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Term Contract for Environmental Maintenance 2014.

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Department for Regional Development
Procurement Branch, Rathkeltair House, Market Street
For the attention of: Stuart McKinstry
BT30 6AJ Downpatrick

Internet address(es):

General address of the contracting authority:

Electronic access to information:

Electronic submission of tenders and requests to participate:

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
Ministry or any other national or federal authority, including their regional or local sub-divisions
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

II.1.1)Title attributed to the contract by the contracting authority:
Term Contract for Environmental Maintenance 2014.
II.1.2)Type of contract and location of works, place of delivery or of performance
Service category No 12: Architectural services; engineering services and integrated engineering services; urban planning and landscape engineering services; related scientific and technical consulting services; technical testing and analysis services

NUTS code UKN0

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)
Environmental services. Tree-maintenance services. Term contracts for Environmental Maintenance 2014:
Contract 1 Southern Division EMS1 [Banbridge, Craigavon and Armagh].
Contract 2 Western Division EMW1 [Cookstown, Dungannon and Magherafelt].
The scope of the Contracts shall require the Contractor to carry out a variety of environmental maintenance related works. Such Works may include but not be limited to the following, which are provided by way of examples:
1. Maintaining grass areas in adopted urban and rural locations.
2. Controlling weed growth in adopted areas.
3. Cleaning and jetting of the road drainage system.
4. Cutting or removing trees and hedges in urban and rural locations.
Many of the work activities to be carried out under the Contracts shall require the Contractor to employ and use skilled personnel and specialist equipment and resources associated with such work activities. Such work activities shall include but not be limited to the following, which are provided by way of examples:
1. Maintaining grass areas using tractor / mowers.
2. Maintaining grass areas using small motorised units / strimmers.
3. Cleaning of road and footpath gullies.
4. Jetting of drainage systems and inspection chambers.
5. Weed Control to adopted areas.
6. Emergency Responses (Grass Cutting / Gully Cleaning).
7. Traffic Management on Roads as defined in the Roads (NI) Order 1993.
8. Cut or remove trees and hedges and associated works.
II.1.6)Common procurement vocabulary (CPV)

90700000, 77211500

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:
The annual approximate value ranges in GBP are as follows:
EMS1 - 380,000 - 620,000.
EMW1 - 190,000 - 315,000.
Estimated value excluding VAT:
Range: between 190 000 and 620 000 GBP
II.2.2)Information about options
Options: yes
Description of these options: The terms of both contracts shall initially be 3 years and may be extended on any number of occasions up to a maximum of 6 years at the sole discretion of the Department. In the event that the Department is unable for any reason to award a new replacement contract the term may be extended for a further period or periods up to a maximum of 12 months.
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion
Duration in months: 36 (from the award of the contract)

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 financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Monthly payments and price variation clause will apply.
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
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: Refer to III.2.3.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: Refer to III.2.3.
Minimum level(s) of standards possibly required: Refer to III.2.3.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
Full details of the conditions for participation are included in the Instructions for Tendering and Quality Submission documents. Refer to VI.3 for additional information.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

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
Objective criteria for choosing the limited number of candidates: Full details are included in a Memorandum of Information - Any applicant scored within 2% of the 8th place will be considered to be a tie.
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 below

1. Price. Weighting 70

2. Quality. Weighting 30

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:
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Time limit for receipt of requests for documents or for accessing documents: 10.2.2014 - 14:59
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
10.2.2014 - 15:00
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
in days: 90 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: yes
Estimated timing for further notices to be published: Normally up to a 6 year period.
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. The Instructions for Tendering, Tender Submission Package and Contract Documents will be available online through the eSourcingNI portal. 1. If you are not already registered on eSourcing NI you must register your company on the eSourcing NI portal which can be found at - Follow the link to the eSourcing Portal - Click on the "Register" link and follow the instructions on the screen. 2. Express an Interest in the tender and responding to Tenders - Login to the portal with the username/password. You will now have access to the documents you need to express an interest, complete a PQQ and/or submit a tender for the opportunities listed. - If you require assistance or help to navigate the site please consult the online help, or contact the eSourcing help desk. The contact details can be found on the eSourcing NI opening web page at The documents may be downloaded up to the closing date and time for the submission. The questionnaire must be completed by all applicants and returned using the online eSourcing NI portal to arrive not later than the time and date as stated in IV.3.4.

To view this notice, please click here:

GO Reference: GO-20131217-PRO-5339633
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
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: