Fire Inspection Service Tender for Foreign and Commonwealth Office

Inspection/survey on a risk rated basis of buildings in the FCO’s Overseas Estate and reporting on the compliancy of such buildings with FCO Fire Safety Standards and relevant legislation; providing related training, advice, guidance and management information.

UK-Milton Keynes: commercial property management services

2012/S 213-352326

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

FCO Services, the Trading Fund of the Foreign and Commonwealth Office (FCO)
Hanslope Park
Contact point(s): Procurement and Commercial Contracts Group
For the attention of: Paul Hanley
MK19 7BH Milton Keynes
UNITED KINGDOM
Telephone: +44 1908515225
E-mail: paul.hanley@fco.gov.uk
Fax: +44 1908515863

Internet address(es):

General address of the contracting authority: www.fcoservices.gov.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

Other: Foreign Affairs

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:

Provision for Fire Inspection / Survey, Management and Advisory Service.

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: Coverage primarily on FCO Overseas Estate with some limited UK requirement.
NUTS code

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)

II.1.6)Common procurement vocabulary (CPV)

70332200, 71317100, 75251110

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no

II.1.8)Lots

This contract is divided into lots: no

II.1.9)Information about variants

Variants will be accepted: no

II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The primary duties of the successful Provider will include but not be limited to:
— producing and keeping updated a programme of visits, in conjunction with FCOS Property Management, before the start of the commission based on an annually agreed Visit Programme,
— inspection/survey of buildings in the FCO Estate (which may include Embassy and Consulate buildings, workshop areas, leisure facilities, Residence buildings and a range of staff accommodation) as required by FCO Services’ Property Management Division for compliance with FCO Fire Safety Standards and UK legislation and guidance or local standards if these are more onerous than the UK,
— when requested, staff training shall be provided on overseas visits and tailored to the needs of individual posts. Any training that is provided shall cover but not necessarily be limited to, the following areas:
1) Evacuation Procedures and use of emergency ladders;
2) Basic Fire Precaution Training;
3) Use of hand held extinguishers; and
4) Contacting the Fire Brigade.
— Provide advice on an ad-hoc basis when requested. This may include interpretation of codes of practice and standards, drafting in house fire related documents etc; and.
— Provide advice and guidance on Fire Safety requirements including fire suppression, fire alarm and detection systems for proposed new and refurbishment project drawings provided by FCO Services, Operations, Property Management or Professional Services.
All Contract staff and other key personnel must be cleared to a minimum of FCO S/C level before visiting any posts. This could take up to three (3) months to acquire and will be managed by FCO Services.
Estimated value excluding VAT:
Range: between 500,000 and 700,000 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

Duration in months: 60 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

The Contracting Authority reserves the right to require a contract performance bond, and/or bank or parent company guarantee.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Requirements will be set out in the invitation to tender documents.

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

Each economic operator in the group would be required to undertake joint and several liability so that the Contracting Authority would require the economic operators to establish a joint legal entity for the purposes of the contract if awarded it.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Any contract awarded will be subject to the Contracting Authority’s conditions of contract.

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://fco.bravosolution.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: See Pre-Qualification Questionnaire.
Minimum level(s) of standards possibly required: Further information will be set out in the Pre-Qualification Questionnaire, copies of which are available on Bravo Solutions (Authority’s e tendering platform) from 30.10.2012. Completed PQQ’s must be returned to the Authority no later than 11am 30.11.2012, in accordance with the PQQ document.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
See Pre-Qualification Questionnaire.
Minimum level(s) of standards possibly required:
Further information will be set out in the Pre-Qualification Questionnaire, copies of which are available on Bravo Solutions (Authority’s e tendering platform) from 30.10.2012. Completed PQQ’s must be returned to the Authority no later than 11am 30.11.2012, in accordance with the PQQ document.

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

Restricted

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 7
Objective criteria for choosing the limited number of candidates: The legal and financial status of the contractors (including any key sub-contractors) together with their capacity.

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

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:

XLY/404/001/12

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

30.11.2012 – 11:00

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

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 award a single contract for three (3) years with the option to extend for a further two (2) twelve month periods.
The Contracting Authority intends to use an eTendering system in this procurement exercise.
The Authority expressly reserves the rights: (i) to cancel this procurement at any stage; (ii) not to award any contract as a result of the procurement process commenced by publication of this notice; and (iii)to make whatever changes it may see fit to the content and structure of the tendering competition. In no circumstances will the Authority be liable for any costs incurred by bidders.
It is the responsibility of applicants to ensure that they access the PQQ documentation promptly in order to give themselves sufficient time to provide a full and accurate response. The closing date for PQQ responses is 30.11.2012 (11:00hrs). Applications not submitted in the required form (or containing the requested information) via the eTendering system will not be considered.
All communications shall be in English. Tenders, when invited, and all supporting documentation must be priced in Sterling and all payments under the contract will be in Sterling. Any contract or agreement resulting from the Tender will be expressed as a contract made in England according to English law and subject to the exclusive jurisdiction of the English courts.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

FCO Services
Hanslope Park
MK19 7BH Milton Keynes
UNITED KINGDOM

Body responsible for mediation procedures

FCO Services
Hanslope Park
MK19 7BH Milton Keynes
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Unsuccessful tenderers will be notified by letter containing detailed results of the tender exercise and reasons will be provided as to why their tender was unsuccessful. There will then be a mandatory 10 calendar day standstill period, in accordance with Regulation 32 of the Public Contracts Regulations, before the contract is concluded. During this period you may bring formal legal proceedings in the event that you believe there has been a breach, by the Authority, of the Public Contract Regulations.

VI.4.3)Service from which information about the lodging of appeals may be obtained

FCO Services
Hanslope Park
MK19 7BH Milton Keynes
UNITED KINGDOM

VI.5)Date of dispatch of this notice:30.10.2012