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Office Cleaning Contract.

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Lewes District Council
Southover House, Southover Road
BN7 1AB Lewes
United Kingdom

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

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: yes

Joint procurement with Eastbourne Borough Council

Section II: Object of the contract

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
Service category No 14: Building-cleaning services and property management services
Main site or location of works, place of delivery or of performance: Lewes District and Eastbourne Borough.

NUTS code UKJ22

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)
Since May 2016, Lewes District Council (LDC) and Eastbourne Borough Council (EBC) have joined forces to provide a Property & Facilities Shared Service (PFSS) where assets are utilised and managed jointly to create more effective and appropriate long-term benefits for the Councils and the communities they serve.
Both LDC & EBC own and operate a variety of buildings within the 2 areas and are looking to procure a joint Office Cleaning contract to continue and enhance the cleanliness of its corporate buildings.
LDC and EBC invite expressions of interest from suitably experienced and qualified suppliers for Office Cleaning services. The contract is to be awarded at the beginning of April 2017 with a mobilisation period commencing from the 1.3.2017 to the contract start date of 3.4.2017 for the EBC properties, with the LDC properties commencing 2.1. 2018.
The contract will run for 3 years with the options to extend by one year and then a further one year thereafter.
The purpose of the contract is:
- To provide for the Supply and Management of Office Accommodation Cleaning services for Eastbourne Borough Council and Lewes
District Council;
- To provide all appropriate labour, consumables and materials for use in maintaining EBC & LDC office facilities;
- To monitor performance to the contract and regularly report back to Council officers;
- To continuously improve the service provision through use of modern methods and materials;
- To initiate an appropriate response to Planned and Reactive Management of Office Accommodation Cleaning services.
Due to the associated services and in accordance with the EU Procurement Regulations 2006, this is a Part A Procurement, however the restricted procedure will be followed for the purpose of short-listing suitable suppliers to Invite to Tender through a Pre-Qualification Questionnaire (‘PQQ’) stage.
Please note that the deadline for returning the completed PQQ's is at 12:00 Wednesday 2.11.2017. Any PQQ's received after this time will be discarded.
II.1.6)Common procurement vocabulary (CPV)

90919200, 90911100, 90911000, 90911200

II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): yes
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:
Estimated value excluding VAT: 650 000 GBP
II.2.2)Information about options
Options: no
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion
Starting 3.4.2017.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
As in PQQ documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
As in PQQ documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Standard Services Agreement.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: See tender documents.
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
Information and formalities necessary for evaluating if the requirements are met: See tender documents.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: See tender documents.
Minimum level(s) of standards possibly required: See tender documents.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
See tender documents.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services 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: no

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Envisaged minimum number 5: and maximum number 7
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
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:
LDC - 010207
IV.3.2)Previous publication(s) concerning the same contract
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
2.11.2016 - 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
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
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Lewes District Council
Southover House, Southover Road
BN7 1AB Lewes
United Kingdom

VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice: