Facilities Management Hard Services London

Facilities Management Hard Services London

Lot 1 Mechanical and Electrical Services; Lot 2 Building Maintenance Services.

United Kingdom-Croydon: Repair and maintenance services

2015/S 186-337238

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

London Borough of Croydon
12A Bernard Weatherill House, 8 Mint Walk
Contact point(s): Commissioning and Procurement Team
CR0 1EA Croydon
UNITED KINGDOM
Telephone: +44 2084071318
E-mail: procurement@croydon.gov.uk

Internet address(es):

General address of the contracting authority: http://www.croydon.gov.uk

Address of the buyer profile: www.londontenders.org

Electronic access to information: www.londontenders.org

Electronic submission of tenders and requests to participate: www.londontenders.org

Further information can be obtained from: London Borough of Croydon
12A Bernard Weatherill House, 8 Mint Walk
Contact point(s): Commissioning and Procurement Team
CR0 1EA Croydon
UNITED KINGDOM
Telephone: +44 2084071318
E-mail: procurement@croydon.gov.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: London Borough of Croydon
12A Bernard Weatherill House, 8 Mint Walk
Contact point(s): Commissioning and Procurement Team
CR0 1EA Croydon
UNITED KINGDOM
Telephone: +44 2084071318
E-mail: procurement@croydon.gov.uk

Tenders or requests to participate must be sent to: London Borough of Croydon
12A Bernard Weatherill House, 8 Mint Walk
Contact point(s): Commissioning and Procurement Team
CR0 1EA Croydon
UNITED KINGDOM
Telephone: +44 2084071318
E-mail: procurement@croydon.gov.uk

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:

472/2015CED Facilities Management Hard Services — Lot 1 Mechanical and Electrical Services; Lot 2 Building Maintenance Services.

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

Services
Service category No 1: Maintenance and repair services

NUTS code UKI22

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)

The Contracting Authority is seeking expressions of interest from suitably qualified and experienced Service Providers for the delivery of Hard Facilities Management (FM) Services under 2 separate Lots as follows:
— Lot 1 Mechanical and Electrical Services;
— Lot 2 Building Maintenance Services.
This procurement relates to the provision of Hard FM services to Council buildings, assets and properties including (but not limited to) municipal buildings, community centres, leisure centres, libraries, social care and health buildings, schools. For the avoidance of doubt, this is not an exhaustive list.
There are currently approximately 130 buildings within the scope of each Lot and a further 120 parks and open spaces where the FM service is responsible for boundary fences, footpaths and other structures. The number of buildings is likely to vary over the lifetime of the contract and the Council reserves the right to bring further buildings, assets and properties within the scope of any contracts awarded as a result of this procurement process.
The Council intends to award two separate contracts, 1 for each Lot. There is a separate PQQ document for each of the Lots.
Candidates are permitted to submit separate PQQ’s and Tenders for both Lots. However, 1 candidate is not permitted to win both Lots. Where, following tender evaluation, a candidate which has applied for both Lots is identified as the most economically advantageous tenderer for both Lots, that candidate will be awarded the Contract for the Lot it nominated as it’s preferred Lot in the PQQ.
The annual estimated value of works and services that is envisaged to be delivered under each of the Lots is as follows:
— Lot 1 Mechanical and Electrical (3 000 000 GBP to 5 000 000 GBP per annum);
— Lot 2 Building Maintenance (1 000 000 GBP to 2 500 000 GBP per annum).
The initial term of the contracts is 5 years although the Council has the option at its absolute discretion to extend the term for a further 2 periods of 1 year, thereby bringing the maximum term of the contracts to a period of 7 years. It is currently anticipated that the contracts will commence in July 2016.
The Council proposes to enter into a form of contract with the successful Service Providers based on the CIOB Facilities Management Contract as amended by the Council.
It is also intended that the Contracts should be part of the Council’s wider focus on ensuring that its economic activity is a catalyst for regeneration within the London Borough of Croydon. The successful Service Providers will therefore be required to actively participate in achieving these objectives and contract performance conditions may be imposed which relate to social value considerations, including supporting employment, creating apprenticeships, supporting priority groups, supporting business growth, supporting education to employment, supporting the community and management and compliance of these initiatives.
The Service Providers’ technical capability to meet these requirements is assessed at the pre- qualification stage. Further details will be provided in the pre-qualification documents and Tender Documents.
The Council requires the successful Service Providers to fulfil the aims and Social Value objectives through this procurement (and further to the Public Services (Social Value) Act 2012), to ensure Croydon as a Place benefits from the spend related to the Contracts.
The Council considers that the Transfer of Undertakings (Protection of Employment) Regulations 2006 (‘TUPE’) (as amended, re-enacted or consolidated) may apply to this contract. The purpose of TUPE is to preserve continuity of employment and to safeguard employment rights of all employees whose employment transfers to a new employer as a result of a relevant transfer.
The Council requires the successful Service Providers and their Significant Sub-contractors and Suppliers to comply with the London Living Wage and the pricing model shall take account of this.

II.1.6)Common procurement vocabulary (CPV)

50000000, 45000000, 71000000, 50410000, 50700000, 50500000, 50850000, 50870000, 51110000, 51120000, 51200000, 51620000, 51700000,51810000

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:

This procurement related to Hard FM Services to Council buildings, assets and properties and includes 2 separate Lots as follows:
Lot 1: Mechanical and Electrical Services:
The Council requires the Service Provider to deliver a core building engineering and property service (mechanical and electrical maintenance), comprising a programme of planned and statutory maintenance works, and breakdown and emergency call out services to maintain all building engineering services, for example, boilers, water and plumbing, sprinkler systems, air-conditioning, refrigeration, fans, lighting, combustion appliances and fuel storage systems as well as design, installation, inspection and testing of all electrical and mechanical equipment covered by the contract.
The M&E services to be delivered will include: Lighting; Plumbing; Heating and Cooling; Water Leaks; Blockages, Gas and Boilers; Automatic Doors; Alarms; Sockets; Switches; Pump; Electrics; Thermostatic Valves and other relevant services.
Lot 2: Building Maintenance Services:
The Council requires the Service Provider to deliver a core general building and property service comprising a programme of planned and statutory maintenance works, and reactive repairs (to include an out of hours making safe service) to maintain all buildings, assets and properties for example, glazing repairs, drainage surveys and jetting, roofing repairs and general building maintenance.
The Building Maintenance services to be delivered will include: Doors; Building Fabric; Locks and Keys; Windows; Ceilings and Walls; Fencing and Gates; Flooring; Furniture Repairs; Roofs; Internal Decorations and other relevant services.
Estimated value excluding VAT:
Range: between 20 000 000 and 52 500 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The initial term of both Contracts will be for 5 years although the Council has the option, at its absolute discretion, to extend the term for 2 further period of 1 year, thereby bringing the maximum term of the Contracts to a period of 7 years.
Provisional timetable for recourse to these options:
in days: 0 (from the award of the contract)

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: 84 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: FM Hard Services — Mechanical and Electrical Services

1)Short description

This procurement relates to the provision of Hard FM services (M&E) to assets and properties including (but not limited to) municipal buildings, community centres, leisure centres, libraries, social care and health buildings, schools and any other buildings or facilities which relate to the Councils delivery of its responsibilities. There are currently approximately 130 buildings within the scope of each Lot and a further 120 parks and open spaces where the FM service is responsible for boundary fences, footpaths and other structures. The number of buildings is likely to vary over the lifetime of the contract and the Council reserves the right to bring further buildings, assets and properties within the scope of any contracts awarded as a result of this procurement process. The annual estimated value of works and services that is envisaged to be delivered under Lot 1 Mechanical and Electrical is 3 000 000 GBP to 5 000 000 GBP per annum.

2)Common procurement vocabulary (CPV)

50000000, 50710000, 50720000, 50730000, 50500000, 51110000, 51120000, 51200000, 51620000, 51700000, 51810000, 71300000, 71600000

3)Quantity or scope

The scope of services for this procurement covers Council buildings, assets and properties related to this area of service including:
Lot 1: Mechanical and Electrical Services:
The Council requires the service provider to deliver a core building engineering service (mechanical and electrical maintenance), comprising a programme of planned and statutory maintenance works, and breakdown and emergency call out services to maintain all building engineering services, for example, boilers, water and plumbing, sprinkler systems, air-conditioning, refrigeration, fans, lighting, combustion appliances and fuel storage systems as well as design, installation, inspection and testing of all electrical and mechanical equipment covered by the contract.
The M&E services delivered include: Lighting; Plumbing; Heating and Cooling; Water Leaks; Blockages, Gas and Boilers; Automatic Doors; Alarms; Sockets; Switches; Pump; Electrics; Thermostatic Valves and other related services.
Estimated value excluding VAT:
Range: between 15 000 000 and 35 000 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 84 (from the award of the contract)

5)Additional information about lots

Tenderers are permitted to tender for both Lots but the Council intends to award 2 separate Contracts, 1 for each Lot, and whilst tenderers can apply for both Lots they cannot win both Lots.

Lot No: 2 Lot title: FM Hard Services — Buildings Maintenance Services

1)Short description

This procurement relates to the provision of Hard FM services (Buildings Maintenance Services) to assets and properties including (but not limited to) municipal buildings, community centres, leisure centres, libraries, social care and health buildings, schools and any other buildings or facilities which relate to the Councils delivery of it’s responsibilities. There are currently approximately 130 buildings within the scope of each Lot and a further 120 parks and open spaces where the FM service is responsible for boundary fences, footpaths and other structures. The number of buildings is likely to vary over the lifetime of the contract and the Council reserves the right to bring further buildings, assets and properties within the scope of any contracts awarded as a result of this procurement process. The annual estimated value of works and services that is envisaged to be delivered under Lot 2 Buildings Maintenance is 1 000 000 GBP to 2 500 000 GBP per annum.

2)Common procurement vocabulary (CPV)

50000000, 50700000, 71300000, 71600000, 45000000, 50850000, 50870000, 71400000, 71500000

3)Quantity or scope

The scope of services for this procurement covers Council buildings, assets and properties related to this area of service including:
Lot 2: Building Maintenance:
The Council requires the service provider to deliver a core general building service comprising a programme of planned and statutory maintenance works, and reactive repairs (to include an out of hours making safe service) to maintain all buildings for example, glazing repairs, drainage surveys and jetting, roofing repairs and general building maintenance.
The Building Maintenance services delivered include: Doors; Building Fabric; Locks and Keys; Windows; Ceilings and Walls; Fencing and Gates; Flooring; Furniture Repairs; Roofs; Internal Decorations and other associated works.
Estimated value excluding VAT:
Range: between 5 000 000 and 17 500 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 84 (from the award of the contract)

5)Additional information about lots

Tenderers are permitted to tender for both Lots but the Council intends to award 2 separate Contracts, 1 for each Lot, and whilst tenderers can apply for both Lots they cannot win both Lots.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Details will be set out in the contract documents.

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

Details will be set out in the contract documents.

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

Details will be set out in the contract documents.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The successful Service Providers and their supply chain will be required to participate in the achievement of social and/or environmental policy objectives relating to (but not exclusive to) recruitment, volunteering, apprenticeships, employment and training, priority groups, community benefits and supply chain initiatives for SME’s. Accordingly, contract performance conditions may relate in particular to social considerations, to be detailed in the Contract documents. The Service Providers will be required to apply the London Living Wage in their employment terms and 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: Applicants are required to complete a Pre Qualification Questionnaire (PQQ) consistent with the requirements of Directive 2014/24/EU. This questionnaire is available electronically from the London Tenders Portal atwww.londontenders.org and must be returned in electronic form to the London Tenders Portal at www.londontenders.org by the date stipulated in IV.3.4).

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Applicants are required to complete a Pre Qualification Questionnaire (PQQ) consistent with the requirements of Directive 2014/24/EU. This questionnaire is available electronically from the London Tenders Portal atwww.londontenders.org and must be returned in electronic form to the London Tenders Portal at www.londontenders.org by the date stipulated in IV.3.4).

Minimum level(s) of standards possibly required: There is a minimum standard for the financial turnover of companies applying as follows:
— Lot 1 Mechanical and Electrical Services — minimum financial turnover 6 000 000 GBP per annum.
— Lot 2 Buildings Maintenance Services — minimum financial turnover 2 000 000 GBP per annum.
There will be a minimum level of required insurances at the commencement of each of the Contracts as follows:
— Employers Liability 10 000 000 GBP;
— Public Liability 10 000 000 GBP; and
— Professional Indemnity 2 000 000 GBP.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Applicants are required to complete a Pre Qualification Questionnaire (PQQ) consistent with the requirements of Directive 2014/24/EU. This questionnaire is available electronically from the London Tenders Portal at www.londontenders.org and must be returned in electronic form to the London Tenders Portal at www.londontenders.org by the date stipulated in IV.3.4).Minimum level(s) of standards possibly required:
There is a minimum standard for the financial turnover of companies applying as follows:
— Lot 1 Mechanical and Electrical Services — minimum financial turnover 6 000 000 GBP per annum;
— Lot 2 Buildings Maintenance Services — minimum financial turnover 2 000 000 GBP per annum.
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: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

competitive dialogue

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

Envisaged number of operators: 5
Objective criteria for choosing the limited number of candidates: A maximum number of 5 operators for each Lot will be taken forward from the PQQ into the dialogue phase based upon the selection criteria set out in the PQQ. The Council reserves the right to reduce the number of operators during the dialogue phase from 5 to 3 for each Lot.

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:

472/2015CED
IV.3.2)Previous publication(s) concerning the same contract

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: 27.10.2015 – 12:00
Payable documents: no

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

27.10.2015 – 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

Duration in months: 12 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

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 Council reserves the right, subject to the provisions of the Public Contracts Regulations 2015 to change without notice the basis of any part of the procurement process or to cancel the procurement at any time and not to proceed with the award of any contract. Information about TUPE Tenderers should note that the provisions of the Transfer of Undertakings (Protection of Employment) Regulations 2006 (as amended, re-enacted or consolidated) may apply to this Contract. The purpose of TUPE is to preserve continuity of employment and to safeguard employment rights of all employees whose employment transfers to a new employer as a result of the relevant transfer. London Living Wage (LLW)The successful Service Providers will be required to apply the London Living Wage in their employment terms and conditions.
Expression of interest & Submission Particulars:
If you wish to register an interest in this contract, please follow the steps below:

— Register your company free of charge via the link below: https://www.londontenders.org/procontract/supplier.nsf/frm_home?openForm

— Await acceptance. You will receive an email confirming your username and password for the London Tenders Portal.
— Use your username and password to log into the London Tenders Portal and register your interest in the relevant contract: ([472/2015CED]). — Shortly after you have registered your interest, you will receive a second email containing a link to access the pre-qualification questionnaire documentation.
— All questions and queries regarding the procurement must be posed via the London Tenders Portal.

You must submit your completed questionnaire via the Authority’s e-tendering portal at www.Londontenders.org no later than the date detailed in IV.3.4). Completed questionnaires may be submitted at any time before the closing date. Please note that completed questionnaires received after the closing date may be rejected. Potential providers must keep their contact details on the portal up to date or they will be unable to receive communications from the Council.

Information about tender briefing event:

The Council will be hosting a Bidder Briefing Event in central Croydon on Monday 5.10.2015 from 10:00-12:30. Attendance will be limited to 3 delegates per candidate. To register an interest in attending this event and for further details please contact: www.londontenders.org

Competitive Dialogue:
The Council proposes to limit the number of areas open for dialogue, with the principal area of focus being Social Value. Further detail is set out in the tender documents.
Lots:
There is a separate PQQ document for each of the Lots.
Candidates are permitted to submit separate PQQ’s and Tenders for both Lots. However, one candidate is not permitted to win both Lots. Where, following tender evaluation, a candidate which has applied for both Lots is identified as the most economically advantageous tenderer for both Lots, that candidate will be awarded the Contract for the Lot it nominated as its preferred Lot in the PQQ.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

London Borough of Croydon
Commissioning and Procurement Team, 12A Bernard Weatherill House, 8 Mint Walk
CR0 1EA Croydon
UNITED KINGDOM
E-mail: procurement@croydon.gov.uk
Telephone: +44 2084071318
Internet address: www.croydon.gov.uk

Body responsible for mediation procedures

London Borough of Croydon
Commissioning and Procurement Team, 12A Bernard Weatherill House, 8 Mint Walk
CR0 1EA Croydon
UNITED KINGDOM
E-mail: procurement@croydon.gov.uk
Telephone: +44 2084071318
Internet address: www.croydon.gov.uk

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Council will incorporate a minimum 10 calendar day standstill period at the point at which information on the award of the contract is communicated to tenderers.

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

HM Courts and Tribunal Service
The Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000
Internet address: http://www.hmcourts-service.gov.uk/infoabout/rcj/rcj.htm

VI.5)Date of dispatch of this notice:

22.9.2015

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