Facilities Management Contract – Aylesbury Vale Academy

Facilities Management Contract – Aylesbury Vale Academy

The Aylesbury Vale Academy is conducting a tender process to award a contract for the provision of ‘Facilities Management Services’ to commence on 4.4.2020.  4 Lots.

United Kingdom-Aylesbury: Building and facilities management services

2019/S 182-443460

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

The Aylesbury Vale Academy
Paradise Orchard
Aylesbury
HP18 0WS
United Kingdom
Contact person: Lorraine Ashover
Telephone: +44 1256467107
E-mail: tenders@minervapcs.com
NUTS code: UKJ13
Internet address(es):Main address: https://www.theacademy.me/

I.2)Information about joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://in-tendhost.co.uk/minervapcs/aspx/Home
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://in-tendhost.co.uk/minervapcs/aspx/Home
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Other type: Education Institute

I.5)Main activity

Education

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

The Aylesbury Vale Academy

Reference number: MPN-10119

II.1.2)Main CPV code

79993000

II.1.3)Type of contract

Services

II.1.4)Short description:

The Aylesbury Vale Academy is conducting a tender process to award a contract for the provision of ‘Facilities Management Services’ to commence on 4.4.2020. This is the supplier selection stage of the tender. The Academy require a wide range of service provision as part of the tender including: planned and preventative maintenance, caretaking and security (Lot 1), grounds maintenance (Lot 2), cleaning (Lot 3), catering (Lot 4). Due to the diverse nature of the services being tendered, the award criteria at the invitation to tender stage is different for each lot as follows:

— Lot 1: quality 70 %, price 30 %,

— Lot 2: quality 70 %, price 30 %,

— Lot 3: quality 65 %, price 35 %,

— Lot 4: quality 85 %, price 15 %.

II.1.5)Estimated total value

Value excluding VAT: 3 356 500.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for all lots
II.2)Description

II.2.1)Title:

Planned and Preventative Maintenance, Caretaking and Security

Lot No: 1

II.2.2)Additional CPV code(s)

79993000
50000000
50700000
79993100
75241000
98341140

II.2.3)Place of performance

NUTS code: UKJ13
Main site or place of performance:

Paradise Orchard, Aylesbury, Buckinghamshire, HP18 0WS.

II.2.4)Description of the procurement:

The Academy are currently out to tender for the provision of a planned and preventative maintenance, caretaking and security service. The Aylesbury Vale Academy require a contractor to undertake the facilities management services in accordance with good practice so as to provide a high standard of service across the Academy for the benefit of the school’s staff and pupils, the local community and to provide an inviting environment for visitors. The contractor will be responsible for the provision of skilled engineers and service personnel, including caretaking staff, security support and support for the academy lettings service to provide an efficient and timely facilities management service. They will need to ensure that curriculum used areas are safe and fit for purpose and that all other areas are kept in accordance with the service set out in this specification and reflect well on the school. The Academy are looking to reduce costs while ensuring adherence to statutory compliance requirements, creating improvements to the quality of the site and demonstrating systems that are simple to use for site staff to carry out their duties effectively. Thus, enabling senior academy staff to be able to easily monitor compliance and quality of the site. By consolidating suppliers and support services, the contractor will create one point of contact for all ‘in scope’ facilities management services required. The contractor should keep abreast of the needs of the Academy and ensure that they are providing strategic advice and support for the premises management to be more effective and efficient. Suppliers that would like to take part in this process are invited to express interest upon which they will be given access to the full tender documentation through this e-tendering system. When the tender documents have been made available suppliers will receive notification via email and the tender documents can be access from the my tender area of this website and by selecting the view details button of this project. The deadline for SQ submissions is 12.00 on 18.10.2019. The deadline for ITT submissions is 17.00 on 13.12.2019. Please allow sufficient time to make your return as late returns will not be accepted.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 736 000.00 GBP

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

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

The contract will be awarded for an initial period of 3 years with 2 possible extensions of 12 months meaning a maximum contract length of 5 years.

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

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

A maximum of 5 suppliers will be taken forward to the invitation to tender stage of the process. Where less than 5 suppliers meet the minimum standards, only those that meet the minimum standards will be taken through to the invitation to tender stage. Where more than 5 suppliers meet the minimum standard, those suppliers with the highest scores will proceed to the invitation 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

II.2)Description

II.2.1)Title:

Grounds Maintenance

Lot No: 2

II.2.2)Additional CPV code(s)

77314000

II.2.3)Place of performance

NUTS code: UKJ13
Main site or place of performance:

Paradise Orchard, Aylesbury, Buckinghamshire, HP18 0WS.

II.2.4)Description of the procurement:

The Aylesbury Vale Academy is currently out to tender for grounds maintenance services. Aylesbury Vale Academy has been using external contractors to complete their grounds maintenance services for a number of years. They wish to tender for a contractor to undertake the grounds maintenance service in accordance with good practice so as to provide a high standard of maintenance throughout the Academy grounds for the benefit of school staff and pupils along with providing an inviting, well managed environment for visitors. The grounds at the Academy play a major part in pupils learning and provide a safe, secure and pleasant environment for their learning, thus enhancing the pupils’ social skills and interaction. The contractor will need to ensure that curriculum used areas are safe and fit for purpose and reflect well on the school. Importantly, this contract is not just for basic maintenance throughout the school’s grounds. The Academy requires the contractor to be proactive in improving the appearance of the grounds. The successful bidder will be innovative in order to introduce new methodology or products and be able to demonstrate added value to the contract. The deadline for SQ submissions is 12.00 on 18.10.2019. The deadline for ITT submissions is 17.00 on 13.12.2019. Please allow sufficient time to make your return as late returns will not be accepted.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 95 500.00 GBP

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

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

The contract will be awarded for an initial period of 3 years with 2 possible extensions of 12 months meaning a maximum contract length of 5 years.

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

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

A maximum of 5 suppliers will be taken forward to the invitation to tender stage of the process. Where less than 5 suppliers meet the minimum standards, only those that meet the minimum standards will be taken through to the invitation to tender stage. Where more than 5 suppliers meet the minimum standard, those suppliers with the highest scores will proceed to the invitation 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

II.2)Description

II.2.1)Title:

Cleaning Services

Lot No: 3

II.2.2)Additional CPV code(s)

90919300
90910000

II.2.3)Place of performance

NUTS code: UKJ13
Main site or place of performance:

Paradise Orchard, Aylesbury, Buckinghamshire, HP18 0WS.

II.2.4)Description of the procurement:

Aylesbury Vale Academy are currently out to tender for the provision of cleaning services. Aylesbury Vale Academy requires a contractor to undertake the cleaning services in accordance with good practice so as to provide a high standard of cleanliness throughout the Academy for the benefit of the Academy staff and pupils, the local community and to provide an inviting environment for visitors. The contractor will be responsible for the provision of skilled cleaning operatives to provide an efficient and timely cleaning service. They will need to ensure that curriculum used areas are safe and fit for purpose and that all other areas are kept tidy and reflect well on the Academy. The deadline for SQ submissions is 12.00 18.10.2019. The deadline for ITT submissions is 17.00 13.12.2019. Please allow sufficient time to make your return as late returns will not be accepted.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 950 000.00 GBP

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

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

The contract will be awarded for an initial period of 3 years with 2 possible extensions of 12 months meaning a maximum contract length of 5 years.

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

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

A maximum of 5 suppliers will be taken forward to the invitation to tender stage of the process. Where less than 5 suppliers meet the minimum standards, only those that meet the minimum standards will be taken through to the invitation to tender stage. Where more than 5 suppliers meet the minimum standard, those suppliers with the highest scores will proceed to the invitation 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

II.2)Description

II.2.1)Title:

Catering Services

Lot No: 4

II.2.2)Additional CPV code(s)

55524000

II.2.3)Place of performance

NUTS code: UKJ13
Main site or place of performance:

Paradise Orchard, Aylesbury, Buckinghamshire, HP18 0WS.

II.2.4)Description of the procurement:

Aylesbury Vale Academy are currently out to tender for the provision of a catering service. The Academy requires a contractor to undertake the catering service for all year groups in accordance with good practice; to ensure the provision of a high standard of food service for the benefit of all stakeholders including school staff, pupils, and visitors to the Academy. The contractor will be responsible for the provision of a full food catering service for the pupils and staff at the Academy. Where applicable, this will consist of breakfast, morning break and full lunch service for each day at the Academy. In addition, some hospitality catering will be required particularly for inset days. The deadline for SQ submissions is 12.00 18.12.2019. The deadline for ITT submissions is 17.00 13.12.2019. Please allow sufficient time to make your return as late returns will not be accepted.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 1 575 000.00 GBP

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

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

The contract will be awarded for an initial period of 3 years with 2 possible extensions of 12 months meaning a maximum contract length of 5 years.

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

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

A maximum of 5 suppliers will be taken forward to the invitation to tender stage of the process. Where less than 5 suppliers meet the minimum standards, only those that meet the minimum standards will be taken through to the invitation to tender stage. Where more than 5 suppliers meet the minimum standard, those suppliers with the highest scores will proceed to the invitation 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

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:

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)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: 18/10/2019
Local time: 12:00

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

Date: 06/11/2019

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: no
VI.2)Information about electronic workflows
VI.3)Additional information:
VI.4)Procedures for review

VI.4.1)Review body

Refer to Section VI.4.3)
Refer to Section VI.4.3)
United Kingdom
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

Aylesbury Vale Academy will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into The Public Contracts Regulations 2015 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).

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

VI.5)Date of dispatch of this notice:

18/09/2019