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Summary

OCID:
Published by:: Dorset and Wiltshire Fire Authority
Authority ID:: AA45675
Publication date:: 24 July 2018
Deadline date:: 07 September 2018
Notice type:: Contract Notice
Has documents:: No
Has SPD:: No
Has Carbon Reduction Plan:: N/A

Abstract

The basis and rationale that the Clients require the successful Supplier to operate to at all times, is being able to provide an environment that is fit for purpose and that the Supplier is proactive in the management of the contract, thus ensuring that all specifications are achieved and that the standard / frequency of services is as detailed within the tender specification.

The contract being tendered is for three years in duration from 1.5.2019 until 30.4.2022 and will be fixed price in nature, with the Supplier invoicing the Client for one-twelfth of the annual cost on a monthly basis. The contract may be extended for a further period of up to 2 years, by mutual agreement.

It should be noted that the successful Supplier will be expected to bring to the contract: innovation; new equipment; and effective methods of working; thus ensuring that the highest standards are maintained in all areas at all times and also ensuring that the productivity of the teams are at the highest level, consistently, moving forward into the new contract term.

The value of the current contract for the Wiltshire Fire Service sites is 22 808,00 GBP per annum + VAT and the value of the current contract for the Dorset Fire Service sites is 11 228,00 GBP per annum + VAT, which includes, but is not limited to the following tasks:

— Grass cutting, edging up and strimming tasks

— Weed control

— Shrub bed and rose bed and plant maintenance

— Selective weed killing

— Hedge cutting

— Maintenance of trees

— Maintenance of ditches

— Leaf clearance

— Sweeping, tidying and litter picking

— Salt bin top-ups — currently Dorset sites only (26 stations).

There are numerous plans for changes and building works throughout the Service over the next 3 years and this may increase or reduce the level of services required within these areas, when the work is being carried out and thereafter. Therefore, the Contractor would be expected to provide advice and expertise and be flexible in their approach, in order to incorporate the changes.

The Fire Service’s objectives:

— To further increase the standards of grounds maintenance service across all sites and to ensure uniformity so that all sites meet the same exacting standards

— To receive a service that complies with the service standards

— To receive consistently high quality grounds maintenance standards and for the Supplier to be proactive in its delivery

— To generate an improved environment for all staff and visitors, in all areas

— To receive pro-active management support for the grounds maintenance teams

— To hold regular review meetings with the successful Supplier, adding value through two-way, constructive feedback

— To achieve overall value for money

In accordance with the Government’s Policy on Transparency and the Public Contract Regulations 2015, Potential Providers should be aware that the Fire and Rescue Service publishes details of tender documents and any subsequent contract on its website and on the Government’s Contract Finder.

Full notice text

Contract notice

Section I: Contracting authority

I.1) Name and addresses

Dorset and Wiltshire Fire and Rescue Authority

Five Rivers, Hulse Road

Salisbury

SP1 3NR

Telephone: +44 1276-673880

E-mail: pqq@litmuspartnership.co.uk

NUTS: UKK15

Internet address(es)

Main address: https://www.dwfire.org.uk/

I.3) Communication

The procurement documents are available for unrestricted and full direct access, free of charge at:

https://www.litmuspartnership.co.uk/project/dorset__wiltshire_fire_and_rescue_service__grounds_maintenance_services

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be sent to the abovementioned address

I.4) Type of the contracting authority

Body governed by public law

I.5) Main activity

Public order and safety

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

Dorset and Wiltshire and Rescue Services — Tender for Grounds Maintenance Services

II.1.2) Main CPV code

77314000

II.1.3) Type of contract

Services

II.1.4) Short description

The successful Supplier will be required to provide grounds maintenance services for Dorset and Wiltshire Fire and Rescue Service at the locations listed in the SQ document.

The tender project is seeking to appoint a Supplier whose initiative and innovation will be welcomed for the provision of grounds maintenance services within the estate of the Dorset and Wiltshire Fire and Rescue Service. The high quality service levels proposed, should maintain excellent standards throughout, resulting in a pleasant environment for both the staff and visitors.

Due to the changing requirements within the authority, total flexibility will be required from the successful Supplier with regard to the changes in station layouts, due to building works and station openings / closures, due to relocation.

