Title
United Kingdom-Paisley: Cleaning and sanitation services in urban or rural
Publication Date
12 September 2013
OJS Ref
177/2013
Place
PAISLEY
Country
UK - United Kingdom
Authority Name
RENFREWSHIRE COUNCIL
Authority Type
Local authorities
Deadline
21 October 2013 @ 12 00
Original Language
EN - English
Contract
Service contract
Procedure
Open procedure
Document
Contract notice
Regulation
European Communities, with participation by GPA countries
CPV Codes
90600000 - Cleaning and sanitation services in urban or rural areas, and related services
90900000 - Cleaning and sanitation services
90910000 - Cleaning services
90911100 - Accommodation cleaning services
NUTS Codes
UKM35 - Inverclyde
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Full Details
Contract notice
Services
Directive 2004/18/EC
Section I: Contracting authority
I.1) Name, addresses and contact point(s)
Renfrewshire Council
Renfrewshire House, Cotton Street
Contact point(s): Corporate Procurement Unit
For the attention of: Douglas McEwan
PA1 1JB Paisley
UNITED KINGDOM
Telephone: +44 1416187033
Internet address(es):
General address of the contracting authority:
http://www.renfrewshire.gov.uk Address of the buyer profile:
http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00400 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: Public Contracts Scotland - Tender Website
N/A
For the attention of: N/A
N/A
UNITED KINGDOM
Telephone: +44 1416187033
Internet address:
http://www.publictendersscotland.publiccontractsscotland.gov.uk Tenders or requests to participate must be sent to: Public Contracts
Scotland - Tender Website
N/A
For the attention of: N/A
N/A
UNITED KINGDOM
Telephone: +44 1416187033
Internet address:
http://www.publictendersscotland.publiccontractsscotland.gov.uk I.2) Type of the contracting authority
Regional or local authority
I.3) Main activity
General public services
Housing and community amenities
Education
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:
Measured Term Contract for a Back-up Clear out/Valet/Needle Sweep
Contractor.
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:
Renfrewshire Council area.
NUTS code UKM35
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)
The Director of Finance & Corporate Services, on behalf of Renfrewshire
Council, is currently inviting tenders from suitably qualified and
experienced companies, for the provision of a back-up Clear Out, Valet and
Needle Sweep service to support its in-house Building Services Division in
the execution of its day-to-day reactive repairs and maintenance works.
— Clear outs would involve removing furniture, carpets and sundry other
items from vacated premises and disposing of same,
— Valets would involve the cleaning of the interior of vacated premised
i.e. kitchens, bathrooms, woodwork, floors etc.,
— Needle sweeps would involve appropriately trained staff thoroughly
checking in and around vacated premises for discarded needles and for the
safe collection and disposal of same,
— The scope of the works would also include eradication of insect
infestations and the removal of contaminated waste (spillage of bodily
fluids or the like) and leaving the property in a safe and habitable
condition.
Note: The authority is using PCS-Tender to carry out this procurement
process. Please note this is a separate website and if you are not already
registered, registration will be required.
To access PCS-Tender, record your interest in this notice and access the
tender documentation please visit
https://www.publictendersscotland.publiccontractsscotland.gov.uk. and
search for project Code 1272 within the appropriate area.
If you have already registered on Public Contracts Scotland and PCS-Tender
and paired your accounts you can access PCS-Tender through your Public
Contracts Scotland Control Panel.
II.1.6) Common procurement vocabulary (CPV)
90600000, 90900000, 90910000, 90911100
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: no
II.2) Quantity or scope of the contract
II.2.1) Total quantity or scope:
The annual value of this contract is estimated to be in the region of
GBP125,000.00. The actual contract value will depend on the types of works
issued to Building Services through its client departments and the
requirement to employ the back-up contractor. Contractors should be aware
that Renfrewshire Council does not guarantee the contractor any continuity
or value of work. Orders to carry out works will be raised by Building
Services on an “as required” basis. Renfrewshire Council accepts no
liability should the actual contract value vary. No claims for additional
costs, direct loss or expense will be allowed.
Estimated value excluding VAT: 625 000 GBP
II.2.2) Information about options
Options: yes
Description of these options: Option to extend the contract after the
initial 3 year period for an additional 2 x 1 year periods.
Provisional timetable for recourse to these options:
in months: 36 (from the award of the contract)
II.2.3) Information about renewals
This contract is subject to renewal: yes
Number of possible renewals: 2
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.1.3) Legal form to be taken by the group of economic operators to
whom the contract is to be awarded:
None preferred, however for entering into and performing the contract,
Tenderers will require to form a legal entity recognised by Scots law.
There is no preferred form of economic operator but each individual in any
group is to be jointly and severally liable for the contract. In the event
of an associated group of companies being successful, the Council will
require each company to be jointly and severally liable for the
satisfactory performance of the contract. This assurance will be required
in writing before any contract can be awarded to such a group.
Tenderers will be required to confirm that none of the factors listed in
Article 47 of Directive 2004/18/EC and Regulation 23 of the Public
Contract (Scotland) Regulations 2012 (as amended) are applicable to their
organisation.
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
Information and formalities necessary for evaluating if the requirements
are met: (1) Eligibility to Contract - Tenderers will be required to
confirm that none of the criteria in respect to Regulation 23 (Criteria
for the rejection of economic operators) of the Public Contracts
(Scotland) Regulations apply.
(2) Capacity to Contract - The tenderer must confirm that, to the best of
their knowledge, there is no inhibition, restriction, or prohibition which
in any way affects the capacity of the Contractor so to contract.
III.2.2) Economic and financial ability
Information and formalities necessary for evaluating if the requirements
are met: (1) Financial stability - The Council will determine the
Tenderers financial status and risk where the contract is over GBP 100,000
or where Tenderers have aggregated spend over multiple contracts with
Renfrewshire Council over GBP100,000. Tenderers must evidence a good high
street credit rating and an annual turnover of at least GBP375K. The
Council will use Dun & Bradstreet (D&B) to assist in its determination of
the Tenders financial status and risk rating and will require that all
tenderers evidence the equivalent of D&B Failure Score of 20 or above to
pass to the next stage of the evaluation. It is recommended that
candidates review their own D&B Failure Score in advance of submitting
their tender submission. If, following this review, Tenderers consider
that the D&B Failure Score does not reflect their current financial
status, the Tenderer should give a detailed explanation within the Tender
submission, together with any relevant supporting independent evidence.
The Council will review any such information as part of the evaluation of
Tenderer's financial status. Where the Tenderer is under no obligation to
publish accounts and therefore does not have a D&B Failure Score, they
must provide their audited financial accounts for the previous 2 years as
part of their Tender Submission in order that the Council may assess these
to determine the suitability of the Tenderer to undertake a contract or
contracts of this size. This assessment will consider whether or not the
Tenderers annual turnover meets the minimum turnover levels stated above
and whether or not there is any significant financial risk identified.
Where the Tenderer is a subsidiary of a group but is applying as a
separate legal entity and fails to meet the minimum financial turnover
requirements or minimum D&B Failure Score (or equivalent) as a company, a
parent company or bank guarantee may be required to allow progression to
stage two of the evaluation. The parent company must meet the minimum
financial requirements as assessed by the Council. The parent company or
bank guarantee will be in the form provided in the Tender Documentation.
Where a consortium bid is received, the D&B Failure Score of each
consortium member shall be assessed. However the collective annual
turnover of all consortium members will be utilised in the overall
assessment of annual turnover. Where the tenderer intends to sub-contract
more than 25% of any contract value to a single sub-contractor, a
financial report will be carried out on the sub-contractor. The Council
reserve the right to request one copy of all sub-contractors last 2 years
audited accounts and details of significant changes since the last year
end. The Council also reserve the right to reject the use of
sub-contractors in relation to the contract, where they fail to meet the
Council's minimum financial criteria.
(2) Insurance Provision - Tenderers must evidence the under-noted
insurance provision being in place or provide confirmation that in the
event of success in the tender process, the under-noted insurance
provision will be put in place:
— Employer's Liability Insurance - minimum indemnity limit of GBP 5m;
— Third Party / Public Liability Insurance - minimum indemnity limit of
GBP 1m;
— Third Party Motor Insurance - minimum indemnity limit of GBP 5m.
III.2.3) Technical capacity
Information and formalities necessary for evaluating if the requirements
are met:
(1) Compliance with all relevant statutory obligations - Tenderers are
required to complete the Equalities Questionnaire and Equalities
Declaration form provided with the tender documentation. Tenderers will
also be required to provide their up to date Equalities Policy.
(2) Environmental Management Policies, Systems & Practices - Tenderers
must provide details of any accredited Environmental Management System in
place within their organisation.
(3) Suitable Health & Safety policies & practices - Tenderers must
evidence robust health and safety policies and processes in operation.
Tenderers will also be required to provide a copy of their up to date, and
signed, Health & Safety Policy.
(4) A Quality Policy / Quality Assurance system assessed by the Council as
adequate -The Council has a positive commitment to maintain and improve
the quality of services provided. The successful Contractor is expected to
have procedures which ensure that quality standards are maintained at the
highest level. The successful Contractor is required to demonstrate that
they have achieved or are in the process of achieving quality assurance
certification and has firm plans to do so or can demonstrate that they
operate equivalent management systems based on the principals of ISO
9001:2000 Accreditation. The Council will require reasonable access to all
quality records. The lack of quality accreditation will not preclude any
Contractor from being an acceptable tenderer but will be one of the issues
taken into account in the tender evaluation procedure. Tenderers must
provide details of any Quality Assurance System in place within their
organisation. Tenderers who do not operate a Quality Assurance System,
must attach a copy of their organisations Quality Policy.
(5) Suitable complaints procedure & escalation points - Tenderers must
provide a detailed and robust complaint procedure and evidence contact
details for the proposed Project Manager together with escalation points
within the organisation.
(6) Acceptable experience of delivering similar services - Tenderers must
provide a concise statement in relation to their experience of providing
services such as those required under this Contract.
(7) Assessment of track record by way of references - Tenderers should be
able to demonstrate that they have provided a similar service of a similar
size and nature to other local authorities/public bodies or other
organisations. Tenderers must therefore provide details of Contracts which
they have carried out for other organisations within the last 3 years, in
particular work which has resulted in the reduction of costs. The Council
reserves the right to contact all or any of these organisations for
reference purposes.
(
Registered Waste Carrier - The tenderer is required to provide details
of their proposed registered waste carrier(s) for approval by the Council.
(9) Domestic Subcontractors - Tenderers are required to complete the
Proposed Domestic Sub Contractors form provided with the tender
documentation.
(10) Use of blacklists - Tenderers must confirmation that they do not use
blacklists to exclude employees or potential employees on grounds of trade
union membership or trade union activities and will not use them in the
future.
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
below
1. Price. Weighting 80
2. Methodology and Approach. Weighting 10
3. Community Benefits. Weighting 10
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:
RC1309_1272(ITT2289)
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: 21.10.2013
IV.3.4) Time limit for receipt of tenders or requests to participate
21.10.2013 - 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 months: 5 (from the date stated for receipt of tender)
IV.3.
Conditions for opening of tenders
Date: 21.10.2013 - 14:00
Place:
Renfrewshire Council Offices, Cotton Street, Paisley, PA1.
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement: yes
Estimated timing for further notices to be published: On expiry of this
arrangement.
VI.3) Additional information
(SC Ref:276285)
VI.4) Procedures for appeal
VI.4.2) Lodging of appeals
Precise information on deadline(s) for lodging appeals: An economic
operator that suffers, or risks suffering, loss or damage attributable to
a breach of duty under the Public Contracts (Scotland) Regulations 2012
(SSI 2006/1) (as amended) may bring proceedings in the Sheriff Court or
the Court of Session.
VI.5) Date of dispatch of this notice:
10.9.2013