Total Facilities Management Services for University of Essex

Total Facilities Management Services for University of Essex

The University is setting up a Total Facilities Management Contract for its Hard and Soft FM Services at its Southend and Loughton Campuses including Cleaning, Portering, Mechanical, Electrical, Security, Grounds Maintenance (Loughton).

United Kingdom-Colchester: Building and facilities management services

2014/S 249-442451

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

University of Essex
Central Procurement Unit (Estate Management Section), Wivenhoe Park
Contact point(s): Central Procurement Unit
For the attention of: Adrian Woodmore
CO4 3SQ Colchester
UNITED KINGDOM
Telephone: +44 1206874217
E-mail: procure@essex.ac.uk

Internet address(es):

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

Address of the buyer profile: www.essex.ac.uk/purchasing

Electronic access to information: https://delta-sourcing.com

Electronic submission of tenders and requests to participate: https://delta-sourcing.com

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

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:

T537 Total Facilities Management: UoE Southend and Loughton Campuses.

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

NUTS code UKH3

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)

Building and facilities management services. Exterior cleaning work for buildings. Repair, maintenance and associated services related to personal computers, office equipment, telecommunications and audio-visual equipment. Preventive maintenance services. Communications system maintenance services. Repair and maintenance services of audio-visual and optical equipment. Repair and maintenance services of firefighting equipment. Repair and maintenance services of clocks. Repair and maintenance services of reservoirs. Gas appliance maintenance services. Repair and maintenance services of electrical machinery, apparatus and associated equipment. Repair and maintenance services of security equipment. Repair and maintenance services of building installations. Lift-maintenance services. Miscellaneous repair and maintenance services. Repair and maintenance services of furniture. Repair and maintenance services of catering equipment. Installation services of flagpoles. Restaurant and food-serving services. Canteen and catering services. Catering services. Retail trade services. Taxi services. Post and courier services. Help-desk and support services. Facilities management services for computer systems maintenance. Tree-maintenance services. Planting and maintenance services of green areas. Parks maintenance services. Security services. Reception services. Facilities management services. Archiving services. Child daycare services. Refuse and waste related services. Paper collecting services. Environmental services. Risk or hazard assessment other than for construction. Cleaning and sanitation services. Accommodation, building and window cleaning services. Cleaning services of office equipment. Pest-control services. Washing and dry-cleaning services. Portering services. The University is setting up a Total Facilities Management Contract for its Hard and Soft FM Services at its Southend and Loughton Campuses including Cleaning, Portering, Mechanical, Electrical, Security, Grounds Maintenance (Loughton). The duration is for 4 years and as it will be replacing an existing contract therefore TUPE is a central aspect of the contract.

II.1.6)Common procurement vocabulary (CPV)

79993000, 45452000, 50300000, 50324200, 50334400, 50340000, 50413200, 50432000, 50514200, 50531200, 50532000, 50610000, 50700000,50750000, 50800000, 50850000, 50883000, 51122000, 55300000, 55500000, 55520000, 55900000, 60120000, 64100000, 72253000, 72514300,77211500, 77310000, 77313000, 79710000, 79992000, 79993100, 79995100, 85312110, 90500000, 90511400, 90700000, 90711100, 90900000,90911000, 90919100, 90922000, 98310000, 98341120

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
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The University is setting up a Total Facilities Management Contract for its Hard and Soft FM Services at its Southend and Loughton Campuses including Cleaning, Portering, Mechanical, Electrical, Security, Grounds Maintenance (Loughton) and will be detailed further in the specification of the documents at PQQ Stage and much deeper information at ITT Stage. The duration is for 4 years and as it will be replacing an existing contract therefore TUPE is an integral part of the contract. Annual spend is estimated at around GBP 1 000 000 – GBP 2 000 000 but this may change as the need arises. This list is not exhaustive and consideration will be given to inclusion of additional services or options for additional services which will assist in delivering a comprehensive range of Property Management and Facilities Management Services. The University also reserves the right to review contract performance on a regular basis. Under this contract the successful partner will be required to actively participate in the achievement of economic, social and environmental policy objectives relating to recruitment and training, supply chain initiatives and the regeneration of the locality surrounding the place of delivery for the provision of the goods/works and services. Accordingly, contract performance conditions may relate in particular to economic, social and environmental considerations.
Estimated value excluding VAT:
Range: between 4 000 000 and 7 000 000 GBP

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no

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

Duration in months: 48 (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:

The University will require joint and several liability with parent company guarantees where required as detailed within the documents and any other guarantees as it sees fit in order to satisfy the needs of the contract.

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

As set out in the pre-qualification questionnaire which is available from the address inpoint I.1.

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

The University requires bidders to form a single legal entity in order to perform the contract and reserves the right to any legal form as it sees fit for the reasonable purpose to fulfil this contract.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
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: The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.

A full list of the Regulation 23(1) and 23(2) criteria are at http://www.delta-esourcing.com/delta/project/reasonsForExclusion.html#pcr

Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists.
Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.
In accordance with Articles 45 to 50 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contracts Regulations 2006 and as set out in the pre-qualification questionnaire which is available from the address in point I.1.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) Appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance
(b) The presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established
(c) A statement of the undertaking’s overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available
In accordance with Articles 45 to 50 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contracts Regulations 2006 and as set out in the pre-qualification questionnaire which is available from the address in point I.1.
Minimum level(s) of standards possibly required: As set out in the pre-qualification questionnaire which is available from the address in point I.1.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(b) a list of the principal deliveries effected or the main services provided in the past three years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given: – where the recipient was a contracting authority, in the form of certificates issued or countersigned by the competent authority, – where the recipient was a private purchaser, by the purchaser’s certification or, failing this, simply by a declaration by the economic operator
(c) an indication of the technicians or technical bodies involved, whether or not belonging directly to the economic operator’s undertaking, especially those responsible for quality control and, in the case of public works contracts, those upon whom the contractor can call in order to carry out the work
(f) The educational and professional qualifications of the service provider or contractor and/or those of the undertaking’s managerial staff and, in particular, those of the person or persons responsible for providing the services or managing the work
(g) For public works contracts and public services contracts, and only in appropriate cases, an indication of the environmental management measures that the economic operator will be able to apply when performing the contract
(h) A statement of the average annual manpower of the service provider or contractor and the number of managerial staff for the last three years
(i) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract
(j) An indication of the proportion of the contract which the services provider intends possibly to subcontract
as detailed within the PQQ.
Minimum level(s) of standards possibly required:
As detailed within the PQQ.
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: yes
Reference to the relevant law, regulation or administrative provision: Some aspects of the service included within the Total Facilities Management is reserved for appropriately qualified personnel, particularly electrical and gas maintenance work with the relevant up to date certificates allowing them to undertake work under UK law. This may include having a relevant Gas Safe Industry qualification(s) and/or industry-recognised level 3 qualification as relevant. Certificate of Enrolment on the Professional Trade Register under the conditions laid down by the laws of the member state in which the Tender is established, for instance the trade register of companies in UK and IrelandThe Transfer of Undertakings(Protection of Employment) Regulations 2006, the Acquired Rights Directive, and the Code of Practice on Workforce Matters (ODPM Circular 03/2003) may all apply to the contract. If the Code of Practice is withdrawn during this procurement, the University will instead require compliance with the code or principles which replace it.

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: no

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 6
Objective criteria for choosing the limited number of candidates: The bidders invited to PQQ will be the top 5 scoring bidders at the PQQ stage. The University reserves the right to include a 6th bidder where the difference of the scores between 5th and 6th place is less than 2 % or where the 6th place bidder achieves a score equal or in excess of 75 % or where the Top 6 bidders are over 5 % clear from the next placed score.
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 in the specifications, in the invitation to tender or to negotiate or in the descriptive document

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:

T537

IV.3.2)Previous publication(s) concerning the same contract

no

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

26.1.2015 – 12:00
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

This is a recurrent procurement: no

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 University expressly reserves the right not to award under this notice or part award as it deems necessary. The University also reserves the right to utilise other contracts whether tendered or not alongside this agreement as and where necessary in order to fulfill its duty to staff and students. Under no circumstances will the University accept any costs from bidders as part of the tendering procedure.There is no guarantee of expenditure of this contract.The University reserves the right to request service level agreements to be added and changed and take any action necessary in order to maintain the highest level of service under this agreement and the University reserves the right to review contract performance on a regular basis.Under this contract the successful partner will be required to actively participate in the achievement of economic, social and environmental policy objectives relating to recruitment and training, supply chain initiatives and the regeneration of the locality surrounding the place of delivery for the provision of the goods/works and services. Accordingly, contract performance conditions may relate in particular to economic, social and environmental considerations.TUPE is part of the contract as it replaces an existing contract.The Public Sector equality duty is relevant to this procurement which has a potentially high equality impact and as such the relevant obligations to have due regard to the need to eliminate unlawful disability, gender and race discrimination and to promote equality of opportunity will be passed to the successful private sector partner, as well as the specific legal obligations under the Equality Act 2010, which all organisations must comply. Accordingly, contract performance conditions may relate in particular to equality and diversity considerations.
For more information about this opportunity, please visit the Delta eSourcing portal at:

https://www.delta-esourcing.com/tenders/UK-UK-Colchester:-Building-and-facilities-management-services./Y5GDXFR2AH

To respond to this opportunity, please click here:

https://www.delta-esourcing.com/respond/Y5GDXFR2AH

GO Reference: GO-20141223-PRO-6251098.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

University of Essex
Wivenhoe Park, Wivenhoe Park
CO4 3SQ Colchester
UNITED KINGDOM
E-mail: p@essex.ac.uk
Telephone: +44 1206872954

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: This authority will incorporate a minimum 10 working day standstill period at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting body before the contract is entered into. Applicants have three working days from notification of the award decision to request additional debriefing and that information has to be provided a minimum of three working days before expiry of the standstill period. Such additional information should be requested from the address in section I.1.If an appeal regarding the award of a contract has not been successfully resolved, the Public Contracts Regulations provide for aggrieved parties who have been harmed 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).

VI.4.3)Service from which information about the lodging of appeals may be obtained

University of Essex
Wivenhoe Park
CO4 3SQ Colchester
UNITED KINGDOM
E-mail: procure@essex.ac.uk
Telephone: +44 1206872954
Internet address: www.essex.ac.uk/purchasing

VI.5)Date of dispatch of this notice:

23.12.2014

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