Facilities management and property related services

Facilities management and property related services

Facilities management and property related services for the Foreign and Commonwealth Office’s Diplomatic (office and residential) properties in France (Paris, Bordeaux, Marseille, Lyon and Strasbourg) with the possible need to provide the same services in Spain (9 locations), Portugal (2 locations) and Italy.

United Kingdom-London: Building and facilities management services

2013/S 161-281643

Contract notice


Directive 2009/81/EC

Section I: Contracting authority/entity

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

Foreign and Commonwealth Office
Old Admiralty Office
Contact point(s): Gaju Rathod
SW1A 2PA London
Telephone: +44 2070081465
E-mail: gaju.rathod@fco.gov.uk

Internet address(es):

General address of the contracting authority/entity: www.fco.gov.uk

Address of the buyer profile: https://fco.bravosolution.co.uk (requires registration), navigate to Project 219 / PQQ 161
Electronic access to information: www.fco.bravosolution.co.uk

Electronic submission of tenders and requests to participate: www.fco.bravosolution.co.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

Other: Foreign Affairs
I.4)Contract award on behalf of other contracting authorities/entities

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:

UK-London: facilities management and property related services for the Foreign and Commonwealth Office’s Diplomatic (office and residential) properties in France (Paris, Bordeaux, Marseille, Lyon and Strasbourg) with the possible need to provide the same services in Spain (9 locations), Portugal (2 locations) and Italy (3 locations) within the period of 3 calendar years from the date on which the contract is awarded and in line with the option described in section II.2.2 of this notice.
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 18: Building-cleaning services and property management services
NUTS code FR

II.1.3)Information on framework agreement
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s):

Building and facilities management services. Repair and maintenance services. Cleaning services. Property management services of real estate on a fee or contract basis. Facilities management services. Repair and maintenance services of mechanical building installations. Commercial property management services. Repair and maintenance of plant. Accommodation, building and window cleaning services. Office cleaning services. Building-cleaning services. Repair and maintenance services of building installations. Repair and maintenance services of electrical and mechanical building installations. Repair and maintenance services of electrical building installations. Landscape gardening services. Real estate services. Reception services. Catering services. The contract is for the delivery of Facilities Management and Property Related Services in France(in Paris, Bordeaux, Marseille, Lyon and Strasbourg), for the safe and satisfactory operation of specified sites, through a performance specification. The Authority may seek to extend the contract for its requirements in relation to France only for an additional period of 2 years or require some or all of these same services for diplomatic properties (office and residential) in Spain, Portugal and Italy in addition to the services that are being provided for France. Service providers must provide a fully managed service, acting as a prime contractor with single point responsibility for managing and delivering all the services at the specified sites. Service providers must co-ordinate and integrate activities of their supply chain, includingconsultants, sub-contractors and suppliers, to achieve the specified requirements.The awarding authority is seeking reputableService Providers with a strong customer focus and service provision, that are keen to work in an environment of innovation and continual improvement. Service providers will also be required to deliver the contract in accordance with te UK Government/Awarding Authority’s policies on High Performing Property, Property Asset Management, applicable Health and Safety, Sustainability and Environmental policies, and all other relevant policies including emerging best practice.
Indicative costings for Spain, Portugal and Italy will be requested in the invitation to tender.
The contract length will be for 3 years with an option to extend for a further 2 years.
II.1.6)Common procurement vocabulary (CPV)

79993000, 50000000, 90910000, 70330000, 79993100, 50712000, 70332200, 45259000, 90911000, 90919200, 90911200, 50700000, 50710000, 50711000, 71421000, 70000000, 79992000, 55520000

II.1.7)Information about subcontracting

The tenderer has to indicate in the tender any share of the contract it may intend to subcontract to third parties and any proposed subcontractor, as well as the subject-matter of the subcontracts for which they are proposed
The tenderer has to indicate any change occurring at the level of subcontractors during the execution of the contract
The contracting authority/entity may oblige the successful tenderer to award all or certain subcontracts through the procedure set out in Title III of Directive 2009/81/EC

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

Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

The provision and delivery of the services to specified sites to include (but not limited to):
Property-Related Services.
Portfolio Management, Asset Management, Property Management.
Managed Services.
help desk and management information system, performance management and reporting, financial management and administration, procurement and supply chain management, quality, safety, health and environment and compliance, disaster recovery and contingency management, landlord liaison, space management, sustainability.
hard fm services.
building engineering services, building fabric management, projects and works, grounds maintenance.
soft fm services.
reception, room booking, cleaning and laundry, catering, security services, pest control, mail and porterage, office support services, furniture management.
residential management services.
residential property management and maintenance, call-off services.
II.2.2)Information about options

Options: yes
Description of these options: The contract will include an option for the successful supplier to continue to provide the services under this contract for the Authority’s diplomatic properties in France only for an additional maximum period of up to 2 years or to provide some or all of the services procured under this competition to the Authority for its diplomatic properties in Spain and/or Portugal and/or Italy in addition to the services that are provided for France. Other co-located UK Government Departments and missions may also take the benefit of the services provided under the contract.
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: Range: between 1 and 2
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 12 (from the award of the contract)
II.3)Duration of the contract or time limit for completion

Duration in months: 36 (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:

A Bank and/or a Parent Company guarantee may be required. Full details will be set out in the Invitation to Tender.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Payments will be made normally monthly in arrears after certification by the FCO of satisfactory service delivery.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions to which the performance of the contract is subject, in particular with regard to security of supply and security of information:

It should be noted that all personnel who are engaged in delivering the resultant contract may be required to obtain Security Check (SC) Security clearance from the FCO. This may also be required by your supply chain. The FCO will aim to provide sufficient time for staff to achieve the required clearance. Contractor staff who fail to meet clearance levels will not allowed to work on the contract and must be replaced at the contractor’s expense.
III.1.5)Information about security clearance:
III.2)Conditions for participation
III.2.1)Personal situation

Criteria regarding the personal situation of economic operators (that may lead to their exclusion) 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 39(1) of Directive 2009/81/EC (implemented as Regulation 23(1) of the Defence and Security Public Contract Regulations (DSPCR) 2011 in the UK) and all of the professional misconducts listed at Article 39(2) of Directive 2009/81/EC (see also Regulation 23(2) in the DSPCR 2011) 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 pre-qualification process.
Candidates who have been convicted of any of the offences under Article 39(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest (including defence and security factors) for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 39(2) may be excluded from being selected to bid at the discretion of the Authority.
As stated in the Pre Qualification Questionnaire (PQQ).

III.2.2)Economic and financial ability
III.2.3)Technical and/or professional capacity
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: no
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

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

Envisaged minimum number 3
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 has been used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

CPG 01651
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2013/S 30-047108 of 12.2.2013

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

25.9.2013 – 17:00
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


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:

Instructions to register interest:
1. Register your company on the eSourcing portal (this is only required once) – Browse to the eSourcing Portal: https://fco.bravosolution.co.uk and click the link to register – Accept the terms and conditions and click ‘continue’ – Enter your correct business and user details – Note the username you chose and click ‘Save’ when complete – You will shortly receive an email with your unique password (please keep this secure) 2. Express an Interest in the tender – Login to the portal with the username/password – Click the ‘PQQs / ITTs Open To All Suppliers’ link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) – Click on the relevant PQQ/ ITT to access the content. – Click the ‘Express Interest’ button at the top of the page. – This will move the PQQ /ITT into your ‘My PQQs/ My ITTs’ page. (This is a secure area reserved for your projects only) -You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ ITT Details’ box 3. Responding to the tender – Click ‘My Response’ under ‘PQQ/ ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining) – You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification – Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT – There may be a mixture of online and offline actions for you to perform (there is detailed online help available) You must then submit your reply using the ‘Submit Response’ button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.

To view this notice, please click here:

GO Reference: GO-2013819-PRO-5048173

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

Foreign & Commonwealth Office
Old Admiralty Building
SW1A 2PA London
E-mail: gaju.rathod@fco.gov.uk
Telephone: +44 2070081465
Internet address: www.fco.gov.uk

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

VI.5)Date of dispatch of this notice:19.8.2013