Housing 21: H21P136 - Oldham GM

UK-Oldham: Grounds maintenance services.

Section I: Contracting Authority
   I.1)Name, Addresses and Contact Point(s):
      Housing 21 (this contract is part of the Oldham operations)
      Housing 21 Oldham office, Chambers Business Centre, Chapel Road, Oldham, OL8 4QQ, United Kingdom
      Tel. +44 3007901195, URL: http://www.housing21.co.uk/
      Contact: Jonathan Smith - Catagory Manager
      Electronic Access URL: Lot 1 - https://www.delta-esourcing.com/respond/P2CPR4KT92 Lot 2a - https://www.delta-esourcing.com/respond/VNCEPDG9GA Lot 2b - https://www.delta-esourcing.com/respond/4T3WY39966 Lot 2c - https://www.delta-esourcing.com/respond/2E6A4344X5
      Electronic Submission URL: Lot 1 - https://www.delta-esourcing.com/respond/P2CPR4KT92 Lot 2a - https://www.delta-esourcing.com/respond/VNCEPDG9GA Lot 2b - https://www.delta-esourcing.com/respond/4T3WY39966 Lot 2c - https://www.delta-esourcing.com/respond/2E6A4344X5

      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:
      Other: Housing Assosiation

   I.3) Main activity:
      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: SERVICES
   II.1)Description
      II.1.1)Title attributed to the contract by the contracting authority: H21P136 - Oldham GM
      II.1.2)Type of contract and location of works, place of delivery or of performance: SERVICES         
         Service Category: 14

         Region Codes: UKD32 - Greater Manchester North         
      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. Cleaning services. Accommodation, building and window cleaning services. Window-cleaning services. Bin-cleaning services. Office cleaning services. Landscaping work. This contract is for Grounds Maintenance and Cleaning Services. Ground maintenance services are required across 19 courts and 820 bungalows in the Oldham area. The cleaning services are required across 19 courts in the Oldham area. The cleaning services are split into three sub areas: cleaning of internal communal areas, cleaning of external windows and cleaning of external bins and associated storage areas.

To represent these requirements the tender is split into the following Lots;
•   Lot 1: Grounds Maintenance
•   Lot 2: Cleaning services split into three parts
o   Lot 2a Cleaning of internal communal areas
o   Lot 2b Cleaning of external windows
o   Lot 2c Cleaning of external bins and associated storage areas

The contract will be a three year contract with the option for two further years of extention.

The collective value of all the services is estimated as £250,000 to £750,000 per year. With an full contract estimate (including a 2 year extention, to make 5 years in total) of £1,250,000- £3,750,000

Please follow the links in this notice for a more detailed understanding of the requirements.
         
      II.1.6)Common Procurement Vocabulary:
         77314000 - Grounds maintenance services.
         
         90910000 - Cleaning services.
         
         90911000 - Accommodation, building and window cleaning services.
         
         90911300 - Window-cleaning services.
         
         90918000 - Bin-cleaning services.
         
         90919200 - Office cleaning services.
         
         45112700 - Landscaping work.
         

      II.1.7) Information about Government Procurement Agreement (GPA):
         The contract is covered by the Government Procurement Agreement (GPA): No       
      II.1.8)Lots:
         This contract is divided into lots: Yes          
         If yes, tenders should be submitted for: One or more lots

      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:
      This contract is for Grounds Maintenance and Cleaning Services. Ground maintenance services are required across 19 courts and 820 bungalows in the Oldham area. The cleaning services are required across 19 courts in the Oldham area. The cleaning services are split into three sub areas: cleaning of internal communal areas, cleaning of external windows and cleaning of external bins and associated storage areas.

To represent these requirements the tender is split into the following Lots;
•   Lot 1: Grounds Maintenance
•   Lot 2: Cleaning services split into three parts
o   Lot 2a Cleaning of internal communal areas
o   Lot 2b Cleaning of external windows
o   Lot 2c Cleaning of external bins and associated storage areas

The contract will be a three year contract with the option for two further years of extention.

