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GRound Care, Street Cleansing, Facilities Management and Allied Services.

PRIOR INFORMATION NOTICE

Services

SECTION I: CONTRACTING AUTHORITY

I.1)NAME, ADDRESSES AND CONTACT POINT(S)

Mendip District Council
Cannards Grave Road
Contact: Manager - Corporate Support
Attn: Geoff Thompson
BA4 5BT Shepton Mallet
UNITED KINGDOM
Tel. +44 1749341396
E-mail:
Fax +44 1749344050

Internet address(es)

General address of the contracting authority http://www.mendip.gov.uk

Further information can be obtained at: As in above-mentioned contact point(s)

I.2)TYPE OF THE CONTRACTING AUTHORITY AND MAIN ACTIVITY OR ACTIVITIES
Regional or local authority
General public services
The contracting authority is purchasing on behalf of other contracting authorities Yes

SECTION II.B: OBJECT OF THE CONTRACT (SUPPLIES OR SERVICES)

II.1)TITLE ATTRIBUTED TO THE CONTRACT BY THE CONTRACTING AUTHORITY
GRound Care, Street Cleansing, Facilities Management and Allied Services.
II.2)TYPE OF CONTRACT AND PLACE OF DELIVERY OR OF PERFORMANCE
Service category: No 16
Mendip District.

NUTS code UKK23

II.3)SHORT DESCRIPTION OF NATURE AND QUANTITY OR VALUE OF SUPPLIES OR SERVICES
Mendip District Council (MDC) is a local government authority covering the East Somerset area and the proposed contract will cover services for the entire MDC district. The projected procurement timetable will begin with soft market testing in the Autumn of 2011. West Somerset District Council is also considering incorporating its demands for such services with MDC as part of the collaborative service exercise. Following this exercise the, Councils will independently determine its specification requirement with the intention to issue an OJEU notice to complete the requirement some time in the middle of 2012.
The intention of this notice is to invite comments and to carry out market testing to ascertain the viability of sourcing a service contract covering a variety of service areas through a single main contractor. In addition to service category 16, other service catogory areas to be included are 1, 12, and 27. The total value of the proposed services (combined for both authorities) is anticipated to be in the range of 600 000,00-2 735 000,00 per annum. The proposed contract term is envisaged to be 10 years, this will be explored for viability and economy as part of the soft market testing exercise.
The scope of the proposed services for MDC to be included are; Contract Grounds Maintenance for the whole MDC district - (services are to include; grass maintenance, street cleansing, hedges, chemical treatments, litter collection, emptying bins, sweeping, maintenance of flower beds, leaf clearance, arboriculture works, specialist planting, turf, seeding, sign washing, graffiti and chewing gum removal, manual snow clearance and gritting, fence and boundary repairs, refurbishment and repair of play areas). Facilities Management for the Cannards Grave Civic Site, which comprises of four main buildings (ranging in floor space from 438 to 2,033 sq m) and one modular building - (services are to include; air conditioning, boiler and lift maintenance, legionella testing, carpentry and joinery, plumbing, painting and glazing, fire extinguisher, fire and intruder alarm services, access control, security services, office cleaning, vending machines). Civil engineering for the whole MDC district - to include; (hard surfacing/paving, drainage maintenance, repairs and installation). Public Conveniences - management and maintenance of the seven public conveniences.
The scope of the proposed services for West Somerset District Council has yet to be confirmed and further details may be available during the soft market testing exercise. We would expect it to be on a similar scale as Mendip District Council.
estimated cost excluding VAT
Range: between 6 000 000,00 and 27 350 000,00 GBP

Division into lots No

II.4)COMMON PROCUREMENT VOCABULARY (CPV)

90000000, 50000000, 71000000, 77000000, 90610000, 90620000, 90630000, 90641000, 90642000, 90690000, 77100000, 77310000, 77340000, 15860000, 31500000, 33141623, 42933000, 45111240, 45112410, 45112723, 45312310, 45310000, 45330000, 45340000, 45400000, 51110000, 90911000, 90714500

II.5)SCHEDULED DATE FOR START OF AWARD PROCEDURES
2.7.2012
II.6)CONTRACT COVERED BY THE GOVERNMENT PROCUREMENT AGREEMENT (GPA)
Yes
II.7)ADDITIONAL INFORMATION
Interviews to discuss potential arrangements will be held on Tuesday 18 October between 9:00-17:00 hrs.

If you wish to attend please register your interest by e-mail to Karen Miller at , by close of business on Friday 30 September. The areas to be discussed will be:

Operating in Partnership.
Due Dilligence.
Risk.
Output Specification.
Financial and Monitoring Arrangements.
Innovation.
The Third Tier.
Alternative approach to delivery of services.
Please provide answers to the following questions for the interview/discussion day:
1. What due diligence information would you want or expect to receive to support your bid and to be able to offer cost and price certainty?
2. Mendip District Council are assuming that there will be an Output Specification for each Service Contract (not an input specification setting out how the Council would expect the service to be delivered). That means that costs will not be paid on a schedule of rates basis but with a more responsive payment regime that incentivises the Contractor as well as "penalising" the Contractor depending on the quality of services delivered. What would be your preferred payment regime in that context?
3. The Council is interested in procuring a partner that will be able to deliver the full range of services, but with different services coming on stream at different times and under specific conditions. On this basis, some of the evaluation will be based on a partnering approach and supply chain management. In your experience,what should the Council be asking for and evaluating to find the right partner to deliver services now and in the future?
4. With budget uncertainties the Council may need to build into each Service Contract, a mechanism to allow for fluctuating budgets. It is likely to mean a need to annually review the affordability levels and therefore potentially vary the services that can be provided within that budget. The Council will look to procure the minimum legally compliant level of services against a minimum budget each year of the contracts life and agree an affordable level of service above that on an annual basis. The Council is keen to understand, in relation to ground care services, the minimum services and minimum budget that you would expect to deliver on an annual basis. The Council is also interested to explore the possibility of a more stratigic approach to achieve greater efficiences over the lift time of the contract.
5. The Council currently owns its public toilets which are maintained by a contractor. We would be interested in hearing of any innovative approaches for alternative forms of ownership and / or operation.
6. What approaches would be effective for efficient monitoring of any arrangements?
7. The Council would like to understand how third tier and voluntary organisations could be motivated in the delivery of the output.

SECTION III: LEGAL, ECONOMIC, FINANCIAL AND TECHNICAL INFORMATION

III.1)CONDITIONS RELATING TO THE CONTRACT
III.1.1)Main financing conditions and payment arrangements and/or reference to the relevant provisions regulating them
III.2)CONDITIONS FOR PARTICIPATION
III.2.1)Reserved contracts
No

SECTION VI: COMPLEMENTARY INFORMATION

VI.1)CONTRACT RELATED TO A PROJECT AND/OR PROGRAMME FINANCED BY COMMUNITY FUNDS
No
VI.2)ADDITIONAL INFORMATION
VI.3)INFORMATION ON GENERAL REGULATORY FRAMEWORK
VI.4)DATE OF DISPATCH OF THIS NOTICE:
26.8.2011