Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Thistle Housing Association Ltd
26 Glenmore Avenue
Glasgow
G42 0EH
UK
Telephone: +44 1416132700
E-mail: daniella@thistle-ha-org.uk
NUTS: UKM34
Internet address(es)
Main address: www.thistleha.org.uk
Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA13703
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
www.publiccontractsscotland.gov.uk
Additional information can be obtained from another address:
Ewing Somerville Partnership Ltd.
40 Speirs Wharf
Glasgow
G4 9TH
UK
E-mail: info@ewing-somerville.com
NUTS: UKM
Internet address(es)
Main address: www.ewing-somerville.com
Tenders or requests to participate must be sent electronically to:
www.publiccontractsscotland.gov.uk
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Housing and community amenities
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Landscape Maintenance Contract 2017-2020.
Reference number: ESP: 3890
II.1.2) Main CPV code
71421000
II.1.3) Type of contract
Services
II.1.4) Short description
The principle objective of this contract is the upkeep and maintenance of open and restricted soft and hard landscaped areas, upkeep and maintenance of tenants' gardens and reactive repairs.
II.1.5) Estimated total value
Value excluding VAT:
500 000.00
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
II.2.3) Place of performance
NUTS code:
UKM34
Main site or place of performance:
Toryglen, Glasgow.
II.2.4) Description of the procurement
The principle objective of this tender is to appoint a single Contractor to provide upkeep and regular maintenance of communal open and restricted areas of hard and soft landscaping and the upkeep of tenants' gardens. Ad hoc repair works will also be included to both hard and soft landscaping throughout the duration of the contract as instructed by the Association which will include, for example, replacement planting of shrubs and trees and renewal of slabbing and fencing, etc.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality
/ Weighting: 60
Price
/ Weighting:
40
II.2.6) Estimated value
Value excluding VAT:
500 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
The Association will reserve the right to extend the contract on an annual basis up to a maximum of two additional years in total. Any contract extension will be at the discretion of the Association and will be dependant on the Contractor's performance as monitored against
Contract KPI which will be detailed in the ITT document.
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:
The procurement will be conducted via the Restricted Procedure. All queries regarding this procurement must be made via the Public Contracts Scotland messaging system.
The assessment process for selecting the limited number of candidates is found within Sections III.1.1, III.1.2 and III.1.3 of the Contract Notice.
Bidders must pass the minimum standards sections of the ESPD (Scotland).
Part III and Section B of Part IV of the ESPD (Scotland) will be scored on a PASS/FAIL basis.
Section C of Part IV of the ESPD (Scotland) will be scored in the following way:-
0 — Unacceptable. No or inadequate response. Response fails to demonstrate previous experience/capacity/capability relevant to this procurement.
1 — poor. Response is partially relevant but overall is generally poor. The response shows some elements of relevance to this procurement but contains insufficient/limited detail or explanation to demonstrate previous relevant experience/capacity/capability.
2 — Acceptable. Response is relevant and acceptable. The response demonstrates broad previous experience, knowledge and skills/capacity/capability but may lack in some aspects of similarity e.g. previous experience, knowledge or skills may not be of a similar nature.
3 — Good. Response is relevant and good. The response is sufficiently detailed to demonstrate a good amount of experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients.
4 — Excellent. Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates thorough experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients.
Note a score of less than 2 for any question in the scored section will be deemed a failure score and the Bidder will not be assessed further.
The responses to the questions of Section III.1.3 of the Contract Notice will be weighted the following way: Please see ESPD (Scotland) Question 4C.1.2: 60 %, 4C.4: 15 %, 4C, 4C.7: 5 %, 4C.9: 15 % and 4C.10: 5 %.
The five highest scoring bidders who have not failed any of the sections will be selected to go forward and be invited to submit a tender. Should the 6th and 7th highest scoring tenders be of sufficient quality the Association may also consider putting them forward to submit a tender. The final decision as to how many Bidders will go forward will be at the sole discretion of the Association.
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
II.2.14) Additional information
Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015.
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:
III.1.1 of the notice is not applicable to this procurement exercise.
III.1.2) Economic and financial standing
List and brief description of selection criteria:
This section refers to Section B of Part IV of the ESPD (Scotland) and covers questions 4B. 1-6 of the ESPD (Scotland):
Question reference 4B.1.1: Bidders will require to have a general yearly turnover of 200 000 GBP for the last 3 years.
Question Reference 4B.2.1: Bidders will require to have an average yearly turnover of 200 000 GBP for the last 3 years in the business area covered by the contract. As evidence for the ESPD (Scotland) questions 4B.1.1 and 4B.2.1, Thistle Housing Association may ask for annual acounts from the bidder.
Question Reference 4B.3: Where turnover information is not available for the period requested, the bidder will be required to state the date which they were set up or started trading.
Statement for 4B4
Bidders must demonstrate a return on capital employed at a ration of greater than zero.
