Contract notice
Section I: Contracting
authority
I.1) Name and addresses
The City of Edinburgh Council
Waverley Court, 4 East Market Street
Edinburgh
EH8 8BG
UK
Contact person: Victoria Shanley
E-mail: Victoria.Shanley@edinburgh.gov.uk
NUTS: UKM75
Internet address(es)
Main address: http://www.edinburgh.gov.uk
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00290
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://www.publiccontractsscotland.gov.uk/
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://www.publiccontractsscotland.gov.uk/
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:
https://www.publiccontractsscotland.gov.uk/
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Garden Maintenance, Groundworks, and Estate Clearance Framework Agreement
Reference number: CT1341
II.1.2) Main CPV code
71421000
II.1.3) Type of contract
Services
II.1.4) Short description
The City of Edinburgh Council (the Council) requires a responsive citywide service for managing empty homes and garden areas, including wider estates, through the Council’s four locality housing teams. The Council has a housing stock of just under 20,000 homes, with approximately 1,500 homes becoming vacant each year.
The service involves reactive work related to garden areas for the Council’s empty properties and surrounding wider areas, covering:
Garden Maintenance and Groundworks includes grass tidying and cutting, minor hard landscaping, small-scale fencing, and hedge and tree cutting.
Estate Clearance: fly-tipping uplifts, litter picks, etc
II.1.5) Estimated total value
Value excluding VAT:
3 000 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
71421000
77314000
90513000
90520000
II.2.3) Place of performance
NUTS code:
UKM75
Main site or place of performance:
Edinburgh, City of
II.2.4) Description of the procurement
The City of Edinburgh Council (the Council) requires a responsive citywide service for managing empty homes and garden areas, including wider estates, through the Council’s four locality housing teams. The Council has a housing stock of just under 20,000 homes, with approximately 1,500 homes becoming vacant each year.
The service involves reactive work related to garden areas for the Council’s empty properties and surrounding wider areas, covering:
Garden Maintenance and Groundworks includes grass tidying and cutting, minor hard landscaping, small-scale fencing, and hedge and tree cutting.
Estate Clearance: fly-tipping uplifts, litter picks, etc
The appointed Service Providers will be required to:
Respond to work orders raised by the Council’s four locality housing teams Property Teams across Edinburgh, cantered on the city’s Council housing stock and estates.
Liaise with the four locality housing teams to clarify requirements, complete work orders, and handle payments using a Total Mobile solution.
Provide a Contract Manager who will be available for on-site meetings with locality housing teams to review potential work, and discuss any ongoing concerns or issues related to performance, for both individual and group orders.
Collaborate constructively with locality housing teams to deliver timely and high-quality services to Edinburgh’s residents.
Complete all requested works and services within specified timescales and to the stipulated standards.
Comply with all relevant Health and Safety at Work Regulations for all works and services.
Ensure that all equipment used for the contract is tested and certified according to the manufacturer’s recommendations and applicable current legislation, in line with the Council’s approved service provider code of conduct.
Require that all operatives wear appropriate personal protective equipment and responsibly handle the removal of sharps, such as broken glass or used needles, using designated sharps boxes, which must be disposed of off-site at an appropriate refuse facility.
Ensure that the service provider’s representatives and operatives demonstrate courtesy and consideration towards residents and the public potentially impacted by the works.
Appropriately Park service vehicles at work locations without obstructing roads, driveways, pavements, or causing general disruptions. Service providers are also responsible for arranging any necessary temporary parking permits for controlled parking zones (CPZs).
Include any materials, works, and services not specifically mentioned but that are implied and deemed necessary for the satisfactory completion of the works and services.
II.2.5) Award criteria
Criteria below:
Quality criterion: Technical
/ Weighting: 40
Price
/ Weighting:
60
II.2.6) Estimated value
Value excluding VAT:
3 000 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 24
This contract is subject to renewal: Yes
Description of renewals:
The Council reserves the right to extend the Framework Agreement for a period of up to 24 months subject to satisfactory performance. The Estimated Value of 3M GBP relates to the whole 4 years of the Framework Agreement.
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
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.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:
The Service provider must:
Be a registered Licensed Waste Carrier and hold a relevant authority waste carrier license.
III.1.2) Economic and financial standing
List and brief description of selection criteria:
SPD Question 4B.1 – Tenderers are required to provide their “general” annual turnover for the last two financial years in response to this
question.
SPD Question 4B.5 - Tenderers are required to confirm that they hold, or commit to obtaining prior to the commencement of any
subsequently awarded contract, the specified types and levels of insurance.
SPD Question 4B.6 - Tenderers are required to provide their Current ratio for Current Year and the Prior Year. The formula for calculating
a Tenderer’s current ratio is current assets divided by current liabilities.
Minimum level(s) of standards required:
SPD Question 4B.1 – Tenderers are required to have a minimum “general” annual turnover of GBP 1.4 million for the last two financial
years. Where a Tenderer does not have an annual turnover of this value, the Council may exclude the Tenderer from the competition or
may apply discretion seeking supporting evidence to determine the Tenderer’s suitability to proceed in the competition.
SPD Question 4B.5 - Tenderers are required to hold, or commit to obtaining prior to the commencement of any subsequently awarded
contract, the following types and levels of insurance:
a. Employers (Compulsory) Liability Insurance – GBP 5,000,000
b. Public Liability Insurance – GBP 10,000,000
Where a Tenderer does not hold or commit to obtaining the types and levels of insurance indicated, the Council will exclude the Tenderer
from the competition.
SPD Question 4B.6 - The acceptable range for each financial ratio is greater than 1.20. Where a Tenderer’s current ratio is less than the
acceptable value, the Council may exclude the Tenderer from the competition or may apply discretion seeking supporting evidence to
determine the Tenderer’s suitability to proceed in the competition.
III.1.3) Technical and professional ability
List and brief description of selection criteria:
SPD Question 4C.4(a) - Payment of the real Living Wage - Tenderers are required to confirm that they will pay any staff that are directly involved in the delivery of the Framework Agreement (including any agency or sub-contractor staff), at least the real Living Wage.
SPD Question 4C.4(b) - Inclusion of Prompt Payment Clause - Tenderers are required to confirm that they will include the standard clause in all contracts used in the delivery of the Framework Agreement, ensuring payment of sub-contractors at all stages of the supply chain within 30 days and include a point of contact for sub-contractors to refer to in the case of payment difficulties.
SPD Question 4C.7(a) - Response to Climate Change Emergency - Tenderers are required to provide evidence that their organisation is taking steps to build their awareness of the climate change emergency and provide details of how they have/will respond (to the climate change emergency).
SPD Question 4C.7(b) – Compliance with LEZ - Tenderers are required to confirm that they (and any sub-contractor) will comply with the minimum emissions standards for Edinburgh’s Low Emission Zone (and any other such related scheme, including those in Partner Organisation’s locations) when delivering the specified services.
SPD Question 4D.1 – Quality Assurance Schemes & Environmental Management - It is a mandatory requirement that Tendering Organisations with more than 5 employees have in place a Health & Safety Policy which is approved at a senior level within the Organisation and is reviewed regularly.
SPD Question 4D.1(2) – Disclosure - Staff who deliver regulated services to vulnerable adults or children and young people must have PVG clearance. Please refer to https://www.mygov.scot/disclosure-types/ for guidance.
Minimum level(s) of standards required:
SPD Question 4C.4(a) - Payment of the real Living Wage - Where a Tenderer does not commit to pay any staff that at least the real Living Wage, the Council may exclude the Tenderer from the competition.
SPD Question 4C.4(b) - Inclusion of Prompt Payment Clause - Where a Tenderer does not commit to the inclusion of a prompt payment clause, the Council may exclude the Tenderer from the competition.
SPD Question 4C.7(a) - Response to Climate Change Emergency - Where a Tenderer fails to demonstrate that it is taking steps to build awareness of the climate change emergency and reduce emissions, to the Council’s satisfaction, the Council may exclude the Tenderer from the competition.
SPD Question 4C.7(b) – Compliance with LEZ - Where a Tenderer does not commit to complying with this requirement, the Council may exclude the Tenderer from the competition.
SPD Question 4D.1 – Quality Assurance Schemes & Environmental Management - Bidders should confirm that this condition has been met within the response to this question. Where a Bidder does not have a Health & Safety Policy and is required to do so, the Council may exclude the Bidder from the competition
SPD Question 4D.1(2) – Disclosure - Where the Tenderer does not commit to obtaining Disclosure Checks for all relevant staff, the Council will exclude the Tenderer from the competition. Please indicate your organisations’ intention to commit to this requirement.
III.2) Conditions related to the contract
III.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement with several operators.
Envisaged maximum number of participants to the framework agreement: 3
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:
15/07/2024
Local time: 15:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 4 (from the date stated for receipt of tender)
IV.2.7) Conditions for opening of tenders
Date:
15/07/2024
Local time: 16:00
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Yes
Estimated timing for further notices to be published:
48 months
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=768500.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
A sub-contract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363
Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/
A summary of the expected community benefits has been provided as follows:
The Service Provider is encouraged to secure positive outcomes that will benefit the community in which they operate. The Service Provider must assist the Council in the delivery of community benefits. The Council reserves the right to introduce monitoring of the delivery of community benefits during the Framework Agreement term.
(SC Ref:768500)
Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=768500
VI.4) Procedures for review
VI.4.1) Review body
Sheriff Court
Sheriff Court House, 27 Chambers Street
Edinburgh
EH1 1LB
UK
VI.4.3) Review procedure
Precise information on deadline(s) for review procedures:
An economic operator that suffers or risks suffering loss or damage attributable to a breach of duty under Public Contracts (Scotland) Regulations 2015 may bring proceedings in the Sheriff Court or Court of Session. A claim for an ineffectiveness order must be made within 30 days of the Contract Award Notice being published in the Find a Tender Service or within 30 days of the date those who expressed an interest in or otherwise bid for the contract were informed of the conclusion of the contract or in any other case within 6 months from the date on which the contract was entered into.
VI.5) Date of dispatch of this notice
12/06/2024