Charnwood Borough Council : Management of Open Spaces

UK-Loughborough: Grounds maintenance services.

Section I: Contracting Authority
   I.1)Name, Addresses and Contact Point(s):
      Churned Borough Council
      Southfield Road, Loughborough, LE11 2TU, United Kingdom
      Tel. +44 1509634827, Email: phil.cobb@charnwood.gov.uk, URL: www.charnwood.gov.uk, URL: http://exhibeo.charnwood.gov.uk/ContractsSearch/ContractList.aspx
      Contact: Pail Comb

      Further information can be obtained at: As Above       
      Specifications and additional documents: As Above       
      Tenders or requests to participate must be sent to: As Above       
   
   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: No

Section II: Object Of The Contract: SERVICES
   II.1)Description
      II.1.1)Title attributed to the contract by the contracting authority: Management of Open Spaces
      II.1.2)Type of contract and location of works, place of delivery or of performance: SERVICES         
         Service Category: 12

         Region Codes: UKF22 - Leicestershire CC and Rutland         
      II.1.3) Information about a public contract, a framework or a dynamic purchasing system:The notice involves a public contract                                                       
      
      II.1.5)Short description of the contract or purchase:
      Grounds maintenance services. Parks maintenance services. Sports fields maintenance services. Miscellaneous engineering services. Ornamental and pleasure gardens maintenance services. Weed-clearance services. Hedge trimming. Tree pruning. Floral-display services. Horticultural services. Graffiti removal services. Miscellaneous structures. Bus shelters. Cemetery services. Vehicle-fleet management services. Waterways except canals. The Council has made a commitment to this procurement project in the interest of making efficiency savings. The continued involvement of the Council in this process will be dependent upon the continued efficiency savings being reflected in the dialogue process up to the point of Contract award. Should savings of less than 5% of the value of the contract not be realistically realised the Council is likely to terminate the procurement project without awarding a contract.
The Council is effectively seeking a partner that can deliver the green spaces and engineering services identified in section 4.4 in the Information Memorandum to effectively and efficiently manage our open spaces in the Borough.
It is the Council’s intention to enter into dialogue with partners regarding options and solutions in relation to the way in which this management of open space is considered to be most effective in actively engaging with the community and meeting our evaluation criteria. The Council will also enter into dialogue over options for the pricing structure and in particular how this will be indexed over the period of the Contract as well as the criteria for extending the Contract beyond the initial period.

The two Groups to be considered as part of this procurement project are Engineering and Green Spaces and include the following service elements:-

Open space management including grounds maintenance
Loughborough Cemetery management
Wildlife management
Parks management and maintenance
Shelthorpe Golf Course management and maintenance
Bereavement services
Loughborough in Bloom – operational delivery and support
Flood alleviation – watercourse maintenance
Fleet management – contract management*
Street furniture provision and maintenance
Graffiti removal
         
      II.1.6)Common Procurement Vocabulary:
         77314000 - Grounds maintenance services.
         
         77313000 - Parks maintenance services.
         
         77320000 - Sports fields maintenance services.
         
         71330000 - Miscellaneous engineering services.
         
         77311000 - Ornamental and pleasure gardens maintenance services.
         
         77312000 - Weed-clearance services.
         
         77342000 - Hedge trimming.
         
         77341000 - Tree pruning.
         
         77330000 - Floral-display services.
         
         77300000 - Horticultural services.
         
         90690000 - Graffiti removal services.
         
         44212320 - Miscellaneous structures.
         
         44212321 - Bus shelters.
         
         98371110 - Cemetery services.
         
         50111100 - Vehicle-fleet management services.
         
         45247120 - Waterways except canals.
         

      II.1.7) Information about Government Procurement Agreement (GPA):
         The contract is covered by the Government Procurement Agreement (GPA): Not Provided      
      II.1.8)Lots:
         This contract is divided into lots: No
      II.1.9)Information about variants:
         Variants will be accepted: Not Provided   
   
   II.2)Quantity Or Scope Of The Contract
      II.2.1)Total quantity or scope:
      Not Provided         
         Estimated value excluding VAT: 32,000,000
         Currency: GBP
                        
      
      II.2.2)Options: No          
         II.2.3)Information about renewals:
            This contract is subject to renewal: Yes
                  
         Number of possible renewals: 2
                           
      If known, in the case of renewable supplies or service contracts, estimated time-frame for subsequent contracts:
         Duration in months: 60
         
   II.3)Duration Of The Contract Or Time-Limit For Completion      
         Duration in months: 120 (from the award of the contract)

   Information About Lots
               
Section III: Legal, Economic, Financial And Technical Information
   III.1)Conditions relating to the contract
      III.1.1)Deposits and guarantees required:
      Not Provided
      
      III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
      Not Provided
      
      III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
      Not Provided
      
      III.1.4)Other particular conditions:
         The performance of the contract is subject to particular conditions: Not Provided      
   III.2)Conditions For Participation
      III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers:
         The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.
         
         A full list of these criteria are at http://www.delta-esourcing.com/delta/project/reasonsForExclusion.html#pcr
         
         Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists. Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so. Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.
      
      III.2.2)Economic and financial capacity
         Economic and financial capacity - means of proof required:         
         (a) appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
         (b) the presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established;
         (c) a statement of the undertaking's overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available.
         
         Information and formalities necessary for evaluating if requirements are met:
         Documentation to be supplied as listed in the documents issued for the contract. Evaluation will be conducted by Churned Borough Council financial Services
      
      III.2.3)Technical capacity
         Technical capacity - means of proof required         
         (d) a description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking's study and research facilities;
         (f) the educational and professional qualifications of the service provider or contractor and/or those of the undertaking's managerial staff and, in particular, those of the person or persons responsible for providing the services or managing the work;
         (g) for public works contracts and public services contracts, and only in appropriate cases, an indication of the environmental management measures that the economic operator will be able to apply when performing the contract;
         (h) a statement of the average annual manpower of the service provider or contractor and the number of managerial staff for the last three years;
         (i) a statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract;
         (j) an indication of the proportion of the contract which the services provider intends possibly to subcontract;
         
         Information and formalities necessary for evaluating if requirements are met:
         Information to be provided as requested in document issued for the contract. Evaluation to be conducted by Churned Borough staff      
      III.2.4)Information about reserved contracts: Not Provided   
   III.3)Conditions Specific To Service 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: Not Provided
Section IV: Procedure
   IV.1)Type Of Procedure
      IV.1.1)Type of procedure: Competitive Dialogue
      
      IV.1.2)Limitations on the number of operators who will be invited to tender or to participate:
                        Envisaged minimum number: 5 and maximum number: 8         
         Objective Criteria for choosing the limited number of candidates:
         As stated in PQQ document      
      IV.1.3)Reduction of the number of operators during the negotiation or dialogue: Yes    
   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: Not Provided      
      IV.3.2)Previous publication(s) concerning the same contract: Yes
         Prior information notice
            Notice number in OJEU: 2012/S 221 - 364408 of 16/11/2012
               
         Other previous publications: No                

      IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document:

      Date: 12/06/2013
      Time-limit for receipt of requests for documents or for accessing documents: 12:00
         Payable documents: No       
      
      IV.3.4)Time-limit for receipt of tenders or requests to participate
         Date: 17/06/2013
         Time: 12:00      
      IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates: Not Provided      
      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: Ten Years
   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 contract will be awarded early in 2014 for a period of 10 years with the option to extend on 2 occasion for a further 60 Months to 20 years in total.
This tender will be conducted electronically through use of the BIP Vault system.
The Pre Qualification Questionnaire documents should be down loaded and submitted electronically by using Vault through BiPs Delta-ets portal by the deadline set out in IV.3.4 above. The information and documents for this Invitation to Tender will be accessible at the following website http://www.delta-ets.com.
To access these documents you will firstly need to register your company details and enter in TAC (Tender Access Code) BG6CM5AQYQ thereafter you will be issued with a username and password.
If you have registered with Delta previously, please follow the link shown and click on the 'Delta-ets Home' tab instead. This will redirect you to the home page where you can log on using your existing username and password to collect the Invitation to Tender information and documents. Thereafter, enter in the TAC (Tender Access Code) BG6CM5AQYQ number into Vault and you will be able to view the Pre Qualification Questionnaire (PQQ) . Please check that you are able to access the Pre Qualification Questionnaire . If you are experiencing problems then please contact the Delta helpdesk at helpdesk@delta-ets.com or call +44 8452707050 for further assistance. If you have registered and have forgotten your username and password, please click on the forgotten password link on the Delta-ets homepage. Please ensure that you allow yourself plenty of time when responding to this Invitation to submit the Pre Qualification Questionnaire prior to the closing date and time. The completed Invitation to submit the Pre Qualification Questionnaire and all supporting documentation must be returned by the deadline set out in IV.3.4 above. The contracting authority reserves the right not to award any contract as a result of the procurement process initiated by this notice and in such event will not be liable for any costs incurred by any party.
Bids will be evaluated so as to provide the most economically advantageous outcome for each public body using the award criteria listed in the Pre Qualification Questionnaire (PQQ()and subsequent Invitation to Submit Outline Solution (ISOS), Invitation to Submit Detailed Solution (ISDS) and Invitation to Submit Final Tender (ISFT) documentation.
To view this notice, please click here:
https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=59962363
GO-2013517-PRO-4813633 TKR-2013517-PRO-4813632
   
   VI.4)Procedures For Appeal
      VI.4.1)Body responsible for appeal procedures:
      Charnwood Borough Council
      Southfield road, Loughborough, LE11 2TU, United Kingdom

      Body responsible for mediation procedures:
               Charnwood Borough Council
         Southfield Road, Loughborough, LE11 2TU, United Kingdom
         Tel. +44 1509634827

      VI.4.2)Lodging of appeals: Charnwood Borough Council, will incorporate a minimum 10 calendar days standstill period at the point information on the decision to award the contract is communicated to tenderers. This decision notice will incorporate the award criteria, the reasons for the decision, the reasons (if any) why a tenderer did not meet any technical specification, the identity of the successful tenderer(s) and a precise statement of when the standstill period is expected to end. Any appeal or challenge against the award decision must be communicated to the address stated within the standstill period. If an appeal or challenge regarding the decision to award the contract has not been successfully resolved the Public Contracts Regulations 2006 (as amended) provide for aggrieved parties who have suffered harm or are at risk of harm by a breach of the procurement rules to take action in the High Court (England Wales and Northern Ireland). Any such action must be brought within 3 months (NB this time limit may be reduced to 30 days in circumstances where the contract award has been publicised to all participants in accordance with the Regulations). Where a legal challenge is launched against the award decision North West Leicestershire District Council is obliged to suspend the making of the contract. Where a challenge is made after the contract has been entered into then that contract could be declared ineffective and/or shortened and/or a fine imposed by the court, but only where the court are satisfied that there has been a serious breach of the procurement rules.   
   
      VI.4.3)Service from which information about the lodging of appeals may be obtained:
            Not Provided

   VI.5) Date Of Dispatch Of This Notice: 17/05/2013

ANNEX A