MOD East Region Multi Activity Contract

MOD East Region Multi Activity Contract

For managing and delivering the Soft Facilities Management services (Soft FM) detail in this advert, at sites within the East region where the Ministry of Defence (MOD) operates.

United Kingdom-Andover: Facilities management services

2016/S 007-008847

Contract notice


Directive 2009/81/EC

Section I: Contracting authority/entity

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

Ministry of Defence, DIO, Defence Infrastructure Organisation (DIO)
Delancey Building, Marlborough Lines, Monxton Road
For the attention of: Annmarie Hall
SP11 8HJ Andover
Telephone: +44 1264383282

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

Ministry or any other national or federal authority, including their regional or local sub-divisions

I.3)Main activity


I.4)Contract award on behalf of other contracting authorities/entities

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:

East Region Multi Activity Contract.

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

Service category No 26: Other services


II.1.3)Information on framework agreement
II.1.4)Information on framework agreement

II.1.5)Short description of the contract or purchase(s):

Facilities management services. Catering services. Accommodation, building and window cleaning services. Refuse and waste related services. Hotel accommodation services. Laundry management services. Tailoring services. A description of the contract is detailed below at II.2.1) Total quantity or scope.

II.1.6)Common procurement vocabulary (CPV)

79993100, 55520000, 90911000, 90500000, 55110000, 98311100, 98393000

II.1.7)Information about subcontracting

The tenderer has to indicate in the tender any share of the contract it may intend to subcontract to third parties and any proposed subcontractor, as well as the subject-matter of the subcontracts for which they are proposed
The tenderer has to indicate any change occurring at the level of subcontractors during the execution of the contract


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 Defence Infrastructure Organisation (DIO) is seeking expressions of interest, via the completion of the Pre Qualification Questionnaire, from Potential Providers (PPs) for managing and delivering the Soft Facilities Management services (Soft FM) detail in this advert, at sites within the East region where the Ministry of Defence (MOD) operates covering the counties of Derbyshire, Nottinghamshire, Lincolnshire, Leicestershire, Rutland, Northamptonshire, Cambridgeshire, Norfolk, Bedfordshire, Suffolk, Hertfordshire and Essex. This Contract is sixth of a number of regional contracts which will be advertised as part of Project HESTIA over 2 years, which will deliver Soft FM to MOD sites across the UK. PPs must be in a position to bid for the entirety of this contract, whether as a single prime contractor or as a Special Purpose Vehicle/consortium of organisations acting together to deliver the services.
The services required are detailed below, but they may not be required at every site within the region:
Swimming Pool Administration;
Gymnasium and Sports Facilities;
Mail Room;
Photographic, Graphic and Reprographic Services;
Stores and Supply Services;
Establishment Access;
Military mess and non-mess based catering/other short term catering;
Military functions;
Refreshments services;
Military mess accommodation/hotel services (including cleaning and bookings);
Cleaning, general and specialist;
Domestic Assistance;
Waste Management;
Reception services;
Laundry/Dry Cleaning;
Portable Toilets.
In addition to the required services above, there is a business opportunity to provide additional retail and leisure at each of the sites, including unofficial and private functions.
This competition will be conducted under the Competitive Negotiated Procedure and in accordance with the Defence and Security Public Contract Regulations (2011). PPs should note that once the contract has been placed, the negotiated procedure without prior publication might be adopted for the procurement of new services which constitute a repetition of similar services carried out under the original contract.
Where applicable, the PP will be required to manage military personnel, in particular Core Catering Manpower (CCM), supplied to the PP as Government Furnished Assets (GFA) in support of the PP’s delivery of the service.
A commitment to openness, sustainable development and development/support of Small and Medium Enterprises (SMEs) through the supply chain will be sought by the DIO. The PP will be required to collaborate and work with the appointed DIO managers and other suppliers within the sites for the delivery of the Contract.
The Terms and Conditions for this contract will be based on the NEC3 Term Service Contract (TSC), which is part of the family of contracts that facilitates the implementation of Project management principles and practices as well as defining legal relationships.
Estimated value excluding VAT:
Range: between 166 858 000 and 250 287 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: Extension of the contract duration by 2 separate 1 year option periods.
Provisional timetable for recourse to these options:
in months: 60 (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

Starting 5.9.2017. Completion 28.2.2023

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Parent Company Guarantees will be required if applicable.

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

Conditions relating to payment will be specified in the contractual documentation.

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

If a group of economic operators submits a bid, the group must nominate a lead organisation to deal with MOD. The MOD shall require the group to form a legal entity before entering into the contract. The information sought within the PQQ must be provided for each of the consortium’s constituent members, gathered together in a single response.

III.1.4)Other particular conditions to which the performance of the contract is subject, in particular with regard to security of supply and security of information:

Where the services required are currently delivered through existing MOD contracts it is anticipated that Contractor to Contractor TUPE will apply and in some cases this will involve ex MOD employees. Where the services are currently delivered by the Authority in house, Authority TUPE will also apply, full details will be provided within the Tender documentation.
III.1.5)Information about security clearance:
III.2)Conditions for participation

III.2.1)Personal situation

Criteria regarding the personal situation of economic operators (that may lead to their exclusion) including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: The Authority will apply all the offences listed in Article 39(1) of Directive 2009/81/EC (implemented as Regulation 23(1) of the Defence and Security Public Contract Regulations (DSPCR) 2011 in the UK) and all of the professional misconducts listed at Article 39(2) of Directive 2009/81/EC (see also Regulation 23(2) in the DSPCR 2011) to the decision of whether a Candidate is eligible to be invited to tender.

A full list of the Regulation 23(1) and 23(2) criteria are at

Candidates will be required to sign a declaration confirming whether they do or do not have any of the listed criteria as part of the pre-qualification process.
Candidates who have been convicted of any of the offences under Article 39(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest (including defence and security factors) for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 39(2) may be excluded from being selected to bid at the discretion of the Authority.

III.2.2)Economic and financial ability

Criteria regarding the economic and financial standing of economic operators (that may lead to their exclusion)

Information and formalities necessary for evaluating if the requirements are met: (a) Appropriate statements from the economic operator’s bankers or where appropriate, evidence of relevant professional risk indemnity insurance.
(b) The presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established.
(c) Where appropriate, a statement, covering the 3 previous financial years of the economic operator, of: (i) The overall turnover of the business of the economic operator; and (ii) Where appropriate, the turnover in respect of the work, works, goods or services which are of a similar type to the subject matter of the contract.
Economic and Financial standing will be assessed within the PQQ.

III.2.3)Technical and/or professional capacity

Criteria regarding the technical and/or professional ability of economic operators (that may lead to their exclusion)

Information and formalities necessary for evaluating if the requirements are met:
(a) In the case of a supply contract requiring the siting or installation of goods, a services contract or a works contract, the economic operator’s technical ability, taking into account in particular that economic operator’s skills, efficiency, experience and reliability.
(c) A statement of the principal goods sold or services provided by the supplier or the services provider in the past 5 years, or during a shorter period if necessary, and:
(i) The dates on which the goods were sold or the services provided;
(ii) The consideration received;
(iii) The identity of the person to whom the goods were sold or the service were provided;
(iv) Any certificate issued or countersigned by that person confirming the details of the contract for those goods sold or services provided; and
(v) Where — (a) That person was not a contracting authority, and (b) The certificate referred to in sub-paragraph (c)(iv) is not available, any declaration by the economic operator attesting the details of the goods sold or services provided.
(d) A statement of the technicians or technical services available to the economic operator to:
(i) carry out the work under the contract, or
(ii) be involved in the production of goods or the provision of services under the contract, particularly those responsible for quality control, whether or not they are independent of the economic operator.
(e) A statement of the economic operator’s:
(i) Technical facilities;
(ii) Measures for ensuring quality;
(iii) Study and research facilities; and
(iv) Internal rules regarding intellectual property.
(g) In the case of works contracts, services contracts or supply contracts also covering siting and installation operations or services, the economic operator’s educational and professional qualifications where the economic operator is an individual and:
(i) If any, those of the economic operator’s managerial staff; and
(ii) Those of 1 or more persons who would be responsible for providing the services or carrying out the work or works under the contract;
(h) The environmental management measures, that the economic operator is able to apply when performing the contract, but only where it is necessary for the performance of that contract.
(i) A statement of the services provider’s or contractor’s average annual number of staff and managerial staff over the previous 3 years.
(j) A description of the tools, material, technical equipment, staff numbers, know-how and sources of supply (with an indication of their geographical location when it is outside the territory of the EU) available to the economic operator to perform the contract, cope with any additional needs required by the contracting authority as a result of a crisis or carry out the maintenance, modernisation or adaptation of the goods covered by the contract.
(l) Certification by official quality control institutes or agencies of recognised competence, attesting that the goods to be purchased or hired under the contract conform to standards and technical specifications (within the meaning of regulation 12(1)) identified by the contracting authority.
(n) A certificate:
(i) Attesting conformity to quality management systems standards based on the relevant European standard; and
(ii) From an independent accredited body established in any member State conforming to the European standards concerning accreditation and certification.
(o) Any other evidence of conformity to quality management systems standards which are equivalent to the standards referred to in sub-paragraph (n)(i).
This information will be sought through the PQQ.

