Highways Term Contract 2014 – 2019

Highways Term Contract 2014 – 2019

The London Borough of Waltham Forest is seeking to appoint a suitably qualified and experienced contractor, with proven capability to deliver an integrated Highways Term Contract to the Council.

UK-London: Highway maintenance work

2013/S 104-178771

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

London Borough of Waltham Forest
Low Hall, Argall Avenue, Leyton
Contact point(s): Design and Construction Manager
For the attention of: Peter Kelly
E10 7AS London
UNITED KINGDOM
Telephone: +44 2084961019
E-mail: peter.kelly@walthamforest.gov.uk

Internet address(es):

General address of the contracting authority: www.walthamforest.gov.uk

Address of the buyer profile: www.londontenders.org

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: no

Section II: Object of the contract

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

Highways Term Contract 2014 – 2019.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 1: Maintenance and repair services
Main site or location of works, place of delivery or of performance: Outer London – East and North East.
NUTS code UKI21

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)

The London Borough of Waltham Forest is seeking to appoint a suitably qualified and experienced contractor, with proven capability to deliver an integrated Highways Term Contract to the Council, comprising of but not limited to, footway and carriageway maintenance works, structural maintenance and patching works, traffic schemes and highway improvements, road markings, anti-skid surfacing, gully cleansing service, winter maintenance service and emergency call out service. Optional services as specified within the tender documents include but not limited to, professional design services, landscaping works, minor electrical highway works, playground inspection and infrastructure maintenance and repair work and drainage works. Depot facilities (provision of depot and road fuel facilities by agreement). The duration of the contract will be for an initial period of 5 years, with an option to extend for a further period of up to 3 years (2014-2022).
II.1.6)Common procurement vocabulary (CPV)

45233139, 45233141, 45233142, 45233200, 45233220, 45233223, 45233251, 45233252, 45233253, 45233300, 90640000, 45112700, 45232452, 45233130, 45233150, 50870000, 71322000, 71322300, 71322500, 90642000

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 duration of the contract will be for an initial period of 5 years, with an option to extend for a further period of up to 3 years. The London Borough of Waltham Forests annual expenditure is estimated at 4,500,000 GBP per annum, excluding VAT. Please refer to the PQQ and ITT “Instructions to Tenderers” documents for the breakdowns of estimated annual spend values (excluding vat) on the anticipated core services. These figures are based on the average value of such works undertaken during the last 3 years. However, no guarantee can be given as to the amount of funding available or the value of works to be carried out under this contract. Estimated contract value for the initial period of 5 years, plus 3 years optional extension is:
Estimated value excluding VAT: 36 000 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: The option to extend is for a period of up to 3 years, subject to the high level of performance and continued evidence of value for money being delivered to the Council by the contractor.
Provisional timetable for recourse to these options:
in months: 60 (from the award of the contract)
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 1
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 96 (from the award of the contract)
II.3)Duration of the contract or time limit for completion

Duration in months: 96 (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:

Performance Bond will be required as detailed in the Tender documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

This will be specified in the Tender documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Please note the Authority reserves the right to require groupings of contractors to take a particular legal form or to require a single contractor to take primary liability or to require that each party undertakes Joint and Several Liability in the award and performance of the contract.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: This will be specified in the Tender documents available from www.londertenders.org

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: Will be specified in the Tender Documents and will be in accordance with Articles 44 to 52 of Directive 2004/18/EC and Regulations 23 to 29 of the Public Contracts Regulations 2006 (as amended) and as set out in sections 6 and 7 of the on-line Pre-Qualification Questionnaire (PQQ) evaluation matrix and the PQQ Instructions to Tenderers document.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Will be specified in the Tender Documents and will be in accordance with Articles 44 to 52 of Directive 2004/18/EC and Regulations 23 to 29 of the Public Contracts Regulations 2006 (as amended) and as set out in section 4 of the on-line Pre-Qualification Questionnaire (PQQ) evaluation matrix and PQQ Instructions to Tenderers document.
Minimum level(s) of standards possibly required: As set out in the on-line Pre-Qualification Questionnaire (PQQ) evaluation matrix and PQQ Instructions to Tenderers document.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Will be specified in the Tender Documents and will be in accordance with Articles 44 to 52 of Directive 2004/18/EC and Regulations 23 to 29 of the Public Contracts Regulations 2006 (as amended) and as set out in sections 2 and 3 of the on-line Pre-Qualification Questionnaire (PQQ) evaluation matrix as well as the PQQ and ITT Instructions to Tenderers and Specification of Service documents.
Minimum level(s) of standards possibly required:
As set out in the on-line Pre-Qualification Questionnaire (PQQ) evaluation matrix as well as the PQQ and ITT Instructions to Tenderers and Specification of Service 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

