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Notice Details

Title: Landscaping Services - Caithness and Sutherland
Published by: Highlands and Islands Enterprise
Publication Date: 19/02/2018
Deadline Date: 08/03/2018
Deadline Time: 12:00
Notice Type: 02 Contract Notice (below OJEU threshold or call offs of any value)
Has Documents: Yes
Has ESPD: No
Abstract: HIE is looking for a suitably experienced and qualified supplier to carry out a range of services in the Caithness and Sutherland area. The activities consist of the repair, maintenance and the general upkeep of hard and soft landscaped areas including grass cutting and a preventative winter schedule for HIE’s commercial and HIE occupied property portfolio.
It is expected that these services will be required from April 2018 for a period of 2 years, unless terminated in accordance with the provisions of the contract, with HIE having the option to extend for a period or periods together not exceeding 1 calendar year following the Initial Term.
It is estimated that the total value of these services over the maximum duration incl. extension will be between GBP 90000 and GBP 112500 excluding VAT. This is the figure used in section II.1.5.
CPV: 45112700, 45112710, 71421000.

Contract Notice (below OJEU threshold)

Section I: Contracting authority

I.1) Name and addresses

Highlands and Islands Enterprise

An Lòchran, 10 Inverness Campus

Inverness

IV2 5NA

UK

Telephone: +44 1463245245

E-mail: hieprocurement@hient.co.uk

NUTS: UKM6

Internet address(es)

Main address: http://www.hie.co.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00313

I.2) Joint procurement

The contract is awarded by a central purchasing body

I.3) Communication

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

www.publiccontractsscotland.gov.uk


Additional information can be obtained from the abovementioned address


Tenders or requests to participate must be sent electronically to:

www.publiccontractsscotland.gov.uk


I.4) Type of the contracting authority

Regional or local agency/office

I.5) Main activity

Economic and financial affairs

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

Landscaping Services - Caithness and Sutherland

II.1.2) Main CPV code

45112700

 

II.1.3) Type of contract

Services

II.1.4) Short description

HIE is looking for a suitably experienced and qualified supplier to carry out a range of services in the Caithness and Sutherland area. The activities consist of the repair, maintenance and the general upkeep of hard and soft landscaped areas including grass cutting and a preventative winter schedule for HIE’s commercial and HIE occupied property portfolio.

It is expected that these services will be required from April 2018 for a period of 2 years, unless terminated in accordance with the provisions of the contract, with HIE having the option to extend for a period or periods together not exceeding 1 calendar year following the Initial Term.

It is estimated that the total value of these services over the maximum duration incl. extension will be between GBP 90000 and GBP 112500 excluding VAT. This is the figure used in section II.1.5.

II.1.5) Estimated total value

Value excluding VAT: 112 500.00 GBP

II.1.6) Information about lots

This contract is divided into lots: No

II.2) Description

II.2.2) Additional CPV code(s)

45112710

71421000

II.2.3) Place of performance

NUTS code:

UKM6


Main site or place of performance:

Caithness and Sutherland

II.2.4) Description of the procurement

The main objectives of the contract are to provide the following services:

-repair of hard and soft landscaped areas;

-maintenance of hard and soft landscaped areas;

-general upkeep of hard and soft landscaped areas;

-provide a preventative winter gritting and snow clearing schedule;

-develop site specific method statements and maintenance programmes;

-proactively programme activities and have the ability to react when instructed at short notice;

-performance management;

-generic requirements.

II.2.5) Award criteria

Criteria below:

Quality criterion: Management and Delivery Methodology / Weighting: 30%

Quality criterion: Management and Delivery Team / Weighting: 25%

Quality criterion: Contract Specific Challenges and Risk Analysis / Weighting: 15%

Quality criterion: Quality Management and Reporting / Weighting: 10%

Price / Weighting:  20%

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

Duration in months: 36

This contract is subject to renewal: Yes

Description of renewals:

The Contract will be awarded for an initial period of 2 years with HIE having the option to extend for a period or periods together not exceeding 1 calendar year following the Initial Term.

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: Yes

Description of options:

HIE may choose to modify this contract where for example, the delivery of similar services is required.

The contract might be modified in the future – some examples, including but not limited to:

- the sale or purchase of any sites/properties, therefore (some of) the services will no longer be required or additional services will be required

- property / site becoming vacant: services still will be required

- property will be let: services will no longer be required

- re-designation of areas associated with maintenance activities

- weather conditions

- extraordinary forestry work which do not require regular attention

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

II.2.14) Additional information

Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 8 and 9 of the Procurement (Scotland) Regulations 2016.

Section III: Legal, economic, financial and technical information

III.1) Conditions for participation

III.1.2) Economic and financial standing

Minimum level(s) of standards required:

4B.5 It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below. These are the minimum for each and every claim.

Employer’s (Compulsory) Liability Insurance = GBP 5 000 000

Public Liability Insurance = GBP 5 000 000

http://www.hse.gov.uk/pubns/hse40.pdf

4B.6 as an alternative for Bidders who started trading less than 3 years prior to the ESPD return date, they must demonstrate adequate financial capacity by the following evidence:

(i) A business plan for a minimum 3 year trading period setting out projected annual average turnover of no less than the threshold stated above;

(ii) A statement of whether or not any full audited accounts are available for any years’ trading to date and copies of those accounts; and

(iii) A letter of support from their bank setting out the level of financial support available to them from their bank and for how long it is available.

4B.6 (not scored)

HIE as a public body must comply with HMRC IR35 provisions. Therefore, where you are bidding as a personal service company (PSC) or will be using a personal service company to provide services under the framework please identify these PSC (s) in your response to 4B.6.

III.2) Conditions related to the contract

III.2.1) Information about a particular profession

III.2.2) Contract performance conditions

The contract will include Service Level Agreements (SLAs) and/or Key Performance Indicators (KPIs) which can be found within the Tender documentation.

III.2.3) Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing 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: Yes

IV.2) Administrative information

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

Date: 08/03/2018

Local time: 12:00

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

IV.2.7) Conditions for opening of tenders

Date: 08/03/2018

Local time: 12:00

Section VI: Complementary information

VI.1) Information about recurrence

This is a recurrent procurement: Yes

Estimated timing for further notices to be published:

HIE reserves the right to re-tender for these services upon termination of the contract or at the end of the contract period, including any extension period.

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

Where relevant, bidders are required to provide information relating to consortia (Q2C1 of ESPD) and/or sub-contractors (Qs 2C1 & 2D.1of the ESPD) with the relevant supporting ESPD documentation being submitted.

ESPD Q2A.3 (not scored) Where relevant, bidders are required to insert details of their Companies House (or equivalent) registration number.

ESPD Q3D.12 Bidders should refer to the "Conflict of Interest" Section within the Scope of Requirements when completing this question.

Bidders should note that any bid which exceeds the maximum stated budget will be regarded as unacceptable to HIE and consequently be considered as non-compliant.

The Award criteria will be marked according to the following criteria.

0 Unacceptable Nil or inadequate response which fails to demonstrate an ability to meet the requirement.

1 Poor Response is partially relevant but generally poor. It addresses some elements of the requirement but contains insufficient/limited detail or explanation to demonstrate how the requirement will be fulfilled.

2 Acceptable Response is relevant and acceptable. It addresses a broad understanding of the requirement but may lack details on how the requirement will be fulfilled in certain areas.

3 Good Response is relevant and good. It is sufficiently detailed to demonstrate a good understanding and provides details on how the requirements will be fulfilled.

4 Excellent Response is completely relevant and excellent overall. It is comprehensive, unambiguous and demonstrates a thorough understanding of the requirement and provides details of how the requirement will be met in full

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=525759.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.

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.

(SC Ref:525759)

Download the ESPD document here: http://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=525759

VI.4) Procedures for review

VI.4.1) Review body

Highlands and Islands Enterprise

An Lòchran, 10 Inverness Campus

Inverness

IV2 5NA

UK

Telephone: +44 1463245245

Internet address(es)

URL: http://www.hie.co.uk

VI.5) Date of dispatch of this notice

19/02/2018


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: hieprocurement@hient.co.uk
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
189999other Environmental ServicesEnvironmental Services
199999other Facilities and Management ServicesFacilities and Management Services
249999other HorticulturalHorticultural
241200Services - HorticulturalHorticultural
241211Services - Weed ControlHorticultural

Delivery Locations

Delivery Locations
IDDescription
120Highlands and Islands

Document Family

Hide related notices
FEB310642: Landscaping Services - Caithness and Sutherland
Publication Date: 19/02/2018
Deadline: 08/03/2018
Notice Type: 02 Contract Notice (below OJEU threshold or call offs of any value)
Authority name: Highlands and Islands Enterprise
APR317402: Landscaping Services - Caithness and Sutherland
Publication Date: 24/04/2018
Notice Type: 03 Contract Award Notice (below OJEU threshold) or call off from a framework (any value)
Authority name: Highlands and Islands Enterprise

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
19/02/2018 Appendix A - Landscape Maintenance Schedule Appendix A - Landscape Maintenance Schedule88.41 KB28
19/02/2018 Appendix B - Area plans Appendix B - Area plans10.43 MB64
19/02/2018 Appendix C - Terms and Conditions Appendix C - Terms and Conditions237.04 KB10
19/02/2018 Appendix D - HIE Conflicts of Interest Policy Appendix D - HIE's conflict of interest policy363.91 KB10
19/02/2018 Appendix E - SDP - Helping You Bid Better Flyer Appendix E - Supplier Development Programme flyer1.08 MB11
19/02/2018 Appendix F - CDS - Collaboration Flyer Appendix F - Cooperative Development Scotland flyer147.18 KB8
19/02/2018 Appendix G - Annual Return from suppliers template Appendix G - Supplier annual return example82.92 KB15
19/02/2018 Award Criteria Tender Response Form Award Criteria Tender Response Form94.50 KB13
19/02/2018 Pricing Proforma Pricing Proforma46.00 KB16
19/02/2018 Non Scored Questions Non scored questions50.50 KB11
19/02/2018 Forms for Signature Forms for signature40.71 KB7
19/02/2018 Scope of Requirements and Tender Guidance Notes Scope o Requirements and Tender Guidance Notes709.65 KB19
19/02/2018 ESPD (Scotland) ESPD98.59 KB11

Replaced Documents

There are no previous versions of these documents

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