MOD Cyprus Soft Facility Management Contract

MOD Cyprus Soft Facility Management Contract

Facilities management services, contract administration services, specialist training services, refuse and waste related services, cleaning services.

United Kingdom-Glasgow: Facilities management services

2020/S 106-258415

Contract notice

Services

Directive 2009/81/EC

Section I: Contracting authority/entity

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

Official name: Ministry of Defence, DIO, Defence Infrastructure Organisation (DIO)
Postal address: Kentigern House, Rm 1.2.24, 65 Brown Street
Town: Glasgow
Postal code: G2 8EX
Country: United Kingdom
Contact person: OPC Team
E-mail: DIOCmrcl-OPC@mod.gov.uk
Telephone: +44 1412248246

Internet address(es):

General address of the contracting authority/entity: https://www.gov.uk/government/organisations/defence-infrastructure-organisation

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

Ministry or any other national or federal authority, including their regional or local sub-divisions

I.3)Main activity

Defence

I.4)Contract award on behalf of other contracting authorities/entities

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:

Overseas Prime Contract — Cyprus Soft Facility 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: Glasgow City.

NUTS code UKM82 Glasgow City

II.1.3)Information on framework agreement
II.1.4)Information on framework agreement

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

— facilities management services,
— contract administration services,
— specialist training services,
— refuse and waste related services,
— cleaning services,
— accommodation, building and window cleaning services,
— services furnished by business, professional and specialist organisations,
— bakery products,
— machinery or apparatus for leisure equipment,
— landscaping work,
— hotel services,
—canteen services,
— bar management services,
— canteen and other restricted-clientele cafeteria services,
— catering services for transport enterprises,
— mail transport by road,
— storage and warehousing services,
— travel management services,
— electronic data exchange services,
— project management consultancy services,
— help-desk and support services,
— facilities management services involving computer operation,
— administration services,
— soft facilities management (SFM) services within the MOD estates in Cyprus.
The following services are included (but not limited to):
— facilities management services,
— help-desk and support services,
— facilities management services involving computer operation,
— specialist training services,
— refuse and waste related services,
— cleaning and sanitation services,
— accommodation, building and window cleaning services,
— services furnished by business, professional and specialist organisations,
— landscaping work,
— project management consultancy services,
— bakery products,
— machinery or apparatus for leisure equipment,
— hotel services,
— lifeguard.

II.1.6)Common procurement vocabulary (CPV)

79993100 Facilities management services79994000 Contract administration services80510000 Specialist training services90500000 Refuse and waste related services90910000 Cleaning services90911000 Accommodation, building and window cleaning services98110000 Services furnished by business, professional and specialist organisations15612500 Bakery products37480000 Machinery or apparatus for leisure equipment45112700 Landscaping work55100000 Hotel services55510000 Canteen services55410000 Bar management services55511000 Canteen and other restricted-clientele cafeteria services55522000 Catering services for transport enterprises60160000 Mail transport by road63120000 Storage and warehousing services63516000 Travel management services64216110 Electronic data exchange services72224000 Project management consultancy services72253000 Helpdesk and support services72514100 Facilities management services involving computer operation75100000 Administration services

II.1.7)Information about subcontracting

The tenderer has to indicate in the tender any share of the contract it may intend to subcontract to third parties and any proposed subcontractor, as well as the subject-matter of the subcontracts for which they are proposed
The tenderer has to indicate any change occurring at the level of subcontractors during the execution of the contract

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:

Total quantity or scope (including all lots, renewals and options):
The authority is seeking expressions of interest, via the completion of the pre-qualification questionnaire (PQQ), from potential providers (PPs) for a resilient, yet flexible and agile, infrastructure support service capability in the UK Defence’s overseas estate of Cyprus. Infrastructure support in this context includes a mix of soft facilities management (SFM), The contract may also include arrangement(s) to provide experience gaining opportunities for military personnel who may be embedded within the supplier’s delivery team.
The services required are detailed in the short description at para II.1.5). These requirements are currently contractorised. In addition to the required services, there may be a requirement to provide in-country FM surge activity support to military operations. It is likely that there will be staff transfers as part of this procurement in terms of contractor to contractor transfers. Full details will be included within the ITN documentation. The evaluation criteria for determining the winning PP will be published in the ITN. The authority will be considering innovation and continuous improvement, the authority reserves the right to confirm or otherwise this position at ITN.
In addition to the 5 years core range of services, there is scope for contract extensions for up to a further 2 years with an envisaged value range between GBP 28 973 135-GBP 47 219 790. There is also scope for additional services and over 7 years the envisaged value range is between GBP 45 077 389-GBP 75 128 981.
Estimated value excluding VAT:
Range: between 70 829 865 and 118 049 475 GBP

II.2.2)Information about options

Options: yes
Description of these options: Extension of the contract duration by a maximum of up to 2 years in accordance with contract terms and conditions. Contract period 66 months in total includes 5 contract years (6 months mobilisation then sixty 60 months operation) plus optional 24 months.
PP’s should note that the start and completion dates at ‘II.1.3) Duration of the contract or time-limit for completion’ below are set to align with the current contract end dates which may be subject to change.
Provisional timetable for recourse to these options:
in months: 6 (from the award of the contract)

II.2.3)Information about renewals

This contract is subject to renewal: yes

II.3)Duration of the contract or time limit for completion

Duration in months: 60 (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:

Parent company guarantees will be required if applicable.

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

Parent company guarantees will be required if applicable.

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

If a group of economic operators submits a bid, the group must nominate a lead organisation to deal with the authority. The authority shall require the group to form a legal entity before entering into the contract. The information sought within the PQQ must be provided for each of the consortium’s constituent members, gathered together in a single response.

III.1.4)Other particular conditions to which the performance of the contract is subject, in particular with regard to security of supply and security of information:

Those PPs who are successful at PQQ will be required to obtain baseline personnel security standard (BPSS) clearance for their ITN bid personnel prior to issue of the ITN. If BPSS is unattainable the PPs staff will not be able to work on this contract. PPs will require at least one member of staff with BPSS clearance to gain access to tender documentation. Further, any PP staff who wish to participate in the site visit programme will require BPSS clearance.
The authority will sponsor BPSS clearance for up to five staff members of each company selected to proceed to the invitation to negotiate stage. Details of the BPSS process are provided at para. 16 of the Overseas Prime PQQ Guidance document provided in the PQQ supporting documents.
The authority reserves the right to amend any condition related to security of information to reflect any changes in national law or government policy. If any contract documents are accompanied by instructions on safeguarding information (e.g. Security Aspect Letter), the authority reserves the right to amend the terms of these instructions to reflect any changes in national law or government policy, whether in respect of the applicable protective marking scheme, specific protective markings given, the aspects to which any protective marking applies or otherwise.
The link below to the Gov.uk website provides information on the Government Security Classification.

https://www.gov.uk/government/publications/government-security-classifications

III.1.5)Information about security clearance:

Candidates which do not yet hold security clearance may obtain such clearance until: 31.7.2020
III.2)Conditions for participation

III.2.1)Personal situation

Criteria regarding the personal situation of economic operators (that may lead to their exclusion) including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: The authority will apply all the offences listed in Article 39(1) of Directive 2009/81/EC (implemented as Regulation 23(1) of the Defence and Security Public Contract Regulations (DSPCR) 2011 in the UK) and all of the professional misconducts listed at Article 39(2) of Directive 2009/81/EC (see also Regulation 23(2) in the DSPCR 2011) to the decision of whether a candidate is eligible to be invited to tender.

A full list of the Regulation 23(1) and 23(2) criteria are at http://www.contracts.mod.uk/delta/project/reasonsForExclusion.html#dspr

Candidates will be required to sign a declaration confirming whether they do or do not have any of the listed criteria as part of the pre-qualification process.
Candidates who have been convicted of any of the offences under Article 39(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest (including defence and security factors) for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 39(2) may be excluded from being selected to bid at the discretion of the authority.

Criteria regarding the personal situation of subcontractors (that may lead to their rejection) including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: Please see pre-qualification questionnaire.

III.2.2)Economic and financial ability

Criteria regarding the economic and financial standing of economic operators (that may lead to their exclusion)

Information and formalities necessary for evaluating if the requirements are met: (a) Appropriate statements from the economic operator’s bankers or where appropriate, evidence of relevant professional risk indemnity insurance.
(b) The presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established.
(c) Where appropriate, a statement, covering the 3 previous financial years of the economic operator, of:
(i) the overall turnover of the business of the economic operator; and
(ii) where appropriate, the turnover in respect of the work, works, goods or services which are of a similar type to the subject matter of the contract.
Economic and financial standing will be assessed by use of a pre-qualification questionnaire.
Further information can be found in PQQ and associated documentation.
Minimum level(s) of standards possibly required: Economic and financial standing will assessed at PQQ. Further information can be found in PQQ and associated guidance documentation.

Criteria regarding the economic and financial standing of subcontractors (that may lead to their rejection)

Information and formalities necessary for evaluating if the requirements are met: Economic and Financial standing will be assessed by use of a pre-qualification questionnaire.

III.2.3)Technical and/or professional capacity

Criteria regarding the technical and/or professional ability of economic operators (that may lead to their exclusion)

Information and formalities necessary for evaluating if the requirements are met:
(a) In the case of a supply contract requiring the siting or installation of goods, a services contract or a works contract, the economic operator’s technical ability, taking into account in particular that economic operator’s skills, efficiency, experience and reliability.
(c) A statement of the principal goods sold or services provided by the supplier or the services provider in the past 5 years or during a shorter period if necessary and:
(i) the dates on which the goods were sold or the services provided;
(ii) the consideration received;
(iii) the identity of the person to whom the goods were sold or the service were provided;
(iv) any certificate issued or countersigned by that person confirming the details of the contract for those goods sold or services provided; and
(v) where — (a)that person was not a contracting authority and (b)the certificate referred to in subparagraph (c)(iv) is not available, any declaration by the economic operator attesting the details of the goods sold or services provided.
(d) a statement of the technicians or technical services available to the economic operator to:
(i) carry out the work under the contract; or
(ii) be involved in the production of goods or the provision of services under the contract, particularly those responsible for quality control, whether or not they are independent of the economic operator.
(e) A statement of the economic operator’s:
(i) technical facilities;
(ii) measures for ensuring quality;
(iii) study and research facilities; and
(iv) internal rules regarding intellectual property.
(g) In the case of works contracts, services contracts or supply contracts also covering siting and installation operations or services, the economic operator’s educational and professional qualifications where the economic operator is an individual and:
(i) if any, those of the economic operator’s managerial staff; and
(ii) those of one or more persons who would be responsible for providing the services or carrying out the work or works under the contract.
(h) The environmental management measures, that the economic operator is able to apply when performing the contract, but only where it is necessary for the performance of that contract.
(j) A description of the tools, material, technical equipment, staff numbers, know-how and sources of supply (with an indication of their geographical location when it is outside the territory of the EU) available to the economic operator to perform the contract, cope with any additional needs required by the contracting authority as a result of a crisis or carry out the maintenance, modernisation or adaptation of the goods covered by the contract.
(l) Certification by official quality control institutes or agencies of recognised competence, attesting that the goods to be purchased or hired under the contract conform to standards and technical specifications (within the meaning of regulation 12(1)) identified by the contracting authority.
(m) In the case of contracts involving, entailing or containing classified information, evidence of the ability to process, store and transmit such information at the level of protection required by the contracting authority.
(n) A certificate:
(i) attesting conformity to quality management systems standards based on the relevant European standard; and
(ii) from an independent accredited body established in any member state conforming to the European standards concerning accreditation and certification.
(o) Any other evidence of conformity to quality management systems standards which are equivalent to the standards referred to in sub-paragraph (n)(i).
This information will be sought through a formal pre-qualification questionnaire and at ITN.
Minimum level(s) of standards possibly required
To be provided in pre-qualification questionnaire and ITN as appropriate.

Criteria regarding the technical and/or professional ability of subcontractors (that may lead to their rejection)

Information and formalities necessary for evaluating if the requirements are met:
Information and formalities necessary for evaluating if the requirements are met:
To be provided in pre-qualification questionnaire and ITN as appropriate.
Minimum level(s) of standards possibly required
To be provided in pre-qualification questionnaire and ITN as appropriate.

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

Negotiated

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

Envisaged minimum number 3 and maximum number 6
Objective criteria for choosing the limited number of candidates: A pre-qualification questionnaire (PQQ) is provided on Defence Contracts Online. Potential providers will need to complete the relevant PQQ questions and submit it electronically as instructed in the PQQ documentation. Late PQQs will not be considered. The completed PQQ provides information that allows the MOD to evaluate the potential providers’ capacity and capability against the selection criteria set in the PQQ.
The authority will use the PQQ response to create a list of suppliers who are eligible to participate under section III.2.1) of this contract notice and who fulfil any minimum capacity levels under sections III.2.2) and III.2.3) of this contract notice and who also best meet the selection criteria set out in the PQQ. Full details of the method for choosing those who will be invited to negotiate are set out in the PQQ.
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 has been used: no
IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

CYPRUS SFM TBC

IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2019/S 035-079919 of 19.2.2019

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

10.7.2020 – 19:00

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

2.9.2020

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.

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: no

VI.3)Additional information:

(a) The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.
(b) It is envisaged that the Authority will use the eProcurement tool Award to assist in the management of the tender process and subsequent tender evaluation.
(c) It is to be noted that this requirement is subject to UK Government policy on transparency and that the PQQ, invitation to negotiate and any resulting contract documents may be subject to publication in a redacted format.

(d) Suppliers interested in working with the authority should register on The Ministry of Defence (MOD) Supplier Information Database (SID) Register, available at www.contracts.mod.uk. The MOD SID is a database of active and potential suppliers available to all MOD and UK Defence procurement personnel and is the main supplier database of MOD procurement organisations. Please note: the registration and publication of a company profile on the MOD SID does not mean or imply that the supplier has in any way been vetted or approved by the MOD. Suppliers wishing to compete for advertised MOD contracts must respond to any specific call for competition by submitting a separate expression of interest in accordance with the instructions of the purchasing organisation.

(e) The authority reserves the right to amend any condition related to security of information to reflect any changes in national law or government policy. If any contract documents are accompanied by instructions on safeguarding classified information (e.g. a Security Aspects Letter), the authority reserves the right to amend the terms of these instructions to reflect any changes in national law or government policy, whether in respect of the applicable protective marking scheme, specific protective markings given, the aspects to which any protective marking applies or otherwise. The link below to the Gov.uk website provides information on the Government Security Classification.

https://www.gov.uk/government/publications/government-security-classifications

(f) Advertising regime OJEU: this contract opportunity is published in the Official Journal of the European Union (OJEU), the MoD Defence Contracts Bulletin and www.contracts.mod.uk

(g) The Cyber Risk Profile for this requirement identified by the Cyber Risk Assessment is very low, reference — RAR-CUNH86DF.
(h) The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.
(i) It is envisaged that an online industry day will be held during the PQQ process. Should you wish to participate then please can you express your interest through this portal.
(j) The buyer is supported by external service providers. These companies are regarded as integral parts of the project team and will therefore have access to a variety of both internal data and tenderer information. The buyer reserves the right to engage from time to time with other external advisers as it considers necessary. The advisers currently appointed are:
— Commerce Decision Ltd — AWARD Software,
— Collaboration Analysis — (to be appointed),
— Insurance Advisers — (to be appointed),
— Legal Services — (to be appointed).
(k) For the down selected PP’s the authority is planning to run an opportunity to attend site visit(s) on a one off basis.
Due to the location of Cyprus the logistics will be confirmed to the down selected PP’s and Military flights and accommodation may be utilised.
The site visit(s) are subject to cancellation at the authority’s discretion potentially with short notice. As the PP’s may be required to stay within military accommodation with the use of military flights, only personnel with BPSS or higher clearance will be allowed to attend. This is at the discretion of the authority and subject to local site and flight procedures.
(l) In addition to the 5 years core range of services, there is scope for contract extensions for up to a further 2 years with an envisaged value range between GBP 28 973 135-GBP 47 219 790. There is also scope for additional services and over 7 years the envisaged value range is between GBP 45 077 389-GBP 75 128 981.
(m) IV.3.5) date 2 September 2020 is the envisaged date and due to Covid-19 subject to change.
Suppliers must read through this set of instructions and follow the process to respond to this opportunity.

The information and/or documents for this opportunity are available on http://www.contracts.mod.uk

You must register on this site to respond, if you are already registered you will not need to register again, simply use your existing username and password. Please note there is a password reminder link on the homepage.
Suppliers must log in, go to your Response Manager and add the following Access Code: XVU7666FR5.
Please ensure you follow any instruction provided to you here.
The deadline for submitting your response(s) is detailed within this contract notice, you will also have visibility of the deadline date, once you have added the Access code via DCO as the opening and closing date is visible within the opportunity.
Please ensure that you allow yourself plenty of time when responding to this opportunity prior to the closing date and time, especially if you have been asked to upload documents.

If you experience any difficulties please refer to the online frequently asked questions (FAQ’s) or the user guides or contact the MOD DCO Helpdesk by emailing support@contracts.mod.uk or Telephone 0800 282 324.

Go reference: GO-2020529-DCB-16647333

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Official name: Ministry of Defence, DIO, Defence Infrastructure Organisation (DIO)
Postal address: Kentigern House, Rm 1.2.24, 65 Brown Street
Town: Glasgow
Postal code: G2 8EX
Country: United Kingdom
E-mail: DIOComrcl-OPC@mod.gov.uk
Telephone: +44 1412248246

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:

29.5.2020