Tender for Facilities Management Services – Robert Gordon University

Tender for Facilities Management Services – Robert Gordon University

The service will include hard FM services only.

United Kingdom-Aberdeen: Facilities management services

2019/S 042-095597

Contract notice


Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Robert Gordon University
Central Services Building, Garthdee Road
AB10 7FY
United Kingdom
Contact person: Rod Strachan
Telephone: +44 1224262068
E-mail: procurement@rgu.ac.uk
Fax: +44 1224262660
NUTS code: UKM50
I.2)Information about joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at: www.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: www.publiccontractsscotland.gov.uk

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity


Section II: Object

II.1)Scope of the procurement


Robert Gordon University — Facilities Management Services

Reference number: 001/19/RS

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

Robert Gordon University intend to award a contract to a single service provider for the provision of Facilities Management (FM) services. The service will include hard FM services only, and the initial contract duration will be 4 years with the option to extend for 3 further 1-year periods.

II.1.5)Estimated total value

Value excluding VAT: 10 000 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UKM50
Main site or place of performance:

Robert Gordon University campus.

II.2.4)Description of the procurement:

Robert Gordon University intend to award a contract to a single service provider for the provision of Hard Facilities Management (FM) and related projects.

This contract will build on the success of the current Hard FM contract and the scope includes the following: Planned and Reactive Hard FM services (M&E, HVAC, fabric, water services, gas, lifts) to SFG20/CIBSE/best practise standards, small works projects, and the provision of a Helpdesk and CAFM systems.

The University’s Estate compromises 22 buildings on the Garthdee campus comprising of a mix of academic, administrative and accommodation facilities, a city centre administration building as well as student residencies also located in the city centre. The total GIFA across the estate is circa 100 000 m2.

The Contract shall be awarded using the NEC3 Term Service Contract. The contract currently in use is the NEC3 Term Service Contract June 2005 (with amendments June 2006), with option Z provisions.

The procurement process will seek to maximise the social, economic and environmental benefits that the contract has the potential to deliver. We will be expecting tenderers to demonstrate how they will maximise social value in the delivery of the services.

It is RGU’s view that TUPE 2006 Regulations may apply to this contract.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality / Weighting: 70
Price – Weighting: 30

II.2.6)Estimated value

Value excluding VAT: 10 000 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48
This contract is subject to renewal: yes
Description of renewals:

4 years initial contract period, with the option to extend for 3 further 1-year periods.

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 5
Objective criteria for choosing the limited number of candidates:

Bidders are advised to pay particular attention to Section III.1.1), III.1.2) and III.1.3) and Section VI.3) of this Contract Notice and the links to the relevant sections and parts of the ESPD (Scotland) to understand the requirements of this contract.

ESPD submissions shall be evaluated in the following way:

— questions within Part III (all sections) and Part IV (Sections A, B and D) are minimum standards and will be evaluated on a pass/fail basis,

— questions within Part IV Section C (Technical and Professional Ability) have been allocated an individual weighting.

The individual weightings allocated to each question are as follows:

— Q4C.1.2 — 80 % (Example 1 — 20 %; Example 2 — 20 %; Example 3 — 20 %; Health and Safety — 20 %),

— Q4C.4 — 20 %

Each question will be objectively evaluated using the following criteria:

0 — Unacceptable:

Nil or inadequate response. Fails to demonstrate previous experience/capacity/capability relevant to this criterion.

1 — Poor:

Response has major deficiencies and only minimally addresses the question and is generally poor. The response shows some elements of relevance to the criterion but contains insufficient/limited detail or explanation to demonstrate previous relevant experience/capacity/capability.

2 — Partial:

Response meets partial satisfaction of some aspects of the question but with deficiencies apparent. The response provides some evidence of the Applicant’s potential ability and competency to meet needs but with some questions unanswered. Applicant has demonstrated partial/qualified compliance.

3 — Satisfactory:

Response is relevant and acceptable. The response demonstrates broad previous experience, knowledge and skills/capacity/capability but may lack in some aspects of similarity e.g. previous experience, knowledge or skills may not be of a similar nature.

4 — Good:

Response is relevant and good. The response is sufficiently detailed to demonstrate a good amount of experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients.

5 — Excellent:

Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates an impressive level of experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients.

Bidders will be allocated a score for each question, from which a total score will be awarded. The 5 bidders with the highest score will be shortlisted and invited to tender stage.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Economic operators may be excluded from this competition if they are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

This section refers to ESPD (Scotland) Section IV Question 4A.2:

Bidders must confirm if they hold the particular authorisation or memberships:

— registered with an approved electrical contractor scheme such as NICEIC, ECA or equivalent,

— SEPA registered waste carrier.

III.1.2)Economic and financial standing

List and brief description of selection criteria:

The relevant selection criteria will be included in the ESPD Scotland module.

This section refers to ESPD (Scotland) Section IV Part B:

— Q4B.2.1 Bidders will be required to have a minimum yearly (“specific”) turnover of 20 000 000 GBP for the last 3 years in the business area covered by the contract,

— Q4B.3 Where turnover information is not available for the time period requested, the bidder will be required to state the date which they were set up or started trading,

— Q4B.5.1 It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commence of any subsequently awarded contract, the types and levels of insurance indicated below:

—— employer’s (compulsory) liability insurance = 10 000 000 gbp,

—— public liability insurance = 10 000 000 GBP,

—— professional indemnity insurance = 5 000 000 GBP,

— Q4B.6 The University will use the following ratios to evaluate a bidders financial status:

—— profitability — this is taken as profit after tax but before dividends and minority interests. If a company makes a profit then it is a pass for this ratio,

—— liquidity — this is calculated as current assets less stock and work in progress, divided by current liabilities. If the answer is greater than or equal to 1 then it is a pass for this ratio,

—— gearing — this is calculated as the total external secured borrowing (short term and long term) divided by shareholder funds expressed as a percentage. If the answer is less than or equal to 100 % it is considered a pass for this ratio.

Bidders must provide the name and value of each of the 3 ratios within their response to ESPD Q4B.6.

RGU requires bidders to pass 2 out of the 3 financial ratios above.

Where 2 or 3 of the 3 ratios cannot be met, RGU may take the undernoted into consideration when assessing financial viability and the risk to RGU, providing that the Bidder can supply evidence to substantiate any of the mitigating criteria when requested to do so. The following list is not exhaustive and other criteria may be considered where proposed by a bidder as mitigating factors:

— would the bidder have passed the checks if prior year accounts had been used?,

— were any of the poor appraisal outcomes “marginal”?,

— does the bidder operate in a market which, traditionally, requires lower liquidity or higher debt finance?,

— does the bidder have sufficient reserves to sustain losses for a number of years?,

— does the bidder have a healthy cashflow?,

— is the bidder profitable enough to finance the interest on its debt?,

— is most of the bidder’s debt owed to group companies?,

— is the bidder’s debt due to be repaid over a number of years, and affordable?,

— have the bidder’s results been adversely affected by “one off costs” and/or “one off accounting treatments”?,

— do the bidder’s auditors (where applicable) consider it to be a “going concern”?,

— do Dun and Bradstreet, Equifax or equivalent consider the bidder to be a “going concern”?,

— will the bidder provide a Parent Company Guarantee?,

— is the bidder the single supplier/source of the Goods/Works/Services in the marketplace?.

RGU will request submission of and assess the bidders financial accounts, and may use Dun and Bradstreet, Equifax or equivalent verification systems to validate the information provided.

Bidders will be required to provide 3 years audited accounts or equivalent when requested, prior to the finalisation of the envisaged shortlist of bidders for ITT stage

III.1.3)Technical and professional ability

List and brief description of selection criteria:

The relevant selection criteria will be included in the ESPD Scotland module

This section refers to ESPD (Scotland) Section IV Part C:

— Q4C.1.2 — Bidders will be required to provide 3 examples that demonstrate that they have the relevant experience to deliver the services as described in part II.2.4) of the Contract Notice that have taken place in the last 3 years.

Each example should be based upon a different client and contract (i.e. the 3 examples cannot refer to the same client/contract).

Each example should be limited to 3 sides of A4 — minimum font size 10 Ariel.

Bidders should provide full contact details of the key client contact for each of the examples provided above. RGU may at its own discretion, prior to concluding the selection process, contact any references and/or undertake a site visit to certify the accuracy of the information provided.

Bidders are required to provide details of their Health and Safety performance over the last 3 years, including number of accidents, near misses, cases of ill health and any action that the HSE has taken against you. Please also detail what provisions were put in place as a result of any incidents.

— Q4C.4 — Bidders will be required to demonstrate the relevant supply chain management systems used in similar contracts including but not limited to:

—— approach to the selection of sub-contractors and supply chain partners, including experience of adhering to the clients’ internal procurement procedures,

—— management of sub-contractors/supply chain partners performance in the delivery of the FM service to the client, including use of performance management processes such as KPI’s and addressing any performance issues,

—— dispute resolution processes in relation to both the client and sub-contractors/supply chain partners,

—— prompt payment of sub-contractors and all supply chain partners, in accordance with relevant legislation,

—— approach to encouraging fair working practices throughout the supply chain

Bidders response should be limited to 3 sides of A4 — minimum font size 10 Ariel if the text box on PCS-Tender is not adequate to fully answer the question.

Bidders should provide evidence to support their responses, including details of the client and contract if applicable.

III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession

III.2.2)Contract performance conditions:

The Invitation to Tender (ITT) will contain all the relevant Contract Performance requirements.

III.2.3)Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure


IV.1.1)Type of procedure

Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 27/03/2019
Local time: 17:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 29/04/2019

IV.2.4)Languages in which tenders or requests to participate may be submitted:


IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 12 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published:

Should the maximum number of extensions be exercised, this contract will be due for renewal in 2026.

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

The following information relates to ESPD (Scotland) Section IV Part D (Quality Assurance Schemes and Environmental Management Standards):

— Q4D.1 — (Quality Assurance Schemes) — The bidder shall hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent),

— Q4D.1 — (Health and Safety Procedures) — The bidder shall hold a UKAS (or equivalent), accredited independent third party certificate of compliance in accordance with BS OHSAS 18001 (or equivalent) or have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum,

— Q4D.2 — (Environmental Management Standards) — The Bidder shall hold a UKAS (or equivalent) accredited independent third party certificate of compliance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate.

Freedom of information.

Where any bidder considers any information submitted as part of their ESPD submission commercially confidential, they must notify RGU prior to the ESPD deadline via PCS-T and the UWS will provide a template for completion.

Furthermore, shortlisted bidders at ITT stage will be required to confirm prior to award of any contract that you will be in a position to submit a Freedom of Information appendix. This will be for information only and will not be scored.

— form of tender:

Shortlisted bidders will be required at ITT stage to submit a signed Form of Tender prior to the award of contract,

— supplier code of conduct

Shortlisted bidders will be required at ITT stage to submit a signed supplier code of conduct declaration prior to the award of contract.

Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=573984

The buyer has indicated that it will accept electronic responses to this notice via the postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

A sub-contract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363

Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361

A summary of the expected community benefits has been provided as follows:

Information regarding the specific community benefits which may apply to this contract will be provided at tender stage, however bidders should note the types of community benefits that may apply:

— supported business,

— new entrants,

— indirect new entrants (those employed by subcontractors),

— graduates,

— apprenticeships,

— work placements,

— visits — school/college,

— educational engagement,

— supplier development,

— community events,

— meet the buyers days.

(SC Ref:573984).

Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=573984

VI.4)Procedures for review

VI.4.1)Review body

Robert Gordon University
Central Services Building, Garthdee Road
AB10 7FY
United Kingdom
Telephone: +44 1224262000
Fax: +44 1224262660Internet address: http://www.rgu.ac.uk
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice: