Facilities Management Services Tender East Midlands

Facilities Management Services Tender East Midlands

The Framework has been split into 3 work stream lots: Lot 1: Soft, Lot 2: Hard, Lot 3: Total Facilities Management.

United Kingdom-Alfreton: Facilities management services

2018/S 182-412293

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Efficiency East Midlands Ltd
Unit 3 Maisies Way, The Village, Derbyshire
Alfreton
DE55 2DS
United Kingdom
Contact person: Amy
Telephone: +44 1246395610
E-mail: amy@eem.org.uk
NUTS code: UK
Internet address(es):Main address: http://eem.org.uk/

I.2)Information about joint procurement

The contract is awarded by a central purchasing body

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://xantive.supplierselect.com/
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Facilities Management

Reference number: EEM0069

II.1.2)Main CPV code

79993100

II.1.3)Type of contract

Services

II.1.4)Short description:

Efficiency East Midlands Ltd (EEM) is a procurement consortium which establishes and manages a range of Framework Agreements. Our Members include organisations providing services to the whole public sector including social housing providers, local authorities, blue light services and education and health related organisations. EEM on behalf of its members are looking to establish a Facilities Management Framework covering, Soft, Hard and Total Facilities Management Services. The framework will provide EEM Members with a planned preventative maintenance, reactive maintenance and complete building asset maintenance management service.

The Framework has been split into 3 work stream lots;

— Lot 1: Soft,

— Lot 2: Hard,

— Lot 3: Total Facilities Management.

Each of the above lots has 5 geographical sub-lots as follows:

— sub-lot 1: East Midlands,

— sub-lot 2: West Midlands,

— sub-lot 3: Greater London and the South East,

— sub-lot 4: South West,

— sub-lot 5: National Coverage.

II.1.5)Estimated total value

Value excluding VAT: 600 000 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for all lots
Maximum number of lots that may be awarded to one tenderer: 3
II.2)Description

II.2.1)Title:

Soft Facilities Management Services

Lot No: 1

II.2.2)Additional CPV code(s)

79993000
79993100

II.2.3)Place of performance

NUTS code: UK

II.2.4)Description of the procurement:

EEM are looking for suitably experienced Soft Facilities Management providers who are capable of providing planned preventative and reactive maintenance and a complete building asset maintenance management service. Bidders must be capable of covering all aspects of works covered under Soft Facilities Management Services listed below as we will not be dividing this tender in to trade specific Lots.

Soft Facilities Management:

— grounds maintenance,

— tree surgery,

— cleaning services,

—— building cleaning,

—— external cleaning,

—— deep cleaning,

—— carpet cleaning,

—— internal and external window cleaning,

— gritting service,

— pest control,

— security services,

—— manned guarding,

—— patrols – fixed guarding,

—— patrols – mobile and reactive guarding,

—— key holding,

—— lock up / open up of affected property,

—— CCTV Alarm monitoring,

— condition surveys,

— compliance plans and risk assessments,

— any other associated Soft Facilities Management works and services.

In addition to the services covered within this lot,Soft FM Providers will be expected to:

— ensure all maintenance services undertaken through this framework are in accordance with SFG20 and any other specified requirements,

— complete building asset maintenance management service for Contracting Authorities property stock,

— provide preventative, cyclical and reactive maintenance to the affected properties to ensure the assets provide full operational functionality at all times,

— full asset list of all plant and equipment kept regularly updated and accurate to assist when undertaking Planned Preventative Maintenance (PPM) and for also understanding full condition surveys on assets,

— buildings and engineering services,

— ensuring external works are operationally safe,

— servicing and repair works are undertaken in accordance with manufacturer’s instructions,

— offering an emergency response service for broken equipment or where a service requires a responsive provision.

This lot will be further divided into 5 geographical sub-lots as follows:

— sub-lot 1: East Midlands,

— sub-lot 2: West Midlands,

— sub-lot 3: Greater London and the South East,

— sub-lot 4: South West,

— sub-lot 5: National Coverage.

The Framework is being procured by Efficiency East Midlands Limited (‘EEM’) on behalf of their members and the other organisations described in Section VI.3 as being Authorised Users.

