Facilities Management Contract Lanarkshire

Facilities Management Contract Lanarkshire

The University of the West of Scotland is seeking to appoint a single Facilities Management Contractor to provide Facilities Management Services at the new UWS Lanarkshire Campus.

United Kingdom-Paisley: Facilities management services

2017/S 128-261303

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

University of the West of Scotland
High Street
United Kingdom
Telephone: +44 1418483110
E-mail: lindsey.johnston@uws.ac.uk
NUTS code: UKM35Internet address(es):Main address: http://www.uws.ac.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00473

I.2)Joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.publictendersscotland.publiccontractsscotland.gov.uk/
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://www.publictendersscotland.publiccontractsscotland.gov.uk/

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Other activity: higher education

Section II: Object

II.1)Scope of the procurement


Lanarkshire Campus: Facilities Management Services.

Reference number: UWS/FMS/JH/108

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

The University of the West of Scotland (UWS) is seeking to appoint a single Facilities Management Contractor to provide Facilities Management (FM) Services at the new UWS Lanarkshire Campus.

The current Hamilton Campus will be moving to a new build campus in April 2018 with transfer from the current campus by September 2018. It is expected that the Contractor will begin to deliver FM services in the new campus location from April 2018.

II.1.5)Estimated total value

Value excluding VAT: 3 500 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UKM38
Main site or place of performance:

UWS Lanarkshire Campus, Hamilton International Technology Park, Glasgow.

II.2.4)Description of the procurement:

The objective of this tender is to appoint a single Contractor to provide and manage FM Services to UWS Lanarkshire Campus.

Based on the BCIS benchmark, the approximate annual value of the contract is 3,500,000 GBP based upon the planned gross internal area of the new Campus.

Details of the Lanarkshire Campus –

— Due to open in April 2018 with transfer completed by September 2018

— Open plan learning environment

— 2500-3000 students expected

— 58,558 square metres gross internal area approx.

Building — GIA sqm

Carrick — 7 911

Dunlee — 7 015

Edzell — 9 018

Street — 1 200

Undercroft — 33 414

Total — 58 558

— 3 Buildings (Carrick, Dunlee and Edzell) connected on the south side by a 4th Building (the Street) all sharing a 2 storey undercroft

— Total estimated hours of operation per annum — 3 289

— Naturally Ventilated — Electric Heating

— BREEAM ‘Excellent’ rating

— Core hours of operation — Monday to Friday — 8:00 — 21:00, Saturday 9:00 — 17:00

— Energy Saving Features — solar panels

— The Contractor may be required to provide (or manage the provision of via sub-contractors) the range of FM services including but not limited to:

— Facilities Management Helpdesk; including the maintenance of the Asset records

— Building Information Management (support and maintenance) to include PPM’s and statutory insurance requirements

— Building Management System — manage and maintain

— Planned & Reactive Building Fabric & Building Services Maintenance

— Planned & Reactive Maintenance of Kitchen Equipment

— Grounds Maintenance (Hard and Soft)

— Internal Planting

— Pest Control

— Energy & Utilities Monitoring

— Cleaning

— Washroom vending services

— PAT Testing

It is the UWS view that TUPE 2006 Regulations may apply to this Contract

— Furthermore, the UWS wishes to ensure that its key suppliers and contractors are committed to equality and diversity within their workforce and supply chain. This includes non-discriminatory behaviour and compliance with the Modern Slavery Act 2015.

— The UWS expects that the Contractor shall ensure that payment of sub-contractors and all supply chain partners is made promptly, in accordance with relevant legislation.

— The estimated value of the Contract shown is based upon the BCIS benchmark cost (22/06/2017) per square metre multiplied by the potential length of the contract (4 years) is therefore 3 500 000 GBP, however please note that this value is purely for indicative purposes and to provide bidders with like for like information.

This contract will not be divided into lots for reasons of operational and management efficiency.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality / Weighting: 60
Price – Weighting: 40

II.2.6)Estimated value

Value excluding VAT: 3 500 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48
This contract is subject to renewal: yes
Description of renewals:

Option to extend for 3 x 12 months.

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 5
Objective criteria for choosing the limited number of candidates:

This Procurement process will be conducted through the use of the Restricted Procedure.

It is critical that bidders read Section III 1.1, III 1.2 and III 1.3 and Section VI.3 of this Contract Notice and the links to the relevant Sections and Parts of the ESPD (Scotland) to understand the requirements of this Contract.

ESPD submissions shall be evaluated in the following way:

— Questions within Part III (all sections) and Part IV (Sections A,B and D) are minimum standards and will be evaluated on a pass/fail basis.

— Questions within Part IV Section C (Technical and Professional Ability) have been allocated an individual weighting. The individual weightings allocated to each question are as follows:

Q4C.1.2 — 75 % (Example 1 — 25 %; Example 2 — 25 %; Example 3 — 25 %)

Q4C.4 — 25 %

Each question will be objectively evaluated using the following criteria:

0 — Unacceptable — Nil or inadequate response. Fails to demonstrate previous experience/capacity/capability relevant to this criterion.

1 — Poor — Response is partially relevant but generally poor. The response shows some elements of relevance to the criterion but contains insufficient/limited detail or explanation to demonstrate previous relevant experience/capacity/capability.

2 — Acceptable — Response is relevant and acceptable. The response demonstrates broad previous experience, knowledge and skills/capacity/capability but may lack in some aspects of similarity e.g. previous experience, knowledge or skills may not be of a similar nature.

3 — Good — Response is relevant and good. The response is sufficiently detailed to demonstrate a good amount of experience, knowledge or skills/capacity/capability relevant to providing similar services to clients.

4 — Excellent — Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates thorough experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients.

Bidders will be allocated a score for each question, from which a total score will be awarded. The five bidders with the highest score will be shortlisted and invited to tender stage.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

This section refers to ESPD (Scotland) Section IV Question 4A.1:

Bidders must confirm if they hold the particular authorisation or memberships:

— Registered with an approved Electrical Contractor scheme such as NICEIC, ECA or equivalent

— SEPA Registered Waste Carrier.

III.1.2)Economic and financial standing

List and brief description of selection criteria:

This section refers to ESPD (Scotland) Section IV Part B:

Q4B.2.1 Bidders will be required to have a minimum yearly (‘specific’) turnover of 7 000 000 GBP for the last 3 years in the business area covered by the contract.

Q4B.3 Where turnover information is not available for the time period requested, the bidder will be required to state the date which they were set up or started trading.

Q4B.4 The University will use the following ratios to evaluate a bidders financial status:

Profitability — this is taken as profit after tax but before dividends and minority interests. If a company makes a profit then it is a pass for this ratio;

Liquidity — this is calculated as current assets less stock and work in progress, divided by current liabilities. If the answer is greater than or equal to one then it is a pass for this ratio

Gearing — this is calculated as the total external secured borrowing (short term and long term) divided by shareholder funds expressed as a percentage. If the answer is less than or equal to 100 % it is considered a pass for this ratio.

Bidders must provide the name and value of each of the 3 ratios within their response to ESPD Q4B.4.

UWS requires bidders to pass 2 out of the 3 financial ratios above.

Where 2 or 3 of the 3 ratios cannot be met, UWS may take the undernoted into consideration when assessing financial viability and the risk to UWS, providing that the Bidder can supply evidence to substantiate any of the mitigating criteria when requested to do so. The following list is not exhaustive and other criteria may be considered where proposed by a bidder as mitigating factors:

Would the bidder have passed the checks if prior year accounts had been used?

Were any of the poor appraisal outcomes ‘marginal’?

Does the bidder operate in a market which, traditionally, requires lower liquidity or higher debt finance?

Does the bidder have sufficient reserves to sustain losses for a number of years?

Does the bidder have a healthy cashflow?

Is the bidder profitable enough to finance the interest on its debt?

Is most of the bidder’s debt owed to group companies?

Is the bidder’s debt due to be repaid over a number of years, and affordable?

Have the bidder’s results been adversely affected by ‘one off costs’ and / or ‘one off accounting treatments’?

Do the bidder’s auditors (where applicable) consider it to be a ‘going concern’?

Do Dunn & Bradstreet, Equifax or equivalent consider the bidder to be a ‘going concern’?

Will the bidder provide a Parent Company Guarantee?

Is the bidder the single supplier/source of the Goods/Works/Services in the marketplace?

UWS will request submission of and assess the bidders financial accounts, and may use Dunn & Bradstreet, Equifax or equivalent verification systems to validate the information provided.

Q4B.5.1 It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commence of any subsequently awarded contract, the types and levels of insurance indicated below:

Employer’s (Compulsory) Liability Insurance = 10 000 000 GBP

Public Liability Insurance = 10 000 000 GBP

Professional Indemnity Insurance = 5 000 000 GBP

Q4B.6 Bidders will be required to provide 3 years audited accounts or equivalent when requested, prior to the finalisation of the envisaged shortlist of bidders for ITT stage.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

This section refers to ESPD (Scotland) Section IV Part C:

Q4C.1.2 — Bidders will be required to provide three examples that demonstrate that they have the relevant experience to deliver the services as described in part II.2.4 of the Contract Notice that have taken place in the last three years.

Each example should be based upon a different client and contract (i.e. the 3 examples cannot refer to the same client/contract)

Each example should be limited to 3 sides of A4 — minimum font size 10 Ariel.

Bidders should provide full contact details of the key client contact for each of the examples provided above. UWS may at its own discretion, prior to concluding the selection process, contact any references and/or undertake a site visit to certify the accuracy of the information provided.

Q4C.4 — Bidders will be required to demonstrate the relevant supply chain management systems used in similar contracts including but not limited to:

— Approach to the Selection of sub-contractors and supply chain partners, including experience of adhering to the clients’ internal procurement procedures.

— Management of sub-contractors/supply chain partners performance in the delivery of the TFM service to the client, including use of performance management processes such as KPI’s and addressing any performance issues.

— Dispute Resolution processes in relation to both the client and sub-contractors/supply chain partners.

— Prompt Payment of sub-contractors and all supply chain partners, in accordance with relevant legislation.

— Approach to encouraging fair working practices throughout the supply chain

Bidders response should be limited to 3 sides of A4 — minimum font size 10 Ariel if the text box on PCS-Tender is not adequate to fully answer the question.

Bidders should provide evidence to support their responses, including details of the client and contract if applicable.

III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession

III.2.2)Contract performance conditions:

The Form of Contract to be used will be the NEC3 Term Service Contract.

The contract will be subject to a performance management system with KPI’s linked to payment mechanism.

The contract will also include regular contract management meetings between UWS and the Contractor.

III.2.3)Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure


IV.1.1)Type of procedure

Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 04/08/2017
Local time: 12:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 05/09/2017

IV.2.4)Languages in which tenders or requests to participate may be submitted:


IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Tender must be valid until: 02/02/2018
IV.2.7)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:

Subject to the UWS discretion as to whether or not to exercise one or more extension periods as noted, this contract may be re-procured at the following times:

— 2021

— 2022

— 2023

— 2024

The latest date for re-procuring this contract will be 2024.

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

The following information relates to ESPD (Scotland) Section IV Part D (Quality Assurance Schemes and Environmental Management Standards):

Q4D.1 — (Quality Assurance Schemes) The bidder shall hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent).

Q4D.1 — (Health and Safety Procedures) — The bidder shall hold a UKAS (or equivalent), accredited independent third party certificate of compliance in accordance with BS OHSAS 18001 (or equivalent) or have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum.

Q4D.2 — (Environmental Management Standards) The Bidder shall hold a UKAS (or equivalent) accredited independent third party certificate of compliance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate.


Where any bidder considers any information submitted as part of their ESPD submission commercially confidential, they must notify the UWS prior to the ESPD deadline via PCS-T and the UWS will provide a template for completion.

Furthermore, shortlisted bidders at ITT stage will be required to confirm prior to award of any contract that you will be in a position to submit a Freedom of Information appendix. This will be for information only and will not be scored.


Shortlisted bidders will be required at ITT stage to submit a signed Form of Tender prior to the award of contract.

The buyer is using PCS-Tender to conduct this PQQ exercise. The Project code is project_8402. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343

Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361

A summary of the expected community benefits has been provided as follows:

Information regarding the specific Community Benefits which may apply to this Contract will be provided at tender stage, however bidders should note the types of Community Benefits that may apply:

— Supported business

— New Entrants

— Indirect New Entrants (those employed by subcontractors)

— Graduates

— Apprenticeships

— Work Placements

— Visits — School / College

— Educational Engagement

— Supplier Development

— Community Events

— Meet The Buyers Days

(SC Ref:497911).

VI.4)Procedures for review

VI.4.1)Review body

University of the West of Scotland
High Street
United Kingdom
Telephone: +44 1418483647
Fax: +44 1418483111Internet address:http://www.uws.ac.uk
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:



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