Hard and Soft Facilities Management

Tender for Hard and Soft Facilities Management Services in London

UCLH wishes to procure 2 facilities management service providers to deliver hard and soft FM services to the part of the non-PFI Trust estate.

United Kingdom-London: Building and facilities management services

2019/S 125-306019

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

University College London Hospitals NHS Foundation Trust (UCLH)
Floor 4B Maple House, 149 Tottenham Court Road
London
W1T 7NF
United Kingdom
Contact person: Mr Martin Gibson
Telephone: +44 2034477771
E-mail: martin.gibson2@nhs.net
NUTS code: UKI

Internet address(es):Main address: http://www.uclh.nhs.uk

Address of the buyer profile: http://www.uclh.nhs.uk

I.2)Information about joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://procontract.due-north.com/Advert?advertId=e2eb17d3-2697-e911-80f8-005056b64545&fromRfxSummary=True&rfxId=f69c6cd3-a399-e911-80f8-005056b64545

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be submitted electronically via: https://procontract.due-north.com/Advert?advertId=e2eb17d3-2697-e911-80f8-005056b64545&fromRfxSummary=True&rfxId=f69c6cd3-a399-e911-80f8-005056b64545

I.4)Type of the contracting authority

Other type: NHS

I.5)Main activity

Health

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

UCLH-2306 Hard and Soft Facilities Management Services to Non-PFI Sites

Reference number: UCLH-2306 DN408845

II.1.2)Main CPV code

79993000

II.1.3)Type of contract

Services

II.1.4)Short description:

UCLH wishes to procure 2 facilities management service providers to deliver hard and soft FM services to the part of the non-PFI Trust estate — approx. 124 000 m² over 9 main sites, mostly located within the London Borough of Camden and the London Borough of Westminster.

The primary purpose of the procurement exercise is to bring a high quality standard of service to all areas with common practises and methodologies which can be monitored and measured accordingly. The Trust is therefore seeking service providers with strong customer focus who are able to work collaboratively with the Trust, deliver innovative service solutions and positively embrace continuous improvement.

This contract is to be offered in 2 separate lots. Both lots have been divided in to sub-lots.

II.1.5)Estimated total value

Value excluding VAT: 236 475 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes

Tenders may be submitted for all lots

Maximum number of lots that may be awarded to one tenderer: 2

II.2)Description

II.2.1)Title:

Hard Facilities Management Services

Lot No: 1

II.2.2)Additional CPV code(s)

45111290

45211000

45215000

45312000

45315100

45320000

45330000

45340000

45350000

45400000

50000000

65000000

72253000

77314000

79993000

II.2.3)Place of performance

NUTS code: UKI

Main site or place of performance:

The main sites of delivery will be within the Camden and Westminster areas of London.

II.2.4)Description of the procurement:

This lot has been divided into sub-lots.

Lot 1(a): Hard FM core services to all sites and will include, but not limited to:

— CAFM System,

— FM Helpdesk,

— planned and reactive maintenance,

— minor works projects,

— major works projects,

— grounds maintenance.

Estimated value of Lot 1(a) is 47 376 000,00 GBP.

Lot 1(b): Hard FM optional services — Provision of utilities management services pre-priced contract variation, to include, but not limited:

— management of utilities,

— procurement of utilities,

— metering services,

— billing services,

— bureau services.

Estimated value of Lot 1(b) is 37 575 000,00 GBP.

For Lot 1 bidders may choose to bid for Sub-lot 1(a) only or Lot 1(a) and (b) combined.

UCLH will not accept bids for the Sub-lot 1(b) individually and Sub-lot 1(b) will only be let in combination with Sub-lot 1(a). UCLH reserves the right to include any services listed in Lot 1(b) within the overall contract at contract award or take up these additional services as a pre-priced contract variations at a later stage, should it wish to do so.

If a bidder elects to apply for Lot 1(a) and Lot 1(b) Hard FM Services and is shortlisted, the bidder will be required to submit, as part of a compliant tender, a pre-priced, fully developed contract variation (‘Pre-Priced Variation’) for Lot 1(b) Hard FM services — Provision of utilities management services.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 84 951 000.00 GBP

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

Duration in months: 60

This contract is subject to renewal: yes

Description of renewals:

The contract can be extended 2 x 24 months.

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

II.2.10)Information about variants

Variants will be accepted: yes

II.2.11)Information about options

Options: yes

Description of options:

See Lot 1 (b).

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

II.2)Description

II.2.1)Title:

Soft Facilities Management Services

Lot No: 2

II.2.2)Additional CPV code(s)

39518000

39830000

55500000

64122000

72212420

72253000

75200000

79993100

90911000

90914000

90916000

90917000

90918000

90919100

90919200

90922000

98311000

98311100

98341120

II.2.3)Place of performance

NUTS code: UKI

Main site or place of performance:

The main sites of delivery will be within the Camden and Westminster areas of London.

II.2.4)Description of the procurement:

Lot 2(a): Soft FM Core Services to include, but not limited to:

— CAFM System,

— FM Helpdesk,

— cleaning (excluding Westmoreland Street and Queen Square),

— pest control,

— portering (excluding Westmoreland Street and Queen Square),

— mail room services,

— catering,

— Linen and Laundry,

— security (manned guarding) (excluding Westmoreland Street).

Estimated value of Lot 2(a) is 93 870 000,00 GBP.

Lot 2(b): Soft FM Optional Services, pre-priced contract variations:

1) Current in house provision at Westmoreland Street and Queen Square:

— cleaning (*Westmoreland Street and Queen Square),

— portering (*Westmoreland Street and Queen Square),

— security (manned guarding) (*Westmoreland Street only).

2) The Cotton Rooms (Soft services and management only).

3) Cleaning consumables.

Elements of the Portering services at Westmoreland Street and Queen Square include Clean Linen Delivery, Used Linen Collection, Mail Delivery / Collection to Mail Points. These elements have been demarcated within the service matrix.

The cleaning, portering and security services listed in Lot 2(b) are currently provided by in house staff at the locations bracketed in para 6.10*. At this stage it is undecided whether or not UCLH intends to retain these services in house. It is also undecided at this stage whether or not UCLH intends to include Soft FM services to The Cotton Rooms within this contract.

For Lot 2 Bidders must bid for both Sub-lots 2(a) and (b).

UCLH reserves the right to include any services listed in Lot 2(b) within the overall contract at contract award or take up any of these additional services as a pre-priced contract variations at a later stage, should it wish to do so. Therefore UCLH will not accept bids for the Sub-lots 2(a) and 2(b) individually and these sub-lots will not be let separately.

Where shortlisted, bidders will be required to submit, as part of a compliant tender, a pre-priced, fully developed contract variation (‘Pre-Priced Variation’) for each element listed in Lot 2(b) Soft FM Optional Services. The Pre-Priced Variations in Lot 2(b) will not be evaluated for the purpose of the contract award. However, bidders should note that the pre-priced variations may be incorporated into the contract, individually, in part or whole. The contract will also detail the mechanism by which the pre-priced variations can be enacted. Bidders’ submissions for Lot 2(b) may be the subject of discussion in the negotiation meetings with a view to optimising the pre-priced variation proposals.

Estimated value of Lot 2(b) is 57 654 000,00 GBP.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 151 524 000.00 GBP

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

Duration in months: 60

This contract is subject to renewal: yes

Description of renewals:

The contract can be extended 2 x 24 months.

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

II.2.10)Information about variants

Variants will be accepted: yes

II.2.11)Information about options

Options: yes

Description of options:

See Lot 2(b).

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

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

III.1.2)Economic and financial standing

III.1.3)Technical and professional ability

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:

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

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Competitive procedure with negotiation

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.1.5)Information about negotiation

The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations

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: 29/07/2019

Local time: 12:00

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

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

English

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

IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

VI.3)Additional information:

This procurement and the subsequent contract is being offered in 2 separate lots. Both lots have been further divided into Sub-lots.

Within the e-Tendering portal you are required to identify which lot(s) you are expressing an interest for.

Without clearly identifying which lot(s) you intend to bid for, UCLH cannot consider your SQ as complete and will not consider your SQ or expression of interest any further.

Lot 1: Hard FM Services.

Lot 1(a): Hard FM core services to all sites and will include, but not limited to.

Lot 1(b): Hard FM optional services — Provision of utilities management services pre-priced contract variation, to include, but not limited.

For Lot 1 bidders may choose to bid for Sub-lot 1(a) only or Lot 1(a) and (b) combined.

Lot 2 — Soft FM Services.

Lot 2(a): Soft FM Core Services to include, but not limited to.

Lot 2(b): Soft FM Optional Services, pre-priced contract variations.

Elements of the Portering services at Westmoreland Street and Queen Square include Clean Linen Delivery, Used Linen Collection, Mail Delivery/Collection to Mail Points. These elements have been demarcated within the Service Matrix.

For Lot 2 bidders must bid for both Sub-lots, 2(a) and (b).

Where shortlisted, bidders will be required to submit, as part of a compliant tender, a pre-priced, fully developed contract variation (‘Pre-Priced Variation’) for each element listed in Lot 2(b) Soft FM Optional Services. The pre-priced variations in Lot 2(b) will not be evaluated for the purpose of the contract award. However, bidders should note that the pre-priced variations may be incorporated into the contract, individually, in part or whole. The contract will also detail the mechanism by which the pre-priced variations can be enacted. Bidders’ submissions for Lot 2(b) may be the subject of discussion in the negotiation meetings with a view to optimising the pre-priced variation proposals.

Further information about the lots:

Lots 1(a) and 2(a) are considered to be the core element of the tender requirements. The commercial submissions for the core elements will be used to evaluate tender submissions for the purpose of contract award.

Sub-lots 1(b) and 2(b) will not be used for evaluation of the tender submissions and will not form part of the evaluation criteria.

The pre-priced contract variations are pursuant to Regulation 72(1)(a) of the PCR.

VI.4)Procedures for review

VI.4.1)Review body

University College London Hospitals NHS Foundation Trust (UCLH)
London
NW1 2PG
United Kingdom

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:

28/06/2019