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Keyworker Accommodation (South) Cleaning Services.

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Viridian Housing
2 Bridge Avenue Hammersmith
Contact point(s): Commercial Services Asset Manager
For the attention of: Morakinyo Bayode
W6 9JP London
UNITED KINGDOM
Telephone: +44 2083073319
E-mail:
Fax: +44 2085639974

Internet address(es):

General address of the contracting authority: www.viridianhousing.org.uk

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: no

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:
Keyworker Accommodation (South) Cleaning Services.
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: Chertsey, Basingstoke.

NUTS code UKJ

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)
Viridian Housing is seeking expressions of interest from suitably qualified and experienced suppliers for the provision of a comprehensive cleaning service to a varierty of NHS keyworkers accommodation at St Peter's Hospital, Chertsey and Basingstoke Hospital schemes. In addition to standard cleaning services, some additional services are required e.g hotel type cleaning service, bed linen changes etc All specific requirements will be detailed in the tender documents.
The services have been divided into 2 lots based on the 2 geographic locations. Applicants and prospective bidders shall be aware that the tender documentation will have a provision allowing Viridian Housing to award contracts for individual lots or as a single contract. The decision on such will not be made until tenders are received and evaluated.
Viridian Housing does not bind itself to accept any submission for inclusion in the subsequent tender stage and reserves the absolute right to postpone, cancel or abandon the procurement process at any stage.
Applicants should note that Viridian Housing and or its advisors shall not be liable for and will not pay any costs in respect of the preparation of any pre-qualification or subsequent tender submission of any applicant / bidder whether they are successful or unsuccessful. This shall equally apply in the event that the procurement process is postponed, cancelled or abandoned by Viridian Housing at any stage and for whatever reason.
II.1.6)Common procurement vocabulary (CPV)

90911100

II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)Lots
This contract is divided into lots: yes
Tenders may be submitted for one or more lots
II.1.9)Information about variants
Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
Viridian Housing envisages that the contract will be let for an initial term of 3 years with the option of a maximum of 2 annual extensions. The estimated annual value of a single contract or total value of both lots if more than one contract is awarded is expected to be approximately 180 000,00 GBP but shall be reviewed at the end of the first twelve months of the contract.
Estimated value excluding VAT: 540 000,00 GBP
II.2.2)Information about options
Options: yes
Description of these options: Viridian Housing reserves the right to extend the initial 3-year contract by up to an additional 2 years.
Provisional timetable for recourse to these options:
in months: 36 (from the award of the contract)
II.2.3)Information about renewals
This contract is subject to renewal: yes
Number of possible renewals: 2
II.3)Duration of the contract or time limit for completion
Duration in months: 36 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Accommodation Cleaning Services - NHS Keyworkers Accommodation, St Peter's Hospital, Chertsey
1)Short description
Accommodation cleaning services for NHS Keyworkers Scheme.
2)Common procurement vocabulary (CPV)

90911100

3)Quantity or scope
The supplier shall ensure that all bedrooms (where and when applicable) kitchens, bathrooms, lounges, corridors, stairwells, landings, windows, store areas, external spaces and other spaces in each block are consistently maintained to a state of cleaniless as required by Viridian House.
Some specific requirements apply e.g hotel style cleaning of rooms and bathrooms. Full details to be provided in PQQ documents.
Estimated value excluding VAT: 360 000,00 GBP
4)Indication about different date for duration of contract or starting/completion
Duration in months: 36 (from the award of the contract)
5)Additional information about lots
Award of any contract or not is dependent on whether Viridian Housing exercises its option to make an award based on lots, rather than a single contract as stated under section II.1.5 of this notice. The applicants attention is drawn to Viridian Housing's disclaimer of liabiility for any of the applicant's costs/expenses in the event that a seperate contact is not awarded is not awarded in respect of this lot.
Lot No: 2 Lot title: Accommodation Cleaning Services - NHS Keyworkers Accommodation, Basinstoke Hospital
1)Short description
Accommodation cleaning services for NHS Keyworkers Scheme.
2)Common procurement vocabulary (CPV)

90911100

3)Quantity or scope
The supplier shall ensure that all bedrooms (where and when applicable) kitchens, bathrooms, lounges, corridors, stairwells, landings, windows, store areas, external spaces and other spaces in each block are consistently maintained to a state of cleaniless as required by Viridian House.
Some specific requirements apply e.g hotel style cleaning of rooms and bathrooms. Full details to be provided in PQQ and ITT documents.
Estimated value excluding VAT: 180 000,00 GBP
4)Indication about different date for duration of contract or starting/completion
Duration in months: 36 (from the award of the contract)
5)Additional information about lots
Award of any contract or not is dependent on whether Viridian Housing exercises its option to make an award based on lots, rather than a single contract as stated under section II.1.5 of this notice. The applicants attention is drawn to Viridian Housing's disclaimer of liabiility for any of the applicant's costs/expenses in the event that a seperate contact is not awarded is not awarded in respect of this lot.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
Performance bonds, parent company guarantees, warranties and/or deposits may be required by Viridian Housing. Details will be sent in tender documents as applicable.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
To be included in the tender/ contract documentation to be issued to qualified bidders at invitation to tender stage.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Where bidders form a consortium, they may be required to incorporate a company to form a special purpose vehicle. In the event of a group of organisations submitting a successful offer, it will be necessary for them to provide an undertaking that each organisation will be jointly and severaly liable and responsible for the due performance of any contract(s) entered into by Viridian Housing and such organisations.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Bidders who satisfy any of the criteria for rejection as set out in Regulation 23(1), Public Contracts Regulations 2006 shall be treated as ineligible. Bidders may be requested to provide such evidence as is reasonably necessary to allow Viridian Homes to establish that the aforementioned criteria does not apply to them.
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: As detailed in the Pre-Qualification Questionaire (PQQ) referred to below that will be sent to eligible applicants who respond to this notice.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: The information and formalities set out in Article 47 of Directive 2004/18/EC and regualtion 24 Public Contracts Regulation 2006. These items will be set out in the PQQ referred to in III.2.1 above. Copies of the PQQ will be requested from the contact point as set out in Section I.1. The PQQ must be completed in full and returned with all required supporting information by the dealine stated in section IV.3.4 of this Notice.
Minimum level(s) of standards possibly required: As stated in the PQQ.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
The information and formalities set out in Article 47 of Directive 2004/18/EC and regualtion 24 Public Contracts Regulation 2006. These items will be set out in the PQQ referred to in III.2.1 above. Copies of the PQQ will be requested from the contact point as set out in Section I.1. The PQQ must be completed in full and returned with all required supporting information by the dealine stated in section IV.3.4 of this Notice.
Minimum level(s) of standards possibly required:
As detailed in the tender documents. The successful applicants will be experienced in and be required to incorporate all duties that are needed to enable Viridian Housing fulfill all obligations placed upon them by contracts and any regulation. Minimum standards will be outlined in the tender documents that will be issued to qualified bidders at tender stage.
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: yes

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: and maximum number 10
Objective criteria for choosing the limited number of candidates: Criteria as set out in PQQ referred to in section III.2.1 of this notice.
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 below

1. General Company Details. Weighting 8

2. Equality and Diversity. Weighting 5

3. Health and Safety. Weighting 12

4. Quality Accreditation. Weighting 3

5. Environmental. Weighting 3

6. Financial Trends. Weighting 10

7. Credit Rating and Bank References. Weighting 10

8. Experience and Technical Capability. Weighting 40

9. Technical References. Weighting 9

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
Time limit for receipt of requests for documents or for accessing documents: 30.3.2012 - 17:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
23.3.2012 - 17:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
13.4.2012
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
All expressions of interest and requests for PQQ must be made via email to the point of contact indicated in section I.1.
All enquiries relating specifically to the PQQ or the pre-qualification process generally shall be made via e-mail to the point of contact indicated in section I.1 but must be received no materv that 17:00 hours on 23.3.2012.
It will not be possible to respond to any queries received after that time.
Failure to complete and return the PQQ in the prescribed manner will lead to the application being rejected.

Economic operators should make themselves familiar with the appropriate guidance and / codes of practice that are currently in force and issued by the "Equality and Human Rights Commission" (http:// www.equalityhumanrights.com/) statutory commissions set up by the UK Government. It will be a condition of contract that the successful tenderer will be required to comply with the Contracting Authority’s Equal Opportunity Policy.

The contract is expected to commence on 1.8.2012 and run for a period of 3 years, with the option of two further one year extensions up to 2017.
Workforce-related information: It is Contracting Authority’s view is that the provisions of the Acquired Rights.
Directive 1978 and the UK’s Transfer of Undertaking (Protection of Employment) Regulations 2006 (referred to as ARD/TUPE) may apply to the outsourcing of this service subject to confirmation by the current contractor. Those economic operators invited to tender will therefore need to demonstrate to the Contracting Authority that their bid complies with the ARD/TUPE Regulations and that they are able to provide a broadly comparable pension to the transferring employees.
The Contracting Authority reserves the right to make no award of contract. The Contracting Authority is not liable for any costs incurred by those expressing an interest in this contract opportunity.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

The Royal Courts of Justice
The Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

Body responsible for mediation procedures

The Royal Courts of Justice
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: Viridian Housing will incorporate a minimum of 10 calendar days standstill period at the point information on the award of the contact is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. Applicants have 2 working days from the notification of the award decision to request additional debriefing and that information has to be provided a minimum of 3 working days before the expiry of the standstill period.
Such additional information should be required from the contact point in I.1.
If an appeal regarding the award of the contract is not successfully resolved, The Public Contracts Regulations 2006 (SI 2006 No 5) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought promptly (generally within 3 months). Where a contract has not been entered into, the Court may order the setting aside of the award decision or order the authority to pay damages. (The purpose of the standstill period referred to above is to allow parties to apply to the courts to set aside the award decision before the contract is entered into).
VI.4.3)Service from which information about the lodging of appeals may be obtained

The Office of Government Commerce
Rosebery Court St Andrews Business Park
NR7 0HS Norwich
UNITED KINGDOM
E-mail:
Telephone: +44 8450004999

VI.5)Date of dispatch of this notice:
20.2.2012