Ratio will be calculated as follows: net profit after tax divided by net assets (total assets less current liabilities).
Bidders must demonstrate a Current Ratio of greater than 1.
Current Ratio will be calculated as follows: net current assets divided by net current liabilities.
There must be no qualification or contra-indication from any evidence provided in support of the bidders economic and financial standing.
Question Reference 4B.5 1-3: It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:
Employer's (Compulsory) Liability Insurance — 10 000 000 GBP
Public Liability Insurance — 10 000 000 GBP.
Minimum level(s) of standards required:
Refer to information provided above at section III.1.2.
III.1.3) Technical and professional ability
List and brief description of selection criteria:
4C.1.2: Bidders will be required to provide two examples that demonstrate that they have the relevant experience to deliver the services as described in part II.2.4 of the OJEU Contract Notice.
4C.4 Bidders will be required to confirm that they have (or have access to) the relevant supply chain management and tracking systems used by them to deliver the types of requirements detailed in II.2.4 in the OJEU Contract Notice.
4C.7 Bidders will be required to confirm that they will employ environmental management measures that meet the following requirements:
The Bidder must be a registered waste carrier or must employ the services of a registered waste carrier.
In response to 4C.9 Bidders will be required to demonstrate that they have (or have access to) the relevant tools, plant or technical equipment to deliver the types of requirements detailed in II.2.4 in the OJEU Contract Notice.
In response to 4C.10 Bidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract. Higher marks will be scored by Bidders who can supply directly employed labour for the day to day works. Specialist works such as tree works may be sub contracted.
In response to 4D.1 Quality Assurance Schemes and Environmental Management Standards. The bidder must hold a UKAS (or equivalent)accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent), and The bidder must hold a UKAS (or equivalent), accredited independent third party certificate of compliance in accordance with BS OHSAS 18001 (or equivalent)or have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum.
4D.2 The Bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance with
BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate.
Alternatively in response to 4D.1.1 and 4D.2.1 Bidders will be required to provide their alternative proof of quality compliance if selected to go through to tender stage. Proof will require to be produced within two days of an emailed request. The request will be sent to the email address supplied within the ESPD.
Unsatisfactory responses to Section D will result in a failure score and removal from the selection procedure.
Minimum level(s) of standards required:
In response to ESDP question 4C.1.2 technical and professional ability bidders will be required to provide two examples of a similar scope, size and nature, within the last 3 years that demonstrate that they have the relevant experience to deliver the works. The projects must
therefore be predominantly works in a housing environment. Each example will be scored in accordance with the scoring regime set out at Section II.2.9 of the Contract Notice. A score of less than 3 in any example may mean rejection of the submission without further evaluation of the remaining sections.
Examples must be taken from contracts where the Bidder was working as the Main Contractor. The Contracts put forward as evidence for this must have been on-going for at least 12 months and the Bidder must be able to provide evidence of this. If more than two examples are provided only the first two examples provided will be assessed and scored.
In addition Bidders who can offer the following requirements will gain higher marks:
Registered with an appropriate trade register in respect of this procurement such as BALI, or equivalent.
Day to day works carried out by directly employed operatives.
III.2) Conditions related to the contract
III.2.2) Contract performance conditions
External works with an element of office management.
External sites are of a dispersed nature within the Toryglen area of Glasgow.
Regular meetings will require to be attended at Thistle Housing Association's offices.
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
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:
07/12/2016
Local time: 17:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date:
23/12/2016
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: 3 (from the date stated for receipt of tender)
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Yes
Estimated timing for further notices to be published:
The Contract will be awarded for a period of 3 years, with an option to extend the contract on a yearly basis for a further 2 years.
The earliest timescale for publication of a new Notice is therefore September 2019.
VI.2) Information about electronic workflows
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
The award criteria questions and weightings will be published in the ITT.
The questions will be scored out of 10 the lowest, mid and highest score categories are:
0 Abysmal: Either no answer is given or the Tenderer's proposals in that area completely fail to meet the Client's requirements in the area being measured or do not answer the question raised.
5 Satisfactory: Meets the Client's requirements in the area being measured in the majority of aspects but fails in some fundamental aspects so that there will be only satisfactory arrangements for the Works.
10 Excellent: Meets all the Client's requirements in the area being measured in accordance with the Contract Documents so that the Works will be delivered in an excellent way that will be highly responsive to the needs of Customers, the Client and other stakeholders.
Scores for 1,2,3,4,6,7,8 & 9 are also available as well as half scores.
Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=469593
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://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.
The Contracting Authority does not intend to include a sub-contract clause in this contract.
(SC Ref:469593)
Download the ESPD document here: http://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=469593
VI.4) Procedures for review
VI.4.1) Review body
Thistle Housing Association Ltd.
26 Glenmore Avenue
Glasgow
G42 0EH
UK
Telephone: +44 1416132700
VI.5) Date of dispatch of this notice
07/11/2016