Horticultural and arboricultural services

UK-Mildenhall: horticultural services

2012/S 49-080368

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Forest Heath District Council
College Heath Road
Contact point(s): Waveney District Council Procurement Team
For the attention of: Ian Purdom
IP28 7EY Mildenhall
UNITED KINGDOM
Telephone: +44 1502523507
E-mail: Ian.Purdom@waveney.gov.uk
Fax: +44 1502588135

Internet address(es):

General address of the contracting authority: http://www.forest-heath.gov.uk

Address of the buyer profile: http://www.forest-heath.gov.uk

Electronic access to information: www.delta-esourcing.com/delta

Electronic submission of tenders and requests to participate: www.delta-esourcing.com/delta

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: no

Section II: Object of the contract

II.1)Description

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

Horticultural and arboricultural services.

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

Services
Service category No 27: Other services
NUTS code UKH14

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)

Horticultural services. Tree-clearing services. Tree-cutting services. Tree-maintenance services. Tree pruning and hedge trimming. Tree pruning. Planting and maintenance services of green areas. Weed-clearance services. Weed-killing services. Sports fields maintenance services. Erection of fencing. Installation of bollards. Scrub-removal work. Pest-control services. Seeding services. Landscape gardening services. Signage. Grounds maintenance services. Hedge trimming. Forest Heath District Council (FHDC) wishes to provide residents of Forest Heath with high quality services whilst optimizing value for money. FHDC is therefore seeking to engage suitably qualified contractor(s) to provide shared objectives, continuous service improvements and efficiencies, with agreed targets and innovation. FHDC are seeking horticultural and arboricultural services to include, but not limited to – Grounds Maintenance, Grass Cutting and related services, Maintenance of Shrubs and Shrub Beds and related services, maintenance of landscaped areas, Hedge Maintenance and related services, maintenance of sports areas, scrub clearance, herbicide application,maitenance and planting of wildflower areas and miscellaneous services to include, but not limited to installation of fences and bollards, pest control, play area safety surfacing, installation of signage. Tree felling, stump grinding, tree pruning, tree thinning, emergency call out service (the emergency call out service is only for trees), pollarding and re-pollarding, tree planting. This contract will also include removal of any waste products resulting from the provision of these services.

II.1.6)Common procurement vocabulary (CPV)

77300000, 77211300, 77211400, 77211500, 77340000, 77341000, 77310000, 77312000, 77312100, 77320000, 45342000, 45233291, 45111220, 90922000, 77315000, 71421000, 34928470, 77314000, 77342000

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: 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:

The anticipated initial term of any resultant contract will be five (5) years and FHDC only will have the option to extend for a further two one (1) year extensions, subject to satisfactory performance measured against Key Performance Indicators.
Estimated value excluding VAT:
Range: between 1 040 000 and 1 355 000 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

Duration in months: 60 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Horticultural services

1)Short description

FHDC is seeking to engage suitably qualified contractor(s) to provide horticultural services to include, but not limited to – grounds maintenance, grass cutting and related services, hedge maintenance and related services, maintenance of shrubs and shrub beds and related services, maintenance of landscaped areas, maintenance of sports areas and miscellaneous services to include, but not limited to installation of fences and bollards, scrub clearance, herbicide application, pest control, play area safety surfacing, installation of signage and maintenance and planting of wildflower areas. This contract will also include removal of any waste products resulting from the provision of these services.

2)Common procurement vocabulary (CPV)

77300000, 77310000, 77312000, 77312100, 77320000, 45342000, 45233291, 45111220, 90922000, 77315000, 71421000, 34928470, 77314000, 77342000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion

Duration in months: 60 (from the award of the contract)

5)Additional information about lots

Potential Bidders are invited to express an interest in one or all or any combination of the lots.

Lot No: 2 Lot title: Arboricultural services – South (Map 2)

1)Short description

FHDC is seeking to engage suitably qualified contractor(s) to provide arboricultural services in the area in Map 2 (South) within the current FHDC district boundary, to include, but not limited to – felling, stump grinding, tree pruning, tree thinning, emergency call out service, pollarding and re-pollarding, tree planting and related services. This contract will also include removal of any waste products resulting from the provision of these services.

