Commercial Property Management Services Portsmouth

Commercial Property Management Services Portsmouth

Portsmouth City Council – ‘the Council’ – is inviting proposals from Operators for the management of a Marine Enterprise Hub to be located within the Brunel Wing of the Council’s Civic Offices. Following appointment the Council will work with the successful Operator to remodel the wing to provide business space attractive to marine and maritime new business start-ups.

United Kingdom-Portsmouth: Commercial property management services

2014/S 136-244605

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Portsmouth City Council
Procurement Service, Floor 1 Core 5, Civic Offices, Guildhall Square
Contact point(s): Procurement Service
For the attention of: Richard Lock – Senior Procurement Professional
PO1 2BJ Portsmouth
UNITED KINGDOM
Telephone: +44 2392841262
E-mail: richard.lock@portsmouthcc.gov.uk

Internet address(es):

General address of the contracting authority: http://www.portsmouth.gov.uk/procurement/index.html

Further information can be obtained from: Portsmouth City Council
Procurement Service Floor 2 Core 3/4, Civic Offices Guildhall Square, Portsmouth
PO1 2BJ Portsmouth
UNITED KINGDOM
Telephone: +44 02392834918
E-mail: Procurement@portsmouthcc.gov.uk
Internet address: https://in-tendhost.co.uk/portsmouthcc/aspx/Home

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Procurement Service
Procurement Service Floor 2 Core 3/4, Civic Offices Guildhall Square, Portsmouth
PO1 2BJ Portsmouth
UNITED KINGDOM
Telephone: +44 02392834918
E-mail: procurement@portsmouthcc.gov.uk
Internet address: https://in-tendhost.co.uk/portsmouthcc/aspx/Home

Tenders or requests to participate must be sent to: Portsmouth City Council
Procurement Service Floor 2 Core 3/4, Civic Offices Guildhall Square, Portsmouth
PO1 2BJ Portsmouth
UNITED KINGDOM
Telephone: +44 02392834918
E-mail: procurement@portsmouthcc.gov.uk
Internet address: https://in-tendhost.co.uk/portsmouthcc/aspx/Home

I.2)Type of the contracting authority

Regional or local authority

I.3)Main activity

General public services

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:

Marine Enterprise Hub – Brunel Wing, Guildhall Square.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 14: Building-cleaning services and property management services

NUTS code UKJ31

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

The notice involves a public contract
II.1.4)Information on framework agreement

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

Portsmouth City Council – ‘the Council’ – is inviting proposals from Operators for the management of a Marine Enterprise Hub to be located within the Brunel Wing of the Council’s Civic Offices. Following appointment the Council will work with the successful Operator to remodel the wing to provide business space attractive to marine and maritime new business start-ups.
The hub will need to commence operations during financial year 2015/16. The Council’s target date for completion of the re-modelling works is October 2015. The Council’s target date for awarding of the Operator contract is 7.10.2014.
The Council plans to lease the business space to the successful Operator on a fixed ten year term. In inviting bids the Council will also investigate the effect an inclusion of a mid-point break clause would have on tenderers proposals in view of the planned development of commercial space within the Tipner area of the City and reserves the right to award on this basis.
Two further hubs are currently being considered in Southampton and the Isle of Wight, therefore the success of the Portsmouth scheme could act as a catalyst for further growth within the Solent area.
Tender documentation can be accessed via the Council’s e-sourcing system InTend at the following web address:

https://in-tendhost.co.uk/portsmouthcc/aspx/home

A bidders briefing and tour of the site will be held on 23.7.2014 10:00–13:00 at the Civic Offices. Interested parties are able to book places for delegates via the Intend system.
In respect of the procurement process timetable for this project the following deadlines apply:
— Submission of comments on lease heads of terms: 8.8.2014 23:59,
— Deadline for requests for clarification: 22.8.2014 23:59
— Tender return deadline: 29.8.2014 14:00
Tenderers are requested to submit bids based upon two financing models:
1) Operator raises all capital finance required to fund building re-modelling works required to deliver their proposal.
2) The Council provides GBP 1.5M of capital finance to help fund building re-modelling works required to deliver the Operator’s proposal with the Operator responsible for raising any further capital finance needed to bridge any funding shortfalls.
The Council has applied for GBP 1.5M of grant funding from the Solent Local Enterprise Partnership to support the development of the Marine Enterprise Hub. A decision on this funding is due to be announced at the end of July 2014 which will be communicated to tenderers.
Should the Council not receive this funding tenderers are still requested to submit bids against option 2 in order that the Council can consider other options such as direct prudential borrowing.
No capital investment will be handed over to the Operator and the Council as landlord will manage all building re-modelling works irrespective of the source of capital investment.
Following evaluation of tender submissions the Council will then undertake site visits at tenderers exemplar sites between the 8th–9th September 2014. Tenderers will then be required to attend an interview at the Council’s Civic Offices, Portsmouth where they will be required to deliver a presentation of their tender proposal and answer questions.
To minimise bidding costs for both parties, the Council will only undertake these elements of the procurement process with tenderers who mathematically are still able to win following evaluation of the written submissions.

II.1.6)Common procurement vocabulary (CPV)

7033220079410000799930006412200079571000909192007971300079992000

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 all lots

II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The successful Operator will be required to provide the following deliverables:
— Marketing of site,
— Securing of tenants,
— Tenancy management,
— Facilities management – Lot option dependent,
— Day to day repairs – Lot option dependent,
— Business development support,
— Business & stakeholder networking support,
— Viable & sustainable business model,
— Open book partnership working,
— Base rent payment to the Council,
— Profit share with the Council.
As landlord of the site the Council will retain responsibility for:
— Building fabric repairs & maintenance,
— Planned repairs & maintenance,
— Statutory testing, servicing & audits,
— Waste management.

The Council is able to provide facilities management and day to day repairs & maintenance services to Operators on a chargeable basis. Further information on the services the Council is able to provide and associated costs can be found within the ‘Specification & Invitation to Tender’ document accessible via https://in-tendhost.co.uk/portsmouthcc/.

Further information on the services the Council is able to provide and associated costs can be found within the ‘Specification & Invitation to Tender’ document accessible via https://in-tendhost.co.uk/portsmouthcc/. For tendering purposes the Council has provided per annum costs for the following which Tenderers must include for within their bids dependent upon the particular Lot option the bid is being submitted against:

— Energy,
— Water,
— Refuse,
— National Non Domestic Rates,
— Building Maintenance,
— Statutory Testing,
— Capital Planned Maintenance & Building Installations Replacement Contribution,
— Despatch,
— Cleaning,
— Security.
Following appointment the Council will then work with the successful Operator on an open book basis to investigate the potential for reducing costs charged and ensure that the cost charged are accurate and fully auditable.
Estimated value excluding VAT: 10 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The Council plans to lease the business space to the successful Operator on a fixed ten year term. In inviting bids the Council will also investigate the effect an inclusion of a mid-point break clause would have on tenderers proposals in view of the planned development of commercial space within the Tipner area of the City and reserves the right to award on this basis.

II.2.3)Information about renewals

This contract is subject to renewal: no

II.3)Duration of the contract or time limit for completion

Duration in months: 120 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Lot 1 Options – Full Operator Capital Financing

1)Short description

Tenderers must bid on the basis of a minimum of one Lot 1 and one Lot 2 option but subject to meeting this condition this are able to bid against any number of Lot option combinations. For all of the Lot 1 options set out within Section 3) below the Operator will be entirely responsible for the raising of all capital finance needed to fund any building re-modelling works required to successfully deliver their proposal. The Council as landlord will manage all building re-modelling works irrespective of the source of capital investment.

2)Common procurement vocabulary (CPV)

7033220079410000799930006412200079571000909192007971300079992000

3)Quantity or scope

Lot 1 Options – Full Operator Capital Financing
Lot 1A
— Tenancy management,
— Business development support,
— Full facilities management package excluding waste management,
— Operational day to day repairs & maintenance.
Lot 1B
— Tenancy management,
— Business development support,
— Full facilities management package excluding waste management.
Lot 1C
— Tenancy management,
— Business development support.
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Tenderers are permitted to submit 1 Variant Bid per Lot option to the Council on the condition that the tenderer has also submitted a compliant reference bid against the Lot option they have submitted the variant bid against. Variant bids must still clearly address the Council’s key objectives and deliverables and cannot seek to alter the Council’s stated non-negotiable landlord responsibilities. Further information on the conditions which must be adhered to in order to submit a compliant variant bid can be found within the ‘Specification & Invitation to Tender’ document accessible viahttps://in-tendhost.co.uk/portsmouthcc/.

