SECTION I: CONTRACTING AUTHORITY
I.1) NAME, ADDRESSES AND CONTACT POINT(S)
Newark and Sherwood District Council
Kelham Hall, Nottinghamshire
Attn: Claire Dunkley
NG23 5QX Newark
UNITED KINGDOM
Tel. +44 1636655603
E-mail:
claire.dunkley@newark-sherwooddc.gov.ukFax +44 1636655626
Internet address(es)
General address of the contracting authority
www.newark-sherwooddc.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
Regional or local authority
General public services
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
Office Cleaning 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 Newark and Edwinstowe in the County of
Nottinghamshire.
NUTS code UKF15
II.1.3) The notice involves
A public contract
II.1.5) Short description of the contract or purchase(s)
The provision of office cleaning services at five sites within the
district of Newark & Sherwood.
II.1.6) Common procurement vocabulary (CPV)
90910000, 90911000, 90911100, 90919200
II.1.7) Contract covered by the Government Procurement Agreement (GPA)
Yes
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
The contract covers the following five sites, four of which are operated
by Newark & Sherwood District Council (i - iv) and one site (v) is
operated by Newark & Sherwood Homes, the arms length management
organisation responsible for the maintenance of the Council's housing
stock:
(i) Head Offices at Kelham Hall, Kelham, Newark;
(ii) Transport Depot at Brunel Drive in Newark;
(iii) Cash Office located at Newark Town Hall;
(iv) Sherwood Forest Art and Craft Centre, Edwinstowe;
(v) Newark & Sherwood Homes' offices at Farrar Close, Newark.
The successful contractor will be required to provide an office cleaning
service up to 7 days a week as detailed in the relevant specification of
the premises to be cleaned. Periodic window cleaning is to be included in
the contract for site (i) only and may be included as an option for all
other sites. The contract for the provision of the services will commence
on 16.6.2011 in respect of site (i); for all other sites the start date is
expected to be within the ensuing three months. The contract will be for
an initial period of two years, with an option to extend thereafter for a
further two separate periods of 12 months subject to satisfactory ongoing
performance. Bidders are invited to submit proposals for any or all of the
sites covered by this tender and the Council will award a contract to more
than one service provider if that offers the best value outcome for the
Council. Bidders are also asked to state whether advantageous terms would
apply if they were to be awarded a contract covering all sites to help
illustrate any potential benefits of contract aggregation.
Potential bidders will be required to undertake a mandatory site visit to
the Council's Head Offices at Kelham Hall prior to the preparation &
submission of their tender. Site visits will be by appointment only during
week commencing 7.2.2011.
SECTION III: LEGAL, ECONOMIC, FINANCIAL AND TECHNICAL INFORMATION
III.1) CONDITIONS RELATING TO THE CONTRACT
III.1.4) Other particular conditions to which the performance of the
contract is subject
No
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: Any firm may be disqualified on the following grounds:
(a) is bankrupt or is being wound up, where his affairs are being
administered by the court, where he has entered into an arrangement with
creditors, where he has suspended business activities or is in any
analogous situation arising from a similar procedure under national laws
and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an
order for compulsory winding up or administration by the court or of an
arrangement with creditors or of any other similar proceedings under
national laws and regulations;
(c) has been convicted by a judgment which has the force of res judicata
in accordance with the legal provisions of the country of any offence
concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by any means
which the contracting authorities can demonstrate;
(e) has not fulfilled obligations relating to the payment of social
security contributions in accordance with the legal provisions of the
country in which he is established or with those of the country of the
contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in
accordance with the legal provisions of the country in which he is
established or with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information
required under this Section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal
organisation, as defined in Article 2(1) of Council Joint Action
98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in
Article 3 of the Council Act of 26.5.1972 and Article 3(1) of Council
Joint Action 98/742/JHA3 respectively;
(j) has been the subject of a conviction for fraud within the meaning of
Article 1 of the Convention relating to the protection of the financial
interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined
in Article 1 of Council Directive 91/308/EEC of 10.6.1991 on prevention of
the use of the financial system for the purpose of money laundering.(Refer
also to regulation 23 of the Public Contract Regulations 2006).
