Overseas Prime Contract – Total Facilities Management in Germany and Wider Europe

Overseas Prime Contract – Total Facilities Management in Germany and Wider Europe

The MOD’s estate is diverse and supports a wide range of military outputs and Defence capabilities.

United Kingdom-Glasgow: Facilities management services

2020/S 214-525897

Contract notice

Services

Directive 2009/81/EC

Section I: Contracting authority/entity

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

Official name: Overseas Prime Contract – Germany & Wider Europe
Postal address: 65 brown St
Town: Glasgow
Postal code: G28EX
Country: United Kingdom
Contact person: Andrew Jameson
E-mail: DIOComrcl-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 – Total Facilities Management in Germany and Wider Europe

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 26: Other services
Main site or location of works, place of delivery or of performance: Germany, Italy
NUTS code DE DEUTSCHLAND,IT ITALIA
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. Boiler installations. Fire extinguishers. Construction work. Building construction work. Construction work for multi-dwelling buildings and individual houses. Building demolition and wrecking work and earthmoving work. Demolition, site preparation and clearance work. Demolition work. Ground-drainage work. Site-development work. Dismantling works for military installations. Landscaping work. Landscaping work for sports grounds and recreational areas. Landscaping work for roads and motorways. Works for complete or part construction and civil engineering work. Construction work for buildings relating to water transport. Construction work for buildings relating to law and order or emergency services and for military buildings. Construction work for military buildings and installations. Engineering works and construction works. Construction work for pipelines, communication and power lines, for highways, roads, airfields and railways; flatwork. Construction work for pipelines, communication and power lines. Works related to water-distribution pipelines. Sewerage work. Drainage and surface works. Construction work for water projects. Construction work for waterways. Waterways except canals. Electricity supply installations. Repair and maintenance services. Repair and maintenance services of boilers. Repair and maintenance services of building installations. Repair and maintenance services of central heating. Waterway operation services. Water distribution and related services. Drinking-water distribution. Operation of water supplies. Electricity distribution and related services. Housing services. Consultative engineering and construction services. Energy and related services. Building services. Building-inspection services. Technical services. Construction-related services. Technical inspection services. Machinery-inspection services. Technical building-inspection services. Project management consultancy services. Help-desk and support services. Facilities management services involving computer operation. Administrative housing services. Tree pruning and hedge trimming. Interior decorating services. Building and facilities management services. Specialist training services. Refuse and waste related services. Street-cleaning and sweeping services. Accommodation, building and window cleaning services. Services furnished by business, professional and specialist organisations. Cleaning services. Bakery products. Machinery or apparatus for leisure equipment. 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. Administration services. Retail trade services. Furniture (incl. office furniture), furnishings, domestic appliances (excl. lighting) and cleaning products. Kitchen furniture and equipment. Miscellaneous furniture and equipment. Carpets. Recreational, cultural and sporting services. Lift-maintenance services. The Authority is seeking to appoint a suitably qualified provider for the Total Facilities Management (TFM) of the Ministry of Defence (MoD) European estate predominantly in Germany, Italy and in wider Europe, with the aim of adopting a standard approach to Facilities Management across Europe.
The MOD’s estate is diverse and supports a wide range of military outputs and Defence capabilities. These include Army barracks, a range of technical buildings including workshops, storage hangars, and Motor Transport (MT) facilities, communication facilities, munitions storage facilities, schools, office facilities, a community centre, training areas, alpine lodges and housing which are collectively called “the Establishment”. The value of the core and additional services is EUR 172 – EUR 281 million over 10 years.
There is a costed option to add TFM of assets in Norway, with a total value of EUR 1.5-2.5 million over 10 years.
There is an option to add further Estate assets across Europe. Due to the nature of the changing Estate and response to operations the assets across Europe are subject to change and the current estimated value of this option is EUR 36.5-59.5 million over 10 years.
Potential Providers will also manage and maintain a single point of contact Intelligent Helpdesk.
There may be a requirement to provide Hard FM (HFM) surge activities and support within the Germany Establishments. There may also be a requirement to provide HFM support to Deployed Operational Areas outside Germany.
Potential Providers are encouraged to note that the core requirement (Germany and Italy Estates) is predominantly for the provision of HFM with minimal Soft FM. Soft FM may be undertaken in Norway should the costed option for TFM be taken.

II.1.6)Common procurement vocabulary (CPV)

79993100 Facilities management services42160000 Boiler installations35111300 Fire extinguishers45000000 Construction work45210000 Building construction work45211000 Construction work for multi-dwelling buildings and individual houses45110000 Building demolition and wrecking work and earthmoving work45111000 Demolition, site preparation and clearance work45111100 Demolition work45111240 Ground-drainage work45111291 Site-development work45111310 Dismantling works for military installations45112700 Landscaping work45112720 Landscaping work for sports grounds and recreational areas45112730 Landscaping work for roads and motorways45200000 Works for complete or part construction and civil engineering work45213340 Construction work for buildings relating to water transport45216000 Construction work for buildings relating to law and order or emergency services and for military buildings45216200 Construction work for military buildings and installations45220000 Engineering works and construction works45230000 Construction work for pipelines, communication and power lines, for highways, roads, airfields and railways; flatwork45231000 Construction work for pipelines, communication and power lines45232150 Works related to water-distribution pipelines45232410 Sewerage work45232451 Drainage and surface works45240000 Construction work for water projects45247100 Construction work for waterways45247120 Waterways except canals45315300 Electricity supply installations50000000 Repair and maintenance services50531100 Repair and maintenance services of boilers50700000 Repair and maintenance services of building installations50720000 Repair and maintenance services of central heating63721300 Waterway operation services65100000 Water distribution and related services65111000 Drinking-water distribution65130000 Operation of water supplies65300000 Electricity distribution and related services70333000 Housing services71310000 Consultative engineering and construction services71314000 Energy and related services71315000 Building services71315400 Building-inspection services71356000 Technical services71500000 Construction-related services71631000 Technical inspection services71631100 Machinery-inspection services71631300 Technical building-inspection services72224000 Project management consultancy services72253000 Helpdesk and support services72514100 Facilities management services involving computer operation75123000 Administrative housing services77340000 Tree pruning and hedge trimming79931000 Interior decorating services79993000 Building and facilities management services80510000 Specialist training services90500000 Refuse and waste related services90610000 Street-cleaning and sweeping services90911000 Accommodation, building and window cleaning services98110000 Services furnished by business, professional and specialist organisations90910000 Cleaning services15612500 Bakery products37480000 Machinery or apparatus for leisure equipment55100000 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 services75100000 Administration services55900000 Retail trade services39000000 Furniture (incl. office furniture), furnishings, domestic appliances (excl. lighting) and cleaning products39141000 Kitchen furniture and equipment39150000 Miscellaneous furniture and equipment39531000 Carpets92000000 Recreational, cultural and sporting services50750000 Lift-maintenance 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

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:

The Authority is seeking to appoint a suitably qualified provider for the Total Facilities Management (TFM) of the Ministry of Defence (MoD) European estate predominantly in Germany, Italy and in wider Europe, with the aim of adopting a standard approach to Facilities Management across Europe.
The MOD’s estate is diverse and supports a wide range of military outputs and Defence capabilities. These include Army barracks, a range of technical buildings including workshops, storage hangars, and Motor Transport (MT) facilities, communication facilities, munitions storage facilities, schools, office facilities, a community centre, training areas, alpine lodges and housing which are collectively called “the Establishment”. The value of the core and additional services is EUR 172 – EUR 281 million over 10 years.
There is a costed option to add TFM of assets in Norway, with a total value of EUR 1.5-2.5 million over 10 years.
There is an option to add further Estate assets across Europe. Due to the nature of the changing Estate and response to operations the assets across Europe are subject to change and the current estimated value of this option is EUR 36.5-59.5 million over 10 years.
Potential Providers will also manage and maintain a single point of contact Intelligent Helpdesk.
There may be a requirement to provide Hard FM (HFM) surge activities and support within the Germany Establishments. There may also be a requirement to provide HFM support to Deployed Operational Areas outside Germany.
Potential Providers are encouraged to note that the core requirement (Germany and Italy Estates) is predominantly for the provision of HFM with minimal Soft FM. Soft FM may be undertaken in Norway should the costed option for TFM be taken.
Estimated value excluding VAT:
Range: between 211 000 000 and 344 000 000 EUR

