Soft Facilities Management Services Tender

Soft Facilities Management Services Tender

Department of Finance and Personnel Northern Ireland.

UK-Belfast: facilities management services

2012/S 91-150897

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Department of Finance and Personnel Northern Ireland
Clare House, 303 Airport Road West
For the attention of: Carolyne McArdle
BT3 9ED Belfast

Internet address(es):

General address of the contracting authority:

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

General public services
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Section II: Object of the contract

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

Department of social development- child maintenance and enforcement division soft services facilities management.
Project Ref 8668.
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: The Great Northern Tower (17 Great Victoria Street, Belfast BT2 7AD, UNITED KINGDOM) is 13 levels high (including ground floor) with an approximate floor area of 11 450 sq metres. The building accommodates around 1,000 staff.
The Client also occupies the 8th and 9th floors of Millennium House (25 Great Victoria Street, Belfast BT2 7AQ, UNITED KINGDOM) with an approximate floor area of 2 500 sq metres. Around 300 staff are accommodated on these 2 floors.

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)

Department of social development, child maintenance and enforcement division (CMED), is seeking to establish a Contract for the delivery of Soft Services to the Great Northern Tower (GNT) Building and the 8th and 9th floors of Millennium House (MH). (Hereafter referred to as the “Contract Area”).
The works shall include, but not be limited to, the delivery of the following soft services duties placed by the Client.
Facilities management soft services.
Messengerial and porterage services.
Receptionist and typing services.
Reprographics and stationery store services.
The contract commencement date is the 1.9.2012.
II.1.6)Common procurement vocabulary (CPV)

79993100, 90910000, 79993000, 55520000, 64122000, 90919200, 70332200, 79993100

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

The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.9)Information about variants
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

This contract is a combination of Part A and Part B Services. However as the highest spend area is on Part A Services, the Procurement will be treated as such and falls under Category 14 Building Cleaning and Property management services.
The CPV code is:
79993100-2 Facilities management services
90919200-4 Office cleaning services
70332200-9 Commercial property management services
79993000-1 Building and facilities management services
90910000-9 Cleaning services
Part B Services.
55520000-1 Catering services
The following CPV code has also been included, which is a Part A Services and falls under Category 5 – telecommunication services.
64122000-7 Internal office mail and messenger services
The commencement date for this contract is 1 September 2012 to 31 March 2014. With the option to extend the contract period for a further period of up to 24 months.
II.2.2)Information about options

Options: yes
Description of these options: The contract commencement date is 1.9.2012 to 31.3.2014. There will be an option to extend the contract period annually for a further two years. This option is unlikely to be used for the full period as the Department has plans to review all of its facilities services and have in place a new Province wide Departmental contract for April 2014.
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 19 (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:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Further information will be set out in the instructions to tenderers. Central Procurement Directorate encourages the use of small and medium sized operators throughout the supply chain. Any contract awarded shall be entered into by a single entity.
III.1.4)Other particular conditions
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
III.2.2)Economic and financial ability
III.2.3)Technical capacity

Minimum level(s) of standards possibly required:
Tenderers will be assessed in accordance with Part 4 of the Public Contracts Regulations 2006 (as amended) on the basis of the information provided in response to technical capacity. Specifically, tenderers must hold a valid certificate for ISO.
ISO 9001:2008 or equivalent.
Tenderers must demonstrate that they have the ability to service this contract by providing details of their relevant experience in the last three years. Tenderers must demonstrate their ability to provide the size and scale of services as outlined in the specification.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
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 below

1. Price. Weighting 375

2. Quality. Weighting 125

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:

Project 8668
IV.3.2)Previous publication(s) concerning the same contract

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 21.6.2012 – 15:00
IV.3.4)Time limit for receipt of tenders or requests to participate

21.6.2012 – 15:00
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

Duration in months: 120 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening tenders

Date: 21.6.2012 – 15:10

An electronic tendering system is used and hosted by Bravo Solutions. Documents can only be accessed after the closing date. As such no opening panel is used.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: If options are not taken contract may be published in 13 months. If option are taken then it will be published in 35 months.
VI.2)Information about European Union funds
VI.3)Additional information

Suppliers instructions how to express interest in this tender:
1. Register your company on the eSourcing portal (this is only required once):
Suppliers instructions how to express interest in this tender:
1. Register your company on the eSourcing portal (this is only required once): and click the link to register,

— Accept the terms and conditions and click ‘Continue’,
— Enter your correct business and user details,
— Note the username 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 username/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 onscreen instructions to complete the PQQ/ ITT,
— There may be a mixture of online & offline actions for you to perform (there is detailed online 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 online help, or contact the eTendering help desk.

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: CPD will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into.
The Public Contracts Regulations 2006 (SI 2006 No 5) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (Northern Ireland).
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:10.5.2012