III.2.2) Economic and financial capacity
Information and formalities necessary for evaluating if requirements are
met: Supporting Information to be provided as part of tender submission,
including:
a) A copy of the most recent audited accounts for your organisation that
cover the last two years of trading or for the period that is available if
trading for less than two years;
b) A statement of the organisation's turnover, Profit & Loss and cash flow
position for the most recent full year of trading (or part year if full
year not applicable) and an end period balance sheet, where this
information is not available in an audited form at (a);
c) Where (b) cannot be provided, a statement of the organisation's cash
flow forecast for the current year and a bank letter outlining the current
cash and credit facility position;
d) If the organisation is a subsidiary of a group, (a) to (c) are required
for both the subsidiary and the ultimate parent company. Where a
consortium or association is proposed, the information is requested for
each member company;
e) A separate statement of the organisation's turnover that relates
directly to the supply of this service for the past two years, or for the
period the organisation has been trading (if less than two years);
A parent company and/or other guarantees of performance and financial
standing may be required if considered appropriate as well as confirmation
of the organisation's willingness to arrange for a guarantee or a
performance bond. Where the potential provider is dependant financially on
a parent company to support its application for this procurement, it must
indicate whether a Parent Guarantee is available if requested.
III.2.3) Technical capacity
Information and formalities necessary for evaluating if requirements are
met:
Supporting Information to be provided as part of tender submission,
including:
(1) the potential provider's experience of contracts for the provision of
similar services;
(2) an indication of the proportion of the contract which the service
provider intends possibly to subcontract;
(3) a statement of the technical services & technicians available to the
potential provider to carry out the work under the contract, or be
involved in the provision of services under the contract, particularly
those responsible for quality control, whether or not they are independent
of the potential provider;
(4) a statement of the tools, plant or technical equipment available to
the potential provider for carrying out the contract.
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
Open
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 4.2.2011 - 17:00
Payable documents No
IV.3.4) Time-limit for receipt of tenders or requests to participate
25.2.2011 - 12:00
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: 28.2.2011 - 10:00
Place
Newark and Sherwood District Council, Kelham Hall, Newark, Nottinghamshire
NG23 5QX, UNITED KINGDOM.
Persons authorised to be present at the opening of tenders Yes
Strategic Director for Communities, Contract Officer, Section 151 Officer,
Portfolio Holder.
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 provision of office cleaning services at all 5 sites is currently
contracted out to two service providers and it is anticipated that the
Transfer of Undertakings and Protection of Employment Regulations 2006
(TUPE) may apply to some of the staff assigned to these contracts.
VI.4) PROCEDURES FOR APPEAL
VI.4.1) Body responsible for appeal procedures
Refer to section VI.4.2
VI.4.2) Lodging of appeals
Precise information on deadline(s) for lodging appeals: Newark and
Sherwood District Council will incorporate a minimum 10 calendar day
standstill period at the point information on the award of the contract is
communicated by electronic means to tenderers. The standstill notice will
include (a) the criteria for the award of the contract, (b) the full
reasons for the award decision (including the characteristics and relative
advantages of the successful tender), (c) the identity of the successful
tenderer, (d) the score obtained by the economic operator which is to
receive the notice and the score obtained by the economic operator to be
awarded the contract and (e) when the standstill period is expected to end
or the date before which the Council will not enter into the contract.
The purpose of the standstill period referred to above is to allow parties
to apply to the Courts to set aside the award decision before the contract
is entered into. Regulation 47D(2) of the Public Contracts (Amendment)
Regulations 2009 require any proceedings to be commenced within three
months, beginning with the date when the claimants became aware that they
could make a claim or ought to have been so aware.
VI.5) DATE OF DISPATCH OF THIS NOTICE:
4.1.2011