Section I: Contracting authority
I.1) Name, addresses and contact point(s)
Herefordshire Council
Herefordshire Council, Brockington, 35 Hafod Road
For the attention of: Walter Longden
HR4 1SH Hereford
UNITED KINGDOM
Telephone: +44 143260000
E-mail:
procurement@herefordshire.gov.ukInternet address(es):
General address of the contracting authority:
www.herefordshire.gov.ukAddress of the buyer profile:
https://herefordshire.gov.ukElectronic access to information:
https://tenders.herefordshire.gov.ukElectronic submission of tenders and requests to participate:
https://tenders.herefordshire.gov.ukFurther 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
Regional or local authority
I.3) Main activity
General public services
I.4) Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting
authorities: yes
Section II: Object of the contract
II.1) Description
II.1.1) Title attributed to the contract by the contracting authority:
Building Cleaning Services.
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: The
main site or location of works, place of delivery is the county of
Herefordshire, However, it is the intention of the Authority that this
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contract will be available for use (although such usage cannot be
guaranteed) by other local authorities, The place of performance may
therefore be wider. Please see section VI.3 for further detail).
Nuts Code UKG, UKG11
NUTS code UKG1,UKG11
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)
Herefordshire Council wish to procure a suitably qualified and competent
supplier to provide a cleaning service for its public buildings, offices,
staff welfare facilities, washrooms and public toilets. The provider will
be required to deliver a cleaning service which meets the Councils
standards in accordance with good Facilities Management Practice' to
ensure its corporate estate is Fit for Purpose', complies with all
Statutory Obligations, Standards and Specifications providing a clean
environment for its staff, visitors and users of the Councils facilities.
II.1.6) Common procurement vocabulary (CPV)
90911200, 90911300, 90919200, 90900000, 50760000
II.1.7) Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.
Lots
This contract is divided into lots: no
II.1.9) Information about variants
Variants will be accepted: yes
II.2) Quantity or scope of the contract
II.2.1) Total quantity or scope:
The corporate estate consists of a range of building types: including
modern offices, listed buildings, libraries, family centres, museums and
heritage centres, staff welfare facilities, washrooms and public toilets.
The total cleaning footprint is circa 40,000 m2 with 25 public
conveniences; however, it is possible the size of the estate may reduce
over time as the Council continues an on-going review of property needs.
The successful supplier will provide a flexible labour force with
specialist supervision, adequate materials, plant and transport to deliver
the service. The supplier will also be required to provide an on-call
service for emergencies 24 hours/day, 7 days/week including cover during
annual and public holidays.
The service is based on a series routine and non- routine daily, weekly
and monthly schedule of activities which include the following:
Removal of loose and impacted debris generally.
Vacuuming soft floors.
Sweeping, mopping or polishing of hard floors.
Dusting and damp wiping vertical and horizontal surfaces.
Dusting and damp wiping furniture, fixtures and fittings.
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Emptying bins, disposing of rubbish and other waste.
Washroom cleaning and maintenance.
Cleaning of kitchen, dining, canteen, vending areas, rest areas etc.
Cleaning dust mats.
Window cleaning.
Cleaning of public conveniences (including minor repairs e.g. blocked
wc's sinks, repairing faulty door locks etc.)
Consumable supplies (paper towels, toilet paper, liquid soap etc.).
Special waste (medical, sharps collection and disposal).
Basic security checks (closing windows, doors, gates, switching off
lights, setting alarms).
In addition to the regular routine activities there will be a requirement
to undertake other specialist tasks where specified or as required which
could include:
Pressure washing and steam cleaning hard surfaces.
Graffiti removal and prevention.
Deep cleans of catering equipment and kitchens.
Dusting ceilings and light fittings.
Cleaning upholstery, curtains and blinds.
Personal Hygiene services (sanitary disposal bins, vending machines
etc.).
Waste management (recycling).
Linen Services (tea towels, rollers etc.).
Pest control.
Eye bolt, latchway testing for windows.
Trauma cleaning, excrement, dog fouling removal.
Ducting, extraction fans and ventilation units.
Stand down periods for deep cleaning areas and high level work.
Estimated value excluding VAT:
Range: between 2 375 000 and 2 875 000 GBP
II.2.2) Information about options
Options: yes
Description of these options: The Contract for all the works and services
described will be awarded to a single Provider for an initial contract
period of 3 years (36 months) with the option to extend by mutual consent
for a further 2 periods of 12 months. The maximum term of the contract
therefore, will not exceed 5 years (60 months).
II.2.3) Information about renewals
This contract is subject to renewal: yes
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:
The Contracting Authority may require parent company guarantees,
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Performance bonds and other securities.
III.1.2) Main financing conditions and payment arrangements and/or
reference to the relevant provisions governing them:
Payment and the payment terms and conditions will be set out in the
Contract Agreement and also the Payment mechanism.
III.1.3) Legal form to be taken by the group of economic operators to
whom the contract is to be awarded:
The Contracting Authority will consider bids from companies or from
consortia/joint ventures. However, legal entities must be formed prior to
contract award. The Council reserves the right to require groupings of
contractors to take a particular legal form or to require a single
contractor to take primary liability or to require that each party
undertakes joint and several liability.
III.1.4) Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The contract will provide the
Council with the ability to commission a building cleaning service for its
corporate estate and public conveniences which may include schools if they
choose to participate. The successful supplier will provide a flexible
labour force with specialist supervision, adequate materials, plant and
transport and be expected to respond to instructions from the Council's
Authorised Officers based on an agreed series of routine and non- routine
daily, weekly and monthly schedule of cleaning activities. The total spend
will not exceed £575,000 k per annum. Suppliers should be aware that there
is no guaranteed quantity, type or continuity of work or spend during the
life of the contract.
On occasions where the Provider and their employees or subcontractors are
required to visit or provide services to premises with vulnerable groups
including children, they must have completed an Enhanced DBS check
(Disclosure and Barring Service) to determine if they are prevented from
working with vulnerable groups.
Herefordshire Council is committed to, as far as possible, ensuring that
the procurement of these services and works will improve the economic,
social and environmental well-being of Herefordshire. This PQQ will
examine the track record of prospective bidders, by asking them to supply
information identifying previous achievements in delivering social and/or
environmental policy objectives relating to recruitment, training and
supply chain initiatives.
III.2) Conditions for participation
III.2.1) Personal situation of economic operators, including requirements
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relating to enrolment on professional or trade registers
Information and formalities necessary for evaluating if the requirements
are met: In accordance with Reg.23 Public Contract Regulations 2006 (SI
2006 No 5), the Contracting Authority must treat as ineligible and shall
not select an Economic Operator where the Contracting Authority has actual
knowledge that the Economic Operator or its directors or any person who
has powers of representation, decision or control of the economic operator
has been convicted of any offences laid out in Reg.23 (1) Public Contract
Regulations 2006 (SI 2006 No .5).
In addition the Contracting Authority may treat an Economic Operator as
ineligible or decide not to select an Economic Operator if any of the
grounds set out in Re.23 (4) Public Contract Regulations (SI 2006 No.5)
apply.
Accordingly candidates will only be required to complete a
self-declaration that none of the above grounds apply.
Further detail is set out in the Pre-Qualification Questionnaire
documents.
III.2.2) Economic and financial ability
Information and formalities necessary for evaluating if the requirements
are met: Will be detailed in a pre-qualification questionnaire and in
accordance with Regulation 24 (1) of the UK Public Contract Regulations
2006 (SI 2006 No.5).
III.2.3) Technical capacity
Information and formalities necessary for evaluating if the requirements
are met:
Will be detailed in a pre-qualification questionnaire and in accordance
with Regulation 25 (2) of the UK Public Contract Regulations 2006 (SI 2006
No.5).
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
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Envisaged minimum number 5: and maximum number 8
Objective criteria for choosing the limited number of candidates: As
defined in the Pre-Qualification Documents.
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.3.1) File reference number attributed by the contracting authority:
PRO1000082.
IV.3.2) Previous publication(s) concerning the same contract
no
IV.3.3) Conditions for obtaining specifications and additional documents
or descriptive document
IV.3.4) Time limit for receipt of tenders or requests to participate
27.3.2013 - 12:00
IV.3.5) Date of dispatch of invitations to tender or to participate to
selected candidates
24.4.2013
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: yes
Estimated timing for further notices to be published: 60 months from
contract award however the timing will depend upon the length of the
initial term of the contract and the uptake of any options.
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 Council reserves the right not to proceed or not to award a contract
for the whole or part of this proposed procurement. Neither the Council
nor any person on whose behalf of whom this procurement is undertaken is
to be liable for any costs incurred by those expressing an interest or
tendering for this contract.
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Variant bids will be accepted if accompanied by a compliant tender.
Local Authorities (as defined in Regulation 3(2) to (5) of the Public
Contracts Regulations 2006 (as amended) and their statutory successors and
organisations created as a result of re-organisation or organisational
changes). A list of the local authorities eligible to use this contract is
currently available via the following link which constitutes a searchable
facility.
http://www.direct.gov.uk/en/Dl1/Directories/Localcouncils/AToZOfLocalCouncils/DG_A-Z_LG
A list is also currently available at:
http://www.idea.gov.uk/idk/org/la-data.doThe Pre-Qualification documents will be available in electronic format.
Please follow the URL below to the Councils e-sourcing system Proactis to
register your interest; access documents and submit a response to the PQQ.
Organisations wishing to participate in this procurement must first
register their interest via this link.
https://tenders.herefordshire.gov.ukThe Proactis support team can be contacted at
procurement@herefordshire.gov.uk or via +44 1432261617 (UK).
VI.4) Procedures for appeal
VI.4.1) Body responsible for appeal procedures
Herefordshire Council
Brockington 35 Hafod Road Hereford
HR1 1SH Hereford
UNITED KINGDOM
E-mail:
procurement@herefordshire.gov.ukTelephone: +44 1432260000
Internet address:
https://www.herefordshire.gov.ukVI.4.2) Lodging of appeals
Precise information on deadline(s) for lodging appeals: The Contacting
Authority will incorporate a standstill period at the point information on
the award of the contract is communicated to tenderers. That notification
will provide full information on the award decision. The standstill
period, which will be for a minimum of 10 calendar days, provides time for
unsuccessful tenderers to challenge the award decision before the contract
is entered into. The Public Contracts Regulations 2006 (SI 2006 No 5)
provide for aggrieved parties who have been harmed or are at risk of harm
by a breach of the rules to take action in the High Court (England, Wales
and Northern Ireland).
VI.5) Date of dispatch of this notice:
18.2.2013
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Contract notice
Services
Directive 2004/18/EC