Section one: Contracting authority
one.1) Name and addresses
Walsall Housing Group Limited (whg)
100 Hatherton Street
Walsall
WS1 1AB
Contact
Mrs Louise Green
Telephone
+44 3005556666
Country
United Kingdom
Region code
UKG - West Midlands (England)
Internet address(es)
Main address
Buyer's address
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://procontract.due-north.com/
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://procontract.due-north.com/
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Housing and community amenities
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Communal Grounds Maintenance Services
Reference number
DN735207
two.1.2) Main CPV code
- 77314000 - Grounds maintenance services
two.1.3) Type of contract
Services
two.1.4) Short description
Please ensure that all documents available and information contained in the notice are read before submitting a bid. The successful supplier will be responsible for delivering both Planned Cyclical Services and Reactive Optional Services.
Planned Cyclical Services comprised of: Grass Maintenance (Amenity and Naturalised) including Cutting and Edging; Shrub and Herbaceous Bed Maintenance; Flower and Rose Bed Maintenance (including raised flower beds);Hedge Maintenance; Wildflower; Hard Surface Maintenance; Leaf Clearance; Litter and Debris Removal
which shall vary by season demand and need and could fluctuate according to environmental changes and impacts.
Reactive Optional Services which may include for example: Planting Design, Implementation and Establishment (Bedding, Shrubs, Herbaceous, Hedges, Bulbs); Grass Renovations; Habitat Feature Design, Implementation and Establishment; Demolition Site Ground Maintenance; Scrub Management; Invasive Species Management; Any other work not deemed as a Routine Planned Cyclical Service and is to be carried out on the specific instructions of the Contract Administrator.
A comprehensive review of its current Communal Grounds Maintenance Service provision has been conducted. Following assessments of Customer requirements, supply market engagement and in recognition of the Client’s emerging ESG (Environmental, Social & Governance) and Green Spaces Strategies, we wish to emphasis to potential suppliers that the scope of the Services may continually evolve and may very in requirements over the Contract Period.
The Client’s Sites are currently located in seventeen (17) Local Authority Areas. The majority are in the Borough of Walsall and has a growing portfolio of Sites in other West Midlands Local Authority areas. Whilst the Client anticipates that the Site volumes and geographical area of operation, shall remain fairly static for each financial Year of the Contract Period, the Client’s portfolio of Premises and associated green space Sites may change by individual Premise and by block as a result of:
a) decreases/increases - disposal or Premise/Site transfer; b) increase in portfolio of the Client’s Premises (new Premises/Sites being on-boarded); c) regeneration/ re-purposing, particularly the change in application/use of Sites in respect of the Client’s green space strategy
two.1.5) Estimated total value
Value excluding VAT: £8,168,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKG - West Midlands (England)
two.2.4) Description of the procurement
The Client, as a landlord, has a duty to maintain the communal green space areas it owns and/or manages surrounding and in close proximity to its Premises comprising of high rise and low rise blocks, well-being schemes, whg head office and bungalow sites
The Supplier will be responsible for delivery of both Routine Planned Cyclical Services and Reactive Optional Services as detailed below:
Routine Planned Cyclical Services
• Grass Maintenance (Amenity and Naturalised) Including Cutting and Edging
• Shrub and Herbaceous Bed Maintenance
• Flower and Rose Bed Maintenance (including raised flower beds)
• Hedge Maintenance
• Wildflower Meadow Maintenance
• Hard Surface Maintenance
• Leaf clearance
• Litter and Debris Removal
which shall vary by season demand and need and could fluctuate according to
environmental changes and impacts.
Reactive Optional Services, which may include for example:
• Planting Design, Implementation and Establishment (Bedding, Shrubs, Herbaceous, Hedges, Bulbs)
• Grass Renovations
• Habitat Feature Design, Implementation and Establishment
• Demolition Site Ground Maintenance
• Scrub Management
• Invasive Species Management
• Any other tasks not deemed as a Routine Planned Cyclical Service and is to be carried out on the specific instructions of the Contract Administrator.
For Communal Grounds Maintenance Services, please refer to section 5.0 in the ITT for Instructions to Potential Suppliers & Conditions of Participation'. The Authority is managing this procurement process through the whg Pro-Contract “Housing Procurement Portal” https://www.housingprocurement.com/. Technical issues should be reported to https://suppliersupport.proactisservicedesk.com/ or suppliersupport@proactisservicedesk.com.
The contract is expected to commence on 1st April 2025 and will be for a period of four (4) years until 31st March 2029, with the option to extend, subject to satisfactory performance and in line with the contract conditions, for up to a further four (4) years until 31st March 2033.
The successful bidder will be expected to obtain the following insurances if not already held:
Employer’s Liability: £10m; Public Liability: £10m; Product Liability: £10m; Professional Indemnity: £2m.
The Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE) is likely to apply to the Contract. The incumbent supplier has advised that it does apply.
Where a potential supplier fails Part 2 of the Selection Questionnaire for Mandatory and Discretionary Exclusion Criteria, or Part 3, this shall result in their tender submission being rejected and the remainder of their submission shall not be evaluated. The Authority will advise the potential supplier that their tender has been excluded.
Section 6 in the ITT explains fully the evaluation process that will be undertaken for this procedure.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 70
Price - Weighting: 30
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
96
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
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 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
Date
22 October 2024
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
22 October 2024
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.4) Procedures for review
six.4.1) Review body
Royal Courts of Justice
The Strand
London
WC2A 2LL
Country
United Kingdom