II.2.2)Information about options

Options: yes
Description of these options: In addition to the 7 year core range of services (EUR 93-152 million), there is scope for optional core contract extensions for up to a further three years with an envisaged value range between EUR 44-71 million. There is also scope for additional services and over 10 years the envisaged value range is between EUR 36-59 million.
The Norway option is valued at EUR 1.5-2.5 million over 10 years.
The Wider Europe option is valued at EUR 36.5-59.5 million over 10 years (including core and additional services).
Contract period 84 months in total includes 7 contract years (6 months mobilisation then 78 months operation) plus optional 36 months in accordance with Contract Terms and Conditions.
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: 84 (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

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:

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. 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: 25.1.2021
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.

III.2.2)Economic and financial ability

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 five 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 sub-paragraph (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 any subsequent Invitation to Negotiate Stage.
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:
Subcontractors should complete the Mandatory sections of the PQQ.
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: yes

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: PP’s must not fail any pass/fail mandated core questions.
For scored technical questions, the pass mark is 50 %. Each question must score a minimum of 50 % of the available score.
Should the PP score less than 50 % on any individual question, they will not progress to the next stage.
A maximum of 6 highest scoring PPs will be invited to the ITN stage. Should sixth and seventh etc highest scores be equal, both PPs will be invited.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria
IV.2.2)Information about electronic auction
IV.3)Administrative information

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

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

2.12.2020 – 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.

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:

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.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. 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

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

The Cyber Risk Profile for this requirement identified by the Cyber Risk Assessment is Low, Reference – RAR-KZEQ5NX2.
An online Industry Day is planned for Monday 9 November 2020. Should you wish to join then please email DIOComrcl-OPC@mod.gov.uk by 15:00 on Wednesday 4 November 2020. Clarification Questions on the requirement can be submitted to DIOComrcl-OPC@mod.gov.uk no later than 12:00 hours on Wednesday 18 November 2020.

The Authority 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 Authority 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
Insurance Advisers – (Willis)
Legal Services – (Mills and Reeve)
For the down selected PP’s the Authority is planning to run an opportunity to attend site visits.
The site visits are subject to cancellation at the Authority’s discretion potentially with short notice. 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 procedures.
Due to the changing nature of operating requirements Estate assets are 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: VR3F8W3RC3.
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-20201029-DCB-17294711

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Official name: Ministry of Defence, DIO, Defence Infrastructure Organisation (DIO)
Town: Glasgow
Country: United Kingdom
E-mail: diocomrcl-opc@mod.gov.uk
Telephone: +44 1412248233

Body responsible for mediation procedures

Official name: Ministry of Defence
Town: Glasgow
Country: United Kingdom
E-mail: diocomrcl-opc@mod.gov.uk
Telephone: +44 1412248233

VI.4.2)Lodging of appeals

VI.4.3)Service from which information about the lodging of appeals may be obtained

Official name: Ministry of Defence, DIO, Defence Infrastructure Organisation (DIO)
Town: Glasgow
Country: United Kingdom
E-mail: diocomrcl-opc@mod.gov.uk
Telephone: +141 2248233

VI.5)Date of dispatch of this notice:

29.10.2020