London: building and facilities management services
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
London Borough of Hammersmith and Fulham
Town Hall, King Street, Hammersmith
W6 9JU London
Telephone: +44 2087483020
General address of the contracting authority: http://www.lbhf.gov.uk
Further information can be obtained from: London Tenders Portal (website)
Internet address: www.londontenders.org
Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: London Tenders Portal (website)
Internet address: www.londontenders.org
Tenders or requests to participate must be sent to: London Tenders Portal (website)
Internet address: www.londontenders.org
I.2)Type of the contracting authority
I.4)Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting authorities: yes
City of Westminster
Westminster City Hall, 64 Victoria Street
SW1E 6QP London
The Royal Borough of Kensington & Chelsea
The Town Hall, Hornton Street
W8 7NX London
Section II: Object of the contract
II.1.1)Title attributed to the contract by the contracting authority:
II.1.2)Type of contract and location of works, place of delivery or of performance
Service category No 14: Building-cleaning services and property management services
Main site or location of works, place of delivery or of performance: Greater London.
NUTS code UKI
II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
II.1.5)Short description of the contract or purchase(s)
The Contracting Authority is seeking to procure on behalf of itself and the Royal Borough of Kensington & Chelsea and the City of Westminster (both referred to as “the participating authorities”) an innovative private sector partner to invest in, develop and provide a range of total facilities management services through a strategic partnering arrangement (the “total FM Contract”) and a separate framework agreement. The Contracting Authority currently envisages that at the end of the procurement process the total FM contract and any framework agreement would be awarded to the successful supplier in its own right. However, the Contracting Authority is interested in exploring with the suppliers that are invited to participate in competitive dialogue what benefits, if any, would be realized by the Contracting Authority on behalf of itself or together with one or more of the participating authorities procuring as part of this procurement a strategic private sector partner with which to form a joint venture company and to which the total FM contract and any framework agreement would be awarded. The Contracting Authority therefore reserves the right as part of the current procurement to procure alongside the delivery of the total FM contract and any framework agreement, a partner with which to form a joint venture company or not to pursue this route further at the Contracting Authority’s discretion.
The Contracting Authority and the participating authorities shall consider during the procurement process the structure of the client entity that it is anticipated will enter into the total FM contract and any framework agreement with the supplier and are currently giving consideration to the following options:
(1) The Contracting Authority and the Participating authorities establish a wholly owned non-trading company (such as a Teckal company) which may in time convert into a trading company; or
(2) The Contracting Authority enters into the total FM contract and any framework agreement on behalf of itself and the participating authorities; or
(3) The Contracting Authority and the participating authorities enter into the total FM contract and any framework agreement.
The above list is not an exhaustive list of options and the Contracting Authority reserves the right to consider alternative options and not to proceed with any of the options stated above.
The principal outputs of the total FM contract will be to:
— Deliver to specified performance levels,
— Achieve efficiencies,
— Deriving the benefits of a shared service model for the users of council services,
— Provide value for money and accountable services from a customer perspective,
— Reduce revenue costs in supporting the delivery of front-line services wherever possible,
— Deliver continuous improvement and innovation in respect of these services.
It is anticipated that the core requirements that may be included in the total FM contract will comprise the following:
Hard Facilities Management including reactive repairs; maintenance; minor capital works; mechanical & electrical maintenance; re-lamping; fire detection and fighting systems; lifts, hoists and conveying systems; security, access and intruder systems; safety film; standby power systems maintenance; audio-visual equipment maintenance; television cabling; hard landscaping maintenance; soft landscaping maintenance; ponds and water features; internal planting; cut flowers; control of asbestos; water hygiene; statutory inspections; portable appliance testing; Building Management Systems (BMS); locksmith services; clocks; furniture management; signage.
Soft facilities management services including catering; room bookings and community lettings; display boards; routine, periodic and reactive cleaning; cleaning of external areas; window cleaning; cleaning of exterior building fabric; graffiti and stain removal; sanitary consumables; linen and laundry; pest control; waste management; reception services; security services; mail services; messenger service; porterage; stationery supply; journal, magazine and newspaper supply; reprographics service.
Managed services including health and safety management; authorized persons and permits to work; special needs services; risk management; environmental management; business continuity planning.
Helpdesk and Computer Aided Facilities Management (CAFM) including helpdesk and CAFM; room bookings and lettings management; car park booking.
Management and administration including performance monitoring; key performance indicators; contract management; quality approach; management of sub-contractors; Electronic Property Information Mapping System (ePIMS). The intention of the Contracting Authority and the participating authorities is that property management IT services such as maintaining the asset register, commercial lettings and project management are in scope for this procurement but the Contracting Authority and the participating authorities may review this during the procurement and decide not to proceed with the procurement of these services.
This list is not exhaustive and consideration may be given both during the procurement process and the contract term to the inclusion of additional services or options for additional services which will assist in delivering the services and principal outputs listed above.
The Contracting Authority intends to make the services delivered under the total FM contract available to schools maintained by the Contracting Authority and the participating authorities although the said schools shall not be under any obligation to use the total FM contract.
The Contracting Authority wishes to enable other local authorities in addition to the participating authorities to benefit from this procurement. As such, in addition to the total FM contract the Contracting Authority is seeking to procure a separate framework agreement for call-offs by all local authorities and schools (maintained through public funds) in Greater London (the “participating bodies”). A list of the participating districts can be found at http://www.london.gov.uk/who-runs-london/london-boroughs/list-boroughs.The Contracting Authority is acting as a central purchasing body through which the participating bodies and schools (maintained through public funds) may wish to procure substantially similar services to those included in the total FM contract under a separate framework agreement but without any obligation on the participating bodies and the said schools to participate. Accordingly it is the intention that the participating bodies and the said schools should be able to rely on this procurement to purchase such services without the need for any further procurement process.
