Tender for Snow Clearing Services
Winter service operations within the Administrative Area of Kirklees, 1.10.2014 TO 30.9.2016 (with provision to extend for a further 2 years (1 + 1) until 30.9.2018).
United Kingdom-Huddersfield: Snow-clearing services
2014/S 068-117144
Contract notice
Services
Directive 2004/18/EC
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
The Council of the Borough of Kirklees
Town Hall, Ramsden Street
For the attention of: Beverley Martin/Shazad Moghal
HD1 2TA Huddersfield
UNITED KINGDOM
Telephone: +44 1484221000
E-mail: highways.contracts@kirklees.gov.uk
Fax: +44 1484225577
Internet address(es):
General address of the contracting authority: https://www.kirklees.gov.uk
Electronic access to information: https://www.yortender.co.uk
Electronic submission of tenders and requests to participate: https://www.yortender.co.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: Kirklees Council
Tender Opening Officer, Corporate Procurement, Civic Centre III, Market Street
HD1 2EY Huddersfield
UNITED KINGDOM
Internet address: URL: https://www.yortender.co.uk
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:
Winter service operations within the Administrative Area of Kirklees, 1.10.2014 TO 30.9.2016 (with provision to extend for a further 2 years (1 + 1) until 30.9.2018).
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
NUTS code UKE43
Service category No 1: Maintenance and repair services
NUTS code UKE43
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
II.1.5)Short description of the contract or purchase(s)
Snow-clearing services. Ice-clearing services. The works will consist of the provision of labour, plant and vehicles to carry out carriageway and footway Winter Service operations predominantly on the public highway within the administrative area of Kirklees Council.
These operations include the precautionary application of de-icing agent to the carriageway and footway, throughout the winter maintenance season (refer to Schedule 1 and Schedule 2 of the tender documents).
During periods of heavy snow fall or extended snow fall additional resources are sought to support service delivery during these events, operations will include snow ploughing, de-icing agent application and snow clearance works (refer to Schedule 2 of the tender documents).
These operations include the precautionary application of de-icing agent to the carriageway and footway, throughout the winter maintenance season (refer to Schedule 1 and Schedule 2 of the tender documents).
During periods of heavy snow fall or extended snow fall additional resources are sought to support service delivery during these events, operations will include snow ploughing, de-icing agent application and snow clearance works (refer to Schedule 2 of the tender documents).
II.1.6)Common procurement vocabulary (CPV)
90620000, 90630000
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:
II.2.2)Information about options
Options: yes
Description of these options: The Contract is for a guaranteed period of 24 months from 1.10.2014 to 30.9.2016 with provision to extend for a further 2 years until 30.9.2018 therefore the overall maximum framework period may be 48 months. The estimated annual Contract value for these services is GBP 750,000.
The estimated value throughout the duration of the Contract is GBP 3,000,000.
Description of these options: The Contract is for a guaranteed period of 24 months from 1.10.2014 to 30.9.2016 with provision to extend for a further 2 years until 30.9.2018 therefore the overall maximum framework period may be 48 months. The estimated annual Contract value for these services is GBP 750,000.
The estimated value throughout the duration of the Contract is GBP 3,000,000.
II.2.3)Information about renewals
This contract is subject to renewal: yes
Number of possible renewals: 2
Number of possible renewals: 2
II.3)Duration of the contract or time limit for completion
Starting 1.10.2014. Completion 30.9.2018
Section III: Legal, economic, financial and technical information
III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
Refer to tender documents. Kirklees Council reserves the right to request contractors to provide a guarantee from their parent or ultimate holding company if necessary – see section A14 of the business questionnaire contained within the tender documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Refer to tender documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Refer to tender documents.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As detailed in the tender documents.
Description of particular conditions: As detailed in the tender documents.
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: Tenderers must complete and provide the relevant information and/or documents requested within the Business Questionnaire contained within the Tender Documents.
The relevant section criteria set out within the Business Questionnaire are based on those criteria permitted under Regulations 23 to 26 of the Public Contracts Regulations 2006.
Kirklees Council reserves the right to refuse any Tenderer’s application and to excluded its tender from the evaluation in any of the circumstances as follows:
— in the event that the Business Questionnaire, supporting information or any other tender submissions are incomplete, inaccurate or misleading;
— for any reason specified in Regulation 23 (criteria for rejection of economic operators) of the Public Contacts Regulations 2006 which requires or permits the Council not to select or treat ineligible applicants/economic operators;
— the information supplied in the Business Questionnaire will be scored according to the criteria set out within that document;
— Tenderers scoring less than 14 overall in the Business Questionnaire will not be selected for consideration of their tender submission.
The relevant section criteria set out within the Business Questionnaire are based on those criteria permitted under Regulations 23 to 26 of the Public Contracts Regulations 2006.
Kirklees Council reserves the right to refuse any Tenderer’s application and to excluded its tender from the evaluation in any of the circumstances as follows:
— in the event that the Business Questionnaire, supporting information or any other tender submissions are incomplete, inaccurate or misleading;
— for any reason specified in Regulation 23 (criteria for rejection of economic operators) of the Public Contacts Regulations 2006 which requires or permits the Council not to select or treat ineligible applicants/economic operators;
— the information supplied in the Business Questionnaire will be scored according to the criteria set out within that document;
— Tenderers scoring less than 14 overall in the Business Questionnaire will not be selected for consideration of their tender submission.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: Tenderers must complete Sections B and D of the Business Questionnaire contained within the Tender Document.
Minimum level(s) of standards possibly required: Section B – Financial requirements.
In response to Sections B1 and B2 of the Business Questionnaire, Tenderers are required to provide their most recent two (2) years’ Full Accounts or if these are unavailable your most recent trading accounts.
Should the Council establish that the submitted accounts are not the most recent accounts or recent trading accounts in accordance with the requirements at B1 and B2, the Council will use its judgement as to which figures to use for evaluation purposes. Failure to supply accounts or trading accounts will result in exclusion.
In relation to Section B3 of the Business Questionnaire, the Tenderer’s answer to section A12 of the Business Questionnaire (i.e. “is your parent company or ultimate holding company prepared to guarantee the performance of your company?) was ‘yes’, ‘Tenderers must provide that company’s most recent 2 years’ accounts.
The information provided in response to B3 will be used in the financial assessment of the Tenderer for the purpose of questions B1 and B2.
In relation to Section B4 of the Business Questionnaire, Tenderers must provide details of any material changes affecting their business operations since the end of the period to which the most recent submitted accounts apply. Any information provided will be used to update the information provided at B1 and B2. Information supplied in response to Section B will be checked against the submitted accounts. In the event of any discrepancy, the figures stated in the submitted accounts will be used.
Section D – Council Insurance requirements.
Further to Section D1 of the Business Questionnaire, all Tenderers must provide confirmation that their insurance cover meets the minimum insurance requirements, Employers Liability Indemnity = GBP 5,000,000 or in respect of insurance provided by a Public Liability insurance policy and Motor Insurance Policy, the indemnity limit in respect of loss or damage to property shall be not less than GBP 5,000,000 for any one occurrence or seriers of occurrences arising out of one event and unlimited in any one year.
If a Tenderer does not possess the minimum insurance cover required, then they must confirm that if awarded a contract, they will meet the minimum insurance requirements, at no extra cost to the Council, before contract commencement.
If the Tenderer’s insurances do not meet the Council’s minimum requirements, and the Tenderer does not provide confirmation that it will meet
said requirements before the Commencement of the contract, this will result in exclusion.
Section D2 Will not be scored however, if the answer leads the Council, acting reasonably, to conclude (considering the risk that the relevant answer suggests about the Applicant’s ability to properly perform the contract) that it would be inappropriate to select the Applicant on this occasion, this may result in exclusion.
General:
Kirklees Council, reserves the right to carry out independent financial vetting if required. Any vetting which leads the Council, acting reasonably, to conclude that it would be inappropriate to select the Tenderer on this occasion will lead to exclusion.
