Grounds Maintenance Services Northern Ireland

Grounds Maintenance Services Northern Ireland

This contract is for the Provision of Grounds Maintenance for DARD. The contract is split into 4 lots.

United Kingdom-Antrim: Grounds maintenance services

2013/S 152-264817

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Department of Agriculture and Rural Development
45 Tirgracy Road
For the attention of: Natasha Johnston
BT41 4PS Antrim
UNITED KINGDOM
E-mail: natasha.johnston@dfpni.gov.uk

Internet address(es):

General address of the contracting authority: www.dfpni.gov.uk/cpd

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

Ministry or any other national or federal authority, including their regional or local sub-divisions
I.3)Main activity

Environment
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:

Project_12131 DARD – Grounds Maintenance for CAFRE and Forest Service.
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
NUTS code UKN

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: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

This contract is for the Provision of Grounds Maintenance for DARD. The contract is split into 4 lots i.e.
1) CAFRE – Enniskillen and Necarne
2) CAFRE – Loughry
3) CAFRE – Greenmount Farm, Abbey Farm and hill Farm
4) Forest Service – Castlewellan, Tollymore, Hillsborough, Rostrevor, Gosford, Belvoir and a call off for all other Forest service sites, if and when required.
Grass cutting may be required on a call off basis at the following sites Drum Manor, Gortin Glen, Parkanaur, Portglenone, Glenariff and Somerset.
The contract is for the period of 3 years. There is a potential for a further 2 periods of 12 months each.
The estimated total contract value is 1 655 000 GBP.
Estimated value excluding VAT: 1 730 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: The contract is for the period of 3 years. There is a potential for a further 2 periods of 12 months each.
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 36 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: CAFRE – Enniskillen and Necarne.

1)Short description

Grounds Maintenance at Enniskillen and Necarne CAFRE Campus.
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

Suppliers Instructions How to Express Interest in this Tender:
1. Register your company on the eSourcing portal (this is only required once): https://e-sourcingni.bravosolution.co.uk and click the link to register;

— Accept the terms and conditions and click ‘continue’;
— Enter your correct business and user details;
— Note the username you chose and click ‘Save’ when complete;
— You will shortly receive an email with your unique password (please keep this secure).
2. Express an Interest in the tender – Login to the portal with the username/password
— Click the ‘PQQs/ITTs Open To All Suppliers’ link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier);
— Click on the relevant PQQ/ITT to access the content;
— Click the ‘Express Interest’ button at the top of the page;
— This will move the PQQ/ITT into your ‘My PQQs/My ITTs’ page. (This is a secure area reserved for your projects only)
— You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ITT Details’ box.
3. Responding to the tender
— Click ‘My Response’ under ‘PQQ/ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining);
— You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification;
— Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT;
— There may be a mixture of online and offline actions for you to perform (there is detailed online help available) You must then submit your reply using the ‘Submit Response’ button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.

Lot No: 2 Lot title: CAFRE – Loughry.

1)Short description

Grounds Maintenance at Loughry CAFRE Campus.
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

Suppliers Instructions How to Express Interest in this Tender:
1. Register your company on the eSourcing portal (this is only required once):
https://e-sourcingni.bravosolution.co.uk and click the link to register;

— Accept the terms and conditions and click ‘continue’;
— Enter your correct business and user details;
— Note the username you chose and click ‘Save’ when complete;
— You will shortly receive an email with your unique password (please keep this secure).
2. Express an Interest in the tender – Login to the portal with the username/password
— Click the ‘PQQs/ITTs Open To All Suppliers’ link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier);
— Click on the relevant PQQ/ITT to access the content;
— Click the ‘Express Interest’ button at the top of the page;
— This will move the PQQ/ITT into your ‘My PQQs/My ITTs’ page. (This is a secure area reserved for your projects only)
— You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ITT Details’ box.
3. Responding to the tender
— Click ‘My Response’ under ‘PQQ/ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining);
— You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification;
— Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT;
— There may be a mixture of online and offline actions for you to perform (there is detailed online help available) You must then submit your reply using the ‘Submit Response’ button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.

Lot No: 3 Lot title: CAFRE – Greenmount Farm, Abbey Farm and hill Farm.

1)Short description

Grounds Maintenance for CAFRE Greenmount Farm, Abbey Farm and hill Farm Campus.
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

Suppliers Instructions How to Express Interest in this Tender:
1. Register your company on the eSourcing portal (this is only required once):
https://e-sourcingni.bravosolution.co.uk and click the link to register;

— Accept the terms and conditions and click ‘continue’;
— Enter your correct business and user details;
— Note the username you chose and click ‘Save’ when complete;
— You will shortly receive an email with your unique password (please keep this secure).
2. Express an Interest in the tender – Login to the portal with the username/password
— Click the ‘PQQs/ITTs Open To All Suppliers’ link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier);
— Click on the relevant PQQ/ITT to access the content;
— Click the ‘Express Interest’ button at the top of the page;
— This will move the PQQ/ITT into your ‘My PQQs/My ITTs’ page. (This is a secure area reserved for your projects only)
— You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ITT Details’ box.
3. Responding to the tender
— Click ‘My Response’ under ‘PQQ/ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining);
— You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification;
— Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT;
— There may be a mixture of online and offline actions for you to perform (there is detailed online help available) You must then submit your reply using the ‘Submit Response’ button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.