The call-off contracts to be awarded pursuant to the Framework Agreements to be entered at conclusion of the procurement exercise may extend for a duration of up to 4 years beyond expiry of the 4 year framework term. Please note that the total potential value stated in II.2.6) is for the full 4 year framework and takes into consideration that EEM membership may grow over the life of the Framework.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Method Statement Questions / Weighting: 100
Cost criterion – Name: Labour Rates / Weighting: 0

II.2.6)Estimated value

Value excluding VAT: 200 000 000.00 GBP

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

Duration in months: 48
This contract is subject to renewal: no

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
II.2)Description

II.2.1)Title:

Hard Facilities Management Services

Lot No: 2

II.2.2)Additional CPV code(s)

79993000
79993100

II.2.3)Place of performance

NUTS code: UK

II.2.4)Description of the procurement:

This framework is being set up to support EEM Members by providing a framework of providers with suitable experience in providing Hard Facilities Management Services. Bidders must be capable of covering all aspects of works covered under Hard Facilities Management Services listed below as we will not be dividing this tender in to trade specific Lots

— Mechanical and Electrical:

—— Air Conditioning and Ventilation,

—— Air Handling and Heat Recovery Units,

—— Lifts,

—— High Voltage and Switchgear Maintenance,

— Heat Pump and Air Cooled Condensing Units,

— Expansion / Pressure Vessel and Pumped Water Booster Sets,

— Heating and Plumbing,

— Legionella Monitoring and Control,

— Electrical Testing (PAT and Fixed Wire),

— Lightning Protection,

— Re-Lamping,

— Building Fabric Maintenance,

— Signage,

— Handyman Service,

— Locksmith Service,

— Statutory Inspections,

— Fire Detection and Fire Fighting Systems Maintenance,

— Access and Intruder Systems,

— CCTV Systems Service and Maintenance,

— Any other associated Hard Facilities Management works and services.

In addition to the services covered within this lot,Soft FM Providers will be expected to;

— Ensure all maintenance services undertaken through this framework are in accordance with SFG20 and any other specified requirements,

— Complete building asset maintenance management service for Contracting Authorities property stock,

— Provide preventative, cyclical and reactive maintenance to the affected properties to ensure the assets provide full operational functionality at all times,

— Full Asset list of all plant and equipment kept regularly updated and accurate to assist when undertaking Planned Preventative Maintenance (PPM) and for also understanding full condition surveys on assets,

— Buildings and engineering services,

— Ensuring external works are operationally safe,

— Servicing and repair works are undertaken in accordance with manufacturer’s instructions.

— Offering an emergency response service for broken equipment or where a service requires a responsive provision.

This lot will be further divided into 5 geographical sub-lots as follows:

— Sub-Lot 1 — East Midlands,

— Sub-Lot 2 — West Midlands,

— Sub-Lot 3 — Greater London and the South East,

— Sub-Lot 4 — South West,

— Sub-Lot 5 — National Coverage.

The Framework is being procured by Efficiency East Midlands Limited (‘EEM’) on behalf of their members and the other organisations described in Section VI.3 as being Authorised Users.

The call-off contracts to be awarded pursuant to the Framework Agreements to be entered at conclusion of the procurement exercise may extend for a duration of up to 4 years beyond expiry of the 4 year framework term. Please note that the total potential value stated in II.2.6) is for the full 4 year framework and takes into consideration that EEM membership may grow over the life of the Framework.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Method Statement Questions / Weighting: 100
Cost criterion – Name: Labour Rates / Weighting: 0

II.2.6)Estimated value

Value excluding VAT: 200 000 000.00 GBP

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

Duration in months: 48
This contract is subject to renewal: no

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
II.2)Description

II.2.1)Title:

Total Facilities Management

Lot No: 3

II.2.2)Additional CPV code(s)

79993100
79993000

II.2.3)Place of performance

NUTS code: UK

II.2.4)Description of the procurement:

This framework is being set up to support EEM Members by providing a framework of providers with suitable experience in providing a Total Facilities Management Service.

Total Facilities Management services covered by this framework include:

— Grounds Maintenance,

— Tree Surgery,

— Cleaning Services:

—— Building Cleaning,

—— External Cleaning,

—— Deep Cleaning,

—— Carpet Cleaning,

—— Internal and External Window Cleaning,

— Gritting Service,

— Pest Control,

— Security Services:

—— Manned Guarding,

—— Patrols – Fixed Guarding,

—— Patrols – Mobile and Reactive Guarding,

—— Key Holding,

—— Lock Up / Open Up of Affected Property,

—— CCTV Alarm Monitoring,

— Condition Surveys,

— Compliance Plans and Risk Assessments,

— Any other associated Soft Facilities Management works and services,

— Mechanical and Electrical:

—— Air Conditioning and Ventilation,

—— Air Handling and Heat Recovery Units,

—— Lifts,

—— High Voltage and Switchgear Maintenance,

— Heat Pump and Air Cooled Condensing Units,

— Expansion / Pressure Vessel and Pumped Water Booster Sets,

— Heating and Plumbing,

— Legionella Monitoring and Control,

— Electrical Testing (PAT and Fixed Wire),

— Lightning Protection,

— Building Fabric Maintenance,

— Signage,

— Handyman Service,

— Locksmith Service,

— Statutory Inspections,

— Fire Detection and Fire Fighting Systems Maintenance,

— Access and Intruder Systems,

— CCTV Systems Service and Maintenance,

— Any other associated Hard Facilities Management works and services.

