Security and Concierge Services Birmingham

Security and Concierge Services Birmingham

The Big Lottery Fund requires 24 hours, 7 days a week manned security service in its Birmingham office .

United Kingdom-London: Reception services

2015/S 100-182831

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Big Lottery Fund
1 Plough Place
For the attention of: Jane Vasilyeva
EC4A 1DE London

Internet address(es):

General address of the contracting authority:

Electronic access to information:

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: Grant awarding body

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:

Security and Concierge Services — Birmingham Office; Ref: BIG001-0605.

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: Birmingham.

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 Big Lottery Fund requires 24 hours, 7 days a week manned security service in its Birmingham office which includes:
A. a daytime concierge and security service during the weekdays, Monday to Friday, from 7:00 to 19:00.
B. an evening security guard service during the weekdays, Monday to Friday, from 19:00 to 7:00.
C. a weekend security guard service, Saturday-Sunday, 24 hours, 2 shifts
D. a building patrol reporting system to highlight the times that the security patrols have been carried out during the day and night.
The contract duration will be 2 years with an option to extend for a further 1 year.
Bidders should note TUPE may apply to this contract.

The contract is capped at 340 000 GBP including VAT and all expenses over 3 years. Further information about the Fund’s requirements can be found in the ITT which can be downloaded from:

II.1.6)Common procurement vocabulary (CPV)

79992000, 79993000, 79710000

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 is for a term of 2 years and the Fund shall have the option to extend for up to a further 1 year. The contract is capped at 340 000 GBP including VAT and all expenses over 3 years. Bids in excess of this limit will be excluded. Bidders are required to set out their charges in the Schedule of Charges at Annex 2 of this ITT. The Fund is a Living Wage employer. Staff delivering security services at our offices must therefore be paid the UK Living Wage rate (currently 7,85 GBP per hour) as a minimum. Any annual increase/decrease to the UK Living Wage rate will apply to the Contract on 1 December of each year. The estimated value of the Contract provided above may increase to take into account increases to the UK Living Wage rate.
Estimated value excluding VAT:
Range: between 188 889 and 284 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The Contract is for a term of 2 years and the Fund shall have the option to extend for up to a further 1 year.

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 and other security may be required in respect of some or all of the service provider’s obligations.

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

Payments will be made in accordance with the conditions of contract.

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. Should the successful tenderer be a consortium of organisations, the Contracting Authority reserves the right to require a successful consortium to form a single entity. The Contracting Authority will require the lead partner to be responsible for completing the contract on behalf of the consortium and enter into a contract with the Contracting Authority. Other consortium members will be required to enter into back to back subcontracts with consortium members.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes

Description of particular conditions: As stated in the tender documents which can be downloaded at:

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) Bidders must confirm if the circumstances as set out in Regulation 57 of the Public Contracts Regulations 2015 (as amended) apply.

III.2.2)Economic and financial ability

Minimum level(s) of standards possibly required: (1) Bidders are required to have adequate financial standing to perform the services without putting the Authority at risk. The financial ability of bidders will be assessed before their tender is evaluated as follows: In order for us to carry out this assessment please provide copies of your last 2 year’s audited accounts and annual reports to include:
— Balance Sheet
— Profit and Loss Account and Cost of Sales
EN Standard form 02 – Contract notice 7 / 16
— Full notes to the accounts
— Director’s report/auditor’s report
If you are unable to submit the information requested above because your organisation is below the threshold for which audited accounts are required, please submit the following documents instead:
— Balance Sheet
— Profit and Loss Statement
Failure to achieve this minimum requirement and pass the financial assessment shall result in the bidder being excluded from further participation in the tender competition.
(2) The Bidder’s Total Costs in Table A do not exceed 340 000 GBP (including VAT and expenses). Bidders whose costs exceed this amount will be excluded from further consideration in the tender process.

III.2.3)Technical capacity

Minimum level(s) of standards possibly required:
(1) The Fund requires the provider to have a minimum of 3 years relevant experience successfully delivering similar security and concierge services contracts and supporting references evidencing this.
(2) Bidders must have a formal quality management system in place.
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
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
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

Payable documents: no

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

22.6.2015 – 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: 90 (from the date stated for receipt of 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
VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

The High Court, The Royal Courts of Justice
WC4A 2LL London
Telephone: +44 207946000

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Contracting Authority will incorporate a standstill period of 10 calendar days at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. Further information is set out in the Public Contracts Regulations 2015.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice: