Tender: UK-Windsor: grounds maintenance services

UK-Windsor: grounds maintenance services

2010/S 144-222578

CONTRACT NOTICE

Services

SECTION I: CONTRACTING AUTHORITY

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

  Contact: Attn: Tel. E-mail: Windsor and District Housing Association Ltd
  Parkside House, 33-39 Sheet Street, Berkshire
  Mark Leahy, Assistant Director of Housing
  Mark Leahy
  SL4 1BYWindsor
  UNITED KINGDOM
  +44 1753777428
  mark.leahy@radian.org.uk

  Internet address(es)

  General address of the contracting authority www.windsorhousing.org.uk

  Further information can be obtained at:Attn: Tel. E-mail: Fax Internet: Rand Associates Consultancy Services Ltd
  Bell House, 107 Bell Street
  Richard Holliday
  RH2 7JBReigate
  UNITED KINGDOM
  +44 1737249475
  tenders@rand-associates.co.uk
  +44 1737242012
  www.rand-associates.co.uk

  Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained at:Attn: Tel. E-mail: Fax Internet: Rand Associates Consultancy Services Ltd
  Bell House, 107 Bell Street
  Richard Holliday
  RH2 7JBReigate
  UNITED KINGDOM
  +44 1737249475
  tenders@rand-associates.co.uk
  +44 1737242012
  www.rand-associates.co.uk

  Tenders or requests to participate must be sent to:Attn: Tel. E-mail: Fax Internet: Rand Associates Consultancy Services Ltd
  Bell House, 107 Bell Street
  Richard Holliday
  RH2 7JBReigate
  UNITED KINGDOM
  +44 1737249475
  tenders@rand-associates.co.uk
  +44 1737242012
  www.rand-associates.co.uk

• 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

  Grounds maintenance services.

• 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 Windsor Housing various schemes in and around the Windsor area of Berkshire.

  NUTS code UKJ11

• 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)

  Windsor Housing, a part of the Radian Group, is a Housing Association that owns and manages more than 4 000 general needs, leasehold and supported homes in and around the Windsor area in Berkshire. Our mission is to create strong and sustainable communities where people flourish and we are committed to giving outstanding service that comes naturally.

  The quality of the Grounds Maintenance Services we provide is therefore of paramount importance in improving customer satisfaction in the services we deliver. We are seeking therefore to appoint one contractor who can deliver Grounds Maintenance Services to the highest possible standards and can demonstrate to the satisfaction of Windsor Housing a proven track record in the delivery of these services.

  Contractors will be required to complete a pre-qualification questionnaire (PQQ) and the evaluation of this PQQ will establish those companies that will be permitted to tender.

  The successful contractor must be able to show a commitment to providing effective services that provide value for money to Windsor Housing and its tenants and leaseholders. The successful contractor will need to have demonstrated a commitment to addressing welfare to work/worklessness, focussing on the young and long term unemployed on estates. The proposed contract period will be 3 years commencing on or about the 4.4.2011 and with the option for an extension to this initial period for a period of up to a further 2 years all subject to provisions for earlier termination and annual renewals based on meeting and maintaining Key Performance Indicators.

• II.1.6)
  Common procurement vocabulary (CPV)

  77314000

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

  No

• II.1.8)
  Division into lots

  No

• II.1.9)
  Variants will be accepted

  No

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

  Windsor Housing is seeking a contractor to provide Grounds Maintenance Services to their various schemes located in and around the Windsor area of Berkshire. The property portfolio comprises approx. 3 500 units of General Needs Housing and approx. 500 units of Leaseholder accommodation, although not all are in receipt of grounds maintenance services. In addition there are 16 no. Supported Housing schemes. Units and schemes may be added or deleted both prior to tender and during the contract period in accordance with the Windsor Housing’s property portfolio and further information on the type and location of the property portfolio in receipt of grounds maintenance services will be provided in the tender documents.

  The proposed scope of the Grounds Maintenance Services comprises grass cutting, shrub bed, hedge and minor tree maintenance, tree surveys and tree works, weed/moss control, drainage and gulley works, environmental works, sweeping and litter picking to hard surface areas, litter picking to horticultural areas and other activities generally associated with landscaping/grounds maintenance. Removal of bulk rubbish and fly tipping will not form a part of the scope of works for this contract. The provision of an “on-demand” out of hours service will also be required. Further comprehensive details of the scope of Grounds Maintenance services will be provided in the tender documents.

  Contractors must be able to show a commitment to providing effective services that provide value for money. The proposed contract period will be 3 years commencing on or about the 4.4.2011 and with the option for an extension to this initial period for a period of up to a further 2 years all subject to provisions for earlier termination and annual renewals based on meeting and maintaining Key Performance Indicators. The estimated current annual budget is approximately 220 000 GBP excluding VAT for Grounds Maintenance Services.

• II.2.2)
  Options

  Yes

  description of these options: The Contracting Authority will have the Option to extend the Contract Period from its initial 3 year term by a period of up to 2 further years.

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

• II.3)
  DURATION OF THE CONTRACT OR TIME-LIMIT FOR COMPLETION

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

SECTION III: LEGAL, ECONOMIC, FINANCIAL AND TECHNICAL INFORMATION

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

  Details of Deposits and Guarantees that may be required will be set out in the tender and contract documents.

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

  To be included in the tender and contract documentation.

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

  In the event of a group of organisations submitting an acceptable offer it will be necessary to provide an undertaking that each organisation will have joint and several liability.

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

  Yes

  Contractors will be required to comply with Key Performance Indicators and clearly defined Customer Service Standards in the delivery of the services and against which the performance of the contractors will be judged. Compliance with Key Performance Indicators and Customer Service Standards will be instrumental in the decision whether to annually renew the contract.

  The Contractor will be required to participate in achieving welfare to work/worklessness objectives in training and recruitment.

• 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: A questionnaire will be sent to applicants who wish to be considered for inclusion on the select list for invitation to tender. Completed questionnaires with all supporting information are required to be submitted by 26.8.2010.

  Applicants who satisfy any of the criteria for rejection set out in regulation 23 of the Public Contracts Regulations 2006, Article 45 of Directive 2004/18/ECshall be treated as ineligible. Applicants may be requested to provide such evidence as is reasonably necessary to allow Windsor Housing to establish that the aforementioned criteria does not apply to them.

• III.2.2)
  Economic and financial capacity

  Information and formalities necessary for evaluating if requirements are met: These requirements are set out in the PQQ which will be sent to all applicants. Copies of the PQQ can be requested from the contact point as set out in point I. The PQQ must be completed and returned with all required supporting information by the deadline listed in section IV.3.4 of this Notice.

  Minimum level(s) of standards possibly required Further information regarding minimum levels of standards required will be detailed in the PQQ and will form a part of the assessment for quality of the tender.

• III.2.3)
  Technical capacity

  Information and formalities necessary for evaluating if requirements are met:

  The information and formalities set out in Article 48 of Directive 2004/18/EC and Regulation 25 Public Contracts Regulations 2006 and as set out in the PQQ which will be sent to all applicants. The PQQ must be completed and returned with all required supporting information by the deadline listed in section IV.3.4 of this Notice.

  Minimum level(s) of standards possibly required

  Further information regarding minimum levels of standards required are set out in the PQQ and will form a part of the assessment for quality of the tender.

• III.2.4)
  Reserved contracts

  No

• 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

  No

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 5 maximum number 8

  Objective criteria for choosing the limited number of candidates: Those candidates who have the best technical and financial qualifications and can demonstrate proven delivery of the services being the subject of this Notice, based upon evaluation of the pre-qualification questionnaire to be submitted by all operators and the information/supporting data so provided. Further information will be provided in the PQQ.

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)
  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

  Time limit for receipt of requests for documents or for accessing documents 19.8.2010 - 13:00

  Payable documents No

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

  26.8.2010 - 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

IV.3.8)
Conditions for opening tenders

SECTION VI: COMPLEMENTARY INFORMATION

• VI.1)
  THIS IS A RECURRENT PROCUREMENT

  No

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

  No

• VI.3)
  ADDITIONAL INFORMATION

  1) It is envisaged that the provisions of the Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE 2006) may possibly apply to this procurement. Further information on TUPE 2006 will be provided in the tender documents.

  2) Windsor Housing reserves the right to cancel the procurement at any stage of the process and not to proceed with the award of any contract(s).

• VI.4)
  PROCEDURES FOR APPEAL
• VI.4.1)
  Body responsible for appeal procedures

  Tel. Royal Courts of Justice
  The Strand
  WC2 2LLLondon
  UNITED KINGDOM
  +44 2079476000

  Body responsible for mediation procedures

  Tel. Royal Courts of Justice
  The Strand
  WC2 2LLLondon
  UNITED KINGDOM
  +44 2079476000

• VI.4.2)
  Lodging of appeals

  Precise information on deadline(s) for lodging appeals: Windsor Housing shall comply with the requirements of regulations 29A and 32 of the Public Contracts Regulations 2006 as amended to include the requirements of the Remedies Directive (2007/66/EC) when notifying economic operators of the procurement outcome.

• VI.4.3)
  Service from which information about the lodging of appeals may be obtained

  Tel. Office of Government Commerce
  1 Horse Guards Road
  SW1A 2HQLondon
  UNITED KINGDOM
  +44 8450004999

• VI.5)
  DATE OF DISPATCH OF THIS NOTICE:

  26.7.2010