Soft Facilities Management Services for MOD

Soft Facilities Management Services for MOD

Catering Retail and Leisure services, Cleaning services, Refuse and Waste-related Management services, Pest Control services, Tailoring services, Recreational, Cultural and Sporting services, Reception services, Administration services.

United Kingdom-Andover: Facilities management services

2014/S 147-265128

Contract notice


Directive 2009/81/EC

Section I: Contracting authority/entity

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

Ministry of Defence, DIO
Defence Infrastructure Organisation — Commercial, Ground Floor, Delancey Building, Marlborough Lines, Monxton Road
For the attention of: Ryan Pumfrey
SP11 8HJ Andover

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


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.1.1)Title attributed to the contract by the contracting authority:

Provision of Soft Facilities Management at MoD Lyneham.

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

Service category No 3: Defence services, military defence services and civil defence services
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. Catering services. Cleaning services. Cleaning and sanitation services. Accommodation, building and window cleaning services. Hotel, restaurant and retail trade services. Hotel accommodation services. Hotel meeting and conference services. Administration services. Miscellaneous business-related services. Reception services. Supporting and auxiliary transport services; travel agencies services. Recreational, cultural and sporting services. Laundry management services. Tailoring services. Pest-control services. Refuse and waste related services. Facilities Management (FM) services:
— Catering Retail and Leisure services,
— Cleaning services,
— Refuse and Waste-related Management services,
— Pest Control services,
— Tailoring services,
— Recreational, Cultural and Sporting services,
— Reception services,
— Administration services,
— Stores Management and Administration services,
— Management and Administration of Stores,
— Hotel and Restaurant services,
— Hotel meeting and conference services,
— Travel Agencies services,
— Supporting and Auxiliary Transport services,
— Motor Transport and Driver services,
— Miscellaneous business-related services.
The Contracting Authority is seeking a contractor to deliver these and general support services to MoD Lyneham during its transition to the new Defence College of Technical Training (DCTT).

II.1.6)Common procurement vocabulary (CPV)


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
The tenderer has to indicate any change occurring at the level of subcontractors during the execution of the contract


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 Defence Infrastructure Organisation (DIO) — the Contracting Authority — is seeking a reputable contractor who can effectively and efficiently manage Soft Facilities Management (SFM) services, delivery and costs with a strong customer focus.
The overall requirement will be to provide SFM services to MoD Lyneham during its transition to the DTTC. The services detailed below will be required, though not all services may be required at contract start.
The services in scope include but are not limited to those listed below:
— Cleaning — varied;
— Tailoring;
— Waste (all types);
— Pest control;
— Domestic assistance;
— Hairdressing;
— Site Access Control services;
— Military/civilian mess and non-mess based catering/other short term catering;
— Refreshment services;
— Packed lunches;
— Military mess accommodation/hotel services (including cleaning and bookings);
— Military functions (official, unofficial, private);
— Retail and leisure;
— Reception services;
— Labour/Handyman services;
— Clerical support/establishment administration services;
— Conference and other room management services;
— Reprographics and mail services;
— Travel cell;
— Military admin support including unit pay and manpower allocation offices;
— Motor transport services (excluding vehicles);
— Stores and supply services;
— Leisure and gym related requirements.
Prospective suppliers should note that whilst the advertisement relates to provision of SFM services at MoD Lyneham, it may not be an exclusive arrangement as there may be further contractual arrangements not included in the scope of this requirement. Prospective suppliers should also note that the impact of Defence reform on the sites to be contracted for is currently unknown, but with this and the Strategic Defence and Security Review, the MoD continues to review ways of rationalising and improving efficiency which may involve the relocation of activities to other establishments. A commitment to openness, sustainable development and development/support of small and medium enterprises through the supply chain will be sought by the Contracting Authority.
It is imperative for the contractor to work collaboratively with military/civilian staff and other contractors in the establishment. The contractor may be required to manage military personnel supplied to the contractor as government furnished assets in support of the contractor’s delivery of the service.
The proposed contract will be based on a Statement of Requirement that will adopt an output-based approach (where practicable) with key performance indicators to measure satisfactory performance. It is proposed to award a contract for the period 1.4.2015 — 31.3.2018 (end date is subject to other contractual arrangements) with, at the sole discretion of the Authority, possible earned option periods of durations to be determined. Option take up will be assessed on regular review of the contractor’s achievement of performance and continuous improvement demonstrated in a range of pre-determined criteria. The pricing method will be firm price, with provisions to share the benefits resulting from gain-share and efficiency savings realised whilst the quality of output is improved. The contract will require a degree of flexibility to allow for changes to the scope of the provision. Innovative proposals particularly in relation to waste management, retail and leisure are invited.
Estimated value excluding VAT:
Range: between 10 000 000 and 30 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: An additional 2 option years following the initial 3 year contract will be included and exercisable at the sole discretion of the Contracting Authority.
II.2.3)Information about renewals

II.3)Duration of the contract or time limit for completion

Starting 1.4.2015. Completion 31.3.2018

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:

Conditions relating to payment will be specified in the contract documentation.

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 MoD. The MoD shall require the group to form a legal entity before entering into the contract. The information sought within the DPQQ 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:

Where the services required are currently delivered through existing MoD contracts it is anticipated that Contractor to Contractor TUPE will apply and in some cases this may involve ex-MoD employees. Where the services are currently delivered by the Authority in house, Authority TUPE will also apply, full details will be provided within the tender documentation.
III.1.5)Information about security clearance:
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

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

Criteria regarding the economic and financial standing of economic operators (that may lead to their exclusion)

Information and formalities necessary for evaluating if the requirements are met: Economic and Financial standing will be assessed within the Dynamic Pre-Qualification Questionnaire.

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 sitting 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 5 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 sitting 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;
(i) a statement of the services provider’s or contractor’s average annual number of staff and managerial staff over the previous 3 years;
(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;
(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).
The information above will be sought through the Dynamic 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: no

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 minimum number 3 and maximum number 6
Objective criteria for choosing the limited number of candidates: Potential providers must read through this set of instructions and complete the Dynamic Pre-Qualification Questionnaire in order to express an interest in this requirement. Once the DPQQ period ends no further responses will be accepted.

The information documents for this opportunity are available on

You must register on the site to respond. If you are already registered you do not need re-register, use your existing username and password.
Potential providers must log in, go to response manager and add the following access code 3Y594S99V3. Please ensure you follow any instructions provided to you. The deadline for submitting your response is 12:00 hours, 4.9.2014.

If you experience any difficulties, please refer to the on-line ‘Frequently Ask Questions’ or the User Guides or the MoD DCO helpdesk by

Interested potential providers are required to complete the DPQQ to provide information that allows the Authority to evaluate the supplier’s capability against a selection criteria set out in sections III 2.1) III 2.2) and III 2.3) of this contract notice. The Authority will use the DPQQ response to create a short-list of tenderers who:
1. Are eligible to participate under section III 2.1) of this contract notice;
2. Fulfil any minimum standards under sections III 2.2) and III 2.3) of this contract notice and;
3. Best meets the terms of capacity and capability as set out in sections III 2.2) and III 2.3) of this contract notice.
It is the Authority’s intension to invite the 6 highest scoring potential providers to tender.

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 has been 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

Payable documents: no

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

4.9.2014 – 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


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, and the contract will be awarded on the basis of the most economically advantageous tender. Suppliers interested in working with the Ministry of Defence should register on the MOD Supplier Information Database (SID) Register, available at

The MOD SID is a database of active and potential suppliers available to all MOD and UK Defence procurement personnel, and is the main supplier database of MOD Procurement organisations. Please note: the registration and publication of a company profile on the MOD SID does not mean or imply that the supplier has in any way been vetted or approved by the MOD. Suppliers wishing to compete for advertised MOD contracts must respond to any specific call for competition by submitting a separate expression of interest in accordance with the instructions of the purchasing organisation.

From 2.4.2014 the Government is introducing its new Government Security Classifications Policy (GSC) to replace the current Government Protective Marking Scheme. A key aspect of this is the reduction in the number of security classifications used. All suppliers to the Department are encouraged to make themselves aware of the changes as it may impact on this Requirement. The link below to the web site provides information on the new GSC.

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.

Advertising Regime OJEU: — This contract opportunity is published in the Official Journal of the European Union (OJEU), the MoD Defence Contracts Bulletin and

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

You must register on this site to respond, if you are already registered you will not need to register again, simply use your existing user-name 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: 3Y594S99V3
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 on-line Frequently Asked Questions (FAQ’s) or the User Guides or contact the MOD DCO Helpdesk by emailing or Telephone +44 8452707099.

GO Reference: GO-2014730-DCB-5880217

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice: