Portsmouth City Council Tree Maintenance Services Contract

Portsmouth City Council Tree Maintenance Services Contract

To provide a comprehensive arboricultural service for the maintenance of the non-highways public tree stock within the city.

United Kingdom-Portsmouth: Tree-maintenance services

2019/S 032-072122

Contract notice


Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Portsmouth City Council
Procurement Service, Floor 4 Core 3/4, Civic Office, Guildhall Square
United Kingdom
Contact person: Procurement Service
Telephone: +44 2392688235
E-mail: procurement@portsmouthcc.gov.uk
NUTS code: UKJ31
I.2)Information about joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at: https://in-tendhost.co.uk/portsmouthcc/aspx/home
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Regional or local authority

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement


Tree Maintenance Services

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

Portsmouth City Council (“the council”) is seeking to appoint a term contractor to provide a comprehensive arboricultural service for the maintenance of the non-highways public tree stock within the city and in 3 council owned housing areas just north of Portsmouth.

The council is aiming to have awarded the contract in May 2019 and expects the service to start in August 2019.

The initial term will be 5 years with provision to extend by up to a further 5 years to a maximum term of 10 years.

The council estimates that the value of the contract will be 275 000 GBP per year (and this reflects currently known demand), although the council wishes to retain the ability to expand the scope of the contract to accommodate potential future demand up to an estimated maximum of 1 260 000 GBP per year. See section II.2.4) for further information on possible change of scope.

Application is via submission of a compliant tender, which must be received by the council by 22.3.2019 [14:00].

II.1.5)Estimated total value

Value excluding VAT: 12 600 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UKJ31
NUTS code: UKJ35

II.2.4)Description of the procurement:

The council is looking for a term contractor to undertake the maintenance of the tree stock within the city and in the 3 council owned housing areas just north of the city (Leigh Park, Crookhorn and Wecock Farm).

Tree works are issued in a mix of reactive enquiries (events) and proactive planned works following regular tree inspections.

The vast majority of trees are on publically accessible land. This tender does not include the maintenance of the majority of trees on highways as these are currently covered under the council’s highways PFI contract; however, some of our trees are growing close to roads and footpaths so there is a need for pedestrian control and occasional traffic management.

The council’s arboriculture office will carry out the ongoing surveying of tree stock and maintains data using Arbortrack.

A 24 hour/365 day emergency work and response service will be part of the contract. The contractor will be required to respond to works defined as an emergency within 2 hours of the request from the council’s arboriculture officer.

Due to the social and political importance of tree maintenance in the city, the contractor will need to either have premises in the city or surrounding area or be able to give considerable confidence to the council of their ability to be based outside of the city and still fulfil the contracted services, for example, employees with equipment living in or close to the city that could mobilise quickly if required.

Over the period of the contract the council would like to develop the possibility of a partial or fully managed arboriculture service, with the contractor taking on, in part or fully, the:

— surveying,

— maintaining and keeping the council tree database up to date,

— raising of work orders for the city’s tree stock (prior to council approval).

In addition the council is seeking for further potential collaboration with a view to adopting the same software as the preferred contractor. The council currently uses Arbortrack. Contractors are asked to outline their software provision, confirming any associated costs for the council to implement and license the same software, whilst also detailing any hardware and data integration requirements.

Wider sub-regional access: all public sector bodies situated within the following areas will be able to utilise this contract for the maintenance of their trees. In all cases, Portsmouth City Council will manage this arrangement through its contract with the supplier and not through separate contracts between the public sector body and the supplier.

— Portsmouth,

— Gosport,

— Havant,

— Fareham.

The council is not able to provide any guarantees or accurate estimates on likely take up by further public sector bodies and cannot provide significant detail in respect of demand for particular work activities, specification approaches, works value etc.

Council premises: the council is not able to provide depot premises at this time.

There is currently a holding area for waste in the corner of Farlington sports field of approximately 1 000 m2 for the storage of arisings for temporary stockpiling and sorting prior to final disposal. The contractor will be responsible for managing this area.

The Council will run the procurement process in line with the following programme:

Invitation to tender pack made available on In tend: 13.2.2019.

Deadline for requests for clarification: 15.3.2019 [23:59].

Tender return deadline: 22.3.2019 [14:00].

Deadline for return of company reference questionnaires: 22.3.2019.

Interview(s) w/c: 22.4.2019.

Standstill period start: 30.4.2019.

Standstill period end: 9.5.2019 [23:59].

Contract award: 10.5.2019.

Service commencement: August 2019.

Joining instructions and the documentation which will require completion can be obtained via the council’s In-tend e-sourcing solution using the following address:


II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60
This contract is subject to renewal: yes
Description of renewals:

The initial contract period will be for 5 years with possibility of extending the term by a further 5 years to a maximum total term of 10 years in increments to be agreed, subject to the agreement and performance of both parties.

Variant bids may be submitted which require a longer base term where significant financial and operational improvements can be demonstrated.

II.2.10)Information about variants

Variants will be accepted: yes

II.2.11)Information about options

Options: yes
Description of options:

The aim of this procurement process is to secure a term contractor for the maintenance of the non-highways public tree stock within the city and in 3 council owned housing areas just north of Portsmouth.

The council has included options to undertake similar services in the neighbouring local authority areas of Havant, Fareham and Gosport. Whilst there is currently no indication that these services will be required in the neighbouring areas, the council wishes to retain the flexibility within the contract to undertake them.

The council also has included options to expand the scope of the contract to include functions that are currently undertaken by council employees (for example, but not limited to, surveying, maintaining and keeping the council tree database up to date, raising of work orders for the city’s tree stock). In the event that the contract is varied to include any of the additional geographical areas or any of the additional functions above the council may wish to (and reserves the right to) alter the terms of the contract to reflect changes in ways of working (for example, but not limited to, changes to the specification to introduce output-based elements; changes to contract terms to introduce cost-reimbursable, open book contracting elements to the contracted services).

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure


IV.1.1)Type of procedure

Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 22/03/2019
Local time: 14:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

IV.2.7)Conditions for opening of tenders

Date: 22/03/2019
Local time: 14:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published:

Notices will be published any time after approximately February 2024 (depending on the extent to which the contract is extended).

VI.2)Information about electronic workflows
VI.3)Additional information:
VI.4)Procedures for review

VI.4.1)Review body

The High Court of Justice
United Kingdom
Telephone: +44 2079476000Internet address: https://www.justice.gov.uk/
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice: