Mechanical and Electrical Maintenance Foreign and Commonwealth Office

Mechanical and Electrical Maintenance Foreign and Commonwealth Office

Procurement of a contract to Provide Technical Works Supervision to the Foreign and Commonwealth Office Overseas Posts.

United Kingdom-London: Repair and maintenance services

2013/S 229-398125

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Foreign and Commonwealth Office
Old Admiralty Building
For the attention of: Jon Meadows
SW1A 2PA London

Internet address(es):

General address of the contracting authority:

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: Please submit via the FCO procuremnt portal (see III 2.1)
Internet address:

I.2)Type of the contracting authority

Ministry or any other national or federal authority, including their regional or local sub-divisions
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.1.1)Title attributed to the contract by the contracting authority:

Procurement of a contract to Provide Technical Works Supervision to the Foreign and Commonwealth Office Overseas Posts.
II.1.2)Type of contract and location of works, place of delivery or of performance

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

Procurement of a global contract to supply and manage maintenance and project management staff deployed to the FCO’s overseas posts.
Technical Works Supervisors (TWS) are DV cleared foreman grade contractors with either Mechanical and Electrical (M&E) or Building and Civil (B&C) qualifications who are deployed to overseas posts where they normally manage a sizeable, directly employed labour force and/or provide technical advice and assistance to a number of posts within a region. They also Plan carry out Planned Preventative Maintenance (PPM), plus repairs and minor refurbishment works within confidential and secure areas at posts where locally engaged staff are not permitted to operate and project manage estate maintenance projects up to GBP 50 000 in value.
Clerk of Works (CoW) are DV cleared project supervisors recruited on an ad hoc basis through this contract, as required.
The FCO is looking for interested parties to supply and manage suitably qualified DV cleared staff to be able to carry out, but not limited to the services above.
The contract is for a duration of 3 years, with an option to extend for a further 12 months. Contract start date is 01/10/14. TUPE regulations will apply to this contract.
II.1.6)Common procurement vocabulary (CPV)

50000000, 50700000, 79610000, 79000000

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

The contract is covered by the Government Procurement Agreement (GPA): yes

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:

Estimated value excluding VAT:
Range: between 8 000 000 and 12 000 000 GBP
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Starting 1.10.2014.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions
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: 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 and 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: Detailed within the PQQ documentation.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Detailed within the PQQ documentation.
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

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 5
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:

Contract Ref:03512.
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2013/S 188-324824 of 27.9.2013

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: 3.1.2014 – 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

10.1.2014 – 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

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

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 2017
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 use an eTendering system in this procurement exercise.
Until 1992, the Property Services Agency (PSA) provided a cadre of security-cleared artisans to provide hands on technical support to the FCO’s overseas posts. Such staff were known as Technical Works Supervisors (TWS) and were either employed on secondment on a short-term basis, for a particular project, or on a duty tour to provide full time support. These TWSs had an M&E (Mechanical and Engineering) or B&C (Building and Civil) background and were normally deployed:
— at posts with a sizeable, directly employed labour force,
— at posts where there were security rules restricting the use of local labour,
— where local labour was not able to meet even basic maintenance requirements.
Since 1992 the FCO had outsourced the supply and management of the TWS and CoW staff.
The requirement for a cadre of cleared specialists to support the maintenance of the global Estate has long been established. If the FCO is to maintain its estate in good order and provide a healthy, safe working environment for staff and families (particularly in the more difficult posts) then such expertise, embedded in the estate, is essential. It also assists the PUS in ensuring his duty of care obligations are complied with.
There are currently 36 TWS staff deployed across the globe in strategic locations on duty tours of 3 years.
TWSs need to be DV cleared, which has taken on more importance due to increased localisation of staff overseas and predisposes that the cadre be formed of experienced UK nationals. In addition, to ensure they work to FCO minimum standards they need to be trained to UK standards, to be able to interpret FCO standards and have an adequate knowledge of the English language (oral, written and technical).
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:22.11.2013