Lot No: 2 Lot title: Lot 2 Options – £1.5M Council Provided Capital Investment

1)Short description

Tenderers must bid on the basis of a minimum of one Lot 1 and one Lot 2 option but subject to meeting this condition this are able to bid against any number of Lot option combinations. For all of the Lot 2 options set out within Section 3) below tenderers are required to submit bids based upon the Council providing GBP 1.5M of capital finance to help fund building re-modelling works required to successfully deliver their proposal. Under these options the Operator will be responsible for raising any additional capital finance required to bridge any funding shortfalls. The Council as landlord will manage all building re-modelling works irrespective of the source of capital investment.

2)Common procurement vocabulary (CPV)

7033220079410000799930006412200079571000909192007971300079992000

3)Quantity or scope

Lot 2 Options – GBP1.5M Council Provided Capital Investment
Lot 2A
— Tenancy management,
— Business development support,
— Full facilities management package excluding waste management,
— Operational day to day repairs & maintenance.
Lot 2B
— Tenancy management,
— Business development support,
— Full facilities management package excluding waste management.
Lot 2C
— Tenancy management,
— Business development support.
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Tenderers are permitted to submit 1 Variant Bid per Lot option to the Council on the condition that the tenderer has also submitted a compliant reference bid against the Lot option they have submitted the variant bid against. Variant bids must still clearly address the Council’s key objectives and deliverables and cannot seek to alter the Council’s stated non-negotiable landlord responsibilities. Further information on the conditions which must be adhered to in order to submit a compliant variant bid can be found within the ‘Specification & Invitation to Tender’ document accessible viahttps://in-tendhost.co.uk/portsmouthcc/.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

As defined within the ‘Specification & Invitation to Tender’ document which can be obtained via https://in-tendhost.co.uk/portsmouthcc/.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As defined within the ‘Specification & Invitation to Tender’ document which can be obtained via https://in-tendhost.co.uk/portsmouthcc/.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

As defined within the ‘Specification & Invitation to Tender’ document which can be obtained via https://in-tendhost.co.uk/portsmouthcc/.

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: As defined within the ‘Specification & Invitation to Tender’ document which can be obtained via https://in-tendhost.co.uk/portsmouthcc/.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As defined within the ‘Specification & Invitation to Tender’ document which can be obtained via https://in-tendhost.co.uk/portsmouthcc/.

Minimum level(s) of standards possibly required: As defined within the ‘Specification & Invitation to Tender’ document which can be obtained viahttps://in-tendhost.co.uk/portsmouthcc/.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:

As defined within the ‘Specification & Invitation to Tender’ document which can be obtained via https://in-tendhost.co.uk/portsmouthcc/.

Minimum level(s) of standards possibly required:

As defined within the ‘Specification & Invitation to Tender’ document which can be obtained via https://in-tendhost.co.uk/portsmouthcc/.

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

Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
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: no
IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

CAB/029xxpr/MEHBW/14/T

IV.3.2)Previous publication(s) concerning the same contract

no

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 29.8.2014 – 14:00
Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

29.8.2014 – 14:00
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 of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: June 2024.

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

The contract in question is classified as a services concession contract within the Public Contracts Regulations (2006) as amended (2009). The Council has chosen to advertise within OJEU voluntarily, in accordance with the spirit of the EU public procurement regime and to conduct the procurement process in an open and fair manner so as to increase competition.
The submission of the contract notice, any subsequent advertisement of the contract and similarities between the procurement strategy used with those allowed for within the Regulations must not be taken as an indication that the Council considers itself bound by the provisions in the Regulations that are applicable only to above threshold Part A service contracts, supplies contracts and works contracts.
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:

15.7.2014

Enjoyed this post? Share it!