Section I: Contracting authority
I.1) Name, addresses and contact point(s)
Sovereign Housing Association Ltd.
Woodlands, 90 Bartholomew Street, Berkshire
Contact point(s): The Procurement Team
For the attention of: Andrew Shorter
RG14 5EE Newbury
UNITED KINGDOM
Telephone: +44 1635277967
E-mail:
andrew.shorter@sovereign.org.ukInternet address(es):
General address of the contracting authority:
http://www.sovereign.org.ukAddress of the buyer profile:
http:///www.mytenders.org/search/Search_AuthProfile.aspx?ID=AA5884
Further information can be obtained from: The above mentioned contact
point(s)
Specifications and additional documents (including documents for
competitive dialogue and a dynamic purchasing system) can be obtained
from: The above mentioned contact point(s)
Tenders or requests to participate must be sent to: The above mentioned
contact point(s)
I.2) Type of the contracting authority
Body governed by public law
I.3) Main activity
Housing and community amenities
I.4) Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting
authorities: yes
Members of Sovereign Development Consortium
http://www.sovereigndevelopmentconsortiumC/O Woodlands, 90 Bartholomew Street, Berkshire
RG14 5EE Newbury
UNITED KINGDOM
Members of Westworks
http://www.sovereigndevelopmentconsortium.orgC/O Woodlands, 90 Bartholomew Street, Berkshire
BA2 1EP Newbury
UNITED KINGDOM
Section II: Object of the contract
II.1) Description
II.1.1) Title attributed to the contract by the contracting authority:
Communal areas and office cleaning contract, 2013.
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II.1.2) Type of contract and location of works, place of delivery or of
performance
Services
Service category No 14: Building-cleaning services and property management
services
Main site or location of works, place of delivery or of performance: South
and South West England.
NUTS code UKK
II.1.3) Information about a public contract, a framework agreement or a
dynamic purchasing system (DPS)
The notice involves a public contract
II.1.5) Short description of the contract or purchase(s)
Sovereign Housing Association Ltd. is seeking expressions of interest from
suitable contractors for the delivery of its communal and office cleaning
services for a term of up to 9 years.
Split over four geographical Lots across the South & South-West of
England, the scope of each contract will include daily and cyclical
cleaning services to the client’s housing stock communal areas, front and
back-office areas of the client’s administration offices and to the
internal communal areas of sheltered housing units as well as void
clearance and other ad-hoc call-off cleaning tasks.
As an extension to our existing alliances with a range of key contracting
& RSL partners, the contract will also be open to existing and future
members of both the Sovereign Development Consortium and Westworks.
Details of these two bodies can be found in the Guidance documentation
accompanying the pre-qualification questionnaire.
The contract(s) will operate on a partnering basis as together we will
deliver to residents a consistent, high quality service to an agreed
minimum standard, with a focus on improving efficiencies, reducing costs,
increasing long terms customer satisfaction, and achieving sustainable
service delivery solutions that will minimise, as far as is practicable,
the whole life cost implications upon the clients’ maintenance and housing
management budgets.
Allowing for anticipated growth and collaborative partnerships, the annual
value of each Lot can be expected to be in the range 77 000 GBP to 2 300
000 GBP. The combined annual value of all lots is expected to be in the
range 1 500 000 GBP to 3 000 000 GBP.
II.1.6) Common procurement vocabulary (CPV)
90910000, 90919200, 90911000
II.1.7) Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): yes
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II.1.
Lots
This contract is divided into lots: yes
Tenders may be submitted for one or more lots
II.1.9) Information about variants
Variants will be accepted: no
II.2) Quantity or scope of the contract
II.2.1) Total quantity or scope:
The contracts are to provide communal area and office cleaning services
across the whole of Sovereign Housing Association's stock. In addition,
the contract will be open to the members of the Westworks Consortium and
the Sovereign Development Consortium. Details of both these organisations
will be available in the Guidance Notes issued with the pre-qualification
questionnaire.
The cleaning schedules will include routine and cyclical cleaning tasks as
well as ad-hoc services. The tasks will include cleaning to block communal
areas such as entrance lobbies, stairways and corridors, block entrance
doors and screens, front and back-office areas in administration
buildings, kitchens, bathrooms and other communal areas in sheltered and
supported housing units and walls, ceilings and horizontal surfaces.
Additional services will include carpet and window cleaning and laundry
services.
Incidental call-off services will include emergency out of hours cover,
sharps clearance, void property clearance and body fluid removal, etc.
Estimated value excluding VAT:
Range: between 1 500 000,00 and 3 000 000,00 GBP
II.2.2) Information about options
Options: no
II.2.3) Information about renewals
This contract is subject to renewal: no
II.3) Duration of the contract or time limit for completion
Duration in months: 108 (from the award of the contract)
Information about lots
Lot No: 1
Lot title: Oxfordshire, Berkshire and North Hampshire
1) Short description
All communal and office cleaning services in line with the main scope of
the contract as described in II.1.5.
2) Common procurement vocabulary (CPV)
90910000, 90919200, 90911000
3) Quantity or scope
As in (1) above.
Estimated value excluding VAT:
Range: between 890 000,00 and 1 800 000,00 GBP
5) Additional information about lots
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The estimated range of costs are anticipated annual values for this lot.
Lot No: 2
Lot title: Dorset and South Hampshire
1) Short description
All communal and office cleaning services in line with the main scope of
the contract as described in II.1.5.
2) Common procurement vocabulary (CPV)
90910000, 90919200, 90911000
3) Quantity or scope
As in (1) above.
Estimated value excluding VAT:
Range: between 280 000,00 and 600 000,00 GBP
5) Additional information about lots
The estimated range of costs are anticipated annual values for this lot.
Lot No: 3
Lot title: West of England
1) Short description
All communal and office cleaning services in line with the main scope of
the contract as described in II.1.5.
2) Common procurement vocabulary (CPV)
90910000, 90919200, 90911000
3) Quantity or scope
As in (1) above.
Estimated value excluding VAT:
Range: between 200 000,00 and 450 000,00 GBP
5) Additional information about lots
The estimated range of costs are anticipated annual values for this lot.
Lot No: 4
Lot title: Devon
1) Short description
All communal and office cleaning services in line with the main scope of
the contract as described in II.1.5.
2) Common procurement vocabulary (CPV)
90910000, 90919200, 90911000
3) Quantity or scope
As in (1) above.
Estimated value excluding VAT:
Range: between 100 000,00 and 225 000,00 GBP
5) Additional information about lots
The estimated range of costs are anticipated annual values for this lot.
Section III: Legal, economic, financial and technical information
III.1) Conditions relating to the contract
III.1.1) Deposits and guarantees required:
Where a company is part of a group, a Parent Company Guarantee will be
required.
III.1.4) Other particular conditions
The performance of the contract is subject to particular conditions: no
III.2) Conditions for participation
III.2.1) Personal situation of economic operators, including requirements
relating to enrolment on professional or trade registers
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Information and formalities necessary for evaluating if the requirements
are met: All candidates will be required to certify that they are not
exempt from tendering under Regulation 23 (as amended) of the Public
Contracts Regulations 2006 (SI 2006 no: 5).
III.2.2) Economic and financial ability
Information and formalities necessary for evaluating if the requirements
are met: Candidates will be required to submit:
[a] 3 years' accounts with supporting information;
Confirmation of relevant and sufficient insurance cover.
Minimum level(s) of standards possibly required: The criteria against
which this information is assessed will be provided within the guidance
issued with the pre-qualification questionnaire.
III.2.3) Technical capacity
Information and formalities necessary for evaluating if the requirements
are met:
The pre-qualification questionnaire will seek information on applicants'
technical capacity.
Minimum level(s) of standards possibly required:
All details regarding standards and evaluation criteria will be provided
within the guidance issued with the pre-qualification questionnaire.
III.3) Conditions specific to services contracts
III.3.1) Information about a particular profession
Execution of the service is reserved to a particular profession: no
III.3.2) Staff responsible for the execution of the service
Legal persons 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
Objective criteria for choosing the limited number of candidates:
Candidates will be selected in accordance with the criteria described in
the documentation issued with the pre-qualification questionnaire.
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) Information about electronic auction
An electronic auction will be used: no
IV.3) Administrative information
IV.3.2) Previous publication(s) concerning the same contract
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no
IV.3.4) Time limit for receipt of tenders or requests to participate
14.6.2012 - 12:00
IV.3.6) Language(s) in which tenders or requests to participate may be
drawn up
English.
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement: no
VI.2) Information about European Union funds
The contract is related to a project and/or programme financed by European
Union funds: no
VI.3) Additional information
The Purchasing Authority is acting on behalf of the following
organisations:
— Sovereign Housing Association Ltd,
— Sovereign Development Consortium members,
— Westworks members and
— All future potential members, which should be considered to include any
social landlord, or group of social landlords, within the operational area
serviced by these consortia, the full details of which can be made
available to those submitting a request for further information, or a
request to participate in the procurement process.
In addition, Sovereign is undertaking a programme of measured expansion in
the form of development and stock acquisition. Any work emanating from
these additional sources that is within the scope of this contract will be
allocated to the provider in the relevant geographical region.
It is proposed that our Partnering Proposal Document and the detailed
submissions provided by the successful manufacturer/supplier(s) will be
combined to form the basis of a service level agreement. This shall become
the formal arrangement between sovereign (and their collaborative
purchasing/procurement partners) with the chosen service provider(s).
The aim of this agreement will be to record the detail of the partnering
arrangement between the identified companies, the shared understandings,
and to provide a structured framework for documenting further improvements
in the service to the mutual benefit of all participating organisations.
The intention is that the service level agreement shall be regularly
reviewed and updated, evolving by agreement to reflect the intentions of
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the parties.
All contract undertakings shall be undertaken by each individual
participating member in accordance with the service level agreement.
VI.5) Date of dispatch of this notice:
3.5.2012