Section one: Contracting authority
one.1) Name and addresses
East Ayrshire Council
Corporate Procurement Team, London Road HQ
Kilmarnock
KA3 7BU
Contact
Lisa Sneddon
procurement@east-ayrshire.gov.uk
Telephone
+44 1563576183
Country
United Kingdom
NUTS code
UKM93 - East Ayrshire and North Ayrshire mainland
Internet address(es)
Main address
http://www.east-ayrshire.gov.uk
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00223
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://www.publictendersscotland.publiccontractsscotland.gov.uk
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://www.publictendersscotland.publiccontractsscotland.gov.uk
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
PS/20/07 Rural Grass Cutting & Urban Herbicide Application including Litter Picking & Gully Cleaning
Reference number
PS/20/07
two.1.2) Main CPV code
- 77314000 - Grounds maintenance services
two.1.3) Type of contract
Services
two.1.4) Short description
The Contract requires the successful tenderer to carry out all rural grass cutting, urban herbicide application, litter picking and gully cleaning (gully cleaning at specific locations only) as set out in the Specification Schedules throughout the East Ayrshire Council Area.
Also included in the Contract is the requirement for litter picking.
The cleaning of the gullies along the route of the A71 dual carriageway between Corsehill – Moorfield - Bellfield Interchanges is also included in the contract.
The successful Contractor will also be requested from time to time to carry out some additional work in the form of scrub clearance, minor tree felling and the cutting of areas of grass not included in the schedules. This work will be required throughout the Ayrshire Roads Alliance area in both South Ayrshire and East Ayrshire Council areas.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 45233229 - Verge maintenance work
- 90511300 - Litter collection services
- 77314100 - Grassing services
- 90641000 - Gully cleaning services
two.2.3) Place of performance
NUTS codes
- UKM93 - East Ayrshire and North Ayrshire mainland
Main site or place of performance
East Ayrshire however some adhoc services may be required from time to time in South Ayrshire.
two.2.4) Description of the procurement
The Contract requires the successful tenderer to carry out all rural grass cutting, urban herbicide application, litter picking and gully cleaning (gully cleaning at specific locations only) as set out in the Specification Schedules throughout the East Ayrshire Council Area.
Also included in the Contract is the requirement for litter picking in advance of grass cutting operations (both summer and autumn) on routes as detailed in the Specification Schedules
The cleaning of the gullies along the route of the A71 dual carriageway between Corsehill – Moorfield - Bellfield Interchanges is also included in the contract. These should be cleaned once, either during the summer or autumn grass cutting operations at the choice of the successful Contractor.
The successful Contractor will also be requested from time to time to carry out some additional work in the form of scrub clearance, minor tree felling and the cutting of areas of grass not included in the schedules. The will be paid at the rates stated in the Bill of Quantities included in the Contract Documents. This work will be required throughout the Ayrshire Roads Alliance area in both South Ayrshire and East Ayrshire Council areas.
two.2.5) Award criteria
Quality criterion - Name: Method Statement / Weighting: 10%
Quality criterion - Name: Programme / Weighting: 10%
Price - Weighting: 80
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
60
This contract is subject to renewal
Yes
Description of renewals
The contract is for 2 years initially with the option to extend annually for a further 3 years at the sole discretion of East Ayrshire Council.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
The contract allows for any associated services to be undertaken through out the life of the contract at agreed rates.
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
If required, is it a requirement in the bidder’s country of establishment to hold a particular authorisation or membership of a particular organisation needed in order to be able to perform the service in question?
three.1.2) Economic and financial standing
List and brief description of selection criteria
Bidders will be required to provide their “general” yearly turnover for the last 3 years: 2020, 2019, 2018
In addition, East Ayrshire Council reserve the right to review the bidders financial information including information from a credit reference agency (Experian) at tender stage and for the duration of the contract, and seek clarifications if necessary. If clarifications are not satisfactory the bidder may be excluded from the tender process. It is the Tenderers responsibility to ensure that all information held by Experian is current and accurate when submitting their Tender. The Council will not enter into discussions with Tenderers who fail to ensure that their Experian scores are accurate by the due submission date. Where turnover information is not available for the time period requested, the bidder will be required to state the date which they were set up/started trading and further information may be requested.
Minimum level(s) of standards possibly required
It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commence of any subsequently awarded contract, the types and levels of insurance indicated below:
Employer’s (Compulsory) Liability Insurance = 10million GBP
http://www.hse.gov.uk/pubns/hse40.pdf
Public Liability Insurance = 5million GBP
Motor Vehicle Insurance
three.1.3) Technical and professional ability
List and brief description of selection criteria
Bidders will be required to provide 2 examples of similar services carried out in the past three years that demonstrate that they have the relevant experience to deliver the services as described in this Contract Notice. The works must be of a similar value, size and scope. Bidders must provide contact details of referees for the 2 experience examples. Referees may be contacted to discuss the services and the performance of the contractor. Any contractor which fails to have performed satisfactorily in each of the 2 experience projects may be excluded from the tender process.
Bidders will be required to confirm that they and/or the service provider have the following relevant educational and professional qualifications:
All operatives are required to be trained to Pesticides PA1, PA6 (or equivalent) for hand held applications and PA2 (or equivalent) standard for quad bike/tractor applications.
The contractor should also hold a BASIS certificate (or equivalent) for the main chemical store and for providing advice on chemical usage.
Minimum level(s) of standards possibly required
Quality Management Procedures 1. The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent).
Health & Safety Procedures - See attached guidance in Technical Envelope.
Environmental Management Standards
1. The Bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate,
OR
2. A Environmental management policy authorised by their Chief Executive or equivalent, and is regularly reviewed at a senior management level, which is relevant to the scale and scope of the contract.
The Environmental manual must include documented procedures for;
- ensuring that the bidder’s environmental management procedures are effective in reducing / preventing significant impacts on the environment;
- providing employees with training and information on environmental issues, including evidence that the bidder has in place and implements, training arrangements to ensure that its workforce has sufficient skills and understanding to carry out their various duties;
- checking, reviewing and where necessary improving the bidder’s environmental management performance and the environmental impact of this organisation, demonstrating that it has in place and implements, training arrangements to ensure that its workforce has sufficient skills and understanding to carry out their various duties;
- checking, reviewing and where necessary improving the bidder’s environmental management performance and the environmental impact of this organisation, demonstrating that it has a system for monitoring environmental management procedures on an on-going basis and for updating them at periodic intervals;
- dealing with waste (e.g. waste management plans, waste segregation, recycling etc.);
- ensuring that any suppliers the bidder engages apply environmental protection measures that are appropriate to the work for which they are being engaged, including procedures for monitoring supplier’s environmental management arrangements and ensuring that environmental performance appropriate for the work to be undertaken is delivered throughout the whole of the bidder’s supply chain.
Bidders must allow for welfare facilities and follow all Scottish Government guidance on Covid-19.
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
As per the ITT documents - see Appendix A Contract Management Information.
three.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 four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Originally published as:
Date
2 April 2021
Local time
12:00pm
Changed to:
Date
6 April 2021
Local time
12:00pm
See the change notice.
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 4 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
2 April 2021
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic payment will be used
six.3) Additional information
All responses must be uploaded in PCS-T.
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 18052. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361
A summary of the expected community benefits has been provided as follows:
Mandatory Community Benefits will be evaluated on a pass/fail basis.
(SC Ref:645888)
six.4) Procedures for review
six.4.1) Review body
Kilmarnock Sheriff Court
Sheriff Court House, St Marnock Street
Kilmarnock
KA1 1ED
Country
United Kingdom