluding VAT. This contract is for a period of 5 years with a potential to be extended for a further 5 years.
A. The estimated annual values are based on current known information and costs therefore cannot be guaranteed as actual annual expenditure or volume of work over the contract period.
B. The Authority reserves the right to delete properties or add up to a further 50 % of properties to the service during the term of the contract if in the event another housing association joins the Orbit Group or Orbit acquired additional stock or sells stock off.
C. The Authority wishes to enter into 60 (sixty) month (5 year) contract and reserves the right at its sole discretion to extend the initial duration by an additional maximum period of 60 (sixty) months.
Estimated value excluding VAT:
Range: between 800 000 and 1 600 000 GBP
The contract covers approximately 108 sites over 2 lots:
Lot 1 – Norfolk area mainly (62 sites);
Lot 2 – Suffolk area mainly (46 sites).
Further sites could be added and existing sites could be removed during the duration of the contract. Details of the current sites will be included at the invitation to tender stage. The estimated annual contract value is 162,000 GBP for both lots but split as 87K for lot 1 & 75k for lot 2. These figures are excluding VAT. This contract is for a period of 5 years with a potential to be extended for a further 5 years.
A. The estimated annual values are based on current known information and costs therefore cannot be guaranteed as actual annual expenditure or volume of work over the contract period.
B. The Authority reserves the right to delete properties or add up to a further 50 % of properties to the service during the term of the contract if in the event another housing association joins the Orbit Group or Orbit acquired additional stock or sells stock off.
C. The Authority wishes to enter into 60 (sixty) month (5 year) contract and reserves the right at its sole discretion to extend the initial duration by an additional maximum period of 60 (sixty) months.
Estimated value excluding VAT:
Range: between 800 000 and 1 600 000 GBP
II.2.2)Information about options
Options: no
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion
Duration in months: 60 (from the award of the contract)
Information about lots
Lot No: 1 Lot title: Norfolk area mainly
1)Short description
There are currently 62 sites covered within this lot. The estimated annual value for this lot is GBP 87,000 net based on last years spend figures.
Further detailed map of areas to be covered for all current sites will be included at the invitation to tender stage.
A. The estimated annual values are based on current known information and costs therefore cannot be guaranteed as actual annual expenditure or volume of work over the contract period;
B. The Authority reserves the right to delete properties or add up to a further 50 % of properties to the service during the term of the contract if in the event another housing association joins the Orbit Group or Orbit acquired additional stock or sells stock off.
Further detailed map of areas to be covered for all current sites will be included at the invitation to tender stage.
A. The estimated annual values are based on current known information and costs therefore cannot be guaranteed as actual annual expenditure or volume of work over the contract period;
B. The Authority reserves the right to delete properties or add up to a further 50 % of properties to the service during the term of the contract if in the event another housing association joins the Orbit Group or Orbit acquired additional stock or sells stock off.
2)Common procurement vocabulary (CPV)
77314000
3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Suffolk area mainly
1)Short description
There are currently 46 sites covered within this lot. The estimated annual value for this lot is GBP 75,000 net based on last years spend figures.
Further detailed map of areas to be covered for all current sites will be included at the invitation to tender stage.
A. The estimated annual values are based on current known information and costs therefore cannot be guaranteed as actual annual expenditure or volume of work over the contract period;
B. The Authority reserves the right to delete properties or add up to a further 50 % of properties to the service during the term of the contract if in the event another housing association joins the Orbit Group or Orbit acquired additional stock or sells stock off.
Further detailed map of areas to be covered for all current sites will be included at the invitation to tender stage.
A. The estimated annual values are based on current known information and costs therefore cannot be guaranteed as actual annual expenditure or volume of work over the contract period;
B. The Authority reserves the right to delete properties or add up to a further 50 % of properties to the service during the term of the contract if in the event another housing association joins the Orbit Group or Orbit acquired additional stock or sells stock off.
2)Common procurement vocabulary (CPV)
77314000
3)Quantity or scope
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:
Orbit South Housing Association Limited reserves the right to require performance guarantee bonds and/or parent company guarantees. Detailed requirements to be provided in the pre-qualification questionnaire and/or invitation tender.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Details to be included, if applicable, in the draft contract documentation supplied with the pre-qualification questionnaire and/or invitation to tender.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Where a consortium or other grouping of suppliers submits a joint bid, such consortia or grouping must nominate a lead organisation to deal with Orbit Group on all matters relating to the contract/framework agreement. All consortium members or grouping will be required to be jointly and severally liable in respect to the obligations and liabilities relating to the contract/framework agreement. Where a consortium chooses instead to nominate a contracting party from among their number with the other members acting as subcontractors, this must be made clear in their bid. The contracting party will be entirely responsible for all matters relating to the contract.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Details to be provided in the invitation to tender.
Description of particular conditions: Details to be provided in 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: Any supplier may be disqualified who:
(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 compulsory winding up the 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 contract 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 organization, 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 May 1972 and Article 3(1) of Council Joint Action 98/742/JHA3 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 June 1991 on prevention of the use of the financial system for the purpose of money laundering.
Information and formalities necessary for evaluating if requirements are met:
The Prequalification Questionnaire will contain full details of selection criteria and relative importance.
(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 compulsory winding up the 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 contract 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 organization, 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 May 1972 and Article 3(1) of Council Joint Action 98/742/JHA3 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 June 1991 on prevention of the use of the financial system for the purpose of money laundering.
Information and formalities necessary for evaluating if requirements are met:
The Prequalification Questionnaire will contain full details of selection criteria and relative importance.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: (a) appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
(b) the presentation of 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 economic operator is established;
(c) a statement of the undertaking’s overall turnover and, where appropriate , of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information of these turnovers is available.
