Total Facilities Management for University of Essex

Total Facilities Management for University of Essex

A Framework Agreement shall be established with a single contractor.

United Kingdom-Colchester: Building and facilities management services

2016/S 211-384160

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

University of Essex
Wivenhoe Park
United Kingdom
Contact person: Central Procurement Unit
Telephone: +44 1206876197
NUTS code: UKH3

Internet address(es):Main address:

Address of the buyer profile:

I.2)Joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via:
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity


Section II: Object

II.1)Scope of the procurement


Provision of Total Facilities Management Services.

Reference number: T622

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

The University of Essex is seeking tenders for the provision of Total Facilities Management (TFM) services. A Framework Agreement shall be established with a single contractor. Under the Framework, an individual call-off contract for the provision of Hard and Soft FM services at the University’s Southend and Loughton campuses and part of its Colchester campus will immediately be awarded by the University.

It is currently proposed that Southend-on-Sea Forum Management Ltd (The Forum) may also award a call-off contract during the Framework period for the provision of hard and soft FM services at The Forum building in Southend-on-Sea. The Forum shall reserve the right to determine whether or not to award a call-off contract. Southend-on-Sea Forum Management Ltd is jointly owned by the University of Essex, Southend-on-Sea Borough Council and South Essex College of Further and Higher Education.

The call-off contract terms shall be NEC3 Option A Terms Service Contract.

II.1.5)Estimated total value

Value excluding VAT: 9 500 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UKH3
Main site or place of performance:


II.2.4)Description of the procurement:

Tender submissions will be assessed specifically for the University’s call-off contract. Tenderers’ proposals and pricing information will also be assessed to enable The Forum’s call-off contract to be taken up. Tender information submitted by the successful tenderer will be used as the basis for all price and quality proposals for any and all call-off contracts that may be awarded under the Framework.

Tenderers will be required to provide a fixed Schedule of Rates (SoR) which will be used to calculate all call-off contract prices under the Framework, including the University and the Forum call-offs. Tenderers will be required to provide a call-off contract price for the University using the fixed SoR. The University’s call-off contract price will be evaluated. The SoR itself will not be evaluated.

The Framework Agreement shall be for a period of 4 years. The initial call-off contract to be immediately awarded by the University under the Framework will be for an initial period of 39 months with an option to extend annually for a further two 12 month periods (39+12+12 months).

The estimated value of the contract to be awarded by the University under this Framework is 1 000 000 GBP per annum.

The estimated value of The Forum contract, if awarded, is 1 100 000 GBP per annum.

The call-off contract to be awarded by the University under this Framework is to replace an existing contract, therefore the TUPE regulations shall apply.

The following Contracting Authorities shall be entitled to use the Framework Agreement:

University of Essex

Southend-on-Sea Forum Management Ltd.

Southend-on-Sea Borough Council

South Essex College of Further and Higher Education.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality / Weighting: 50
Price – Weighting: 50

II.2.6)Estimated value

Value excluding VAT: 9 500 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Start: 01/04/2017
End: 31/03/2021
This contract is subject to renewal: no

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 6
Objective criteria for choosing the limited number of candidates:

Selection Questionnaires will be evaluated and the 6 highest scoring applicants will be invited to tender.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure


IV.1.1)Type of procedure

Restricted procedure

IV.1.3)Information about a framework agreement or a dynamic purchasing system

The procurement involves the establishment of a framework agreement
Framework agreement with a single operator
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 28/11/2016
Local time: 12:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 19/12/2016

IV.2.4)Languages in which tenders or requests to participate may be submitted:


IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 3 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about electronic workflows

VI.3)Additional information:

Selection Questionnaires (SQs) must be submitted by the deadline stated within Section IV.2.2 of this Notice.

This is a 2-stage Restricted Tender Process and University of Essex is only requesting SQs at this stage. For information purposes only, a draft copy of the specification, Framework terms and Call-Off Contract terms have been uploaded onto Delta. Please note that these documents are subject to amendment and final versions will be published at ITT stage. Applicants must not submit any of these documents as part of their SQ submission.

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.

Under the Public Services (Social Value) Act 2012 the contracting authority must consider:

(a) how what is proposed to be procured might improve the economic, social and environmental well-being of the area where it exercises its functions, and

(b) how, in conducting the process of procurement, it might act with a view to securing that improvement.

Accordingly, the subject matter of the contract has been scoped to take into account the priorities of the contracting authority relating to economic, social and environmental well-being. These priorities are described in the Invitation To Tender and are reflected in environmental and social characteristics in the evaluation criteria for the award of the contract.

For more information about this opportunity, please visit the Delta eSourcing portal at:

To respond to this opportunity, please click here:

GO Reference: GO-20161028-PRO-9028331.

VI.4)Procedures for review

VI.4.1)Review body

University of Essex
Wivenhoe Park
United Kingdom
Telephone: +44 1206876197
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

University of Essex shall incorporate a 10 calendar day standstill period at the point information on the award of the Framework is communicated to tenderers, allowing unsuccessful tenderers to seek further debriefing from the University before the Framework is entered into.

VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:



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