Total Facilities Management

Total Facilities Management

The contract is for total facilities management including building maintenance, mechanical and electrical maintenance, cleaning, security and a number of other specialist services.

UK-Newcastle: Building and facilities management services

2013/S 056-092550

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

NewcastleGateshead Cultural Venues
United Kingdom
Various – Gateshead, North Tyneside, South Tyneside and surrounding areas
Contact point(s): Spingate Consulting
For the attention of: Andrew Porter
Telephone: +44 7703599782

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

Electronic submission of tenders and requests to participate:

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

Other: The contracting body is a consortium of 10 organisations of which one is subject to public procurement legislation
I.3)Main activity

Recreation, culture and religion
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.1.1)Title attributed to the contract by the contracting authority:

Newcastle Gateshead Cultural Venues
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: Newcastle, Gateshead, Sunderland, North Tyneside and South Tyneside, UK.
NUTS code
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)

Newcastle Gateshead Cultural Venues are planning to procure their facilities management services as a single contract which should both enhance quality and enhance value. Spingate Consulting are supporting them in the re-procurement of this prestigious contract.
The contract is for total facilities management including building maintenance, mechanical and electrical maintenance, cleaning, security and a number of other specialist services.
The contract will potentially cover many of the North East and the UK’s finest buildings including the Baltic, the Centre for Life, DanceCity, Live Theatre, Northern Stage, Seven Stories – The National Centre for Childrens’ Books, The Sage Gateshead, Newcastle Theatre Royal, Tyne and Wear Archives and Museums (including the Discovery Museum) and the Tyneside Cinema. The final scope will be dependant on the financial and service offers received for individual organisations or venues.
NewcastleGateshead Cultural Venues are looking for service providers who can display an understanding of the unique operating environment, the need to relate to the community and provide innovation that can really make a difference to cost, quality or the visitor experience.
II.1.6)Common procurement vocabulary (CPV)

79993000, 79993100, 90910000, 90911200, 90911300, 45259000, 50000000, 79710000, 79713000, 64100000, 45212310

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

The contract is covered by the Government Procurement Agreement (GPA): no

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:

The contract is for total facilities management including building maintenance, mechanical and electrical maintenance, cleaning, security and a number of other specialist services.
The contract may be expanded to include other support services including IT support and Telecomms.
Estimated value excluding VAT:
Range: between 2 500 000 and 3 500 000 GBP
II.2.2)Information about options

Options: no
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 1
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 36 (from the award of the contract)
II.3)Duration of the contract or time limit for completion

Duration in months: 60 (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:

Not required but financial information will be required during pre-qualification.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Financing will be limited to working capital.
There may be potential for funding of project works on a commercial basis with repayment being amortised through the remainder of the contract term.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Contracts will be let with a single entity.
However responses may be from public sector or private sector organisations.
Consortium responses are welcome but one organisation must lead the consortium and they will be contracted with.
Contract form is likely to be GC/Works 10
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Tender list will be determined following a wide ranging and comprehensive pre-qualification questionnaire.
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: This will be determined in pre-qualification but companies will need to be operating in a solvent manner with no liabilities that could cause the organisation to cease to be able to deliver.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Bidders will be required to provide financial statements and may be asked to provide audited accounts.
Minimum level(s) of standards possibly required: The bidder must be able to demonstrate financial stability and capability to deliver the contract for its full term.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
The bidder must be able to demonstrate the capability to deliver in all required service areas (either by self-delivery or formal sub-contracting / partnering arrangements).
Minimum level(s) of standards possibly required:
Experience must be demonstrated and details of referees will be required in the pre-qualification questionnaire. These references may be taken up at any time by the procurement team.
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

Accelerated restricted
Justification for the choice of accelerated procedure: This contract is for a consortium of ten organisations of which only one is subject to the European Public Procurement requirements.
To take advantage of joint procurement benefits this organisation must conform to timescales that are acceptable to all members of the consortium. This necessitates the use of the accelerated restricted procedure.
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 3: and maximum number 6
Objective criteria for choosing the limited number of candidates: A detailed pre-qualification questionnaire with pre-agreed scoring is to be used to shortlist suppliers. This questionnaire will be detailed and cover a range of areas including corporate culture, innovation and staffing as well as technical and financial competence.
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. Service Quality. Weighting 25

2. Financial and Savings. Weighting 25

3. Application of Best Practice. Weighting 15

4. Flexible and Focused Offer. Weighting 15

5. Partnership and regional commitment. Weighting 10

6. Staffing and other factors. Weighting 10

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:

Spingate 2013/101
IV.3.2)Previous publication(s) concerning the same contract

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

2.4.2013 – 17:00
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
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

All expressions of interest in this contract must be through where 6 ‘threshold’ questions must be successfully completed and then a pre-qualification questionnaire will be issued. The opportunity is entitled ‘Newcastle Gateshead Cultural Venues Total Facilities Management’.

The submission date for this pre-qualification questionnaire will be the 84.2013.
Expressions of interest through other sources will not be accepted.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:18.3.2013

Requirement: Total Facilities Management