The collective value of all the services is estimated as £250,000 to £750,000 per year. With an full contract estimate (including a 2 year extention, to make 5 years in total) of £1,250,000- £3,750,000

Please follow the links in this notice for a more detailed understanding of the requirements.                  
         Estimated value excluding VAT:
         Range between: 1,250,000 and 3,750,000
         Currency: GBP
               
      
      II.2.2)Options: No          
         II.2.3)Information about renewals:
            This contract is subject to renewal: Not Provided         
   II.3)Duration Of The Contract Or Time-Limit For Completion      
         Starting: 01/04/2014
         Completion: 31/03/2017

   Information About Lots
            
      Lot No: 1
      Title: Grounds Maintenance

      1)Short Description:      
      Housing 21 have a Private Finance Initiative (PFI) contract with Oldham Council to deliver the provision of social housing services to Oldham Council stock of social housing and tenants.
Oldham PFI is a mix of sheltered schemes, bungalows and extra care. It is a refurbishment programme of 603 flats in 19 sheltered schemes which includes 1 new build extra care and 820 bungalows.
In order to deliver this PFI contract Housing 21 engage sub-contractors to support the delivery of given services. Subcontractors should expect to engage with Housing 21 at a contractual and commercial level to meet the demands of Oldham Council and their tenants.
This Lot relates to the subcontracting of Grounds Maintenance Services on Housing 21’s PFI contract with Oldham Council. As such the service will be delivered in and around the Oldham area only.

      2)Common Procurement Vocabulary:
         77314000 - Grounds maintenance services.
                  45112700 - Landscaping work.
                  77340000 - Tree pruning and hedge trimming.
                  77342000 - Hedge trimming.
                  77314100 - Grassing services.
                  90690000 - Graffiti removal services.
         
      3)Quantity Or Scope:      
      Services
•   Soft Landscaping in general
•   Grassed Areas
•   Shrubs and hedges
•   Borders and flower beds
•   External facilities hard landscaping and outbuildings
•   Dumping and Graffiti
•   External appearance and tidiness
•   Tenant consultation in General

Core tasks
•   Routine maintenance tasks such as leaf clearance, pruning and weed control
•   Grass cutting
•   Management of beds and borders
•   Removal of litter when carrying out horticultural operations on site
•   Hedge maintenance including cutting and thinning out
•   Removal of graffiti
•   Gritting of walk ways in winter months
•   The planting of new and replacement shrubs, hedges and bulbs and the like
•   The design, planting, establishment and maintenance of bedding schemes as may be requested byH21

Coverage
•   The service covers the grounds maintenance of 19 courts and 820 bungalows
•   On average each court consists of 30 flats and the grounds cover a maximum of xm2
•   The bungalows are split over 63 sights, with an average of 13 bungalows on each sight. As such applicants should have the capability and capacity to deliver ground maintenance services to such a volume of sights
•   Some sights are not directly connected, however each cluster of bungalows is within a quarter mile radius of one another
•   The entire range of locations is spread across a 50 square mile area in and around Oldham, Greater Manchester, United Kingdom. As such applicants should have the capacity and capability to efficiently transport equipment, labour and any other necessary resource to sights in the Oldham area, year round
•   In total the coverage consists of grass cutting of approximately 750,000 square metres and the maintenance of approximately 150,000 square metres of shrub beds and borders throughout Oldham.

Delivery
•   This is a 12 month a year service
•   The demands of Ground Maintenance services will change with the seasons of the year
•   Applicants should demonstrate the capacity to respond to expected and unexpected (i.e. extremely cold weather) impacts upon the service delivery. This is particularly relevant to the nature of the tenants and ensuring that the grounds are as accessible and safe as possible at all times

End user focus and context
•   Applicants will be required to engage with end user views, feedback and surveys and should demonstrate the capacity to respond to end user demands in a proactive manor that becomes integrated to the service delivery
•   Assisting and supporting in the development of new initiatives by working in collaboration with FCHO Neighbourhood teams, which will encourage customers to take an active role in managing the environment within their neighbourhood
•   The services will be delivered as part of broader elderly care ‘social housing’ objective and applicants should demonstrate the capability and capacity to deliver the services in a manor which takes account of this environment

Management information and service level achievement
•   Weekly reports on jobs completed against specification standards
•   Monthly reports on the planned service schedule for the following 2 months
•   Quarterly report on general tenant engagement and adjustments made to improve tenant satisfaction
•   Quarterly contract review with H21 including a review of H21’s formal tenant satisfaction survey and Oldham Council service level report

Length and value
•   The contract will be for a 3 year period with a 2 year extension option, split into 1+1 years.
•   Based on historic data the contract value is estimated at between £100,000 and £200,000 per year. This total between £300,000 and £600,000 for the initial term, with the option for a £500,000 - £1,000,000 contract should the full 2 year contract extension be implemented.               
         Value range between: 500,000 and 1,000,000
         Currency: GBP      
                     
      4)Indication About Different Date For Start Of Award Procedures And/Or Duration Of The Contract                                          
         Scheduled date for:
            Start of works: 01/04/2014
            Completion of works: 31/03/2017
                        
                  
         5)Additional Information About Lots:         
            Electronic access to this tender can be found at https://www.delta-esourcing.com/respond/P2CPR4KT92      
      Lot No: 2
      Title: Cleaning Services: internal cleaning, window cleaning, cleaning of bins

      1)Short Description:      
      Housing 21 have a Private Finance Initiative (PFI) contract with Oldham Council to deliver the provision of social housing services to Oldham Council stock of social housing and tenants.

