Total Facilities Management Contract London

Total Facilities Management Contract London

London Borough of Richmond upon Thames (the Contracting Authority) is seeking an innovative private sector partner to invest in, develop and provide a range of total facilities management (“TFM”) services and works through a strategic partnering arrangement (the Contract).

United Kingdom-Twickenham: Building and facilities management services

2013/S 214-372657

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

London Borough of Richmond upon Thames
Procurement, Civic Centre, 44 York St.
For the attention of: Bryan Bagwell
TW1 3BZ Twickenham
UNITED KINGDOM
Telephone: +44 2088917194
E-mail: acs-procurement@richmond.gov.uk

Internet address(es):

General address of the contracting authority: www.richmond.gov.uk

Address of the buyer profile: www.londontenders.org

Further information can be obtained from: London Tenders Portal (Website)
Internet address: www.londontenders.org

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: London Tenders Portal (Website)
Internet address: www.londontenders.org

Tenders or requests to participate must be sent to: London Tenders Portal (Website)
Internet address: www.londontenders.org

I.2)Type of the contracting authority

Regional or local authority
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: no

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

Total Facilities Management (services and works) contract.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 14: Building-cleaning services and property management services
Main site or location of works, place of delivery or of performance: London Borough of Richmond upon Thames.
NUTS code UKI2

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)

This OJEU contract notice is giving notice of the procurement of a public contract.
London Borough of Richmond upon Thames (the Contracting Authority) is seeking an innovative private sector partner to invest in, develop and provide a range of total facilities management (“TFM”) services and works through a strategic partnering arrangement (the Contract).
The Contracting Authority currently envisages that at the end of the procurement process and in its absolute discretion where it believes significant benefits could be realised in contracting in this manner, that it may award the Contract to either a single organisation offering the full service or to a consortium with or without a variety of subcontractors or to a prime contractor with a variety of subcontractors as defined in the pre-qualification questionnaire. However, the Contracting Authority is interested in exploring with the suppliers that are invited to participate in competitive dialogue what benefits, if any, would be realised by the Contract Authority procuring as part of this procurement a strategic private sector partner with which to form a joint venture company and to which the Contract would be awarded. The Contracting Authority therefore reserves the right as part of the current procurement to procure alongside the delivery of the Contract a partner with which to form a joint venture company or not to pursue this route further at the Contracting Authority’s discretion.
The Contracting Authority reserves the right to cancel, postpone, suspend or abort this procurement at any stage.
The principal objectives of the Contract will be to:
— Deliver value for money and total facilities management services and property asset management services across the corporate estate of approximately 450 buildings.
— Achieve operational cost savings and reduce overheads with total cost transparency
— Provide improved Management Information from best in class IT systems for the estate
— Increase returns on property portfolio
— Ensure ongoing statutory compliance with an enhanced audit trail and improved accountability for tracking service delivery performance
— Provide a commissioned service to fit with the Contracting Authority’s operating model
— Provide a responsive frontline service in line with industry best practice
— Evidence ongoing workforce training and effective management
— Undertake performance benchmarking for the service
— Increase operational flexibility including robust emergency planning
— Deliver continuous improvement in cost and quality of service against SLAs, KPIs and OPIs and innovation in respect of these services
The Contracting Authority anticipates seeking a single integrated solution covering the following core requirements that are to be included in the Contract for the Contracting Authority:
Hard Facilities Management services including: reactive repairs; maintenance; minor capital works; mechanical and electrical installation, repair and maintenance; re-lamping; installation of fire detection and fighting systems; maintenance of lifts, hoists and conveying systems; security, access and intruder systems; standby power systems maintenance; office and audio-visual equipment maintenance; landscaping work; control of asbestos; water hygiene; statutory inspections; portable appliance testing; Building Management Systems (BMS); Locksmith services; clocks; furniture management; signage.
Soft Facilities Management services including: catering; bar management; food-serving; cleaning and sanitation; accommodation, building and window cleaning; pest control; laundry management; refuse and waste related; reception; security; guard; internal office mail and messenger; portering; postal services related to newspapers and periodicals; reprographic services.
Managed services including: health and safety management; authorised persons and permits to work; risk management; environmental management and issues consultancy; business continuity planning; procurement consultancy.
Helpdesk and Computer Aided Facilities Management (CAFM) including helpdesk and CAFM; room booking and lettings management.
Utilities procurement and management services: covering procurement and management of all utilities requirements for corporate buildings; the provision of energy and water use monitoring and targeting; user and technical education and advice; management of programme of energy and water use and CO2 emissions reduction projects; energy efficiency consultancy.
Management and administration services for TFM including: performance monitoring; key performance indicators; contract management; quality approach; management of sub-contractors; Electronic Property Information Mapping System (ePIMS).
Estates: property management services of real estate including maintenance of the asset register; commercial property management services; management of property transactions, covering property acquisitions, disposals, valuations, rent, rates and lease reviews and renewals; development of non-residential and residential real estate; real estate agency services.
Construction management services: building services; design, building, building fabric, civil engineering, building services and construction consultancy services; and design, project management and construction of the Contracting Authority’s capital works programme.
This list is not exhaustive and consideration may be given both during the procurement process and the contract term to the inclusion of additional services or options for additional services which will assist in delivering the services and principal outputs listed above.
The Contracting Authority intends to make the services delivered under the TFM contract available at all Council owned and/or maintained properties/sites.
It should also be noted that in the event of re-structuring within the Contracting Authority that this procurement and contract awarded will pass to successor bodies to the Contracting Authority.
This is a procurement to which the Public Services (Social Value) Act 2012 applies. As such the Contracting Authority has duly considered how the proposed procurement might improve the economic, social and environmental well-being of the relevant area and how in conducting this procurement it might act to secure that improvement. This requirement has been addressed in the pre-qualification questionnaire where the Applicant is required to provide a copy of a sustainability policy that covers economic, environmental and social elements applicable to this procurement.
It is anticipated that services delivered under the TFM contract will commence from April 2015.
The most economically advantageous or any tender will not automatically be accepted. The Contracting Authority reserves the right to award or not to award the TFM contract.
II.1.6)Common procurement vocabulary (CPV)

79993000, 70330000, 79993100, 70332200, 71315000, 71317210, 50000000, 50300000, 50710000, 50750000, 45343000, 45112700, 98395000, 55500000, 55410000, 55300000, 90900000, 90911000, 90922000, 98311100, 90500000, 79992000, 79710000, 79713000, 64122000, 98341120, 30192700, 64111000, 79520000, 71314300, 70300000, 70123000, 70110000, 70120000, 70111000, 70112000, 70000000, 71314000, 71314200, 71541000, 79415200, 79418000, 90713000, 71315210, 71311000, 71530000, 71315100, 71315200

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

The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)Lots

This contract is divided into lots: no
II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Estimated value excluding VAT:
Range: between 80 000 000 and 110 000 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: It is anticipated that the duration of the TFM contract shall be for an initial period of seven years but with the ability to extend by one or more periods of up to a maximum 3 years.
Provisional timetable for recourse to these options:
in months: 66 (from the award of the contract)
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Starting 1.4.2015. Completion 31.3.2022

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, deposits, bonds or other forms of appropriate security may be required for the TFM contract. Further details will be included in the tender documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

To be developed in competitive dialogue.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

The Contracting Authority will require the TFM contract to be with a legal entity. It reserves the right to require groupings of contractors to take a particular legal form or to require a single contractor to take primary liability. Members of any consortium shall be jointly and severally liable. Legal Bodies shall be companies, partnerships or unincorporated joint ventures.
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

Information and formalities necessary for evaluating if the requirements are met: Information and formalities necessary for evaluating if requirements are met:
As set out in the pre-qualification questionnaire.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Information and formalities necessary for evaluating if requirements are met:
As set out in the pre-qualification questionnaire.
Minimum level(s) of standards possibly required: As set out in the pre-qualification questionnaire.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Information and formalities necessary for evaluating if requirements are met:
As set out in the pre-qualification questionnaire.
Minimum level(s) of standards possibly required:
As set out in the 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: yes

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

competitive dialogue
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged number of operators: 5
Objective criteria for choosing the limited number of candidates: As set out in the pre-qualification questionnaire.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated yes
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 will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

PRN 1314-10004
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2013/S 149-259244 of 2.8.2013

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: 2.12.2013 – 10:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

2.12.2013 – 10:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

28.1.2014
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Persons authorised to be present at the opening of tenders: no

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

1. This procurement exercise is being undertaken through the London Tenders portal (website – https://www.londontenders.org). Suppliers will need to register an interest on the system in order to participate, and registration is free.

2. It is for those invited to participate in dialogue to satisfy themselves of the position, but it is the initial view of the Contracting Authority that the transfer of undertakings (protection of employment) regulations 2006 will apply to the TFM contract for services and works.
3. The pre-qualification questionnaire and initial descriptive document will be sent to all persons expressing an interest via the London Tenders portal (website – https://www.londontenders.org) within the time limit stipulated in section IV.3.3.

4. Requests to participate must be by way of completion and return of the pre-qualification questionnaire via the London Tenders portal (website – https://www.londontenders.org) within the time limit stipulated in section IV.3.4.

5. Documents submitted as part of bidder responses, and only where their inclusion is stipulated on the London Tenders portal for this procurement exercise, can be in Microsoft Word, Excel, or PDF format.
6. Requests for clarification should be sent through the London tenders portal. The Contracting Authority shall reply to requests for clarification that are received by it before 25.11.2013.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

High Court
Royal Courts of Justice Strand
WC2A 2LL London
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Precise information on deadline(s) for lodging appeals: The Contracting
Authority will incorporate a minimum 10 calendar day standstill period at the
point information on the award of the contract is communicated to tenderers.
Applicants who are unsuccessful shall be informed by the Contracting Authority
as soon as possible after the decision has been made as to the reasons why the
applicant was unsuccessful. If an appeal regarding the award of the contract
has not be successfully resolved, the Public Contracts Regulations 2006 (SI
2006 No. 5) provide for aggrieved parties who have been harmed or at risk of
harm by breach of the rules to take legal action. Any such action must be
brought within the applicable limitation time period. Where a contract has not
been entered into, the Court may order the setting aside of the award decision
or order the Contracting Authority to amend any document and may award
damages. If the contract has been entered into the Court may, depending on the
circumstances, award damages, make a declaration of ineffectiveness, order the
Contracting Authority to pay a fine, and/or order that the duration of the
contract be shortened. The purpose of the standstill period referred to above
is to allow the parties to apply to the Courts to set aside the award decision
before the contract is entered into.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:31.10.2013