Outsourced Facilities Management Services for the Post Office

Outsourced Facilities Management Services for the Post Office

Lot 1 – Soft FM Services; Lot 2 – Hard FM Services; Lot 3 – FM Helpdesk Services; Lot 4 – Catering Services; and Lot 5 – Integrated FM Services.

UK-London: Building and facilities management services

2013/S 112-191728

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Post Office Limited
148 Old Street
Contact point(s): David McKilligan
EC1V 9HQ London
UNITED KINGDOM
Telephone: +44 2072502265
E-mail: david.mckilligan@postoffice.co.uk

Internet address(es):

General address of the contracting authority: http://www.postoffice.co.uk

Address of the buyer profile: http://www.postoffice.co.uk

Electronic access to information: http://www.royalmailgroup.com/our-businesses/ukpil/suppliers/contract-opportunities

Electronic submission of tenders and requests to participate: http://www.royalmailgroup.com/our-businesses/ukpil/suppliers/contract-opportunities

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

Body governed by public law
I.3)Main activity

Other: UK postal administration 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:

Outsourced facilities management services.
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: UK.
NUTS code UK

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 supply of outsourced facilities management services. This requirement has been broken down into five separate Lots as follows;
Lot 1 – Soft FM Services;
Lot 2 – Hard FM Services;
Lot 3 – FM Helpdesk Services;
Lot 4 – Catering Services; and,
Lot 5 – Integrated FM Services (namely a single contract for the provision of all of Post Office’s FM requirements as detailed in Lots 1 to 4.
Post Office will either award separate contracts under Lots 1 to 4 or a single contract under Lot 5. Further information is set out in section VI.3 and Annex B.
II.1.6)Common procurement vocabulary (CPV)

79993000

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:

Estimated value excluding VAT:
Range: between 105 000 000 and 165 000 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: Each contract will have an initial term of 3 years. Post Office reserves the right to extend any or all of the contracts for two further terms, each up to 2 years duration, up to a maximum total term of 7 years.
Provisional timetable for recourse to these options:
in months: 36 (from the award of the contract)
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: 84 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Soft FM Services

1)Short description

Cleaning, window cleaning, hygiene services, horticulture, waste management, site support services, reception services, vending and refreshments, removals, advisory services.
2)Common procurement vocabulary (CPV)

90910000 – DA03, 90510000, 90511000, 90511400, 90900000, 90911000, 90911100, 90911200, 90911300, 90914000, 90916000, 90919100, 90919200, 79993000, 79993100, 42933000, 15894500, 42933300, 98392000, 85142300, 77314000, 79992000, 90620000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 21 000 000 and 40 000 000 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 84 (from the award of the contract)
5)Additional information about lots
Lot No: 2 Lot title: Hard FM Services

1)Short description

Heating, ventilation and air conditioning; Electrical; Energy and utilities management; Alarms, controls and emergency systems; Water systems and services; Lifts & lifting equipment; Motor transport support services; Building fabric; Vacant property inspections; Advisory services; Branch services.
2)Common procurement vocabulary (CPV)

50000000 – DA03 – DA42 – DA44 – DA43 – FB09 – FG09 – FG10 – FG14 – IA15 – IA23, 50500000, 50700000, 50800000, 51100000, 51700000, 79993000, 31625000, 24962000, 45332200, 50750000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 77 000 000 and 110 000 000 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 84 (from the award of the contract)
5)Additional information about lots
Lot No: 3 Lot title: FM Helpdesk Services

1)Short description

Contact centre; Work order management; performance monitoring; FM information centre; service audits.
2)Common procurement vocabulary (CPV)

79510000 – DA03, 79993100, 79994000, 79996100, 71318000, 79560000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 3 500 000 and 9 000 000 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 84 (from the award of the contract)
5)Additional information about lots
Lot No: 4 Lot title: Catering Services

1)Short description

Staff dining; Vending; Self messing areas; Hospitality
2)Common procurement vocabulary (CPV)

55500000 – DA03, 55520000, 50883000, 42933000, 15894500, 42933300

3)Quantity or scope

Estimated value excluding VAT:
Range: between 3 500 000 and 6 000 000 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 84 (from the award of the contract)
5)Additional information about lots
Lot No: 5 Lot title: Integrated FM Services

1)Short description

Soft FM Services, Hard FM Services, Catering Services, FM Helpdesk Services. All as detailed in Lots 1 to 4.
2)Common procurement vocabulary (CPV)

79993100 – DA03, 55520000, 50883000, 42933000, 15894500, 42933300, 79994000, 79996100, 50000000, 50500000, 50700000, 50800000, 51100000, 51700000, 79993000, 31625000, 24962000, 45332200, 50750000, 90910000, 90510000, 90511000, 90511400, 90900000, 90911000, 90911100, 90911200, 90911300, 90914000, 90919200, 77314000, 85142300, 79992000, 98392000, 71318000, 79560000, 90620000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 105 000 000 and 165 000 000 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 84 (from the award of the contract)
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:

As set out in the contract documents, a performance bond, parent company guarantee or other form of security may be required by Post Office Limited depending upon the organisation’s financial stability.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

See terms of contract to be issued with 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:

Requests to participate will be accepted from groupings of economic operators (consortia). In the event of a successful consortium bid Post Office Limited may specify that the consortium takes a particular legal form and/or require that a single consortium member takes primary liability or that each member undertakes joint and several liability irrespective of the legal form adopted. Where a subsidiary company is used the ultimate parent company may be required to provide a guarantee in respect of the performance of the contract by the subsidiary before acceptance.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Conditions to be set out in the contract to be sent out with the Invitation to Tender
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: Applicants will be assessed in accordance with Part 4 of the Public Contracts Regulations 2006 (as amended); please see the PQQ for further information.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Applicants will be assessed in accordance with Part 4 of the Public Contracts Regulations 2006 (as amended); please see the PQQ for further information.
Minimum level(s) of standards possibly required: Please see PQQ.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Applicants will be assessed in accordance with Part 4 of the Public Contracts Regulations 2006 (as amended); please see the PQQ for further information.
Minimum level(s) of standards possibly required:
Please see PQQ.
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 number of operators: 25
Objective criteria for choosing the limited number of candidates: Post Office will invite to tender the highest scoring applicants on the basis of the pre-selection criteria set out in the PQQ. Post Office intends to shortlist 5 bidders under each 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: yes
Additional information about electronic auction: Post Office reserves the right to conduct an electronic auction at the tender stage of the procurement. In such circumstances further information will be provided to the Bidders as part of the tender documentation.
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

PQQ-00031–2013
IV.3.2)Previous publication(s) concerning the same contract

no
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

16.7.2013 – 10:00
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 of 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: no
VI.3)Additional information

Please read all of the following information carefully.
E-sourcing portal.
1. Post Office makes use of the Royal Mail Group Limited e-sourcing system.
2. Please ensure that you submit an expression of interest (EOI) promptly so that your details can be populated in the e-sourcing system. This is a mandatory first step in order for you to be able to respond to the PQQ, Expression of Interest (EOI) & Pre-Qualification Questionnaire (PQQ).
1. Expression of Interest: – please ensure that you submit an EOI promptly; we would strongly encourage Bidders to submit an EOI promptly so that you can access the PQQ documentation in good time before the PQQ Response Deadline and your details can be populated in the RMG Electronic Sourcing system (E-Sourcing). This is a necessary first step in order for you to be able to respond to the PQQ.
2. To formally submit an EOI you must firstly download the Applicant Details Spreadsheet (Excel file) located on the RMG Website at: http://www.royalmailgroup.com/our-businesses/ukpil/suppliers/contract-opportunities

3. The Applicant Details Spreadsheet should be completed with the details of your organisation. The
spreadsheet format should not be amended in any way. Mandatory information required to be added to the spreadsheet is: Organisation name and telephone number; First name, surname, telephone number and email address of the person who will complete the PQQ. Please also complete as much of the non-mandatory information as possible.
4. Following completion of your Applicant Details Spreadsheet, please email the spreadsheet to
David.mckilligan@postoffice.co.uk

5. You will THEN be sent information on how to access the PQQ. The PQQ will be managed using the RMG Electronic Sourcing System (Esourcing).
6. The PQQ is accessed via Esourcing. You will need to receive 2 emails in order to participate. Once you have submitted your completed Applicant Details Spreadsheet you will be provided with your FIRST email (within 48 hours Monday – Friday) which is a log-on to Esourcing. These log-on details shall arrive via RMG@frictionless.com and be headed Royal Mail Group RFX (please do not email this site unless instructed to do so). On receipt of your log-on information you will then be sent a SECOND email (within 24 hours Monday to Friday) from RMG@frictionless.com or RMG, inviting you to participate in the PQQ. It is at this point that you will be able to fully access the PQQ and start to complete it. Please note: Your log-on will not be activated until you are formally invited to participate, so please do not try to log-on BEFORE you are invited to do so, since your access will be denied.

Important Notes
This OJEU Notice must be read in full. Applicants are reminded that participation in this procurement process is subject to the Terms and Conditions set out in Appendix 1 of the PQQ and the e-sourcing portal Terms of Use.
The duration and estimated total value of the contract set out in Section II above (and Annex B as the case may be) are based upon the total maximum duration of the contract including all possible extensions.
This requirement has been broken down into five separate Lots, as follows:
Lot 1 – Soft FM services;
Lot 2 – Hard FM services;
Lot 3 – FM helpdesk services;
Lot 4 – Catering services; and
Lot 5 – Integrated FM services (namely a single contract for the provision of all of Post Office’s FM requirements, as detailed in Lots 1 to 4).
Applicants are invited to express an interest in one or more Lots. Post Office intends to shortlist 5 bidders per Lot through to the tender stage.
At the award stage, Post Office will conduct a separate evaluation under each Lot. The most economically advantageous tender for each of Lots 1,2,3 and 4 will then be aggregated and the collective result compared against the most economically advantageous tender submitted under Lot 5. Post Office will either award separate contracts under Lots 1 to 4 or it will award a single contract under Lot 5, dependent upon which option is established as representing the most economically advantageous offer overall. For the avoidance of doubt, in the event that the Lot 5 most economically advantageous tender is selected as the winning offer overall, those bidders which are ranked in first place under Lots 1 to 4 will not be awarded a contract under those Lots.
Social Value
In accordance with the Public Services (Social Value) Act 2012 Post Office must consider:
(a) how what is proposed to be procured might improve the economic, social and environmental well-being of the area where it exercises its functions, and
(b) how, in conducting the process of procurement, it might act with
a view to securing that improvement.
Accordingly, the subject matter of the contracts have been scoped to take into account the priorities of Post Office relating to economic, social and environmental well-being. These priorities will also be reflected in the evaluation criteria for the award of the
contract(s), to the extent that Post Office considers it relevant and proportionate to the subject matter of the contracts.

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: Any appeal in relation to this procurement should be addressed to the contact point at section I.1 above.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:7.6.2013