Grounds Maintenance Services Oldham

Grounds Maintenance Services Oldham

This contract is for Grounds Maintenance and Cleaning Services. Ground maintenance services are required across 19 courts and 820 bungalows in the Oldham area.

United Kingdom-Oldham: Grounds maintenance services

2013/S 223-388452

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Housing 21 (this contract is part of the Oldham operations)
Housing 21 Oldham office, Chambers Business Centre, Chapel Road
Contact point(s): Jonathan Smith – Catagory Manager
OL8 4QQ Oldham
UNITED KINGDOM
Telephone: +44 3007901195

Internet address(es):

General address of the contracting authority: http://www.housing21.co.uk/

Electronic access to information: Lot 1 – https://www.delta-esourcing.com/respond/P2CPR4KT92 Lot 2a – https://www.delta-esourcing.com/respond/VNCEPDG9GA Lot 2b – https://www.delta-esourcing.com/respond/4T3WY39966 Lot 2c – https://www.delta-esourcing.com/respond/2E6A4344X5
Electronic submission of tenders and requests to participate: Lot 1 – https://www.delta-esourcing.com/respond/P2CPR4KT92 Lot 2a – https://www.delta-esourcing.com/respond/VNCEPDG9GA Lot 2b – https://www.delta-esourcing.com/respond/4T3WY39966 Lot 2c – https://www.delta-esourcing.com/respond/2E6A4344X5
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

Other: Housing Assosiation
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: no

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

H21P136 – Oldham GM.
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 UKD32

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. Cleaning services. Accommodation, building and window cleaning services. Window-cleaning services. Bin-cleaning services. Office cleaning services. Landscaping work. This contract is for Grounds Maintenance and Cleaning Services. Ground maintenance services are required across 19 courts and 820 bungalows in the Oldham area. The cleaning services are required across 19 courts in the Oldham area. The cleaning services are split into three sub areas: cleaning of internal communal areas, cleaning of external windows and cleaning of external bins and associated storage areas.
To represent these requirements the tender is split into the following Lots;
— Lot 1: Grounds Maintenance
— Lot 2: Cleaning services split into three parts
o Lot 2a Cleaning of internal communal areas
o Lot 2b Cleaning of external windows
o Lot 2c Cleaning of external bins and associated storage areas
The contract will be a three year contract with the option for 2 further years of extention.
The collective value of all the services is estimated as GBP 250 000 to GBP 750 000 per year. With an full contract estimate (including a 2 year extention, to make 5 years in total) of GBP 1 250 000- GBP 3 750 000
Please follow the links in this notice for a more detailed understanding of the requirements.
II.1.6)Common procurement vocabulary (CPV)

77314000, 90910000, 90911000, 90911300, 90918000, 90919200, 45112700

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no
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 Grounds Maintenance and Cleaning Services. Ground maintenance services are required across 19 courts and 820 bungalows in the Oldham area. The cleaning services are required across 19 courts in the Oldham area. The cleaning services are split into three sub areas: cleaning of internal communal areas, cleaning of external windows and cleaning of external bins and associated storage areas.
To represent these requirements the tender is split into the following Lots;
– Lot 1: Grounds Maintenance
– Lot 2: Cleaning services split into three parts
o Lot 2a Cleaning of internal communal areas
o Lot 2b Cleaning of external windows
o Lot 2c Cleaning of external bins and associated storage areas
The contract will be a three year contract with the option for two further years of extention.
The collective value of all the services is estimated as GBP 250 000 to GBP 750 000 per year. With an full contract estimate (including a 2 year extention, to make 5 years in total) of GBP 1 250 000- GBP 3 750 000
Please follow the links in this notice for a more detailed understanding of the requirements.
Estimated value excluding VAT:
Range: between 1 250 000 and 3 750 000 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

Starting 1.4.2014. Completion 31.3.2017

Information about lots

Lot No: 1 Lot title: Grounds Maintenance

1)Short description

Housing 21 have a Private Finance Initiative (PFI) contract with Oldham Council to deliver the provision of social housing services to Oldham Council stock of social housing and tenants.
Oldham PFI is a mix of sheltered schemes, bungalows and extra care. It is a refurbishment programme of 603 flats in 19 sheltered schemes which includes 1 new build extra care and 820 bungalows.
In order to deliver this PFI contract Housing 21 engage sub-contractors to support the delivery of given services. Subcontractors should expect to engage with Housing 21 at a contractual and commercial level to meet the demands of Oldham Council and their tenants.
This Lot relates to the subcontracting of Grounds Maintenance Services on Housing 21’s PFI contract with Oldham Council. As such the service will be delivered in and around the Oldham area only.
2)Common procurement vocabulary (CPV)

77314000, 45112700, 77340000, 77342000, 77314100, 90690000

3)Quantity or scope

Services
– Soft Landscaping in general
– Grassed Areas
– Shrubs and hedges
– Borders and flower beds
– External facilities hard landscaping and outbuildings
– Dumping and Graffiti
– External appearance and tidiness
– Tenant consultation in General
Core tasks
– Routine maintenance tasks such as leaf clearance, pruning and weed control
– Grass cutting
– Management of beds and borders
– Removal of litter when carrying out horticultural operations on site
– Hedge maintenance including cutting and thinning out
– Removal of graffiti
– Gritting of walk ways in winter months
– The planting of new and replacement shrubs, hedges and bulbs and the like
– The design, planting, establishment and maintenance of bedding schemes as may be requested byH21
Coverage
– The service covers the grounds maintenance of 19 courts and 820 bungalows
– On average each court consists of 30 flats and the grounds cover a maximum of xm2
– The bungalows are split over 63 sights, with an average of 13 bungalows on each sight. As such applicants should have the capability and capacity to deliver ground maintenance services to such a volume of sights
– Some sights are not directly connected, however each cluster of bungalows is within a quarter mile radius of one another
– The entire range of locations is spread across a 50 square mile area in and around Oldham, Greater Manchester, United Kingdom. As such applicants should have the capacity and capability to efficiently transport equipment, labour and any other necessary resource to sights in the Oldham area, year round
– In total the coverage consists of grass cutting of approximately 750,000 square metres and the maintenance of approximately 150 000 square metres of shrub beds and borders throughout Oldham.
Delivery
– This is a 12 month a year service
– The demands of Ground Maintenance services will change with the seasons of the year
– Applicants should demonstrate the capacity to respond to expected and unexpected (i.e. extremely cold weather) impacts upon the service delivery. This is particularly relevant to the nature of the tenants and ensuring that the grounds are as accessible and safe as possible at all times
End user focus and context
– Applicants will be required to engage with end user views, feedback and surveys and should demonstrate the capacity to respond to end user demands in a proactive manor that becomes integrated to the service delivery
– Assisting and supporting in the development of new initiatives by working in collaboration with FCHO Neighbourhood teams, which will encourage customers to take an active role in managing the environment within their neighbourhood
– The services will be delivered as part of broader elderly care ‘social housing’ objective and applicants should demonstrate the capability and capacity to deliver the services in a manor which takes account of this environment
Management information and service level achievement
– Weekly reports on jobs completed against specification standards
– Monthly reports on the planned service schedule for the following 2 months
– Quarterly report on general tenant engagement and adjustments made to improve tenant satisfaction
– Quarterly contract review with H21 including a review of H21’s formal tenant satisfaction survey and Oldham Council service level report
Length and value
– The contract will be for a 3 year period with a 2 year extension option, split into 1+1 years.
– Based on historic data the contract value is estimated at between GBP 100 000 and GBP 200 000 per year. This total between GBP 300 000 and GBP 600 000 for the initial term, with the option for a GBP 500 000 – GBP 1 000 000 contract should the full 2 year contract extension be implemented.
Estimated value excluding VAT:
Range: between 500 000 and 1 000 000 GBP
4)Indication about different date for duration of contract or starting/completion

Starting 1.4.2014. Completion 31.3.2017
5)Additional information about lots

Electronic access to this tender can be found at https://www.delta-esourcing.com/respond/P2CPR4KT92

Lot No: 2 Lot title: Cleaning Services: internal cleaning, window cleaning, cleaning of bins

1)Short description

Housing 21 have a Private Finance Initiative (PFI) contract with Oldham Council to deliver the provision of social housing services to Oldham Council stock of social housing and tenants.
Oldham PFI is a mix of sheltered schemes, bungalows and extra care. It is a refurbishment programme of 603 flats in 19 sheltered schemes which includes 1 new build extra care and 820 bungalows.
In order to deliver this PFI contract Housing 21 engage sub-contractors to support the delivery of given services. Subcontractors should expect to engage with Housing 21 at a contractual and commercial level to meet the demands of Oldham Council and their tenants.
This Lot relates to the subcontracting of Cleaning Services on Housing 21’s PFI contract with Oldham Council. As such the service will be delivered in and around the Oldham area only.
This Lot is split into three sub lots. Applicants will be given the option of indicating which of the three sub Lots they are biding for, one, two or all three as a collective service.
2)Common procurement vocabulary (CPV)

