Tender: UK-Newry: cleaning services

UK-Newry: cleaning services

2010/S 168-257873

CONTRACT NOTICE

Services

SECTION I: CONTRACTING AUTHORITY

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

  Contact: Attn: Tel. E-mail: Fax Southern Regional College
  Southern Regional College Newry (West) Campus Patrick Street
  Southern Regional College
  Brendan O'Brien
  BT35 8DNNewry
  UNITED KINGDOM
  +44 2830259690
  obrienb@src.ac.uk
  +44 2830259635

  Internet address(es)

  General address of the contracting authority http://www.src.ac.uk

  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:Attn: Mr Brian Doran
  Southern Regional College West Campus Patrick Street
  Mr Brian Doran
  BT35 8DNNewry
  UNITED KINGDOM

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

  Body governed by public law

  Education

  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

  Cleaning and Catering Services - multi campus.

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

  Services

  Service category: No 16

  Main place of performance UKN05.

  NUTS code UKN05

• 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)

  Cleaning services.

  Cleaning services are required for the following locations:

  — East Campus, Patrick Street, Newry,

  — West Campus, Patrick Street, Newry,

  — Model Campus, Catherine Street, Newry,

  — Greenbank Campus, Greenbank Industrial Estate, Newry,

  — Lisanally Campus, Lisanally Lane, Armagh,

  — College Hill/Lonsdale Street Campus, Lonsdale Street, Armagh,

  — Hamiltonsbawn Road Campus, Hamiltonsbawn Road, Armagh,

  — Student Village Campus, Lisanally Lane, Armagh,

  — Banbridge Campus, Castlewellan Road, Banbridge,

  — Portadown Campus, Lurgan Road, Portadown,

  — Lurgan Campus, Kitchen Hill, Lurgan.

  The Cleaning Services for all locations are based on a specification, which is set out in the ITT, and outlines various duties and cleaning standards.

  The estimated value, excluding VAT, of the above Cleaning Services is in the range of 550 000 and 600 000 GBP per annum.

  The Authority may require additional cleaning services which are currently outsourced. These additional cleaning services together with their estimated annual value are as follows:

  Additional cleaning services Annual Value (GBP).

  Annual Deep Cleaning & Service of Kitchen extract and ventilated ceiling systems 25 000 – 30 000.

  Hygiene Facilities (Disposal and Vending) 20 000 – 25 000.

  Serviced Barrier Matting 0 – 5 000.

  Waste Management 75 000 – 80 000.

  Window Cleaning 45 000 – 50 000.

  Pest Control 10 000 – 15 000.

  Grounds Maintenance 30 000 – 35 000.

  Further details about the additional cleaning services are set out in the ITT.

  Catering services.

  Catering Services are required for the following locations:

  — East Campus, Patrick Street, Newry,

  — West Campus, Patrick Street, Newry,

  — Model Campus, Catherine Street, Newry,

  — Greenbank Campus, Greenbank Industrial Estate, Newry,

  — Lisanally Campus, Lisanally Lane, Armagh,

  — College Hill/Lonsdale Street Campus, Lonsdale Street, Armagh,

  — Hamiltonsbawn Road Campus, Hamiltonsbawn Road, Armagh,

  — Banbridge Campus, Castlewellan Road, Banbridge,

  — Portadown Campus, Lurgan Road, Portadown (snack bar service only).

  The catering services for all locations includes catering for the main restaurant areas and hospitality. The catering services are based on a specification, which is set out in the ITT, and outlines various duties and catering standards.

  The catering services will generally be required between the hours of 8:30 and 14:30 Monday to Friday throughout the year except public holidays, as set out in the ITT. More specific information relating to each location is set out in the ITT.

  The catering services will be operated on a concession basis.

  The authority has an annual enrolment of almost 40 000 learners and some 1 100 staff across all locations. During a typically busy period this translates into a daily footfall estimated in the region of 1 465 people for the above locations. The authority expects the successful tenderer to be able to achieve combined annual sales in the region of 500 000 GBP to 550 000 GBP with the potential for growth over time.

  The authority will meet some running costs including heating, electricity and local rates payable. Further detail of running costs will be set out in the ITT. The Authority will also provide facilities at each location and full use of all heavy and light catering equipment. Further details of the facilities and equipment are set out in the ITT.

  The Catering Services also include the provision of vending facilities across all locations, subject to any existing contractual obligations. Annual vending sales are estimated in the region of 150 000 to 175 000 GBP with the potential for growth over time.

  While the primary intent of the authority is not to make a profit on the Catering Services, it will require a reasonable return to provide for coordination, planning, maintenance and improvement of facilities. Economic operators invited to tender will be required to submit a quote for an annual payment to the authority as part of tender submissions. Economic operators invited to tender may also be required to submit other payment proposals such as royalty fees and commission rates, which may be payable by the successful Tenderer to the authority on an annual basis.

  For the avoidance of doubt, the Catering Services exclude the Authority’s training restaurants and facilities.

• II.1.6)
  Common procurement vocabulary (CPV)

  90910000, 90919300, 55511000, 55524000, 55512000, 55523100

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

  Yes

• 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

  This Procurement relates to a services contract for provision of catering and cleaning services across the contracting authority’s campuses. The duration of the contract is 48 months with a unilateral option exercisable by the contracting authority to extend the Contract for a further period of up to 12 months on two occasions.

  As set out in section II.1.5 of this notice, the estimated annual value of the cleaning services (including the optional additional cleaning services) is 840 000 GBP (excluding VAT). The estimated annual value of the catering services (including vending services) is 725 000 GBP (excluding VAT).

  Excluding VAT

  Range between 8 000 000 and 10 000 000 GBP

• II.2.2)
  Options

  Yes

  description of these options: The contracting authority may require a unilateral option exercisable by the contracting authority to extend the contract for a maximum period of up to 12 months on two occasions beyond the fixed 48-month term dependent on annual performance.

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

  Duration in months: 72 (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

  The contracting authority may require guarantees, contract bonds or other forms of security acceptable to the contracting authority - see contract documentation.

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

  See contract documentation.

• 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 the parties, the Authority may require parties to commit to joint and several liability in respect of the contract. Alternatively, the Authority may expect the lead economic operator to take total responsibility or if a contract is awarded to a consortium, the authority may require the consortium to form a legal entity before entering into the contract. The authority may require collateral warranties, parent company guarantees and/or performance bonds as applicable to be entered into by other involved economic operators.

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

  Yes

  A performance management system may be jointly agreed between the contracting authority and the successful economic operator. This may include both qualitative and quantitative metrics. In addition, the catering service may be required to comply with the Department of Education, Northern Ireland, Nutritional Standards for school lunches, or equivalent.

• 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: All Applicants are required to submit a response to the pre-qualification questionnaire in the form issued by the Contracting Authority (See Section VI.3 below).

• III.2.2)
  Economic and financial capacity

  Information and formalities necessary for evaluating if requirements are met: All applicants are required to submit a response to the pre-qualification questionnaire in the form issued by the Contracting Authority (See Section VI.3 below).

  Minimum level(s) of standards possibly required Applicants are required to provide:

  (1) Evidence of Public Liability insurance, product liability insurance and employers liability insurance. Applicants must have a minimum insurance cover of 10 000 000 GBP for Public Liability insurance, 2 000 000 GBP for product liability insurance and 10 000 000 GBP for employers liability insurance or provide confirmation from its current insurance broker that it is capable of obtaining insurance to those values prior to contract award.

  (2) A statement covering the 3 previous financial years including overall turnover. In each of the 3 previous financial years, Applicants must have an annual turnover of 2 500 000 GBP.

• III.2.3)
  Technical capacity

  Information and formalities necessary for evaluating if requirements are met:

  All Applicants are required to submit a response to the pre-qualification questionnaire in the form issued by the Contracting Authority (See Section VI.3 below).

  Minimum level(s) of standards possibly required

  The contracting authority will require evidence that the applicant has the following policies and systems in place:

  — Health and safety.

  — Food safety management.

  — Safeguarding (e.g. Access NI (or equivalent)).

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

  Yes

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 number of operators 6

  Objective criteria for choosing the limited number of candidates: The applicants will be chosen in accordance with the pre-qualification evaluation exercise as set out in the Memorandum of Information and pre-qualification questionnaire.

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

  Q01/10-11

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

  No

• IV.3.3)
  Conditions for obtaining specifications and additional documents

  Payable documents No

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

  28.9.2010 - 17:00

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

  11.10.2010

• 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

  No

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

  No

• VI.3)
  ADDITIONAL INFORMATION

  The costs of responding to the pre-qualification questionnaire and any subsequent invitation to tender and participation in the procurement will be borne by each applicant.

  All discussion and correspondence will be deemed strictly subject to contract until the formal contract is entered into. The formal contract shall not be binding until it has been signed and dated by the duly authorised representatives of both parties.

  The dates given in section IV.3 are a best estimate of the time of despatch.

  For the avoidance of doubt, a pre-qualification questionnaire and Memorandum of Information can be obtained by e-mail request to obrienb@src.ac.uk clearly stating the contract name and reference number or downloaded from the Southern Regional College website www.src.ac.uk, as per section I.1 of this notice.

• 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 contracting authority will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for 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 or are at risk of harm by a 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

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

  27.8.2010