Information and formalities necessary for evaluating if requirements are met:
The Prequalification Questionnaire will contain full details of selection criteria and relative importance.
(b) the presentation of 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 economic operator is established;
(c) a statement of the undertaking’s overall turnover and, where appropriate , of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information of these turnovers is available.
Information and formalities necessary for evaluating if requirements are met:
The Prequalification Questionnaire will contain full details of selection criteria and relative importance.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
(a) a list of the works carried out over the past five years, accompanied by certificates of satisfactory execution for the most important works. These certificates shall indicate the value, date and site of the works and shall specify whether they were carried out according to the rules of the trade and properly completed. Where appropriate, the competent authority shall submit these certificates to the contracting authority direct;
(b) a list of the principal deliveries effected or the main services provided in the past three years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given: – where the recipient was a contracting authority, in the form of certificates issues or countersigned by the competent authority, – where the recipient was a private purchaser, by the purchaser’s certification or, failing this, simply by a declaration by the economic operator;
(c) an indication of the technicians or technical bodies involved, whether or not belonging directly to the economic operator’s undertaking, especially those responsible for quality control and, in the case of public works contracts, those upon whom the contractor can call in order to carry out the work;
(d) a description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking’s study and research facilities;
(e) where the products or services to be supplied are complex or, exceptionally, are required for a special purpose, a check carried out by the contracting authorities or on their behalf by a competent official body of the country in which the supplier or service provider is established, subject to that body’s agreement, on the production capabilities of the supplier or the technical capacity of the service provider and, if necessary, on the means of study and research which are available to it and the quality control measures it will operate;
(f) the educational and professional qualifications of the service provider or contractor and/or those of the undertaking’s managerial staff and, in particular, those of the person or persons responsible for providing the services or managing the work;
(g) for public works contracts and public services contracts, and only in appropriate cases, and indication of the environmental management measures that the economic operator will be able to apply when performing the contract;
(h) a statement of the average annual manpower of the service provider or contractor and the number of managerial staff for the last three years;
(i) a statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contracts;
(j) an indication of the proportion of the contract which the services provider intends possibly to subcontract;
(k) with regard to the products to be supplied: (i) samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so request; (ii) certificates drawn up by official quality control institutes or agencies of recognized competence attesting the conformity of products clearly identified by references to specifications or standards.
Information and formalities necessary for evaluating if requirements are met:
The Prequalification Questionnaire will contain full details of selection
criteria and relative importance.
(a) a list of the works carried out over the past five years, accompanied by certificates of satisfactory execution for the most important works. These certificates shall indicate the value, date and site of the works and shall specify whether they were carried out according to the rules of the trade and properly completed. Where appropriate, the competent authority shall submit these certificates to the contracting authority direct;
(b) a list of the principal deliveries effected or the main services provided in the past three years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given: – where the recipient was a contracting authority, in the form of certificates issues or countersigned by the competent authority, – where the recipient was a private purchaser, by the purchaser’s certification or, failing this, simply by a declaration by the economic operator;
(c) an indication of the technicians or technical bodies involved, whether or not belonging directly to the economic operator’s undertaking, especially those responsible for quality control and, in the case of public works contracts, those upon whom the contractor can call in order to carry out the work;
(d) a description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking’s study and research facilities;
(e) where the products or services to be supplied are complex or, exceptionally, are required for a special purpose, a check carried out by the contracting authorities or on their behalf by a competent official body of the country in which the supplier or service provider is established, subject to that body’s agreement, on the production capabilities of the supplier or the technical capacity of the service provider and, if necessary, on the means of study and research which are available to it and the quality control measures it will operate;
(f) the educational and professional qualifications of the service provider or contractor and/or those of the undertaking’s managerial staff and, in particular, those of the person or persons responsible for providing the services or managing the work;
(g) for public works contracts and public services contracts, and only in appropriate cases, and indication of the environmental management measures that the economic operator will be able to apply when performing the contract;
(h) a statement of the average annual manpower of the service provider or contractor and the number of managerial staff for the last three years;
(i) a statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contracts;
(j) an indication of the proportion of the contract which the services provider intends possibly to subcontract;
(k) with regard to the products to be supplied: (i) samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so request; (ii) certificates drawn up by official quality control institutes or agencies of recognized competence attesting the conformity of products clearly identified by references to specifications or standards.
Information and formalities necessary for evaluating if requirements are met:
The Prequalification Questionnaire will contain full details of selection
criteria and relative importance.
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 number of operators: 12
Objective criteria for choosing the limited number of candidates: It is anticipated 6 suppliers per lot to be invited to tender stage.
The pre-qualification questionnaire available from http://www.housingprocurement.com/ gives details of the selection and evaluation critera and other information of relative importance.
Objective criteria for choosing the limited number of candidates: It is anticipated 6 suppliers per lot to be invited to tender stage.
The pre-qualification questionnaire available from http://www.housingprocurement.com/ gives details of the selection and evaluation critera and other information of relative importance.
Potential contractors are asked to read the instructions and information: pre-qualification for grounds maintenance and all other relating documents.
Failure to follow the instructions could result in contractors scores being marked down.
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
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
Grounds Maintenance East Anglia – PP371.
IV.3.2)Previous publication(s) concerning the same contract
no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
11.7.2013 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
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
Persons authorised to be present at the opening of tenders: no
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
“PQQs will be issued and should be returned via Orbit Group’s electronic tendering system (procontract). Suppliers will need to register (at no charge) on http://www.housingprocurement.com/ to access information. Guidance on hte operation of the web site is available without being registered”.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: In accordance with the Public Contracts Regulations 2006 (as amended 2009) available at http://www.legislation.gov.uk/
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:31.5.2013