Hard Facilities Management Services for Scottish Police Authority

Hard Facilities Management Services for Scottish Police Authority

The Scottish Police Authority have a requirement to procure a Provider for Hard Facilities Management covering the operational estate across Scotland.

United Kingdom-Glasgow: Building and facilities management services

2020/S 177-428649

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: Scottish Police Authority
Postal address: 1 Pacific Quay, 2nd Floor
Town: Glasgow
NUTS code: UKM82 Glasgow City
Postal code: G51 1DZ
Country: United Kingdom
E-mail: rebecca.hall@scotland.pnn.police.uk
Telephone: +44 7717878917
I.2)Information about joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: www.publictendersscotland.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: www.publictendersscotland.publiccontractsscotland.gov.uk

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Public order and safety

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Provision of Hard Facilities Management Services

 

Reference number: PROC 20-0477 PCS-t Project No.16859

II.1.2)Main CPV code

79993000 Building and facilities management services

II.1.3)Type of contract

Services

II.1.4)Short description:

 

The Scottish Police Authority (the Authority) have a requirement to procure a Provider for Hard Facilities Management (FM) covering the operational estate across Scotland.

The Authority intends to award a contract to a single service provider for the provision of Hard Facilities Management (FM) services. The service will include hard FM services and related projects. The maximum contract duration is 6 years and 4 months (initial duration 4 years and 4 months with the option to extend for a period of two 12 month periods).

 

II.1.5)Estimated total value

Value excluding VAT: 141 000 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:

II.2.2)Additional CPV code(s)

79993100 Facilities management services
45259000 Repair and maintenance of plant
50324200 Preventive maintenance services
50413200 Repair and maintenance services of firefighting equipment
50532000 Repair and maintenance services of electrical machinery, apparatus and associated equipment
50700000 Repair and maintenance services of building installations
50750000 Lift-maintenance services
50800000 Miscellaneous repair and maintenance services
72253000 Helpdesk and support services
72514300 Facilities management services for computer systems maintenance
77314000 Grounds maintenance services
77310000 Planting and maintenance services of green areas
90922000 Pest-control services
48420000 Facilities management software package and software package suite
72514000 Computer facilities management services
72514100 Facilities management services involving computer operation
72514200 Facilities management services for computer systems development
50610000 Repair and maintenance services of security equipment
71320000 Engineering design services
71315300 Building surveying services
71324000 Quantity surveying services
71600000 Technical testing, analysis and consultancy services
71317200 Health and safety services
50710000 Repair and maintenance services of electrical and mechanical building installations
90700000 Environmental services
79993000 Building and facilities management services

II.2.3)Place of performance

NUTS code: UKM SCOTLAND
Main site or place of performance:

Across the Scottish Mainland and Islands.

 

II.2.4)Description of the procurement:

 

The Scottish Police Authority intend to award a contract to a single service provider for the provision of Hard Facilities Management (FM)and related projects up to a limit of GBP 500 000 (five hundred thousand pounds) per instruction, excluding VAT for circa 477 operational properties.

The estimated total value of the contract is approximately GBP 141 million, this is made up of a two high level elements: Core Service: Planned and reactive maintenance and projects circa GBP 87 million. Additional Services: revenue/capital funded maintenance projects circa GBP 54 million. Additional services may or may not be instructed under this contract, and are dependent on availability of future funding and not guaranteed.

Note that the additional services may or may not be instructed under this contract, and are dependent on availability of future funding. The additional capacity would be driven by a number of factors including the outcome of the condition survey, any remedial life cycle costing plans that may be put in place to improve the condition of the estate, and availability of funding. There is no guarantee on the level of spend instructed throughout this contract.

The Hard Facilities Management (FM) will cover the operational estate across Scotland. The services include a range of planned preventative maintenance of fabric and mechanical and electrical assets including lifts and statutory compliance and inspection testing; reactive repairs and maintenance; and capital and revenue maintenance works projects up to the value of GBP 500 000 ex VAT.

The scope also includes provision and administration of a national helpdesk and CAFM system, provide professional advice, guidance and assistance on facilities management and property issues to assist SPA in the running of its properties, under best business practice, ensuring compliance with current regulatory legislation whilst obtaining value for money.