II.1.5) Estimated total value

Value excluding VAT: 170 180.00 GBP

II.1.6) Information about lots

This contract is divided into lots: No

II.2) Description

II.2.3) Place of performance

NUTS code:

UKK22

UKK15

Main site or place of performance:

See the SQ document for details

Dorset and Wiltshire

United Kingdom

II.2.4) Description of the procurement

— Grass cutting, edging up and strimming tasks

— Weed control

— Shrub bed and rose bed and plant maintenance

— Selective weed killing

— Hedge cutting

— Maintenance of trees

— Maintenance of ditches

— Leaf clearance

— Sweeping, tidying and litter picking

— Salt bin top-ups — currently Dorset sites only (26 stations).

The Fire Service’s objectives:

— To further increase the standards of grounds maintenance service across all sites and to ensure uniformity so that all sites meet the same exacting standards

— To receive a service that complies with the service standards

— To receive consistently high quality grounds maintenance standards and for the Supplier to be proactive in its delivery

— To generate an improved environment for all staff and visitors, in all areas

— To receive pro-active management support for the grounds maintenance teams

— To hold regular review meetings with the successful Supplier, adding value through two-way, constructive feedback

— To achieve overall value for money

II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6) Estimated value

Value excluding VAT: 170 180.00 GBP

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Start: 01/05/2019

End: 30/04/2024

This contract is subject to renewal: No

II.2.9) Information about the limits on the number of candidates to be invited

Envisaged minimum number: 5

Objective criteria for choosing the limited number of candidates:

A minimum of 5 suppliers and a maximum of 10 suppliers will be taken forward to the tender stage of the process. Where less than 5 suppliers meet the minimum standards, only those that meet the minimum standards will be taken through to the tender stage. Where more than 5 suppliers meet the minimum standard, those suppliers with the highest scores will proceed to the tender stage.

II.2.10) Information about variants

Variants will be accepted: Yes

II.2.11) Information about options

Options: No

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Section III: Legal, economic, financial and technical information

III.1) Conditions for participation

III.1.2) Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3) Technical and professional ability

Selection criteria as stated in the procurement documents

III.2) Conditions related to the contract

Section IV: Procedure

IV.1) Description

IV.1.1) Type of procedure

Restricted procedure

IV.1.8) Information about Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: Yes

IV.2) Administrative information

IV.2.2) Time limit for receipt of tenders or requests to participate

Date: 07/09/2018

Local time: 12:00

IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 12/10/2018

IV.2.4) Languages in which tenders or requests to participate may be submitted

Section VI: Complementary information

VI.1) Information about recurrence

This is a recurrent procurement: No

VI.3) Additional information

Interest in the selection process should be expressed via email only to pqq@litmuspartnership.co.uk clearly stating within this email which contract / notice you are referring to. Please also provide, as a minimum, a contact name, full company postal address and telephone number.

The Selection Questionnaire and associated documents can be obtained at: https://www.litmuspartnership.co.uk/project/dorset__wiltshire_fire_and_rescue_service__grounds_maintenance_services

The closing date for receipt of the Selection Questionnaire is 7.9.2018 (12:00). Suppliers are required to ensure that documents are obtained and returned to The Litmus Partnership Limited, by email to pqq@litmuspartnership.co.uk by the above closing date and time.

Documents in respect of economic / financial standing (where indicated in the Selection Questionnaire) shall be returned to The Litmus Partnership Limited, by email to pqq@litmuspartnership.co.uk by the above closing date and time.

It will be the Supplier's responsibility to obtain any necessary documents in order to submit a response by the closing date and time.

The Contracting Authority reserves the right not to award any or part of the contract which is the subject of this Contract Notice and reserves the right to terminate the procurement process at any time.

The Contracting Authority will not be liable for any costs incurred by those expressing an interest in tendering for this contract opportunity.

The Contracting Authority will consider variant bids, evaluating them (so far as the variant or the evaluation of the variant is in the opinion of the Contracting Authority practicable) on the same basis as a conforming bid, but shall not be obliged to accept any such bid in preference to a conforming bid even if the variant bid scores more highly. No variant will be considered unless the bidder simultaneously submits a conforming bid.

VI.4) Procedures for review

VI.4.1) Review body

Dorset & Wiltshire Fire and Rescue Authority