Property Managing Agent for Highlands and Islands Enterprise

Property Managing Agent for Highlands and Islands Enterprise

The commercial property portfolio currently comprises circa 200 industrial and office premises, 80 development plots, 8 strategic development sites, 21 plots let to businesses on long-term leases and 9 miscellaneous properties.

United Kingdom-Dingwall: Property management services of real estate on a fee or contract basis

2013/S 132-228839

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Highlands and Islands Enterprise
Earl Thorfinn House, 6 Druimchat View
Contact point(s): HIE Procurement Team
IV15 9XL Dingwall
UNITED KINGDOM
Telephone: +44 1349868977
E-mail: hieprocurement@hient.co.uk

Internet address(es):

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

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00313

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 agency/office
I.3)Main activity

Economic and financial affairs
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:

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

Services
Service category No 11: Management consulting services [6] and related services
Main site or location of works, place of delivery or of performance: Highlands and Islands.
NUTS code UKM6

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Framework agreement with a single operator
Duration of the framework agreement

Duration in months: 48

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

The commercial property portfolio currently comprises circa 200 industrial and office premises, 80 development plots, 8 strategic development sites, 21 plots let to businesses on long-term leases and 9 miscellaneous properties (including The Centre for Health Science, Cairngorm and Orbost Estates). The HIE-occupied portfolio comprises 2 HIE-owned offices and some 14 offices leased from the private sector. The property managing agent will provide HIE with an all encompassing service ranging from dealing with letting enquires through to rent reviews, lease renewals, sales, purchases and dealing with HIE’s legal obligations including those as a tenant under the various office leases.
NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=263476

II.1.6)Common procurement vocabulary (CPV)

70330000, 70332200

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:

The budget currently available to deliver this service over 36 months is between GBP800k and GBP990k (excluding VAT).
II.2.2)Information about options

Options: yes
Description of these options: It is anticipated that the Framework will commence from November 2013 for a period of 36 months, with HIE having the option to extend for a further 12 month period.
II.2.3)Information about renewals

This contract is subject to renewal: no
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:

HIE reserves the right at any time to require a parent company guarantee or a third party guarantee from any organisation on contract award. Full details are provided in the Tender documentation.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Full details are provided in the tender documentation.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Joint and several liability.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Full details are provided in the tender documentation.
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: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.
(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established.
(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide evidence of relevant professional risk indemnity insurance.
(2) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.
Organisations should note that HIE will require the successful supplier to have in place, for commencement of the Framework, the following levels of insurance:
Public Liability – minimum GPB 10 million for each and every claim.
Employers Liability – minimum GPB 10 million for each and every claim.
Professional Indemnity – minimum GPB 10 million for each and every claim.
Organisations which are unable to meet these criteria will not be evaluated further. Evidence will be sought prior to contract award.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(1) Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract.
(2) All candidates will be required to provide certification from an independent body attesting conformity to environmental management standards in accordance with the Community Eco-Management and Audit Scheme (EMAS); or the European standard BS EN ISO 14001.
(3) All candidates will be required to provide certification drawn up by an independent body attesting the compliance of the economic operator with quality assurance standards based on the relevant European standards.
(4) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
(5) A statement of the technicians or technical services available to the candidate to carry out the work under the contract; or 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 candidate.
Organisations must confirm that their organisation complies with the statutory obligations under the Equality Act 2010. For organisations working outside of the UK this question relates to equivalent legislation in the country in which they are located. HIE may not be able to select a bidder that fails to meet statutory Equalities obligations whether these statutory obligations are within the UK jurisdiction or related to equivalent legislation in the country in which they are located.
Full details are provided in the tender documentation.
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: yes
Reference to the relevant law, regulation or administrative provision: Surveyor.
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

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

22.8.2013 – 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 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: HIE reserves the right to re-tender for these services upon termination of the contract in accordance with the provisions of the Framework Conditions or at the end of the contract period, including any extension period.
VI.2)Information about European Union funds
VI.3)Additional information

Bidders are asked to note that submissions must contain both the Hard and Electronic copies specified.
(SC Ref:263476)
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: HIE will incorporate a minimum of 10 calendar days standstill period from the date information on the award of the contract is communicated to tenderers before entering into a contract with the successful tenderer(s). If an appeal regarding the award of contract has not been successfully resolved, an economic operator that suffers, or risks suffering, loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2012 (as amended) may bring proceedings in the Sheriff Court or the Court of Sessions.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:5.7.2013