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


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

Envisaged number of operators 4
Objective criteria for choosing the limited number of candidates: Potential Providers (PPs) will be required to complete the PQQ in order to express an interest in this requirement. Once the PQQ period ends no further responses will be accepted. The completed PQQ provides information that allows the MOD to evaluate the PPs capacities and capabilities against the selection criteria set out at Sections III.2.1), III.2.2) and III.2.3) of this Contract Notice.
The MOD will use the PQQ response to create a list of suppliers who are eligible to participate under Section III.2.1) of this Contract Notice; and who fulfil any minimum capacity levels under Sections III.2.2) and III.2.3) of this Contract Notice; and who also best meet the selection criteria set in Sections III.2.2) and III.2.3) of this Contract Notice. A pass mark of 45% is required and 4 PP’s with the highest scores will be taken forward to the next stage of the procurement. Full details of the method of choosing the PP’s are set out in the PQQ.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
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 has been used: no
IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:


IV.3.2)Previous publication(s) concerning the same contract


IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no

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

22.2.2016 – 13:00
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


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:

A) It is to be noted that the question set and weightings applied in this PQQ are unique to this specific region of the Hestia Procurement. Potential Providers are to provide their responses in accordance with the requirements specified with the Hestia East Region Multi Activity Contract PQQ.
b) It is to be noted that this requirement is subject to UK Government policy on transparency and that the PQQ, Invitation to Negotiate and any resulting contract documents may be subject to publication in a redacted form.

c) Suppliers interested in working with the Ministry of Defence should register on the MOD Supplier Information Database (SID) Register, available The MOD SID is a database of active and potential suppliers available to all MOD and UK Defence procurement personnel, and is the main supplier database of MOD Procurement organisations. Please note: The registration and publication of a company profile on the MOD SID does not mean or imply that the supplier has in any way been vetted or approved by the MOD. Suppliers wishing to compete for advertised MOD contracts must respond to any specific call for competition by submitting a separate expression of interest in accordance with the instructions of the purchasing organisation.

d) From 2.4.2014 the Government is introducing its new Government Security Classifications Policy (GSC) to replace the current Government Protective Marking Scheme. A key aspect of this is the reduction in the number of security classifications used. All suppliers to the Department are encouraged to make themselves aware of the changes as it may impact on this Requirement. The link below to the website provides information on the new GSC.

e) The Authority reserves the right to amend any condition related to security of information to reflect any changes in national law or government policy. If any contract documents are accompanied by instructions on safeguarding classified information (e.g. a Security Aspects Letter), the Authority reserves the right to amend the terms of these instructions to reflect any changes in national law or government policy, whether in respect of the applicable protective marking scheme, specific protective markings given, the aspects to which any protective marking applies, or otherwise.

f) Advertising Regime OJEU: This contract opportunity is published in the Official Journal of the European Union (OJEU), the MoD Defence Contracts Bulletin and

Suppliers must read through this set of instructions and follow the process to respond to this opportunity.

The information and/or documents for this opportunity are available on

You must register on this site to respond, if you are already registered you will not need to register again, simply use your existing username and password. Please note there is a password reminder link on the homepage.
Suppliers must log in, go to your Response Manager and add the following Access Code: 9VKJ76Y794.
Please ensure you follow any instruction provided to you here.
The deadline for submitting your response(s) is detailed within this contract notice, you will also have visibility of the deadline date, once you have added the Access code via DCO as the opening and closing date is visible within the opportunity.
Please ensure that you allow yourself plenty of time when responding to this opportunity prior to the closing date and time, especially if you have been asked to upload documents.

If you experience any difficulties please refer to the online Frequently Asked Questions (FAQ’s) or the User Guides or contact the MOD DCO Helpdesk by emailing or Telephone 0800 282 324.

GO Reference: GO-201618-DCB-7551040.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Ministry of Defence, Defence Infrastructure Organisation (DIO)
Delancey Building, Marlborough Lines, Monxton Road
SP11 8HJ Andover
Telephone: +44 01264383282

Body responsible for mediation procedures

Ministry of Defence, DIO, Defence Infrastructure Organisation (DIO)
Delancey Building, Marolborough Lines, Monxton Road
SP11 8HJ Andover
Telephone: +44 01264383282

VI.4.2)Lodging of appeals

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

Ministry of Defence, Defence Infrastructure Organisation (DIO)
Delancey Building, Marlborough Lines, Monxton Road
SP11 8HJ Andover
Telephone: +44 01264383282

VI.5)Date of dispatch of this notice:


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