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Notice Summary

Title:
United Kingdom-Belfast: Grounds Maintenance and Estate Services
Document Ref:
622216-2019
Document Type:
Contract Notice - Open Procedure
Published By:
Clanmil Housing Association Ltd for itself and on behalf of Abbeyfield & Wesley
Date Published:
31 December 2019
Deadline Date:
31 January 2020
Document Source:
Framework/DPS:
No
Alert Profile:
Labels:

Notice Abstract

The contracting authority owns and manages 183 general needs, sheltered and supported housing schemes in and around Northern Ireland. This tender is also on behalf of Abbeyfield and Wesley HA who have 25 such schemes. The contracting authority's mission is to create strong sustainable communities and they are committed to making a positive difference. The quality of these services provided is therefore of paramount importance.The contracting authority are therefore seeking to appoint a service provider who can deliver these services to the highest possible standards and can demonstrate a proven track record for these services. Service providers will be required to complete a financial and technical capacity and capability questionnaire. This will establish those that will be selected to have a financial and quality evaluation of their tender undertaken.The contract will be for 36 months commencing on or about the 1.4.2020 with an option to extend for a further 4 years.

Notice Details

Contract notice

Directive 2014/24/EU - Public Sector Directive

Directive 2014/24/EU

Section I: Contracting Change entity

I.1) Name and addresses

Clanmil Housing Association Ltd for itself and on behalf of Abbeyfield & Wesley Housing Association Ltd

Industrial and Provident Society No IP136

Northern Whig House, 3 Waring Street

Belfast

BT1 2DX

UK

Contact person: David Miller

Telephone: +44 1737249475

E-mail: etenders@rand-associates.co.uk

Fax: +44 1737242012

NUTS: UKN

Internet address(es)

Main address: http://www.clanmil.org.uk

Address of the buyer profile: http://www.clanmil.org.uk

I.3) Communication

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

http://www.etenders.rand-associates.co.uk


Additional information can be obtained from the abovementioned address


Tenders or requests to participate must be sent electronically to:

http://www.etenders.rand-associates.co.uk


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

Housing and community amenities

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

Grounds Maintenance and Estate Services

II.1.2) Main CPV code

77314000

 

II.1.3) Type of contract

Services

II.1.4) Short description

The contracting authority owns and manages 183 general needs, sheltered and supported housing schemes in and around Northern Ireland. This tender is also on behalf of Abbeyfield and Wesley HA who have 25 such schemes. The contracting authority's mission is to create strong sustainable communities and they are committed to making a positive difference. The quality of these services provided is therefore of paramount importance.The contracting authority are therefore seeking to appoint a service provider who can deliver these services to the highest possible standards and can demonstrate a proven track record for these services. Service providers will be required to complete a financial and technical capacity and capability questionnaire. This will establish those that will be selected to have a financial and quality evaluation of their tender undertaken.

The contract will be for 36 months commencing on or about the 1.4.2020 with an option to extend for a further 4 years.

II.1.6) Information about lots

This contract is divided into lots: No

II.2) Description

II.2.2) Additional CPV code(s)

77340000

77312000

77312100

II.2.3) Place of performance

NUTS code:

UKN

Main site or place of performance:

NORTHERN IRELAND.

II.2.4) Description of the procurement

The contracting authority and Abbeyfield and Wesley HA are seeking to appoint a provider to provide grounds maintenance and estate services at their various schemes located in Northern Ireland. The total combined property portfolio comprises 208 schemes. Full details of all schemes are provided in the tender documents. The contracting authority reserves the right to add additional services of a similar nature throughout the duration of the contract, subject to the terms of Regulation 72 of the Public Contract Regulations 2015 (as amended). Full schemes may be added or deleted both prior to tender and during the contract period in accordance with the development and acquisitions/disposals programme.

The service provider(s) must be able to show a commitment to providing effective services that provide value for money. The proposed initial contract period will be 36 months commencing on or about the 1.4.2020 all subject to provisions for earlier termination including a break clause and annual renewals based on meeting and maintaining key performance indicators and with the contracting authority having the option to extend for up to a further 4 years.

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 contracting authority and their residents and must be responsive to achieve collaborative working practices, innovation and continuous improvement.

The contract will be based on the NHF Form of Contract 2011 (Rev 6:2019) (Estate Services) incorporating aspects of the M3NHF Schedule of Rates Version 7.1: Estate services

The contracting authority cannot guarantee the extent or value of any works that may be awarded to the service provider.

II.2.5) Award criteria

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

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

Duration in months: 84

This contract is subject to renewal: No

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.1.2) 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

III.2.2) Contract performance conditions

Bidders are advised that the contracting authority have adopted the principles of social inclusion and BuySocialNI and require the economic operator to abide by these principles in the provision of employment and training opportunities to new entrant trainees and others.

Key performance indicators will be incorporated into the contract.

Section IV: Procedure

IV.1) Description

IV.1.1) Type of procedure

Open procedure

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

The procurement is covered by the Government Procurement Agreement: No

IV.2) Administrative information

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

Date: 31/01/2020

Local time: 14:00

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: 6 (from the date stated for receipt of tender)

IV.2.7) Conditions for opening of tenders

Date: 31/01/2020

Local time: 14:00

Section VI: Complementary information

VI.1) Information about recurrence

This is a recurrent procurement: No

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

Economic operators should note that the contracts will cover both associations's schemes including future additions and are advised that TUPE may apply.

Services/works will be required throughout Northern Ireland.

One service provider will be appointed to undertake the services/works across both associations, each with its own separate contract.

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

All requests for procurement documentation, communications and submissions of tenders must be made via the portal, which can be accessed at https://etenders.rand-associates.co.uk

After creating an account on eTenders@Rand, users will receive an email with a link to activate their account.

Once activated and logged in, users will need the following code to register for the tender documentation:

CLANGM20

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 24.1.2020.

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.

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 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 31.1.2020 at 14.00.

Please note that the portal will not permit tender submissions to be uploaded after the closing deadline.

Tender submissions and supporting documents will be visible to 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 helpdesk by calling +44 (0)1737225077 (ask for Chris Atkin or Jonathan Case) or email eTenders@rand-associates.co.uk

The contracting authority reserves the right not to award any contract pursuant to this procurement exercise and/or to abandon this procurement exercise at any time and/or to award a contract for part of the works at its sole discretion.

The contracting authority shall have no liability whatsoever to any applicant or tenderer as a result of its exercise of that discretion.

For the avoidance of doubt, all costs incurred by any applicant and/or tenderer before signature of any contract shall be incurred entirely at that applicant's/tenderer's risk.

The subject matter of the contract has been scoped to take into account the priorities of the contracting authority relating to relating to economic, social and environmental well-being.

These are described in the procurement documents.

The contracting authority reserves the right to procure similar or identical works outside of the contract.

A contract will not be binding until it has been signed and dated by authorised representatives of both parties.

VI.4) Procedures for review

VI.4.1) Review body

High Court of Northern Ireland

Chichester Street

Belfast

BT1 3JF

UK

VI.4.2) Body responsible for mediation procedures

High Court of Northern Ireland

Chichester Street

Belfast

BT1 3JF

UK

VI.4.3) Review procedure

Precise information on deadline(s) for review procedures:

The contracting authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to all economic operators.

The standstill period provides time for unsuccessful economic operators to challenge the award decision before the contract is entered into.

The Public Contract Regulations 2015 provide for aggrieved parties who have been harmed or who are at risk of harm by a breach of the Regulations to take action in the High Court of Northern Ireland.

VI.4.4) Service from which information about the review procedure may be obtained

High Court of Northern Ireland

Chichester Street

Belfast

BT1 3JF

UK

VI.5) Date of dispatch of this notice

29/12/2019

Current Notes