Integrated Facilities Management Services Tender

Integrated Facilities Management Services Tender

Deliver value for money and integrated facilities management services and property asset management services to the SOAS estate of approximately 6 buildings (1 of which is currently under construction).

United Kingdom-London: Building and facilities management services

2015/S 177-321736

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

SOAS, University of London
Thornhaugh Street, Russell Square
Contact point(s): Gardner and Theobald LLP, 10 South Crescent, London, WC1E 7BD
For the attention of: Steven Gobby
WC1H 0XG London

Internet address(es):

General address of the contracting authority:

Electronic access to information:

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Body governed by public law

I.3)Main activity


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.1.1)Title attributed to the contract by the contracting authority:

Integrated Facilities Management Services (IFM).

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

Service category No 14: Building-cleaning services and property management services

NUTS code UKI11

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)

SOAS, University of London is the only Higher Education institution in Europe specialising in the study of Asia, Africa and the Near and Middle-East. Uniquely combining language scholarship, disciplinary expertise and regional focus, it has the largest concentration in Europe of academic staff concerned with Africa, Asia and the Middle-East.
The School was founded as the School of Oriental Studies in 1916, relocated to Russell Square in 1941 and took its present title in 2014.
Over the last century SOAS has built a strong academic reputation throughout the world and especially in Asia, Africa and the Middle-East. It has outstanding facilities, both scholarly and practical and is a global academic base and a crucial resource for London.
The SOAS estate is located in Bloomsbury adjacent to Russell Square and consists of the following buildings:
— The College Building (which includes the Philips Building), dating from 1939 to 1973, form the core of the site. The Library and staff and student accommodation and facilities are housed in these buildings.
— The SOAS Library — recognised as a collection of national importance — houses over 1 500 000 items in more than 400 languages. It has significant archival holdings and a growing network of electronic resources.
— The Brunei Gallery — opened in 1995, provides academic accommodation and teaching space and gallery space open to the public.
— Russell Square Terraces (the Faber Building and 21-22 Russell Square) — these buildings are refurbished Georgian town houses which provide accommodation for foundation courses and the Language Centre.
— Senate House North Block — is currently under refurbishment with completion due in June 2016. The facility and will provide up-to-date facilities for research, teaching and student social learning space as well as open plan office accommodation.
SOAS, University of London (the Contracting Authority) is seeking an innovative supplier with a strong customer focus who is able to a deliver a range of integrated facilities management services (‘IFM’), will work collaboratively with the University, bringing innovative service solutions and embraces and delivers continuous improvement.
The principal objectives of the Contract will be to:
— Deliver value for money and integrated facilities management services and property asset management services to the SOAS estate of approximately 6 buildings (1 of which is currently under construction);
— Provide improved Management Information from best in class IT systems for the estate and ensure ongoing statutory compliance with an enhanced audit trail and improved accountability for tracking service delivery performance;
— Provide a responsive front line service in line with industry best practice;
— Evidence ongoing workforce training and effective management.
The contract will be for a period of 5 years with 2 optional extensions of 12 months (exercisable at the Contracting Authority’s discretion). The conditions of contract will be the NEC3 Term Service Contract, Option A, April 2013 edition with amendments. The full terms of contract are available with the procurement documents at the website identified above. Economic operators should satisfy themselves that they are content to enter into the contract on those terms and conditions before responding to this notice.
Services required include but are not be limited to:
— Hard Services to SFG 20 standards; Statutory compliance, Planned and Reactive Maintenance (M&E), Planned and Reactive Maintenance (Internal and External Fabric), BMS Operation / Management, Testing and Inspections, Fire Alarm Testing, Portable Appliance Testing, Water Softening Treatment and Provision, UPS Maintenance, Maintenance of PA Equipment, Reactive Maintenance (M&E), Reactive Maintenance (Internal Fabric), Reactive Maintenance (Furniture), Reactive Maintenance (Signage), Lift Entrapments, Lock-smith Services, Re-lamping, Painting and Decorating, Technical Cleaning: Voids, risers, ductwork, grills etc.;
— Project Delivery; Client Driven Small and Large Projects, Life-Cycle Replacement Projects;
— Grounds Maintenance; Salting / Gritting, Snow and Ice Clearance, Soft Landscaping Maintenance, Arboriculture, Internal Planting / Xmas Trees, Leaf Clearance, Litter picking;
— Pest Control; Planned Pest Control Service, Reactive Pest Control Service;
— Cleaning; Routine Cleaning, Periodic Cleaning, Reactive Cleaning, Communication and Equipment Room Cleaning, External Areas Cleaning, Washroom Consumables, Feminine Hygiene Disposal Service, External Window Cleaning, Internal Glazing Cleaning, Graffiti and Stain Removal, External Fabric Cleaning, Barrier Mats (Provision);
— WEEE waste, Landscaping Waste;
— Security Provision; Security Risk Assessments, Access Pass Management, Key Holding, Lock and Unlock, Static Guarding, Internal patrols, Incident Management and Reporting, Reactive Guarding, On-Site CCTV Recording / Non Static Monitoring, Security Systems;
— Front of House and Customer Services; Reception / Visitor Management Service, Switch-board;
— Mail and Logistics Services; Mailroom Management, Delivery and Collection Service between buildings, Loading Bay management, Goods in / out, Courier Booking;
— Space planning and Move Management; Minor Churn Service, Major Churn Service;
— First Aid and Ergonomics; First Aider Provision, Defibrillator Equipment battery checks, Hearing loop testing and maintenance;

— Wider FM 3rd party Contract Management Services; Project Management, Statutory Compliance Surveys, Building Records Management.

II.1.6)Common procurement vocabulary (CPV)

79993000, 79993100, 71334000, 50710000, 79420000, 79421100, 71333000, 98395000, 79710000, 79992000, 79570000, 90911200, 90910000,90900000, 85142300, 90911000, 39830000, 77314000, 90511300, 90620000, 71356000, 79421000, 72514000, 64122000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes


This contract is divided into lots: no

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The estimated value of the contract given below is a range. The contract value over the life of the contract may be more or less than this estimated amount depending upon the tenders received, options exercised and the administration of the contract under its terms.
The contract will be for a period of 62 months (estimated value for 62 months 25 000 000 GBP) with the option to extend for 2 further 12 month periods (estimated value for 86 months 32 000 000 GBP).
Exercise of the option to extend the contract shall be at the Contracting Authority’s discretion.
Estimated value excluding VAT:
Range: between 25 000 000 and 32 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The contract will be for an initial period of 62 months with options (exercisable at the Contracting Authority’s discretion) to extend the contract for 2 subsequent periods of 12 months.

II.2.3)Information about renewals

This contract is subject to renewal: no

II.3)Duration of the contract or time limit for completion

Starting 1.6.2016. Completion 31.7.2021

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Where the chosen contractor has a parent company a parent company guarantee may be required. Other guarantees may be required in lieu of a parent company guarantee and these will be advised during the procurement. The proposed terms of any such guarantee are contained in the contract terms.

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

As contained in the procurement documents at the site stated in section I.1) above.

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

The Contracting Authority reserves the right to require groups of economic operators to take a particular legal form, if awarded the contract or to require a single economic operator to take primary liability for a contract to be performed by a group of economic operators or for each party to take joint and several liability in respect of the contract irrespective of the form the grouping takes.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The terms of the contract will be based on the NEC Term Service Contract (option A) as amended. The contract terms are set out in the procurement documents at the site referred to in section I.1) above.
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: In accordance with Article 57 of Directive 2014/24/EU and regulation 57 of the Public Contracts Regulations 2015 (which implement the Directive in England, Wales and Northern Ireland), please supply this information in the Pre Qualification Questionnaire (PQQ) response.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: In accordance with Article 58 of Directive 2014/24/EU and regulation 58 of the Public Contracts Regulations 2015 (which implement the Directive in England, Wales and Northern Ireland), please supply this information in the Pre Qualification Questionnaire (PQQ) response.
Minimum level(s) of standards possibly required: As set out in the PQQ.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
In accordance with Article 58 of Directive 2014/24/EU and regulation 58 of the Public Contracts Regulations 2015 (which implement the Directive in England, Wales and Northern Ireland), please supply this information in the Pre Qualification Questionnaire (PQQ) response.
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: yes

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure


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

Envisaged minimum number 5
Objective criteria for choosing the limited number of candidates: In accordance with the PQQ available on the website in Section I.1).

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 no
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:

SOAS 112

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: 8.10.2015 – 12:00
Payable documents: no

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

8.10.2015 – 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

IV.3.7)Minimum time frame during which the tenderer must maintain the 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: yes
Estimated timing for further notices to be published: 1.1.2021.

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

Organisations interested in this opportunity are requested to register their interest by emailing with their contact details in order that communications such as document updates, anonymised clarifications, etc. can be sent to them directly. Registration is entirely voluntary and free of charge, but it enables the Contracting Authority to notify you directly of updates. All relevant documents will be freely available at the site set out in section I.1) and updates anonymised clarifications, etc. will be posted there in any event.

Indicative programme:
PQQ clarifications to be submitted by: 1.10.2015.
PQQ return deadline: 8.10.2015.
Notification of PQQ outcome: 6.11.2015.
ITT period commences: 10.11.2015.
Tender return date: 23.12.2015.
Tender evaluation: 24.12.2015-7.3.2016.
Award notification and standstill: 10.3.2016-23.3.2016.
Contract finalisation and award: 18.4.2016.
Go live Senate House North Block: 1.6.2016.
Go live all other locations: 1.10.2016.
Right to cancel:
The Contracting Authority reserves the right to discontinue this procurement at any time, which includes the right not to award the (or any) contract, and does not bind itself to accept the most economically advantageous (or any other) tender, and reserves the right to award the contract in part or to call for new tenders should it consider necessary.
The Contracting Authority shall not be liable for any costs or expenses incurred by any candidate or tenderer in connection with the completion and return of any information contained in this Contract Notice or the completion and submission of any tender, irrespective of the outcome of the competition or if the competition is cancelled or postponed. All dates and time periods are provisional and the contracting authority reserves the right to change these.
Candidates’ attention is drawn to the full terms and conditions which are set out in the procurement documents.
Candidates are deemed to have read and accepted these by participating in the process in any way.
Section VI.1) Information about recurrence:
It is envisaged that at the end of this contract (whether at the end of the fixed term or as a result of termination before the end of the fixed term or at the end of the extended term as per the option stated at section II.2.2) the Contracting Authority may need to reprocure a contract or contracts for facilities management. This requirement may arise at any time in the next 86 months.
Section II.1.8) Lots: SOAS has carried out a detailed review and appraisal of the procurement options available to the School and has decided to procure a single IFM contract as this represented the most cost effective option with the best potential for delivering improvements in service quality.
Section II.3) Duration of the contract:
The starting and completion dates are stated as being 1.6.2016 and 31.7.2021 respectively. By way of clarification, it is anticipated that the services in relation to Senate House North Black will go live for a period of 5 years and 2 months (62 months) beginning 1.6.2016 and services in relation to all other locations (set out in the procurement documents) will go live for a period of 4 years and 10 months (58 months) beginning 1.10.2016 (subject always to any early termination or extension under the terms of the proposed contract).
Section III.3.2) Staff:
The Contracting Authority will require indication of the names and professional qualifications of the staff responsible for the execution of the service and details of exactly what is required is set out in the procurement documents available at the site specified in section I.1)
Section IV.3.3)
Interested parties may access the PQQ and other procurement documents until 12:00 on 8.10.2015.
Section IV.3.4)
Interested parties may request to participate by completing the pre qualification questionnaire available at the site specified in section I.1) and returning the completed pre qualification questionnaire to the Contracting Authority, in accordance with its terms by no later than 12:00 on 8.10.2015.
Section IV.3.5)
It is envisaged that the selected candidates will be invited to tender on 10.11.2015.
Section IV.3.5)
It is envisaged that tenders will be opened by staff of the Contracting Authority or its external consultants, Gardner and Theobald.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Gardner and Theobald LLP
10 South Crescent
WC1E 7BD London

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Contracting Authority will incorporate a standstill period at the point information on the award of the contract is communicated to all tenderers. That notification will provide information on the award decision. The standstill period, which will run for a minimum of 10 calendar days provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into. Part 3 of the Public Contract Regulations 2015 provides aggrieved parties who have been harmed or are at risk of harm by a breach of the regulations to take action in the High Court (England, Wales and Northern Ireland only). Any such action must be brought within the applicable limitation periods.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:


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