Tenderers scoring less than 14 overall in the Business Questionnaire will not be selected for consideration of their tender submission.
For further information see Section VI.3 of this notice below.
Minimum level(s) of standards possibly required: Section B – Financial requirements.
In response to Sections B1 and B2 of the Business Questionnaire, Tenderers are required to provide their most recent two (2) years’ Full Accounts or if these are unavailable your most recent trading accounts.
Should the Council establish that the submitted accounts are not the most recent accounts or recent trading accounts in accordance with the requirements at B1 and B2, the Council will use its judgement as to which figures to use for evaluation purposes. Failure to supply accounts or trading accounts will result in exclusion.
In relation to Section B3 of the Business Questionnaire, the Tenderer’s answer to section A12 of the Business Questionnaire (i.e. “is your parent company or ultimate holding company prepared to guarantee the performance of your company?) was ‘yes’, ‘Tenderers must provide that company’s most recent 2 years’ accounts.
The information provided in response to B3 will be used in the financial assessment of the Tenderer for the purpose of questions B1 and B2.
In relation to Section B4 of the Business Questionnaire, Tenderers must provide details of any material changes affecting their business operations since the end of the period to which the most recent submitted accounts apply. Any information provided will be used to update the information provided at B1 and B2. Information supplied in response to Section B will be checked against the submitted accounts. In the event of any discrepancy, the figures stated in the submitted accounts will be used.
Section D – Council Insurance requirements.
Further to Section D1 of the Business Questionnaire, all Tenderers must provide confirmation that their insurance cover meets the minimum insurance requirements, Employers Liability Indemnity = GBP 5,000,000 or in respect of insurance provided by a Public Liability insurance policy and Motor Insurance Policy, the indemnity limit in respect of loss or damage to property shall be not less than GBP 5,000,000 for any one occurrence or seriers of occurrences arising out of one event and unlimited in any one year.
If a Tenderer does not possess the minimum insurance cover required, then they must confirm that if awarded a contract, they will meet the minimum insurance requirements, at no extra cost to the Council, before contract commencement.
If the Tenderer’s insurances do not meet the Council’s minimum requirements, and the Tenderer does not provide confirmation that it will meet
said requirements before the Commencement of the contract, this will result in exclusion.
Section D2 Will not be scored however, if the answer leads the Council, acting reasonably, to conclude (considering the risk that the relevant answer suggests about the Applicant’s ability to properly perform the contract) that it would be inappropriate to select the Applicant on this occasion, this may result in exclusion.
General:
Kirklees Council, reserves the right to carry out independent financial vetting if required. Any vetting which leads the Council, acting reasonably, to conclude that it would be inappropriate to select the Tenderer on this occasion will lead to exclusion.
Tenderers scoring less than 14 overall in the Business Questionnaire will not be selected for consideration of their tender submission.
For further information see Section VI.3 of this notice below.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
Tenderers must complete Section E of the Business Questionnaire contained within the Tender Document.
Minimum level(s) of standards possibly required:
In relation to Section E1, Tenderers must provide a list of (i) the main activities of their Company and (ii) how long they have been undertaking them, relevant to this procurement.
Responses to E1 will be scored as follows:
Excellent examples provided (matching client requirement) = 6;
Acceptable examples provided (matching client requirement) = 4;
Poor examples provided = 2;
Unacceptable examples provided = 1.
Responses to E2 will be scored:
Excellent examples provided (matching client requirement) = 6;
Acceptable examples provided (matching client requirement) = 4;
Poor examples provided = 2;
Unacceptable examples provided = 1.
Responses to E3 will be scored:
Three or more relevant examples provided (closely matching client requirement) = 6;
Two relevant examples provided (matching client requirement) = 4;
One relevant (matching client requirement) examples provided = 2;
Unacceptable examples provided or no relevant examples = 1.
Responses to E4 will be scored:
No penalties, damages, terminations or withdrawals = 6;
Penalties etc applied with satisfactory explanation = 4;
Penalties etc applied without satisfactory explanation = 1.
Responses to E5, E6, E7 and E8 Not scored – For information only.
Tenderers scoring less than 14 overall in the Business Questionnaire will not be selected for consideration of their tender submission.
Tenderers must complete Section E of the Business Questionnaire contained within the Tender Document.
Minimum level(s) of standards possibly required:
In relation to Section E1, Tenderers must provide a list of (i) the main activities of their Company and (ii) how long they have been undertaking them, relevant to this procurement.
Responses to E1 will be scored as follows:
Excellent examples provided (matching client requirement) = 6;
Acceptable examples provided (matching client requirement) = 4;
Poor examples provided = 2;
Unacceptable examples provided = 1.
Responses to E2 will be scored:
Excellent examples provided (matching client requirement) = 6;
Acceptable examples provided (matching client requirement) = 4;
Poor examples provided = 2;
Unacceptable examples provided = 1.
Responses to E3 will be scored:
Three or more relevant examples provided (closely matching client requirement) = 6;
Two relevant examples provided (matching client requirement) = 4;
One relevant (matching client requirement) examples provided = 2;
Unacceptable examples provided or no relevant examples = 1.
Responses to E4 will be scored:
No penalties, damages, terminations or withdrawals = 6;
Penalties etc applied with satisfactory explanation = 4;
Penalties etc applied without satisfactory explanation = 1.
Responses to E5, E6, E7 and E8 Not scored – For information only.
Tenderers scoring less than 14 overall in the Business Questionnaire will not be selected for consideration of their tender submission.
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
Open
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
IV.2)Award criteria
IV.2.1)Award criteria
Lowest price
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:
YORE-9H7KUS
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: 19.5.2014 – 12:59
Payable documents: no
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
19.5.2014 – 13:00
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
Duration in months: 6 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders
Place:
Time and place to be arranged.
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Representatives of Corporate Procurement, Audit and any other authorised Officer of the Council.
Section VI: Complementary information
VI.1)Information about recurrence
This is a recurrent procurement: yes
Estimated timing for further notices to be published: At least 6 months.
Estimated timing for further notices to be published: At least 6 months.
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
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 lowest price, minimum No. of 3 Contractors will be awarded on the Framework.
For the avoidance of doubt please note that:
— The estimates given in Section II.2.2 of this Notice are strictly estimated values only. Any information supplied in the Tender Documents as to the likely volumes of works or the times when they are likely to be required are given purely as indication of past experiences of Kirklees Council.
— The anticipated total value and usage of this Framework Agreement is unknown at present. Tenderers should note that it is not possible to establish an exact future workload and it is therefore not possible to guarantee that all or any the successful economic operators with whom Kirklees Council enters into the Framework Agreement will in fact be called upon to execute Works on behalf of Kirklees Council. Unless otherwise specifically stated elsewhere in the Tender Documents, there is no minimum or maximum value/quantity of Services that may be ordered on any one occasion and the rates tendered must therefore reflect the likelihood of varying magnitude of types of Services.
Kirklees Council is not bound to enter into any Service Contract or other contract following discussions or other representations and Kirklees Council shall not incur any liability in respect of any failure to enter into any Service Contract or in connection with the total volume, type of Service or value of Services anticipated by any of Tenderers or which any Tenderer is asked to carry out.
Without prejudice to the generality of the foregoing, the Tenderer will not be reimbursed any costs or expenses incurred in discussions and preparation of documentation for any prospective Services.
Selection Criteria:
Any selection of tenderers will be based purely on the criteria set out in the Business Questionnaire and the remaining Tender Documents.
Tenderers scoring less than 14 overall in the Business Questionnaire will not be selected for consideration of their tender submission.
Award Criteria:
Notwithstanding the foregoing paragraph of this Section VI.3 above relating to SMEs, all Tenderers who reach the Selection Criteria as stipulated in the Business Questionnaire shall then be assessed and the Contract shall then be awarded on the basis of lowest price as follows:
— All Tenderers meeting the minimum thresholds as stipulated in the Business Questionnaire will be accepted onto the Framework Arrangement.
— Orders for Service Contracts will be placed with the lowest priced Contractor in accordance with the procedure in Clause 3 of the Form of Framework Agreement attached to this document.
— In addition, Kirklees Council will undertake an appraisal of the rates in the Schedules.
— Tenderers may be asked to explain any anomalies at a Post-Tender Clarification Meeting.
— Abnormally high or low tenders may, at the sole discretion of Kirklees Council’s be excluded.
The evaluation will be undertaken by Kirklees Council who will follow a systematic and comprehensive process in accordance with
Council’s procedures.
For further information, please refer to the Tender Documents.
Availability of Tender Documents will be available from the website http://yortender.co.uk, with reference YORE-9H7KUS. If you need assistance in downloading the relevant information, or uploading your submission, then please contact the Supplier Helpdesk (+44 1670597136) or email yorkshiresupport@due-north.com
For the avoidance of doubt please note that:
— The estimates given in Section II.2.2 of this Notice are strictly estimated values only. Any information supplied in the Tender Documents as to the likely volumes of works or the times when they are likely to be required are given purely as indication of past experiences of Kirklees Council.
— The anticipated total value and usage of this Framework Agreement is unknown at present. Tenderers should note that it is not possible to establish an exact future workload and it is therefore not possible to guarantee that all or any the successful economic operators with whom Kirklees Council enters into the Framework Agreement will in fact be called upon to execute Works on behalf of Kirklees Council. Unless otherwise specifically stated elsewhere in the Tender Documents, there is no minimum or maximum value/quantity of Services that may be ordered on any one occasion and the rates tendered must therefore reflect the likelihood of varying magnitude of types of Services.
Kirklees Council is not bound to enter into any Service Contract or other contract following discussions or other representations and Kirklees Council shall not incur any liability in respect of any failure to enter into any Service Contract or in connection with the total volume, type of Service or value of Services anticipated by any of Tenderers or which any Tenderer is asked to carry out.
Without prejudice to the generality of the foregoing, the Tenderer will not be reimbursed any costs or expenses incurred in discussions and preparation of documentation for any prospective Services.
Selection Criteria:
Any selection of tenderers will be based purely on the criteria set out in the Business Questionnaire and the remaining Tender Documents.
Tenderers scoring less than 14 overall in the Business Questionnaire will not be selected for consideration of their tender submission.
Award Criteria:
Notwithstanding the foregoing paragraph of this Section VI.3 above relating to SMEs, all Tenderers who reach the Selection Criteria as stipulated in the Business Questionnaire shall then be assessed and the Contract shall then be awarded on the basis of lowest price as follows:
— All Tenderers meeting the minimum thresholds as stipulated in the Business Questionnaire will be accepted onto the Framework Arrangement.
— Orders for Service Contracts will be placed with the lowest priced Contractor in accordance with the procedure in Clause 3 of the Form of Framework Agreement attached to this document.
— In addition, Kirklees Council will undertake an appraisal of the rates in the Schedules.
— Tenderers may be asked to explain any anomalies at a Post-Tender Clarification Meeting.
— Abnormally high or low tenders may, at the sole discretion of Kirklees Council’s be excluded.
The evaluation will be undertaken by Kirklees Council who will follow a systematic and comprehensive process in accordance with
Council’s procedures.
For further information, please refer to the Tender Documents.
Availability of Tender Documents will be available from the website http://yortender.co.uk, with reference YORE-9H7KUS. If you need assistance in downloading the relevant information, or uploading your submission, then please contact the Supplier Helpdesk (+44 1670597136) or email yorkshiresupport@due-north.com
To view this notice, please click here:
https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=91615254
GO Reference: GO-201442-PRO-5574733
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: The Council will incorporate a minimum 10 calender day standstill period at the point when information on the award of the contract is communicated to tenderers. If an appeal regarding the award of a contract has not been successfully resolved the Public Contracts Regulations 2006 (SI 2009/2992) provided for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:
2.4.2014