10615-2012: UK-Huntingdon: building and facilities management services

UK-Huntingdon: building and facilities management services

Facilities Support Contract Type 1 for Maintenance, Repair and Other Works on Medical Facilities at RAF Lakenheath and RAF Feltwell. Defence Infrastructure Organisation, DE

2012/S 7-010615

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Defence Infrastructure Organisation, DE
Defence Infrastructure Organisation, Room X133, Bazalgette Pavilion
For the attention of: Terry Alcock
PE28 2EA Huntingdon
Telephone: +44 1480452451
E-mail: DIOOpsInt-Comm2b4@mod.uk

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

Ministry or any other national or federal authority, including their regional or local sub-divisions
I.3)Main activity

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.1.1)Title attributed to the contract by the contracting authority:

Facilities Support Contract Type 1 for Maintenance, Repair and Other Works on Medical Facilities at RAF Lakenheath and RAF Feltwell.
II.1.2)Type of contract and location of works, place of delivery or of performance

Realisation, by whatever means of work, corresponding to the requirements specified by the successful tenderer
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)

Building and facilities management services. Building and facilities management services. This Facility Support Contract Type 1 (FSC 1)is a lump sum firm price contract for Planned Preventative Maintenance (PPM)and repairs, for response maintenance and repairs (in response to call-out for faults that occur outside of the PPM cycle) and for other works at the Medical Facilities at RAF Lakenheath, Suffolk and RAF Feltwell, Norfolk. The FSC 1 lump sum includes all repairs where the cost of the materials required to effect a repair falls below a specified value (the Maximum Repair Cost). In addition the contract will include a process for ordering works valued in excess of the Maximum Repair Cost. Call-out in response to faults is a key aspect of the contract and successful tenderers will need to demonstrate the ability to provide a response (investigation and repair) to call-outs 365 days a year both in and out of normal working hours.
II.1.6)Common procurement vocabulary (CPV)


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

The contract is covered by the Government Procurement Agreement (GPA): no

This contract is divided into lots: no
II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

It should be noted that the Medical Facilities buildings covered by the contract can alter during the period of the contract in response to changes in USVF requirements. This point is also applicable to the envisaged scope of works as described below. This contract replaces an existing contract that is similar in scope, the Authority is of the view that The Transfer of Undertakings (Protection of Employment) Regulations may apply. Indicative information regarding potential TUPE liabilities will be issued at time of issue of the ITT but it is the bidders responsibility to ascertain any TUPE liability and account for this in their tenders.
The FSC1 is structured around Total Facility PPM delivery where the contractor is responsible for the maintenance and repair of entire buildings including the building structure, fixtures and fittings (including aspects of decoration, carpeting etc) as well as mechanical and electrical installations and other tasks including legionella testing. Bidders will be expected to demonstrate an understanding of, and an ability to execute and procure, all works described below and as described in the ITT.
The contract is primarily for maintenance and repair on a range of buildings, systems and equipment including but not limited to: the entire electrical installation,
Lighting, Lifts, Building Management and Control Systems, Air Conditioning, Fire Detection and Suppression Systems, Heating Systems, Hot and Cold Water Systems including control of Legionellosis, Mechanical and Electrical Doors, Nurse Call-point systems, and Catering Equipment.
Additionally the contractor shall have suitably trained and qualified staff to take responsibility for the operation of medical gasses systems, including the requirement to change all gas bottles. The contractor shall be AP for Medical Gasses and Confined Spaces in the Medical Facilities Buildings. The contractor shall also provide a general trades support for the Facilities and shall execute a complete 5 year painting/redecoration plan.
It is expected that the contractor shall have direct experience of works of this nature and have as part of their existing personnel suitably experienced management and technical staff in addition to any potential TUPE transfers. The Authority will use Key Performance Indicators to assess contract delivery. These will be regularly reviewed with the Contractor. The contractor will be expected to establish a computer management system for the contract over which the Authority will retain IPR of all data held therein. All systems will be required to meet MoD and US electronic and data security requirements as defined in the ITT. The contractor will be expected to introduce a system of recording work electronically as a replacement of existing paper based log book systems. The Authority shall deem all works that are not properly recorded as not having been executed. The computer management system will also contain a fully detailed planned maintenance programme, resource allocation being identified in the programme, and details of all works (maintenance, call-outs and repairs). The contractor will need to demonstrate the ability to provide a response to call-outs both in and out of working hours within response times for both the call-out and repairs. The response times will be specified in the ITT. Implicit within this requirement is the provision of temporary services at contractors own cost where repairs fall within the MRC and cannot be completed in the specified time. Achievement of response times will be a KPI target and failure to meet these response times may be viewed as a breach of contract and will have a major impact on any decision to extend the contract. Candidates will need to demonstrate the ability to manage their supply chain and the ability to procure one-off repairs/other works at short notice. The proven ability to do so will influence the selection of the successful contractor.
Bidders are to note that the value of the contract can very over the life of the contract as the number of assets is not fixed. Buildings can be removed from or added to the contract at any time over the contract. Such changes are not within the control of the Authority.
Estimated value excluding VAT:
Range: between 3 000 000 and 6 000 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: The Authority seeks to place a contract for 5 years with an option to extend for a further 2 years. The Authority reserves the right to limit the contract in the event that Key Performance Indicators are not being met. The decision to extend will be wholly conditional on the delivery of the contract and achieving the KPI’s.
Provisional timetable for recourse to these options:
in months: 48 (from the award of the contract)
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 1
II.3)Duration of the contract or time limit for completion

Duration in months: 60 (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 successful bidder may be required to provide a parent company Deed of Indemnity in a form to be specified by the Authority.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

The contract will largely be priced as an annual lump sum price paid monthly. Some elements will be priced on a “per occasion” basis. The Authoritys P2P system will be used for payment under this contract. Candidates are deemed to have satisfied themselves that they will be able to operate the P2P system prior to making a request to participate. PPM and repairs up to the MRC shall be part of the annual lump sum. All repairs in excess of the MRC, and other work that may be ordered from time to time, shall be priced by means of tendered labour rates and materials/overheads/profit mark-ups or by lump sum price. Such lump sum prices shall be produced by the contractor from competitive tender exercises managed by the contractor.
All tendered rates and prices shall be subject to an annual adjustment submitted at time of tender.
Additions to, or deletions from, the contract shall utilise tendered prices or shall uses prices derived from tendered prices.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

In the event of a joint venture or consortium submitting an acceptable offer it will be necessary for each member of the joint venture or consortium to sign an undertaking that each member shall be jointly and severally responsible for the due performance of the contract.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The contract shall be subject to the provisions of bespoke contract conditions developed by the Authority for this requirement.
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: Shall be via the Pre-qualification Questionnaire.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Shall be via the Pre-qualification Questionnaire.
Minimum level(s) of standards possibly required: Shall be stated in the Prequalification Questionnaire.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Shall be via the Pre-qualification Questionnaire.
Minimum level(s) of standards possibly required:
Shall be stated 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

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged number of operators: 6
Objective criteria for choosing the limited number of candidates: Candidates shall be required to complete a Pre-qualification Questionnaire (PQQ). A copy of the marking criteria for the PQQ will be provided with the PQQ. The 6 highest scoring candidates shall be selected. Any candidates that fail to answer any questions or fail to provide any requested information shall be excluded from further assessment.
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:

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

8.2.2012 – 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

IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening 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 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,and the contract will be awarded on the basis of the most economically advantageous tender.: Suppliers interested in working with the Ministry of Defence should register on the MOD Supplier Information Database (SID) Register, available at www.contracts.mod.uk. The MOD SID is a database of active and potential suppliers available to all MOD and UK Defence procurement personnel, and is the main supplier database of MOD Procurement organisations. Please note: the registration and publication of a company profile on the MOD SID does not mean or imply that the supplier has in any way been vetted or approved by the MOD. Suppliers wishing to compete for advertised MOD contracts must respond to any specific call for competition by submitting a separate expression of interest in accordance with the instructions of the purchasing organisation.

Advertising Regime OJEU: These contract opportunities are published in the Official Journal of the European Union (OJEU) and the MoD Defence Contracts Bulletin and future announcements will be made in either or both of these publications. The award of any subsequent contract arising from such requirements is subject to the Public Contract Regulations 2006.
Bidders will be selected via the assessment of a Pre-qualification Questionnaire (PQQ). Requests to Participate must be made by the stated date and time, requests made after this will not be considered. Requests to participate shall be in writing by post or email. Company literature, brochures or any other advertising/publicity material are not to be submitted at any time. PQQ’s that are incomplete or not submitted by the date set for return will not be considered. UKAS or European equivalent accreditation to ISO 9001:2000 (with a scope appropriate to the requirement as described) is a pre-requisite and a copy of the Accreditation Cerificate (scanned copy is acceptable) is to be provided with the Request to Participate. Failure to demonstrate appropriate accreditation will result in the Request to Participate not being considered. PQQ’s will be issued by email and the Request to Participate shall provide an email address to which the PQQ can be sent.
Access to the locations cited above is limited. Site visits will be arranged during the tender period. Whilst the Authority will endeavour to ensure equality of access to all bidders this may not be possible if all bidders are not able to attend on specified dates. By seeking to bid all candidates are deemed to have accepted this and no later claim or appeal in respect of access will be considered.
The Authority makes no guarantee that tenders will be issued or that a contract will be awarded. Any expenditure, work or effort undertaken is purely a matter for the commercial judgement of candidates and bidders. The Authority will not entertain any claims for costs incurred at any stage of the process. GO Reference: GO-201219-DCB-3644315.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Defence Infrastructure Organisation
E-mail: mark.mcgivern289@mod.uk

Body responsible for mediation procedures

Defence Infrastructure Organisation

VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

Defence Infrastructure Organisation
E-mail: mark.mcgivern289@mod.uk

VI.5)Date of dispatch of this notice:9.1.2012