Commercial Property Management Services

Commercial Property Management Services

Centre Management Services – Round Foundry Media Centre and Tower Works (Leeds) and Advanced Manufacturing Park Technology Centre (Rotherham).

UK-Leeds: commercial property management services

2012/S 150-251120

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

The Homes and Communities Agency
1st Floor, Lateral House, 8 City Walk
Contact point(s): Jane Hunt, Katherine Langley
LS11 9AT Leeds
UNITED KINGDOM
Telephone: +44 1133949396
E-mail: centremanagementservices@hca.gsi.gov.uk

Internet address(es):

General address of the contracting authority: www.homesandcommunities.co.uk

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
National or federal agency/office
I.3)Main activity
Housing and community amenities
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:
Centre Management Services – Round Foundry Media Centre and Tower Works (Leeds) and Advanced Manufacturing Park Technology Centre (Rotherham).
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
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)
Commercial property management services. Renting or leasing services of own property. Real estate agency services on a fee or contract basis. Land rental or sale services. Property management services of real estate on a fee or contract basis. Project-management services other than for construction work. Real estate services with own property. Refurbishment work. The Homes and Communities Agency (HCA) are seeking one or more centre service manager(s) with whom to enter into a contract for centre management services. The centres are Round Foundry Media Centre, Leeds and Tower Works, Leeds (Lot 1) and Advanced Manufacturing Park Technology Centre, Rotherham (Lot 2).
The role will require the successful bidder(s) to promote the centres to businesses in the digital media and creative new technology (for Round Foundry Media Centre and Tower Works, Leeds) and advanced engineering/manufacturing sectors (for the Advanced Manufacturing Park Technology Centre, Rotherham).
The day-to-day operational and tenancy management aspects of the contract(s) will form an important part of the running of each centre.
The services will include the following:
a) Tenancy Management Services (to include lettings, rent collection, general tenant liaison, virtual tenancy management and dilapidations liability management).
b) Facilities Management Services (to include the procurement and delivery of goods and services in respect of general repairs and day-to-day maintenance, the production of accurate maintenance and service provision budgets, accurate recording of utilities consumption and the management of contracted third parties (All third party contracts will remain at all times in the name of HCA).
c) Managing and maintaining the public square and landscaping surrounding the Tower Works development (including canal towpath)
d) Marketing, Promotion and Events Management (to include the organisation of regular meetings and events at the centre designed to promote the sector within which the scheme operates. Events should be designed to support businesses both within the centre and those located in the immediate area and promote the scheme as a hub for the manufacturing sector/creative and digital industries within the local area).
e) Regular client reporting including the collection of beneficiary data and management of KPIs.
f) The management of an in house restaurant facility/provision of outside catering (Rotherham AMPTC only).
g) Provide reception services.
h) Provide Telephony and IT services (all equipment will be HCA owned).
i) Maintenance of an asset register and health and safety files in respect of each centre.
j) Compliance with the requirements of all Laws and other statutory or regulatory requirements relevant to the provision of services at the centres. Such other services as may be required from time to time.
k) Review the supply chain and associated services contracts and make recommendation on changes necessary that could improve service delivery and/or provide value for money during the course of the contract.
The manager will be entitled to a management fee and the reimbursement of such employment costs of staff required to operate the centre.
The manager may also be entitled to a performance related fee specified in the management agreement.
The contract for each lot will be for a term of 3 years and the HCA reserves the right to extend the services required within the contract by a further year.
The HCA reserves the right to expand both contracts to cover the expansion of workspace onto any adjoining land to a maximum of 25 000 sq ft (2,323 m²) for Lot 1 and 35 000 sq ft (3,252m2) for Lot 2.
II.1.6)Common procurement vocabulary (CPV)

70332200, 70200000, 70300000, 70320000, 70330000, 79421000, 70100000, 45453100

II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): yes
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: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
The contracts are for 3 years, with potential for a 1 year extension with a view to starting in February 2013. The estimated contract value is based on a minimum of 3 years management fee and a maximum of 4 years plus potential annual performance bonus.
This procurement covers two separate lots. Interested parties are invited to bid for one or more lots.
Lot 1 is the Round Foundry Media Centre, Leeds and Tower Works, Leeds. The Round Foundry Media Centre Centre provides high quality, contemporary serviced office space specifically for digital media and creative new technology businesses on very flexible terms. Located in Leeds city centre, just 8 minutes walk from the central train station, close to the motorway network and with multiple neighbouring car parks, the centre provides the opportunity to cater for meetings, conferences and events for between 2 and 85 people.
The centre provides flexible work spaces and virtual office services for new and emerging businesses in the digital media and creative new technology sector; a range of contemporary meeting rooms and conference facilities which include high speed Internet access, AV equipment and a range of catering options; a hub for digital media and creative new technology businesses in Holbeck Urban Village; and a good range of flexible office space suitable for between 1 and 24 people.
Bordering the Round Foundry, Tower Works is just an eight minute walk away from Leeds railway station and is well connected to the motorway network. The superb refurbishment of Tower Works combined with a new adjoining building provides a selection of high specification offices and studios aimed at the digital media and creative new technology sector to compliment the Round Foundry Media Centre; ability to link into Round Foundry Media Centre facilities (noted above); and a good range of offices suitable for companies employing between 1 and 20 people.
Lot 2 is the Advanced Manufacturing Park Technology Centre (AMPTC), situated on the Advanced Manufacturing Park near Junction 33 of M1 is conveniently located within a ten minute drive from Sheffield Railway Station.
The AMPTC provides flexible serviced office and workshop accommodation suitable for between 1 and 60 people, available to a cluster of manufacturing, engineering and sustainable energy companies located in two purpose designed buildings; a range of contemporary meeting rooms and conference facilities, together with an in house restaurant, and a hub for the Advanced Manufacturing Park.
The HCA is seeking to appoint a centre manager for each lot including future phases and the potential for further plots of land to be developed as workspace as detailed in II.1.5.
Estimated value excluding VAT:
Range: between 300 000 and 1 400 000 GBP
II.2.2)Information about options
Options: no
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion
Duration in months: 48 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Round Foundry Media Centre and Tower Works, Leeds

1)Short description
HCA are seeking a centre manager to enter into a contract for centre management services for Round Foundry Media Centre, Leeds and Tower Works, Leeds. The services will include the following:
a) Tenancy Management Services (to include lettings, rent collection, general tenant liaison, virtual tenancy management and dilapidations liability management).
b) Facilities Management Services (to include the procurement and delivery of goods and services in respect of general repairs and day-to-day maintenance, the production of accurate maintenance and service provision budgets, accurate recording of utilities consumption and the management of contracted third parties (All third party contracts will remain at all times in the name of HCA).
c) Managing and maintaining the public square and landscaping surrounding the Tower Works development (including canal towpath)
d) Marketing, Promotion and Events Management (to include the organisation of regular meetings and events at the centre designed to promote the sector within which the scheme operates. Events should be designed to support businesses both within the centre and those located in the immediate area and promote the scheme as a hub for the manufacturing sector/creative and digital industries within the local area).
e) Regular client reporting including the collection of beneficiary data and management of KPIs.
f) Provide reception services.
g) Provide Telephony and IT services (all equipment will be HCA owned).
h) Maintenance of an asset register and health and safety files in respect of each centre.
i) Compliance with the requirements of all Laws and other statutory or regulatory requirements relevant to the provision of services at the centres. Such other services as may be required from time to time.
j) Review the supply chain and associated services contracts and make recommendation on changes necessary that could improve service delivery and/or provide value for money during the course of the contract.
2)Common procurement vocabulary (CPV)

70332200, 70200000, 70300000, 70330000, 79421000, 70100000, 45453100, 70320000

3)Quantity or scope
The contract is for 3 years, with potential for a 1 year extension. There are 2 premises associated to this Lot.
The Round Foundry Media Centre provides high quality, contemporary serviced office space specifically for digital media and creative new technology businesses on very flexible terms. Located in Leeds city centre, just 8 minutes walk from the central train station, close to the motorway network and with multiple neighbouring car parks, the centre provides the opportunity to cater for meetings, conferences and events for between 2 and 85 people.
The centre provides flexible work spaces and virtual office services for new and emerging businesses in the digital media and creative new technology sector; a range of contemporary meeting rooms and conference facilities which include high speed Internet access, AV equipment and a range of catering options, a hub for digital media and creative new technology businesses in Holbeck Urban Village, and a good range of flexible office space suitable for between 1 and 24 people.
Bordering the Round Foundry, Tower Works is just an eight minute walk away from Leeds railway station and is well connected to the motorway network. The superb refurbishment of Tower Works combined with a new adjoining building provides a selection of high specification offices and studios aimed at the digital media and creative new technology sector to compliment the Round Foundry Media Centre; ability to link into Round Foundry Media Centre facilities (noted above); and a good range of offices suitable for companies employing between 1 and 20 people.
The HCA is seeking to appoint a centre manager and there is potential for further plots of land to be developed as workspace.
The HCA reserves the right to expand this contracts to cover the expansion of workspace onto any adjoining land to a maximum of 25 000 sq ft.
Estimated value excluding VAT:
Range: between 150 000 and 650 000 GBP
4)Indication about different date for duration of contract or starting/completion
Duration in months: 48 (from the award of the contract)
5)Additional information about lots
Lot No: 2 Lot title: Technology Centre
1)Short description
HCA are seeking a service manager for centre management services for the Advanced Manufacturing park Technology Centre, Rotherham. The services will include the following:
a) Tenancy Management Services (to include lettings, rent collection, general tenant liaison, virtual tenancy management and dilapidations liability management).
b) Facilities Management Services (to include the procurement and delivery of goods and services in respect of general repairs and day-to-day maintenance, the production of accurate maintenance and service provision budgets, accurate recording of utilities consumption and the management of contracted third parties (All third party contracts will remain at all times in the name of HCA).
c) Marketing, Promotion and Events Management (to include the organisation of regular meetings and events at the centre designed to promote the sector within which the scheme operates. Events should be designed to support businesses both within the centre and those located in the immediate area and promote the scheme as a hub for the manufacturing sector/creative and digital industries within the local area).
d) Regular client reporting including the collection of beneficiary data and management of KPIs.
e) The management of an in house restaurant facility/provision of outside catering.
f) Provide reception services.
g) Provide Telephony and IT services (all equipment will be HCA owned).
h) Maintenance of an asset register and health and safety files in respect of each centre.
i) Compliance with the requirements of all Laws and other statutory or regulatory requirements relevant to the provision of services at the centres. Such other services as may be required from time to time.
j) Review the supply chain and associated services contracts and make recommendation on changes necessary that could improve service delivery and/or provide value for money during the course of the contract.
2)Common procurement vocabulary (CPV)

70332200, 70200000, 70300000, 70320000, 70330000, 79421000, 70100000, 45453100

3)Quantity or scope
The Advanced Manufacturing Park Technology Centre (APMTC), situated on the Advanced Manufacturing Park near Junction 33 of M1 is conveniently located within a ten minute drive from Sheffield Railway Station. The AMPTC provides flexible serviced office and workshop accommodation suitable for between 1 and 60 people, available to a cluster of manufacturing, engineering and sustainable energy companies located in two purpose designed buildings; a range of contemporary meeting rooms and conference facilities, together with an in house restaurant; and a hub for Advanced Manufacturing Park.
The HCA is seeking to appoint a centre manager where there is potential for a further plot of land to be developed as workspace.
The HCA reserves the right to expand this contract to cover the expansion of workspace onto this adjoining land to a maximum of 35 000 sq ft.
Estimated value excluding VAT:
Range: between 150 000 and 750 000 GBP
4)Indication about different date for duration of contract or starting/completion
Duration in months: 48 (from the award of the contract)
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
Parent company guarantees, bonds and/or collateral warranties from principal as well as sub-contractors may be required.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Bidders may be expected to provide a guarantee on award of the contract.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Any grouping to whom any contract is awarded must be a body corporate. If a consortium (which may include sub-contractors), a lead contractor is required. There must be appropriate security for all contractual obligations. Bidders may be expected to provide a guarantee on award of the contract.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: This will be specified within the contract documentation supplied at the ITT stage.
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: The criteria, in accordance with Directive 2004/18/EC, will be detailed in the pre-qualification documents.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: The criteria, in accordance with Directive 2004/18/EC, will be detailed in the pre-qualification documents.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
The criteria, in accordance with Directive 2004/18/EC, will be detailed in the pre-qualification documents.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
Execution of the service is reserved to a particular profession: no
III.3.2)Staff responsible for the execution of the service
Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure
Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Envisaged number of operators: 5
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:
HCAE13036
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: 7.9.2012 – 13:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
14.9.2012 – 13:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
24.9.2012
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
All discussions and meetings will be conducted in English and the contract will be subject to English law. Tenders, and all supporting documents, must be priced in GBP and all payments under the contract will be priced in GBP. This procurement and award is subject to the transparency arrangements being adopted by the UK Government. These arrangements include the publication of tender documentation issued by the HCA and the contract between the HCA and supplier. Bidders should highlight any areas they consider commercially sensitive in order for the HCA to be able to honour our transparency obligations without undermining the bidder’s commercial interests. Candidates are advised that the HCA is subject to the Freedom of Information Act 2000 (“the Act”).If a candidate considers that any of the information supplied as part of this procurement procedure should not be disclosed because of its commercial sensitivity, confidential or otherwise, they must, when providing this information, clearly identify the specific information they do not wished be disclosed and clearly specify the reasons for its sensitivity. The HCA shall take such statements into consideration in the event that it receives a request pursuant to the Act which relates to the information provided by the interested party. Please note it is insufficient to include a statement of confidentiality encompassing all the information provided in the response. The HCA takes a zero-tolerance approach to bribery and corruption and sets high standards of impartiality, integrity and objectivity in relation to the stewardship of public funds and the management of its activities. The principles contained within this policy apply to both internal and external audiences, including anyone wishing to undertake business or engage with the HCA.
The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender. GO Reference: GO-201282-PRO-4126691.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: The contracting authority will incorporate a minimum of 10 calendar days standstill period in accordance with the Public Contracts Regulations 2006, as amended (“the Regulations”). This is intended to allow parties to apply to the Court to set aside the award decision before the contract is entered into. In addition, these Regulations provide remedies for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules, to take action in the High Court (England, Wales and Northern Ireland) or Court of Session (Scotland). Any such action must be brought within the appropriate statutory deadline in force at the relevant time if good reasons are provided. Where a contract has not been entered into, the Court may order the setting aside of the award decision or order the authorities to amend any document and may award damages. In certain circumstances, the remedy of effectiveness is available and/or penalties may be imposed.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:2.8.2012

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