Provision of Total Facilities Management Service to Ofcom London

Provision of Total Facilities Management Service to Ofcom London

Ofcom plans to procure a selected number of services under a total facilities management contract across its estate of seven buildings to succeed those provided under the terms of Ofcom’s current facilities management contracted arrangements.

United Kingdom-London: Building and facilities management services

2014/S 221-390859

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Riverside House, 2a Southwark Bridge Road
For the attention of: Mark Lundy
SE1 9HA London
Telephone: +44 2079813000

Internet address(es):

Address of the buyer profile:

Electronic access to information:

Electronic submission of tenders and requests to participate:

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: Independent Communications Regulator

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:

Provision of total facilities management service to Ofcom.

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

Service category No 14: Building-cleaning services and property management services
Main site or location of works, place of delivery or of performance: Mainly London and Hertfordshire, plus Birmingham, Northwest England, Glasgow, Belfast and Cardiff.

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)

Ofcom is the independent regulator and national competition authority for the communications industries within the UK, with responsibilities across television, radio, telecommunications, wireless communications services and postal services. Ofcom was created in December 2003 by merging five legacy regulatory bodies and responsibility for postal regulation transferred to Ofcom in October 2011. For more information, visit

Ofcom plans to procure a selected number of services under a total facilities management contract across its estate of seven buildings to succeed those provided under the terms of Ofcom’s current facilities management contracted arrangements. The service delivery at all the sites will become the responsibility of the supplier that is successful in the new procurement and is awarded the new total facilities management contract.
We intend the scope of the contract to include the following:
Manager — Currently a full time manager is based at RSH. With the increase in service provision across all locations a pro-active approach to the day to day and strategic management of the contract is required to ensure client satisfaction. The manager would be expected to have a background skill set in both hard and soft services.
Help-desk — The current help-desk consists of a full time employee based on site at RSH having a soft services background. Going forward it is envisaged that the appointed supplier will review the Help-desk requirements and provide a service having a clear understanding of any current issues and able to respond to meet those during core hours. At all other times the Help-desk needs to be aware of issues and provide a help-desk function aligned to the SLAs and KPIs.
Maintenance — The Ofcom maintainable building services assets at Riverside House are considered ‘standard’. The planned and reactive maintenance service delivery has to date required delivery by on site technicians with the appropriate skills and capabilities, specifically an electrical qualification to the current edition.
Compliance — This service delivery stream will encompass the organisation and reporting of: directly delivered, landlord and managing agent activity to pragmatically monitor all Ofcom locations for legislative compliance. The supplier will be required to identify non legislative compliance and non-conformance to agreed best practise and pro-actively manage the programme to correct these issues pragmatically.
Energy management — The appointed supplier will have significant experience in this field and will utilise dedicated in-house and specialist resource to pro-actively promote energy management through focussed initiatives. These supplier led initiatives will consider: remove, reduce, recycle, and reuse improving energy management. From a supply perspective the appointed supplier will utilise expertise to provide utility and energy market advice. The supplier will also manage tenders for electricity and gas to provide best value and innovation over the contract duration and beyond.
Fire Systems — As well as being responsible for the maintenance of detection and fire-fighting systems in accordance with current fire regulations and standards. The supplier will also ensure the fire-fighting systems are maintained in accordance with the manufacturers warranty and required accreditations. The supplier will be pro-active in providing advice on current best practise.
Fabric — The appointed supplier will be responsible for planned, cyclical and reactive maintenance activities including: gutter clearance, re-glazing and repairs to doors as agreed with Ofcom. Typically there will be an expectation on the supplier to utilise technologies such as thermography to identify and address issues.
Lifts — The appointed supplier will be responsible for optimising the operation and maintenance of the vertical transportation (Lifts) taking account of legislations, usage and energy.
Security — The appointed supplier will actively work with Ofcom in maintaining the various systems such as Intruder alarms and access control systems. The supplier shall provide a manned guarding service at Riverside House and the supplier will proactively contribute to current security thinking to protect the welfare of Ofcom personnel.
Cleaning — The appointed supplier will be responsible for delivering effective and performance monitored cleaning services where identified. Where in some locations the cleaning service is delivered by a third party the appointed supplier will be responsible for a periodic compliance audit.
Waste — The appointed supplier will be responsible for identifying and understanding the waste service activity and to then pro-actively put in place a range of best practise and continuous improvement measures.

II.1.6)Common procurement vocabulary (CPV)

79993000, 50000000, 90910000, 50700000, 50720000, 50532000, 79710000, 50710000, 50800000, 50531000, 50850000, 79993100, 90900000

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:

The contract period will be an initial period of 3 years, with options to extend at Ofcom’s sole discretion for two further periods of 12 months each. The total contract period shall not exceed 5 years.
Estimated value excluding VAT:
Range: between 4 500 000 and 6 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: There are options to extend the contract for 2 further periods of 12 months each.

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: 36 (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 may be required where necessary.

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

Payment terms will be indicated in the tender and contract documents. Tenders are to be priced in sterling. Payments will be made in sterling.

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: no
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 user-name 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 user-name/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 on-screen instructions to complete the PQQ/ ITT — There may be a mixture of on-line and off-line actions for you to perform (there is detailed on-line 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 on-line 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: Please refer to the Pre Qualification Questionnaire (see 111.2.1).

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Please refer to the Pre Qualification Questionnaire (see 111.2.1).
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

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 number of operators: 6
Objective criteria for choosing the limited number of candidates: Please refer to the Pre Qualification Questionnaire (see 111.2.1).

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
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:

OFCOM ITT 32/2014

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


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

12.12.2014 – 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

in days: 180 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders


Tenderers will be required to submit the tender response via the Ofcom Bravo Solutions procurement portal at

Persons authorised to be present at the opening of tenders: no

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 intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
Refer to PQQ (see 111.2.1 above)

Operators that wish to express interest in being invited to tender for the requirement should submit their Expression of Interest and completed pre-qualification questionnaire via the Ofcom Bravo Solutions website at by the closing date of 12.12.2014 at 12:00 hours.

Indicatively Ofcom intends to issue invitation to tender documents to those operators that are selected by 9.2.2015.

Tender responses will be required to be submitted by tenderers via the Ofcom Bravo Solutions website at by 12:00 on 16.3.2015 (provisional).

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

High Court of Justice of England and Wales
The Strand, Westminster
WC2A 2LL London
Telephone: +44 2079476000
Internet address:

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Ofcom will incorporate a standstill period of 10 days between the communication of the award decision to tenderers and entering into a contract with the successful tenderer. Tenderers wishing to obtain further debriefing a minimum of three working days before the end of the standstill period must request it within two working days of the award decision being communicated to them. This should be requested from the contact point indicated in section I.1.
Where issues regarding the award cannot be resolved between Ofcom and the tenderer, the Public Contracts Regulations 2006 allow for appeals to be brought before the High Court of England and Wales. Any such appeal must be brought promptly and in any event within three months.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice: