Real estate property management Royal Mail

2012/S 66-108355

Contract notice – utilities

Services

Directive 2004/17/EC

Section I: Contracting entity

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

Royal Mail Group Ltd.
1st floor 35-50 Rathbone Place
For the attention of: Chris Nicholass
W1T 1HQ London
UNITED KINGDOM
Telephone: +44 2074414494
E-mail: chris.nicholass@royalmail.com

Internet address(es):

General address of the contracting entity: http://www.royalmailgroup.com

Address of the buyer profile: http://www.royalmailgroup.com/portal/rmg/jump1?

Electronic submission of tenders and requests to participate: https://rmg.frictionless.com/fsguestvendor/vendordesktop/register?ui=ui2

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for 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)Main activity

Postal services

I.3)Contract award on behalf of other contracting entities

The contracting entity is purchasing on behalf of other contracting entities: no

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting entity:

Real estate property management.

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 – wide includind N. Ireland and Scottish Isles.
NUTS code UK

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 years: 6
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT
Range: between 8 000 000,00 and 10 000 000,00 GBP

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

Royal Mail Group Ltd. (RMG) wishes to establish a single contract for the supply of real estate property management services with full UK wide coverage to support delivery of the RMG property strategy including 2082 assets UK wide covering major processing centres, admin. units, delivery offices, parcel depots, vehicle workshops parking and ancillary minor property interests. The estate is split approx. 50:50 freehold & leasehold.
Key requirements will be to provide a full estate management service to include,
— Reactive and proactive property management,
— Business planning/budgets,
— Data management,
— Tenant management,
— Service charge management,
— D2D town planning,
— Lease advisory services.
Strict associated RM finance, data management and administrative processes must be followed.

II.1.6)Common procurement vocabulary (CPV)

70330000, 70332200, 70332000, 70121000, 70220000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no

II.1.8)Information about 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 overall estimated value of the framework over its maximum lifetime is in the region of 8 000 000 GBP to 10 000 000 GBP.
However, actual values may vary and may fall above or below these ranges according to RMG’s business requirements.
Estimated value excluding VAT
Range: between 8 000 000,00 and 10 000 000,00 GBP

II.2.2)Information about options

Options: yes
Description of these options: The framework will be for an initial term of 4 years, with an option to extend for a period(s) of up to a further 2 years (such option being exercisable at RMG’s sole discretion) giving the framework a maximum term of 6 years.

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: 72 (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 or other guarantees may be required in certain circumstances. See contract documents.

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

See contract documents.

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, the Contracting Authority reserves the right to require groupings of entities to take 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: This contract will require staff working unsupervised on any Royal Mail Group sites to have undergone appropriate security vetting. Further details of this will be issued in the tender documents if shortlisted.
The selected contractor(s) will be required to actively participate in the achievement of social and/or environmental objectives. Accordingly contract performance conditions may relate in particular to social, environmental or other corporate social responsibility considerations. Further details of these conditions will be set out in the tender documents.

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: As set out in the pre-qualification questionnaire.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As set out in the pre-qualification questionnaire.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met: As set out in the pre-qualification questionnaire.

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
Some candidates have already been selected (if appropriate under certain types of negotiated procedures): no

IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications or in the invitation to tender or to negotiate

IV.2.2)Information about electronic auction

An electronic auction will be used: yes
Additional information about electronic auction: An e-auction will be used to determine contract awards but Royal Mail reserve the right not to use the e-auction process.

IV.3)Administrative information

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

SP0496

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

IV.3.3)Conditions for obtaining specifications and additional documents

Time limit for receipt of requests for documents or for accessing documents: 25.4.2012 – 14:00
Payable documents: no

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

30.4.2012 – 12:00

IV.3.5)Language(s) in which tenders or requests to participate may be drawn up

English.

IV.3.6)Minimum time frame during which the tenderer must maintain the tender

IV.3.7)Conditions for opening 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:

Section I.1 – The contracting authority is purchasing on behalf of all entities within the Royal Mail Group excluding Post Office Limited. This is one of 2 estate management OJEU notices published by RMG, the full list of disciplines is:
1) Real estate property management and
2) Real estate asset management 7 property development framework. Each OJEU has its own URL link to express your interest.
Expression of interest: please ensure that you submit an expression of interest promptly using the URL link contained in Section I.1 “Electronic submission of tenders and requests to participate (URL)” so that your details can be populated in the Royal Mail Group Electronic Sourcing system (E-Sourcing). Note you must complete all company details as requested.
Following full completion of the expression of interest phase you will be sent information on how to access the PQQ. The PQQ will be managed using the RMG Electronic Sourcing System (Esourcing).
The PQQ is accessed via Esourcing. You will need to receive 2 e-mails in order to participate. Once you have completed your company details via the expression of interest URL you will be provided with your first e-mail (within 48 hours Monday – Friday) which is a log-on to Esourcing, these log-on details shall arrive via RMG@frictionless.com and headed Royal Mail Group RFX (please do not e-mail this site unless instructed to do so). On receipt of your log-on information you will then be sent a second e-mail (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.

The PQQ will close as noted in IV.3.4.
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.
RMG may require suppliers to supplement or clarify the information submitted in the PQQ and may also undertake its own audit of the supplier to verify the information provided.
Tenders and all supporting documentation for the contract must be priced in sterling (unless otherwise specified in the contract documents) and written in English.
Any agreement entered into will be considered a contract made in England according to English law and will be subject to the exclusive jurisdiction of the English Courts.
Royal Mail Group is not liable for any costs incurred by those expressing an interest in tendering for this contract opportunity. Royal Mail Group reserves the right to terminate the procurement process (or part of it), to change the basis of and the procedures for the procurement process at any time, or to procure the contract by alternative means if it appears that the contract can be more advantageously procured by alternative means.
The most economically advantageous or any tender will not automatically be accepted.
All communications must be made through the contact point detailed on the OJEU notice.
All values, dates and times specified in this notice are only provisional, and RMG reserves the right to change these.
RMG reserves the right not to award any part or all of this framework. Responding to this notice, bidding and bid costs are entirely at the risk of applicants and will not be refunded by RMG under any curcumstances. Any interested applicant will require a minimum annual turnover of 5 500 000 GBP.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

See VI.4.2 below

Body responsible for mediation procedures

See VI.4.2 below

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Any appeal under this procurement should be addressed to the contact at I.1 above.

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

See VI.4.2 above

VI.5)Date of dispatch of this notice:30.3.2012