Section one: Contracting authority
one.1) Name and addresses
Newbury Town Council
The Old Town Hall, Market Place
NEWBURY
RG145AA
Contact
David Ingram
Telephone
+44 163435486
Country
United Kingdom
NUTS code
UKJ11 - Berkshire
Internet address(es)
Main address
one.3) Communication
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted to the above-mentioned address
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
Grounds Maintenance & waste removal service
two.1.2) Main CPV code
- 77000000 - Agricultural, forestry, horticultural, aquacultural and apicultural services
two.1.3) Type of contract
Services
two.1.4) Short description
Grounds Maintenance & Landscape services to the Council's
3 Parks, 6 Allotments, 2 Cemeteries, 15 Play areas and various other land holding in the Parish of Newbury to include grass cutting, hedging, floral management, waste collection and ancillary works associated with the managed of open spaces, play grounds and ancillary land areas owned or managed by the Town Council.
It is intended this be a 3 year Agreement with an option to extend by a further 2 years by agreement
two.1.5) Estimated total value
Value excluding VAT: £1,250,000
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
Maximum number of lots that may be awarded to one tenderer: 5
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:
The Tender will be for individual lots which should be proceed as such. The Council will consider additional bids for Value for Money saving by awarding more than one lot to a single Bidder with a price reduction in doing so.
Evaluation of Value for money saving by economy of scale will be set out in the Tender documents
two.2) Description
two.2.1) Title
Grass Cutting
Lot No
1
two.2.2) Additional CPV code(s)
- 77314100 - Grassing services
two.2.3) Place of performance
NUTS codes
- UKJ1 - Berkshire, Buckinghamshire and Oxfordshire
Main site or place of performance
Grass cutting to Parks, Recreation areas, other Green open spaces requiring machinery. Wild Flower meadow cut & drag, Allotment path mowing, hedging, 2 sports fields grass management , leaf blowing & collection
two.2.4) Description of the procurement
To regularly cut remove and manage grass areas within the Civic Parish as set out in the Tender documents
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £555,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
7 January 2023
End date
30 March 2026
This contract is subject to renewal
Yes
Description of renewals
Additional 2 years subject to performance & negotiation
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: Yes
Description of options
The Council is open to consider alternative options to those set in the Tender document where these present added value of additional value savings.
two.2) Description
two.2.1) Title
Waste collection & removal with other asset services
Lot No
2
two.2.2) Additional CPV code(s)
- 90500000 - Refuse and waste related services
two.2.3) Place of performance
NUTS codes
- UKJ1 - Berkshire, Buckinghamshire and Oxfordshire
Main site or place of performance
To all of the Council sites across the Parish, circa 160 bins in total with daily, 3x weekly and weekly collections.
two.2.4) Description of the procurement
Regular collection of waste from Councils bins, general waste, segregated waste and dog waste to Tender document cycle including 7 days a week, 364 days a year.
Waste removal, general waste management in Parks Recreation grounds & open spaces, removal, disposal & recording of volume with regular reporting on recycling volumes to meet Councils Climate Change Agenda.
Management of the Council Benches, Salt bins , signs and other "loose" assets including regular maintenance, cleaning graffiti, clean Tennis Court's, the Splash park, Allotment & other Notice Board's,
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £165,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
7 January 2023
End date
30 March 2026
This contract is subject to renewal
Yes
Description of renewals
Additional 2 years subject to performance and price negotiation.
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: Yes
two.2) Description
two.2.1) Title
Gardening Services
Lot No
3
two.2.2) Additional CPV code(s)
- 71421000 - Landscape gardening services
two.2.3) Place of performance
NUTS codes
- UKJ1 - Berkshire, Buckinghamshire and Oxfordshire
Main site or place of performance
The Council has several priority landscape areas including Victoria Park, Greenham House Gardens, St Johns Corner and others which are high profile with flower beds and associated horticultural features Gardening service to include planting, weeding, edging, winter bench oiling on all beds boarders & shrub beds. Managing Green Flag & other award events alongside the Council's Team.
two.2.4) Description of the procurement
To manage the Landscape areas set out in the Tender document to keep these in top condition, winter / summer bedding, rose beds, Wildflower areas, weeding, edging and all other routines as set out in the Tender documents.
The Council has 2 main event, Newbury & Regional entry in Britain in Bloom to which these areas make a significant contribution
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £145,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
7 January 2023
End date
30 March 2026
This contract is subject to renewal
Yes
Description of renewals
Subject to performance and negociation
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: Yes
two.2) Description
two.2.1) Title
Playground inspections
Lot No
4
two.2.2) Additional CPV code(s)
- 43325000 - Park and playground equipment
two.2.3) Place of performance
NUTS codes
- UKJ1 - Berkshire, Buckinghamshire and Oxfordshire
Main site or place of performance
The Council has 15 Play areas spread around the Parish & a Skate Park areas within Victoria Park
two.2.4) Description of the procurement
To visually inspect all the Council play equipment on a weekly rotation basis, to note any defect against the RoSPA approved safety standard, submit that defect report to the Contract Supervisor within 4 hours of discovery with photographic evidence of the issue, to make temporarily safe where the defect is high risk.
To sweep the play areas clean, remove & bin rubbish, glass & other materials, Report outcomes as a result of ASB / substance misuse for recoding purposes.
Sandpit & play bark management
Carry out / assist in minor maintenance where directed (labour).
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £65,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
7 January 2023
End date
30 March 2026
This contract is subject to renewal
Yes
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: Yes
two.2.14) Additional information
The person inspecting must have the basic RoSPA approved qualification of the inspection of Play equipment & skate parks.
The Council carries out the Annual Independent Safety inspection upon which these weekly inspections are based. The Tenderer will have access to these Annual Reports for reference.
two.2) Description
two.2.1) Title
Shaw Road Cemetery & other assets, cleaning & other works
Lot No
5
two.2.2) Additional CPV code(s)
- 77313000 - Parks maintenance services
two.2.3) Place of performance
NUTS codes
- UKJ1 - Berkshire, Buckinghamshire and Oxfordshire
Main site or place of performance
Managing Cemetery services for the Council on site, attending to Funerals arrangements, digging cremated remans and other assistive services on both Cemeteries.
Provide front of house service for the Council at Shaw Cemetery - Site office & storage made available by Council for Staff use.
two.2.4) Description of the procurement
Grass cutting to Shaw Cemetery sites access pathways, opening / closing gates at Newtown Rd Cemetery ( 7 days a week) managing / cleaning 2 Chapels and other ancillary management works as set out in the Tender.
Managing internal hedges & creeper growth within the Cemeteries
Managing the Cemetery on full time 5 days a week basis for the Council, assisting Funeral Directors, keeping site safe maintained, pristine condition, digging for Cremated Remains and other assistive services on site.
Managing CWG & other Public memorials in both Cemeteries, keeping these graves clean tidy & accessible at all times
Daily communication with Council Team.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £203,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
7 January 2023
End date
30 March 2026
This contract is subject to renewal
Yes
Description of renewals
Subject to performance & negociation
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: Yes
two.2.14) Additional information
This will require a min on one full time Member of staff dedicated to the Cemetery works.
There is a possibility that the existing Contract may trigger a TUPE situation.
There is a small Cemetery Office which will be provided on an Agreement with a nominal rent of £1 per annum for the Staff to use for providing this Service. All outgoing will be the Tenders responsibility.
two.2) Description
two.2.1) Title
Floral displays
Lot No
6
two.2.2) Additional CPV code(s)
- 03120000 - Horticultural and nursery products
two.2.3) Place of performance
NUTS codes
- UKJ1 - Berkshire, Buckinghamshire and Oxfordshire
Main site or place of performance
All Bedding areas & around Civic Parish
two.2.4) Description of the procurement
Making, delivering, fixing & watering of hanging baskets - 188 summer / 87 winter plus 10 troughs
Providing summer & winter bedding plants to NTC on all Beds, Victoria Park, St Johns Corner, Andover Road, Greenham House Gardens and others to agreed colour scheme to all beds. Progressive 20% change annually from bedding to perennials (planting by others Lot 3)
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £73,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
7 January 2023
End date
31 March 2026
This contract is subject to renewal
Yes
Description of renewals
Subject to satisfactory performance & price negotiation a 2 year extension may be considered
two.2.10) Information about variants
Variants will be accepted: Yes
two.2) Description
two.2.1) Title
Sports Pitches
Lot No
7
two.2.2) Additional CPV code(s)
- 03000000 - Agricultural, farming, fishing, forestry and related products
two.2.3) Place of performance
NUTS codes
- UKJ1 - Berkshire, Buckinghamshire and Oxfordshire
Main site or place of performance
City & Wash Common Recreation Grounds
two.2.4) Description of the procurement
Setting up & marking out of sports pitches (football)
Cleaning & maintain Changing Rooms during Season, notify defects
Meter readings - Monthly water & 3 monthly Electric reading non-Town Hall meters
Cleaning, checking & notifying defects on post nets & sockets & other spots equipment
Open & closing Changing Rooms on match days
Legionella management of water
Marking out Summer Rounders pitch (City Rec) supply.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £26,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
7 January 2023
End date
28 March 2026
This contract is subject to renewal
Yes
Description of renewals
Subject to performance & price negotiation
two.2.10) Information about variants
Variants will be accepted: Yes
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
The Tenderers will be required to submit evidence of an appropriate Trade affiliation, BALI or similar, will be required to hold the appropriate Licences and Qualificators to carry out the works designated.
Public liability and other indemnity Insurances for Public Sector employment will be required
Contractors must be able to show competence and good workmanship / outcomes on similar contacts locally details of which should be submitted with appropriate references.
All reference submitted must be current and the Council reserves the right to visit existing Contracts and speak with the Supervising Officer about performance management and other matters
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
All Conditions are set out in the Contract Documents, evidence of capability, capacity and past performance are essential.
The Council is looking for added value above managing & preforming the required outputs for this Contract.
Particular emphasis on the Council Climate Change & Environments policies will taken into account. The Bidder must demonstrate how these will be integrated into the delivery f this Contract.
The Council will expect the Bidder to come forward with a robust method on recording managing & accounting for the works being scheduled carried out and approved be this electronic (preferred) or manual to give the Council confidence that works are completed as desired.
Regular Audit will be required & carried out with the Council staff.
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
Competitive procedure with negotiation
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
four.2) Administrative information
four.2.2) Time limit for receipt of expressions of interest
Date
14 March 2022
Local time
4:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.5) Scheduled date for start of award procedures
25 April 2022
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
Newbury Town Council
Old Town Hall
Newbury
RG14 5AA
Telephone
+44 163535486
Country
United Kingdom