SECTION I: CONTRACTING AUTHORITY
I.1) NAME, ADDRESSES AND CONTACT POINT(S)
Nottinghamshire and City of Nottingham Fire and Rescue Authority
Headquarters Bestwood Lodge Arnold
NG5 8RD Nottingham
UNITED KINGDOM
Further information can be obtained at: Focus Consultants (UK) Ltd
Focus House Millennium Way West Phoenix Business Park
Attn: Adrian Tebbutt
NG8 6AS Nottingham
UNITED KINGDOM
Tel. +44 1159765050
E-mail:
OJEU@focus-consultants.comFax +44 1159795151
Internet:
www.focus-consultants.co.ukSpecifications and additional documents (including documents for
competitive dialogue and a dynamic purchasing system) can be obtained at:
Focus Consultants (UK) Ltd
Focus House Millennium Way West Phoenix Business Park
Attn: Adrian Tebbutt
NG8 6AS Nottingham
UNITED KINGDOM
Tel. +44 1159765050
E-mail:
OJEU@focus-consultants.comFax +44 1159795151
Internet:
www.focus-consultants.co.ukTenders or requests to participate must be sent to: Focus Consultants (UK)
Ltd
Focus House Millennium Way West Phoenix Business Park
Attn: Adrian Tebbutt
NG8 6AS Nottingham
UNITED KINGDOM
Tel. +44 1159765050
E-mail:
OJEU@focus-consultants.comFax +44 1159795151
Internet:
www.focus-consultants.comI.2) TYPE OF THE CONTRACTING AUTHORITY AND MAIN ACTIVITY OR ACTIVITIES
Other Combined Fire 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
Nottinghamshire and City of Nottingham Fire Authority Cleaning Services
and Ground Maintenance 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 The NFRS Estate - Nottingham.
NUTS code UKF14
II.1.3) The notice involves
A public contract
II.1.5) Short description of the contract or purchase(s)
Nottinghamshire and City of Nottingham Fire Authority is inviting
expressions of interest from suitably qualified and experienced
organisations wishing to be considered for inclusion on the tender list
for the Cleaning Services and Ground Maintenance Contract at the
Authority’s Estate.
The Authority’s estate comprises of 27 sites which include Headquarters,
whole time and retained fire stations along with training blocks and
training towers. A list of all sites will be appended to the pre
qualification questionnaire.
The cleaning element of the contract is to provide spot cleans and full
cleans to the Authority’s Estate along with deep, reactive, and specialist
cleans where necessary. Additional cleaning services will include, but
will not be limited to, the cleaning of gulleys, light diffusers, vents,
tanks / inceptors and kitchen extract systems. Cleaning services will be
required throughout all buildings and stations within the Authority’s
estate including, but not limited to, office accommodation, canteen /
dining areas, changing rooms / lockers, breathing apparatus preparation
rooms, laundry rooms, stores, and toilets. Limitations may, however, be
imposed on certain operational areas which will be further identified at
ITT Stage.
The grounds maintenance element of the contract is to provide, but will
not be limited to, grass cutting, window cleaning, white lining and
pruning to external areas within the Authority’s Estate.
A schedule of cleaning and grounds maintenance for each site will be
provided at Invitation to Tender stage, outlining the services and
frequency of clean / grounds maintenance required per site.
The cleaning services and ground maintenance contract will be a three year
contract with the option of extending for an additional two years. The
estimated value of the cleaning and grounds maintenance contract will
range between GBP 750 000 to GBP 780 000 exclusive of VAT over the 3 years
of the Contract.
II.1.6) Common procurement vocabulary (CPV)
90910000, 90911200
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
The Authority has 27 sites spread across the county of Nottinghamshire and
within Nottingham City itself (a list of all sites will be included within
the pre qualification questionnaire).
The Authority is looking to let a ‘term’ contract for Cleaning Services
and Ground Maintenance across the Authority’s Estate. The contract will
replace an existing contract, currently being let on a monthly basis,
which is due for expiry.
The chosen provider will be assessed on a regular basis against Key
Performance Indicators (KPI’s) set by the Authority. Further information
regarding KPI’s will be included at Invitation to Tender stage.
Through this procurement exercise, the Authority are looking to achieve
the following:
— To provide best value through the application of economies of scale,
— To provide a common standard in the way that the Authority expects its
contractors to manage equality and diversity and in harmony with its own,
— To provide a common standard for our requirements in the way that the
Authority expects its contractors to manage environmental issues in line
with its own,
— To provide a single point of responsibility for the Authority,
— To provide a standard level of service for contract services across the
Authority’s estate,
— To reduce costs year on year.
It is worthwhile to note at this point that the Authority recognises that
the Transfer Undertakings (Protection of employment) Regulations 2006
(TUPE) may apply in respect of this Contract, and should they so apply
that for the purposes of those Regulations, the undertaking concerned (or
any relevant part of the undertaking) shall transfer to the Preferred
Provider on the commencement of full operations.
Excluding VAT
Range between 750 000,00 and 780 000,00 GBP
II.2.2) Options
No
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
The right to request appropriate guarantees and bonds is reserved.
III.1.2) Main financing conditions and payment arrangements and/or
reference to the relevant provisions regulating them
Payment terms will be indicated in the contract documents. Tenders are to
be priced in GBP. Payments will be made in GBP only.
III.1.3) Legal form to be taken by the group of economic operators to
whom the contract is to be awarded
No special legal form is required. However, where a contract is awarded to
a consortium which is not a legal entity, the contract will require a lead
contractor to be names. The lead contractor shall accept responsibility
for all of the obligations of the members of the consortium. The contract
will impose joint and several liability on consortium members.
III.1.4) Other particular conditions to which the performance of the
contract is subject
Yes
As specified in the contract notice, PQQ, ITT and form of 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: Participants will be required to complete a PQQ which will be
provided upon request by submitting an email to the contact point outlined
in Annex A.1 - see Regulation 23 of the Public Contracts Regulations 2006
(as amended).
III.2.2) Economic and financial capacity
Information and formalities necessary for evaluating if requirements are
met: Please refer to the financial and economic standing requirement as
stated in the pre-qualification questionnaire and see Regulation 24 of
Public Contracts Regulations 2006 (as amended).
Minimum level(s) of standards possibly required Appropriate statements to
confirm any organisations have or will have the following insurances:
— Employers Liability: GBP 5 000 000 on each and every claim or series of
connected claims basis,
— Public Liability: GBP 10 000 000 on each and every claim or series of
connected claims basis.
III.2.3) Technical capacity
Information and formalities necessary for evaluating if requirements are
met:
Please refer to the technical requirements as stated in the
pre-qualification questionnaire and see Regulation 25 of the Public
Contracts Regulations 2006 (as amended).
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
Yes
All organisations should be able to demonstrate professional competence
and experience through membership of British institute of cleaning science
(or equivalent) that set standards in training requirements / standards /
code of conduct, etc.
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:
Candidates will be limited to the top six candidates as ranked after the
marking of the PQQ, who have passed all pass / fail elements of the PQQ
and if less than 6, pass all pass / fail elements, it will be the number
that have passed all of the pass / fail elements.
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 16.11.2010 - 12:00
Payable documents No
IV.3.4) Time-limit for receipt of tenders or requests to participate
23.12.2010 - 12:00
IV.3.5) Date of dispatch of invitations to tender or to participate to
selected candidates
14.1.2011
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
Yes
estimated timing for further notices to be published: Approximately 6
months prior to the end of the contract.
VI.2) CONTRACT RELATED TO A PROJECT AND/OR PROGRAMME FINANCED BY EU FUNDS
No
VI.3) ADDITIONAL INFORMATION
Subject to the outcome of the procurement process and the Authority’s own
internal procedures, it is anticipated that any contract awarded will
commence on Friday 15.4.2011 for a period of 3 years. An option to extend
the contract for a period of up to two years will be at the discretion of
the Authority.
The PQQ contains important background and contextual information. The
contractual conditions will be set out in the ITT and it is the
Authority’s intention to include certain provisions relating, but not
limited to, the provision of management information to the Authority.
Further information will be available at PQQ and ITT stage.
Please see below indicative timetable for this procurement exercise. The
Authority reserves the right to amend this timetable should it need to.
Contract notice: Wednesday 10.11.2010.
Last date for request for information (for requesting PQQ): Thursday
16.12.2010.
PQQ returns: Thursday 23.12.2010.
Candidate evaluation and selection: Thursday 24.12.2010 - Tuesday
11.1.2011.
Issue ITT: Friday 14.1.2011.
Tender returns: Monday 28.2.2011.
Recommendation to Authority: Friday 1.4.2011.
Award & standstill: Tuesday 5th - Thursday 14.4.2011.
Execution of Contract: Tuesday 5th - Monday 11.4.2011.
Commencement of Contract: Friday 15.4.2011.
Mobilisation period: Monday 18th April - Friday 13.5.2011.
Start on site: Monday 16.5.2011.
As noted in item II.2.1 the Authority recognises that the Transfer
Undertakings (Protection of employment) Regulations 2006 (TUPE) may apply
in respect of this Contract, and should they so apply that for the
purposes of those Regulations, the undertaking concerned (or any relevant
part of the undertaking) shall transfer to the Preferred Provider on the
commencement of full operations.
VI.4) PROCEDURES FOR APPEAL
VI.4.2) Lodging of appeals
Precise information on deadline(s) for lodging appeals: The Contracting
Authority will incorporate a minimum ten calendar day standstill period
(or fifteen days when non-electronic or fax methods are used) at the point
that an award decision notice is communicated to tenderers. The Award
Decision Notice will specify the criteria for the award of the contract,
the reasons for the decision including the characteristics and relative
advantages, the name and score of the successful tenderer and will specify
when the standstill period is expected to end or the date before which the
Contracting Authority will not conclude the contract. If an appeal
regarding the award of a contract has not been successfully resolved, the
Public Contract (Amendment) Regulations 2009 provide for aggrieved parties
who have been harmed or are at risk of breach of the rules to take action
in the High Court (England, Wales and Northern Ireland). Any such action
must be brought promptly (generally within 3 months). The Court may order
the setting aside of the Award Decision or may order the Contracting
Authority to amend any document and may award damages. If the contract has
been entered into the Court may make a declaration of ineffectiveness or
may order that the duration of any relevant specific contract be shortened
and additionally may award damages. The time limit for seeking such a
declaration is generally 30 days from notification of the Award (either by
Award decision notification or Contract Award Notice depending on the
circumstances) or otherwise 6 months.
VI.5) DATE OF DISPATCH OF THIS NOTICE:
10.11.2010