Lot No: 4 Lot title: Forest Service – Castlewellan, Tollymore, Hillsborough, Rostrevor, Gosford, Belvoir and a call off for other Forest service sites, if and when required.

1)Short description

Grounds Maintenance for Forest Service sites.
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

Suppliers Instructions How to Express Interest in this Tender:
1. Register your company on the eSourcing portal (this is only required once):
https://e-sourcingni.bravosolution.co.uk and click the link to register;

— Accept the terms and conditions and click ‘continue’;
— Enter your correct business and user details;
— Note the username you chose and click ‘Save’ when complete;
— You will shortly receive an email with your unique password (please keep this secure).
2. Express an Interest in the tender – Login to the portal with the username/password
— Click the ‘PQQs/ITTs Open To All Suppliers’ link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier);
— Click on the relevant PQQ/ITT to access the content;
— Click the ‘Express Interest’ button at the top of the page;
— This will move the PQQ/ITT into your ‘My PQQs/My ITTs’ page. (This is a secure area reserved for your projects only)
— You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ITT Details’ box.
3. Responding to the tender
— Click ‘My Response’ under ‘PQQ/ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining);
— You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification;
— Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT;
— There may be a mixture of online and offline actions for you to perform (there is detailed online help available) You must then submit your reply using the ‘Submit Response’ button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.

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:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
III.2.2)Economic and financial ability
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Company
[SC-01] Tenderers must clearly demonstrate through the use of at least 2 examples of projects carried out within the last 3 years that the company has the necessary experience of successfully delivering a similar size and scale of service in relation to that specified for the Lot/s tendered for, to either the public or private sector.
For avoidance of doubt if a tenderer only applies for one Lot, the size and scale of service will be in relation to that particular Lot.
If a tenderer applies for more than one Lot, the size and scale of service will be in relation to the combined Lots tendered for.
Your response must not exceed two (2) A4 pages. (Arial Font 12)
Pass/Fail
[SC-02] All waste must be disposed of by a registered carrier/broker of controlled waste. Tenderers must provide a valid copy of the registration waste certificate of the proposed carrier/broker of controlled waste.
Contractors will be required to retain a list of all waste items produced through the fulfilment of this contract, including detail of how these items were disposed of in line with the Duty of Care Regulations. Where a sub-contractor resource has been used this must be clearly identified.
CAFRE reserve the right to review paperwork evidence of proper disposal, including consignment notes throughout the duration of this contract for these items.
Upload copy of certificate
Pass/Fail
Personnel
[SC-03] Tenderers must demonstrate that the team proposed to perform the services have the necessary experience and skills to deliver a service of similar scope to that described in each lot tendered for, by providing at least two examples of works carried out within the last 3 years by specific named individuals (who will be working on the DARD contract).
Each grass cutting and the grounds maintenance team must have at least 1 skilled member of staff and 1 member of staff Qualified to at least NVQ level 1.
Your response must not exceed two (2) A4 pages. (Arial Font 12)
Pass/Fail
[SC-04] All Skilled Labour must be Horticultural trained to at least NVQ Level 2 in Amenity Horticulture or equivalent horticultural Qualification
Upload copy of certificates for each member of staff who will be working on the DARD contract.
Pass/Fail
[SC-05] Details of Health and Safety and First Aid qualifications held by staff who will be involved in the onsite delivery of the contract including evidence of continuous staff training.
Each team member must have at least the first aid at work 1 day certificate.
Upload copy of certificates
Pass/Fail
Third party/Subcontractor(s) Only if applicable
[SC-06] The lead Contractor must provide written confirmation from the third party/subcontractors(s) confirming they agree to be bound by all applicable terms of the contract. This must be provided at the time of tender.
Upload copy of signed letter/s
Only if applicable: Pass/Fail
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

Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
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:

Project_12131
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: 12.9.2013 – 14:59
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

12.9.2013 – 15:00
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

in days: 90 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Date: 12.9.2013 – 15:01
Place:

CPD uses an electronic tendering system which is hosted by an external Contractor Bravo Solutions. Tenders cannot be accessed until after the closing date and time.

The electronic tendering system will not permit the transmission of late tenders.

Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence
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

Suppliers Instructions How to Express Interest in this Tender:
1. Register your company on the eSourcing portal (this is only required once):
https://e-sourcingni.bravosolution.co.uk and click the link to register;

— Accept the terms and conditions and click ‘continue’;
— Enter your correct business and user details;
— Note the username you chose and click ‘Save’ when complete;
— You will shortly receive an email with your unique password (please keep this secure).
2. Express an Interest in the tender
— Login to the portal with the username/password;
— Click the ‘PQQs/ITTs Open To All Suppliers’ link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier);
— Click on the relevant PQQ/ITT to access the content;
— Click the ‘Express Interest’ button at the top of the page;
— This will move the PQQ/ITT into your ‘My PQQs/My ITTs’ page. (This is a secure area reserved for your projects only)
— You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ITT Details’ box.
3. Responding to the tender
— Click ‘My Response’ under ‘PQQ/ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining);
— You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification;
— Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT;
— There may be a mixture of online and offline actions for you to perform (there is detailed online help available) You must then submit your reply using the ‘Submit Response’ button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.

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: CPD will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into 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).
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:2.8.2013