Management services company for the first building on Science Central

Management services company for the first building on Science Central, Newcastle

Newcastle City Council are looking to appoint an experienced management services company with a proven track record in managing and operating such facilities.

UK-Newcastle upon Tyne: building and facilities management services

2012/S 195-320987

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Newcastle City Council
City of Newcastle upon Tyne, Room 310, Civic Centre, Barras Bridge
For the attention of: Andrew Richardson
NE99 2BN Newcastle upon Tyne
UNITED KINGDOM
Telephone: +44 1912116936
E-mail: corporate.procurement.team@newcastle.gov.uk
Fax: +44 1912114832

Internet address(es):

General address of the contracting authority: http://www.newcastle.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

Regional or local authority
I.3)Main activity

General public services
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:

Management services company for the first building on Science Central, Newcastle.
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: Newcastle upon Tyne.
NUTS code UKC22

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)

The first building to be constructed at Science Central, Newcastle will provide incubation and commercial business space for SMEs and business support facilities, becoming a hub for innovation and enterprise in the Newcastle City region. The building will also provide a state of the art continued professional development facility for Newcastle University, virtual office space, meeting room provision and a large project showcase area. It is intended that the building will be a catalyst for the development of the site as a whole and a clear statement that Science Central will be an important new City quarter.
Newcastle City Council are looking to appoint an experienced management services company with a proven track record in managing and operating such facilities. The company will need to be able to offer a range of development services for new and emerging research-led, science-based businesses to generate wide economic impact as well as facilities management services either directly or through the overseeing of 3rd party contractors.

II.1.6)Common procurement vocabulary (CPV)

79993000, 79993100

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: 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:

Newcastle City Council are seeking to procure a service management company with experience of facilities management and the science sector to initially manage the building from year 0 to year 3, for 48 months from March 2013 to March 2017, with the option to extend for a further 2 x 12 month periods at Newcastle City Councils sole discretion.
The initial start up period is seen as crucial in meeting the partners objectives for the building. The appointed management company will liaise closely with the Science Central team and the City Council over this period.
A non exhaustive list of services required is set out, but not limited to the following:
— Set up phase and marketing – prior to the opening of the building, the service management company will need to inform the fit out of the building and update the business plan. Marketing of the building as a key location to attract businesses regionally and nationally is required to achieve and maintain occupancy levels and pre-lets including the management of media relations, the production of marketing materials, organisation of events, seminars and workshops,
— Customer services – this should include visitor management, the provision of office services, security and access management and meeting room management,
— Administration – updating and monitoring the business plan, producing monthly accounts, ensuring the building is staffed appropriately, managing and monitoring of income and expenditure in compliance with external audit procedures and external funding requirements, tenant licence negotiation, production and monitoring of licence agreement as well as ongoing liaison with tenants,
— Health and safety – develop, implement and monitor a health and safety management strategy ensuring compliance with legislation,
— Building management and maintenance – regular inspection of equipment and the building including scheduling repairs, sourcing third party contractors where appropriate, ensuring that waste, energy and travel management is undertaken, managing telephony and (potentially) IT systems, regular cleaning of the facility as well as maintaining supplies of consumables.
Estimated value excluding VAT: 342 000,00 GBP
II.2.2)Information about options

Options: yes
Description of these options: Option to extend initial term of 48 months by 2 x 12 month periods at Newcastle City Councils sole discretion.
II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Duration in months: 48 (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 deposits, guarantees, bonds, insurance, or any other form of appropriate security. Details to be provided in the invitation to tender.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

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

Where a consortium or other grouping of suppliers submits a bid, such consortia or grouping must nominate a lead organisation to deal with NCC on all matters relating to the agreement. All consortium or grouping members will however be required to be jointly and severally liable in respect of the obligations and liabilities relating to the agreement.
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: All applicants are required to complete and return a detailed pre-qualification questionnaire prepared by the Contracting Authority and provide such supporting evidence as may be requested by the deadline stated in IV.3.4.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As set out in the pre-qualification questionnaire.
Minimum level(s) of standards possibly required: As set out in the pre-qualification questionnaire.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As set out in the pre-qualification questionnaire.
Minimum level(s) of standards possibly required:
As set out in the pre-qualification questionnaire.
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

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

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
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:

QTLE – 8WPHRD
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 5.11.2012 – 11:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

5.11.2012 – 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 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: yes
Reference to project(s) and/or programme(s): European Regional Development Fund.
VI.3)Additional information

Please go to our web site located at www.nepoportal.org to register and download the documents, please ensure you can access the system and documents within the timeframes.

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 Contracting Authority will incorporate a minimum 10 day standstill period (in the case of notices sent by electronic or facsimile means) and a minimum 15 day standstill period after the date of sending or minimum 10 days after the date of the last unsuccessful tenderers receipt (where notices are not sent electronically) at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to query the information provided and/or decide whether or not they wish to challenge the award decision before the contract is entered into. Queries should be directed to the address in part I.1.
If an appeal regarding the award of the contract has not been successfully resolved the Public Contracts Regulations 2006 (SI 2006 No. 5) as amended by the Public Contracts (Amendment) Regulations 2009 (SI 2009No. 2992) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action which does not seek a declaration of ineffectiveness must be brought within 30 days beginning with the date when the economic operator first knew or ought to have known that grounds for starting the proceedings had arisen.
An application for ineffectiveness must be made within 30 days of publication of a contract award notice or notification of the conclusion of the contract with a summary of relevant reasons, or in any other case within 6 months of the date the contract was entered into. Where a contract has not been entered into the Court may order the setting aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into the Court may make a declaration of ineffectiveness and order payment of a civil financial penalty. The purpose of the standstill period referred to above is to allow parties to apply to the courts to set aside the award decision before the contract is entered into. The commencement of proceedings before the contract has been entered into requires the authority to refrain from entering into the contract.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:5.10.2012