Total Facilities Management Services for Forth Valley College

Total Facilities Management Services for Forth Valley College

To appoint a single Facilities Management Contractor to provide Total Facilities Management services at the College’s campuses in Falkirk, Stirling and Alloa.

United Kingdom-Falkirk: Facilities management services

2016/S 187-335626

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Forth Valley College
Grangemouth Road
Falkirk
FK2 9AD
United Kingdom
Contact person: Paul Johnstone
Telephone: +44 1324403106
E-mail: paul.johnstone@forthvalley.ac.uk
Fax: +44 1324403222
NUTS code: UKM26

I.2)Joint procurement

The contract is awarded by a central purchasing body

I.3)Communication

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

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Education

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Total Facilities Management Services for Forth Valley College.

Reference number: EST-037

II.1.2)Main CPV code

79993100

II.1.3)Type of contract

Services

II.1.4)Short description:

Forth Valley College (‘the College’) is seeking to appoint a single Facilities Management Contractor (‘Contractor’) to provide Total Facilities Management (TFM) services at the College’s campuses in Falkirk, Stirling and Alloa.

The College will be moving to a new build Falkirk Campus in autumn 2019 and it is expected that the Contractor will continue to deliver TFM services in the new Campus location.

II.1.5)Estimated total value

Value excluding VAT: 3 640 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:

II.2.2)Additional CPV code(s)

79993000
48421000
50711000
50712000
50720000
50750000
50882000
98514000
90620000
90630000
90690000

II.2.3)Place of performance

NUTS code: UKM26
NUTS code: UKM22
NUTS code: UKM27
Main site or place of performance:

Falkirk, Alloa and Stirling.

II.2.4)Description of the procurement:

The objective of this tender is to appoint a single Contractor to provide and manage TFM Services to Forth Valley College’s campuses in Falkirk, Alloa and Stirling.

Based on the existing TFM contract, the approximate annual value of the contract is 520 000 GBP based upon the existing College estate.

Details of the Campuses:

Falkirk –

— opened 1962

— 21 000 m²

— Various Buildings — East Block (3 floors)/West Block (4 floors)

— Total hours of operation per annum — 3490

— Naturally Ventilated — mixture of Gas and Electric Heating and Storage Heating

— Asbestos

— EPC Rating E+ (at 2009)

— Operational Hours — 06:00-17:30 (Monday, Wednesday, Friday); 06:00-21:00 (Tuesday, Thursday)

Alloa –

— opened August 2011

— 5 786 m²

— Single Building — Lower Ground (Floor 0); Ground (Floor 1) and First Floor (Floor 2)

— Total hours of operation per annum — 3240

— Energy Saving Features — Rainwater harvesting system, solar panels, naturally ventilated, gas heating, underfloor heating

— BREEAM ‘Excellent’ rating

— EPC Rating B (at July 2011)

— Operational Hours — 7:00-18:00 (Monday, Wednesday, Friday); 7:00-21:00 (Tuesday, Thursday during term times)

Stirling –

— opened March 2012

— 7 989 m²

— Single Building — Ground Floor and First Floor

— Total Hours of operation per annum — 3300

— Energy Saving Features — Rainwater harvesting system, solar panels, naturally ventilated, gas heating, underfloor heating

— BREEAM ‘Excellent’ rating

— EPC Rating B+ (at February 2012)

— Operational Hours — 7:00-18:00 (Monday, Wednesday, Friday); 7:00-21:00 (Tuesday, Thursday all year)

Bidders should note that the College is progressing plans for a new Falkirk Campus, anticipated to open in autumn 2019 and is proposed to be 20 148 m². Specific details such as Energy Saving Features still to be confirmed.

The Contractor will be required to provide (or manage the provision of via sub-contractors) the range of TFM services including:

— Facilities Management Helpdesk; including the maintenance of the Asset records.

— Asset Information Model for New Falkirk Campus (and other assets if added to AIM).

— Building Information Modelling (support and maintenance), input for the new Falkirk Campus.

— Building Management System — manage and maintain (the College uses the ‘Trend 963’ BMS system).

— Planned & Reactive Building Fabric & Building Services Maintenance, PPMS and statutory Maintenance.

— Planned & Reactive Maintenance of Kitchen Equipment.

— Grounds Maintenance (Hard and Soft).

— Internal Planting.

— Pest Control.

— Energy and Utilities Monitoring.

— Cleaning.

— Washroom vending services.

— It is the College’s view that TUPE 2006 Regulations may apply to this Contract

— The College is committed to ensuring that we, and our key suppliers and contractors, adopt fair working practices in relation to our workforce in delivery of our services (including throughout the supply chain). In recognition of this, Forth Valley College is proud to be a Living Wage Accredited Employer (seewww.livingwage.org.uk). Please refer to the Instruction to Bidders document for more details.

— Furthermore, the College wishes to ensure that its key suppliers and contractors are committed to equality and diversity within their workforce and supply chain. This includes non-discriminatory behaviour and compliance with the Modern Slavery Act 2015.

— The College expects that the Contractor shall ensure that payment of sub-contractors and all supply chain partners is made promptly, in accordance with relevant legislation.

— The estimated value of the Contract shown is based upon the existing annual value of the TFM contract multiplied by the potential length of the contract (3-7 years) therefore ranging from 1 560 000 GBP and 3 640 000 GBP, however please note that these values are purely for indicative purposes, due to the fact that the new Falkirk Campus will be opened in 2019 and the unknown nature of costs relating to the TFM services thereafter until 2024.

This contract will not be divided into lots for reasons of operational and management efficiency.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Technical / Weighting: 60
Price – Weighting: 40

II.2.6)Estimated value

Value excluding VAT: 3 640 000.00 GBP

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

Start: 01/07/2017
End: 30/06/2024
This contract is subject to renewal: yes
Description of renewals:

The initial duration of the contract will be 3 years, commencing on 1.7.2017 until 30.6.2020. The College reserves the right to extend the contract for 2 further periods of 2 years, up to a maximum end date of 30 June 2024. Any of these extension periods can be exercised at the College’s discretion subject to satisfactory performance of the Contractor and continuing College requirements.

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

Envisaged minimum number: 5
Objective criteria for choosing the limited number of candidates:

This Procurement process will be conducted through the use of the Restricted Procedure.

It is critical that bidders read Section III 1.1, III 1.2 and III 1.3 and Section VI.3 of this Contract Notice and the links to the relevant Sections and Parts of the ESPD (Scotland) to understand the requirements of this Contract.

ESPD submissions shall be evaluated in the following way:

— Questions within Part III (all sections) and Part IV (Sections A,B and D) are minimum standards and will be evaluated on a pass/fail basis.

— Questions within Part IV Section C (Technical and Professional Ability) have been allocated an individual weighting. The individual weightings allocated to each question are as follows:

Q4C.1.2 — 75 % (Example 1- 25 %; Example 2- 25 %; Example- 3 25 %)

Q4C.4 — 25 %

Each of these questions will be objectively evaluated using the following criteria:

0 — Unacceptable — Nil or inadequate response. Fails to demonstrate previous experience/capacity/capability relevant to this criterion

1 — Poor — Response is partially relevant but generally poor. The response shows some elements of relevance to the criterion but contains insufficient/limited detail or explanation to demonstrate previous relevant experience/capacity/capability

2 — Acceptable — Response is relevant and acceptable. The response demonstrates broad previous experience, knowledge and skills/capacity/capability but may lack in some aspects of similarity e.g. previous experience, knowledge or skills may not be of a similar nature

3 — Good — Response is relevant and good. The response is sufficiently detailed to demonstrate a good amount of experience, knowledge or skills/capacity/capability relevant to providing similar services to clients

4 — Excellent — Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates thorough experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients

Bidders will be allocated a percentage score for each question, from which a total score will be awarded. The five bidders with the highest percentage score will be shortlisted and invited to tender stage.

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

Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015.

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

List and brief description of conditions:

This section refers to ESPD (Scotland) Section IV Question 4A.2:

Where it is required, within a bidder’s country of establishment they must confirm which authorisation or memberships of the relevant organisation(s) are required in order to perform this service.

As a minimum the College has identified the following relevant professional or trade register or membership which is relevant to this contract:

— Gas Safe Register

— Registered with an approved Electrical Contractor scheme such as NICEIC, ECA or equivalent

Bidders must confirm if they hold the particular authorisation or memberships.

III.1.2)Economic and financial standing

List and brief description of selection criteria:

This section refers to ESPD (Scotland) Section IV Part B:

Q4B.2 Bidders will be required to have a minimum yearly turnover of 3 120 000 GBP for the last 3 years in the business area covered by the contract.

Q4B.3 Where turnover information is not available for the time period requested, the bidder will be required to state the date which they were set up or started trading.

Q4B.5 It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commence of any subsequently awarded contract, the types and levels of insurance indicated below:

Employer’s (Compulsory) Liability Insurance = 10 000 000 GBP

Public Liability Insurance = 10 000 000 GBP

Professional Indemnity Insurance = 5 000 000 GBP

Q4B.6 Bidders will be required to provide 3 years audited accounts or equivalent when requested, prior to the finalisation of the envisaged shortlist of bidders for ITT stage.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

This section refers to ESPD (Scotland) Section IV Part C:

Q4C.1.2 Bidders will be required to provide 3 examples that demonstrate that they have the relevant experience to deliver the services as described in part II.2.4 of the OJEU Contract Notice or the relevant section of the Site Notice.

Example 1 — answers should include but not be limited to:

— Annual Contract Value

— The nature of the estate covered by the contract including

number of buildings,

age of each building,

size of each building (GIA),

nature of ownership of the estate (i.e. client owned/PFI/HUB etc.),

total hours of operation per annum

— The range of services covered by the contract

— Approach to maintenance (planned and reactive), including maintenance of such ‘Energy Saving Features’ as installed in Alloa and Stirling

— Experience of AIM and BIM

— Any other added value delivered, providing details of the nature and extent of the added value and the benefit derived by the client.

Example 2 — answers should include but not be limited to:

— Annual Contract Value

— Nature of ownership of the estate (i.e. client owned/PFI/HUB etc.),

— Approach to contract management, including:

ensuring Value for Money at all times, including any ‘gainshare’ initiatives implemented and the benefits this has delivered for both parties

innovation in managing the contract and delivering the TFM services as per the client’s scope of requirements

Experience of performance management/profit incentive schemes

Any other added value delivered, providing details of the nature and extent of the added value and the benefit derived by the client.

— Delivery of Community Benefits, including the type and volume of Community Benefits delivered

— Approach to dealing with TUPE Regulations

Example 3 — answers should include but not be limited to:

— Annual Contract Value

— The nature of the estate covered by the contract including

number of buildings,

age of each building,

size of each building (GIA),

nature of ownership of the estate (i.e. client owned/PFI/HUB etc.),

total hours of operation per annum

— Approach to managing the deletion and addition of buildings, similar to Falkirk Campus, during the Contract duration, including how this was agreed between yourself and the client, while ensuring:

Value for Money at all times, including any ‘gainshare’ initiatives implemented and the benefits this has delivered for both parties

innovation in managing the contract and delivering the TFM services as per the client’s scope of requirements

Each example should be based upon a different client and contract (i.e. the 3 examples cannot refer to the same client/contract)

Each example should be limited to 6 sides of A4 using Ariel Font 12 point

Bidders should provide full contact details of the key client contact for each of the examples provided above. The College may at its own discretion, prior to concluding the selection process, contact any references and/or undertake a site visit to certify the accuracy of the information provided