2)Common procurement vocabulary (CPV)

77211300, 77211400, 77211500, 77341000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion

Duration in months: 60 (from the award of the contract)

5)Additional information about lots

Potential bidders are invited to express an interest in one or all or any combination of the lots.

Lot No: 3 Lot title: Arboricultural services – North (Map3)

1)Short description

FHDC is seeking to engage suitably qualified contractor(s) to provide arboricultural services covering the area in Map 3 (North) within the current FHDC district boundary, to include, but not limited to – felling, stump grinding, tree pruning, tree thinning, emergency call out service, pollarding and re-pollarding, tree planting and related services. This contract will also include removal of any waste products resulting from the provision of these services.

2)Common procurement vocabulary (CPV)

77211300, 77211400, 77211500, 77341000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion

Duration in months: 60 (from the award of the contract)

5)Additional information about lots

Potential bidders are invited to express an interest in one or all or any combination of the lots.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

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

Payment arrangements will be detailed in the tender documentation.

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

Joint and several liability.
If the contract is awarded to a consortium, joint venture or similar, applicants will be required to contract with joint and several liability under English Law and either nominate a lead provider with whom the contracting authority can contract and to whom communications will be addressed or form into a single legal entity before the contract is awarded.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Performance will be monitored against Key Performance Indicators full details will be provided in the Invitation to Tender 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: The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a candidate is eligible to be invited to tender.
A full list of the Regulation 23(1) and 23(2) criteria are at http://www.delta-esourcing.com/delta/project/reasonsForExclusion.html#pcr.

Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists.
Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) Appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
(b) The presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established;
(c) A statement of the undertaking’s overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available.
Applicants are asked to provide key financial information to describe their financial position. Details of the required information are provided in the Pre-Qualification Questionnaire (PQQ), which can be obtained as described in section VI.3 – additional information, and which must be returned to the e-sourcing system in the manner prescribed and the date stipulated at section VI.3 – additional information.
There are a number of pass/fail sections in the PQQ and any resulting Invitation to Tender, details will be provided in the PQQ, Invitation to Tender, PQQ evaluation guidance and Invitation to Tender evaluation guidance.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Applicants are required to demonstrate a successful track record and have experience in comparable projects of a similar nature and size to the horticultural and arboricultural services together with the capacity and capability to provide such services. Applicants are required to demonstrate effective management systems for the following – business activities, quality management, health and safety, environmental management, equal opportunities and financial. Full details of the required information will be provided in the PQQ which can be obtained as described in section VI.3 – additional information.
Minimum level(s) of standards possibly required:
There are a number of pass/fail sections in the PQQ and any resulting invitation to tender, details will be provided in the PQQ, invitation to tender, PQQ evaluation guidance and invitation to tender evaluation guidance.

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 3: and maximum number 8
Objective criteria for choosing the limited number of candidates: Completed PQQ’s will be evaluated and a shortlist of applicants invited to the tender process. The weightings and criteria for each subject area within the PQQ are as follows:
1. Details of organisation – not scored, except for questions 1.16, 1.17,1.18, 1.19,1.20 and 1.21, which are Pass/Fail;
2. Financial information – Pass/Fail;
3. Business activities, previous comparable experience and resources 60 %;
4. Quality management and capability – 10 %;
5. Health and safety policy and capability – 20 %;
6. Environmental management and capability – 10 %;
7. Equal opportunity and diversity policy – Pass/Fail;
8. Insurance – Pass/Fail;
9. Professional and business standing – Pass/Fail;
10. Freedom of information – Not scored;
11. Undertaking – Pass/Fail;
12. Grounds for Disqualification Declaration – Pass/Fail;
Full details of the evaluation criteria are provided in the PQQ which can be obtained as described in section VI.3 – additional information.
Full details of the tender evaluation criteria will be provided in the tender documentation.
Responses to the PQQ will be evaluated by a number of officers and a shortlist of applicants will be selected. Further details can be found in section VI.3 – additional information.

