Section one: Contracting authority
one.1) Name and addresses
Portsmouth City Council
Civic Offices, Guildhall Square
PORTSMOUTH
PO1 2AL
Contact
Procurement Service
procurement@portsmouthcc.gov.uk
Telephone
+44 2392688235
Country
United Kingdom
Region code
UKJ31 - Portsmouth
Justification for not providing organisation identifier
Not on any register
Internet address(es)
Main address
https://in-tendhost.co.uk/portsmouthcc/aspx/home
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://in-tendhost.co.uk/portsmouthcc/aspx/home
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://in-tendhost.co.uk/portsmouthcc/aspx/home
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at
https://in-tendhost.co.uk/portsmouthcc/aspx/home
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
Lakeside North Harbour - Grounds Maintenance Term Service
two.1.2) Main CPV code
- 77314000 - Grounds maintenance services
two.1.3) Type of contract
Services
two.1.4) Short description
Portsmouth City Council (the 'Council') is inviting expressions of interest from suitably qualified and experienced suppliers to provide grounds maintenance services at Lakeside North Harbour, Portsmouth, PO6 3EN on a partner supplier term contract basis.
The Council envisages contract award will be on Monday 10th February 2025 with contract commencement taking place on Tuesday 1st April 2025.
The initial contract term will be for 3 years with possibility of extending the term by a further 4 years in increments to be agreed, subject to the agreement and performance of both parties.
The form of contract used will be the Council's standard terms for the supply of services amended to take account of contract specific requirements and service levels.
The estimated annual value of the contract for delivery for core services is £225,000. The council is ideally seeking to deliver a saving through this procurement process and as a minimum avoid any cost increases which could impact upon tenant revenues.
The Council is therefore setting a fixed cap of no more than £225,000 per annum that suppliers shortlisted to tender must meet or beat for their bid to be considered. The value of the contract may be adjusted annually to take account of inflation in line with the relevant rate of CPI (Consumer Price Index).
Additional non-core activities and minor project works may also be let via the contract at the option of the Council. The value of the additional activities and project work could equate to an additional £10,000 - £20,000 per annum, although no guarantee of further work can be provided.
The total contract value for the 3-year contract including for inflation in line with current CPI projections of approx. 2%, and inclusion of additional non-core activities and project work, could equate to £749,798, increasing to £1,821,399 if the contract is extended to the maximum term of 7 years.
The Council will run the procurement process in accordance with the 'Restricted Procedure' as set out within the Public Contracts Regulations (2015) in line with the procurement timetable set out below:
- FTS Notice issued - Wednesday 2nd October 2024
- SSQ and procurement documents published on Intend - Wednesday 2nd October 2024
- SSQ submission deadline - Monday 4th November 2024
- ITT and final procurement documents published on Intend Monday 18th November 2024
- Tender return deadline - Friday 20th December 2024
- Notification of preferred bidder - Friday 24th January 2025
- Standstill finish - Friday 7th February 2025
- Contract award - Monday 10th February 2025
- Contract commencement - Tuesday 1st April 2025
The Council will administrate the procurement process using its e-sourcing system In-tend. The In-tend system can be accessed free of charge via the following web link:
https://in-tendhost.co.uk/portsmouthcc/aspx/home
two.1.5) Estimated total value
Value excluding VAT: £1,821,399
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 45111212 - Rock-removal work
- 45111213 - Site-clearance work
- 45111220 - Scrub-removal work
- 45111240 - Ground-drainage work
- 45112100 - Trench-digging work
- 45112200 - Soil-stripping work
- 45112210 - Topsoil-stripping work
- 45112500 - Earthmoving work
- 45112700 - Landscaping work
- 45112710 - Landscaping work for green areas
- 45112711 - Landscaping work for parks
- 45112712 - Landscaping work for gardens
- 45112720 - Landscaping work for sports grounds and recreational areas
- 45113000 - Siteworks
- 45233200 - Various surface works
- 45233222 - Paving and asphalting works
- 77300000 - Horticultural services
- 90511300 - Litter collection services
- 90610000 - Street-cleaning and sweeping services
- 90620000 - Snow-clearing services
- 90630000 - Ice-clearing services
- 90640000 - Gully cleaning and emptying services
- 90690000 - Graffiti removal services
- 90721100 - Landscape protection services
- 90914000 - Car park cleaning services
- 90922000 - Pest-control services
two.2.3) Place of performance
NUTS codes
- UKJ31 - Portsmouth
Main site or place of performance
Lakeside North Harbour, Portsmouth, PO6 3EN
two.2.4) Description of the procurement
LAKESIDE NORTH HARBOUR
Lakeside North Harbour is a premium 130-acre business campus in Portsmouth and recent winner of the South Coast Property Workplace of the year award. Home to a variety of international and local companies, including Babcock, Lead Forensics, Markerstudy, Virgin Media and Handelsbanken.
Lakeside North Harbour, offers a flexible working space with a range of office suites from 1,000 to 70,000 sq ft, in an impressive environment and boasting many amenities delivering unrivalled community and wellbeing in the perfect environment. Lakeside is a campus that truly extends beyond the office.
CORE SCOPE
The scope of the Services comprises the provision of labour, equipment, transport, materials and consumables to perform grounds maintenance services, which in summary encompass:
• Management of soft landscaping
• Hard landscaping
• Arboriculture, planting and weed removal
• Litter, debris & fly tipping clearance
• Green waste management
ADDITIONAL SERVICES & PROJECT WORKS
At the council's option the supplier may also have the opportunity to deliver additional non-core activities and small project works which may include for:
• Hard landscaping
• Additional planting
• Repairs to end-of-life installations
• Bridge repairs
• Paving repairs
• Drainage repairs
• Root removal
• Large tree work
• Gritting & snow clearing
• Sports pitch maintenance
• Road sweeping
• Pest control
KEY OBJECTIVES & PARTNERSHIP WORKING
The council will require that the successful supplier works in partnership in order to achieve the following key objectives:
• Always facilitate an excellent visitor experience
• Always ensure Client/Tenant business continuity
• Always meet Client expectations through delivering compliant and satisfactory services
• Provide a safe working environment
• Deliver proactive and fit for purpose services based on best value
• Deliver a high-class service in line with the prestige of Lakeside North Harbour.
• Deliver continuous improvement through innovation and added value
The Council will be using an output activity-based specification against which contractors will be required to provide a fixed price for delivery of the core activities to the standards specified. This will enable both parties to work pragmatically to achieve overall objectives of site upkeep and standards against a set method, resource and price position.
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: £1,821,399
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
No
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 6
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
EXTENSION OF CONTRACT TERM
The initial contract term is for 3 years with possibility of extending the term by a further 4 years in increments to be agreed, subject to the agreement and performance of both parties.
ADDITIONAL SERVICES & PROJECT WORKS
At the council's option the supplier may also have the opportunity to deliver additional non-core activities and small project works which may include for:
• Hard landscaping
• Additional planting
• Repairs to end-of-life installations
• Bridge repairs
• Paving repairs
• Drainage repairs
• Root removal
• Large tree work
• Gritting & snow clearing
• Sports pitch maintenance
• Road sweeping
• Pest control
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
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
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Restricted 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.2.1) Previous publication concerning this procedure
Notice number: 2024/S 000-025867
four.2.2) Time limit for receipt of tenders or requests to participate
Date
4 November 2024
Local time
12:00pm
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
18 November 2024
four.2.4) Languages in which tenders or requests to participate may be submitted
English
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: Autumn 2027 if extension options are not utilised.
six.4) Procedures for review
six.4.1) Review body
The High Court of Justice
The Strand
London
WC2A 2LL
Telephone
+44 2079476000
Country
United Kingdom