Section I: Contracting authority
I.1) Name, addresses and contact point(s)
Roundshaw Homes
5 Mollison Square
Contact point(s): Estate Services Manager
For the attention of: Tony O'Connell
SM6 9DA Wallington
UNITED KINGDOM
Telephone: +44 2087735050
E-mail:
tony.oconnell@metropolitan.org.ukFax: +44 2087735080
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: Rand Associates Consultancy Services Ltd
Bell House, 107 Bell Street
For the attention of: Jeremy Lake
RH2 7JB Reigate, Surrey
UNITED KINGDOM
Telephone: +44 1737249475
E-mail:
tenders@rand-associates.co.ukFax: +44 1737242012
Internet address:
www.rand-associates.co.ukTenders or requests to participate must be sent to: Rand Associates
Consultancy Services Ltd
Bell House, 107 Bell Street
For the attention of: Jeremy Lake
RH2 7JB Reigate, Surrey
UNITED KINGDOM
Telephone: +44 1737249475
E-mail:
tenders@rand-associates.co.ukFax: +44 1737242012
Internet address:
www.rand-associates.co.ukI.2) Type of the contracting authority
Body governed by public law
I.3) Main activity
General public services
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: no
Section II: Object of the contract
II.1) Description
II.1.1) Title attributed to the contract by the contracting authority:
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Cleaning services to social housing estate communal areas.
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:
Roundshaw Estate, Wallington, Surrey.
NUTS code UKJ23
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)
Roundshaw Homes ("Roundshaw"), a legal partnership between Hyde Housing
Association Limited and Metropolitan Housing Association Limited is
seeking to appoint a single service provider to deliver comprehensive
cleaning services to its schemes and offices located at the Roundshaw
Estate, Wallington, Surrey and some other properties located in the
surrounding Sutton, Surrey and South East London areas. Roundshaw's
objective is to create a strong and sustainable community where people
flourish and Roundshaw is committed to giving outstanding service. The
quality of cleaning services Roundshaw provides is therefore of paramount
importance in maintaining and improving resident's and leaseholder's
satisfaction. The appointed service provider will be required to provide a
customer focused service and show commitment to providing effective
services that provide value for money to Roundshaw and its
residents/leaseholders and must be responsive to achieve collaborative
working practises, innovation and continuous improvement. Roundshaw will
require the service provider to provide dedicated staff to deal with day
to day operations of the contract and to endeavour to employ predominantly
local, directly employed labour to carry out the work.
II.1.6) Common procurement vocabulary (CPV)
90911000, 90511300
II.1.7) Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): no
II.1.
Lots
This contract is divided into lots: no
II.1.9) Information about variants
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Variants will be accepted: no
II.2) Quantity or scope of the contract
II.2.1) Total quantity or scope:
Roundshaw are proposing to let one contract to a single service provider.
The proposed contract will be let for up to a five year term with
anticipated commencement Spring 2013. The contract will be subject to
provisions for earlier termination and annual renewals, meeting and
maintaining Key Performance Indicators and the development of year on year
efficiency savings. The contract will initially cover the Roundshaw
Estate, comprising a number of housing schemes with approximately 110 no.
individual communal entrances, two community buildings and Roundshaw's
offices, plus possibly a small number of other communal properties located
in the Sutton, Surrey and South East London surrounding areas. The new
Waddon Development on Purley Way, which is currently under construction
may also be added to the contract at a future date. The proposed scope of
cleaning services will comprise the comprehensive cleaning of internal and
external common areas including communal window cleaning, internal and
external litter picking, removal of bulk debris/fly tipping, drain
channel/gulley cleaning, graffiti removal, cleaning of street furniture
and signage, reporting defective lamps/bulbs and other works associated
with cleaning services as will be specified in the Tender Documents.
Estimated value excluding VAT: 450 000,00 GBP
II.2.2) Information about options
Options: yes
Description of these options: The contract will be subject to regular
monthly, quarterly and annual performance reviews. Roundshaw will have an
option to extend the initial 2 year contract term, on a year by year
basis, for up to a further 3 years but in any event year on year
continuance of the contracts from the commencement will be dependant on
satisfactory performance by the service providers. Extension beyond the
initial 2 year term will be entirely discretionary to Roundshaw. The
contract will also contain a break provision that may be exercised by
either party after one year subject to the giving of the period of notice
stipulated in the contract.
Provisional timetable for recourse to these options:
in months: 12 (from the award of the contract)
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II.2.3) Information about renewals
This contract is subject to renewal: yes
Number of possible renewals: Range: between 1 and 4
In the case of renewable supplies or service contracts, estimated
timeframe for subsequent contracts:
in months: 12 (from the award of the contract)
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.1) Conditions relating to the contract
III.1.1) Deposits and guarantees required:
Any deposits, bonds or guarantees required by Roundshaw will be set out in
the tender documents.