These larger value maintenance works may include full project management design responsibility which the contractor will undertake the role and responsibility of the principal contractor/principal designer and client on behalf of the Authority. It is anticipated that the contract will be utilised for capital and revenue maintenance works projects under GBP 500 000 however the Authority will reserve the right to use the contract for other projects more than this value where it makes sense and represents best value. It is also anticipated that works below GBP 150 000 may be instructed under this contract the Hard FM Term Service Contract (TSC) and works over 150,000 GBP will be instructed under a separate contract such as the New Engineering Contract (NEC), Engineering and Construction Contract (ECC) or Engineering and Construction Short Contract (ECSC) at the discretion of the Authority, however, the Authority reserves the right to instruct works under GBP 150 000 via ECC or ECSC, taking into account the scope and complexity of the works.

NEC4 terms, including a main option, W option, secondary options, Y options and supplemented by Scottish Police Authority Z Clauses will apply to this contract.

The procurement process will seek to maximise the social, economic and environmental benefits that the contract has the potential to deliver. We will be expecting tenderers to demonstrate how they will maximise social value in the delivery of the services.

It is anticipated that TUPE will apply.

Further information on the scope of services can be found in the Hard FM ITP information and instructions for candidates document.

 

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality / Weighting: 60
Price – Weighting: 40
II.2.6)Estimated value

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

Duration in months: 76
This contract is subject to renewal: yes
Description of renewals:

The initial contract period will be 52 months, with the option to extend for a period up to 24 months (in increments of 12 months and 12 months). Duration included 2 x 12 month extension at discretion of Authority.

 

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

Envisaged number of candidates: 5
Objective criteria for choosing the limited number of candidates:

 

4C.1.2.A Project delivery — Hard FM service 30 %

4C.1.2.B Project delivery 15 %

4C.1.2.C Project delivery — project management 10 %

4.2.A Staff and management capability 20 %

4C.4.A Supply chain management 15 %

4C.7.A Environmental 10 %

The Authority intends to invite the top five (5) ranked Candidates identified by applying the selection criteria will be invited to participate in ITT stage. In the event of a tie for fifth place the candidate with the highest score for Case Study 1 ‘Hard FM Service Delivery’ amongst the candidates in the tie, will be invited to participate in the ITT stage, or if a tie remains after that assessment, then the Bidder with the highest score for Case Study 2, ‘Project Delivery’ will be invited to participate in the ITT stage, or if a tie remains after that assessment then the Candidate with the highest score for Case Study 3, ‘Project Delivery ‘Project Management’ will be invited to participate in the ITT stage’. Where a tie remains, the Authority would be entitled to take forward more than five (5) bidders.

The Authority reserves the right to invite more than 5 candidates to tender where the Authority considers this is necessary to ensure sufficient competition and equal treatment of candidates.

Candidates should be aware that the Scottish Police Authority reserves the right to seek additional assurances where a candidate fails to achieve the required financial standing by way of a commitment to obtaining a Parent Company Guarantee (PCG) or a bank guarantee. Failure to provide a commitment may result in your exclusion from the tender process. Failure to obtain either will result in your bid not being accepted at contract award stage if successful.

 

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

The very nature of facilities management can be complex, variable and in flux. There will be a need over the contract term to allow the Scottish Police Authority to remove, amend or change the buildings and structures of their estate (including on a temporary, emergency and short/medium term basis to accommodate the services to be delivered by the public sector) and to vary the contract accordingly including the overall value of the contract estimated at Paragraph II.1.5) (Estimated total value) above.

 

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

Candidates should read and refer to the Hard FM ITP Information and Instructions for Candidates Document. Failure to comply may result in your submission being rejected. Economic operators may be excluded from this competition in accordance with Regulation 58 of the Public Contracts (Scotland) Regulations 2015.

 

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:

 

ESPD Question 4A.1 Trade Registers

It is a requirement of this tender that if the candidate is UK based they must hold a valid registration with Companies House. Where the candidate is UK based but not registered at Companies House they must be able to verify to the SPA’s satisfaction that they are trading from the address provided in the tender and under the company name given.

Candidates within the UK must confirm if they are registered under Companies House within this question.

If the candidate is based out-with the UK they must be enrolled in the relevant professional or trade register appropriate to their country as described in Schedule 5 of the Public Contracts (Scotland) Regulations 2015.

ESPD Question 4A.2 Accreditation

It is a requirement of this contract that Candidates must have ISO 27001 — Information Security Management. Candidates are required to confirm this and demonstrate this as part of their response.

If a candidate is working towards this then should advise the expected date of achieving ISO 27001. ISO 27001 must in place prior to the commence of any subsequently awarded contract. Failure to do so will result in the contract not being awarded.

 

III.1.2)Economic and financial standing

List and brief description of selection criteria:

 

This section refers to ESPD (Scotland) Section IV Part B:

4B.1.1,4B.1.3 4B.3, 4B.5.1, 4B.5.2, 4B.5.3, 4B.6 and 4B6.1.

Specific yearly turnover

Insurance Requirements

Other economic and financial requirements.

 

Minimum level(s) of standards possibly required:

 

The minimum requirements are detailed in Appendix 1 — ESPD requirements of the document titled ‘HARD FM ITP Information and Instructions for Candidates’ attached to the PCS-tender system.

Q4B.1.1 — Candidates will be required to have a minimum yearly (‘general’) turnover of GBP 27 000 000 for the last 3 years in the business area covered by the contract.

4B.1.3 If the relevant documentation is available electronically, please indicate:

Q4B.3 Where turnover information is not available for the time period requested, the candidate will be required to state the date which they were set up or started trading.

Q4B.5.1, Q4B.5.2 It is a requirement of this contract that candidates hold, or can commit to obtain prior to the commence of any subsequently awarded contract, the types and levels of insurance indicated below:

Employer’s (compulsory) liability insurance = GBP 10 million

Public liability insurance = GBP 10 million

Professional indemnity insurance = GBP 5 million

Product liability = GBP 5 million

Statutory motor vehicle insurance.

4B.5.3 If the relevant documentation is available electronically, please indicate:

4B.6 and 4B.6.1 Credit safe report for a candidates organisation greater than 30. Candidates should be aware that the Scottish Police Authority reserves the right to seek additional assurances where a bidder fails to achieve the required financial standing by way of a commitment to obtaining a Parent Company Guarantee (PCG) or a bank guarantee.

 

III.1.3)Technical and professional ability

List and brief description of selection criteria:

 

This section refers to ESPD (Scotland) Section IV Part C:

Candidates must refer to the HARD FM ITP Information and Instructions for candidates document concerning Section C, part IV, Technical and professional ability selection criteria. ESPD (Scotland) Selection Criteria Section, question Section C, part IV, Technical and Professional Ability:

4C.1.2, 4C.2, 4C.4, 4C.7, and 4C.10.

 

Minimum level(s) of standards possibly required:

 

Candidates must refer to the HARD FM ITP Information and Instructions for Candidates document concerning Section C, part IV, Technical and Professional Ability selection criteria.

Relevant examples of previous works and/or services

Statements for:

Q4C.1.2 — Candidates will be required to provide at least two examples that demonstrate that they have the relevant experience to deliver the services as described in part II.2.4 of the contract notice that have taken place in the last 3 years.

4C.1.2 A &B &C — Candidates will be required to provide examples that demonstrate that they have the relevant experience to deliver the services/supplies as described in the HARD FM ITP Information and Instructions for candidates document.

4C.2 — Candidates will be required to details the key persons who can be called upon to deliver the requirements of the project as described in the HARD FM ITP Information and Instructions for candidates document.

4C.4 — Candidates will be required to confirm that they have (or have access to) the relevant supply chain management and tracking systems used by them to deliver the types of requirements detailed in II.2.4) in the OJEU Contract Notice or the relevant section of the Site Notice.

4C.7 — Candidates will be required to confirm that they will employ environmental management measures that meet the following requirements:

[Please refer to the HARD FM ITP Information and Instructions for Candidates document]

4C.10 — Candidates will be required to confirm whether they intend to sub-contract and, if so, for what proportion of the contract.

The following question within Part IV, Section C, Technical and Professional Ability will be subject to a weighted as follows:

Question 4C.1.2 (A&B&C)will carry a weighting of 55 %

Question 4C.2 will carry a weighting of 20 %

Question 4C.4 will carry a weighting of 15 % and

Question 4C.7 will carry a weighting of 10 %.

All other questions within this section C asked, will carry no weighting and used for information purposes only.

The minimum requirements are detailed in Appendix 1 — ESPD requirements of the document titled ‘HARD FM ITP Information and Instructions for Candidates’ attached to the PCS-tender system.

The tenderer’s representative with overall responsibility for undertaking the works and the personnel assigned to the supply of the services shall be vetted to Non Police Personnel Vetting Standards (NPPV) Level 2 and 3. It would be beneficial if tenderer’s put forwards team that hold or have recently held NPPV Level 2 and 3.

 

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:

 

The Invitation to Tender (ITT) will contain all the relevant contract performance requirements.

The KPIs may include the following areas of quality, service, cost, and sustainability and cover elements of customer service; statutory compliance; operational delivery, innovation and continuous improvement, financial management, fair working practices and community benefits.

 

III.2.3)Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Restricted procedure
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
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

Notice number in the OJ S: 2020/S 121-298095

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

Date: 09/10/2020
Local time: 12:00

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

Date: 14/12/2020

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: 12 (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: yes
Estimated timing for further notices to be published:

The Authority may re-let this contract prior to the end of the initial 4 year and 4 month period and a contract notice will be published circa 18 months prior to the end of the initial period. If not, the 12 month extension will be used, the supplier will be notified prior to its commencement date. Decision to utilise final 12 months extension will be taken at least 6 months prior to commencement.

 

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:

 

Economic operators may be excluded from this competition if they are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015.

Candidates must refer to the HARD FM ITP Information and Instructions for candidates document concerning Section D, Quality Assurance Schemes and Environmental Standards selection criteria.

ESPD (Scotland) Selection Criteria Section, Part IV Section D.

4D.1, 4D.1.1, 4D.1.2, 4D.2, 4D.2.1 and 4D.2.2

See PROC 20-0477 Contract notice for Assessment of Employment Status; Equality and Diversity; Sub-contractor, Living Wage and Data Protection Act 2018 and the GDPR detail and TUPE.

Declaration of non-involvement in serious organised crime must be completed and signed, this is a mandatory requirement and failure to pass will result in your RTP being rejected. Must provide a separate SOC form any entities, this could include for example sub-contractors upon whose capability and/or capacity the candidate relies upon in order to meet any aspect of the selection criteria.

Vetting- Personnel assigned to the supply of the services shall be vetted to NPPV2 and 3.

Please note TUPE may apply.

The buyer is using PCS-Tender to conduct this PQQ exercise. The Project code is 16859. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343

The contracting authority does not intend to include a sub-contract clause as part of community benefits (as per Section 25 of the Procurement Reform (Scotland) Act 2014) in this contract for the following reason:

Please refer to the sub-contracting clause set out within the terms and conditions.

Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361

A summary of the expected community benefits has been provided as follows:

The Authority aims to maximise the social, economic and environmental benefits from its procurement (known as ‘Community Benefits’) by incorporating Community Benefit clauses within its contracts. These benefits are delivered by suppliers in addition to meeting the core requirements of the contract.

As part of the hard facilities management contract, the successful bidder will also be expected to deliver over the term of the contract the following minimum community benefits.

Types of community benefits which the Authority would like to include within this contract may include, but are not limited:

— targeted recruitment and training (providing employment and training opportunities/Apprenticeships)

— SME and social enterprise development

— Community engagement.

(SC Ref:629248)

 

VI.4)Procedures for review

VI.4.1)Review body

Official name: Glasgow Sheriff Court and Justice of the Peace Court
Postal address: 1 Carton Place
Town: Glasgow
Postal code: G5 9DA
Country: United Kingdom
Telephone: +44 1414185247
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

07/09/2020