Oldham PFI is a mix of sheltered schemes, bungalows and extra care. It is a refurbishment programme of 603 flats in 19 sheltered schemes which includes 1 new build extra care and 820 bungalows.

In order to deliver this PFI contract Housing 21 engage sub-contractors to support the delivery of given services. Subcontractors should expect to engage with Housing 21 at a contractual and commercial level to meet the demands of Oldham Council and their tenants.

This Lot relates to the subcontracting of Cleaning Services on Housing 21’s PFI contract with Oldham Council. As such the service will be delivered in and around the Oldham area only.

This Lot is split into three sub lots. Applicants will be given the option of indicating which of the three sub Lots they are biding for, one, two or all three as a collective service.

      2)Common Procurement Vocabulary:
         90910000 - Cleaning services.
                  90911000 - Accommodation, building and window cleaning services.
                  90911300 - Window-cleaning services.
                  90918000 - Bin-cleaning services.
                  90919200 - Office cleaning services.
         
      3)Quantity Or Scope:      
      The following Lot is split into three sub lots. Applicants will be given the option of indicating which of the three sub Lots they are biding for, one, two or all three as a collective service.

Lot2a Cleaning of Internal Communal Areas

Services
•   Vacuuming carpets and applicable furniture
•   Sweeping, mopping and drying
•   Removing cobwebs
•   Dusting
•   Cleaning of shelves and cupboards
•   Emptying of waste
•   Cleaning toilets and washing facilities
•   Replace paper towels and toiletries
•   Wipe and disinfect kitchen surfaces and walls
•   Clean sinks and fridges
•   Occasional defrosting and cleaning of fridge and freezer
•   Cleaning washing machine and dishwasher filters
•   Basic Legionella prevention
•   Cleaning of rubbish chutes
•   Occasional removal of dead animals

Communal areas
•   Hall
•   Landing
•   Stairwell
•   Lifts
•   Lounge
•   Staff rooms
•   Staff offices
•   Electric vehicle stores/ garage
•   Communal toilets and washing facilities (including assisted baths)
•   Communal kitchens (including fridge, freezer and sink)
•   Laundry room

Coverage
•   The service cover the internal cleaning of 19 courts
•   On average each court consists of 30 flats and communal areas cover 40% of the building area
•   The entire range of locations is spread across a 50 square mile area in and around Oldham, Greater Manchester, United Kingdom. As such applicants should have the capacity and capability to efficiently transport equipment, labour and any other necessary resource to sights in the Oldham area, year round.

Delivery
•   The vast majority of cleaning service will require delivery on a weekly basis
•   Applicants will be able to demonstrate the capacity to mobilise a team and deliver high quality cleaning services to approx 20 large independent sights on a weekly basis

End user focus and context
•   Applicants will be required to engage with end user views, feedback and surveys and should demonstrate the capacity to respond to end user demands in a proactive manor that becomes integrated to the service delivery
•   The services will be delivered as part of broader elderly care ‘social housing’ objective and applicants should demonstrate the capability and capacity to deliver the services in a manor which takes account of this environment

Management information and service level achievement
•   Weekly report on jobs completed against specification standards
•   Quarterly report on general tenant engagement and adjustments made to improve tenant satisfaction
•   Quarterly contract review with H21 including a review of the formal tenant satisfaction survey and Oldham Council service level report


Lot 2b Cleaning of external windows

Services
•   Cleaning of external windows
•   Cleaning to be completed at 19 courts
•   Applicants to demonstrate sensitivity to elderly residents
•   Each court to require full coverage of external window cleaning on a monthly basis
•   The entire range of locations is spread across a 50 square mile area in and around Oldham, Greater Manchester, United Kingdom. As such applicants should have the capacity and capability to efficiently transport equipment, labour and any other necessary resource to sights in the Oldham area, year round
•   Applicants to provide monthly management reports on works completed
•   Applicants to attend a quarterly contract review meeting

Lot 2c Cleaning of external bins and associated storage areas

•   Jet wash communal bins on a monthly basis
•   Bins located on 19 sites
•   Sweep and clean entrance to bin storage area and any over hanging canopies
•   The entire range of locations is spread across a 50 square mile area in and around Oldham, Greater Manchester, United Kingdom. As such applicants should have the capacity and capability to efficiently transport equipment, labour and any other necessary resource to sights in the Oldham area, year round
•   Applicants to provide an annual report on services delivered, maintain effective communication with Housing 21 representative and attend contract review meetings as requested.

Total contract value and length (all three sub Lots)
•   The contract will be for a 3 year period with a 2 year extension option, split into 1+1 years.
•   Based on historic data the contract value is estimated at between £200,000 and £500,000 per year. This is a total between £600,000 and £1,500,000 for the initial term, with the option for a £1,000,000 - £2,500,000 contract should the full 2 year contract extension be implemented.               
         Value range between: 1,000,000 and 2,500,000
         Currency: GBP      
                     
      4)Indication About Different Date For Start Of Award Procedures And/Or Duration Of The Contract                                          
         Scheduled date for:
            Start of works: 01/04/2014
            Completion of works: 31/03/2017
                        
                  
         5)Additional Information About Lots:         
            Electronic access to these Lots can be found at:
Lot 2a
https://www.delta-esourcing.com/respond/VNCEPDG9GA
Lot 2b
https://www.delta-esourcing.com/respond/4T3WY39966
Lot 2c
https://www.delta-esourcing.com/respond/2E6A4344X5         
Section III: Legal, Economic, Financial And Technical Information
   III.1)Conditions relating to the contract
      III.1.1)Deposits and guarantees required:
      Please refer to the procurement documents on the delta e-sourcing system as directe in thi notice
      
      III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
      Please refer to the procurement documents on the delta e-sourcing system as directe in thi notice
      
      III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
      Please refer to the procurement documents on the delta e-sourcing system as directe in thi notice
      
      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:

      This will be covered in the prequalification and tender documents      
      III.2.2)Economic and financial capacity
         Economic and financial capacity - means of proof required:         
         
         Information and formalities necessary for evaluating if requirements are met:
         This will be covered in the prequalification and tender documents         
         Minimum Level(s) of standards possibly required:
         This will be covered in the prequalification and tender documents
      
      III.2.3)Technical capacity
         Technical capacity - means of proof required         
         
         Information and formalities necessary for evaluating if requirements are met:
         This will be covered in the prequalification and tender documents      
      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: Restricted
      
      IV.1.2)Limitations on the number of operators who will be invited to tender or to participate:
                        Envisaged minimum number: 5         
         Objective Criteria for choosing the limited number of candidates:
         All details of scoring methoology is provided in the PQQ and tender 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: H21P136 - Oldham      
      IV.3.2)Previous publication(s) concerning the same contract: No

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

      Date: 15/12/2013
      Time-limit for receipt of requests for documents or for accessing documents: 11:59
         Payable documents: No       
      
      IV.3.4)Time-limit for receipt of tenders or requests to participate
         Date: 16/12/2013
         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: Not Provided
   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: Housing 21 reserves the right to cancel the tender process at any stage. Housing 21 does not accept any
liability for any cost incurred in tendering. All tenders must be priced in sterling and payments under the
Contract will be made in sterling.

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender.
To view this notice, please click here:
https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=79454195
GO-20131115-PRO-5269073 TKR-20131115-PRO-5269072
   
   VI.4)Procedures For Appeal
      VI.4.1)Body responsible for appeal procedures:
      High Court of England and Wales
      The Strand, London, United Kingdom, London, WC2A 2LL, United Kingdom
      Tel. +44 2079476000

      Body responsible for mediation procedures:
               High Court of England and Wales
         The Strand, London, United Kingdom, London, WC2A 2LL, United Kingdom
         Tel. +44 2079476000

      VI.4.2)Lodging of appeals: Refer to regulation 47 and the Public Contracts (Amendment) Regulations 2009 generally.   
   
      VI.4.3)Service from which information about the lodging of appeals may be obtained:
            Cabinet Office
      Rosebery Court St Andrews Business Park, Norwich, NR7 0HS, United Kingdom
      Email: servicedesk@cabinet-office.gsi.gov.uk

   VI.5) Date Of Dispatch Of This Notice: 15/11/2013

ANNEX A