Grounds Maintenance Tender Caerphilly

Grounds Maintenance Tender Caerphilly

Framework for grounds maintenance sub contractors.

UK-Ystrad Mynach: grounds maintenance services

2012/S 78-128846

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Caerphilly County Borough Council
Procurement Services, Penallta House, Tredomen Park, Hengoed
For the attention of: Mrs Anne Knibbs
CF82 7PG Ystrad Mynach
Telephone: +44 1443863382
Fax: +44 1443863167

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

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

Framework for grounds maintenance sub contractors.
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 1: Maintenance and repair services
Main site or location of works, place of delivery or of performance: Caerphilly County Borough Council.

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
Number of participants to the framework agreement envisaged: Further information will be available in the ITT Documentation however it is envisaged that there will be 4 to 5 suppliers on each lot of the framework
Duration of the framework agreement

Duration in years: 3 years with an option to extend for a further period of up to 12 months
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 5 000 000,00 GBP

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

Framework for the provision of grounds maintenance sub contractors to assist CCBC parks services and other departments in Caerphilly County Borough Council with grounds maintenance works, schemes and other associated works.
Community Benefits apply to this contract, Further details: the organisation is committed to contributing to the social, economic and environmental well being of the wider community. Accordingly, while the requirement to do so will not be mandatory, the successful contractors are encouraged to consider opportunities to provide added value to the community through various means such as community initiatives, recruitment and training of long term economically inactive persons to assist in delivering any projects. Organisations will also be encouraged to consider offering educational opportunities, training opportunities (such as apprenticeships/NVQs), and other training such as work experience to schools and colleges where appropriate, during the life of the contract, however this should in no way impact on the current workforce you employ.
II.1.6)Common procurement vocabulary (CPV)

77314000, 45112711, 77313000, 77310000, 77314100, 77211300, 77211400, 77211500, 77340000, 77211600, 77342000, 77320000, 77312000, 77312100, 45112710, 45112712, 45112714, 45112723, 45112720, 80000000, 80500000, 80521000, 80210000

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

The contract is covered by the Government Procurement Agreement (GPA): yes

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: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Services will include but are not limited to grass cutting and flower shrub bed maintenance, flail mowing & associated works, tree work, hedge cutting, spraying, watering, smaller hard and soft landscaping works and maintenance programmes (walling, concrete/tarmac works, footpaths, parking areas, excavation, garden/lane clearance etc, planting, excavation/plant hire etc).
The framework will be for a period of 3 years with an option to extend for a further period of up to 12 months and will include call offs from a schedule of rates and mini competition options.
Works will be issued generally in small packages (daily/weekly/monthly) although there will also likely be requirements for longer term packages of work.
Provision of services is required all year round and contractors will be expected to be able to respond to urgent and emergency call outs at all times with a maximum 1 hour response rate for tree related works.
Suppliers should expect there to be seasonal peaks and troughs and in particular should be able to deal with higher demands during the spring and summer months accordingly.
Contractors will be expected to undertake the work themselves and NOT use sub contractors.
CRB Checks may be required in certain circumstances and suppliers must be willing to undertake CRB Checks on appropriate staff where required. Further information will be provided in the pre-qualification / ITT documentation.
The framework will be based on a variety of scheduled works and ad hoc requirements across the borough but will be used on an as and when required basis and therefore there can be no guarantee of the amount of use under the framework.
It is envisaged that the framework will be divided into multiple lots and offers can be received for one or more lots. Participants will be asked to indicate the Lots that they are interested in tendering for at the pre-qualification (PQQ) stage. The lots will be split into the following categories:
Lot 1 – tree work / hedgecutting.
Lot 2 – Shrub / Floral Bed Maintenance & Grass Cutting.
Lot 3 – field maintenance.
Lot 4 – flail mowing / associated works.
Lot 5 – spraying.
Lot 6 – watering (hanging baskets, tubs, troughs flower beds etc).
Lot 7 – hard and soft landscaping works.
Further details, specifications and lots will be made available in the pre-qualification and / or ITT documentation.
Estimated value excluding VAT: 5 000 000 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 17.9.2012. Completion 16.9.2015

Section III: Legal, economic, financial and technical information

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

As specified in the pre-qualification documentation and /or ITT documentation.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As specified in the pre-qualification documentation and /or ITT documentation.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

As specified in the pre-qualification documentation and /or ITT documentation.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As specified in the pre-qualification documentation and /or ITT 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: As specified in the pre-qualification documentation.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As specified in the pre-qualification documentation.
Minimum level(s) of standards possibly required: As specified in the pre-qualification documentation.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As specified in the pre-qualification documentation.
Minimum level(s) of standards possibly required:
As specified in the pre-qualification documentation.
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

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

Envisaged number of operators: All those that successfully pass the pre-qualification stage will proceed to the invitation to tender stage and receive documentation
Objective criteria for choosing the limited number of candidates: As specified in the PQQ and ITT documentation.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria

Lowest price
IV.2.2)Information about electronic auction

An electronic auction will be used: yes
Additional information about electronic auction:
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

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

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: 1.5.2012 – 17:00
IV.3.4)Time limit for receipt of tenders or requests to participate

25.5.2012 – 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

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: 25.5.2012 – 14:00

For opening of pre-qualification questionnaires – Ty Penallta, Ystrad Mynach CF82 7PG, UNITED KINGDOM.

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

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: yes
Reference to project(s) and/or programme(s): It is possible that certain aspects of the work to be undertaken may be covered by grant funding through Welsh Government or WEFO including but not limited to Head of Valleys, RDP, VRP, ERDF and ESF Convergence programmes.
VI.3)Additional information

This procurement process will be run via our e-tendering system Proactis Plaza.
All interested parties are to express an interest in the advert by e-mail to Anne Knibbs on

Companies must then register on the e-tendering system Proactis Plaza using the following link: – suppliers that fail to register will not be invited to tender for this process.

The deadline for Expressions of Interest in this project is Tuesday 1.5.2012 at 17:00hrs.
A supplier guide has been produced to assist suppliers with the registration and etendering process which can be found on the Caerphilly County Borough Council Procurement Webpages

Or by contacting Anne Knibbs on or Natasha Ford (

A Supplier Day will be held on Thursday 3.5.2012 where suppliers will be able to ask questions relating to the framework and the tendering process.
Although attendance is not mandatory it is recommended as it will give a brief guide on How to Tender and may assist you in making a decision to tender.
All suppliers that wish to attend this Supplier Day must notify Anne Knibbs or Natasha Ford by 17:00 hrs on Tuesday 1.5.2012.
Buy4Wales Reference Number: 29662.

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:19.4.2012