BBC Relocation Services

UK-London: relocation services

Relocation, migration and related services.

 

2011/S 251-410145

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

The British Broadcasting Corporation (BBC)
Broadcasting House, Portland Place
For the attention of: Helen Hindhaugh
W1A 1AA London
UNITED KINGDOM
Telephone: +44 2080082612
E-mail: helen.hindhaugh@bbc.co.uk
Fax: +44 2080082656

Internet address(es):

General address of the contracting authority: www.bbc.co.uk/supplying/livetenders.shtml

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

Body governed by public law
I.3)Main activity

Other: Broadcasting
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)Description
II.1.1)Title attributed to the contract by the contracting authority:

Relocation, migration and related services.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: Please refer to the PQQ Information pack for details.
NUTS code UK

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 8
Duration of the framework agreement

Duration in months: 30
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 730 000 and 1 650 000 GBP

II.1.5)Short description of the contract or purchase(s)

The BBC has a requirement for commercial relocation, migration and related services.
This forms part of a wider project for the movement of staff, equipment and resources predominantly throughout London.
Set out in the lots section of this notice is a description of the services the BBC expects to procure. This is not a definitive list of requirements. The brief, as it is estimated at this current time, is described in each lot.
Lot 1: Relocation of archive materials;
Lot 2: Relocation and migration services;
Lot 3: Furniture re-use and recycling services;
Lot 4: Storage audit services.
If you would like to express an interest in any or all of the lots described, please register your organisation with BravoSolution at https://bbc.bravosolution.co.uk, AND send an email to helen.hindhaugh@bbc.co.uk.

The Pre-qualification documentation will be sent to you some time after the deadline stipulated in Section IV.3.4 below.
Any estimated costs that are stated in this notice are indicative only and subject to confirmation of detailed programme requirements.

II.1.6)Common procurement vocabulary (CPV)

98392000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots
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:
II.2.2)Information about options

Options: yes
Description of these options: The BBC reserves the right to extend the framework(s) at its discretion on one occasion by up to 12 months.
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Information about lots

Lot No: 1 Lot title: Relocation of archive materials

1)Short description

BBC Information & Archives department has a requirement to move archive material out of Televison Centre, London to a Central Archive building located at Perivale.
The stock will be packed at BBC Televison Centre by the service provider and moved and unpacked at the new location. There will also be internal stock moves within the Archive Centre at Perivale, London. The moves and internal moves will be over a series of months and in accordance with a project plan as prepared by the BBC.
2)Common procurement vocabulary (CPV)

98392000

3)Quantity or scope

There may also be opportunity to undertake moves of a similar nature within the contract term. Notably between Broadcasting House and Perivale, but other moves may be required (e.g London to Salford).
The type of material being relocated includes but may not be limited to: Sheet Music Scores, Photo and Still collections, Video and Audio tapes, CD and DVD collections.
The term of the contract will be 18 months with the option of an extension of up to 12 months. The project will not be constantly active throughout the term, but will be dependent upon materials moved and the resultant internal relocation at BBC archives. There may be periods during reallocation of shelving required to accommodate material where the service provider will not be actively involved in the provision of the services. This will be in accordance with the BBC project plan.
The BBC will require access to the BBC archive material throughout the duration.
The current proposal is to move approximately 13 000 linear meters (held on differing length shelving) of material between Television Centre and Perivale. This figure may be increased or decreased during the course of the contract.
Estimated value excluding VAT:
Range: between 180 000 and 300 000 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 18 (from the award of the contract)
5)Additional information about lots

In the case of technology requirements, the BBC may involve its technology partner (Atos IT Solutions and Services Limited) to assist in the scoping and drafting of invitations to tender and/or the evaluation of tenders. However, the final decision as to which is the most economically advantageous (by reference to the award criteria) will be made by the BBC. The awarding authority reserves the right not to award a contract and to annul the procurement process at any stage. Tenders and all supporting documents must be priced in sterling and all payments will be made in sterling. The contract shall be subject to English law. The awarding authority does not bind itself to accept the lowest, or any tender and reserves the right to accept part of a tender unless the tenderer expressly stipulates otherwise in the tender document. To prevent BBC eTendering portal e-mail alerts from being quarantined by your organisation’s fire wall or spam filter, you are advised to instruct your IT team to accept all emails with a .BravoSolution.co.uk extension (our portal provider) or from help@bravosolution.co.uk. If Section II.1.9 shows “Yes”, variants will be accepted provided they meet the core requirements of the project.

Lot No: 3 Lot title: Furniture re-use and recycling services

1)Short description

Re-use and recycling as and when required, on a call-off basis, of a range of office furniture and office storage facilities, e.g. cupboards and cabinets and other equipment, possibly including technical equipment.
2)Common procurement vocabulary (CPV)

98392000

3)Quantity or scope

The BBC does not know at this stage of the procurement process whether this service will be needed as there is a strong emphasis on reuse of resources within the BBC. Items that cannot be reused will be determined through an audit taking place in 2012.
The project will not be constantly active throughout the term. There may be periods where the where the service provider will not be actively involved in the provision of the services. This will be in accordance with the BBC project plan.
Estimated value excluding VAT:
Range: between 100 000 and 500 000 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 30 (from the award of the contract)
5)Additional information about lots

In the case of technology requirements, the BBC may involve its technology partner (Atos IT Solutions and Services Limited) to assist in the scoping and drafting of invitations to tender and/or the evaluation of tenders. However, the final decision as to which is the most economically advantageous (by reference to the award criteria) will be made by the BBC. The awarding authority reserves the right not to award a contract and to annul the procurement process at any stage. Tenders and all supporting documents must be priced in sterling and all payments will be made in sterling. The contract shall be subject to English law. The awarding authority does not bind itself to accept the lowest, or any tender and reserves the right to accept part of a tender unless the tenderer expressly stipulates otherwise in the tender document. To prevent BBC eTendering portal email alerts from being quarantined by your organisation’s fire wall or spam filter, you are advised to instruct your IT team to accept all emails with a .BravoSolution.co.uk extension (our portal provider) or from help@bravosolution.co.uk. If Section II.1.9 shows “Yes”, variants will be accepted provided they meet the core requirements of the project.

Lot No: 2 Lot title: Relocation and Migration Services

1)Short description

Relocation as and when required on a call-off basis of a range of office furniture, office storage facilities and their content (e.g. cupboards, cabinets, and other equipment, possibly including computer equipment and IT peripherals, safes and some staff personal possession); property of historical significance and value; broadcast technology equipment and furniture; and workshop machinery, high value technical equipment and raw materials.
2)Common procurement vocabulary (CPV)

98392000

3)Quantity or scope

The moves and internal moves will be over a series of months and in accordance with a project plan as prepared by the BBC.
Estimated value excluding VAT:
Range: between 400 000 and 700 000 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 30 (from the award of the contract)
5)Additional information about lots

In the case of technology requirements, the BBC may involve its technology partner (Atos IT Solutions and Services Limited) to assist in the scoping and drafting of invitations to tender and/or the evaluation of tenders. However, the final decision as to which is the most economically advantageous (by reference to the award criteria) will be made by the BBC. The awarding authority reserves the right not to award a contract and to annul the procurement process at any stage. Tenders and all supporting documents must be priced in sterling and all payments will be made in sterling. The contract shall be subject to English law. The awarding authority does not bind itself to accept the lowest, or any tender and reserves the right to accept part of a tender unless the tenderer expressly stipulates otherwise in the tender document. To prevent BBC eTendering portal email alerts from being quarantined by your organisation’s fire wall or spam filter, you are advised to instruct your IT team to accept all emails with a .BravoSolution.co.uk extension (our portal provider) or from help@bravosolution.co.uk. If Section II.1.9 shows “Yes”, variants will be accepted provided they meet the core requirements of the project.

Lot No: 4 Lot title: Storage audit services

1)Short description

As part of the relocation of people, equipment and resources, it is proposed to procure the services of a specialist storage audit contractor in order to support the migrations through audit, recommendations in respect of managing-down the existing level of storage and storage solutions and assisting in the migration process. To include office storage facilities and their content (e.g. cupboards, cabinets). Other items may also include historically significant and valuable items; high value technical and broadcast equipment; workshop components and raw materials.
2)Common procurement vocabulary (CPV)

98392000

3)Quantity or scope

There may be opportunity to undertake further related work for the BBC during the contract period.
Estimated value excluding VAT:
Range: between 50 000 and 150 000 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 30 (from the award of the contract)
5)Additional information about lots

In the case of technology requirements, the BBC may involve its technology partner (Atos IT Solutions and Services Limited) to assist in the scoping and drafting of invitations to tender and/or the evaluation of tenders. However, the final decision as to which is the most economically advantageous (by reference to the award criteria) will be made by the BBC. The awarding authority reserves the right not to award a contract and to annul the procurement process at any stage. Tenders and all supporting documents must be priced in sterling and all payments will be made in sterling. The contract shall be subject to English law. The awarding authority does not bind itself to accept the lowest, or any tender and reserves the right to accept part of a tender unless the tenderer expressly stipulates otherwise in the tender document. To prevent BBC eTendering portal email alerts from being quarantined by your organisation’s fire wall or spam filter, you are advised to instruct your IT team to accept all emails with a .BravoSolution.co.uk extension (our portal provider) or from help@bravosolution.co.uk. If Section II.1.9 shows “Yes”, variants will be accepted provided they meet the core requirements of the project.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

Guarantees may be required.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Where there is more than one economic operator, the BBC reserves the right to require a grouping of economic operators to take a particular legal form or to require a single economic operator to take primary liability or to require that each party undertakes 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: Suppliers instructions how to express interest in this Tender:
1. Register your company on the eSourcing portal (this is only required once) at https://bbc.bravosolution.co.uk and click the purple button to register – Accept the terms and conditions and click continue – Enter your correct business and user details – Note the username you chose and click Save when complete – You will shortly receive an email with your unique password (please keep this secure);

2. Once you have registered please send an email to helen.hindhaugh@bbc.co.uk to make it clear that you wish to receive the Pre-qualification documentation that will be published sometime after the deadline stipulated in Section IV.3.4 below.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: The BBC will evaluate technical ability/financial standing of the bidders in accordance with Articles 45 to 52 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contracts Regulations 2006, and a detailed explanation of the evaluation methodology and minimum criteria to be satisfied are set out in the Pre-qualification questionnaire.
Minimum level(s) of standards possibly required: Please see Section B3 of the PQQ Information pack.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
The BBC will evaluate technical ability/financial standing of the bidders in accordance with Articles 45 to 52 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contracts Regulations 2006, and a detailed explanation of the evaluation methodology and minimum criteria to be satisfied are set out in the Pre-qualification questionnaire.
Minimum level(s) of standards possibly required:
Please see Section B3 of the PQQ Information pack.
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

Accelerated restricted
Justification for the choice of accelerated procedure: Justification for the choice of accelerated procedure: The acceleration of this procurement benefits the potential supplier base, in this difficult economic climate, by ensuring that the BBC’s orders for the relevant services will be placed as soon as possible, thereby meeting market expectation and assisting suppliers’ financial planning and resource allocation. The use of the accelerated procedure will not introduce inequality among potential suppliers who may be interested in competing for this contract.
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 5: and maximum number 8
Objective criteria for choosing the limited number of candidates: The BBC will evaluate technical ability/financial standing of the bidders in accordance with Articles 45 to 52 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contracts Regulations 2006, and a detailed explanation of the evaluation methodology and minimum criteria to be satisfied are set out in the Pre-qualification questionnaire.
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 in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction

An electronic auction will be used: yes
Additional information about electronic auction: The BBC may carry out an electronic reverse auction if appropriate.
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

PROC/2011/51/HH
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate

13.1.2012 – 12:00
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

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
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

In the case of technology requirements, the BBC may involve its technology partner (Atos IT Solutions and Services Limited) to assist in the scoping and drafting of invitations to tender and/or the evaluation of tenders. However, the final decision as to which is the most economically advantageous (by reference to the award criteria) will be made by the BBC. The awarding authority reserves the right not to award a contract and to annul the procurement process at any stage. Tenders and all supporting documents must be priced in sterling and all payments will be made in sterling. The contract shall be subject to English law. The awarding authority does not bind itself to accept the lowest, or any tender and reserves the right to accept part of a tender unless the tenderer expressly stipulates otherwise in the tender document. To prevent BBC eTendering portal email alerts from being quarantined by your organisation’s fire wall or spam filter, you are advised to instruct your IT team to accept all emails with a .BravoSolution.co.uk extension (our portal provider) or from help@bravosolution.co.uk. If Section II.1.9 shows “Yes”, variants will be accepted provided they meet the core requirements of the project.

If you would like to express an interest in any or all of the lots described, please register your organisation with BravoSolution at https://bbc.bravosolution.co.uk, AND send an email to helen.hindhaugh@bbc.co.uk.

The Pre-qualification documentation will be sent to you some time after the deadline stipulated in Section IV.3.4 below.

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:

23.12.2011