SECTION I: CONTRACTING AUTHORITY
I.1) NAME, ADDRESSES AND CONTACT POINT(S)
Colne Housing Society
Digby House, Riverside Office Centre, Causton Road
Attn: Richard Holliday
CO1 1RJ Colchester
UNITED KINGDOM
Tel. +44 1737249475
E-mail:
tenders@rand-associates.co.ukFax +44 1737242012
Internet address(es)
General address of the contracting authority
www.colnehousing.co.ukFurther information can be obtained at: Rand Associates Consultancy
Services Ltd
Bell House, 107 Bell Street
Attn: Richard Holliday
RH2 7JB Reigate
UNITED KINGDOM
Tel. +44 1737249475
E-mail:
tenders@rand-associates.co.ukFax +44 1737242012
Internet:
www.rand-associates.co.ukSpecifications and additional documents (including documents for
competitive dialogue and a dynamic purchasing system) can be obtained at:
Rand Associates Consultancy Services Ltd
Bell House, 107 Bell street
Attn: Richard Holliday
RH2 7JB Reigate
UNITED KINGDOM
Tel. +44 1737249475
E-mail:
tenders@rand-associates.co.ukFax +44 1737242012
Internet:
www.rand-associates.co.ukTenders or requests to participate must be sent to: Rand Associates
Consultancy Services Ltd
Bell House, 107 Bell Street
Attn: Richard Holliday
RH2 7JB Reigate
UNITED KINGDOM
Tel. +44 1737249475
E-mail:
tenders@rand-associates.co.ukFax +44 1737242012
Internet:
www.rand-associates.co.ukI.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
Cleaning Services to Social Housing.
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 Colchester and surrounding areas of Essex.
NUTS code UKH3
II.1.3) The notice involves
A public contract
II.1.5) Short description of the contract or purchase(s)
Colne Housing Society is a Housing Association that owns and manages more
than 2 100 general needs, leasehold, sheltered and supported homes in and
around the Colchester Borough, Maldon and Tendring Districts and
surrounding areas in Essex. Our mission is to be a forward-thinking,
resident focused housing association providing, providing, managing and
maintaining excellent homes and making a positive difference to the
neighbourhoods in which we operate.
The quality of the Cleaning Services we provide is therefore of paramount
importance in improving satisfaction in the services we deliver. We are
seeking therefore to appoint a contractor who can deliver comprehensive
Cleaning Services to our social housing schemes to the highest possible
standards and can demonstrate to the satisfaction of Colne Housing Society
a proven track record in the delivery of these services.
Applicants 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 the Society in the
services it provides. The proposed contract period will be 3 years
commencing on the 1.4.2012 with the option to extend this period on an
annual basis by up to a further 2 years with the inclusion of a break
clause and subject to provisions for earlier termination and annual
renewals based upon meeting and maintaining Key Performance Indicators and
the development of year on year efficiency savings.
Colne Housing Society reserves the right to withdraw from this procurement
procedure at anytime without awarding a contract. Colne Housing Society
and/or its advisors shall not be liable for and will not pay any costs in
respect of the preparation of any application and tender submission of any
applicant or bidder whether they are successful or unsuccessful and all
applicants and bidders are to be responsible for all of the costs and
expenses they incur as a result of participating in this procurement
process irrespective of whether the procedure is completed or is abandoned
without any appointment. An applicant shall be deemed to have
unequivocally accepted this as a condition precedent to participation in
this procurement process.
II.1.6) Common procurement vocabulary (CPV)
90911100, 90911300, 90511300
II.1.7) Contract covered by the Government Procurement Agreement (GPA)
No
II.1.
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
Colne Housing Society is seeking a contractor to provide comprehensive
Cleaning Services to the Society’s General Needs and Leasehold, Sheltered,
Supported and Almshouses Accommodation located in Colchester Borough,
Maldon District, Tendring District, Braintree District and Uttlesford
District areas of Essex and Baberg in Suffolk. There are approx 80
individual blocks comprising General Needs and Leasehold Accommodation,
approx 11 No sheltered housing schemes, 4 supported housing schemes and 2
Almshouses blocks. The proposed scope of the Cleaning Services will
comprise the comprehensive cleaning of internal common areas with some
limited external area cleaning and including as an option communal area
window cleaning. Further options will be the cleaning of the Society’s
vacant properties following a change of tenancy and the inclusion from
June 2013 of the Society’s Head Office in Causton Road Colchester. Further
comprehensive details on the scope of cleaning services will be included
in the tender documents.
Contractors must be able to show a commitment to providing effective
services that provide value for money. The estimated current annual
budget, excluding vacant property cleaning and head office cleaning is
approximately 100 000 GBP excluding VAT.
II.2.2) Options
Yes
description of these options: The contract will be subject to regular
performance reviews. The contract will be extendable at the Contracting
Authority’s sole discretion on an annual basis after the first 3 years for
up to a further 2 years. In any event year on year continuance of the
contract from the commencement will be dependent on satisfactory
performance by the Contractor. The contract will also contain a break
provision that may be exercised by the Contracting Authority subject to
the giving of the period of notice stipulated in the contract. The
Contracting Authority has the option as to whether vacant property
cleaning and, from June 2013, the cleaning of the Society’s Head Office in
Colchester is to be authorised to be undertaken by the Contractor.
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 any 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
The successful contractor 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 contractor will
be judged. Compliance with Key Performance Indicators and Customer Service
Standards will be instrumental in the decision whether to annually renew
the contract.
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 19.9.2011.
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
Colne 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 Annex A. 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
but Economic Operators shall be aware that to be considered eligible for
participation in the selection process the Economic Operator (as a stand
alone business unit, not a group) must be able to demonstrate an average
annual turnover over the last two years in undertaking works of a similar
nature to that being the subject of this Contract Notice of a minimum 250
000 GBP. Economic operators not meeting this minimum turnover requirement
are requested not to apply. Applicants accounting information shall show
profitability or surplus at a level acceptable to the Contracting
Authority so as likely to not place them at risk. Assessment of the
applicants financial stability using applicants accounting information.
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
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 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.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.3.2) 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 9.9.2011 - 12:00
Payable documents No
IV.3.4) Time-limit for receipt of tenders or requests to participate
19.9.2011 - 14:00
IV.3.6) Language(s) in which tenders or requests to participate may be
drawn up
English.
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) The provisions of the Transfer of Undertakings (Protection of
Employment) Regulations 2006 (TUPE 2006) may apply to this procurement and
further information on TUPE 2006 will be provided in the tender documents.
2) Colne Housing Society reserves the right to cancel the procurement at
any stage of the process and not to proceed with the award of any
contract.
3) All expressions of interest must be made via email to the point of
contact indicated in Annex A.1
4) When completing your PQQ’s please also consider the following:
a) you must have an annual turnover of at least 250 000 GBP for the last 2
years – this is a Pass/Fail requirement,
b) your finanacial inforamtion provided will be evaluated as part of the
financial checks to establish financial stability and levels of
profit/surplus that are acceptable to the Contracting authority – this is
a Pass/Fail criteria,
c) please ensure that all information requested in the PQQ to be provided
is returned with your PQQ as a failure to provide information requested
could result in the failure of your application.
VI.4) PROCEDURES FOR APPEAL
VI.4.1) Body responsible for appeal procedures
Royal Courts of Justice
The Strand
WC2 2LL London
UNITED KINGDOM
Tel. +44 2079476000
Body responsible for mediation procedures
Royal Courts of Justice
The Strand
WC2 2LL London
UNITED KINGDOM
Tel. +44 2079476000
VI.4.3) Service from which information about the lodging of appeals may
be obtained
Office of Government Commerce
Roseberry Court, St Andrews Business Park
NR7 0HS Norwich
UNITED KINGDOM
Tel. +44 8450004999
VI.5) DATE OF DISPATCH OF THIS NOTICE:
18.8.2011