Soft and Hard Facilities Management Services London 2015 – 2018

Soft and Hard Facilities Management Services London 2015 – 2018

City and Islington College requires the provision of Soft and Hard FM Services as well as an option for Management Administration Services at it’s five London sites.

United Kingdom-London: Cleaning services

2015/S 001-000696

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

City and Islington College
The Marlborough Building, 383 Holloway Road
Contact point(s): Estates and Facilities
For the attention of: Nick Miller
N7 0RN London
UNITED KINGDOM
Telephone: +44 2077009377

Internet address(es):

General address of the contracting authority: www.candi.ac.uk

Further information can be obtained from: Stuart Oxborrow Associates Limted
37 Gosbeck Road, Helmingham
For the attention of: Stuart Oxborrow
IP14 6EP Stowmarket
UNITED KINGDOM
Telephone: +44 7764273178
E-mail: stuartoxborrow37@gmail.com

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Stuart Oxborrow Associates Limited
37 Gosbeck Road, Helmingham
For the attention of: Stuart Oxborrow
IP14 6EP Stowmarket
UNITED KINGDOM
Telephone: +44 7764273178
E-mail: stuartoxborrow37@gmail.com

Tenders or requests to participate must be sent to: Stuart Oxborrow Associates Limted
37 Gosbeck Road, Helmingham
For the attention of: Stuart Oxborrow
IP14 6EP Stowmarket
UNITED KINGDOM
Telephone: +44 7764273178
E-mail: stuartoxborrow37@gmail.com

I.2)Type of the contracting authority

Body governed by public law

I.3)Main activity

Education

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:

Soft and Hard FM Services for City and Islington College: 2015-18.

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 UK

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)

City and Islington College requires the provision of Soft and Hard FM Services as well as an option for Management Administration Services at it’s five London sites including Centre for Applied Sciences at The Angel, 311-321 Goswell Road, EC1V 7DD, Centre for Business Arts and Technology at 444 Camden Road, N7 0SP, Centre for Lifelong Learning at 28-42 Blackstock Road, Finsbury Park, N4 2DG, Centre for Sixth Form College at The Angel, 283-309 Goswell Road, EC1V 7DD and the Centre for Health, Social and Child-Care, The Marlborough Building at 383 Holloway Road, N7 ORN.
The extent of Soft FM Services to be provided includes the following:
i) Cleaning: general office and classroom-type cleaning plus waste management, toilet supplies and non-food vending services;
ii) Security Management Services: guarding, crowd management, event stewarding and security;
iii) Catering Services: canteen, general catering, hospitality (not exclusive) and food vending;
iv) Porterage Services: general porterage;
v) Courier Services;
The extent of Hard FM Services to be provided includes the following:
a) Mechanical and Electrical Planned Preventative Maintenance Services;
b) Plumbing Services (reactive and minor new works — mechanical services related);
c) Electrical Services (reactive and minor new works — electrical services related).
Option A: Plumbing and Electrical Services (as identified above) shall remain an employers option (Option A) as referred to elsewhere in this Contract Notice.
Option B: Management Administration Services will be tendered in addition to the aforementioned Soft and Hard FM Services. Management Administration Services will include providing the following in addition to the aforementioned FM Services: 3 Nr. Supervisors, 10 Nr. Facilities Assistants and 1 Nr. Additional Porter services. Management Administration Services shall remain an employers option (Option B) as referred to elsewhere in this Contract Notice.
Option C: There is a further and final employers option (Option C) in respect of services that the Employer may choose to incorporate into the Contract at the Employer’s discretion and at any time during the Contract Period. The Employer may incorporate such services by negotiation and agreement on rates with the Contractor at that time. The extent of such works and services are described elsewhere in this Contract Notice and shall be considered to be within the overall scope of this Contract.
The aforementioned Soft and Hard FM Services shall be provided at each of the 5 aforementioned sites.
Services are to be provided in accordance with industry best practice and as detailed in the Employer’s Requirements/Output Specification document issued at time of tendering.
Contractor’s personnel will be Disclosure Barring Service (DBS) — cleared, qualified, well trained, skilled and experienced individuals, to the highest quality standards.
The Contract will commence on 1.8.2015, have a duration of 3 years plus an Employer’s option to then extend the contract arrangement for up to a further 2 years – subject to the Contractor’s performance and agreement.
The Employer may also choose to implement an optional break clause provision after the first 12 months and/or 24 months of Contract.

NOTE: To register your interest in this notice and obtain any additional information please visit the myTenders Web Site athttp://www.myTenders.org/Search/Search_Switch.aspx?ID=144720

II.1.6)Common procurement vocabulary (CPV)

90910000, 79710000, 98341120, 50710000, 51100000, 64120000, 55520000, 79993000, 79993100

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

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

II.1.8)Lots

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 scope of Services to be provided includes the following:
i) Cleaning: 680 000 GBP/annum (2 040 000 GBP/Contract Period);
ii) Security: 498 000 GBP/annum (1 494 000 GBP/Contract Period);
iii) Catering: 93 000 GBP/annum (279 000 GBP/ Contract Period)* See below;
iv) Porterage: 29 000 GBP/annum (87 000 GBP/Contract Period);
v) Courier: 39 000 GBP/annum (117 000 GBP/Contract Period);
vi) Mechanical and Electrical Planned Preventative Maintenance: 206 000 GBP/annum (618 000 GBP/Contract Period);
vii) Employers Option A — Plumbing (Mechanical) and Electrical reactive and minor new works services: 100 000 GBP/annum (300 000 GBP/Contract Period);
viii) Employers Option B — Facilities (Management) services: 450 000 GBP/annum (1 350 000 GBP/Contract Period);
ix) Employers Option C — Additional mechanical and electrical services (potential scope of services as identified in the Pre-qualification Questionnaire, value/rates to be determined by negotiation with the Employer, if the Employer chooses to exercise its rights regarding Option C at any time over the course of the Contract Period.
*The Catering Services estimated value identified above is based on net cost, including sales.
The Plumbing and Electrical Services (Option A) estimated value identified above is based on labour-only cost (materials being previously supplied direct by CandI).
Key Performance Indicators will be used to measure the Contractor’s performance. The Contractor’s performance will be linked to an incentive and deduction scheme, with the Contractor’s payment being adjusted to reflect the Contractor’s performance on a quarterly basis.
A 50/50 Gain Share arrangement will also apply.
The Services as identified in this Contract Notice are required at the 5 site locations (identified elsewhere in this Contract Notice).
Estimated value excluding VAT:
Range: between 4 635 000 and 6 285 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: City and Islington college reserve the right (as an Employer’s Option) to:
a) extend the Contract for up to a further 2 years;
b) include other sites within any district of London at any time over the course of the Contract Period, by agreement with the Contractor at that time;
c) exercise it’s right to include Option A: Mechanical and Electrical reactive and minor new works and services, Option B: Facilities Management services and Option C: Other additional mechanical and electrical planned preventative services as identified in the Pre-qualification questionnaire;
d) break the Contract after the first 12 months and 24 months of the Contract Period; with costed break options being provided by the Bidder at time of tendering.

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 2
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 36 (from the award of the contract)

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

Starting 1.8.2015. Completion 31.7.2018

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

A deposit or guarantee may be required.

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

Delivery Payment: Full payment will be made following the satisfactory delivery of services by the Contractor. City and Islington College will pay within three weeks after the monthly assessment and submission of relevant costs (as compiled by the Contractor).

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

If the Contract is awarded to a consortium, joint venture or alliance, applicants will be required to contract with joint and several liability under English law and either nominate a lead service provider with whom City and Islington College can contract and to whom all communication will be addressed, or to form themselves into a single entity before the Contract is awarded.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Other Particular Conditions (KPIs) to which the performance of any Services that are to be provided under Contract may be subject to are identified in the Pre-qualification Questionnaire.
Minimum requirements to be met include the following:
a) Must be able to demonstrate having previous strategic term maintenance experience similar to that so described and in working within occupied public buildings;
b) Must have a local base established upon the commencement of Contract whereby effective response to any of the sites can be achieved within 1 hour of the client’s request;
c) Must be able to demonstrate by the documentation that the candidate returns (along with the completed Pre-Qualification Questionnaire) that it operates, administers and maintains a health and safety management system.
d) Must have at least the following levels of insurance indemnity:
— Employers Liability: not less than 10 000 000 GBP;
— Public Liability: not less than 5 000 000 GBP;
— Professional Liability: not less than 5 000 000 GBP.
All minimum requirements (including financial capacity requirements as identified in the Pre-qualification Questionnaire) must be met, for the candidate’s returned Pre-Qualification Questionnaire to be scored by the Employer’s Assessment Panel.
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: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.
(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established.
(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide a reference from their bank.
(2) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice.
(3) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.
Minimum level(s) of standards possibly required: Minimum turnover — Candidates must be able to effectively demonstrate through the production of their Statement of Accounts that their turnover specific to works and services as identified in this Contract Notice and to which this Contract relates, is in excess of 5 000 000 GBP and the extent of business that it has with City and Islington College is in accordance with the other financial requirements as identified in the Pre-qualification Questionnaire.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(1) A statement of the candidate’s average annual number of staff and managerial staff over the previous 3 years.
(2) Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract.
(3) All candidates will be required to provide certification from an independent body attesting conformity to environmental management standards in accordance with the Community Eco-Management and Audit Scheme (EMAS); or the European standard BS EN ISO 14001.
(4) All candidates will be required to provide certification drawn up by an independent body attesting the compliance of the economic operator with quality assurance standards based on the relevant European standards.
(5) A check may be carried out by the contracting authority or by a competent official body of the State in which the candidate is established, to verify the technical capacity of the candidate; and if relevant, on the candidates study and research facilities and quality control measures.
(6) A statement of the candidate’s technical facilities; measures for ensuring quality; and their study and research facilities.
(7) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
(8) A statement of the technicians or technical services available to the candidate to carry out the work under the contract; or 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 candidate.
(9) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract.
(10) A list of works carried out over the past 5 years, detailing the value of the consideration received; when and where the work or works were carried out; and whether they were carried out according to the rules of the trade or profession and properly completed.
Minimum level(s) of standards possibly required:
Minimum Standards as identified in the Pre-qualification Questionnaire.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

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 minimum number 5: and maximum number 8
Objective criteria for choosing the limited number of candidates: As identified in the Pre-qualification Questionnaire/associated guidance notes.
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 below

1. Cost. Weighting 60

2. Quality. Weighting 40

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:

Soft and Hard FM/2015/CANDI
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: 30.1.2015

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

6.2.2015 – 12:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

20.2.2015

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

VI.3)Additional information

No office space is available to the Contractor.
The Contractor will be required to provide ‘Contractor’s Proposals’ in response to the ‘Employer’s Requirements’ (and associated Output Specifications) that will be issued to the short-listed candidates, at time of tendering.
The address and contact point from which general information (including the Pre-Qualification Questionnaire) can be obtained in connection with this opportunity is: Stuart Oxborrow of Stuart Oxborrow Associates Limited (see Annex A of this Contract Notice).
(MT Ref: 144720).
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: City and Islington College will incorporate a minimum 10 calendar day standstill period at the point that information on the award of contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the authority before the contract is entered into. Applicants have two working days from notification of the award decision to request additional debriefing and that information has to be provided a minimum of 3 working days from expiry of the standstill period. Such information should be requested from the address in I.1). If an appeal regarding the award of a contract has been successfully resolved the Public Contracts Regulations 2006 provide for aggrieved parties who have been or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought promptly (generally within 3 months). Where a contract has not been entered into the court may order the setting aside of the award decision or order the Contracting Authority to amend any document and may award damages. If the Contract has been entered into the court may only award damages.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

31.12.2014

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