SECTION I: CONTRACTING AUTHORITY
I.1) NAME, ADDRESSES AND CONTACT POINT(S)
Department of Finance and Personnel Northern Ireland
Clare House 303 Airport Road West
Contact: Clare House 303 Airport road Belfast
Attn: Carolyne McArdle
BT3 9ED Belfast
UNITED KINGDOM
Tel. +44 2890816535
E-mail:
carolyne.mcardle@dfpni.gov.ukFurther 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
General public services
The contracting authority is purchasing on behalf of other contracting
authorities Yes
SECTION II: OBJECT OF THE CONTRACT
II.1) DESCRIPTION
II.1.1) Title attributed to the contract by the contracting authority
Police Service of Northern Ireland Cleaning Services Contract.
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 This service will be provided to the Police
Service of Northern Ireland throughout Northern Ireland.
NUTS code UKN
II.1.3) The notice involves
A public contract
II.1.5) Short description of the contract or purchase(s)
The Police service of Northern Ireland (PSNI) requires a single service
provider to supply a professional cleaning service at approximately 111
locations throughout Northern Ireland. This involves the general cleaning
of the stations, office accommodation, residential accommodation, self
catering kitchens, reception areas, toilet areas and changing areas.
A specialist cleaning service is also required within the following areas.
— Custody suites,
— Socco rooms & garages,
OJ Ref 183/2010 2
— Finger print/breath test and photographic rooms,
— Medical rooms,
— Care suites,
— Physical training areas,
— Transport workshops,
— Firearms training.
An out of hours call out cleaning service is also required for this
contract to cover general cleaning and also specialist cleaning.
The service provider must provide all labour, equipment, chemicals and the
respective health & safety equipment required for the delivery of the
cleaning service.
There will be a requirement to provide washroom consumables within this
contract.
Separate contracts are in place for the following services.
— Annual deep cleaning of cells,
— Window cleaning,
— Provision of electric hand drying facilities,
— Feminine hygiene,
— Catering & vending services,
— Estate maintenance,
— Gardening.
There is also a requirement for the cleaning staff to perform light
portering duties within their normal cleaning duties.
The Contract shall initially be for three (3) years, with the option to
extend the Contract for a further period of two (2) years. The Contractor
shall submit a fixed contract price for the initial contract period and if
the option to extent the Contract for a further period is taken, any price
increases will be in line with the terms and conditions of contract.
Currently there are approximately 261 members of staff employed in the
contract. This service was first outsourced by the PSNI on 1.9.2006 to the
current service provider.
The Service provider will be required to apply the following legislation
and guidelines.
— Transfer of Undertakings (Protection of Employment) Regulations 2006,
— Cabinet Office Statement of Practice on Staff Transfers in the Public
Sector also the document, A Fair Deal for Staff Pensions (2005),
— Two Tier Workforce Guidelines.
Prior to outsourcing of the original contract the staff were members of
the PCSPS (NI) pension scheme. The PSNI require the contractor to offer a
pension scheme which is broadly comparable to the PCSPS (NI) as certified
by the Government Actuaries Department (GAD) in respect of those employees
that originally transferred from PSNI. In respect of all other employees,
there will be a requirement to provide a good quality pension scheme as
defined in the legislation and guidelines mentioned above, as well as
being a registered pension scheme for the purposes of the Finance Act
2004. There are approximately 102 members of staff who are currently
members of a GAD certified scheme.
II.1.6) Common procurement vocabulary (CPV)
90910000, 90919200
II.1.7) Contract covered by the Government Procurement Agreement (GPA)
Yes
II.1.9) Variants will be accepted
OJ Ref 183/2010 3
No
II.2) QUANTITY OR SCOPE OF THE CONTRACT
II.2.1) Total quantity or scope
Excluding VAT 25 000 000 GBP
II.2.2) Options
Yes
Number of possible renewals 1
II.3) DURATION OF THE CONTRACT OR TIME-LIMIT FOR COMPLETION
Duration in months: 60 (from the award of the contract)
SECTION III: LEGAL, ECONOMIC, FINANCIAL AND TECHNICAL INFORMATION
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 specified in the Pre-Qualification Questionnaire documents.
III.2.2) Economic and financial capacity
Information and formalities necessary for evaluating if requirements are
met: As specified in the Pre-Qualification Questionnaire documents.
Minimum level(s) of standards possibly required Economic operator and
financial standing acceptability – satisfactory/unsatisfactory.
Compliance with EC/UK Legislation – this section is assessed against other
EC, UK and NI Legislation.
Tenderers must provide their last two (2) years audited accounts.
Evaluators will make an assessment of the Tenderers financial and economic
standing based on the information provided at 1.16 of the
Pre-Qualification Questionnaire: instructions for completion document.
III.2.3) Technical capacity
Information and formalities necessary for evaluating if requirements are
met:
As specified in the Pre-Qualification Questionnaire documents.
Minimum level(s) of standards possibly required
Professional and technical ability.
If a PQQ is assessed as having "concerns or major concerns" under this
selection criteria (previous experience) it will be deemed as incomplete
and will not be considered further.
Also quality assurance.
If a PQQ is assessed as having "minor concerns or concerns" under this
selection criteria (quality assurance) it will be deemed as incomplete and
will not be considered further.
III.2.4) Reserved contracts
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
OJ Ref 183/2010 4
Envisaged number of operators 5
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
Project 3006
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 18.10.2010 - 15:00
IV.3.4) Time-limit for receipt of tenders or requests to participate
18.10.2010 - 15:00
IV.3.5) Date of dispatch of invitations to tender or to participate to
selected candidates
1.11.2010
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
Duration in days 120 (from the date stated for receipt of tender)
IV.3.
Conditions for opening tenders
Date: 20.1.2011 - 15:00
Place
Documents should be returned through the eSourcing portal as instructed in
the additional information of this notice. If hard copies are received
they will be opened by civil servants not involved in the tender process.
Persons authorised to be present at the opening of tenders Yes
Authorised representatives of CPD.
SECTION VI: COMPLEMENTARY INFORMATION
VI.1) THIS IS A RECURRENT PROCUREMENT
Yes
estimated timing for further notices to be published: The Contract is for
an initial period of three years with the option to extend for a further
period of two (2) years.
VI.2) CONTRACT RELATED TO A PROJECT AND/OR PROGRAMME FINANCED BY EU FUNDS
No
VI.3) ADDITIONAL INFORMATION
The Contracting Authority intends to use an eTendering system in this
procurement exercise.
OJ Ref 183/2010 5
Suppliers instructions how to express interest in this tender:
1. register your company on the eSourcing portal (this is only required
once),
— browse to the eSourcing portal:
https://e-sourcingni.bravosolution.co.ukand click the link to register,
— accept the terms and conditions and click "continue",
— enter your correct business and user details,
— note the username you chose and click "save" when complete,
— you will shortly receive an email with your unique password (please keep
this secure).
2. Express an Interest in the tender
— login to the portal with the username/password,
— click the "PQQs/ITTs Open To All Suppliers" link. (These are
Pre-Qualification Questionnaires or Invitations to Tender open to any
registered supplier),
— click on the relevant PQQ/ITT to access the content,
— click the "express interest" button in the "actions" box on the
left-hand side of the page,
— this will move the PQQ/ITT into your "my PQQs/my ITTs" page. (This is a
secure area reserved for your projects only),
— you can now access any attachments by clicking the "settings and buyer
attachments" in the "actions" box.
3. Responding to the tender
— you can now choose to "reply" or "reject" (please give a reason if
rejecting),
— you can now use the "messages" function to communicate with the buyer
and seek any clarification,
— note the deadline for completion, then follow the onscreen instructions
to complete the PQQ/ITT,
— there may be a mixture of online & offline actions for you to perform
(there is detailed online help available). You must then publish your
reply using the publish button in the "actions" box on the left-hand side
of the page.
If you require any further assistance please consult the online help, or
contact the eTendering help desk.
VI.4) PROCEDURES FOR APPEAL
VI.4.1) Body responsible for appeal procedures
Central Procurement Directorate
UNITED KINGDOM
VI.4.2) Lodging of appeals
Precise information on deadline(s) for lodging appeals: Central
Procurement Directorate 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 (England, Wales and Northern
Ireland).
OJ Ref 183/2010 6
VI.5) DATE OF DISPATCH OF THIS NOTICE:
17.9.2010