UK-Leicester: building-cleaning services

2010/S 144-222559

CONTRACT NOTICE

Services

SECTION I: CONTRACTING AUTHORITY

• I.1)
  NAME, ADDRESSES AND CONTACT POINT(S)

  Attn: Tel. E-mail: Fax Leicester Housing Association
  3 Bede Island Road
  Mary Carroll
  LE2 7EALeicester
  UNITED KINGDOM
  +44 2034340971
  Mary@campbelltickell.com [1]
  +44 2084509777

  Internet address(es)

  General address of the contracting authority http://www.lha.org.uk [2]

  Address of the buyer profile http://www.lha.org.uk [3]

  Further information can be obtained at: As in above-mentioned contact point(s)

  Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained at: As in above-mentioned contact point(s)

  Tenders or requests to participate must be sent to: As in above-mentioned contact point(s)

• I.2)
  TYPE OF THE CONTRACTING AUTHORITY AND MAIN ACTIVITY OR ACTIVITIES

  Body governed by public law

  Housing and community amenities

  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

  Communal Estates Services: estate cleaning and grounds maintenance.

• II.1.2)
  Type of contract and location of works, place of delivery or of performance

  Services

  Service category: No 14

  Main place of performance Across Leicester, Lincolnshire, Nottinghamshire & Northampton.

• II.1.3)
  The notice involves

  A public contract

II.1.4)
Information on framework agreement

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

  Following a review of its Communal Estate Services, LHA is looking to procure a new provider(s) to deliver its estate cleaning and grounds maintenance services.

  LHA is proposing two initial 3 year contracts which will divide the services supplied into North and South areas. The North contract will cover all services in the Lincolnshire and Nottinghamshire areas and the South contract will cover all services in the Leicester and Northampton areas.

  There shall be an option to extend the contract by 2 further 1 year periods based on the Associations assessment of the service providers’ performance. Further details on the basis any such extension maybe granted will be set out within the invitation to tender documentation.

  LHA Housing Association is committed to delivering improvements in service quality and customer satisfaction and achieving excellence and value for money in its Estate Cleaning Services and grounds maintenance services and will be expecting to work closely with the service provider(s) in achieving high quality standards.

  The total actual services are;

  1. Cleaning of communal areas to approximately 4 239 residential properties within small estates and blocks owned by LHA in the Leicester, Lincolnshire, Nottinghamshire and Northampton areas;

  2. Out of the 4239 properties Gardening and Grounds Maintenance services will be required to approximately 3 726 properties on small estates and blocks on small estates and blocks owned by LHA in the Leicester, Lincolnshire, Nottinghamshire and Northampton areas.

  The North contract will comprise;

  1. Cleaning of communal areas to approximately 1 052 residential properties within 61 small estates and blocks;

  2. Gardening and Grounds Maintenance services to approximately 1025 properties within 61 small estates and blocks.

  The South contract will comprise:

  1. Cleaning of communal areas to approximately 3 187 residential properties within 290 small estates and blocks;

  2. Gardening and Grounds Maintenance services to approximately 2701 properties within 290 small estates and blocks.

  Additional adhoc services such as window cleaning, removal of fly tips and graffiti removal will also be required for both contracts. Additional services are subject to a schedule of rates.

• II.1.6)
  Common procurement vocabulary (CPV)

  90911200, 90910000, 77300000, 77310000, 77340000, 90911300

• II.1.7)
  Contract covered by the Government Procurement Agreement (GPA)

  Yes

• II.1.8)
  Division into lots

  Yes

  tenders should be submitted for one or more lots

• II.1.9)
  Variants will be accepted

  No

• II.2)
  QUANTITY OR SCOPE OF THE CONTRACT
• II.2.1)
  Total quantity or scope

  As detailed in the invitation to tender documentation.

• II.2.2)
  Options

  Yes

  description of these options: There shall be an option for 2 further 1 year contract extensions based on the Associations assessment of the service providers’ performance. Further details on the basis any such extension maybe granted will be set out within the invitation to tender documentation.

  provisional timetable for recourse to these options: in months: 36 (from the award of the contract)

  Number of possible renewals 2

• 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

TITLE Communal Estates Services: estate cleaning and grounds maintenance – north region

• 1)SHORT DESCRIPTION

  Cleaning of communal areas to approximately 1 052 residential properties within 61 small estates and blocks owned by LHA in the Lincolnshire and Nottinghamshire areas.

  Gardening and Grounds Maintenance services to approximately 1 025 properties within 61 small estates and blocks owned by LHA in the Lincolnshire and Nottinghamshire areas.

  Additional adhoc services such as window cleaning, removal of fly tips and graffiti removal will also be required. Additional services will be subject to a schedule of rates.

• 2)COMMON PROCUREMENT VOCABULARY (CPV)

  90911200, 90910000, 77300000, 77310000, 77340000, 90911300

• 3)QUANTITY OR SCOPE

  3 year contract: estimated value 97 485 GBP per annum.

  Excluding VAT 292 455 GBP

• 4)INDICATION ABOUT DIFFERENT DATE FOR DURATION OF CONTRACT OR STARTING/COMPLETION

  Duration in months: 36 (from the award of the contract)

• 5)ADDITIONAL INFORMATION ABOUT LOTS

  The detail of all property locations will be detailed within the invitation to tender documentation.

  Examples of service schedules and the contract specifications will be available within the invitation to tender documentation.

  Bidders interested in both contracts should submit separate applications for each. LHA reserves the right to award both contracts to any bidder who has submitted an application for both contracts and demonstrates during the Invitation to Tender stage that they are the most suitably qualified and can deliver the greatest levels of quality based on the award evaluation criteria for each individual contract.

  There is a number of staff working for the current contractors in both the North and South areas which maybe transferred under formal TUPE arrangements to the successful bidders.

  There should be no visits made to the properties or contact made with the residents on the estates or estates officers unless preapproved through LHA at the address in 1.

LOT NO: 2

TITLE Communal Estates Services: estate cleaning and grounds maintenance – south region

• 1)SHORT DESCRIPTION

  Cleaning of communal areas to approximately 3 187 residential properties within 290 small estates and blocks owned by LHA in the Leicester and Northampton areas.

  Gardening and Grounds Maintenance services to approximately 2 701 properties on 290 small estates and blocks owned by LHA in the Leicester and Northampton areas.

  Additional adhoc services such as window cleaning, removal of fly tips and graffiti removal will also be required. Additional services will be subject to a schedule of rates.

• 2)COMMON PROCUREMENT VOCABULARY (CPV)

  90911200, 90910000, 77300000, 77310000, 77340000, 90911300

• 3)QUANTITY OR SCOPE

  3 year contract: estimated value 328 421 GBP per annum.

  Excluding VAT 985 263 GBP

• 4)INDICATION ABOUT DIFFERENT DATE FOR DURATION OF CONTRACT OR STARTING/COMPLETION

  Duration in months: 36 (from the award of the contract)

• 5)ADDITIONAL INFORMATION ABOUT LOTS

  The detail of all property locations will be detailed within the invitation to tender documentation.

  Examples of service schedules and the contract specifications will be available within the invitation to tender documentation.

  Bidders interested in both contracts should submit separate applications for each. LHA reserves the right to award both contracts to any bidder who has submitted an application for both contracts and demonstrates during the Invitation to Tender stage that they are the most suitably qualified and can deliver the greatest levels of quality based on the award evaluation criteria for each individual contract.

  There is a number of staff working for the current contractors in both the North and South areas which maybe transferred under formal TUPE arrangements to the successful bidders.

  There should be no visits made to the properties or contact made with the residents on the estates or estates officers unless preapproved through LHA at the address in 1.

SECTION III: LEGAL, ECONOMIC, FINANCIAL AND TECHNICAL INFORMATION

• III.1)
  CONDITIONS RELATING TO THE CONTRACT
• III.1.1)
  Deposits and guarantees required

  Guarantees or bonds may be required as applicable and as stated in the invitation to tender documents.

• III.1.2)
  Main financing conditions and payment arrangements and/or reference to the relevant provisions regulating them

  As detailed in the invitation to tender documentation.

• III.1.3)
  Legal form to be taken by the group of economic operators to whom the contract is to be awarded

  No special legal form is required, but if a contract is awarded to a consortium, LHA may require the consortium to form a legal entity before entering into the contract and to provide an undertaking that each company will be jointly and severally responsible.

• III.1.4)
  Other particular conditions to which the performance of the contract is subject

  Yes

  As detailed in the invitation to tender documentation.

• 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 requirements are met: As detailed in the invitation to tender documentation.

• III.2.2)
  Economic and financial capacity

  Information and formalities necessary for evaluating if requirements are met: As detailed in the invitation to tender documentation.

• III.2.3)
  Technical capacity

  Information and formalities necessary for evaluating if requirements are met:

  As detailed in the invitation to tender documentation.

III.2.4)
Reserved contracts

• III.3)
  CONDITIONS SPECIFIC TO SERVICES CONTRACTS
• III.3.1)
  Execution of the service is reserved to a particular profession

  No

III.3.2)
Legal entities should indicate the names and professional qualifications of the 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 3 maximum number 8

  Objective criteria for choosing the limited number of candidates: Technical and quality capability.

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 below

  1. Resourcing and management arrangements and technical proposals. Weighting 20

  2. Equality and Diversity implementation. Weighting 10

  3. Health and safety in respect of working arrangements and the safety of residents. Weighting 15

  4. Customer care proposals (including with vulnerable residents e.g. sheltered accommodation). Weighting 10

  5. Partnership working and innovation proposals. Weighting 5

  6. Price. Weighting 40

• IV.2.2)
  An electronic auction will be used

  No

• IV.3)
  ADMINISTRATIVE INFORMATION

IV.3.1)
File reference number attributed by the contracting authority

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

  No

IV.3.3)
Conditions for obtaining specifications and additional documents

• IV.3.4)
  Time-limit for receipt of tenders or requests to participate

  25.8.2010 - 17:00

• IV.3.5)
  Date of dispatch of invitations to tender or to participate to selected candidates

  8.9.2010

• 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 tenders

SECTION VI: COMPLEMENTARY INFORMATION

• VI.1)
  THIS IS A RECURRENT PROCUREMENT

  Yes

  estimated timing for further notices to be published: Further notices are estimated to be published between 2 and 4 years from commencement of contracts (depending on performance).

• VI.2)
  CONTRACT RELATED TO A PROJECT AND/OR PROGRAMME FINANCED BY EU FUNDS

  No

• VI.3)
  ADDITIONAL INFORMATION

  2 separate contracts will be let for North and South properties. The division of the properties and locations will be detailed in the invitation to tender documentation.

  Examples of cleaning schedule requirements and contract specifications will be available within the invitation to tender documentation.

  Bidders interested in both contracts should submit separate applications for each. LHA reserves the right to award both contracts to any bidder who has submitted an application for both contracts and demonstrates, during the Invitation to Tender stage, that they are the most suitably qualified and can deliver the greatest levels of quality based on the award evaluation criteria for each individual contract.

  There are a number of staff working for current contractors in both the North and South areas which may be transferred under formal TUPE arrangements to the successful bidders.

  Visits to the properties or contact made with the residents on the estates or estates officers to be agreed with LHA at the address in 1.

  The estimated value of the contracts are as follows;

  — North - 97 485 GBP per annum ( 292 455 GBP for 3 years),

  — South - 328 421 GBP per annum ( 985 263 GBP for 3 years).

  All prices must be submitted in GBP. LHA is not bound to accept the lowest or any bid and confirms that the issue of the invitation to tender does not constitute any form of instruction. As such, LHA accepts no responsibility for any costs in relation to the preparation or submission of bids.

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:

  23.7.2010