Communal areas and office cleaning contract, 2013.
Contract notice
Services
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
Sovereign Housing Association Ltd.
Woodlands, 90 Bartholomew Street, Berkshire
Contact point(s): The Procurement Team
For the attention of: Andrew Shorter
RG14 5EE Newbury
UNITED KINGDOM
Telephone: +44 1635277967
E-mail:
Internet address(es):
General address of the contracting authority: http://www.sovereign.org.uk
Address of the buyer profile: http:///www.mytenders.org/search/Search_AuthProfile.aspx?ID=AA5884
Further information can be obtained from: The above mentioned contact point(s)
Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)
Tenders or requests to participate must be sent to: The above mentioned contact point(s)
I.2)Type of the contracting authority
Body governed by public law
I.3)Main activity
Housing and community amenities
I.4)Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting authorities: yes
Members of Sovereign Development Consortium
http://www.sovereigndevelopmentconsortium
C/O Woodlands, 90 Bartholomew Street, Berkshire
RG14 5EE Newbury
UNITED KINGDOM
Members of Westworks
http://www.sovereigndevelopmentconsortium.org
C/O Woodlands, 90 Bartholomew Street, Berkshire
BA2 1EP Newbury
UNITED KINGDOM
Section II: Object of the contract
II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:
Communal areas and office cleaning contract, 2013.
II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 14: Building-cleaning services and property management services
Main site or location of works, place of delivery or of performance: South and South West England.
Service category No 14: Building-cleaning services and property management services
Main site or location of works, place of delivery or of performance: South and South West England.
NUTS code UKK
II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)
Sovereign Housing Association Ltd. is seeking expressions of interest from suitable contractors for the delivery of its communal and office cleaning services for a term of up to 9 years.
Split over four geographical Lots across the South & South-West of England, the scope of each contract will include daily and cyclical cleaning services to the client’s housing stock communal areas, front and back-office areas of the client’s administration offices and to the internal communal areas of sheltered housing units as well as void clearance and other ad-hoc call-off cleaning tasks.
As an extension to our existing alliances with a range of key contracting & RSL partners, the contract will also be open to existing and future members of both the Sovereign Development Consortium and Westworks. Details of these two bodies can be found in the Guidance documentation accompanying the pre-qualification questionnaire.
The contract(s) will operate on a partnering basis as together we will deliver to residents a consistent, high quality service to an agreed minimum standard, with a focus on improving efficiencies, reducing costs, increasing long terms customer satisfaction, and achieving sustainable service delivery solutions that will minimise, as far as is practicable, the whole life cost implications upon the clients’ maintenance and housing management budgets.
Allowing for anticipated growth and collaborative partnerships, the annual value of each Lot can be expected to be in the range 77 000 GBP to 2 300 000 GBP. The combined annual value of all lots is expected to be in the range 1 500 000 GBP to 3 000 000 GBP.
Split over four geographical Lots across the South & South-West of England, the scope of each contract will include daily and cyclical cleaning services to the client’s housing stock communal areas, front and back-office areas of the client’s administration offices and to the internal communal areas of sheltered housing units as well as void clearance and other ad-hoc call-off cleaning tasks.
As an extension to our existing alliances with a range of key contracting & RSL partners, the contract will also be open to existing and future members of both the Sovereign Development Consortium and Westworks. Details of these two bodies can be found in the Guidance documentation accompanying the pre-qualification questionnaire.
The contract(s) will operate on a partnering basis as together we will deliver to residents a consistent, high quality service to an agreed minimum standard, with a focus on improving efficiencies, reducing costs, increasing long terms customer satisfaction, and achieving sustainable service delivery solutions that will minimise, as far as is practicable, the whole life cost implications upon the clients’ maintenance and housing management budgets.
Allowing for anticipated growth and collaborative partnerships, the annual value of each Lot can be expected to be in the range 77 000 GBP to 2 300 000 GBP. The combined annual value of all lots is expected to be in the range 1 500 000 GBP to 3 000 000 GBP.
