Facilities Management London Councils

London: building and facilities management services

Contract notice

Services

Directive 2004/18/EC

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
UNITED KINGDOM
Telephone: +44 2087483020

Internet address(es):

General address of the contracting authority: http://www.lbhf.gov.uk

Further information can be obtained from: London Tenders Portal (website)
London
UNITED KINGDOM
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)

London
UNITED KINGDOM
Internet address: www.londontenders.org

Tenders or requests to participate must be sent to: London Tenders Portal (website)
London
UNITED KINGDOM
Internet address: www.londontenders.org

 

I.2)Type of the contracting authority

Regional or local authority

 

I.3)Main activity

General public services

 

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
UNITED KINGDOM

The Royal Borough of Kensington & Chelsea
The Town Hall, Hornton Street
W8 7NX London
UNITED KINGDOM

 

Section II: Object of the contract

II.1)Description

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

Tri Boroughs’ total facilities management contract and framework agreement.

 

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
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)

The notice involves a public contract

 

II.1.4)Information on framework agreement

II.1.5)Short description of the contract or purchase(s)

This OJEU contract notice is giving notice of the procurement of a public contract with a linked framework agreement attached as an additional but secondary component.
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)

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

Variants will be accepted: yes

 

II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

Estimated value excluding VAT:
Range: between 300 000 000,00 and 455 000 000,00 GBP

 

II.2.2)Information about options

Options: yes
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

This contract is subject to renewal: no

 

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

Starting 1.5.2013. Completion 30.4.2023

 

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Parent company guarantees, deposits, bonds or other forms of appropriate security may be required for the.
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:

To be developed in competitive dialogue.

 

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

The Contracting Authority will require the total FM contract and any framework agreement to be with a legal entity. It reserves the right to require groupings of contractors to take a particular legal form or to require a single contractor to take primary liability. Members of any consortium shall be jointly and severally liable. Legal.
Bodies shall be companies, partnerships or unincorporated joint ventures.

 

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
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)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: As set out in the pre-qualification questionnaire.

 

III.2.2)Economic and financial ability

Minimum level(s) of standards possibly required: As set out in the pre-qualification questionnaire.

 

III.2.3)Technical capacity

Minimum level(s) of standards possibly required:
As set out 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

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

competitive dialogue

 

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

Envisaged number of operators: 5

 

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated yes

 

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

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

Time limit for receipt of requests for documents or for accessing documents: 8.12.2011 – 03:00
Payable documents: no

 

IV.3.4)Time limit for receipt of tenders or requests to participate

8.12.2011 – 03:00

 

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 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

1. As referred to in II.1.5, the Contracting Authority is seeking to procure a Framework agreement in addition to the total FM contract. The information required by II.1.4 is as follows: this is a framework agreement with a single operator and would be for a term of four years. The estimated value of purchases for the entire duration of any framework agreement is estimated excluding VAT to be in the range of 10 000 000 GBP to 100 000 000 GBP.
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)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

High Court
Royal Courts of Justice Strand
WC2A 2LL London
UNITED KINGDOM

 

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Contracting Authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers.
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.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:31.10.2011