London Borough of Bromley: Office Cleaning Contract

UK-Bromley: Office cleaning services.

Section I: Contracting Authority
   I.1)Name, Addresses and Contact Point(s):
      London Borough of Bromley
      Civic Centre, Stockwell Close, Bromley, BR1 3UH, United Kingdom
      Tel. +44 2083134394, Email: andrew.champion@bromley.gov.uk, URL: www.bromley.gov.uk
      Attn: Andrew Champion

      Further information can be obtained at: As Above       
      Specifications and additional documents: ANNEX A.II
            
      Tenders or requests to participate must be sent to: ANNEX A.III
            
   
   I.2)Type of the contracting authority:
      Regional or local authority

   I.3) Main activity:
      General Public Services

   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: SERVICES
   II.1)Description
      II.1.1)Title attributed to the contract by the contracting authority: Office Cleaning Contract
      II.1.2)Type of contract and location of works, place of delivery or of performance: SERVICES         
         Service Category: 14

         Region Codes: UKJ4 - Kent         
      II.1.3) Information about a public contract, a framework or a dynamic purchasing system:The notice involves a public contract                                                       
      
      II.1.5)Short description of the contract or purchase:
      Office cleaning services. Daily and periodic cleaning of offices, meeting & reception rooms, halls, washrooms, toilets and linked spaces at Bromley's Civic Centre site plus some accomodation at Yeoman House, Penge (including a clinical room/area).
         
      II.1.6)Common Procurement Vocabulary:
         90919200 - Office cleaning services.
         

      II.1.7) Information about Government Procurement Agreement (GPA):
         The contract is covered by the Government Procurement Agreement (GPA): Yes       
      II.1.8)Lots:
         This contract is divided into lots: No
      II.1.9)Information about variants:
         Variants will be accepted: No    
   
   II.2)Quantity Or Scope Of The Contract
      II.2.1)Total quantity or scope:
      The contract's approximate annual value is likely to be in excess of £200,000. Please note that this figure is indicative only. The contract may be extended for a further period of 12 months at the Council's discretion and subject to satisfactory performance by the contractor.                  
         Estimated value excluding VAT:
         Range between: 400,000 and 450,000
         Currency: GBP
               
      
      II.2.2)Options: Not Provided         
         II.2.3)Information about renewals:
            This contract is subject to renewal: Not Provided         
   II.3)Duration Of The Contract Or Time-Limit For Completion      
         Starting: 01/04/2014
         Completion: 31/03/2016

   Information About Lots
               
Section III: Legal, Economic, Financial And Technical Information
   III.1)Conditions relating to the contract
      III.1.1)Deposits and guarantees required:
      Deposit or Parent Company Guarantee may be required.
      
      III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
      Not Provided
      
      III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
      Joint and several liability.
      
      III.1.4)Other particular conditions:
         The performance of the contract is subject to particular conditions: No       
   III.2)Conditions For Participation
      III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers:
         The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.
         
         A full list of these criteria are at http://www.delta-esourcing.com/delta/project/reasonsForExclusion.html#pcr
         
         Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists. Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so. Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.
      
      III.2.2)Economic and financial capacity
         Economic and financial capacity - means of proof required:         
         (a) appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
         (b) the presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established;
         (c) a statement of the undertaking's overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available.

      
      III.2.3)Technical capacity
         Technical capacity - means of proof required         
         (a) a list of the works carried out over the past five years, accompanied by certificates of satisfactory execution for the most important works. These certificates shall indicate the value, date and site of the works and shall specify whether they were carried out according to the rules of the trade and properly completed. Where appropriate, the competent authority shall submit these certificates to the contracting authority direct;
         (b) a list of the principal deliveries effected or the main services provided in the past three years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given: - where the recipient was a contracting authority, in the form of certificates issued or countersigned by the competent authority, - where the recipient was a private purchaser, by the purchaser's certification or, failing this, simply by a declaration by the economic operator;
         (c) an indication of the technicians or technical bodies involved, whether or not belonging directly to the economic operator's undertaking, especially those responsible for quality control and, in the case of public works contracts, those upon whom the contractor can call in order to carry out the work;
         (d) a description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking's study and research facilities;
         (f) the educational and professional qualifications of the service provider or contractor and/or those of the undertaking's managerial staff and, in particular, those of the person or persons responsible for providing the services or managing the work;
         (g) for public works contracts and public services contracts, and only in appropriate cases, an indication of the environmental management measures that the economic operator will be able to apply when performing the contract;
         (h) a statement of the average annual manpower of the service provider or contractor and the number of managerial staff for the last three years;
         (i) a statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract;
         (j) an indication of the proportion of the contract which the services provider intends possibly to subcontract;
      
      III.2.4)Information about reserved contracts: Not Provided   
   III.3)Conditions Specific To Service 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: Open
   
   IV.2)Award Criteria
      IV.2.1)Award criteria:      
         The most economically advantageous tender in terms of
            The criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

      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: Not Provided      
      IV.3.2)Previous publication(s) concerning the same contract: No

      IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document:



         Payable documents: No       
      
      IV.3.4)Time-limit for receipt of tenders or requests to participate
         Date: 15/11/2013
         Time: 12:00      
      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
         Duration in month(s): 3
      
      IV.3.8)Conditions for opening tenders
         Not Provided

Section VI: Complementary Information

   VI.1)This Is A Recurrent Procurement: Not Provided
   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: The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender.

PLEASE NOTE: Although this tender is being run as an 'Open' tender, the evaluation will be a two stage process. The Invitation to Tender will consist of the tender documents plus a short questionnaire regarding your company and its financial standing etc. The questionnaire responses will be assessed first and any company that does not meet the stated criteria will not progress to the full tender evaluation stage.

In order to assist tenderers' submission, prospective contractors will be invited to inspect the Civic Centre and Yeoman House sites prior to submitting their tender. Instructions how to book your site visit and available dates and times will be included in the tender package. Please note that for operational reasons there will be a limit on contractors attending at any one time and spaces will therefore be allocated on a 'first come, first served' basis.

Evaluation of the tender will be based on the CIPFA standing guide to the commissioning of local authority work and services tender evaluation model and in full compliance with EU Directives, the Council's Contract Procedure Rules and in accordance with the stated criteria.

Tenderers should note that the evaluation of the above criteria for Quality issues etc will also include the operation of minimum score thresholds. If the Tenderer's proposal receives a score below the required threshold then the bid may not be considered further. (The minimum acceptable score is a requirement to obtain at least half of the available points in any particular area).

The Council may make use of the contract for further negotiated arrangements to the extent permissible and in compliance with the relevant Procurement Regulations.

The Council works closely with a number of its surrounding local authorities on procurement activity and is a member of the South East London Procurement Group (comprising of the London Boroughs of Bromley, Bexley, Lewisham, Greenwich, Lambeth and Southwark). In addition to the partner organisation identified above, in appropriate circumstances and in compliance with any legal and regulatory requirement, the opportunity for services to be provided through this contract may also be offered to members of this organisation and who may have similar usage volumes.
To view this notice, please click here:
https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=61862825
GO-2013930-PRO-5163793 TKR-2013930-PRO-5163792
   
   VI.4)Procedures For Appeal
      VI.4.1)Body responsible for appeal procedures:
      London Borough of Bromley
      Civic Centre, Stockwell Close, Bromley, BR1 3UH, United Kingdom
      Email: mark.bowen@bromley.gov.uk

      Body responsible for mediation procedures:
               DRS-CIArb on behalf of the Chartered Institute of Arbitrators
         12 Bloomsbury Square, London, WC1A 2LP, United Kingdom
         Tel. +44 8452707055, Email: padre@bipsolutions.com, URL: http://www.bipsolutions.com/

      VI.4.2)Lodging of appeals: The Remedies Directive and 'Alcatel' mandatory standstill period provide clear and effective procedures for seeking redress in cases where bidders consider contracts have been unfairly awarded. Appeals against the award must be made within a period of 10 days (if contractors have been notified electronically) of the award of contract to the address shown in VI.4.1. Requests for additional de-briefing within the standstill period must be made in writing (which includes fax and email) to the same address. Any such request must be received by the contracting authority no later than midnight of the second day of the standstill period.   
   
      VI.4.3)Service from which information about the lodging of appeals may be obtained:
            London Borough of Bromley
      Civic Centre, Stockwell Close, Bromley, BR1 3UH, United Kingdom
      Tel. +44 2083134639, Email: dave.starling@bromley.gov.uk

   VI.5) Date Of Dispatch Of This Notice: 30/09/2013

ANNEX A
   
   II) Addresses and contact points from which specifications and additional documents can be obtained:
      London Borough of Bromley
      Civic Centre, Stockwell Close, Bromley, BR1 3UH, United Kingdom
      Tel. +44 2083134327, Email: janet.johnson@bromley.gov.uk
      Attn: Janet Johnson   
   
   III) Addresses and contact points to which tenders/requests to participate must be sent:
      London Borough of Bromley
      Civic Centre, Stockwell Close, Bromley, BR1 3UH, United Kingdom
      Attn: Director of Corporate Services