UK-Huntingdon: building and facilities management services
Facilities Management MOD
Section I: Contracting authority
Defence Infrastructure Organisation, DE
Defence Infrastructure Organisation, Room X133, Bazalgette Pavilion
For the attention of: Pam Hall
PE28 2EA Huntingdon
Telephone: +44 1480452451
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)
Section II: Object of the contract
Realisation, by whatever means of work, corresponding to the requirements specified by the successful tenderer
NUTS code UK
The FSC1 for MFH 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. There are also other tasks in MFH areas including LPG gas and oil systems maintenance, repairs and testing, litter removal and path sweeping (etc). Bidders will be expected to demonstrate an understanding of, and an ability to execute and procure, all works described above and as described in the ITT. 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, repairs and change of occupancy). 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 at any location can vary over the life of the contract as the number of assets is not fixed. Houses can be removed from or added to the contract at any time over the contract. Also Housing areas can be removed from or added to the contract in their entirety. Such changes are not within the control of the Authority.
Estimated value excluding VAT:
Range: between 10 000 000 and 15 000 000 GBP
Description of these options: The Authority seeks to place a contract for 5 years with an option to extend for a further 2 years (either as 2 years or on a year by year basis). 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)
Number of possible renewals: 2
Section III: Legal, economic, financial and technical information
PPM and repairs up to the MRC shall be part of the annual lump sum, change of occupancy shall largely be priced as a lump sum per house type. 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.
Description of particular conditions: The contract shall be subject to the provisions of bespoke contract conditions developed by the Authority for this requirement.
Minimum level(s) of standards possibly required: Shall be stated in the pre-qualification questionnaire.
Shall be via the pre-qualification questionnaire.
Minimum level(s) of standards possibly required:
Shall be stated in the pre-qualification questionnaire.
Section IV: Procedure
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.
Section VI: Complementary 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 e-mail. 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 certificate (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 e-mail and the request to participate shall provide an e-mail 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-201215-DCB-3638619.
Defence Infrastructure Organisation
Body responsible for mediation procedures
Defence Infrastructure Organisation
Defence Infrastructure Organisation
VI.5)Date of dispatch of this notice:5.1.2012