Integrated Facilities Management Contract – Edinburgh

Integrated Facilities Management Contract – Edinburgh

Queen Margaret University is nearing the end of its existing contractual arrangements for the provision of certain, key FM services and is therefore taking the opportunity to review its overall FM service delivery strategy.

United Kingdom-Edinburgh: Facilities management services

2018/S 242-552943

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

University of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Edinburgh
EH1 1HT
United Kingdom
Telephone: +44 1316502506
E-mail: katie.bisset@ed.ac.uk
NUTS code: UKM75
I.2)Information about joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html
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/esop/pts-host/public/pts/web/login.html

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:

Queen Margaret University Integrated Facilities Management

Reference number: EC0838

II.1.2)Main CPV code

79993100

II.1.3)Type of contract

Services

II.1.4)Short description:

Queen Margaret University is nearing the end of its existing contractual arrangements for the provision of certain, key FM services and is therefore taking the opportunity to review its overall FM service delivery strategy. Current arrangements for the delivery of services include:

— soft FM services – cleaning/window cleaning/hygiene/pest control/grounds,

— hard FM services – mechanical, electrical and fabric maintenance,

— security services – manned guarding/front-of-house.

This is not an exhaustive list and does not represent the entire scope of service requirements.

The future delivery model envisages an increasingly integrated FM service and includes some elements that are currently being delivered in-house. The delivery model is to provide for flexible working arrangements that allow significant levels of cross-working and integration between the various service elements and the associated staff.

II.1.5)Estimated total value

Value excluding VAT: 7 000 000.00 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
79993000

II.2.3)Place of performance

NUTS code: UKM73
Main site or place of performance:

Queen Margaret University Campus.

II.2.4)Description of the procurement:

The University is looking to enter into a potential 8 year partnership. A primary objective of the University is to deliver a comprehensive, customer focused service. An integrated FM service would have the benefit of bringing together existing services in a one team approach whilst removing barriers to flexible service delivery.

The service model currently utilised by QMU in security and facilities support was shaped by the initial demands of operation of the campus at Craighall following relocation whilst importing the traditional function line of the delivery structure.

The total estimated magnitude of this contract is 7 000 000 GBP.

Objective criteria for shortlisting — ESPD Section 4C scoring method:

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 similar 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.

Stage 1 – ESPD shortlist to 6 bidders.

Stage 2 – issue of ITT to qualified bidders.

Stage 2 – negotiation phase with 3 bidders.

Stage 3 – negotiation phase with 3 bidders.

Stage 4 – negotiation phase with 3 bidders.

Stage 5 – Invitation to Submit Final Tender (ISFT).

Final stage – contract award.

The University reserves the right to award at any stage detailed above.

The University reserves the right to disqualify any bidder at any stage where it is not possible to reach agreement on contractual terms.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality / Weighting: 60
Price – Weighting: 40
II.2.6)Estimated value

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

Duration in months: 96
This contract is subject to renewal: yes
Description of renewals:

5 years with the option to extend for a further 2 years plus 1 year.

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

Envisaged number of candidates: 3
Objective criteria for choosing the limited number of candidates:

The procurement will be conducted as a competitive procedure with negotiation as the service will involve elements of design and innovative solutions. The whole process will be conducted via the Public Contract SCOTLAND – Tender (PCS-T)Portal. All queries about this procurement must be made via the PCS-T messaging system. For further instructions, please refer to the ESPD Guidance document attached to this project in PCS-T.

We will apply the following process:

Initial Stage – ESPD Pre Qualification.

Pre-Qualification via the ESPD (SCOTLAND). The ESPD asks bidders general questions; when completing, bidders must have regard for the statements in this OJEU notice and the ESPD Guidance document that detail specific requirements. Please note that full statements are available in ESPD Guidance document, while OJEU notice statements are summarised due to character restrictions. Bidders must:

(a) pass the minimum standards in ESPD Sections 4A, 4B, and 4D in the PCS-T Qualification envelope. Statements for these questions can be found in the ESPD Guidance document and Sections III.1.1, III.1.2 and III.1.3 (“Minimum level(s) of standards possibly required”) of this notice,

(b) complete the scored ESPD Section 4C found in the PCS-T Technical envelope. Statements for these questions can be found in the ESPD guidance document and Section III.1.3 (“List and brief description of selection criteria”) of this notice. Section 4C will be scored as per the scoring methodology detailed below. We will take the highest scoring 6 suppliers scoring 60 % and above through to the ITT stage. Where the number of bidders meeting the selection criteria is below the minimum number, the University may continue the procedure by inviting the candidates with the required capabilities. In any event, the number of candidates invited shall be sufficient to ensure genuine competition.

The University reserves the right to disqualify suppliers from the procurement process where they receive a score of 0 on any question.

The ITT stage will comprise of a 60 % quality/technical and 40 % commercial evaluation.

The quality/technical and commercial score will be combined to give each bidder/tenderer an overall total score.

We will take the 3 highest scoring bidders, provided they have passed a threshold of a score greater than 60 % on technical (quality), through to the negotiation stage.

The University reserves the right to disqualify suppliers from the procurement process where they receive a score of 0 on any question.

Further details can be found within the ITT documentation, which will be made available to shortlisted suppliers.

The University reserves the right to accept initial tenders at ITT 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 there are 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:

List and brief description of conditions:

ESPD 4A.2 Statement:

Bidders must confirm that they hold relevant corporate membership of the Scottish Electrical Contractors Association (SELECT) or National Inspection Council for Electrical Installation Contracting (NICEIC) or equivalent.

Bidders must confirm they are a Security Industry Authority (SIA) Approved Contractor or equivalent.

III.1.2)Economic and financial standing

List and brief description of selection criteria:

ESPD 4B.1.1 Statement:

The bidder should provide its (“general”) yearly turnover for the number of financial years specified in the relevant contract notice.

ESPD 4B.1.1 Statement:

Bidders will be required to have a minimum “general” yearly turnover of threshold value of 14 000 000 GBP for the last 3 years prior to the date of proposed contract award.

ESPD 4B.3 Statement:

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/started trading.

ESPD 4B.5.1 and 4B.5.2 Statements:

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: 5 000 000 GBP,

— public liability insurance: 10 000 000 GBP,

— professional indemnity insurance: 1 000 000 GBP.

ESPD 4B.6 Statements:

Statement 1:

Where the bidder is providing a submission on behalf of a subsidiary company, upon request, the bidder must obtain a parent company guarantee prior to commencement of any subsequently awarded contract.

Statement 2:

Bidders will be required to provide adequate assurance of financial strength to successfully complete their contractual obligations.

Bidders must be able to provide upon request, their 3 most recent sets of annual audited accounts, including profit and loss information, and the following ratios:

— current ratio,

— quick ratio,

— debtors turnover ratio,

— return on assets,

— working capital,

— debt to equity ratio,

— gross profit ratio,

— net profit ratio.

A review of your ratios and audited accounts may be undertaken. In some cases this review may lead to an additional request for further financial information to help clarify any potential issues raised.

This information may be used to assess financial sustainability.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

ESPD 4C.1.2 Statement 1:

Bidders are required to provide 3 examples of services carried-out during the past 3 years that demonstrate their experience to deliver the services as described in part II.2.4 of the OJEU contract notice which are similar in value and nature.

Weighting 45 percent (15 percent weighting per example).

ESPD 4C.1.2 Statement 2:

For information only — community benefits requirements will be included in this contract. Please indicate your experience in delivering additional social, economic, or environmental community benefits in the performance of similar previous contracts, including information about how you achieved these commitments.

For information only.

ESPD 4C.2 Statement 1:

Bidders are required to demonstrate that they have the relevant qualifications, continued professional development and competence within their team to deliver contracts similar in size and nature to this contract.

For information only.

ESPD 4C.2 Statement 2:

Provide details of your health and safety performance over the last 3 years, including numbers of accidents, near misses, cases of ill health and any action the HSE has taken against you. Please also detail what provisions were put in place as a result of any incidents.

If you have had no accidents/near misses, etc. in the last 3 years, please detail what provisions you have in place to ensure this is maintained.

Weighting 10 percent.

ESPD 4C.3 Statement 1:

Please provide an example Service Level Agreement (SLA) which your organisation commits to with other customers which includes the following as a minimum (this list is not exhaustive); response times to breakdowns, customer satisfaction, handling of complaints, financial management. Please describe how you ensure you meet those levels through training, recruitment, communication, etc. Bidders will be evaluated on the practices they have in place to ensure they meet the SLA example provided.

Weighting 10 percent.

ESPD 4C.4:

Bidders are required to provide details of how they manage reporting with other customers including details of monitoring the work through KPIs. Your response should include a flow chart highlighting the adopted procedure. Please provide detail of what measures are in place to ensure reporting is completed on time and to a high standard.

Weighting 10 percent.

ESPD 4C.7 Statement 1:

Bidders are required to provide details of their current environmental management measures with regards to the disposal of waste including any hazardous materials, when performing a contract.

Weighting 10 percent.

ESPD 4C.7 Statement 2:

Bidders are required to provide details of their current environmental management measures with regards to reducing their carbon impact.

Weighting 5 percent.

ESPD 4C.9 Statement 1:

Bidders are required to provide details of how they manage reporting with other customers including details of any electronic systems. Your response should include a reporting tree. Please provide details of what measures are in place to ensure reporting is completed on time and to a high standard.

Weighting 10 percent.

Minimum level(s) of standards possibly required:

ESPD 4D.1 Statements:

4D.1 Statement 1: Quality management:

The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent).

4D.1 Statement 2: Health and Safety:

The bidder must 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.

ESPD 4D.1.1 Statements:

4D.1.1 Statement 1:

If the bidder does not hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent), the bidder must have the following:

equivalent, documented policy and procedures regarding quality management, endorsed by the chief executive officer, or equivalent. These must include the following documented items relevant to the nature and scale of the work to be carried out, which are equivalent to the standards listed above — a policy with set responsibilities, review and improvement procedures, quality management and performance process, workforce training, skills and information process, monitoring arrangements, bidder quality management arrangements, and a process for managing complaints.

4D.1.1 Statement 2:

If the bidder does not 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, then the bidder must have the following:

Equivalent, regularly reviewed and documented policy and procedures for Health and Safety (H and S) management, endorsed by the chief executive officer, or equivalent. These must include the following documented processes and arrangements relevant to the nature and scale of the work to be carried out, which are equivalent to the standards listed above — ensuring H and S effectiveness, obtaining H and S advice and assistance, training, skills and information for bidder workforce, workforce H and S qualifications, checking and reviewing H and S performance, involving workforce in planning and implementation, recording accidents/incidents and follow-up actions, ensuring bidder’s suppliers apply H and S appropriate measures, risk assessment, and coordinating with bidder’s suppliers.

Note: organisations with fewer than 5 employees are not required by law to have a documented policy statement.

ESPD 4D.2 Statement:

The bidder must 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.

ESPD 4D.2.1 Statement:

If the bidder does not hold UKAS (or equivalent) accredited independent third party certificate of compliance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate, then the bidder must have the following:

Equivalent, regularly reviewed documented policy and procedures regarding environmental management, authorised by the chief executive, or equivalent.

These must include the following documented processes and arrangements relevant to the nature and scale of the work to be carried out, which are equivalent to the standards listed above – ensuring effectiveness of measures and reducing impacts, workforce training and skills, checking and reviewing, dealing with waste, and ensuring any suppliers the bidders engages apply appropriate environmental protection measures.

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:

As detailed within ITT package.

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

Competitive procedure with negotiation
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

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

IV.1.5)Information about negotiation

The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations
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: 30/01/2019
Local time: 12:00

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

Date: 06/03/2019

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

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published:

Should the maximum number of extensions be exercised (5 + 2 +1) this contract will be due for renewal in 2027.

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:

Fair work practices:

The University will be evaluating bidders approaches to promoting fair work practices for workers involved in the delivery of this project.

Exclusion grounds and modern slavery:

Queen Margaret University is committed to protecting and respecting human rights and has a zero tolerance approach to slavery and human trafficking in all its forms. The University is also committed to promoting fair working practices and embedding equality and diversity across all its work. Bidders and subcontractors engaged in the delivery of this contract may be excluded if they have not met applicable social, environmental and labour obligations under national, EU, and international law (as indicated in ESPD section 3D).

Without prejudice to any additional relevant duties, suppliers should note that this includes obligations for certain organisations under:

— the Modern Slavery Act 2015 (available at http://www.legislation.gov.uk/ukpga/2015/30/contents/enacted),

— the ILO conventions and other measures listed in Annex X of Directive 2014/24/EU (available at

http://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:32014L0024&from=EN),

— the Equalities Act 2010 (available at https://www.legislation.gov.uk/ukpga/2010/15/contents),

— the Employment Relations Act 1999 (Blacklists) Regulations 2010 (http://www.legislation.gov.uk/uksi/2010/493/contents/made) — this is grounds for mandatory exclusion or termination at any procurement or contract stage.

At any stage, bidders and/or relevant subcontractors may be required to provide statements and means of proof demonstrating their compliance with these obligations or the reliability of their self-cleansing measures, including the annual statement as provided for by Section 54 of the Modern Slavery Act for certain organisations.

The buyer is using PCS-Tender to conduct this PQQ exercise. The project code is 12568. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343

The Contracting Authority does not intend to include a sub-contract clause as part of community benefits (as per Section 25 of the Procurement Reform (SCOTLAND) Act 2014) in this contract for the following reason:

Not applicable for this contract.

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:

The University is committed to leveraging all of its activity to promote inclusive growth and benefits for all of our communities. To this end, the University wishes to collaborate with suppliers to achieve and implement robust, proportionate and relevant community benefits in relation to this contract. The ESPD therefore requests information about areas of possible benefit and the ITT will request detail of proposals from bidders regarding community benefits.

(SC Ref: 566274.)

VI.4)Procedures for review

VI.4.1)Review body

University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Edinburgh
EH1 1HT
United Kingdom
Telephone: +44 1316502508Internet address: http://www.ed.ac.uk/schools-departments/procurement/supplying
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:

13/12/2018

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