In addition to the services covered within this lot,Soft FM Providers will be expected to;

— Ensure all maintenance services undertaken through this framework are in accordance with SFG20 and any other specified requirements,

— Complete building asset maintenance management service for Contracting Authorities property stock,

— Provide preventative, cyclical and reactive maintenance to the affected properties to ensure the assets provide full operational functionality at all times,

— Full Asset list of all plant and equipment kept regularly updated and accurate to assist when undertaking Planned Preventative Maintenance (PPM) and for also understanding full condition surveys on assets,

— Buildings and engineering services,

— Ensuring external works are operationally safe,

— Servicing and repair works are undertaken in accordance with manufacturer’s instructions,

— Offering an emergency response service for broken equipment or where a service requires a responsive provision.

This lot will be further divided into 5 geographical sub-lots as follows:

Sub-Lot 1 — East Midlands,

Sub-Lot 2 — West Midlands,

Sub-Lot 3 — Greater London and the South East,

Sub-Lot 4 — South West,

Sub-Lot 5 — National Coverage.

The Framework is being procured by Efficiency East Midlands Limited (‘EEM’) on behalf of their members and the other organisations described in Section VI.3 as being Authorised Users.

The call-off contracts to be awarded pursuant to the Framework Agreements to be entered at conclusion of the procurement exercise may extend for a duration of up to 4 years beyond expiry of the 4 year framework term. Please note that the total potential value stated in II.2.6) is for the full 4 year framework and takes into consideration that EEM membership may grow over the life of the Framework.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Method Statement Questions / Weighting: 100
Cost criterion – Name: Labour Rates / Weighting: 0

II.2.6)Estimated value

Value excluding VAT: 200 000 000.00 EUR

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

Duration in months: 48
This contract is subject to renewal: no

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

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

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
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:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Open procedure

IV.1.3)Information about a framework agreement or a dynamic purchasing system

The procurement involves the establishment of a framework agreement
Framework agreement with several operators
Envisaged maximum number of participants to the framework agreement: 84
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: no
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: 06/11/2018
Local time: 15:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

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

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

IV.2.7)Conditions for opening of tenders

Date: 07/11/2018
Local time: 14:30

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about electronic workflows

VI.3)Additional information:

The Framework is being procured by Efficiency East Midlands Limited (‘EEM’) on behalf of their members and the other organisations described below as being Authorised Users. The following contracting authorities will be entitled to agree and award contracts under this Framework Agreement:

1) Any Member of EEM which for the avoidance of doubt currently includes 3 partner consortia — Westworks, Advantage South West and South East Consortium. A full list of current members is available at www.eem.org.uk

2) Any future Member of EEM or our partner consortia, and in all cases has being an organisation which has applied to join EEM or our partner consortia in accordance with the applicable constitutional documents;

3) An EEM Participant being an organisation which is neither a current or EEM Member (as defined at 1 above) nor a Future Member of EEM (as defined at 2 above) based within England and Wales which owns and/or maintains/manages housing stock in one or more geographic area in which it operates and/or is an NHS Trust (which includes Acute Trusts, Mental Trusts, Care Services Trusts and Ambulance Trusts) or organisation, police authority, fire authority, ambulance trust, university, higher education, further education college, school academy or other public sector organisation.

Further details regarding the Authorised Users of this framework can be found in the ITT documents.

To respond to this tender or review the documentation, please:

1) Go to the portal https://xantive.supplierselect.com

2) If you need to register a new account follow the prompts to set up your organisation;

3) When you sign in select ‘Public Projects’ from the menu (top right). A list of all open tenders will be displayed;

4) Select ‘EEM Facilities Management’ from the list of projects and then ‘Create Opportunity’. That will give you access to the basic information;

5) Click ‘Accept Opportunity’ to get more detail. There is no obligation to submit a response;

6) If you do wish to submit a response, do so before the deadline by changing the status to submitted. You will only be allowed to submit if every mandatory question is answered.

VI.4)Procedures for review

VI.4.1)Review body

Efficiency East Midlands Ltd
Unit 3 Maisies Way, The Village
Derbyshire
DE55 2DS
United Kingdom
Telephone: +44 1246395610
E-mail: amy@eem.org.uk

VI.4.2)Body responsible for mediation procedures

Royal Courts of Justice
The Strand
London
WC2A 2LL
United Kingdom
Telephone: +44 2079476000

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

Precise information on deadline(s) for review procedures:

The Cabinet Office

Correspondence Team

Cabinet Office

Whitehall

London

SW1A 2AS

United Kingdom

Telephone: +44 2072761234

VI.4.4)Service from which information about the review procedure may be obtained

Royal Courts of Justice
The Strand
London
WC2A 2LL
United Kingdom
Telephone: +44 2079476000

VI.5)Date of dispatch of this notice:

19/09/2018

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