90910000, 90911000, 90911300, 90918000, 90919200

3)Quantity or scope

The following Lot is split into three sub lots. Applicants will be given the option of indicating which of the three sub Lots they are biding for, 1, 2 or all 3 as a collective service.
Lot2a Cleaning of Internal Communal Areas
Services
– Vacuuming carpets and applicable furniture
– Sweeping, mopping and drying
– Removing cobwebs
– Dusting
– Cleaning of shelves and cupboards
– Emptying of waste
– Cleaning toilets and washing facilities
– Replace paper towels and toiletries
– Wipe and disinfect kitchen surfaces and walls
– Clean sinks and fridges
– Occasional defrosting and cleaning of fridge and freezer
– Cleaning washing machine and dishwasher filters
– Basic Legionella prevention
– Cleaning of rubbish chutes
– Occasional removal of dead animals
Communal areas
– Hall
– Landing
– Stairwell
– Lifts
– Lounge
– Staff rooms
– Staff offices
– Electric vehicle stores/ garage
– Communal toilets and washing facilities (including assisted baths)
– Communal kitchens (including fridge, freezer and sink)
– Laundry room
Coverage
– The service cover the internal cleaning of 19 courts
– On average each court consists of 30 flats and communal areas cover 40% of the building area
– The entire range of locations is spread across a 50 square mile area in and around Oldham, Greater Manchester, United Kingdom. As such applicants should have the capacity and capability to efficiently transport equipment, labour and any other necessary resource to sights in the Oldham area, year round.
Delivery
– The vast majority of cleaning service will require delivery on a weekly basis
– Applicants will be able to demonstrate the capacity to mobilise a team and deliver high quality cleaning services to approx 20 large independent sights on a weekly basis
End user focus and context
– Applicants will be required to engage with end user views, feedback and surveys and should demonstrate the capacity to respond to end user demands in a proactive manor that becomes integrated to the service delivery
– The services will be delivered as part of broader elderly care ‘social housing’ objective and applicants should demonstrate the capability and capacity to deliver the services in a manor which takes account of this environment
Management information and service level achievement
– Weekly report on jobs completed against specification standards
– Quarterly report on general tenant engagement and adjustments made to improve tenant satisfaction
– Quarterly contract review with H21 including a review of the formal tenant satisfaction survey and Oldham Council service level report
Lot 2b Cleaning of external windows
Services
– Cleaning of external windows
– Cleaning to be completed at 19 courts
– Applicants to demonstrate sensitivity to elderly residents
– Each court to require full coverage of external window cleaning on a monthly basis
– The entire range of locations is spread across a 50 square mile area in and around Oldham, Greater Manchester, United Kingdom. As such applicants should have the capacity and capability to efficiently transport equipment, labour and any other necessary resource to sights in the Oldham area, year round
– Applicants to provide monthly management reports on works completed
– Applicants to attend a quarterly contract review meeting
Lot 2c Cleaning of external bins and associated storage areas
– Jet wash communal bins on a monthly basis
– Bins located on 19 sites
– Sweep and clean entrance to bin storage area and any over hanging canopies
– The entire range of locations is spread across a 50 square mile area in and around Oldham, Greater Manchester, United Kingdom. As such applicants should have the capacity and capability to efficiently transport equipment, labour and any other necessary resource to sights in the Oldham area, year round
– Applicants to provide an annual report on services delivered, maintain effective communication with Housing 21 representative and attend contract review meetings as requested.
Total contract value and length (all three sub Lots)
– The contract will be for a 3 year period with a 2 year extension option, split into 1+1 years.
– Based on historic data the contract value is estimated at between GBP 200 000 and GBP 500 000 per year. This is a total between GBP 600 000 and GBP 1 500 000 for the initial term, with the option for a GBP 1 000 000 – GBP 2 500 000 contract should the full 2 year contract extension be implemented.
Estimated value excluding VAT:
Range: between 1 000 000 and 2 500 000 GBP
4)Indication about different date for duration of contract or starting/completion

Starting 1.4.2014. Completion 31.3.2017
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:

Please refer to the procurement documents on the delta e-sourcing system as directe in thi notice
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Please refer to the procurement documents on the delta e-sourcing system as directe in thi notice
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Please refer to the procurement documents on the delta e-sourcing system as directe in thi notice
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: This will be covered in the prequalification and tender documents
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: This will be covered in the prequalification and tender documents
Minimum level(s) of standards possibly required: This will be covered in the prequalification and tender documents
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
This will be covered in the prequalification and tender documents
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

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
Objective criteria for choosing the limited number of candidates: All details of scoring methoology is provided in the PQQ and tender documents
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:

H21P136 – Oldham
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: 15.12.2013 – 11:59
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

16.12.2013 – 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

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

Housing 21 reserves the right to cancel the tender process at any stage. Housing 21 does not accept any
liability for any cost incurred in tendering. All tenders must be priced in sterling and payments under the
Contract will be made in sterling.
The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender.
To view this notice, please click here:
https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=79454195

GO Reference: GO-20131115-PRO-5269073

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

High Court of England and Wales
The Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

Body responsible for mediation procedures

High Court of England and Wales
The Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Refer to regulation 47 and the Public Contracts (Amendment) Regulations 2009 generally.
VI.4.3)Service from which information about the lodging of appeals may be obtained

Cabinet Office
Rosebery Court St Andrews Business Park
NR7 0HS Norwich
UNITED KINGDOM
E-mail: servicedesk@cabinet-office.gsi.gov.uk

VI.5)Date of dispatch of this notice:15.11.2013