Hard and Soft Facilities Management Tender – Post Office Ltd

Hard and Soft Facilities Management Tender – Post Office Ltd

Facilities management and security services for Post Office Limited’s portfolio of properties.

United Kingdom-London: Facilities management services

2020/S 155-380447

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: Post Office Ltd
Postal address: Finsbury Dials, 20 Finsbury Street
Town: London
NUTS code: UKI LONDON
Postal code: EC2Y 9AQ
Country: United Kingdom
Contact person: Stephen Smith
E-mail: stephen.smith@postoffice.co.uk
Internet address(es):Main address: www.postoffice.co.uk

Address of the buyer profile: www.postoffice.co.uk

I.2)Information about joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://postoffice.wax-live.com
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://postoffice.wax-live.com

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Other activity: Postal Services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Property Hard and Soft Facilities Management and Security, Grapevine and Business Support Services

II.1.2)Main CPV code

79993100 Facilities management services

II.1.3)Type of contract

Services

II.1.4)Short description:

Facilities management and security services for Post Office Limited’s portfolio of properties.

Lot 1: Hard Facilities Management Services including HVAC, MEP and Fabric

Lot 2: Soft Facilities Management Services including cleaning and Office Managed Services

Lot 3: Security, Grapevine and Business Support Services.

II.1.5)Estimated total value

Value excluding VAT: 105 500 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for all lots
II.2)Description

II.2.1)Title:

Hard Facilities Management Services

Lot No: Lot One

II.2.2)Additional CPV code(s)

79993100 Facilities management services
45259300 Heating-plant repair and maintenance work
50324200 Preventive maintenance services
45330000 Plumbing and sanitary works
39170000 Shop furniture
45261900 Roof repair and maintenance work
39174000 Shop signs
79993000 Building and facilities management services
31100000 Electric motors, generators and transformers
45210000 Building construction work
45213100 Construction work for commercial buildings
45213110 Shop buildings construction work
45213120 Post office construction work
45213112 Shop units construction work
71541000 Construction project management services
42923210 Shop scales
45314320 Installation of computer cabling

II.2.3)Place of performance

NUTS code: UK UNITED KINGDOM
Main site or place of performance:

Services shall be provided on a nationwide basis — throughout the UK.

II.2.4)Description of the procurement:

The Post Office Ltd seeks to enter into a contract for Lot 1 with a single supplier to provide hard facilities management services. The services shall be required at Post Office Ltd portfolio of secure warehouses, admin centres and retail operations.

The hard FM supplier shall work closely with the post offices property team to develop robust, transparent and auditable processes that deliver management information that supports the Post Office?s principles and legal obligations in terms of compliance, cost control and work flow management.

Post Office are likely to continue to franchise branches to independent postmasters, moving services from standalone Post Offices into retailers premises. Should this take place, there will be a likely significant reduction in the level of spend against the contract.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 31 000 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60
This contract is subject to renewal: no
II.2.9)Information about the limits on the number of candidates to be invited

II.2.10)Information about variants

Variants will be accepted: yes

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description

II.2.1)Title:

Soft Facilities Management Services

Lot No: Lot Two

II.2.2)Additional CPV code(s)

90910000 Cleaning services
45112700 Landscaping work
90922000 Pest-control services
90500000 Refuse and waste related services
79992000 Reception services
55500000 Canteen and catering services
42933000 Vending machines
90911000 Accommodation, building and window cleaning services
79500000 Office-support services

II.2.3)Place of performance

NUTS code: UK UNITED KINGDOM
Main site or place of performance:

Services shall be required Nationwide — Throughout the UK

II.2.4)Description of the procurement:

The Post Office Ltd seeks to enter into a contract for Lot 2 with a single supplier to provide soft facilities management services. The services shall be required at Post Office Ltd portfolio of secure warehouses, admin centres and retail operations.

The supplier shall provide to Post Office the following services from the services commencement date:

(i) helpdesk services, including contact handling, routing and recording;

(ii) provision and maintenance of the supplier’s Portal;

(iii) cleaning services including consumables;

(iv) window cleaning services;

(v) feminine hygiene services;

(vi) pest control services;

(vii) horticulture services;

(viii) waste services;

(ix) location support services;

(x) vending and refreshment services;

(xi) catering services;

(xii) removal services;

(xiii) advisory services;

(xiv) The Post Office via their internal portal will provide details of the Supplier and their supply chain to Agency branches for them to liaise and directly engage with; and

(xv) Office managed services (OMS)

Post Office shall accept variants in relation to the 3 catering scenarios only and will not accept any other variants to the scope.

Post Office are likely to continue to franchise branches to independent postmasters, moving services from standalone Post Offices into retailers premises. Should this take place, there will be a likely significant reduction in the level of spend against the contract.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 16 500 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60
This contract is subject to renewal: no
II.2.9)Information about the limits on the number of candidates to be invited

II.2.10)Information about variants

Variants will be accepted: yes

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description

II.2.1)Title:

Security, Grapevine and Business Support Services

Lot No: Lot Three

II.2.2)Additional CPV code(s)

35121700 Alarm systems
35121000 Security equipment
31625000 Burglar and fire alarms
35121300 Security fittings
79713000 Guard services
50610000 Repair and maintenance services of security equipment
35721000 Electronic intelligence system
64212200 Enhanced Messaging Service (EMS) services
79711000 Alarm-monitoring services
42923210 Shop scales
30130000 Post-office equipment

II.2.3)Place of performance

NUTS code: UK UNITED KINGDOM
Main site or place of performance:

The service shall be provided on a UK wide basis (England, Wales, Scotland and Northern Ireland).

II.2.4)Description of the procurement:

The Post Office Ltd seeks to enter into a contract for Lot 3 with a single supplier to provide security, grapevine and business support services. The services shall be required at Post Office Ltd portfolio of secure warehouses, admin centres and retail operations.

Post Office is a core part of the critical protection of the national infrastructure and as such it is essential that the Post Office network has the appropriate security controls in place to ensure that it is not affected by security issues that could impact the service it provides to its customers, clients and the community.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 58 000 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 96
This contract is subject to renewal: yes
Description of renewals:

The initial contract duration shall be 60 months with optional 36 month extension.

II.2.9)Information about the limits on the number of candidates to be invited

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

As detailed in the procurement documents.

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Competitive procedure with negotiation
IV.1.3)Information about a framework agreement or a dynamic purchasing system

IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue

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

IV.1.5)Information about negotiation

The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 21/09/2020
Local time: 17:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 19/10/2020

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

Suppliers instructions concerning how to express an interest in this tender.

Suppliers who are interested in this requirement will need to register on the Post Office e-sourcing portal and access the following project AA1069 Tender for Property Hard FM, Soft FM and Security, Grapevine and Business Support Services. They will need to complete and submit a selection questionnaire and NDA on the Post Office e-sourcing portal.

To do this please access the portal using this link:

https://postoffice.wax-live.com

This will take you to a log on screen.

Click on the ‘Register Here’ button.

This will take you to a registration form to complete and submit which will result in an email giving log in/activation details.

Please note that the log on/activation email may appear in your Spam folder.

The Instructions can also be found at the following link

http://corporate.postoffice.co.uk/media/46624/web3-user-guide-supplier-log-on-and-register.pdf

If there are issues logging in please email both stephen.smith@postoffice.co.uk and william.porter@postoffice.co.uk for assistance.

Training materials for use of our portal for suppliers is at http://corporate.postoffice.co.uk/media/46623/web3-user-guide-sourcing-supplier-guide.pdf

VI.4)Procedures for review

VI.4.1)Review body

Official name: UK High Court
Postal address: Little George Street
Town: London
Postal code: SW1P 3BD
Country: United Kingdom
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

Post Office will provide notification of intention to award which will allow bidders a 10 day period to raise any enquiry (‘stand still period’).

VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

07/08/2020