Grounds Maintenance Services

Belfast: grounds maintenance services

Grounds and tree maintenance service Belfast Area.

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Northern Ireland Housing Executive
2 Adelaide Street
Contact point(s): Procurement Manager (Construction)
BT2 8PB Belfast
UNITED KINGDOM
Telephone: +44 2890318637
E-mail: procurement@nihe.gov.uk
Fax: +44 2890318690

Internet address(es):

General address of the contracting authority: www.nihe.gov.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

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: no

Section II: Object of the contract

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

Grounds and tree maintenance service Belfast Area.

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: UKNO1.
NUTS code UKN01

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 several operators
maximum number of participants to the framework agreement envisaged: 6
Duration of the framework agreement

Duration in years: 4
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 5 500 000,00 and 6 500 000,00 GBP

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

The Contracting Authority intends to establish a framework agreement which will set out the headline terms under which a maximum number of 6 economic operators will be appointed and ranked according to their tender scores (as more particularly described in the tender documentation). It is envisaged that the most economically advantageous tenderer (in terms of their ranking) appointed to the framework agreement will be appointed, subject to certain conditions and under the terms of a short term service contract, to undertake the Grounds and Tre Maintenance Service required by the Contracting Authority within the Belfast Area.
The service consists of the provision of the following:
(a) the maintenance and management of the Employer’s public open spaces including grassed, planted and hard surface areas within the contract area and also to the in-curtilage areas of the Employers properties and where applicable private properties.
(b) the work includes grass cutting, hedge cutting, tree maintenance, shrub planting, weed control, litter lifting and associated works
However due to current contracts in place, the Employer will not issue any tree maintenance work under this contract until 1.10.2012.
In exceptional or emergency situations (as specified in the contract documentation), the service may require the provision of a Grounds and Tree Maintenance service in relation to Grounds and Tree Maintenance in adjacent Contract Areas.
The work will be carried out in accordance with a planned programme of grounds and tree maintenance and with task orders or instructions issued from time to time during the service period.
In order to meet the Employers obligations under the Litter (Northern Ireland) Order 1994, the Employer may issue task orders requiring litter lifting within the response times detailed in the price list.
The service under this Contract will occur in or around occupied dwellings and in some cases in and around dwellings occupied by persons with disabilities and special needs.
The provision of the service is required during Normal Working Hours and includes the provision of an emergency service outside Normal Working Hours so that total cover is given 24 hours per day, every day of the year for the duration of the Contract. This includes all weekends and holiday periods.

II.1.6)Common procurement vocabulary (CPV)

77314000, 77341000, 77342000, 77312000

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:

The Contracting Authority seeks to procure the services detailed in II.1.5 and the contract documentation as required by its District Offices in Shankill, West Belfast, South Belfast, North Belfast and East Belfast all within the City of Belfast.

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no

II.3)Duration of the contract or time limit for completion

Duration in months: 48 (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:

The Contracting Authority may require guarantees or other security acceptable to the Contracting Authority from tenderers. See contract documentation.

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

See contract documentation.

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

Subject to the status and involvement of the parties, the Contracting Authority may require parties to commit to joint and several liability in respect of the contract. Alternatively, the Contracting Authority may expect the lead operator to take total responsibility. The Contracting Authority may require collateral warranties, parent company guarantees and/or performance bonds as applicable to be entered into by other economic operators.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: See contract documentation.

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: In accordance with Articles 45 and 46 of Directive 2004/18/EC and Regulation 23 of the Public Contracts Regulations 2006 and as set out in the Invitation to Tender and the Pre-qualification questionnaire available from the address specified in Section 1.1.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: In accordance with Article 47 of Directive 2004/18/EC and Regulation 24 of the Public Contracts Regulations 2006 and as set out in the Invitation to Tender and the Pre-qualification questionnaire available from the address specified in Section 1.1.
Minimum level(s) of standards possibly required: As set out in the Invitation to Tender and Pre-qualification questionnaire available from the contact point specified in Section 1.1.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
In accordance with Articles 48 and 50 of Directive 2004/18/EC and Regulation 25 of the Public Contracts Regulations 2006 and as set out in the Invitation to Tender and the Pre-qualification questionnaire available from the address specified in Section 1.1.
Minimum level(s) of standards possibly required:
As set out in the Invitation to Tender and Pre-qualification questionnaire available from the contact point specified in Section 1.1.

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: no

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:

GTM Belfast

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: 16.1.2012 – 12:00
Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

23.1.2012 – 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

Duration in months: 6 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening tenders

Date: 24.1.2012 – 10:00
Place:

2 Adelaide Street, Belfast.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Employees of the Contracting Authority only.

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

All costs of responding to this Notice or participation in this procurement will be borne by the tenderer.
Until the contract is formalised all discussions will be deemed strictly subject to contract. No formal agreement shall be binding until it has been signed by duly authorised representatives of both parties.
The Transfer of Undertakings Protection of Employment Regulations and/or the Service Provision Change (Protection of employment) Regulations 2006 may apply to the staff/operatives currently engaged in the delivery of these services. Tenderers are required to seek their own advice and include for this in their tenders.

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

High Court of Justice in Northern Ireland
Chichester Street
BT1 3JF Belfast
UNITED KINGDOM
E-mail: office@courtsni.gov.uk
Telephone: +44 2890235111
Internet address: http://www.courtsni.gov.uk

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Contracting Authority shall, as soon as possible after the decision has been made, inform tenderers of the decision to conclude the framework agreement in accordance with Regulation 32 of the Public Contracts Regulations 2006 (as amended). A standstill period shall apply during which the Contracting Authority shall not conclude the framework agreement. Appeals against the decision of the Contracting Authority may be made to the High Court of Justice in Northern Ireland in accordance with Part 9 of the Public Contracts Regulations 2006 (as amended).

VI.4.3)Service from which information about the lodging of appeals may be obtained

See Vl.4.1

VI.5)Date of dispatch of this notice:9.12.2011