DWP Estates Supply Chain Integrator Services

DWP Estates Supply Chain Integrator Services

The service will include the provision and management of a help desk and work order management system.United Kingdom-London: Property management services of real estate on a fee or contract basis

2016/S 151-274409

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Department for Work and Pensions
Floor 5, Caxton House, 6-12 Tothill Street
For the attention of: Malcolm Macconnell
SW1H 9NA London
United Kingdom
Telephone: +44 01216263230
E-mail: Malcolm.Macconnell@DWP.GSI.GOV.UK
Fax: +44 01216263230

Internet address(es):

General address of the contracting authority: https://www.gov.uk/government/organisations/department-for-work-pensions

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

Ministry or any other national or federal authority, including their regional or local sub-divisions

I.3)Main activity

Health
Social protection

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:

Estates Supply Chain Integrator 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: DWP Offices and Supplier Premises. The Department has the largest proportion of the overall Government civil estate at around 15 %, equating to around 1 500 000 square metres.

NUTS code UK

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

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 0 GBP

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

DWP is procuring an independent management capability, (the Integrator), to act impartially on DWP’s behalf in order to ensure DWP Estates and the DWP Estates Supply Chain operates safely, efficiently and effectively, ensuring all contractual obligations and requirements are fully delivered at the required levels of service/quality and at, (or below), the agreed costs. The service will include the provision and management of a help desk and work order management system, and other information and management reporting systems. A more detailed requirement will be provided during the Pre-Qualification Questionnaire (PQQ) stage.

II.1.6)Common procurement vocabulary (CPV)

70330000, 48000000, 79410000

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: no

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:

DWP intends to award a contract for a period of 5 years with the option to extend this initial period for 2 additional periods of 1 year. This period will include a mobilisation phase ahead of the anticipated service commencement date of 1.4.2018. Estimated value of this service, including extension periods is up to 140 000 000 GBP.
Estimated value excluding VAT:
Range: between 0 and 140 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: DWP intends to award a contract for a period of 5 years with the option to extend this initial period for 2 additional periods of 1 year. This period will include a mobilisation phase ahead of the anticipated service commencement date of 1.4.2018.

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: 60 (from the award of the contract)

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, performance bonds or deposits may be required in appropriate circumstances.

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

See tender documents to made available at a later date.

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

The contracting authority will only contract with a single legal entity and any consortium will be required to set up such an entity, for example a Special Purpose Vehicle (SPV), as a condition of and prior to contract award.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: DWP is procuring an independent management capability, (the Integrator), to act impartially on its behalf in order to ensure DWP Estates and the DWP Estates Supply Chain operates safely, efficiently and effectively, ensuring all contractual obligations and requirements are fully delivered at the required levels of service/quality at (or below) the agreed costs. The serviced will include the provision and management of a help desk and work order management system, and information and management reporting systems. Further details of the contract and specification will be provided during the PQQ 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: Suppliers will be assessed against the selection and award criteria as detailed within the PQQ and ITT.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: All suppliers who respond to this Notice will be requested to complete a PQQ using Bravo, DWP’s e-Procurement Solution, which will request details of their economic and financial capacity.
Minimum level(s) of standards possibly required: Any Contracting Entity bidding will be required to have a minimum annual turnover of 30 000 000 GBP in its most recent trading year. Please also see the financial tests referred to in the Instructions to Potential Suppliers.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
All suppliers who respond to this Notice will be requested to complete a PQQ using Bravo Solution which will request details of their technical capacity. Please see the Instructions to Potential Suppliers for further details.
Minimum level(s) of standards possibly required:
The Contracting Authority will not consider suppliers who cannot demonstrate appropriate experience. Please see the Instructions to Potential Suppliers for further details.
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

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Negotiated
Some candidates have already been selected (if appropriate under certain types of negotiated procedures) no

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Objective criteria for choosing the limited number of candidates: The Contracting Authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations. The Contracting Authority will limit the number of potential suppliers who are taken through to the negotiation stage by applying Pass/Fail criteria at the PQQ stage and scoring and subsequent ranking against quality/financial requirements at the ITT stage, with a maximum of 10 potential suppliers being invited to negotiate.

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated yes
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:

UI-DWP-101941

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

Prior information notice

Notice number in the OJEU: 2016/S 115-205062 of 16.6.2016

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

31.8.2016 – 17:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

12.9.2016

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

Duration in months: 10 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Date: 31.8.2016 – 17:00

Place:

E-Procurement.

Persons authorised to be present at the opening of tenders: no

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

The Contracting Authority in section I.1) is part of the Department for Work and Pensions and is acting on behalf of the Secretary of State for Work and Pensions.
DWP serves over 22 000 000 customers, employing around 90 000 people; roughly 20 % of all Government and Civil Service employees. The Department has the largest proportion of the overall Government civil estate at around 15 %, equating to around 1 500 000 square metres.
DWP does not own any of the property it occupies. 96 % of the estate falls under a commercial agreement, (commonly known as the PRIME contract), that delivers fully serviced accommodation including facilities management services in addition to property/asset management services.
DWP must exit the PRIME contract when it ends on 31.3.2018; there is no ability to extend because, following the expansion of the contract in 2003 DWP took advantage of an exemption in the procurement regulations not to run a competitive tender. This meant however, that the Department’s ability to negotiate any further extensions to the contract is now exhausted. DWP must put in place new replacement property, Facilities Management (FM) and other contracts prior to 1.4.2018 with services being delivered from 1.4.2018.
The Contracting Authority intends to use an eTendering system.
Suppliers Instructions:
How to Express Interest in this Tender:

1. Register on the eSourcing portal (this is only required once): https://dwp.bravosolution.co.uk and click the link to register — Accept the terms and conditions and click ‘continue’ — Enter your correct business and user details — Note your chosen username and click ‘Save’. You will receive an email with your password (keep this secure).

2. Express an Interest in the Tender — Login to the portal with the username/password — Click the ‘PQQs / ITTs Open To All Suppliers’ link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) — Click on the relevant PQQ/ ITT (Estates Supply Chain Integrator Services PQQ) to access the content — Click the ‘Express Interest’ button at the top of the page — This will move the PQQ /ITT into your ‘My PQQs/ My ITTs’ page. (A secure area reserved for your projects only) — You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ ITT Details’ box.
3. Responding to the tender — Click ‘My Response’ under ‘PQQ/ ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining) — You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification — Note the deadline for completion. Follow the on-screen instructions to complete the PQQ/ ITT — There may be a mixture of online and offline actions to complete (detailed online help available). To submit your reply use the ‘Submit Response’ button (top of the page).
For further assistance please consult the online help, or the eTendering help desk. DWP expressly reserves the rights: (i) To use a reverse auction; (ii) To cancel this procurement at any stage; (iii) To not award any contract as a result of the procurement process commenced by publication of this notice; (iv) and in no circumstances will DWP be liable for any costs incurred by potential suppliers.
The DWP Estates Supply Chain shall include:
a) The Integrator; will undertake the day to day operational management of the DWP Estates Supply Chain as well as overall estates coordination and management including provision of a help desk and work order management system, information and management reporting Systems.
b) Facilities Management Provider; providing building and asset maintenance including mechanical, electrical and building fabric works and soft services including cleaning, catering, waste disposal, removal and secure destruction of confidential waste, etc. and also minor building works.
c) Security Services Provider; providing manned guarding, security systems (including hardware), 24/7 systems monitoring / control centre and reactive services/incident response and management, also assisting in the preparation of site specifications based on risk assessments and managing changes to Government security threat status.
d) Projects Provider(s): including professional services, main contractors and specialist sub-contractors providing life cycle works, moves and changes and other project work, and also furniture, fixtures and equipment suppliers.
e) Lease and Landlord Management Provider; managing the portfolio of DWP leases (including rent reviews, liaison with landlords, etc.) and intra-Government and wider public sector occupancy agreements.
The Contracting Authority is using the Competitive with Negotiation procedure for this procurement (the Integrator). The Contracting Authority plans on awarding the contract following the procedure to the potential supplier who provides the most economically advantageous tender using a 60 % quality/40 % price evaluation methodology. The Authority will confirm the evaluation criteria at the Invitation to Tender stage.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Department for Work and Pensions (DWP)
Estates Team, Floor 5, Caxton House, 6-12 Tothill street
SW1H 9NA London
United Kingdom
E-mail: Malcolm.Macconnell@DWP.GSI.GOV.UK
Telephone: +44 01216263230
Internet address: www.dwp.gsi.gov.uk
Fax: +44 01216263230

Body responsible for mediation procedures

National ID
Fax: +44 01216263230

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: This Contracting Authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. The Public Contracts Regulations 2015 (SI 2015 No 87) provide 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). Any such action must be brought promptly (generally within 3 months). Where a contract has not been entered into the Court may order the setting aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into the Court may award damages and in the case of specified breaches of the rules may also order the termination or shortening of the contract and the levying of fines. Economic Operators seeking the termination of a contract (where this is permitted) may be required to bring action within 30-days, although this period is extended to 6-months in specified circumstances. The purpose of the standstill period referred to above is to allow parties to apply to the Courts to set aside the award decision before the contract is entered into. You may also care to note the information provided via The DWP commercial complaints process.

VI.4.3)Service from which information about the lodging of appeals may be obtained

Department for Work and Pensions (DWP)
Estates Team, Floor 5, Caxton House, 6-12 Tothill street
SW1H 9NA London
United Kingdom
E-mail: Malcolm.Macconnell@DWP.GSI.GOV.UK
Telephone: +44 01216263230
Internet address: www.dwp.gsi.gov.uk
Fax: +44 01216263230

VI.5)Date of dispatch of this notice:

1.8.2016

 

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