Q4C.4 Bidders will be required to demonstrate the relevant supply chain management systems used in similar contracts including but not limited to:

— Approach to the Selection of sub-contractors and supply chain partners, including experience of adhering to the clients’ internal procurement procedures

— Management of sub-contractors/supply chain partners performance in the delivery of the TFM service to the client, including use of performance management processes such as KPI’s and addressing any performance issues

— Dispute Resolution processes in relation to both the client and sub-contractors/supply chain partners

— Prompt Payment of sub-contractors and all supply chain partners, in accordance with relevant legislation.

— Approach to encouraging fair working practices throughout the supply chain

Bidders response should be limited to 6 sides of A4 using Ariel Font 12 point

Bidders should provide evidence to support their responses, including details of the client and contract.

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:

The Form of Contract to be used will be the NEC3 Term Service Contract.

The contract will be subject to a performance management system with KPI’s linked to payment mechanism.

The contract will also include regular contract management meetings between the College and Contractor, at one of the College Campus venues.

III.2.3)Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
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: 27/10/2016
Local time: 17:00

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

Date: 18/11/2016

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

English
IV.2.6)Minimum time frame during which the tenderer must maintain the tender
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published:

Subject to the College’s discretion as to whether or not to exercise one or both extension periods as noted, this contract may be re-procured at the following times:

— 2019

— 2021

The latest date for re-procuring this contract will be 2023.

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

The following information relates to ESPD (Scotland) Section IV Part D (Quality Assurance Schemes and Environmental Management Standards):

Q4D.1 — (Quality Assurance Schemes) The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent)

Q4D.1 — (Health and Safety Procedures)- The bidder must hold a UKAS (or equivalent), accredited independent third party certificate of compliance in accordance with BS OHSAS 18001 (or equivalent) or have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum.

Q4D.2 — (Environmental Management Standards) The Bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance with

BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate

— APUC supply chain code of conduct

Shortlisted bidders will be required to submit a signed Supply Chain Code of Conduct prior to the award of contract. This will be for information only and will not be scored. A copy of the Code of Conduct is provided as Appendix A for information only.

— freedom of information

Where any bidder considers any information submitted as part of their ESPD submission commercially confidential, they must notify the College prior to the ESPD deadline via PCS-T and the College will provide a template for completion.

Furthermore, shortlisted bidders at ITT stage will be required to confirm prior to award of any contract that you will be in a position to submit a Freedom of Information appendix. This will be for information only and will not be scored.

— form of tender

Shortlisted bidders will be required at ITT stage to submit a signed Form of Tender prior to the award of contract.

The buyer is using PCS-Tender to conduct this PQQ exercise. The Project code is 6556. For more information see:http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343

The Contracting Authority does not intend to include a sub-contract clause in this contract.

Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361

A summary of the expected community benefits has been provided as follows:

Information regarding the specific Community Benefits which may apply to this Contract will be provided at tender stage, however bidders should note the types of Community Benefits that may apply:

— Employment and training opportunities for local groups

— Vocational Training

— Equality and Diversity initiatives

— Sub-Contracting opportunities to SME’s, third sector and supported businesses

— Educational Support initiatives

— Work Experience opportunities for College students

(SC Ref:459829).

VI.4)Procedures for review

VI.4.1)Review body

Forth Valley College
Grangemouth Road
Falkirk
FK2 9AD
United Kingdom
Telephone: +44 1324403106
Fax: +44 1324403222Internet address:http://www.forthvalley.ac.uk
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

23/09/2016

 

Related Posts

Estate Asset Management System Tender

Specialist Mechanical Services Request for Proposal

Hard FM Services Request for Proposal

Leicestershire County Council Facilities Management Contract

Total Facilities Management for Data Centre

Enjoyed this post? Share it!