North Hertfordshire District Council: Cleaning and Maintenance of Public Conveniences

UK-Letchworth Garden City: Public conveniences.

Section I: Contracting Authority
   I.1)Name, Addresses and Contact Point(s):
      North Hertfordshire District Council
      District Council Offices, Gernon Road, Letchworth Garden City, SG6 3JF, United Kingdom
      Tel. +44 1462474304, Email: chloe.hipwood@north-herts.gov.uk, URL: www.north-herts.gov.uk
      Contact: Leisure and Environmental Services, Attn: Chloe Hipwood
      Electronic Access URL: www.delta-esourcing.com

      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: Cleaning and Maintenance of Public Conveniences
      II.1.2)Type of contract and location of works, place of delivery or of performance: SERVICES         
         Service Category: 14

         Region Codes: UKH23 - Hertfordshire         
      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:
      Public conveniences. Repair and maintenance of public conveniences. Cleaning and maintenance of 3 main public convenience facilities in the North Hertfordshire District being located in Hitchin, Letchworth and Royston with additional minor cleaning requirements in Baldock and cleaning options for other facilities. The specification of services sets out the Council's requirements in detail but in summary these include cleaning, maintenance (including DANFO equipment maintenance) and waste disposal. The Contractor is also required to ensure facilities are opened and closed as required (using an automated system or manually as required), provide a contact point for the public and undertake relevant reporting and attend meetings.

The Council requires a 3 year contract commencing on 1st April 2014 which is extendable annually by up to a further 2 years.

Although the Council is requesting a price for the core cleaning services as set out in the specification there may be opportunity for ad hoc and bespoke repairs and maintenance of the toilets and DANFO or equivalent equipment which the Council estimates at £15,000 per annum. However the Council can not guarantee any additional requirement for such additional repairs and maintenance.

The Council is including the estimate of ad hoc maintenance and services within the overall contract price to meet EU requirements. However the Council estimates that the range for the core services, as covered by the specification of services, is between £40,000 and £55,000 per annum.
         
      II.1.6)Common Procurement Vocabulary:
         45215500 - Public conveniences.
            FF01-1 - For cleaning
         
         50760000 - Repair and maintenance of public conveniences.
         

      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: Not Provided
      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:
      The Council requires a 3 year contract commencing on 1st April 2014 which is extendable by up to a further 2 years.

Estimated value range includes the option to extend, estimate of core services and the estimated value of ad hoc maintenance and repair services (being outside the core specification)

The estimated range for the core services is £40,000 to £55,000 per annum and the estimate for ad hoc additional maintenance and repair is £15,000 per annum.

These are estimates only and the Council makes no representation concerning the current market and any expectation of prices.

The Council may, by agreement with the sucessful contractor, vary the contract to increase the number of public conveniences covered by the services. This may change the economic balance of the contract in favour of the successful contractor during the contract term or extension. The Council envisages that it is possible that 3 additional public conveniences, at different locations in the District, may individually be the subject of variation.                  
         Estimated value excluding VAT:
         Range between: 275,000 and 350,000
         Currency: GBP
               
      
      II.2.2)Options: Yes
         If yes, description of these options: Contract includes an option to extend by up to a further 2 years.       
      If known, Provisional timetable for recourse to these options:
                  
         Duration in months: 36 (from the award of the contract)
                            
         II.2.3)Information about renewals:
            This contract is subject to renewal: No          
   II.3)Duration Of The Contract Or Time-Limit For Completion      
         Starting: 01/04/2014
         Completion: 31/03/2017


Section III: Legal, Economic, Financial And Technical Information
   III.1)Conditions relating to the contract
      III.1.1)Deposits and guarantees required:
      N/A
      
      III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
      Please see conditions of contract
      
      III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
      Please see conditions of contract
      
      III.1.4)Other particular conditions:
         The performance of the contract is subject to particular conditions:Yes       
      If Yes, description of particular conditions:
      The conditions of contract include performance monitoring arrangements which incorporate specific mechanisms and penalties for accumulated default points.

The Council may, by agreement, vary the contract to increase the number of public conveniences covered by the services. This may change the economic balance of the contract in favour of the successful contractor during the contract term or extension.

The Council may also require ad hoc maintenance work and has provided an estimated value in this notice.      
   III.2)Conditions For Participation
      III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers:
      Not Provided      
      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:
         Please see financial evaluation criteria contained with the tender documents and the Council's methodology for financial evaluation.         
         Minimum Level(s) of standards possibly required:
         Please see financial evaluation criteria contained with the tender documents and the Council's methodology for financial evaluation.
      
      III.2.3)Technical capacity
         Technical capacity - means of proof required         
         Not Provided      
      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: No
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 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: File no: LL12745 Contract no: 13/C1253      
      IV.3.2)Previous publication(s) concerning the same contract: No

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



         Payable documents: No       
      
      IV.3.4)Time-limit for receipt of tenders or requests to participate
         Date: 03/02/2014
         Time: 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 month(s): 6
      
      IV.3.8)Conditions for opening tenders
         Not Provided

Section VI: Complementary Information

   VI.1)This Is A Recurrent Procurement: Yes
      Estimated timing for further notices to be published: It is estimated that a subsequent notice will be published in December 2016 if the contract has not been extended.
   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 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.

North Hertfordshire District Council uses an E-Tendering system (Delta) for OJEU Procurements.

ITTs must be returned through Delta at the following website: http://www.delta-esourcing.com. You must be registered on this website to respond. If you are already registered’ you will not need to register again, simply use your existing username and password. Please note that there is a password reminder link on the homepage.

Suppliers must log in, go to your Response Manager and add the following Access Code: 6GQT245Y9K. Please ensure that you follow any instruction provided to you here. If you experience any technical difficulties please contact the Delta eSourcing Helpdesk on 0845 270 7050 or by email helpdesk@delta-esourcing.com

Tenderers are required to supply an electronic copy of their ITT response and all supporting documents, in either a Microsoft Word or PDF format, to be uploaded to the Delta E-tendering system. You must ensure that the Quality and Price submissions are loaded separately and where indicated, in the system.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://www.delta-esourcing.com/tenders/UK-UK-Letchworth-Garden-City:-Public-conveniences./6GQT245Y9K

To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/6GQT245Y9K
GO-20131223-PRO-5354253 TKR-20131223-PRO-5354252
   
   VI.4)Procedures For Appeal
      VI.4.1)Body responsible for appeal procedures:
      Not Provided

      VI.4.2)Lodging of appeals: Not Provided   
   
      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: 23/12/2013

ANNEX A