Term service short contract including grounds maintenance

Term service short contract including grounds maintenance

Term service short contract for mandatory works including grounds maintenance services and discretionary works including other hard and soft landscape works.

United Kingdom-Londonderry: Agricultural, forestry, horticultural, aquacultural and apicultural services

2014/S 015-021936

Contract notice

Works

Directive 2004/18/EC

Section I: Contracting authority

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

Apex Housing Association Limited
10 Butcher Street
Contact point(s): G M Design Associates
For the attention of: David Dalzell
BT48 6HL Londonderry
UNITED KINGDOM
Telephone: +44 2870356138
E-mail: apexgm13@g-m-design.co.uk
Fax: +44 2870342699

Internet address(es):

General address of the contracting authority: http://www.apexhousing.org

Further information can be obtained from: G M Design Associations Limited
22-24 Lodge Road
Contact point(s): David Dalzell
BT52 1NB Coleraine
UNITED KINGDOM
Telephone: +44 70356138
E-mail: apexgm13@g-m-design.co.uk
Fax: +44 70342699
Internet address: http://www.g-m-design.co.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: G M Design Associations Limited
22-24 Lodge Road
Contact point(s): David Dalzell
BT52 1NB Coleraine
UNITED KINGDOM
Telephone: +44 2870356138
E-mail: apexgm13@g-m-design.co.uk
Fax: +44 2870342699
Internet address: http://www.g-m-design.co.uk

Tenders or requests to participate must be sent to: G M Design Associates
22-24 Lodge Road
Contact point(s): David Dalzell
BT52 1NB Coleraine
UNITED KINGDOM
Telephone: +44 2870356138
E-mail: apexgm13@g-m-design.co.uk
Fax: +44 2870342699
Internet address: http://www.g-m-design.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:

Term service short contract for mandatory works including grounds maintenance services and discretionary works including other hard and soft landscape works.
II.1.2)Type of contract and location of works, place of delivery or of performance

Works
Execution
Main site or location of works, place of delivery or of performance: Northern Ireland.
NUTS code UKN

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)

Apex Housing Association Limited wishes to procure a Grounds Maintenance and Landscape Contractor for the works described below. Economic operators should also note that during the contract period other Department for Social Development Regional Registered Housing Associations in Northern Ireland may join Apex HA by acceding to the contract and require works to be provided to them under the contract awarded as part of this competition. For a list of all Registered Housing Associations that may potentially seek to use this contract economic operators should refer to the Department for Social Development website www.dsdni.gov.uk.

The proposed works include grounds maintenance works. These works will be known as the mandatory works. The contractor may also be required, from time to time, to undertake hard and soft landscaping, to be known as the discretionary works, for the Housing Association. There is no guarantee as to the volume and spread of these discretionary works.
The economic operator appointed will be required to provide a maintenance works service to the Housing Association’s stock throughout Northern Ireland. The economic operator will be required to provide this service and must be able to provide a call-out response service to each Association 24 hours per day, 365 days per year (including all weekends and holiday periods). The Contracts will be tendered in 3 lots and delivered through term service contracts.
Lot 1 relates to the East Region (comprising County Antrim including Belfast; postcodes BT 4, 11, 12, 14, 22, 23, 28, 36, 37, 41, 42, 44, 55, 57)
Lot 2 relates to the West Region (comprising Counties Down, Londonderry, Tyrone, Fermanagh and Armagh; postcodes as BT35, 45, 48, 49, 66, 69, 71, 74, 78, 79, 81, 82, 94)
Lot 3 relates to Ballymagowan Park Amenity Space, Circular Road, Creggan Estate, Derry; postcode BT48 9RA.
Further information regarding each Lot may be found in Annex B of this notice and in the Memorandum of Information and relevant Pre-Qualification Questionnaire (PQQ) that may be obtained from the contact point identified in Annex A.I of this notice.
Separate competitions are being conducted for each lot and economic operators are required to submit a separate Pre-Qualification questionnaire and (if selected to the shortlist) a tender in respect of each lot they wish to compete for.

II.1.6)Common procurement vocabulary (CPV)

77000000, 77314000, 77310000, 77211500, 77312100, 77340000

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:

Each Lot – Term service short contract will be a maximum of 5 years. It is proposed that the contracts will include an option for a contractual break (at Apex HA’s discretion) at years 2 and 3. Progression to these subsequent years will be subject to meeting the performance requirements as detailed within the tender documents.
The 3 Lots will be as follows:
Lot 1. East Region comprising County Antrim including Belfast; postcodes as BT 4, 11, 12, 14, 22, 23, 28, 36, 37, 41, 42, 44, 55, 57. The total value of mandatory works is anticipated to be approximately 50,000 GBP per annum and the total value of discretionary works is anticipated to be approximately 30,000 GBP per annum, but it is recognized that this could change and therefore Apex Housing Association is not in a position to guarantee the value of the works that may be awarded.
Lot 2. West Region comprising Counties Down, Londonderry, Tyrone, Fermanagh and Armagh; postcodes as BT35, 45, 48, 49, 66, 69, 71, 74, 78, 79, 81, 82, 94. The total value of mandatory works is anticipated to be approximately 65,000 GBP per annum and the total value of discretionary works is anticipated to be approximately 30,000 GBP per annum, but it is recognised that this could change and therefore Apex Housing Association is not in a position to guarantee the value of the works that may be awarded.
Lot 3 relates to Ballymagowan Park Amenity Space, Circular Road, Creggan Estate, Derry; postcode BT48 9RA. The total value of mandatory works is anticipated to be approximately 90,000 GBP per annum and the total value of discretionary works is anticipated to be approximately 10,000 GBP per annum, but it is recognised that this could change and therefore Apex Housing Association is not in a position to guarantee the value of the works that may be awarded. Also the works described in this Lot may or may not be included as part of the overall contract award.
Economic operators should also note that during the contract period other Department for Social Development Registered Housing Associations in Northern Ireland may join Apex Housing Association by acceding to the contract and require works to be provided to them under the contract awarded as part of this competition. For a list of all Registered Housing Association that may potentially seek to use this contract economic operators should refer to the Department for Social Development website www.dsdni.gov.uk

Apex Housing Association is not in a position to guarantee the value of the works that may be awarded.
Economic operators interested in any of the above contract Lot(s) should complete and submit the appropriate Pre-Qualification Questionnaire (PQQ) submission for each lot that they wish to be considered for, (for avoidance of doubt economic operators applying for all lots will be required to submit separate PQQs for each lot).
Estimated value excluding VAT:
Range: between 410 000 and 1 375 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: Description of these options: Each Lot – Term service short contract will be a maximum of 5 years. It is proposed that the contracts will include an option for a contractual break (at Apex Housing Association Ltd’s discretion) at years 2 and 3. Progression to these subsequent years will be subject to meeting the performance requirements as detailed within the tender documents.
II.2.3)Information about renewals

This contract is subject to renewal: yes
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: Term Service Short Contract for Mandatory Works including Grounds Maintenance and Discretionary Works including Hard and Soft Landscaping

1)Short description

Apex Housing Association Ltd wishes to procure a Grounds Maintenance and Landscape Contractor for the works described below:
Economic operators should also note that during the contract period other Department for Social Development Registered Housing Associations in Northern Ireland may join Apex Housing Association Ltd by acceding to the contract and require works to be provided to them under the contract awarded as part of this competition. For a list of all Registered Housing Associations that may potentially seek to use this contract economic operators should refer to the Department for Social Development website www.dsdni.gov.uk

The proposed works include grounds maintenance works. These works will be known as the mandatory works. The contractor may also be required, from time to time, to undertake hard and soft landscaping, to be known as the discretionary works, for the Housing Association. There is no guarantee as to the volume and spread of these discretionary works.
The economic operator appointed will be required to provide a maintenance works service to the Housing Association’s stock throughout Northern Ireland. The economic operator will be required to provide this service and must be able to provide a call-out response service to the Association 24 hours per day 365 days per year (including all weekends and holiday periods).

2)Common procurement vocabulary (CPV)

77000000, 77314000, 77311000, 77211500, 77312100, 77340000

3)Quantity or scope

The term service short contract will be a maximum of 5 years. It is proposed that the contract will include an option for a contractual break (at Apex Housing Association Ltd’s discretion) at years 2 and 3. Progression to these subsequent years will be subject to meeting the performance requirements as detailed within the tender documents.
Estimated value excluding VAT:
Range: between 100 000 and 400 000 GBP
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

Lot 1. East Region comprising County Antrim including Belfast; postcodes as BT 4, 11, 12, 14, 22, 23, 28, 36, 37, 41, 42, 44, 55, 57. There are currently 20 sites within this region and this may be increased during the contract period by the Housing Association as schemes under construction are completed and handed over. An indication of the extent and type of such scheme can be obtained by reference to the Association webpage www.apexhousing.org. There is also a possibility that during the contract period other Department for Social Development Registered Housing Associations in Northern Ireland may join Apex Housing Association Ltd by acceding to the contract and require works to be provided to them under the contract awarded as part of this competition. For a list of all Registered Housing Associations that may potentially seek to use this contract economic operators should refer to the Department for Social Development website www.dsdni.gov.uk

The total value of mandatory works is anticipated to be approximately 50,000 GBP per annum and the total value of discretionary works is anticipated to be approximately 30,000 GBP per annum, but it is recognised that this could change and therefore Apex Housing Association Ltd is not in a position to guarantee the value of the works that may be awarded.

Lot No: 2 Lot title: Term Service Short Contract for Mandatory Works including Grounds Maintenance and Discretionary Works including Hard and Soft Landscaping

1)Short description

Apex Housing Association Ltd wishes to jointly procure a Grounds Maintenance and Landscape Contractor for the works described below:
Economic operators should also note that during the contract period other Department for Social Development Registered Housing Associations in Northern Ireland may join Apex Housing Association Ltd by acceding to the contract and require works to be provided to them under the contract awarded as part of this competition. For a list of all Registered Housing Associations that may potentially seek to use this contract economic operators should refer to the Department for Social Development website www.dsdni.gov.uk

The proposed works include grounds maintenance works. These works will be known as the mandatory works. The contractor may also be required, from time to time, to undertake hard and soft landscaping, to be known as the discretionary works, for the Housing Association. There is no guarantee as to the volume and spread of these discretionary works.
The economic operator appointed will be required to provide a maintenance works service to the Housing Association’s stock throughout Northern Ireland. The economic operator will be required to provide this service and must be able to provide a call-out response service to the Association 24 hours per day 365 days per year (including all weekends and holiday periods).

2)Common procurement vocabulary (CPV)

77000000, 77314000, 77311000, 77211500, 77312100, 77340000

3)Quantity or scope

The term service short contract will be a maximum of 5 years. It is proposed that the contract will include an option for a contractual break (at Apex Housing Association Ltd’s discretion) at years 2 and 3. Progression to these subsequent years will be subject to meeting the performance requirements as detailed within the tender documents.
Estimated value excluding VAT:
Range: between 130 000 and 475 000 GBP
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

Lot 2. West Region comprising Counties Down, Londonderry, Tyrone, Fermanagh and Armagh; postcodes as BT35, 45, 48, 49, 66, 69, 71, 74, 78, 79, 81, 82, 94. There are currently 21 sites within this region and this may be increased during the contract period by the Housing Association as schemes under construction are completed and handed over. An indication of the extent and type of such scheme can be obtained by reference to the Association webpage www.apexhousing.org. There is also a possibility that during the contract period other Department for Social Development Registered Housing Associations in Northern Ireland may join Apex Housing Association Ltd by acceding to the contract and require works to be provided to them under the contract awarded as part of this competition. For a list of all Registered Housing Associations that may potentially seek to use this contract economic operators should refer to the Department for Social Development website www.dsdni.gov.uk

The total value of mandatory works is anticipated to be approximately 65,000 GBP per annum and the total value of discretionary works is anticipated to be approximately 30,000 GBP per annum, but it is recognized that this could change and therefore Apex Housing Association Ltd is not in a position to guarantee the value of the works that may be awarded.

Lot No: 3 Lot title: Term Service Short Contract for Mandatory Works including Grounds Maintenance and Discretionary Works including Hard and Soft Landscaping

1)Short description

Apex Housing Association Ltd wishes to jointly procure a Grounds Maintenance and Landscape Contractor for the works described below:
Economic operators should also note that during the contract period other Department for Social Development Registered Housing Associations in Northern Ireland may join Apex Housing Association Ltd by acceding to the contract and require works to be provided to them under the contract awarded as part of this competition. For a list of all Registered Housing Associations that may potentially seek to use this contract economic operators should refer to the Department for Social Development website www.dsdni.gov.uk

The proposed works include grounds maintenance works. These works will be known as the mandatory works. The contractor may also be required, from time to time, to undertake hard and soft landscaping, to be known as the discretionary works, for the Housing Association. There is no guarantee as to the volume and spread of these discretionary works.
The economic operator appointed will be required to provide a maintenance works service to the Housing Association. The economic operator will be required to provide this service and must be able to provide a call-out response service to the Association 24 hours per day 365 days per year (including all weekends and holiday periods).

2)Common procurement vocabulary (CPV)

77000000, 77314000, 77311000, 77211500, 77312100, 77340000

3)Quantity or scope

The term service short contract will be a maximum of 5 years. It is proposed that the contract will include an option for a contractual break (at Apex Housing Association Ltd’s discretion) at years 2 and 3. Progression to these subsequent years will be subject to meeting the performance requirements as detailed within the tender documents.
Estimated value excluding VAT:
Range: between 180 000 and 500 000 GBP
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

Lot 3. Ballymagowan Park Amenity Space, Circular Road, Creggan Estate, Derry; postcode BT48 9RA. The works described in this Lot may or may not be included as part of the overall award.
The total value of mandatory works is anticipated to be approximately 90,000 GBP per annum and the total value of discretionary works is anticipated to be approximately 10,000 GBP per annum, but it is recognised that this could change and therefore Apex Housing Association Ltd is not in a position to guarantee the value of the works that may be awarded.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

Apex Housing Association Ltd reserves the right to require bonds, deposits, guarantees or other forms of undertaking to secure proper contractual performance.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

The main terms will be detailed in the amended conditions of the form of contract which will be provided to all bidders invited to tender.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Subject to the status and involvement of parties, Apex Housing Association Ltd may require parties to commit to joint or several liability in respect of the contract. No special legal form is required but one member of a consortium may be required to accept responsibility for the other member(s) and a consortium may be required to form a legal entity with appropriate parent company guarantees as a condition of award of contract.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Apex Housing Association Ltd may require Parent Company guarantees and/or Performance Bonds as applicable to be entered into.
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: Conditions for participation in the completion is set out in detail in the Memorandum of Information and Pre-Qualification Questionnaire. The economic operator and/or members of the consortium must meet the requirements set out in Regulation 23 of the Public Contracts Regulations 2006 as amended. The applicable Information Memorandum and Pre-Qualification Questionnaire are available on request from the email address listed in Annex A.I of this notice. The Pre-Qualification Questionnaire must be completed and returned to the postal address listed in Annex A.I by the deadline listed in point IV 3.4 of this notice.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Evidence must be provided to demonstrate that the Economic Operator and/or members of the consortium have the financial and economic standing required for the contract, under Regulation 24 of the Public Contracts Regulations 2006 as amended.
Minimum level(s) of standards possibly required: Comply with the requirements of the appropriate section in the application pre-qualification questionnaire (PQQ) and Memorandum of Information. The Memorandum of Information and applicable Pre-Qualification Questionnaire (PQQ) are available on request from the email address listed in Annex A.I. of this notice.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Economic Operators and/or members of the consortium are required to complete the appropriate sections in the applicable Pre-Qualification Questionnaire (PQQ) (please refer to Memorandum of Information for Further Information), as to their technical capacity in accordance with the provisions of EC Directive 2004/18/EC and in accordance with Regulation 25 of the Public Contracts Regulations 2006. The applicable Memorandum of Information and Pre-Qualification Questionnaire are available on request from the email address listed in Annex A.I of this notice.
Minimum level(s) of standards possibly required:
In particular and without prejudice, to the generality of the foregoing, the economic operator and/or members of the consortium is required to comply with the requirements of the applicable Memorandum of Information and Pre-Qualification Questionnaire (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

Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 6
Objective criteria for choosing the limited number of candidates: Objective criteria for choosing the limited number of candidates: The objective criteria for choosing the limited number of economic operators (economic and financial standing, technical and professional ability) will be detailed in the applicable Memorandum of Information and Pre-Qualification Questionnaire, which will be provided to the applicant, following receipt of a written request for the pre-qualification documents in accordance with Section VI.3 (Additional Information). Please note the top 6 economic operators will be selected. Where there is a tie for 6th place, then all Economic Operators in 6th place will be invited to tender. For the purposes of this exercise a tie for 6th place is deemed to occur where two or more Economic Operators have identical scores or a score within 4 marks (out of a score of 100) of the 6th place score.
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:

APEX/GM/13
IV.3.2)Previous publication(s) concerning the same contract

no
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

28.2.2014 – 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

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

All documentation including the Memorandum of Information and Pre-Qualification Questionnaires (a separate PQQ is required for each Lot) can be obtained by sending an e-mail requesting the documentation for whichever Lots are required to apexgm13@g-m-design.co.uk, a primary contact name and e-mail address for the economic operator must be included in this request. Further contact information is stated in annex A.I, A.II, A.III.

The cost of responding to the Pre-Qualification Questionnaire and any subsequent Invitation to Tender and participation in the project will be borne solely by each economic operator participating. Economic Operators should note that Apex Housing Association Ltd reserves the right to cancel this procurement process at any stage without reason or cost reimbursement. Any expenditure, work or effort undertaken prior to the contract award is at the sole risk of the economic operator participating in this procurement process. Apex Housing Association Ltd reserve the right to extend any such date. Economic Operators should also note that during the contract period other Department for Social Development Registered Housing Associations in Northern Ireland may join Apex Housing Association Ltd by acceding to the contract (and thus increase the overall housing stock) and require works to be provided to them under the contracts awarded as part of this competition. For a list of all Registered Housing Associations that may potentially seek to use these contracts, economic operators should refer to the Department for Social Development website www.dsdni.gov.uk

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

The High Court, Royal Courts of Justice
Chichester Street
BT1 3JF Belfast
UNITED KINGDOM
Telephone: +44 2890235111
Fax: +44 2890313508

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Contracting Authority will incorporate a standstill period at the point information on the award of contract is communicated to tenderers. The notification will provide full information on the award decision. The standstill period, which will be a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into. The Public Contracts Regulations 2006 (SI 2006 No 5) provide for aggrieved parties who have been harmed by breach of the rules to take action in the High Court (Northern Ireland).
VI.4.3)Service from which information about the lodging of appeals may be obtained

The High Court, Royal Courts of Justice
Chichester Street
BT1 3JF Belfast
UNITED KINGDOM
Telephone: +44 2890235111
Fax: +44 2890313508

VI.5)Date of dispatch of this notice:20.1.2014