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:

FHDC PROC102

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

Prior information notice

Notice number in the OJEU: 2010/S 125-191588 of 1.7.2010

Other previous publications

Notice number in the OJEU: 2011/S 88-143661 of 6.5.2011

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no

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

10.4.2012 – 17:00

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 tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: Five (5) years from contract commencement (subject to any contract extensions based on satisfactory performance).

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 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. 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.
Bidders who are asked to participate in the next stage of the procurement process should note that there is a likelihood that they will have to submit their bids as priced/named and priced/non named for evaluation purposes.
Whilst Forest Heath District Council is the contracting authority for the purpose of this procurement exercise and any ensuing contract, Waveney District Council are acting as Forest Heath District Council’s agent in relation to the provision of procurement advice and process. Officers at both councils will be involved in the process for contracting with an appropriate contractor(s).
All dates and time periods specified in this notice are indicative only and the Contracting Authority reserves the right to change these.
The contracting authority expressly reserves the right not to award any contract as a result of the procurement process commenced by the publication of this notice and in no circumstances will be liable for any costs incurred by applicants during the procurement process.
Your Pre Qualification Questionnaire (PQQ) response must be completed and submitted electronically in accordance with Section I and Section IV.3 above.
The information and documents for this PQQ will be accessible at the following website www.delta-esourcing.com/delta. To be able to access these documents you will need to register your company details and enter the following Tender Access Code (TAC) V29DN2EK53 at the bottom of the registration page, thereafter you will be issued with a USERNAME and PASSWORD.

You 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. Please note there is a password reminder link on the homepage.
Suppliers must log in, go to your Response Manager and add the Tender Access Code (TAC) from the advert. Please ensure you follow any instruction provided to you here.
The deadline for submitting your response(s) is listed on the advert and in the PQQ/ Tender documents. Please ensure that you allow yourself plenty of time when responding to this invite prior to the closing date and time, especially if you have been asked to upload documents. No hard copy PQQs or Tenders will be accepted.
If you experience any technical difficulties please contact the Delta esourcing Helpdesk on +44 08452707050 or email helpdesk@delta-esourcing.com as soon as possible as problems cannot be rectified after the closing deadlines.

Please note that for ICT security reasons the Contracting Authority’s procurement agent (Waveney District Council) is not able to accept Zip files. If you are uploading multiple documents you will have to load one document at a time, therefore please ensure that you allow yourself plenty of time to fully upload your PQQ submission onto Delta esourcing by the deadline detailed above as Delta esourcing will not permit attempts to load documents after the time/date stated.
All communication for the procurement process up to the selection of shortlisted candidates must be through the messaging facilities on the Delta esourcing system.
If any applicant considers that any information supplied by them is either commercially sensitive or confidential in nature, this should be highlighted and the reasons for its sensitivity as well as the duration of such sensitivity specified. In such cases the relevant material will, in response to requests made under the Freedom of.
Information Act 2000 (the Act) or the Environmental Information Regulations 2004 (the Regulations), be examined in the light of exemptions in the Act or the Regulations.
Any potential contractors(s) needs to be advised that the current grass cutting services at Red Lodge, Newmarket, Suffolk (valued at approximately £2000 per annum) are unlikely to be included at the commencement date of the anticipated contract.
Applicants who are shortlisted to the next stage of the procurement process should not that due to the current financial climate and the pressure on Local Government funding any bids received where the price exceeds the “estimated cost of the services” or “estimated total value” per Lot will be rejected on the grounds of unaffordability.
Any organisation expressing an interest in this procurement should take note that there a likely to be Transfer Undertaking Protection of Employees (TUPE) implications, further details will be provided in the tender documentation. GO Reference: GO-201236-PRO-3764253.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Forest Heath District Council
College Heath Road
IP28 7EY Mildenhall
UNITED KINGDOM
E-mail: Peter.Heard@forest-heath.gov.uk
Telephone: +44 1638719309
Internet address: http://www.forest-heath.gov.uk

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The contracting authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers, fully in accordance with paragraph 32A of the Public Contracts Regulations 2006. This period allows unsuccessful tenderers to seek further debriefing from the Contracting Authority before the contract is entered into.

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

VI.5)Date of dispatch of this notice:6.3.2012