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

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

Envisaged minimum number 5: and maximum number 8
Objective criteria for choosing the limited number of candidates: As specified in the on-line Pre-Qualification Questionnaire (PQQ) evaluation matrix and PQQ Instructions to Tenderers document.
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:

DNWC-96NJ5T
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: 28.6.2013 – 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

28.6.2013 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

5.8.2013
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

Date: 16.9.2013 – 12:00
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: An authorised Officer of the London Borough of Waltham Forest.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 60 months if option to extend is not exercised.
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

The Contract is for 5 years with the Authority’s option to extend the contract for a further period of up to 3 years. The value provided in Section II.2.1 is estimated only. The Authority cannot guarantee to contractors any business through this contract.
The selection process of tenderers will be as set out in the PQQ “Instructions to Tenderers” document. The information and/or documents for this opportunity are available from www.londontenders.org. You must register on this site to respond. Contractors must read through this set of instructions and follow the process to respond to this opportunity. The Authority accepts no responsibility for any costs in relation to the preparation or submission of tenders. Please note that all prices must be quoted in GBP.

Potential contractors should note that, in accordance with the UK Government’s policies on transparency, the Authority will be under the obligation to publish the Invitation to Tender (ITT) document, and the text of any contract, subject to possible redactions at the discretion of the Authority. The Authority undertakes to use its best endeavours to hold confidential any commercially sensitive information provided, subject to the Authority’s overriding obligations under the Freedom of Information Act 2000 and its transparency obligations. The Authority will be looking to award the Contract to a single contractor, with a Contract commencement date of the 1.4.2014. Potential contractors are advised that the optional services specified in Section II.1.5 and in Specification of Service document will require prices to be submitted but will not be included as part of the evaluation process. The Authority reserves the right to review the prices submitted against the existing service provision during the lifetime of the contract and adopt/implement, if required.
Tenderers are to note that:
(1) The information and/or tender documents for this opportunity will only be available via www.londontenders.org. Potential tenderers must register on this site to respond, if you are already registered you will not need to register again, simply use your existing username and password.

(2) Potential tenderers must log-in to the www.londontenders.org site, search for the following Contract Title: Highway Term Contract 2014-2019 and follow the instructions provided to you here.

(3) The completed PQQ and ITT submissions for this opportunity will only be received electronically via www.londontenders.org.

(4) All communications regarding this opportunity will only be accepted through the ‘discussions’ portal via www.londontenders.org. Written responses will be provided to all enquiries and any points of clarification or information will be circulated to prospective tenderers via the www.londontenders.org email system.

(5) Potential tenderers are advised to allow yourself at least 2 hours when responding to this opportunity prior to the closing date and time, especially if you are required to upload documents as an attachment.
(6) If you experience any technical difficulties please contact the Due North (www.londontenders.org) Helpdesk on +44 1670597120 or email: support@due-north.com

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

The High Court of Justice
The Strand
WC2A 2LL London
UNITED KINGDOM

Body responsible for mediation procedures

Centre for Effective Dispute Resolution
International Dispute Resolution Centre 70 Fleet Street
EC4Y 1EU London
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Council will incorporate a minimum of 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the London Borough of Waltham Forest before the contract is entered into. Applicants have 2 working days from the notification of the award decision to request additional debriefing and that provision has to be provided a minimum of 3 working days before the expiry of the standstill period. Such additional information should be requested from Peter Kelly see details below.
VI.4.3)Service from which information about the lodging of appeals may be obtained

London Borough of Waltham Forest
Low Hall, Argall Avenue, Leyton
E10 7AS London
UNITED KINGDOM
E-mail: peter.kelly@walthamforest.gov.uk
Telephone: +44 2084961019
Internet address: www.walthamforest.gov.uk

VI.5)Date of dispatch of this notice:29.5.2013