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Notice Details

Title: Grounds Maintenance Contract 2013 - 2014
Reference No: DEC131495
OCID: ocds-r6ebe6-0000247269
Published by: Comhairle nan Eilean Siar
Publication Date: 05/12/2012
Deadline Date: 21/01/2013
Deadline Time: 14:00
Notice Type: Contract Notice
Has Documents: Yes
Has ESPD: No
Abstract: The Comhairle’s Grounds Maintenance Contract expires on 31 March 2013. The main contract covers most of the Western Isles and a smaller contract was awarded to Third Sector Hebrides for the Point area.
In line with the Comhairle's Procurement Strategy and in response to requests to consider how increased community benefit might be achieved through the contract for Grounds Maintenance, a project team has been set up. This group currently comprises officers from Technical Services and Procurement. The group will ensure that engagement with current and potential suppliers takes place before any change to geographic lots are proposed for future contracts. The group will also ascertain whether enhanced community benefits could be achieved in ways other than through a geographic lotting strategy, for instance through the inclusion of a community benefit clause in the contract. It is not possible to complete this work within the timescale required for an EU procurement process which would enable a new contract to be in place for 1 April 2013.
The proposal is therefore to advertise a one year contract for the 2013/14 season for the main Grounds Maintenance Contract on the existing terms and conditions (with a revised specification) under the "Open" procedure on the Public Contracts Scotland Advertising Portal and in the OJEU (Official Journal of the European Union) and re-tender the provision in 2014. This 1 year contract also has the option to extend for a further 1 year.
CPV: 77314000.

CONTRACT NOTICE – OFFICIAL JOURNAL

Section I: Contracting Authority

I.1)

Name, Address and Contact Point(s)


Comhairle nan Eilean Siar

Council Offices, Sandwick Road

Stornoway

HS1 2BW

UK

CX Dept

The Chief Executive

+44 8456007090


+44 1851705349

http://www.cne-siar.gov.uk

http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00262
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I.2)

Type of contracting Authority and Main Activity or Activities

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No

Section II: Object of the Contract

II.1)

Description

II.1.1)

Title attributed to the contract by the contracting authority

Grounds Maintenance Contract 2013 - 2014

II.1.2(a))

Type of works contract

II.1.2(b))

Type of supplies contract

II.1.2(c))

Type of service contract

1

II.1.2)

Main site or location of works, place of delivery or performance

Western Isles Area



UKM64

II.1.3)

This notice involves

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II.1.4)

Information on framework agreement (if applicable)

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Number of participants to the framework agreement envisaged

Duration of the framework agreement

Justification for a framework agreement the duration of which exceeds four years

Estimated total value of purchases for the entire duration of the framework agreement

Frequency and value of the contracts to be awarded

II.1.5)

Short description of the contract or purchase(s)

The Comhairle’s Grounds Maintenance Contract expires on 31 March 2013. The main contract covers most of the Western Isles and a smaller contract was awarded to Third Sector Hebrides for the Point area.

In line with the Comhairle's Procurement Strategy and in response to requests to consider how increased community benefit might be achieved through the contract for Grounds Maintenance, a project team has been set up. This group currently comprises officers from Technical Services and Procurement. The group will ensure that engagement with current and potential suppliers takes place before any change to geographic lots are proposed for future contracts. The group will also ascertain whether enhanced community benefits could be achieved in ways other than through a geographic lotting strategy, for instance through the inclusion of a community benefit clause in the contract. It is not possible to complete this work within the timescale required for an EU procurement process which would enable a new contract to be in place for 1 April 2013.

The proposal is therefore to advertise a one year contract for the 2013/14 season for the main Grounds Maintenance Contract on the existing terms and conditions (with a revised specification) under the "Open" procedure on the Public Contracts Scotland Advertising Portal and in the OJEU (Official Journal of the European Union) and re-tender the provision in 2014. This 1 year contract also has the option to extend for a further 1 year.

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=247269.

The awarding authority has indicated that it will accept electronic responses to this notice via a 'Tender Submission Postbox' facility. Further details of this facility are available at http://www.publiccontractsscotland.gov.uk/PostBox/Postbox_Explain.aspx?ID=247269.

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 postbox closes precisely at the time stated.

II.1.6)

Common Procurement Vocabulary (CPV)

77314000

II.1.7)

Contract covered by the Government Procurement Agreement (GPA)

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II.1.8)

Division into lots

No

II.1.9)

Will variants be accepted

No

II.2)

Quantity or Scope of the Contract

II.2.1)

Total quantity or scope

See tender documents

II.2.2)

Options

Possible 1 year extension

Provisional timetable for recourse to these options

9

Number of possible renewals

In the case of renewable supplies or service contracts, estimated time frame for subsequent contracts

II.3)

Duration of the contract or limit for completion

 01-04-2013 31-03-2014

Section III: Legal, Economic, Financial and Technical Information

III.1)

Conditions Relating to the Contract

III.1.1)

Deposits and guarantees required

None

III.1.2)

Main Terms of financing and payment and/or reference to the relevant provisions

See Tender Documents

III.1.3)

Legal form to be taken by the grouping of suppliers, contractors or service providers to whom the contract is to be awarded

Joint and Several Liability

III.1.4)

Other particular conditions to which the performance of the contract is subject

III.2)

Conditions for Participation

III.2.1)

Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers


See Tender Documents

III.2.2)

Economic and financial capacity


See Tender Documents



See Tender Documents


III.2.3)

Technical capacity


See Tender Documents




III.2.4)

Reserved contracts

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Section IV: Procedure

IV.1)

Type of Procedure


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Justification for the choice of accelerated procedure

IV.1.1)

Have candidates already been selected?

No

IV.1.2)

Limitations on the number of operators who will be invited to tender or to participate

Objective criteria for choosing the limited number of candidates

IV.1.3)

Reduction of the number of operators during the negotiation or dialogue

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IV.2)

Award Criteria

No


Yes

No

IV.2.2)

An electronic auction will be used

No

IV.3 Administrative Information

IV.3.1)

Reference number attributed to the notice by the contracting authority

IV.3.2)

Previous publication(s) concerning the same contract

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Other previous publications

IV.3.3)

Conditions for obtaining specifications and additional documents



 


IV.3.4)

Time-limit for receipt of tenders or requests to participate

 21-01-2013  14:00

IV.3.5)

Date of dispatch of invitations to tender or to participate to selected candidates


IV.3.6)

Language or languages in which tenders or requests to participate can be drawn up

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IV.3.7)

Minimum time frame during which the tenderer must maintain the tender 

3 

IV.3.8)

Conditions for opening tenders



 21-01-2013  14:00
Stornoway

Section VI: Other Information

VI.1)

Indicate whether this procurement is a recurrent one and the Estimated timing for further notices to be published


January 2014

VI.2)

Does the contract relate to a Project/Programme financed by Community Funds?

No



VI.3)

Additional Information

Please note the attachments are quite large and may take some time to download.

The current provider has indicated, that in their opinion, TUPE applies. It should be noted however that (TUPE) transfers happen by operation of law and the Comhairle’s view is not determinative.

The Authority is a public authority within the meaning of the Freedom of Information (Scotland) Act 2002 (the Act). All correspondence and documentation submitted will be subject to the Authority's duties under the Act and may be disclosed in processing a request for information made under the Act. The applicant should specify whether any information submitted should not be disclosed because of its sensitivity and should specify why the information is considered to be sensitive. The Authority will then consult with the applicant in considering any request for information deemed by the applicant and the Authority as being sensitive before replying to such a request.

(SC Ref:247269)

VI.4)

Procedures for appeal

VI.4.1)

Body responsible for appeal procedures










Body responsible for mediation procedures










VI.4.2)

Lodging of appeals

This authority will incorporate a minimum of 10 calendar days standstill period at the point where the intention to award the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. If an appeal regarding the award of contract has not been successfully resolved The Public Contracts (Scotland) Regulations 2012 provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rule to take action in the Sheriff Court or Court of Session. Any such action must be brought promptly (generally within three 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 amend any document and may award damages. If the contract has been entered into the Court may only award damages.

VI.4.3)

Service from which information about the lodging of appeals may be obtained










VI.5)

Dispatch date of this Notice

 05-12-2012

ANNEX A

Additional Addresses and Contact Points

I)

Address and contact points from which further information can be obtained



Comhairle nan Eilean Siar

Council Offices, Sandwick Road

Stornoway

HS1 2BW

UK

F&CR

Ian Cockburn

+44 8456007090

icockburn@cne-siar.gov.uk

+44 1851705349
http://www.cne-siar.gov.uk

III)

Address and contact points to which Tenders/Requests to Participate must be sent



Comhairle nan Eilean Siar

Council Offices, Sandwick Road

Stornoway

HS1 2BW

UK

CX Dept

The Chief Executive

+44 8456007090


+44 1851705349
http://www.cne-siar.gov.uk

Information added to the notice since publication.

Additional information added to the notice since it's publication.
No further information has been uploaded.
Main Contact: N/a
Admin Contact: N/a
Technical Contact: N/a
Other Contact: N/a

Commodity Categories

Commodity Categories
IDTitleParent Category
391111Open Spaces - MaintenanceWorks - Construction, Repair and Maintenance
241200Services - HorticulturalHorticultural
241211Services - Weed ControlHorticultural

Delivery Locations

Delivery Locations
IDDescription
120Highlands and Islands

Document Family

Hide related notices
DEC131495: Grounds Maintenance Contract 2013 - 2014
Publication Date: 05/12/2012
Deadline: 21/01/2013
Notice Type: Contract Notice
Authority name: Comhairle nan Eilean Siar
MAR139672: Grounds Maintenance Contract 2013 - 2014
Publication Date: 08/03/2013
Notice Type: Contract Award Notice
Authority name: Comhairle nan Eilean Siar

Further Instructions

The Buyer has attached further instructions with this notice. Please read these carefully and take the necessary action(s).

Record your interest in this notice and you will be automatically sent clarifications and deadline date changes etc. Please note that recording your interest does not automatically enter you into the tender process for this notice, you still have to submit your response by the deadline stated. To record an interest in this notice and add it to your interests list please click the Record your interest now button at the top of the page.

The awarding buyer has indicated that it will accept electronic responses to this notice via the Tender Submission Postbox facility.

Submit your tender response electronically in a secure environment.

To create an electronic response please click the Record your interest now button at the top of the page.

For more information on the Postbox Facility please refer to the user guide:

Ask the buyer any questions you may have relating to this notice. To ask the buyer a question or questions please click the Record your interest now button at the top of the page.

The following additional documents have been attached to this notice. To obtain these documents please select the individual file names below.

Alternatively, you can download all current documents (Zip File)

Current Documents

CreatedNameDescriptionSizeDownloads
05/12/2012 Grounds Maintenance Contract 2013 - 2014 + 1 FINAL c Contract Document (ITT)962.97 KB0
05/12/2012 Grounds 2013-14 Technical Quality document (2) Technical Quality Document110.00 KB0
05/12/2012 LETTER-TUPE advise TUPE Letter60.50 KB0
05/12/2012 TUPE RETURN Golders TUPE Return48.00 KB0
05/12/2012 FORM OF TENDER Spec A Form of Tender Spec A33.50 KB0
05/12/2012 FORM OF TENDER Spec B Form of Tender Spec B33.50 KB0
05/12/2012 FORM OF TENDER Spec C Form of Tender Spec C33.50 KB0
05/12/2012 Barra PDF 2013 - 2014 Barra Plans9.01 MB0
05/12/2012 Benbecula PDF 2013 - 2014 Benbecula Plans5.70 MB1
05/12/2012 Harris PDF 2013 - 2014 Harris Plans7.14 MB0
05/12/2012 N Uist PDF 2013 - 2014 North Uist Plans7.99 MB0
05/12/2012 S Uist PDF 2013 - 2014 South Uist Plans8.91 MB0
05/12/2012 Lewis Part 1 PDF 2013 - 2014 Lewis Plans Part 111.08 MB0
05/12/2012 Lewis Part 2 PDF 2013 - 2014 Lewis Plans Part 213.01 MB0
05/12/2012 Stornoway Part 1 PDF 2013 - 2014 Stornoway Plans Part 110.12 MB0
05/12/2012 Stornoway Part 2 PDF 2013 - 2014 Stornoway Plans Part 214.09 MB0
05/12/2012 Stornoway Part 3 PDF 2013 - 2014 Stornoway Plans Part 311.32 MB0

Replaced Documents

There are no previous versions of these documents

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