The duration of an individual call-off contract under any framework agreement will not necessarily be limited to four years but will be governed by the subject matter of the call-off contract concerned. The form of the call-off contract will be agreed during the current procurement process subject to the right to make specific amendments in respect of an individual call-off.
It is anticipated that services delivered under the total FM contract will commence in May 2013. The Contracting Authority envisages entering into any framework agreement at the same time as the total FM contract although the timing of any call-offs under the framework agreement will be a matter to be decided between the relevant participating body and the supplier.
No guarantee or warranty is given as to the nature or volume, if any, of the services or the number of call-offs, if any, under any framework agreement.
It should also be noted that in addition to any change in the structure of the client role as referred to in paragraphs 3 to 5 above, in the event of re-structuring within local government this procurement and / or the total FM contract and any framework agreement awarded will pass to successor authorities to the Contracting Authority, the participating authorities and the participating bodies as relevant and appropriate.
The Contracting Authority reserves the right to award only the total FM contract and not to award any framework agreement or alternatively for the total FM contract and any framework agreement to commence on different dates.
II.1.6)Common procurement vocabulary (CPV)
79993000, 70330000, 50000000, 70332200, 71317200, 72253000, 71314200, 55500000, 64112000, 79710000, 79713000, 90711100, 90710000, 79994000, 98351000, 71310000, 71315100, 71334000, 50413200, 50750000, 50740000, 35120000, 50300000, 77314000, 03120000, 90650000, 71630000, 48420000, 98395000, 50432000, 34928470, 55300000, 55524000, 42933000, 55410000, 55000000, 98310000, 98133100, 32232000, 32235000, 31682230, 90919200, 90919300, 90911000, 90911200, 90690000, 33700000, 98311100, 98312000, 90920000, 90500000, 90513000, 90520000, 90514000, 79992000, 64214200, 64122000, 64120000, 98341120, 30190000, 22200000, 79800000, 30120000, 50310000, 71315210, 71315300, 71315400, 71316000, 60171000, 71314300, 50111100, 79996100, 98392000
II.1.7)Information about Government Procurement Agreement (GPA)
II.1.9)Information about variants
II.2.1)Total quantity or scope:
Range: between 300 000 000,00 and 455 000 000,00 GBP
II.2.2)Information about options
Description of these options: It is anticipated that the duration of the total FM contract shall be for an initial period of ten years but with the ability to extend by one or more periods up to a further three years.
Provisional timetable for recourse to these options:
in months: 102 (from the award of the contract)
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion
Section III: Legal, economic, financial and technical information
III.1.1)Deposits and guarantees required:
Total FM contract and any framework agreement. Further details will be included in the tender documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Bodies shall be companies, partnerships or unincorporated joint ventures.
III.1.4)Other particular conditions
Description of particular conditions: The successful supplier may be required to actively participate in the achievement of community well-being and positive outcomes for its customers. The supplier may also be required to actively participate in the achievement of social and economic growth and environmental and sustainability policy objectives which.
Promote Greater London.
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
III.2.2)Economic and financial ability
As set out in the pre-qualification questionnaire.
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service
Section IV: 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
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2.2)Information about electronic auction
IV.3.2)Previous publication(s) concerning the same contract
Prior information notice
Notice number in the OJEU: 2011/S 141-234373 of 26.7.2011
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
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
VI.2)Information about European Union funds
2. With reference to II.1.2, the total FM contract and any framework agreement relate to a wide-ranging total FM contract and the following additional service categories are relevant – Service Codes 1, 2, 5, 7, 12, 15, 16, 17, 23, 26.
3. The Contracting Authority reserves the right to award only the total FM contract and not to award any framework agreement. The duration of an individual call-off contract under any framework agreement will not necessarily be limited to the 4 year period referred to in paragraph 1 above but will be governed by the subject matter of the call-off contract.
4. It is for those invited to participate in dialogue to satisfy themselves of the position, but it is the initial view of the Contracting Authority that the transfer of undertakings (protection of employment) regulations 2006 will apply to the total FM contract and potentially any services outsourced under the terms of any framework agreement.
5. This tendering exercise is being undertaken through the London tenders portal: (url: https://londontenders.org). Suppliers will need to register an interest on the system in order to participate, and registration is free.6. Requests for clarification should be sent through the London tenders portal. The Contracting Authority shall reply to requests for clarification that are received by it before 12 pm (noon) on 1.12.2011.
VI.4.1)Body responsible for appeal procedures
Royal Courts of Justice Strand
WC2A 2LL London
VI.4.2)Lodging of appeals
Applicants who are unsuccessful shall be informed by the Contracting Authority as soon as possible after the decision has been made as to the reasons why the applicant was unsuccessful. If an appeal regarding the award of the contract has not been successfully resolved, the Public Contracts Regulations 2006 (SI 2006 No. 5) provide for aggrieved parties who have been harmed or are at risk of harm by breach of the rules to take legal action. Any such action must be brought within the applicable limitation period. Where a contract has not been entered into, the Court may order the setting aside of the award decision or order the Contracting Authority to amend any document and may award damages. If the contract has been entered into the Court may, depending on the circumstances, award damages, make a declaration of ineffectiveness, order the Contracting Authority to pay a fine, and/or order that the duration of the contract be shortened. The purpose of the standstill period referred to above is to allow the parties to apply to the Courts to set aside the award decision before the contract is entered into.
VI.5)Date of dispatch of this notice:31.10.2011