Hard and Soft Facilities Management Tender

Hard and Soft Facilities Management Services in NHS Scotland Special Health Board Sites across Scotland.

United Kingdom-Edinburgh: Repair and maintenance services of electrical and mechanical building installations

2015/S 093-167300

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

The Common Services Agency (more commonly known as NHS National Services Scotland) (‘the Authority’)
Gyle Square (NSS Head Office), 1 South Gyle Crescent
Contact point(s): NSS Procurement
For the attention of: Kenny Rees
EH12 9EB Edinburgh
UNITED KINGDOM
Telephone: +44 1698794533
E-mail: krees2@nhs.net

Internet address(es):

General address of the contracting authority: http://www.nhsscotlandprocurement.scot.nhs.uk/

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA11883

Electronic access to information: www.publictendersscotland.publiccontractsscotland.gov.uk

Electronic submission of tenders and requests to participate: www.publictendersscotland.publiccontractsscotland.gov.uk

Further information can be obtained from: The Common Services Agency (more commonly known as NHS National Services Scotland) (‘the Authority’)
Gyle Square (NSS Head Office), 1 South Gyle Crescent
Contact point(s): NSS Procurement
For the attention of: Kenny Rees
EH12 9EB Edinburgh
UNITED KINGDOM
Telephone: +44 1698794533
E-mail: krees2@nhs.net
Internet address: http://www.nhsscotlandprocurement.scot.nhs.uk/

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The Common Services Agency (more commonly known as NHS National Services Scotland) (‘the Authority’)
Gyle Square (NSS Head Office), 1 South Gyle Crescent
Contact point(s): NSS Procurement
For the attention of: Kenny Rees
EH12 9EB Edinburgh
UNITED KINGDOM
Telephone: +44 1698794533
E-mail: krees2@nhs.net
Internet address: http://www.nhsscotlandprocurement.scot.nhs.uk/

Tenders or requests to participate must be sent to: The Common Services Agency (more commonly known as NHS National Services Scotland) (‘the Authority’)
Gyle Square (NSS Head Office), 1 South Gyle Crescent
Contact point(s): NSS Procurement
For the attention of: Kenny Rees
EH12 9EB Edinburgh
UNITED KINGDOM
Telephone: +44 1698794533
E-mail: krees2@nhs.net
Internet address: http://www.nhsscotlandprocurement.scot.nhs.uk/

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: yes

NHS 24

NHS Education for Scotland

NHS Health Scotland

Healthcare Improvement Scotland

Scottish Ambulance Service

Section II: Object of the contract

II.1)Description

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

Hard and Soft Facilities Management.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 1: Maintenance and repair services
Main site or location of works, place of delivery or of performance: All Scotland.

NUTS code UKM

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 a single operator

Duration of the framework agreement

Duration in years: 3

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 6 000 000 and 8 000 000 GBP

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

Hard and Soft Facilities Management Services in NHS Scotland Special Health Board Sites across Scotland. Areas to be covered include but are not limited to: PPM & Reactive on all of M&E, selected fabric, fire, security, CCTV, access and intruder systems, standby power, catering equipment, roller shutters, water hygiene, statutory inspections, PAT, BMS, CAFM, humidifiers, roofs, drains and plumbing, Pest Control, Grounds and Snow and Ice management. Cleaning Services, Sanitary Consumables and Hygiene Services, Vent and Catering Cleans, Internal Waste Collection, Laundry Services, Vending, Security Services and Window Cleaning. Please see Pre Qualification Questionnaire for a detailed breakdown of each of the two lots (Hard Facilities Management and Soft Facilities Management).
Note: The buyer is using PCS-Tender to carry out this procurement process. Please note this is a separate website and if you are not already registered, registration will be required.

To access PCS-Tender, record your interest in this notice and access the tender documentation please visithttps://www.publictendersscotland.publiccontractsscotland.gov.uk and search for project Code TBC under PQQs Open to All Suppliers. Please use the Search/Filter function, then select Project Code from the drop-down. Please note that once you have expressed interest in the PQQ it will move to your My PQQs area.

For further information on using PCS-Tender, please read the Supplier Response Guide:https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/supplierhelppage/PCS-TSupplierResponseGuide.pdf

If you have already registered on Public Contracts Scotland and PCS-Tender and paired your accounts you can access PCS-Tender through your Public Contracts Scotland Control Panel.

II.1.6)Common procurement vocabulary (CPV)

50710000, 50410000, 79993100, 79993000, 45112700, 90922000, 35100000, 71334000, 90911300, 50883000, 39830000, 42933000

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: no

II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

Hard and Soft Facilities Management Services across a number of special health board estates. The estates are generally a mix of office, laboratory, blood donor, 24/7 contact centres, warehouse, garage and conference facilities. The properties are highly serviced with a mix of mechanical ventilation, air conditioning and natural ventilation, all have independent heating and ventilation systems, detailed lighting and related services, some of which are controlled through Building Management Systems. Internal and external finishes are generally to a good standard throughout.

II.2.2)Information about options

Options: yes
Description of these options: The authority is entitled at it’s sole discretion to extend the duration of the framework agreement by up to 12 months.

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 4.1.2016. Completion 3.1.2019

Information about lots

Lot No: 1Lot title: Hard Facilities Management

1)Short description

Includes but is not restricted to PPM, Reactive and selected project works to M&E, selected fabric, fire, security, CCTV, access and intruder systems, standby power, catering equipment, roller shutters, water hygiene, statutory inspections, PAT, BMS, CAFM, humidifiers, roofs, drains and plumbing, Pest Control, Grounds and Snow and Ice management.

2)Common procurement vocabulary (CPV)

50410000, 79993100, 79993000, 45112700, 90922000, 35100000, 50610000, 50710000, 71334000, 50883000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Lot No: 2Lot title: Soft Facilities Management

1)Short description

Includes but is not restricted to Cleaning Services, Sanitary Consumables and Hygiene Services, Vent and Catering Cleans, Internal Waste Collection, Laundry Services, Vending, Security Services and Window Cleaning.

2)Common procurement vocabulary (CPV)

90911000, 90911200, 90911300, 39830000, 42933000, 42933100

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

See Contract/Tender documents.

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

See Contract/Tender documents.

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

The Prime Contractor shall be liable in the event of a consortium bid.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: A Pre-qualification Questionnaire will be issued to all interested economic operators that respond within the time limit at section IV.3.4) detailing the requirements and information to be provided in relation to the personal situation of economic operators.

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: A Pre-qualification Questionnaire will be issued to all interested economic operators that respond within the time limit at section IV.3.4) detailing the requirements and information to be provided in relation to the personal situation of economic operators.

III.2.2)Economic and financial ability

Minimum level(s) of standards possibly required: A Pre-qualification Questionnaire will be issued to all interested economic operators that respond within the time limit at section IV.3.4) detailing the requirements and information to be provided in relation to the economic operators economic and financial capacity.

III.2.3)Technical capacity

Minimum level(s) of standards possibly required:
A Pre-qualification Questionnaire will be issued to all interested economic operators that respond within the time limit at section IV.3.4) detailing the requirements and information to be provided in relation to the economic operators technical capacity.

III.2.4)Information about reserved contracts

III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

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: yes

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 number of operators: 5
Objective criteria for choosing the limited number of candidates: A pre-qualification questionnaire will be issued to all interested economic operators that respond within the time limit at section IV.3.4) detailing the conditions for participation and the financial, economic and technical information required by the Authority. The responses received by the Authority to the Pre-qualification Questionnaire will be assessed to determine qualification pursuant to Regulation 23 of the Public Contracts (Scotland) Regulations 2012, financial standing and technical capacity as described in the Pre-Qualification Questionnaire. Please note there will be two Pre-Qualification Questionnaires, one covering lot 1 Hard FM Services and one covering lot 2 Soft FM Services. The envisaged number of operators to qualify for the tender stage will be 5 per lot.

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:

NP831/15

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

12.6.2015 – 12:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

17.7.2015

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

VI.2)Information about European Union funds

VI.3)Additional information

(SC Ref: 342288).

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Authority will notify economic operators who submitted a tender of its decision to make an award of the framework agreement. In respect of unsuccessful economic operators, such notification will contain, amongst other information, a summary of the reasons why the economic operator was unsuccessful. The notification will incorporate a ‘standstill period’ of a minimum of 10 clear calendar days (or a minimum of 15 calendar days if the communication method used is not electronic) between the date on which the Authority despatches the notice and the date on which the Authority proposes to conclude the framework agreement. The bringing of court proceedings against the Authority during the standstill period will automatically continue the prohibition on entering into the framework agreement until the court proceedings are determined, discontinued or disposed of, or the court, by interim order, brings to an end the prohibition. The remedies that may be awarded by the courts before the framework agreement has been entered into include the setting aside of the decision to award the framework agreement to the winning tenderer. The bringing of court proceedings against the Authority after the framework agreement has been entered into will not affect the framework agreement unless grounds for the imposition of special penalties under the Public Contracts (Scotland) Regulations 2012 can be established. Otherwise the remedies that may be awarded by the courts where the framework agreement has been entered into are limited to the award of damages. Economic operators are entitled to write to the Authority after receipt of the notification should they require further clarification. The Authority will respond within 15 days of such a written request, but it should be noted that receipt by the Authority of such request during the standstill period may not prevent the Authority from awarding the framework agreement following the expiry of the standstill period. Where an economic operator is dissatisfied with the Authority’s response to its request for clarification, or considers that the framework agreement has been concluded in breach of the Public Contracts (Scotland) Regulations 2012, such economic operator is advised promptly to seek independent legal advice.

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

VI.5)Date of dispatch of this notice:

11.5.2015