FM Services Contract Surrey

FM Services Contract Surrey

A single combined landlord’s property and facilities management service is required for this contract.

United Kingdom-Egham: Building and facilities management services

2016/S 117-207923

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Royal Holloway and Bedford New College
Egham Hill
Egham
TW20 0EX
United Kingdom
Contact person: Kim Cooper
Telephone: +44 1784414181
E-mail: kim.cooper@rhul.ac.uk
NUTS code: UKJ23

Internet address(es):Main address: https://www.rhul.ac.uk/home.aspx

Address of the buyer profile: https://www.rhul.ac.uk/home.aspx

I.2)Joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://in-tendhost.co.uk/rhul/aspx/Home
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://in-tendhost.co.uk/rhul/aspx/Home
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

Education

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Estate Management and FM Services Contract – Rusham Park.

II.1.2)Main CPV code

79993000

II.1.3)Type of contract

Services

II.1.4)Short description:

Royal Holloway and Bedford New College (the ‘University’) is acquiring Rusham Park, a commercial investment property adjacent to its existing estate. In the medium term the property will be leased, initially to the existing owner-occupiers on effective full repairing and insuring terms (subject to the actual lease terms), but where the estate common areas will be managed by the successful bidder, on behalf the University (as landlord).

Most of the common areas are external spaces, including a multi-level car park, but there is some common hot water boiler plant, and a canteen facility for employees of the tenants on site. The value of the services to be provided is envisaged to be approximately 1 200 000 GBP per annum.

A single combined landlord’s property and facilities management service is required for this contract.

II.1.5)Estimated total value

Value excluding VAT: 9 600 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:

II.2.2)Additional CPV code(s)

79993100
50710000
79420000
79421100
79710000
79992000
90911200
90910000
90900000
90911000
77314000
79421000
55500000
90500000
90919200
90922000
60100000
55900000

II.2.3)Place of performance

NUTS code: UKJ23
Main site or place of performance:

Egham, Surrey, UK.

II.2.4)Description of the procurement:

The University is 1 of the UK’s leading research-intensive universities, with 21 academic departments and schools spanning the arts and humanities, sciences, social sciences, management, economics and law. The University is acquiring Rusham Park, a commercial investment property adjacent to its existing estate. In the medium term the property will be leased, initially to the existing owner-occupiers on effective full repairing and insuring terms (subject to the actual lease terms), but where the estate common areas will be managed by the successful bidder, on behalf the University, as landlord.

Most of the common areas are external spaces, including a multi-level car park, but there is some common hot water boiler plant, and a canteen facility for tenants’ employees on site. The value of the services to be provided is envisaged to be approximately 1 200 000 GBP per annum.

A single combined landlord’s property and facilities management service is required for the common areas of the site. The University currently envisages that the contract will be for a period of 3 years, with an option for the University (in its absolute discretion) to extend for a period of 2 years and a further option for the contract to be extended (by mutual agreement of the parties) for a period or periods not exceeding 3 years in total. The maximum total duration of the contract is, therefore, 8 years. The contract will also contain early termination provisions, as set out in the procurement documents.

A single inclusive price will be required. Sub-contracting of some services is envisaged. The services to be provided are as follows:

— Landlord estate management including rent and service charge budgeting and accounting, managing additional pass-through costs, safety risk compliance and tenant management;

— Employment of a site Facility Manager;

— Manned security guarding (24 hours), including reception services during normal working hours;

— Cleaning and janitorial services;

— Landscape maintenance;

— Pest Control;

— Waste management and recycling;

— Planned maintenance to the retained Mechanical and Electrical Plant and equipment;

— Provision of a mini-bus transportation service;

— A catering service — canteen, café and shop in the common area, and hospitality service to the demised buildings.

The successful tenderer may be required to provide other services which the University (as landlord) is required to provide to the tenants of Rusham Park under the terms of the lease.

Expressions of interest are invited from Candidates who should complete the Pre-Qualification Questionnaire and who will need to demonstrate competency and experience in managing similar environments on behalf of investor landlords, and the ability to procure the appropriate supply chain as principal contractor (i.e. as distinct from landlord traditional managing agent) whilst recognising the need to comply with required transparency for service charge accountability. The Facility Management services already exist on site but under a different ownership and management regime.

Qualifying Candidates will be required to tender for all the services specified.

The Rusham Park Site is adjacent to the University’s existing estate. The University reserves the right to extend some of the Required Services to include the provision of services at other nearby University sites. Further details are set out in the ITT and draft contract.

The estimated value of the contract set out in sections II.1.5) and II.2.6) of this Contract Notice is the estimated total value of the contract if extended by the further 2 year and 3 year periods.

The duration of the contract in section II.2.7) of this Contract Notice is the full duration if the 3 year contract is extended by the further 2 year and 3 year periods.

Further details of this procurement are set out in the PQQ and ITT on the In-tend website referred to in Section I.3) above.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 9 600 000.00 GBP

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

Duration in months: 96
This contract is subject to renewal: no

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:

As set out in the PQQ.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

The University currently envisages that the contract will be for a period of 3 years with the option for the University (in its absolute discretion) to extend the contract for a 2 year period, and for the contract to be extended (by mutual agreement of the parties) for a further period or periods not exceeding 3 years in total (a maximum overall term of 8 years).

The contract value in sections II.1.5) and II.2.6) is the estimated total value of the contract if it is extended for the further 2 year and 3 year periods.

The duration of the contract in section II.2.7) is the full duration if the 3 year contract is extended by the further 2 year and 3 year periods.

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

The University reserves the right to award the contract in whole, in part or not at all and to cancel or amend the procurement at any stage. The University does not bind itself to accept any tender and will not be liable under any circumstances for any costs, expenses or losses incurred by any prospective bidder in responding to this Contract Notice or in tendering for this contract.

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:

Any conditions are set out in the PQQ.

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:

Set out in the procurement documents.

The University may require any joint venture or consortium, if successful, to form a single legal entity to enter into the contract with the University, or to sign undertakings that each member will be jointly and severally liable. The appointed contractor will be entitled to sub-contract the services but will not be relived of liability under the contract for any sub-contracted services.

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)Description

IV.1.1)Type of procedure

Restricted procedure
Accelerated procedure
Justification:

The University is acquiring a site at Rusham Park, Surrey and will be required under the terms of a lease to provide estate management and FM services at the site for the tenants. There is insufficient time to carry out a procedure under the normal time-scales before the University is required to supply the services. The University has allowed as much time as possible for candidates to express an interest in this contract and for shortlisted bidders to prepare their tender submissions, and the procurement timetable meets or exceeds the minimum time-scales required under the Public Contracts Regulations 2015 for an accelerated 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: 01/07/2016
Local time: 10:00

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

Date: 05/07/2016

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

Duration in months: 6 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

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 University reserves the right to require parent company guarantees, bonds or other forms of security in a form acceptable to the University.

Bidders will be required to provide details of certain staff it proposes to assign to perform the contract in their tender submissions. Details of this requirement are set out in the ITT.

All expressions of interest in response to this Contract Notice must be uploaded onto the following website (the ‘In-tend website’):

https://in-tendhost.co.uk/rhul/aspx/Home

No communication should be made with the University, other than through the In-tend website, unless a candidate has a particular difficulty in accessing the In-tend website.

Further general information about the University can be obtained from the University’s website at:

http://www.rhul.ac.uk/home.aspx

VI.4)Procedures for review

VI.4.1)Review body

Royal Holloway and Bedford New College
Egham Hill
Egham
TW20 0EX
United Kingdom
Telephone: +44 1784414181
E-mail: kim.cooper@rhul.ac.ukInternet address:https://www.rhul.ac.uk/home.aspx
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

In accordance with the Public Contracts Regulations 2015.

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

Royal Holloway and Bedford New College
Egham Hill
Egham
TW20 0EX
United Kingdom
Telephone: +44 1784414181
E-mail: kim.cooper@rhul.ac.ukInternet address:http://www.rhul.ac.uk/home.aspx

VI.5)Date of dispatch of this notice:

15/06/2016

 

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