Total Facilities and Property Management London

Total Facilities and Property Management London

Cleaning; Building engineering services; Security; Helpdesk; Building Maintenance; CCTV (manned control room); CCTV maintenance; Courier; Porterage and office moves.

United Kingdom-Kingston upon Thames: Property management services of real estate on a fee or contract basis

2014/S 131-234509

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Royal Borough of Kingston
Guildhall, High Street
For the attention of: Caroline Boorer
KT1 1EU Kingston upon Thames
Telephone: +44 2085475018

Internet address(es):

General address of the contracting authority:

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: yes

Section II: Object of the contract


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

Total Facilities and Property Management.

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: Kingston upon Thames.

NUTS code UKI22

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

Framework agreement with a single operator

Duration of the framework agreement

Duration in years: 4

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 0 and 80 000 000 GBP

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 and framework agreement. As part of its Transformation Agenda, the Royal Borough of Kingston upon Thames (“the Contracting Authority”) is undertaking a Total Facilities and Property Management Project. The Contracting Authority intends to use the competitive dialogue procedure of the Public Contracts Regulations 2006 (as amended) to procure both a public contract (“the Contract”) and a framework agreement (“the Framework Agreement”) (see below). The Contracting Authority intends to procure the Contract for its own benefit and for others to whom it has an obligation to provide certain services. It is anticipated that the Contract will cover a wide range of services and some works elements (“the Services”) including without limitation the following:
— Cleaning;
— Building engineering services;
— Security;
— Helpdesk;
— Building Maintenance;
— CCTV (manned control room);
— CCTV maintenance;
— Courier;
— Porterage and office moves;
— Hospitality;
— Pest Control;
— H&S/Statutory compliance;
— H&S/Statutory training provision;
— Fire safety services;
— Minor Projects;
— Utilities Management;
— Professional services.
This list is not exhaustive and consideration may be given during the procurement process to the inclusion of additional services or options for additional services which will assist in delivering the Services. In addition, the Contracting Authority is keen to make the benefits of the Services delivered under the Contract available to publicly funded schools in the Royal Borough of Kingston (those being local authority maintained schools and Academies established under the Academies Act 2010) and other neighbouring public bodies in the area, namely the London Borough of Wandsworth. The Contracting Authority is also therefore seeking to procure a separate framework agreement (“the Framework Agreement”) for the Services and services substantially similar to the Services. The Contracting Authority will be acting as a central purchasing body through which the following organisations may choose, but shall not be obliged, to procure the Services using the Framework Agreement:
(1) the other local authorities and publicly funded bodies that are identified in his contract notice, namely the London Borough of Wandsworth (“the Participating Bodies”); and
(2) all publicly-funded schools (those being local authority maintained schools and Academies as defined under the Academies Act 2010) within the geographical areas of the Contracting Authority.
Accordingly it is the intention that all these organisations should be able to rely on this procurement to purchase such services without the need for any further procurement process.
Full details of the exact services constituting the Services will appear in the tender documentation, as will details of the mechanisms to be used by the Participating Bodies and other organisations to place orders for the Services (“call-off contracts”) under the Framework Agreement. The duration of an individual call-off contract under the Framework Agreement will not necessarily be limited to four years but will be governed by the precise subject matter of the call-off contract concerned. The form of the call-off contract will be agreed during the current procurement process and set out in the final Framework Agreement, subject to the right to make specific amendments in respect of an individual call-off. No guarantee or warranty is given as to the nature or volume, if any, of the Services or the number of call-offs, if any, under the Framework Agreement. It should also be noted that in addition to any change in the structure or identity of the Contracting Authority and/or the Participating Bodies in the event of re-structuring within local government, this procurement and/or the Contract and any Framework Agreement awarded will pass to successor authorities to the Contracting Authority and the Participating Authorities as relevant and appropriate. It is anticipated that services delivered under the Contract will commence on or around 1 October 2015 It is intended that the Contracting Authority shall also enter into the Framework Agreement on or around this date, although the timing of any call-offs under the Framework Agreement will be a matter to be decided between the relevant Participating Authority and the supplier. The Contracting Authority currently envisages that the Contract and any Framework Agreement would be awarded to the successful supplier in its own right. Nevertheless, the Contracting Authority is currently interested in exploring during competitive dialogue whether there would be advantages in the Contracting Authority (on behalf of itself or together with one or more of the Participating Bodies) procuring a strategic private sector partner with which to form a joint venture company to which the Contract and any Framework Agreement would be awarded. The Contracting Authority therefore reserves the right at its entire discretion as part of the current procurement to procure alongside the delivery of the Contract and Framework Agreement a partner with which to form a joint venture company. The Contracting Authority also reserves the right not to pursue this further. Details will appear in the tender documentation.
The Contracting Authority reserves the right to award:
— only the Contract and not any Framework Agreement;
— the Framework Agreement alone;
— a Contract and/or Framework Agreement covering only part of the Services;
— neither the Contract nor the Framework Agreement.
The Contracting Authority also reserves the right for the Contract and any Framework Agreement to commence on different dates.

