CONTRACT NOTICE – OFFICIAL JOURNAL

Section I: Contracting Authority

I.1)

Name, Address and Contact Point(s)

I.2)

Type of contracting Authority and Main Activity or Activities

Ministry or any other national or federal authority, including their regional or local sub-divisions National or federal agency/Office Regional or local Authority Regional or local Agency/Office Body governed by public law European Institution/Agency or International Organisation

General public services Defence Public order and safety Environment Economic and financial affairs Health Housing and community amenities Social protection Recreation, culture and religion Education

Section II: Object of the Contract

II.1)

Description

II.1.1)

Title attributed to the contract by the contracting authority

II.1.2(a))

Type of works contract

II.1.2(b))

Type of supplies contract

II.1.2(c))

Type of service contract

II.1.2)

Main site or location of works, place of delivery or performance

Various schemes in West and East Midlands.

II.1.3)

This notice involves

A public contract
The setting up of a Dynamic Purchasing System
The establishment of a framework agreement

II.1.4)

Information on framework agreement (if applicable)

Framework agreement with a single operators
Framework agreement with several operators

Number of participants to the framework agreement envisaged

Duration of the framework agreement

Justification for a framework agreement the duration of which exceeds four years

Estimated total value of purchases for the entire duration of the framework agreement

Frequency and value of the contracts to be awarded

II.1.5)

Short description of the contract or purchase(s)

The Contracting Authority owns and manages more than 329 general needs, sheltered and supported housing schemes in and around the East and West Midlands. In addition the Group has an active development and acquisition programme, and is currently in merger discussions with other Social Housing Providers based in the Midlands which may result in an increase in the number of schemes to be maintained. The Contracting Authority's mission is to create strong and sustainable communities where people flourish and they are committed to making a positive difference to people's lives.

The quality of the Grounds Maintenance and Estates Services the Contracting Authority provides is therefore of paramount importance in ensuring customer satisfaction in the services they deliver. The Contracting Authority are seeking therefore to appoint Service Provider(s) on a geographical basis who can deliver Grounds Maintenance and Estates Services to the highest possible standards and can demonstrate to the satisfaction of the Contracting Authority a proven track record in the delivery of these services.

Service Providers will be required to complete as part of their tender a financial and technical capacity and capability questionnaire (FTCCQ) and the evaluation of this FTCCQ will establish those companies that will be selected to have a financial and quality evaluation undertaken of their tender(s). Expressions of interest are welcome from not only suitable Service Providers but also social enterprises providing they are able to comply with the minimum levels for participation as set out herewith and in the FTCCQ.

The successful Service Provider(s) must be able to show a commitment to providing effective services that provide value for money to the Group and its tenants and customers. The successful Service Provider(s) will need to have demonstrated a commitment to addressing welfare to work/worklessness, focussing on the young and long term unemployed on estates. The Contracting Authority will also be seeking to encourage the Service Provider(s) to engage with social enterprises in the delivery of services and will require the successful Service Provider(s) to cooperate with the Group in working towards a partnership approach to operating the service and managing the contracts.

The proposed contract period will be 2 years commencing on or about the 1.7.2016 and with the option for an extension to this initial period for a period of a further 1 year all subject to provisions for earlier termination including a break clause and annual renewals based on meeting and maintaining Key Performance Indicators.

The Contract will be divided into 5 Lots, 3 based on the West Midlands and 2 based on the East Midlands, however Contractors will only be awarded a maximum of 2 Lots in the West Midlands and 1 Lot in the East Midlands.

The Contracting Authority reserves the right to withdraw from this procurement procedure at any-time without awarding a contract. Applicants are to be responsible for all of the costs and expenses they incur as a result of participating in this procurement process irrespective of whether the procedure is completed or is abandoned without any appointment.

II.1.6)

Common Procurement Vocabulary (CPV)

II.1.7)

Contract covered by the Government Procurement Agreement (GPA)

II.1.8)

Division into lots

one lot only

one or more lots

all lots

II.1.9)

Will variants be accepted

II.2)

Quantity or Scope of the Contract

II.2.1)

Total quantity or scope

II.2.2)

Options

Provisional timetable for recourse to these options

Number of possible renewals

In the case of renewable supplies or service contracts, estimated time frame for subsequent contracts

II.3)

Duration of the contract or limit for completion

Section III: Legal, Economic, Financial and Technical Information

III.1)

Conditions Relating to the Contract

III.1.1)

Deposits and guarantees required

Parent company guarantees, performance bonds, warranties and or deposits may be required by the contracting authority and details are as set out in the Procurement Documentation (ITT).

III.1.2)

Main Terms of financing and payment and/or reference to the relevant provisions

As detailed in the Procurement Documentation.

III.1.3)

Legal form to be taken by the grouping of suppliers, contractors or service providers to whom the contract is to be awarded

In the event of a group of economic operators submitting an acceptable offer it will be necessary for them to provide an undertaking that each organisation will be jointly and severally responsible for the due performance of the contract. Such undertaking will be in addition to the requirement to provide other deposits and guarantees required by the contracting authority for the due performance of the contract.

III.1.4)

Other particular conditions to which the performance of the contract is subject

As detailed in the Procurement Documentation, these may include conditions relating to environmental and social requirements.

III.2)

Conditions for Participation

III.2.1)

Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

All Economic Operators responding to this notice will be required as part of the Procurement Documentation to complete a Financial, and Technical Capacity and Capability Questionnaire (FTCCQ) to be completed requiring financial and technical capacity data.

III.2.2)

Economic and financial capacity

III.2.3)

Technical capacity

III.2.4)

Reserved contracts

The contract is restricted to sheltered workshops
The execution of the contract is restricted to the framework of sheltered employment programmes

III.3)

Conditions Specific to Service Contracts

III.3.1)

Is provision of the service reserved to a specific profession?

III.3.2)

Will legal entities be required to state the names and professional qualifications of the personnel responsible for the execution of the service?

Section IV: Procedure

IV.1)

Type of Procedure

Open		Restricted
Accelerated restricted		Negotiated
Accelerated negotiated		Competitive dialogue

Justification for the choice of accelerated procedure

IV.1.1)

Have candidates already been selected?

IV.1.2)

Limitations on the number of operators who will be invited to tender or to participate

Objective criteria for choosing the limited number of candidates

IV.1.3)

Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated

IV.2)

Award Criteria

IV.2.2)

An electronic auction will be used

IV.3 Administrative Information

IV.3.1)

Reference number attributed to the notice by the contracting authority

IV.3.2)

Previous publication(s) concerning the same contract

Prior Information Notice
Notice on a Buyer Profile

Other previous publications

IV.3.3)

Conditions for obtaining specifications and additional documents

IV.3.4)

Time-limit for receipt of tenders or requests to participate

IV.3.5)

Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)

Language or languages in which tenders or requests to participate can be drawn up

IV.3.7)

Minimum time frame during which the tenderer must maintain the tender 

IV.3.8)

Conditions for opening tenders

Section VI: Other Information

VI.1)

Indicate whether this procurement is a recurrent one and the Estimated timing for further notices to be published

VI.2)

Does the contract relate to a Project/Programme financed by Community Funds?

VI.3)

Additional Information

All procurement documentation can be downloaded from: https://etenders.rand-associates.co.uk eTenders@Rand is Rand Associates Consultancy Services Ltd's e-procurement portal (the ‘Portal’) for downloading/submission of procurement documentation in respect of pre-qualification and tenders and communicating requests for and responses to clarification.

All requests for procurement documentation, communications and submission of pre-qualifications and tenders must be made via the Portal, which can be accessed at https://etenders.rand-associates.co.uk by registering and creating an account.

After creating an account, economic operators will receive an email with a link to activate their account. Once activated and logged in, economic operators will need the following code to register for the Tender Documentation: WHGGM2016.

Economic operators may seek clarification where they consider any part of the documentation or any other aspect of this procurement is unclear.

All queries and any clarification must be communicated using the secure email messaging function within the Portal, but to be received no later than 17:00 on 27.4.2016.

This will provide an audit trail of all clarification requests and responses issued. It will not be possible to respond to any queries received after that stipulated date and time.

Having registered and created an account it is the economic operators' responsibility to regularly monitor communications raised and issued through the Portal.

Responses to requests for clarification will be communicated by Rand Associates Consultancy Services Ltd to all economic operators through the Portal secure email messaging system.

The identity of the economic operator seeking clarification will not be disclosed to other economic operators. When uploading tender submission documentation, economic operators must be aware of any speed limitations of their internet connection, system configuration and general web traffic, etc. as these may impact on the time taken to complete the transaction.

Uploading of submissions must be completed by the deadline closing date and time. Do Not wait until too near the closing time on the return date.

The closing deadline for uploading completed tender submissions is 13:00 on 4.5.2016. Please note that the Portal will not permit submissions to be uploaded after the closing deadline.

Submission documents will be visible to the representatives of the contracting authority and Rand Associates Consultancy Services Ltd only after the closing deadline. Should users have any queries or experience difficulties with the registration or download/upload system, they should contact the eTenders@Rand help desk by calling +44 (0)1737 225 077 (ask for Paul Dugdale or Jonathan Case) or email eTenders@rand-associates.co.uk

VI.4)

Procedures for appeal

VI.4.1)

Body responsible for appeal procedures

Body responsible for mediation procedures

VI.4.2)

Lodging of appeals
Precise information on deadline(s) for lodging appeals:

In accordance with the Public Contracts Regulations 2015. The contracting authority will incorporate a minimum 10 calendar day standstill period at the time information on the award of the contract is communicated to economic operators. If an appeal regarding the award of a contract has not been successfully resolved, the Public Contracts Regulations 2015 provide for aggrieved parties who have been harmed or are at risk to take action in the High Court.

Any such action must be brought within 3 months. Where a contract has not been entered into, the Court may order the setting aside of the award decision or order the contracting authority to amend any document and may award damages. If the contract has been entered into the Court may only award damages or, where the contract award procedures have not been followed correctly, declare the contract to be ‘ineffective’.

VI)

VI.4.3)

Service from which information about the lodging of appeals may be obtained

VI.5)

Dispatch date of this Notice

ANNEX B

Information About Lots

1)

Short Description

The Contracting Authority owns and manage more than 34 grounds maintenance sites in and around Worcestershire and the West Midlands. The Contracting Authority's mission is to create strong and sustainable communities where people flourish and they are committed to giving outstanding service that comes naturally.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

The Contracting Authority is seeking a Service Provider to provide Grounds Maintenance and Estates Services to their various schemes located in Worcestershire and the West Midlands, . The total portfolio comprises 34 sites in receipt of grounds maintenance services. Full details of all schemes that receive grounds maintenance services and which are to be included in the proposed contract will be provided in the Procurement Documentation. Units and schemes may be added or deleted both prior to tender and during the contract period in accordance with the Contracting Authorities development and acquisitions/disposals programme.

The proposed scope of the Grounds Maintenance and Estates Services will comprise but not be limited to external common area litter picking, bulk debris/fly tipping removal, grass cutting, shrub/rose bed maintenance, hedge maintenance, weed/moss control, culvert clearing works, environmental works, sweeping and litter picking to hard surface areas, litter picking to horticultural areas and other activities generally associated with landscaping/grounds maintenance as will be specified in the Procurement Documentation. Optional grounds maintenance works to tenants gardens and to void properties will also be included in the Procurement Documentation. The provision of an ‘on-demand’ out of hours service will also be required. Further comprehensive details of the scope of Grounds Maintenance and Estates Services will be provided in the Procurement Documentation. Service Providers must be able to show a commitment to providing effective services that provide value for money. The proposed contract period will be 2 years commencing on or about the 1.7.2016 and with the option for an extension to this initial period for a period of up to a further 1 year all subject to provisions for earlier termination including a break clause and annual renewals based on meeting and maintaining Key Performance Indicators. The range of values shown below allow for anticipated growth of the Group's business over the potential period of the resulting contract.

The Service Provider(s) will be required to provide a customer focused service and show commitment to providing effective services that provide value for money to the Group and their residents and must be responsive to achieve collaborative working practises, innovation and continuous improvement.

TUPE may apply in respect of contractors currently undertaking the service.

The Contract will be based on the NHF 2011 Form of Contract 2011 (Rev3:2015) (Estate Services) incorporating aspects of the M3NHF Schedule of Rates: Estate Services Version 6.3.

4)

Indication about different contract dates

5)

Additional Information about lots

ANNEX B

Information About Lots

1)

Short Description

The Contracting Authority owns and manage more than 122 grounds maintenance sites in and around Birmingham. The Contracting Authority's mission is to create strong and sustainable communities where people flourish and they are committed to giving outstanding service that comes naturally.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

The Contracting Authority is seeking a Service Provider to provide Grounds Maintenance and Estates Services to their various schemes located in Birmingham. The total portfolio comprises 122 sites in receipt of Grounds Maintenance and Estates Services. Full details of all schemes that receive Grounds Maintenance and Estates services and which are to be included in the proposed contract will be provided in the Procurement Documentation. Units and schemes may be added or deleted both prior to tender and during the contract period in accordance with the Contracting Authorities development and acquisitions/disposals programme.

The proposed scope of the Grounds Maintenance and Estates Services will comprise but not be limited to external common area litter picking, bulk debris/fly tipping removal, grass cutting, shrub/rose bed maintenance, hedge maintenance, weed/moss control, culvert clearing works, environmental works, sweeping and litter picking to hard surface areas, litter picking to horticultural areas and other activities generally associated with landscaping/grounds maintenance as will be specified in the Procurement Documentation. Optional grounds maintenance works to tenants gardens and to void properties will also be included in the Procurement Documentation. The provision of an ‘on-demand’ out of hours service will also be required. Further comprehensive details of the scope of Grounds Maintenance and Estates Services will be provided in the Procurement Documentation. Service Providers must be able to show a commitment to providing effective services that provide value for money. The proposed contract period will be 2 years commencing on or about the 1.7.2016 and with the option for an extension to this initial period for a period of up to a further 1 year all subject to provisions for earlier termination including a break clause and annual renewals based on meeting and maintaining Key Performance Indicators. The range of values shown below allow for anticipated growth of the Group's business over the potential period of the resulting contract.

The Service Provider(s) will be required to provide a customer focused service and show commitment to providing effective services that provide value for money to the Group and their residents and must be responsive to achieve collaborative working practises, innovation and continuous improvement.

TUPE may apply in respect of contractors currently undertaking the service.

The Contract will be based on the NHF 2011 Form of Contract 2011 (Rev3:2015) (Estate Services) incorporating aspects of the M3NHF Schedule of Rates: Estate Services Version 6.3.

4)

Indication about different contract dates

5)

Additional Information about lots

ANNEX B

Information About Lots

1)

Short Description

The Contracting Authority owns and manage more than 56 grounds maintenance sites in and around Staffordshire, Derbyshire and Warwickshire. The Contracting Authority's mission is to create strong and sustainable communities where people flourish and they are committed to giving outstanding service that comes naturally.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

The Contracting Authority is seeking a Service Provider to provide Grounds Maintenance Services to their various schemes located in Staffordshire, Derbyshire and Warwickshire. The total portfolio comprises 56 sites in receipt of Grounds Maintenance and Estates Services. Full details of all schemes that receive Grounds Maintenance and Estates Services and which are to be included in the proposed contract will be provided in the Procurement Documentation. Units and schemes may be added or deleted both prior to tender and during the contract period in accordance with the Contracting Authorities development and acquisitions/disposals programme.

The proposed scope of the Grounds Maintenance and Estates Services will comprise but not be limited to external common area litter picking, bulk debris/fly tipping removal, grass cutting, shrub/rose bed maintenance, hedge maintenance, weed/moss control, culvert clearing works, environmental works, sweeping and litter picking to hard surface areas, litter picking to horticultural areas and other activities generally associated with landscaping/grounds maintenance as will be specified in the Procurement Documentation. Optional grounds maintenance works to tenants gardens and to void properties will also be included in the Procurement Documentation. The provision of an ‘on-demand’ out of hours service will also be required. Further comprehensive details of the scope of Grounds Maintenance and Estates Services will be provided in the Procurement Documentation. Service Providers must be able to show a commitment to providing effective services that provide value for money. The proposed contract period will be 2 years commencing on or about the 1.7.2016 and with the option for an extension to this initial period for a period of up to a further 1 year all subject to provisions for earlier termination including a break clause and annual renewals based on meeting and maintaining Key Performance Indicators. The range of values shown below allow for anticipated growth of the Group's business over the potential period of the resulting contract.

The Service Provider(s) will be required to provide a customer focused service and show commitment to providing effective services that provide value for money to the Group and their residents and must be responsive to achieve collaborative working practises, innovation and continuous improvement.

TUPE may apply in respect of contractors currently undertaking the service.

The Contract will be based on the NHF 2011 Form of Contract 2011 (Rev3:2015) (Estate Services) incorporating aspects of the M3NHF Schedule of Rates: Estate Services Version 6.3.

4)

Indication about different contract dates

5)

Additional Information about lots

ANNEX B

Information About Lots

1)

Short Description

The Contracting Authority owns and manage more than 73 grounds maintenance sites in and around Leicestershire, Rutland, Northamptonshire and Warwickshire. The Contracting Authority's mission is to create strong and sustainable communities where people flourish and they are committed to giving outstanding service that comes naturally.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

The Contracting Authority is seeking a Service Provider to provide Grounds Maintenance Services to their various schemes located in Leicestershire, Rutland, Northamptonshire and Warwickshire. The total portfolio comprises 56 sites in receipt of Grounds Maintenance and Estates Services. Full details of all schemes that receive Grounds Maintenance and Estates Services and which are to be included in the proposed contract will be provided in the Procurement Documentation. Units and schemes may be added or deleted both prior to tender and during the contract period in accordance with the Contracting Authorities development and acquisitions/disposals programme.

The proposed scope of the Grounds Maintenance and Estates Services will comprise but not be limited to external common area litter picking, bulk debris/fly tipping removal, grass cutting, shrub/rose bed maintenance, hedge maintenance, weed/moss control, culvert clearing works, environmental works, sweeping and litter picking to hard surface areas, litter picking to horticultural areas and other activities generally associated with landscaping/grounds maintenance as will be specified in the Procurement Documentation. Optional grounds maintenance works to tenants gardens and to void properties will also be included in the Procurement Documentation. The provision of an ‘on-demand’ out of hours service will also be required. Further comprehensive details of the scope of Grounds Maintenance and Estates Services will be provided in the Procurement Documentation. Service Providers must be able to show a commitment to providing effective services that provide value for money. The proposed contract period will be 2 years commencing on or about the 1.7.2016 and with the option for an extension to this initial period for a period of up to a further 1 year all subject to provisions for earlier termination including a break clause and annual renewals based on meeting and maintaining Key Performance Indicators. The range of values shown below allow for anticipated growth of the Group's business over the potential period of the resulting contract.

The Service Provider(s) will be required to provide a customer focused service and show commitment to providing effective services that provide value for money to the Group and their residents and must be responsive to achieve collaborative working practises, innovation and continuous improvement.

TUPE may apply in respect of contractors currently undertaking the service.

The Contract will be based on the NHF 2011 Form of Contract 2011 (Rev3:2015) (Estate Services) incorporating aspects of the M3NHF Schedule of Rates: Estate Services Version 6.3.

4)

Indication about different contract dates

5)

Additional Information about lots

ANNEX B

Information About Lots

1)

Short Description

The Contracting Authority owns and manage more than 44 grounds maintenance sites in and around Nottinghamshire and Derbyshire. The Contracting Authority's mission is to create strong and sustainable communities where people flourish and they are committed to giving outstanding service that comes naturally.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

The Contracting Authority is seeking a Service Provider to provide Grounds Maintenance Services to their various schemes located in Nottinghamshire and Derbyshire. The total portfolio comprises 44 sites in receipt of Grounds Maintenance and Estates Services. Full details of all schemes that receive Grounds Maintenance and Estates Services and which are to be included in the proposed contract will be provided in the Procurement Documentation. Units and schemes may be added or deleted both prior to tender and during the contract period in accordance with the Contracting Authorities development and acquisitions/disposals programme.

The proposed scope of the Grounds Maintenance and Estates Services will comprise but not be limited to external common area litter picking, bulk debris/fly tipping removal, grass cutting, shrub/rose bed maintenance, hedge maintenance, weed/moss control, culvert clearing works, environmental works, sweeping and litter picking to hard surface areas, litter picking to horticultural areas and other activities generally associated with landscaping/grounds maintenance as will be specified in the Procurement Documentation. Optional grounds maintenance works to tenants gardens and to void properties will also be included in the Procurement Documentation. The provision of an ‘on-demand’ out of hours service will also be required. Further comprehensive details of the scope of Grounds Maintenance and Estates Services will be provided in the Procurement Documentation. Service Providers must be able to show a commitment to providing effective services that provide value for money. The proposed contract period will be 2 years commencing on or about the 1.7.2016 and with the option for an extension to this initial period for a period of up to a further 1 year all subject to provisions for earlier termination including a break clause and annual renewals based on meeting and maintaining Key Performance Indicators. The range of values shown below allow for anticipated growth of the Group's business over the potential period of the resulting contract.

The Service Provider(s) will be required to provide a customer focused service and show commitment to providing effective services that provide value for money to the Group and their residents and must be responsive to achieve collaborative working practises, innovation and continuous improvement.

TUPE may apply in respect of contractors currently undertaking the service.

The Contract will be based on the NHF 2011 Form of Contract 2011 (Rev3:2015) (Estate Services) incorporating aspects of the M3NHF Schedule of Rates: Estate Services Version 6.3.

4)

Indication about different contract dates

5)

Additional Information about lots