III.1.2) Main financing conditions and payment arrangements and/or
reference to the relevant provisions governing them:
Will be as detailed in the tender documents.
III.1.3) Legal form to be taken by the group of economic operators to
whom the contract is to be awarded:
Where economic operators intend to form a consortium they may be required
to incorporate a company to form a special purpose vehicle. Economic
operators forming a consortium will be expected to have joint and several
liability/responsibility for the due performance of any contract entered
into between Roundshaw and such economic operators.
III.1.4) Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Economic operators who satisfy any
of the criteria for rejection set out in Regulation 23(1) Public Contract
Regulations 2006 shall be treated as ineligible. Economic operators may be
requested to provide such evidence as it is reasonably necessary to allow
Roundshaw to establish that the aforementioned criteria does not apply to
them.
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 the requirements
are met: All economic operators that respond to this Notice will be sent a
questionnaire to be completed requiring general organisation information,
financial and technical capacity data.
The questionnaire must be completed and returned with all required
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supporting information by the deadline indicated in Section IV.3.4 of this
Notice.
The evaluation of the completed questionnaire together with supporting
documentation will determine the economic operators selected to be invited
to tender.
III.2.2) Economic and financial ability
Information and formalities necessary for evaluating if the requirements
are met: The information and formalities set out in Article 47 of
Directive 2004/18/EC and Regulation 24 Public Contracts Regulations 2006.
These requirements will be set out in the questionnaire referred to in
III.2.1 above.
Minimum level(s) of standards possibly required: These requirements will
be set out in the questionnaire referred to in III.2.1 above but economic
operators shall be aware that to be considered eligible for selection, the
economic operator (as stand alone business unit, not a Group) must be able
to demonstrate a minimum annual turnover equivalent to GBP 300,000 in
respect of the most recent financial year for which accounts are
available. Economic operators not meeting this minimum turnover
requirements are requested not to apply.
Other minimum levels of criteria standard to be evaluated on a pass or
fail basis apply and will be set out in the questionnaire referred to in
III.2.1 above.
III.2.3) Technical capacity
Information and formalities necessary for evaluating if the requirements
are met:
The information and formalities set out in Article 48 of Directive
2004/18/EC and Regulation 25 Public Contracts Regulations 2006. These
requirements will be set out in the questionnaire referred to in III.2.1
above.
Minimum level(s) of standards possibly required:
Any minimum levels of criteria standard to be evaluated on a pass or fail
basis apply and will be set out in the questionnaire referred to in
III.2.1 above.
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: yes
Section IV: Procedure
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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:
Evaluation of the criteria set out in the questionnaire referred to in
III.2.1 and in accordance with regulations 23(1), 24 and 25 of the Public
Contracts Regulations 2006. Subject to receiving completed questionnaires
from a sufficient number of eligible economic operators, it is intended
that the select tender list will comprise no more than the 6 top scoring
economic operators.
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
no
IV.3.3) Conditions for obtaining specifications and additional documents
or descriptive document
Time limit for receipt of requests for documents or for accessing
documents: 25.6.2012 - 13:00
Payable documents: no
IV.3.4) Time limit for receipt of tenders or requests to participate
28.6.2012 - 13:00
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
1) Economic operators are advised that The Transfer of Undertakings
(Protection of Employment) Regulations 2006 (TUPE) provisions may apply in
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respect of this procurement;
2) Roundshaw reserves the right to withdraw from this procurement
procedure at anytime without awarding a contract. Economic operators shall
be responsible for the costs and expenses they incur as a result of
participating in this procurement process. Roundshaw and or its advisors
shall not be liable for and will not pay any costs in respect of the
preparation of any tender submission of any applicant or bidder whether
they are successful or unsuccessful. This shall equally apply in the event
that the procurement process is postponed, cancelled or abandoned by
Roundshaw at any stage and for whatever reason. Economic operators shall
be deemed to have unequivocally accepted this as a condition precedent to
participation in this procurement process;
3) All expressions of interest and requests for the pre-qualification
questionnaire must be made via e-mail to the point of contact indicated in
Annex A below;
4) All enquiries relating to the procurement shall also be made via email
to the point of contact indicated in Annex A below but must be received no
later than 17:00 (BST) on 25.6.2012. It will not be possible to respond to
any enquiries received after that date and time.
VI.4) Procedures for appeal
VI.4.1) Body responsible for appeal procedures
The Royal Courts of Justice
The Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000
Body responsible for mediation procedures
The Royal Courts of Justice
The Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000
VI.4.3) Service from which information about the lodging of appeals may
be obtained
The Office of Government Commerce
Rosebery Court, St Andrews Business Park
NR7 0HS Norwich
UNITED KINGDOM
E-mail:
ServiceDesk@ogc.gsi.gov.ukTelephone: +44 8450004999
Internet address:
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VI.5) Date of dispatch of this notice:
23.5.2012