Public convenience cleaning and minor repairs contract
Chichester District Council is currently responsible for the cleaning and maintenance of some 22 public conveniences throughout the Chichester District.
United Kingdom-Chichester: Refuse and waste related services
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
Chichester District Council
East Pallant House, 1 East Pallant
For the attention of: Rod Walters
Telephone: +44 1903737726
General address of the contracting authority: www.chichester.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
Regional or local authority
General public services
Other: Public Procurement
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.1.1)Title attributed to the contract by the contracting authority:
Public convenience cleaning and minor repairs contract.
II.1.2)Type of contract and location of works, place of delivery or of performance
Service category No 14: Building-cleaning services and property management services
Main site or location of works, place of delivery or of performance: Chichester District
NUTS code UK
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
Estimated total value of purchases for the entire duration of the framework agreement
Estimated value excluding VAT:
Range: between 800 000 and 1 200 000 GBP
II.1.5)Short description of the contract or purchase(s)
Chichester District Council is currently responsible for the cleaning and maintenance of some 22 public conveniences throughout the Chichester District. We are looking for a contractor to be responsible for the daily cleaning and minor repairs of the sites as well as the opening and closing of the majority of sites. Minor repairs include items such as replacing toilet seats, light bulbs and door locks. Full details of the requirements are covered in section 2 of this document.
II.1.6)Common procurement vocabulary (CPV)
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: 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:
Full contract and works details contained within the tender document.
It is anticipated that the successful Tenderer will be required to commence operations on the 1.4.2014. or such date as may be agreed by the Employer. The contract period will expire on 31.3.2018. or annual to any amended start date. The Council reserves the right to extend the contract for a further 2 x 2 year periods to a maximum end date no later than 31.3.2022. The Council reserves the right to terminate any individual site contract or the whole contract at the end of each year by giving 3 months’ notice in writing to the Contractor. Any decision to terminate either whole contract or individual sites will be at the Councils discretion but will be based on, but not limited to, continued value for money, Contractor performance, health and safety, availability of budget and the works/sites remaining the responsibility of the Council.
Estimated value excluding VAT:
Range: between 800 000 and 1 200 000 GBP
II.2.2)Information about options
Description of these options: Initial 4 Year contract with the option to extend by a further 2 x 2 year periods up to 31.3.2022.
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion
Starting 1.4.2014. Completion 31.3.2018
Section III: Legal, economic, financial and technical information
III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
The right is reserved to require a parent company guarantee and or suitable performance bond or bank guarantees to secure any advance payments/warranty or maintenance as felt appropriate.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Joint and Several liability.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Evidence of relevant insurances.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: no
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: Suppliers instructions how to express interest in this tender:
1. Register your company on the eSourcing portal (this is only required once) – Browse to the eSourcing Portal: https://www.localgovsourcing.co.uk
and click the link to register – Accept the terms and conditions and click ‘continue’ – Enter your correct business and user details – Note the username you chose and click ‘Save’ when complete – You will shortly receive an email with your unique password (please keep this secure).
2. Express an Interest in the tender – Login to the portal with the username/password – Click the ‘PQQs / ITTs Open To All Suppliers’ link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) – Click on the relevant PQQ/ ITT to access the content. – Click the ‘Express Interest’ button at the top of the page. – This will move the PQQ /ITT into your ‘My PQQs/ My ITTs’ page. (This is a secure area reserved for your projects only) -You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ ITT Details’ box.
3. Responding to the tender – Click ‘My Response’ under ‘PQQ/ ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining) – You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification – Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT – There may be a mixture of online and offline actions for you to perform (there is detailed online help available). You must then submit your reply using the ‘Submit Response’ button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: Information and formalities necessary for evaluating if the requirements are met: Companies must be able to show a financial stability sufficient for supporting the contract for up to 8 years. Further company credit checks may be used to obtain information which may be used to evaluate financial security.
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
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
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.3.1)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: 20.9.2013 – 11:59
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
20.9.2013 – 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
in days: 90 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders
Date: 20.9.2013 – 12:01
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Procurement Officer, Contract Manager.
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
The Contracting Authority intends to use an eTendering system in this procurement exercise.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
Royal Court of Justice
Body responsible for mediation procedures
Centre for Effective Dispute Resolution CEDR
70 Fleet St
VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: Precise information on deadline(s) for lodging appeals: In accordance with Regulation 32 and 32A of the Public Contracts Regulations 2006 and The Public Contracts (Amendment) Regulations 2009, the Contracting Authority will incorporate a minimum 10 calender day standstill period starting from the day when contract award was notified to the bidders. Unsuccessfull bidders will be provided with a de-brief in the Award Decision Notice at the start of the standstill period including details of their bid in relation to the winning bid comprising the reasons for the decision, the characteristics and relative advantages of the successful tender, the score of the economic operator and the name of the economic operator to be awarded the contract. Tenderers have a right to appeal provided for within the Public Contracts Regulations 2006 (as amended). Any such proceedings must be brought in the High Court of England and Wales.
VI.4.3)Service from which information about the lodging of appeals may be obtained
The Cabinet Office
70 Fleet St
VI.5)Date of dispatch of this notice:1.8.2013