II.1.6)Common procurement vocabulary (CPV)
90910000, 90919200, 90911000
II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)Lots
This contract is divided into lots: yes
Tenders may be submitted for one or more lots
Tenders may be submitted for one or more lots
II.1.9)Information about variants
Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
The contracts are to provide communal area and office cleaning services across the whole of Sovereign Housing Association's stock. In addition, the contract will be open to the members of the Westworks Consortium and the Sovereign Development Consortium. Details of both these organisations will be available in the Guidance Notes issued with the pre-qualification questionnaire.
The cleaning schedules will include routine and cyclical cleaning tasks as well as ad-hoc services. The tasks will include cleaning to block communal areas such as entrance lobbies, stairways and corridors, block entrance doors and screens, front and back-office areas in administration buildings, kitchens, bathrooms and other communal areas in sheltered and supported housing units and walls, ceilings and horizontal surfaces.
Additional services will include carpet and window cleaning and laundry services.
Incidental call-off services will include emergency out of hours cover, sharps clearance, void property clearance and body fluid removal, etc.
Estimated value excluding VAT:
Range: between 1 500 000,00 and 3 000 000,00 GBP
The cleaning schedules will include routine and cyclical cleaning tasks as well as ad-hoc services. The tasks will include cleaning to block communal areas such as entrance lobbies, stairways and corridors, block entrance doors and screens, front and back-office areas in administration buildings, kitchens, bathrooms and other communal areas in sheltered and supported housing units and walls, ceilings and horizontal surfaces.
Additional services will include carpet and window cleaning and laundry services.
Incidental call-off services will include emergency out of hours cover, sharps clearance, void property clearance and body fluid removal, etc.
Estimated value excluding VAT:
Range: between 1 500 000,00 and 3 000 000,00 GBP
II.2.2)Information about options
Options: no
II.2.3)Information about renewals
This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion
Duration in months: 108 (from the award of the contract)
Information about lots
Lot No: 1 Lot title: Oxfordshire, Berkshire and North Hampshire1)Short description
All communal and office cleaning services in line with the main scope of the contract as described in II.1.5.
2)Common procurement vocabulary (CPV)
90910000, 90919200, 90911000
3)Quantity or scope
As in (1) above.
Estimated value excluding VAT:
Range: between 890 000,00 and 1 800 000,00 GBP
Estimated value excluding VAT:
Range: between 890 000,00 and 1 800 000,00 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
The estimated range of costs are anticipated annual values for this lot.
Lot No: 2 Lot title: Dorset and South Hampshire
1)Short description
All communal and office cleaning services in line with the main scope of the contract as described in II.1.5.
2)Common procurement vocabulary (CPV)
90910000, 90919200, 90911000
3)Quantity or scope
As in (1) above.
Estimated value excluding VAT:
Range: between 280 000,00 and 600 000,00 GBP
Estimated value excluding VAT:
Range: between 280 000,00 and 600 000,00 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
The estimated range of costs are anticipated annual values for this lot.
Lot No: 3 Lot title: West of England
1)Short description
All communal and office cleaning services in line with the main scope of the contract as described in II.1.5.
2)Common procurement vocabulary (CPV)
90910000, 90919200, 90911000
3)Quantity or scope
As in (1) above.
Estimated value excluding VAT:
Range: between 200 000,00 and 450 000,00 GBP
Estimated value excluding VAT:
Range: between 200 000,00 and 450 000,00 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
The estimated range of costs are anticipated annual values for this lot.
Lot No: 4 Lot title: Devon
1)Short description
All communal and office cleaning services in line with the main scope of the contract as described in II.1.5.
2)Common procurement vocabulary (CPV)
90910000, 90919200, 90911000
3)Quantity or scope
As in (1) above.
Estimated value excluding VAT:
Range: between 100 000,00 and 225 000,00 GBP
Estimated value excluding VAT:
Range: between 100 000,00 and 225 000,00 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
The estimated range of costs are anticipated annual values for this lot.
Section III: Legal, economic, financial and technical information
III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
Where a company is part of a group, a Parent Company Guarantee will be required.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
Information and formalities necessary for evaluating if the requirements are met: All candidates will be required to certify that they are not exempt from tendering under Regulation 23 (as amended) of the Public Contracts Regulations 2006 (SI 2006 no: 5).
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: Candidates will be required to submit:
[a] 3 years' accounts with supporting information;
[b] Confirmation of relevant and sufficient insurance cover.
Minimum level(s) of standards possibly required: The criteria against which this information is assessed will be provided within the guidance issued with the pre-qualification questionnaire.
[a] 3 years' accounts with supporting information;
[b] Confirmation of relevant and sufficient insurance cover.
Minimum level(s) of standards possibly required: The criteria against which this information is assessed will be provided within the guidance issued with the pre-qualification questionnaire.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
The pre-qualification questionnaire will seek information on applicants' technical capacity.
Minimum level(s) of standards possibly required:
All details regarding standards and evaluation criteria will be provided within the guidance issued with the pre-qualification questionnaire.
The pre-qualification questionnaire will seek information on applicants' technical capacity.
Minimum level(s) of standards possibly required:
All details regarding standards and evaluation criteria will be provided within the guidance issued with the pre-qualification questionnaire.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services 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
Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Envisaged minimum number 5
Objective criteria for choosing the limited number of candidates: Candidates will be selected in accordance with the criteria described in the documentation issued with the pre-qualification questionnaire.
Objective criteria for choosing the limited number of candidates: Candidates will be selected in accordance with the criteria described in the documentation issued with the pre-qualification questionnaire.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
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:
IV.3.2)Previous publication(s) concerning the same contract
no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate
14.6.2012 - 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
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
IV.3.8)Conditions for opening tenders
Section VI: Complementary information
VI.1)Information about recurrence
This is a recurrent procurement: no
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 Purchasing Authority is acting on behalf of the following organisations:
- Sovereign Housing Association Ltd,
- Sovereign Development Consortium members,
- Westworks members and
- All future potential members, which should be considered to include any social landlord, or group of social landlords, within the operational area serviced by these consortia, the full details of which can be made available to those submitting a request for further information, or a request to participate in the procurement process.
In addition, Sovereign is undertaking a programme of measured expansion in the form of development and stock acquisition. Any work emanating from these additional sources that is within the scope of this contract will be allocated to the provider in the relevant geographical region.
It is proposed that our Partnering Proposal Document and the detailed submissions provided by the successful manufacturer/supplier(s) will be combined to form the basis of a service level agreement. This shall become the formal arrangement between sovereign (and their collaborative purchasing/procurement partners) with the chosen service provider(s).
The aim of this agreement will be to record the detail of the partnering arrangement between the identified companies, the shared understandings, and to provide a structured framework for documenting further improvements in the service to the mutual benefit of all participating organisations.
The intention is that the service level agreement shall be regularly reviewed and updated, evolving by agreement to reflect the intentions of the parties.
All contract undertakings shall be undertaken by each individual participating member in accordance with the service level agreement.
- Sovereign Housing Association Ltd,
- Sovereign Development Consortium members,
- Westworks members and
- All future potential members, which should be considered to include any social landlord, or group of social landlords, within the operational area serviced by these consortia, the full details of which can be made available to those submitting a request for further information, or a request to participate in the procurement process.
In addition, Sovereign is undertaking a programme of measured expansion in the form of development and stock acquisition. Any work emanating from these additional sources that is within the scope of this contract will be allocated to the provider in the relevant geographical region.
It is proposed that our Partnering Proposal Document and the detailed submissions provided by the successful manufacturer/supplier(s) will be combined to form the basis of a service level agreement. This shall become the formal arrangement between sovereign (and their collaborative purchasing/procurement partners) with the chosen service provider(s).
The aim of this agreement will be to record the detail of the partnering arrangement between the identified companies, the shared understandings, and to provide a structured framework for documenting further improvements in the service to the mutual benefit of all participating organisations.
The intention is that the service level agreement shall be regularly reviewed and updated, evolving by agreement to reflect the intentions of the parties.
All contract undertakings shall be undertaken by each individual participating member in accordance with the service level agreement.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:
3.5.2012