Tender for Grounds Maintenance Equipment

Tender for Grounds Maintenance Equipment

National Grounds Maintenance powered equipment and associated services.

UK-Worcester: Lawn or sports-ground rollers

2013/S 085-143915

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Sanctuary Housing Group
Procurement, Sanctuary House, Chamber Court, Castle Street
For the attention of: Dave Worrall
WR1 3ZQ Worcester
UNITED KINGDOM
Telephone: +44 1905334816
E-mail: dave.worrall@sanctuary-housing.co.uk
Fax: +44 1905338700

Internet address(es):

General address of the contracting authority: www.sanctuary-tenders.co.uk

I.2)Type of the contracting authority

Body governed by public law
I.3)Main activity

Housing and community amenities
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:

National Grounds Maintenance powered equipment and associated services
II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Purchase
Main site or location of works, place of delivery or of performance: Supply of Grounds Maintenance Powered Equipment Supply and associated services across Sanctuary’s regions, these being:
1) Scotland
2) North of England
3) North West of England
4) Midlands
5) East of England
6) London and the South East of England
7) South West of England
It is intended that Contracts will be awarded on a national basis, however WHOLE Sanctuary Regions may also be considered.
The supplier will be required to provide a customer focused service and show a commitment to providing an effective service (including after sales support) that provides measurable Value For Money to Sanctuary.
The contract shall be open to all other associated companies within the Sanctuary Group either now or in the future with Sanctuary Maintenance Contractors Ltd (SMCL) operating as the main client.
NUTS code UK

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
maximum number of participants to the framework agreement envisaged: 7
Duration of the framework agreement

Duration in months: 36
Justification for a framework agreement, the duration of which exceeds four years: The intention is to award the contract for 3 years with the option to potentially extend for a further 2 years to cover the current lifetime of machinery.
This also falls in line with Sanctuary’s Corporate Strategy, plus also consortiums do not provide the geographical coverage of Sanctuary’s Regions.
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 240 000 and 1 500 000 GBP

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

in the UK and Scotland. Sanctuary aspires to be a market leader in terms of quality, innovation and performance. Established in 1969, the organisation has grown into a successful provider of housing and associated services provider, and together with its operating areas, now manages over 94,000 units of accommodation throughout England and Scotland, including general rented, sheltered, supported accommodation, student and key worker accommodation and care homes. Sanctuary has also diversified into a number of commercial business streams, including the provision of high quality social care and facilities management services. We are an organisation that prides itself in providing excellence in the accommodation and associated services provided, and are justifiably proud of the external accreditations and awards that have been achieved.
Sanctuary Maintenance Contractors Limited (Sanctuary) is a subsidiary company with responsibility for the day to day and planned maintenance of Sanctuary general rented and sheltered and supported properties. Sanctuary also provides grounds maintenance services to those properties as well as cleaning and caretaking services.
Sanctuary is seeking expressions of interest from experienced suppliers for the undertaking of this opportunity for the supply of Grounds Maintenance Equipment Supply and associated services to the following areas;
Seven Sanctuary Regions Nationwide.
Service Providers shall have the opportunity to submit Tenders for all regions, multiple regions or for a single Region.
Interested Suppliers will need to be able to demonstrate the relevant knowledge and particular skills required to deliver the service(s) described.
NOTE: – The volume of works generated under this framework cannot be guaranteed due to the varying nature of the portfolio of properties managed by Sanctuary.
Key elements of this framework will be:
1. Management Information and reporting
Suppliers must deliver a service that includes reporting back on aspects of the service delivery. Sanctuary will expect suppliers to use the latest technology to ensure seamless transmission of data. In all respects Suppliers will be expected to make the process as cost effective as possible, driving out unnecessary costs from the process.
2. Consultation Services
This will include advice on choosing the correct equipment for work not currently undertaken; replacement of obsolete machinery; extending the life of existing machinery; ensuring best value for money from the process.
3. Training
On-site training in the use of any new machinery (i.e. machinery not previously used by Sanctuary) or training new staff in locations. This is to be done when machinery is delivered.
4. Customer Services
Suppliers must deliver a service that accommodates the needs of our staff in Sanctuary’s locations.
II.1.6)Common procurement vocabulary (CPV)

16150000, 16310000, 44512000

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

The contract is covered by the Government Procurement Agreement (GPA): no
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:

opportunity for the supply of Grounds Maintenance Equipment Supply and associated services;
Sanctuary wishes, if possible, to appoint one or more suppliers who will be able to cover Grounds Maintenance Equipment Supply and associated services to the whole of Sanctuary’s regional bases Nationwide. However suppliers who can supply to WHOLE Sanctuary regions may also be considered.
Sanctuary’s regions are:
1) Scotland
2) North of England
3) North West of England
4) Midlands
5) East of England
6) London and the South East of England
7) South West of England
The services offered shall cover Grounds Maintenance Equipment Supply and associated services within the above Regions.
Estimated value excluding VAT:
Range: between 240 000 and 1 500 000 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: 36 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: National grounds maintenance powered equipment and associated services

1)Short description

The supply of Grounds Maintenance powered equipment and associated services.
SCOPE
Supply of grounds maintenance equipment and associated support services. The list of equipment is detailed below but is not limited to these products. The types of equipment to be purchased under this contract are indicative only and are not a guarantee of practice due to the changing nature of the Sanctuary portfolio.
Type Model
Ride on mowers Kubota ZD236 Zero Turn
Kubota GZD21 Zero Turn
Kubota G23 Diesel ride on mower 48”
John Deere X740 diesel ride on mower 54”
Push mowers Honda Izy push 18”
Honda Izy self propelled 21”
Weibang WB454HB 18” push
Weibang WB536SBV3IN1DOV 21” self propelled
Strimmers Stihl FS100
Hedgecutter Stihl HS81R 30”
Long reach hedgecutter Stihl HL95 0-135
Leaf blower Stihl BG86 C-E
1. All machines are to be run up and checked to factory settings before delivery
2. Prices include delivery to addresses specified by Sanctuary
3. To include certificated training on the controls, maintenance and use of the machines supplied under this contract, for each site as listed in this Schedule, at the time of delivery and installation of the equipment for each initial role-out, and for a maximum of 15 operators per site.
4. Supplier(s) to develop machinery specific service schedules prior to new equipment delivery, and review as required to fulfil the requirements of this Agreement.
5. Supplier(s) to nominate a dedicated contact to supply all warranty, parts and service support and technical information on machines for Sanctuary’s operational managers to help ensure maximum efficiency and minimum downtime of the machinery
6. The contract allows for Supplier(s) to appoint approved local agents to provide on site support for warranty issues of the machines supplied to minimize machine downtime by prior consent of Sanctuary.
KPIs will be made available for suppliers to view at the ITT stage.
Please refer to our Contract Notice for specific details.
To ensure we deliver exceptional value for money, as well as a high quality service, we work with our suppliers at every step of the procurement life cycle, from product and service concept through to sourcing and contract management.
Supplier(s) will liaise with Sanctuary to provide a core list of market leading branded products for use by its regional grounds maintenance teams across the UK, to ensure reliability and exceptional value-for-money. Suppliers will also be able to provide on-site training, and consultancy services (mainly regarding the advent of new and more applicable machinery, machinery to fulfil new work types, achieving best Value for Money and extending the longevity of machinery where possible).
Supplier(s) need to be able to supply to our Estate Services teams based across a minimum of 20 locations in our 7 operational regions:
– North
– North West
– Midlands
– South West
– London & South East
– East
– Scotland
Sanctuary would ideally like one supplier to provide the required service on a national basis, however suppliers who can supply on to WHOLE Regions may also be considered. To this end, suppliers who are able to provide Nationwide cover should choose ALL regions in the appropriate section of the PQQ.
Please complete the PQQ, indicating the Regions to which you can supply a service to the whole region (note that suppliers must have, as a minimum, the ability to supply a region in its entirety. You should only apply if you are sure that you can do this. Note that as Sanctuary grows it is possible that in the future we may have properties in Wales and Ireland and we would like you to attach a covering letter with your response, indicating whether you would be prepared to supply to these parts of the UK in the future.
Once you have completed the Pre-qualification questions attached, all answers will be assessed and scored using our Due North ProContract on-line Tender system. Successful suppliers will then be selected to take part in the Tender process. Any queries should be addressed through our Tenders Portal. Any other method of contacting Sanctuary regarding this pre qualification questionnaire will not be considered.
NOTE that this contract is due to begin on 1st July 2013
2)Common procurement vocabulary (CPV)

16150000, 16310000, 44512000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about 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:

As detailed within the ITT.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The Service Provider shall need to be able to meet the requirements in the PQQ and the service levels defined within the ITT in terms of level of quality, response times and specifications.
The Service Provider shall be expected to meet several Key Performance Indicators at regular intervals to assist in the continuous improvement of the service.
Service Providers shall be expected to work within all current and future legislation and regulations that pertain the to contract as required.
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: Any supplier may be disqualified who:
(a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order compulsory winding up the administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by any means which the contract authorities can demonstrate;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal organization, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26 May 1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j)has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10 June 1991 on prevention of the use of the financial system for the purpose of money laundering.
Information and formalities necessary for evaluating if requirements are met:
Please refer to the conditions within the PQQ.
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 of these turnovers is available.
Information and formalities necessary for evaluating if requirements are met:
Please refer to the conditions within the PQQ.
Minimum level(s) of standards possibly required: Please refer to the conditions within the PQQ.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Information and formalities necessary for evaluating if requirements are met:
Please refer to the conditions within the PQQ.
Minimum level(s) of standards possibly required:
Please refer to the conditions within the PQQ.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
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

Accelerated restricted
Justification for the choice of accelerated procedure: Consortiums do not cover the national requirement of Sanctuary’s Regions and the process needs to be run in line with Sanctuary’s Corporate programme.
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 14
Objective criteria for choosing the limited number of candidates: Sanctuary wishes, if possible, to appoint one or more suppliers who will be able to cover Grounds Maintenance Equipment Supply and associated services to the whole of Sanctuary’s regional bases Nationwide. However suppliers who can supply to Whole Sanctuary regions may also be considered.
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: yes
Additional information about electronic auction: An e-auction may be used after the Tender evaluation stage if deemed applicable by Sanctuary.
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

SHA12010
IV.3.2)Previous publication(s) concerning the same contract
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

13.5.2013 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

28.5.2013
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

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
VI.3)Additional information

Suppliers shall be required to evidence experience and the ability to provide the levels of service required within the time targets as presented in the PQQ. Any additional conditions on top of
those stated will be detailed in the relevant P.Q.Q. and I.T.T. sections as required.
To clarify, in order to express an interest and complete a PQQ via the Due North Pro-Contract system, Suppliers must first register at www.sanctuary-tenders.co.uk

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:

26.4.2013