Grounds maintenance services West Sussex

Grounds maintenance services West Sussex

This agreement is for the maintenance of grounds across the County of West Sussex comprising: the Council’s Corporate Estate including its Schools, other Schools and Academy Schools that wish to be included in this Contract by way of inclusion on the list of establishments to which the service applies.

UK-Chichester: grounds maintenance services

2012/S 188-309424

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

West Sussex County Council
County Hall
Contact point(s): Sam Pickford
For the attention of: Sam Pickford
PO19 1RQ Chichester
UNITED KINGDOM
Telephone: +44 1243756629
E-mail: sam.pickford@westsussex.gov.uk
Fax: +44 1243753809

Internet address(es):

General address of the contracting authority: https://www.westsussex.gov.uk/

Address of the buyer profile: https://westsussex.bravosolution.co.uk/

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

Regional or local authority
I.3)Main activity

General public services
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Section II: Object of the contract

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

Grounds Maintenance.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: County of West Sussex.
NUTS code UKJ24

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Framework agreement with a single operator
Duration of the framework agreement

Duration in years: 7
Justification for a framework agreement, the duration of which exceeds four years: The agreement is for an initial 3 years and a potential extension of 4 years to a maximum period of 7 years subject to performance and funding arrangements etc. This is a Part B service as defined by the Public Contract Regulations 2006 and therefore the maximum 4 year period for a framework agreement does not apply.
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 460 000 and 3 000 000,00 GBP

II.1.5)Short description of the contract or purchase(s)

This agreement is for the maintenance of grounds across the County of West Sussex comprising: the Council’s Corporate Estate including its Schools, other Schools and Academy Schools that wish to be included in this Contract by way of inclusion on the list of establishments to which the service applies. This agreement may be used by Partner Organisations including Academy Schools across their particular geographic location, and for other public sector bodies as defined within the Public Contract Regulations 2006 within the geographical boundaries of East and West Sussex including Brighton and Hove.
II.1.6)Common procurement vocabulary (CPV)

77314000, 77312000, 77340000, 77300000, 77320000, 77315000, 77310000, 77313000

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:
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

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

Section III: Legal, economic, financial and technical information

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

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

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

As detailed in the procurement documents.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As detailed in the procurement documents.
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: As detailed in the procurement documents.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As detailed in the procurement documents.
Minimum level(s) of standards possibly required: As detailed in the procurement documents.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As detailed in the procurement documents.
Minimum level(s) of standards possibly required:
As detailed in the procurement 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: yes
Reference to the relevant law, regulation or administrative provision: As detailed in the procurement documents.
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

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:

6913
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2012/S 145-242495 of 25.7.2012

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: 26.10.2012 – 17:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

5.11.2012 – 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: 180 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening tenders

Date: 6.11.2012 – 10:00
Place:

Chichester, West Sussex.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Authorised Officers of West Sussex County Council.

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information

This is a non-mandatory OJEU Contract Notice. The Services constitute Part B services for the purposes of the Public Contract Regulations 2006 (Regulations) and the procurement is not therefore fully regulated by the Regulations. Neither a reference during or after this procurement process to the Regulations or the use of language or terminology common to the Regulations shall require the Council to conduct a fully regulated procurement in accordance with the Regulations. This notice is being placed for advertising purposes only. Suppliers will be expected to deliver services that demonstrate a Best Value approach as defined by the government. The contract term will be for a period of 3 years and may be extended depending on the ongoing need, budget availability and contract performance up to a period of 4 Years to a maximum contract period of 7 Years. Public Liability Insurance of a minimum of 10 000 000 GBP million and Employers Liability Insurance of a minimum of 10 000 000 GBP will be required. West Sussex County Council is a Public Authority within the meaning of the Freedom of Information Act 2000 and all correspondence received will be dealt with inaccordance with the Act.
The Contracting Authority intends to use the West Sussex eSourcing portal in this procurement exercise and reserves the right to use a reverse auction.
Other Public Bodies including schools and acadamies within the geographical boundaries of West Sussex, East Sussex and Brighton & Hove may use / may join this contract at a later date.
A bidder briefing event for service providers is being held on Monday 8.10.2012 at 10:00 to 12:00 in the Main Conference Room, County Hall North, Chartway, Horsham, RH12 1XH Providers interested in participating in this opportunity are encouraged to attend this event and register their interestand attendance via the West Sussex eSourcing portal messaging facility. The Contracting Authority intends to use an eSourcingsystem in this procurement exercise. URL: https://westsussex.bravosolution.co.uk. West Sussex eSourcing Portal Project No 211, ITT_1733 refer. Suppliers Instructions How to ExpressInterest in this Tender:

1. Register your company on the eSourcing portal (this is only required once) – Browse tothe eSourcing Portal: https://westsussex.bravosolution.co.uk and click the link to register – Accept the terms andconditions and click “continue” – Enter your correct business and user details – Note the username you choseand click “Save” when complete – You will shortly receive an email with your unique password (please keepthis 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 Tenderopen to any registered supplier) – Click on the relevant PQQ/ ITT to access the content – Click the “ExpressInterest” button in the “Actions” box on the left-hand side 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 anyattachments by clicking the “Settings and Buyer Attachments” in the “Actions” box 3. Responding to the tender – You can now choose to “Reply” or “Reject” (please give a reason if rejecting) – You can now use the ‘Messages’function to communicate with the buyer and seek any clarification – Note the deadline for completion, then followthe onscreen instructions to complete the PQQ/ ITT – There may be a mixture of online & offline actions for youto perform (there is detailed online help available) You must then publish your reply using the publish buttonin the “Actions” box on the left-hand side of the page. If you require any further assistance please consult theonline help, or contact the eTendering help desk.
Suppliers Instructions How to Express Interest in this Tender:
1. Register your company on the eSourcingportal (this is only required once) – Browse to the eSourcing Portal: https://westsussex.bravosolution.co.uk andclick the link to register – Accept the terms and conditions and click ‘continue’ – Enter your correct businessand user details – Note the username you chose and click ‘Save’ when complete – You will shortly receivean email with your unique password (please keep this secure).

2. Express an Interest in the tender – Login tothe 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 relevantPQQ/ ITT to access the content – Click the ‘Express Interest’ button at the top of the page – This will move thePQQ /ITT into your ‘My PQQs/ My ITTs’ page. (This is a secure area reserved for your projects only) – You cannow access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ ITT Details’ box.
3. Responding to thetender – Click ‘My Response’ under ‘PQQ/ ITT Details’, you can choose to ‘Create Response’ or to ‘Decline toRespond’ (please give a reason if declining) – You can now use the ‘Messages’ function to communicate withthe buyer and seek any clarification – Note the deadline for completion, then follow the onscreen instructionsto complete the PQQ/ ITT – There may be a mixture of online and offline actions for you to perform (there isdetailed online help available) You must then submit your reply using the ‘Submit Response’ button at the topof the page. If you require any further assistance please consult the online help, or contact the eTendering helpdesk.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:26.9.2012