Facilities Management Tender Market Test

Facilities Management Tender Market Test

Market test of Estate and Facilities Services for Nottingham University Hospitals NHS Trust. The framework agreement relates to the range of NUH’s facilities management services as set out in the MOI, but will require flexibility to accommodate future sites/estate and customers.UK-Nottingham: Building and facilities management services

2013/S 036-057506

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Nottingham University Hospitals NHS Trust
City Campus, Hucknall Road
For the attention of: James Platts
NG5 1PB Nottingham
UNITED KINGDOM
E-mail: james.platts@nuh.nhs.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

Body governed by public law
I.3)Main activity

Health
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

Market test of Estate and Facilities Services for Nottingham University Hospitals NHS Trust.
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: The Project is intended to specifically result in an award of business in respect of Nottingham University Hospital NHS Trust (NUH) but within the scope of the project is the opportunity to extend the range and number of premises for which NUH may be responsible for during the term of the Contract and to permit some or all of the services to be supplied to other participating bodies within the Nottinghamshire area and particularly where this may offer added value.
NUTS code UKF1

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 2
Duration of the framework agreement

Duration in years: 10
Justification for a framework agreement, the duration of which exceeds four years: Ten years or of five years with an option to extend by 3 years.
Due to value and complexity of requirement.
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 200 000 and 750 000 GBP

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

Nottingham University Hospitals NHS Trust is extremely ambitious and is seeking a single provider to work with us to deliver its core support EFM services whilst also providing a sustainable and deliverable transformational approach to both the core services and its estate where we are seeking a partner who can help transform the use of the estate in support of our clinical and estates strategy whilst exploiting any opportunity to rationalise and reconfigure the Estate which exists.
The framework agreement relates to the range of NUH’s facilities management services as set out in the MOI, but will require flexibility to accommodate future sites/estate and customers.
The Project is intended to specifically result in an award of business in respect of Nottingham University Hospital NHS Trust (NUH) but within the scope of the project is the opportunity to extend the range and number of premises for which NUH may be responsible for during the term of the Contract and to permit some or all of the services to be supplied to other participating bodies within the Nottinghamshire area and particularly where this may offer added value.
We currently manage the estates and facilities services with circa 1152 wte) and also utilise a number of third party organisations who deliver a limited range of contracted out services.
The current property portfolio is extensive and identifies facilities on 3 sites. NHS owned or leased property currently covers an occupied space footprint of circa 340,617m2.
In delivering the vision the outputs required from the operator include but are not be limited to:
– The effective and efficient delivery of both hard and soft FM services to ensure value for money
– Year on year cost improvement without detriment to service quality with a minimum expectation in year 1 of 10%.
– A demonstrable customer focus.
– Delivery of continuous quality and performance improvement through innovation.
– Full Compliance with all statutory & regulatory standards and specifications.
– An ability to adapt to the changing landscape, respond to local/national agendas.
– Opportunities to enhance and develop workforce capacity and capability and reflect the Trust values and behaviours.
– The creation of Investment and Commercial opportunities (with due consideration of accountability, governance and transparency)
– Demonstrable commitments to sustainability).
Technical information on the procurement.
NUH wishes to market test for a full Facilities Management Service for the entire NUH owned estate with a single outsourced service provider on the basis of either a contract term of ten years or of five years with an option to extend by 3 years with appropriate value for money test breaks,
Nottingham University NHS Trust has decided to undertake this procurement through Competitive Dialogue in parallel with the consideration of an in house proposal.
During the lifecycle of this procurement it is envisaged that the parties to this procurement may extend to others within the local Health Community.
II.1.6)Common procurement vocabulary (CPV)

79993000, 60000000, 64000000, 32543000, 98311100, 64100000, 98311000, 15000000, 45314120, 34000000, 51543400, 39291000, 42716000, 45000000, 50000000, 34114122, 90000000, 44000000, 32541000, 71000000, 63000000, 64214200, 98311200

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: yes
Tenders may be submitted for one or more lots
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:

The services that are being procured are split into Lot 1, Lot 2 and Lot 3 (see section VI.3 for more details).
While it is the anticipation of NUH to only award a single contract (to one service provider), NUH reserves the right to:
– Not award a contract at all, or
– to award part or all of the Lot 1 services only or
– to award part or all of the Lot 2 services only.
– To award part or all of Lot 3.
Bidders must submit bids for both Lot 1 and Lot 2. Bids for Lot 1 only will not be accepted or evaluated and bids for Lot 2 only will not be accepted or evaluated.
Any variant bids must still contain bids for Lot 1 and Lot 2.
Lot 3 (part or all) will not be awarded without part or all of Lot 2 being awarded.
Any bidder that passes the Lot 2 criteria minimum threshold as set out in the NUH evaluation criteria (to be set out in the Invitation to Submit Outline Solutions) shall have their Lot 3 submission evaluated in accordance with the criteria set out for this Lot.
Estimated value excluding VAT:
Range: between 200 000 and 750 000 GBP
II.2.2)Information about options

Options: no
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Information about lots

Lot No: 1 Lot title: Soft FM Services

1)Short description
2)Common procurement vocabulary (CPV)

79993000, 60000000, 98311100, 32500000, 90510000, 72253100, 90511000, 98311000, 45314120, 51543400, 38700000, 98341120, 51214000, 90500000, 39518000, 98300000, 90512000, 90922000, 63712400, 72253000, 64214200, 79710000, 32540000, 98351110, 98311200, 90900000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
Lot No: 2 Lot title: Hard services

1)Short description
2)Common procurement vocabulary (CPV)

71300000, 50000000, 65000000, 72253000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
Lot No: 3 Lot title: Transformational services

1)Short description
2)Common procurement vocabulary (CPV)

45000000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.

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 will be required from the service operator (where applicable) Additional information from all bidders will be specified in the PQQ and Memorandum of Information (MOI).
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:

No particular legal form is required, although a prime operator must be identified and be contractually responsible for the provision of all services, although NUH acknowledges that a consortium approach may be appropriate.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
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: Suppliers Instructions How to Express Interest in this Tender~: 1. Register your company on the eSourcing portal (this is only required once) – Browse to the eSourcing Portal: https://www.nhssourcing.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 & 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.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (b) the presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established;
(c) a statement of the undertaking’s overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last 3 financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information of these turnovers is available.
Information and formalities necessary for evaluating if requirements are met:
Further requirements will be issued in the Pre Qualification Questionnaire (PQQ).
Minimum level(s) of standards possibly required: Further requirements will be issued in the Pre Qualification Questionnaire (PQQ). This will include appropriate statements from banks and where appropriate, evidence of relevant professional risk indemnity insurance.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Requirements will be issued in the Pre Qualification Questionnaire (PQQ).
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

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 minimum number 5: and maximum number 8
Objective criteria for choosing the limited number of candidates: Will be included in the Pre-Qualification Questionnaire (PQQ).
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
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate

19.3.2013 – 12:00
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 of 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

The Contracting Authority intends to use an [eTendering] system in this procurement exercise. All communication pertaining to this procurement including a formal request to participate must be via the e-tendering portal https://www.nhssourcing.co.uk. The Trust reserves the right not to award any contracts or agreements from this exercise.

A PQQ will be used to shortlist participants and be available to bidders from week commencing the 18th of February 2013, with a deadline for completed submissions of 18th of March 2013 as set out in section IV.3.4.
Bidders are required to request to participate in order to receive a PQQ. It is envisaged that 5 participants will be invited to receive the Invitation to Submit Outline Solutions plus any bidders whose score is equal to that of the 5th highest.
In Section 11.3 under potential quantity or scope of the contract a range of 200,000,000 GBP to 750,000,000 GBP excluding VAT has been quoted. For illustrative purposes only, the minimum reflects NUH’s potential spend over a 5 year contract at current costs for lot 1 and 2 whereas the higher figure represents a 10year contract including Lots 1, 2 and 3.
At the upper end it reflects full take up including a conservative estimate of the future potential to redesign services under option 3 before required cost improvements.
NUH requires bidders to deliver year on year cash releasing cost improvements.
For the avoidance of doubt, most economically advantageous solution will be measured against both financial and non financial criteria.
NUH has stated in Section II.1.2 that the requirement is for services. For clarification, this is the predominant requirement but please note that, as per description in Sections II.1.5 and II.1.6, works may also be required.
Further information about the procurement requirement is set out in the Memorandum of Information.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
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:15.2.2013