Total Facilities Management Services

Total Facilities Management Services

HPFT and NHS Property Services Ltd (NHSPS) are looking to appoint a single organisation to provide and manage a total package of hard and soft facilities management services (TFM Services) at multiple sites in Hertfordshire, Essex and Norfolk.

UK-Welwyn Garden City: Repair and maintenance services

2013/S 087-148284

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Hertfordshire Supply Management Confederation
HSMC-GATE, Gate House, Fretherne Rd
For the attention of: Svetlana Opacic
AL8 6NS Welwyn Garden City
UNITED KINGDOM
Telephone: +44 1707356159
E-mail: svetlana.opacic@hsmc.nhs.uk

I.2)Type of the contracting authority

Body governed by public law
I.3)Main activity

Health
I.4)Contract award on behalf of other contracting authorities

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

Services
Service category No 1: Maintenance and repair services
NUTS code UKH23

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)

HPFT and NHS Property Services Ltd (NHSPS) are looking to appoint a single organisation to provide and manage a total package of hard and soft facilities management services (TFM Services) at multiple sites in Hertfordshire, Essex and Norfolk. These include sites which are used for both administrative and clinical functions, the latter on a residential and non – residential basis.
A separate contract will be executed by each contracting authority. Each will commence on 1.4.2014, after a 3 month mobilisation period.
Bidders will be required to provide two separate models as part of their Invitation To Tender (ITT) response, as follows:
1. A TFM Services delivery model and comprehensive cost model for HPFT (Lot 1); and
2. A TFM Services delivery model and comprehensive cost model for NHSPS (Lot 2).
Please note that bidders must submit a bid for each Lot.
II.1.6)Common procurement vocabulary (CPV)

50000000, 79993000, 55520000, 90911200, 77314000

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: yes
Tenders may be submitted for all lots
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:

The TFM Services to be provided are the provision and management of a computer – aided facilities management helpdesk and system, building fabric maintenance, mechanical and electrical maintenance, building support services, grounds maintenance, catering, cleaning, laundry, portering, window cleaning, pest control, feminine hygiene, and in the case of HPFT only, waste management (clinical and non-clinical) services.
EN Standard form 02 – Contract notice 5 / 18
The TFM Services will be provided on the sites which, in the case of HPFT, are owned or leased by it, and in the case of NHSPS, which are managed, owned or leased by the local area team for Hertfordshire (NHSPS (Herts))
on behalf of NHSPS.
HPFT currently has 56 sites, with an estimated floor space of 90,000 m², housing approximately 505 patient beds across Hertfordshire, Essex and Norfolk. NHSPS (Herts) currently manages 61 sites, with an estimated floor space of 40,000 m2, housing approximately 120 patient beds across Hertfordshire.
The new service provider must be capable of adapting over the life of the contracts to a changing portfolio of sites where the TFM Services will be delivered, in line with applicable legislation, national and local policies.
Estimated value excluding VAT:
Range: between 38 000 000 and 43 000 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: Each contract will be for an initial period of 5 years with the option for 1 or both Contracting Authorities to extend their contract by 2 further periods of 2 years.
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 60 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: 1: Hertfordshire Partnership NHS Foundation Trust (HPFT)

1)Short description

1) Short description:
Under this collaborative procurement with NHSPS, HPFT wishes to appoint a single contractor to provide a total facilities management service consisting of both hard and soft facilities management services to their mixed multi site and multi stakeholder portfolio.
The contract will commence on 1.4.2014 and will be for an initial period of 5 years with the option for HPFT to extend this contract by 2 further periods of 2 years. Bidders will be required to provide two separate models
as part of their Invitation To Tender (ITT) response, as follows:
1. A TFM Services delivery model and comprehensive cost model for HPFT (Lot 1); and
2. A TFM Services delivery model and comprehensive cost model for NHSPS (Lot 2).
Please note that bidders must submit a bid for each Lot.
2) Common procurement vocabulary (CPV):
Main vocabulary Supplementary vocabulary(if applicable)
Main object 50000000
Additional object(s) 55520000
90911200
77314000
79993000
3) Quantity or scope:
The TFM Services cover the provision and management of a computer – aided facilities management helpdesk
and system, building fabric maintenance, mechanical and electrical maintenance, building support services,
grounds maintenance, catering, cleaning, laundry, portering, window cleaning, pest control, feminine hygiene
and waste management (clinical and non-clinical) services.
(if known, give figures only) Estimated cost excluding VAT: _____ Currency:
or
Range: between : 26 000 000 and: 29 500 000 Currency: GBP
4) Indication about different date for duration of contract or starting/completion: (if applicable)
Duration in months : 60 or in days : _____ (from the award of the contract)
or
Starting: ______ (dd/mm/yyyy)
Completion: ______ (dd/mm/yyyy)
5) Additional information about lots:
2)Common procurement vocabulary (CPV)

50000000, 79993000, 55520000, 90911200, 77314000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: 2: NHS Property Services Ltd – Hertfordshire

1)Short description

1) Short description:
Under this collaborative procurment with HPFT, NHSPS wishes to appoint a single contractor to provide a total facilities management service consisting of both hard and soft faciltities management services to their mixed multi-site and multi stakeholder portfolio. The contract will commence on 1.4.2014 and will be for an initial period of 5 years with the option for NHSPS to extend this contract by 2 further periods of 2 years. Bidders will
be required to provide two separate models as part of their Invitation To Tender (ITT) response, as follows:
1. A TFM Services delivery model and comprehensive cost model for HPFT (Lot 1); and
2. A TFM Services delivery model and comprehensive cost model for NHSPS (Lot 2).
Please note that bidders must submit a bid for each Lot.
2) Common procurement vocabulary (CPV):
Main vocabulary Supplementary vocabulary(if applicable)
Main object 50000000
Additional object(s) 55520000
90911200
77314000
79993000
3) Quantity or scope:
The TFM Services cover the provision and management of a computer – aided facilities management helpdesk and system, building fabric maintenance, mechanical and electrical maintenance, building support services, grounds maintenance, catering, cleaning, laundry, portering, window cleaning, pest control and feminine hygiene services.
(if known, give figures only) Estimated cost excluding VAT: _____ Currency:
or
Range: between : 12 000 000 and: 13 500 000 Currency: GBP
4) Indication about different date for duration of contract or starting/completion: (if applicable)
Duration in months : 60 or in days : _____ (from the award of the contract)
or
Starting: ______ (dd/mm/yyyy)
Completion: ______ (dd/mm/yyyy)
5) Additional information about lots:
_____
2)Common procurement vocabulary (CPV)

50000000, 79993000, 55520000, 90911200, 77314000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

A Parent Company Guarantee and / or other guarantees of performance and financial standing may be required.
Further details will be provided in the ITT.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Tenders are to be priced in Sterling and payment will only be made in Sterling. The main terms and conditions will be provided to all bidders invited to tender.
Further details will be provided in the ITT.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

HPFT and NHSPS will each be looking to enter into an appropriate contract with a single organisation which will be responsible for the delivery of the services.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: These will be set out in the contract documents.
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:
You will need to ensure you register your company details via the suppliers portal on the Due North system www.supplying2nhs.com/. Candidates with an existing account should ensure all details are up to date. Candidates will be required to register their expression of interest via the Due North portal under contract ref: DNWC-95TER8. The registration must be completed by a business that is a legal entity and all documents and data submitted must

relate to this legal entity/host organisation. All interested parties are invited to complete and submit a Pre-Qualification Questionnaire (PQQ) obtainable upon submitting an Expression of Interest. This sets out the information the
contracting authorities wish to see from candidates about their personal situation and professional or trade registration.
The deadline for submitting clarification requests is 12:00 (NOON) 22.5.2013.
Responses to bidder clarification requests will be provided by no later than 12:00 (NOON) on 29.5.2013.

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:
Details are provided in the PQQ.
Minimum level(s) of standards possibly required: Details are provided in the PQQ.
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:
Details are provided in the PQQ.
Minimum level(s) of standards possibly required:
Details are provided in the PQQ.
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

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

Envisaged minimum number 5: and maximum number 7
Objective criteria for choosing the limited number of candidates: Details are provided in the PQQ.
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 will be 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

no
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

6.6.2013 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

1.7.2013
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

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. All dates and time periods specified in this notice are provisional best estimates and the Contracting Authority reserves the right to change these.
2. Applicants are able to access the PQQ documents via the Due North Portal website by downloading, completing then re-attaching it.
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: The Contracting Authorities will incorporate a minimum 10 calendar day standstill period at the point that information on the award of the contract is communicated to the tenderers. This period allows 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 (England, Wales and 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:30.4.2013