Soft Facilities Management Tender

Soft Facilities Management Tender

Since 2008 UCL have out sourced their Soft Services provision with the scope of services increasing significantly since then in conjunction with the growth of the UCL estate.

UK-London: Cleaning products

2013/S 007-007883

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

University College London (UCL)
Procurement Services, Gower Street
Contact point(s): Procurement Services
For the attention of: Gabriel Otubambo
WC1E 6BT London
UNITED KINGDOM

Internet address(es):

General address of the contracting authority: www.ucl.ac.uk/estates

Address of the buyer profile: www.in-tendhost.co.uk/ucl

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)Description
II.1.1)Title attributed to the contract by the contracting authority:
The Provision of Soft Services and Security Services
II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 14: Building-cleaning services and property management services
Main site or location of works, place of delivery or of performance: London.
NUTS code
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)
LOT 1 Soft Services at UCL
Since 2008 UCL have out sourced their Soft Services provision with the scope of services increasing significantly since then in conjunction with the growth of the UCL estate.
The existing scope of services is provided at the main Bloomsbury Campus, Satellite Estate and within student accommodation.
Soft Services currently includes the provision of the following services:
— Internal Cleaning;
— External Cleaning;
— Periodic Works;
— Response and Support Services;
— Internal and External Window Cleaning;
— Provision of Hand Dryers;
— Portering;
— Landscaping / Grounds Maintenance;
— Pest Control;
— Recycling and Waste Services;
— Female Hygiene Services;
— Provision of Cleaning Consumables;
— Laundry Services;
— Dust Control Mat Services.
The approximate annual spend for the required Soft Services is currently between ?8 m and ?8.6 m including vat.
It is an expectation that the successful Company will be able to demonstrate that it has experience in successfully mobilising and managing other similar contracts in scope and value to the above.
LOT 2 Security Services at UCL.
The existing Security Services at UCL have been outsourced since 2009. The existing scope of services is provided at the main Bloomsbury Campus and various student halls of residence. Additional support is provided to some Satellite Estate locations such as the School of Pharmacy. It is an expectation that the existing scope of Security Services will be cascaded into additional UCL buildings throughout the duration of this Contract. The existing Security Services are primarily structured as follows:
Building Attendant Services not limited to:
— Undertake regular reception cover and out of hours cover;
— Maintain a secure environment;
— Offer assistance to all Students, Staff and visitors as appropriate;
— Report any incidents and security violations;
— Operation of internal PA system as appropriate;
— Provide security at static Gatehouse locations;
— Assist with all bomb alerts and emergency evacuations;
Operations Services not limited to:
— Provide 24 hour, 365 day security to the whole UCL estate;
— Patrol all buildings, car parks and perimeters to an agreed specification;
— Respond to alarms and incidents;
— Open up and lock down buildings as agreed;
— Monitor all equipment in control room.
The approximate annual spend for the required Security Services is currently ?4.2 m including vat.
It is an expectation that the successful Company will be able to demonstrate that it has experience in successfully mobilising and managing other similar contracts in scope and value to the above.
II.1.6)Common procurement vocabulary (CPV)

39830000, 90911300, 90922000, 79710000, 90910000, 77314000, 90911200, 45452000, 90000000

II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)Lots
This contract is divided into lots: yes
Tenders may be submitted for one or more lots
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:
Lot 1 – ?40,000,000.
Lot 2 – ?20,000,000.
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion
Duration in months: 60 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
A parent Company Guarantee and/or Performance Bond may be required by UCL, the details of which will be set out in the Invitation to Tender (ITT) and accompanying documentation.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
The terms of payment will be set out in the ITT and accompanying documentation.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
No specific legal form is required but UCL reserves the right to require one party to undertake primary contracting responsibility for the services or to require that one or more parties are jointly or severally liable.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The selected providers will be required to perform the services to the required standards set out in the ITT.
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: Applicants will be required to complete a Pre -Qualification Questionaire (PQQ)consistent with the provisions of the Directive 2004/18/EC and the Public Contracts Regulations 2006.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: Applicants will be required to complete a Pre -Qualification Questionaire (PQQ)consistent with the provisions of the Directive 2004/18/EC and the Public Contracts Regulations 2006.
Minimum level(s) of standards possibly required: Applicants will be required to complete a Pre -Qualification Questionaire (PQQ)consistent with the provisions of the Directive 2004/18/EC and the Public Contracts Regulations 2006.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
Applicants will be required to complete a Pre -Qualification Questionaire (PQQ)consistent with the provisions of the Directive 2004/18/EC and the Public Contracts Regulations 2006.
Minimum level(s) of standards possibly required:
Applicants will be required to complete a Pre -Qualification Questionaire (PQQ)consistent with the provisions of the Directive 2004/18/EC and the Public Contracts Regulations 2006.
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
Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Envisaged number of operators: 5
Objective criteria for choosing the limited number of candidates: An envisgaed number of 5 will be invited to tender. Bidders will be based on criteria set out in the PQQ, ITT and accompanying documentation.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria
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:
UCL-PS-345.
IV.3.2)Previous publication(s) concerning the same contract
no
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: 11.2.2013
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
11.2.2013 – 14:00
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
English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
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
The process seeks to select organisations offering the appropriate capability, capacity and competency. UCL reserves the right not to conclude any contracts, to change without notice the procedure for awarding contracts, to reject all or any bids for the contracts, to terminate discussions with all or any interested parties and/or to stop the process without any liability on its part. Expressions of interest must be in the form of a completed Pre-Qualification Questionnaire (PQQ) to be received as per the instructions in the OJEU notice. Expressions of interest not submitted in the required format or containing all the requested information may be rejected.
All communications shall be in English (or a full translation provided at no cost to UCL). Tenders, when invited, and all supporting documentation must be priced in Sterling and all payments under the Contract will be in Sterling. Any contract or agreement resulting from acceptance of the Invitation To Tender (ITT) will be considered as a Contract made in England according to English Law and subject to the exclusive jurisdiction of the English Courts.
UCL does not bind itself to accept any tender and reserves the right to accept any part of the tender. No contract capable of acceptance will be created between UCL and any party until a contract is executed between UCL and the selected providers.
The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Royal Court of Justice
The Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000
Internet address: www.hmcourts-service.gov.uk

Body responsible for mediation procedures

Centre for Effective Dispute Resolution (CEDR)
70 Fleet Street
EC4Y 1EU London
UNITED KINGDOM
E-mail: info@cedr.com
Telephone: +44 2075366000
Internet address: www.cedr.com

VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: In accordance with Regulation 32 and 32A of the Public Contracts Regulations 2006 and The Public Contracts (Amendment) Regulations 2009, the Contracting Authority will incorporate a minimum 10 calendar day standstill period starting from the day when contract award was notified to the bidders. Unsuccessful bidders will be provided with a de-brief in the “Award Decision Notice” at the start of the standstill period including details of their bid in relation to the winning bid comprising the reasons for the decision, the characteristics and relative advantages of the successful tender, the score of the economic operator and the name of the economic operator to be awarded the contract. Tenderers have a right to appeal provided for within the Public Contracts Regulations 2006 (as amended). Any such proceedings must be brought in the High Court of England and Wales.
VI.4.3)Service from which information about the lodging of appeals may be obtained

Cabinet Office
70 Whitehall
SW1A 2AS London
UNITED KINGDOM
Telephone: +44 2072761234
Internet address: www.cabinetoffice.gov.uk

VI.5)Date of dispatch of this notice:8.1.2013

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