Total Facilities Management for Data Centre
Comprehensive Total Facilities Management of the University of Southampton Primary Data Centre.
United Kingdom-Southampton: Facilities management services
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
University of Southampton
Contact point(s): Procurement
For the attention of: Suzanne Carlisle
SO17 1BJ Southampton
Telephone: +44 2380595688
Fax: +44 2380598029
General address of the contracting authority: www.southampton.ac.uk
Address of the buyer profile: https://in-tendhost.co.uk/universityofsouthampton
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
I.4)Contract award on behalf of other contracting authorities
Section II: Object of the contract
II.1.1)Title attributed to the contract by the contracting authority:
II.1.2)Type of contract and location of works, place of delivery or of performance
Service category No 1: Maintenance and repair services
NUTS code UKJ31,UKJ32
II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
II.1.5)Short description of the contract or purchase(s)
The University is looking to contract for combined facilities support for its Primary Data Centre. The service will include the preventative and reactive maintenance of equipment, and building (fabric and infrastructure) and the provision of cleaning, security, waste services and gardens services.
The successful contractor will take on responsibility for the delivery and management of the following service lines:
— Engineering — the contract includes the requirement for a dedicated on-site engineer with engineering cover arrangements to be in place 365 days a year 24 hours a day;
— Security Services — manned security is to be provided 24 hours per day 365 days per year;
— Cleaning Services — Cleaning services are to be provided Monday to Friday. In addition, there is a requirement for white-space annual clean and specialist high level plant clean every 6 months;
— Grounds and Gardens — Maintenance of the landscape requirements;
— Waste Services — Provision of waste collection services;
— Building Fabric — To maintain the building specification;
— Equipment Register — The successful contractor will be required to maintain on-site, a stock of critical spares to support repairs of the mechanical and electrical equipment and infrastructure.
The successful contractor will be required to undertake both planned preventative maintenance (including services) and reactive maintenance.
Bidders are advised that, due to the sensitive and highly vulnerable nature of this contract, the successful contractor will be required to adhere to strict SLA requirements. Further details are provided within the Invitation to Tender document set (File 4).
II.1.6)Common procurement vocabulary (CPV)
79993100, 72514300, 50500000, 50800000, 50324100, 77314000, 50312600, 90500000, 50324200, 72514100, 79710000, 45259000, 50000000, 72514000,90910000
II.1.7)Information about Government Procurement Agreement (GPA)
II.1.9)Information about variants
II.2.1)Total quantity or scope:
Estimated value excluding VAT:
Range: between 2 200 000 and 3 200 000 GBP
II.3)Duration of the contract or time limit for completion
Section III: Legal, economic, financial and technical information
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.2.2)Economic and financial ability
Minimum level(s) of standards possibly required: Organisations are advised that a requirement of this tender is to have in place, or commit to obtain prior to the commencement of the contract, the following minimum insurance levels:
Employers (Compulsory) Liability: 10 000 000 GBP per occurrence;
Public and Products Liability: 25 000 000 GBP per occurrence;
Professional Indemnity: 10 000 000 GBP per occurrence;
All values stated are in GBP.
It is a legal requirement that all companies hold Employer’s (Compulsory) Liability of 5 000 000 GBP as a minimum. Please note that this requirement is not applicable to Sole Traders.
Tenderers will be excluded if they fail to confirm satisfactory insurance levels.
In accordance with Directive 2014/24/EU of the European Parliament and of the Council and the Public Contracts Regulations 2015.
Minimum level(s) of standards possibly required:
As defined in the Invitation to Tender documents (if applicable).
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service
Section IV: 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
Objective criteria for choosing the limited number of candidates: As defined in the Pre-Qualification Questionnaire documents.
IV.2.2)Information about electronic auction
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
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.2)Information about European Union funds
The University is utilising an electronic tendering tool (In-Tend: https://in-tendhost.co.uk/universityofsouthampton) to manage this procurement and to communicate with bidders. All documentation in relation to this tender can be downloaded from the In-Tend portal.
Bidders are advised that there will be no hard copy documents issued to organisations and all communications with the University including the submission of PQQ and/or Invitation to Tender Responses will be conducted via the In-Tend portal. Regular monitoring of the portal is the responsibility of the bidder.
If you are not already registered as a supplier with the University of Southampton, you will need to register in In-Tend in order to access the tender documentation.
Once you have logged in as a supplier: click on ‘Tenders’; locate the relevant project; and click ‘View Details’. Once you are in the project screen, you will be able to register your company against the project and access all documentation by clicking ‘Express Interest’.
Bidders are advised that formal expressions of interest in the project must be by way of completion and return of the relevant Pre-Qualification (if applicable) or Invitation to Tender documents via the In-Tend portal.
Further instructions for the submission of Invitation to Tender responses are below.
To submit your return, please follow the instructions below:
1. Log In;
2. Click ‘Tenders’;
3. Locate the relevant project;
4. View Details;
5. Click on the tab relating to the relevant project stage (e.g. ‘Invitation to Tender’);
6. Click on the ‘Attach Documents’ button and upload your return;
7. Check All your response documents are uploaded and displayed in the ‘My Tender Return’ panel. The system will only permit your organisation to make 1 return;
8. Click the red ‘Submit Return’ button.
Please note that, to preserve the integrity of the tendering procedure, all queries must made be via the correspondence function within the In-Tend portal.
In accordance with Regulation 50, paragraph (2) of the Public Contracts Regulations 2015 and subject to Article 5 and Annex 5, Part D (13) of Directive 2014/24/EU of the European Parliament and of the Council (if applicable), the University intends to publish the value of any resulting contract at the award stage, and reserves the right to do so. By submitting a tender response, bidders are consenting to publication of this information unless otherwise agreed in advance with the University.
Due to the nature of this project, it has been deemed unsuitable for division into lots. The risk of dividing the requirement would render the execution of the contract excessively technically difficult, not cost-effective and would undermine the proper execution of the contract.
VI.5)Date of dispatch of this notice: