CONTRACT NOTICE – OFFICIAL JOURNAL

Section I: Contracting Authority

I.1)

Name, Address and Contact Point(s)

I.2)

Type of contracting Authority and Main Activity or Activities

Ministry or any other national or federal authority, including their regional or local sub-divisions National or federal agency/Office Regional or local Authority Regional or local Agency/Office Body governed by public law European Institution/Agency or International Organisation

General public services Defence Public order and safety Environment Economic and financial affairs Health Housing and community amenities Social protection Recreation, culture and religion Education

Section II: Object of the Contract

II.1)

Description

II.1.1)

Title attributed to the contract by the contracting authority

II.1.2(a))

Type of works contract

II.1.2(b))

Type of supplies contract

II.1.2(c))

Type of service contract

II.1.2)

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

Various Locations in the County of Denbighshire

II.1.3)

This notice involves

A public contract
The setting up of a Dynamic Purchasing System
The establishment of a framework agreement

II.1.4)

Information on framework agreement (if applicable)

Framework agreement with a single operators
Framework agreement with several operators

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)

Denbighshire County Council is undertaking a two stage selective tender exercise to award a contract for the provision of countywide grounds maintenance services for Housing and Community Development (HCD) estates and complexes.

Denbighshire County Council is seeking a single all-embracing arrangement with one firm, partnership or consortium from across the private and third sectors in order to provide a consistently high quality grounds maintenance service for HCD customers, neighbourhoods and the wider Denbighshire community.

The intention is to select and invite a minimum of 5 and a maximum of 10 Potential Providers who pass the Pre-Qualification Stage to progress to tender stage. It is the intention of Denbighshire County Council to appoint the provider under a fixed price contract

The expected duration of the contract agreement will be 3 years plus a further 2 years subject to satisfactory performance and quality assessment. It is anticipated that the initial 3 year period will be from 1st April 2015 to 31st March 2018.

The main aim of the contract is for the provision of a Countywide Grounds Maintenance Service for all DCC Housing and Community Development estates and complexes across Denbighshire. The works shall consist of scheduled grass cutting, hedge trimming, maintenance of planted beds, renovation of damaged grass areas, weed killing and litter picking.

The potential value of the contract will be circa 175,000 GBP per annum, circa 525,000 GBP over the initial 3 year period and circa 875,000 GBP over the potential lifetime of the contract.

Denbighshire County Council encourages responses from Potential Providers demonstrating innovation with regard to delivering Value for Money principles namely ‘Quality’, ‘Performance’, ‘Cost’ and ‘Sustainable Community Benefit’.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.uk/Search/Search_Switch.aspx?ID=12823.

II.1.6)

Common Procurement Vocabulary (CPV)

II.1.7)

Contract covered by the Government Procurement Agreement (GPA)

II.1.8)

Division into lots

II.1.9)

Will variants be accepted

II.2)

Quantity or Scope of the Contract

II.2.1)

Total quantity or scope

II.2.2)

Options

Provisional timetable for recourse to these options

Number of possible renewals

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

Section III: Legal, Economic, Financial and Technical Information

III.1)

Conditions Relating to the Contract

III.1.1)

Deposits and guarantees required

III.1.2)

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

Payment will be as identified in the 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

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

(1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.

(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.

(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.

(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.

(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.

(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.

(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.

(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established

(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.

III.2.2)

Economic and financial capacity

III.2.3)

Technical capacity

III.2.4)

Reserved contracts

The contract is restricted to sheltered workshops
The execution of the contract is restricted to the framework of sheltered employment programmes

Section IV: Procedure

IV.1)

Type of Procedure

Open		Restricted
Accelerated restricted		Negotiated
Accelerated negotiated		Competitive dialogue

Justification for the choice of accelerated procedure

IV.1.1)

Have candidates already been selected?

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

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated

IV.2)

Award Criteria

IV.2.2)

An electronic auction will be used

IV.3 Administrative Information

IV.3.1)

Reference number attributed to the notice by the contracting authority

SA/JM/120914

IV.3.2)

Previous publication(s) concerning the same contract

Prior Information Notice
Notice on a Buyer Profile

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

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

IV.3.7)

Minimum time frame during which the tenderer must maintain the tender 

IV.3.8)

Conditions for opening tenders

Section VI: Other Information

VI.1)

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

VI.2)

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

VI.3)

Additional Information

Contractors should note that this tender opportunityis being undertaken using an electronic tendering system. Details of how to

register and access the documentation are given below. No paper tender documents will be issued or received.

Instructions to Express Interest and Access Documentation

1. Log in to the Proactis Plaza E-Sourcing Portal at https://www.proactisplaza.com/?cid=DCC

2. PLEASE NOTE - If you are already registered on the Proactis portal please Login using your existing details and start at Step

12 of these instructions if not go to STEP 3

3. Click the “Register Now” button at the bottom of the window

4. Enter your correct Organisation Name, Details and Primary Contact Details. The system will auto generate the Organisation ID

and User Name for you. Please note that if you have a Generic email address for your organisation e.g. tenders@xxx.co.uk then

please use this as the primary contact email address as this will allow you to still receive messages compared to where you have a

specific person identified in this role and they move on at a point in the future.

5. Please make a note of the Organisation ID and User Name, then click “Register”

6. You will then receive an email from the system asking you to “Click here to activate your account”. This takes you to Enter

Organisation Details.

7. Please enter the information requested, click “Next” and follow the instructions ensuring that you enter all applicable details.

8. In the Enter Product Classification screen please ensure that you select the Product Classification Codes (CPV Codes) that

appear in the tender notice as this will give you access to the tender process.

9. In the Select Buyer Organisation please select Denbighshire County Council (although you may register with other buying

organisations at the same time if you wish)

10. Accept the Terms and Conditions and then click “Next”. This takes you in to the Welcome window.

11. In the “Welcome” window please enter your Organisation name, Organisation ID and User Name (User ID). You now need to

create your unique password. Please ensure that you make a note of this along with the other information already recorded.

12. Now click “Done” and you will enter the Supplier Home page.

13. On the left of the screen click “Opportunities”

14. Click the “Requests from Buyers” command. This will take you to the list of current opportunities available to you.

15. Click the Project ID that relates to this notice, this will take you into the Request for Quotations. Note there may be several

opportunities that appear on this screen, please ensure that you select the correct one for your organisation.

16. In the “Details of a Request from a Buyer” screen please note the closing time and date for completion of the relevant project.

Please review the “Items” tab (Tender stage only) and the Documents tab (PQQ and Tender stages) as there will be information

relating to the project held here. Please ensure that you download all documents to your PC as you will be required to complete

and upload some of the documents as part of your submission. There also instructions on how to complete your submission in the

Guidance for Bidders document held in this section

17. You can now either “Create a Response” to, or “Decline” this opportunity.

18. Once you have started to complete your response to the opportunity and wish to save and return later click “Save” having

made a note of the Response reference number. The next time you Login to access the opportunity please go to the “My

Responses to Buyers” tab and identify the relevant response that you previously saved. If you inadvertently create any additional

responses please note that any information that you have already input into the initial or subsequent responses does NOT carry

over to any new response and you may lose anything already input.

19. If you are adding attachments at any point in the process please ensure that you click the “Add to Library” button as if you are

invited to any subsequent opportunities in the future to tender any documents that you have added will automatically be added to

your submission and all you will be required to do is check that they are the current version. This is a secure system and your

documents will not be accessed by any other party.

20. Please note that any queries must be sent via the secure dialogue section of the e-tender portal. We will not respond to any

queries received by any other method.

21. If you require any further assistance please contact Stuart Andrews by email on stuart.andrews@denbighshire.gov.uk, or by telephone

on 01824 712677

(WA Ref:12823)

VI.4)

Procedures for appeal

VI.4.1)

Body responsible for appeal procedures

Body responsible for mediation procedures

VI.4.2)

Lodging of appeals
Precise information on deadline(s) for lodging appeals:

The contracting Authority will incorporate a minimum 10 calendar day standstill period(or 15 days where non-electronic or fax methods are used) at the point that an award decision is communicated to tenderers. The award decision notice will specify the criteria for the award of the contract/framework agreement, the reasons for the decision, including the characteristics and relative advantages, the name and score of the successful tender: and will specify when the standstill period is expected to end or the date before which the contracting authority will not conclude the contract/framework agreement. If an appeal regarding the award of a contract has not been successfully resolved, the Public Contracts (Amendment) Regulations 2009 provide for aggrieved parties who have been harmed or at risk of 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) The court may order the setting aside of the award decision or may order the Contracting Authority to amend any document and may award damages. If a framework agreement has been entered into the Court may make a declaration of ineffectiveness or may order that the duration of any relevant specific contract be shortened and additionally may award damages. The time limit for seeking such a declaration is generally 30 days from notification of the award (either by award decision notification or contract award notice depending upon the circumstances) or otherwise 6 months.

VI.4.3)

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

VI.5)

Dispatch date of this Notice

ANNEX A

Additional Addresses and Contact Points

I)

Address and contact points from which further information can be obtained