II.1.6)Common procurement vocabulary (CPV)


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

The contract is covered by the Government Procurement Agreement (GPA): yes


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 anticipated total value of the main contract is expected to be approximately GBP 50 m – GBP 60 m over the life of the contract. This is based on core services within the contract (as listed under II.1.5) and include spotential capital works (of up to GBP 150 k per project) and project works (of up to GBP 10k per project). The Contracting Authority will make a decision in the competitive dialogue process about whether capital works and / or project works are included in the contract and the approximate values.
The Contracting Authority will also consider whether to procure energy through the contract in the competitive dialogue process. If the Contracting Authority makes the decision to include energy in the contract, it is anticipated that the contract value for energy will potentially range between GBP 0 – GBP 30 m over the life of the contract in addition to the main contract value of approximately GBP 50 – GBP 60 m as outlined above.
The framework agreement (as set out in 11.1.4) is expected to cover a similar set of services as the main contract. However, there is no guarantee that Kingston upon Thames’ schools, or the London Borough of Wandsworth will make any call offs under this framework agreement. The contract value range of the framework is expected to be GBP 0 m – GBP 80 m over the life of the framework. This framework value is not included in the potential total contract value range set out below, which is for the main contract.
Estimated value excluding VAT:
Range: between 50 000 000 and 90 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: It is anticipated that the duration of the Contract shall be for an initial period of 7 years but with the ability for the Contracting Authority to extend by one or more periods up to a maximum of a further 3 years. Full details of this and any other options that economic operators may be invited to take into account in their tender will appear in the tender documentation.
II.2.3)Information about renewals

II.3)Duration of the contract or time limit for completion

Duration in months: 120 (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:

Parent Company Guarantees, deposits, bonds and other forms of appropriate security may be required for the Contract and any Framework Agreement (and/or any call-off contract thereunder). Further details will be included in the tender documentation.

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 Contract and the Framework Agreement to be with a legal entity. It reserves the right to require groupings of contractors to take a particular legal form to require a single contractor to take primary liability. Members of a consortium shall be jointly and severally liable. Legal bodies shall be companies, partnerships or unincorporated ventures.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The successful supplier may be required to participate in the achievement of community well being and positive outcomes for its customers as well as promotion and achievement of social and economic growth and environmental and sustainability policy objectives where this is required by the Contract Authority in the contract documentation. The contract may therefore contain community benefit clauses as allowed in regulation 39 of the Public Contracts Regulations.
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: 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: 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:
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: no

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: 3
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:

IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

IV.3.4)Time limit for receipt of tenders or requests to participate

8.8.2014 – 12:00

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

1. As referred to in section II.1.5, the Contracting Authority is seeking to procure a Framework Agreement in addition to the Contract. The information required by section II.1.4 is as follows: This is a Framework Agreement with a single operator and would be for a term of four years. The estimated value of purchases for the entire duration of the Contract and any Framework Agreement is estimated excluding VAT to be in the range set out in section II.2.1.
2. Although section II.1.2 identifies Service Category 14, the Contract and any Framework Agreement relate to a wide-ranging Contract and it is possible that other Service Categories are also relevant. Economic operators are therefore referred to the CPV Codes listed in section II.1.6 as a more detailed description of the Services. In addition, the Services may contain some minor elements of works.
3. Whilst section II.1.2 identifies the main place of performance as Kingston upon Thames, economic operators should note that the Framework Agreement provides for the provision of the Services across the wider geographical area of the London Borough of Wandsworth (as represented by NUTS Code UKI11 and UKI22.
4. The duration of the Contract stated in section II.3 takes account of the maximum possible extension to the envisaged initial 7 year period.
5. 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 (as amended) will apply to the Contract and potentially any services outsourced under the terms of any Framework Agreement.

6. This tendering exercise is being undertaken through the London Tenders Portal (Pro-contract). Expressions of interest and all tender documents are available from For support with registering on the website or assistance in accessing the tender documentation please contact the helpdesk as set out on the system.

7. Requests for clarification should be sent through All responses will be compiled and made through the same system. The last date for requests for clarification will be 12:00 (midday) on 1.8.2014.

8. Economic operators shall be solely responsible for all costs and expenses they incur in connection with participating in this procurement and under no circumstances will the Contracting Authority, or any of its advisers, be liable for any costs or expenses borne by any economic operator or its associated relevant organisations or any of its or advisers in this process whether the economic operator is successful or otherwise.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

High Court
Royal Courts of Justice, The Strand
WC2A 2LL London

VI.4.2)Lodging of 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 (and/or the Framework Agreement) 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 Contract (and/or Framework Agreement) has not been successfully resolved, the Public Contracts Regulations 2006 (SI 2006 No. 5) (as amended) 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 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 deceleration of effectiveness, order the Contracting Authority to pay a fine, and/or order that the duration of the Contract may 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: