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Services - 102840-2020

02/03/2020    S43    Services - Prior information notice without call for competition - Not applicable 

United Kingdom-Coventry: Facilities management services

2020/S 043-102840

Prior information notice

This notice is for prior information only

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Official name: EEM Ltd on behalf of The ExtraCare Charitable Trust
Postal address: 7 Harry Weston Road, Binley Business Park, Binley
Town: Coventry
NUTS code: UK
Postal code: CV3 2SN
Country: United Kingdom
Contact person: Amy Wheatley on behalf of The ExtraCare Charitable Trust
E-mail: amy@eem.org.uk
Telephone: +44 1246395610

Internet address(es):

Main address: http://www.extracare.org.uk

I.2)Information about joint procurement
I.3)Communication
Additional information can be obtained from the abovementioned address
I.4)Type of the contracting authority
Body governed by public law
I.5)Main activity
General public services

Section II: Object

II.1)Scope of the procurement
II.1.1)Title:

Facilities Management

II.1.2)Main CPV code
79993100
II.1.3)Type of contract
Services
II.1.4)Short description:

EEM Ltd on behalf of The ExtraCare Charitable Trust are conducting a restricted 2 stage procurement procedure for the provision of hard and soft facilities management services to ExtraCare's villages and schemes. ExtraCare Charitable Trust are looking to consolidate all of their existing local contracts for repairs, voids, planned works, servicing and compliance into hard and soft facilities contracts commencing 22.2.2021.

Soft services will be split into 4 geographical lots and hard services will be awarded to 1 national provider who will be responsible for the call centre provision.

In addition to the above described works, ExtraCare Charitable Trust are looking to cover major investment works under this contract and the works will be dictated by the stock condition surveys that are currently being undertaken and will be available at a later date. Priority will be given to schemes and villages that are identified as requiring investment works.

II.1.5)Estimated total value
II.1.6)Information about lots
This contract is divided into lots: yes
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:

The ExtraCare Charitable Trust reserves the right to award contracts based on soft and hard services. One national provider will be awarded the hard services contract and soft services will split and awarded as follows:

— East Midlands,

— West Midlands,

— South East,

— South West.

II.2)Description
II.2.1)Title:

Facilities Management Soft Services

Lot No: 1
II.2.2)Additional CPV code(s)
79993100
II.2.3)Place of performance
NUTS code: UK
Main site or place of performance:

All ExtraCare Villages are based in the UK, including the following regions: Midlands, East Midlands, North Midlands, South of England, West of England.

II.2.4)Description of the procurement:

EEM Ltd on behalf of The ExtraCare Charitable Trust are conducting a restricted 2 stage procurement procedure for the provision of hard and soft facilities management services to ExtraCare's villages and schemes. ExtraCare Charitable Trust are looking to consolidate all of their existing local contracts for repairs, voids, planned works, servicing and compliance into hard and soft contracts expected to commence on 22.2.2021.

Lot 1: Soft services will cover: grounds maintenance, window cleaning, building cleaning and pest control services. Lot 1 will be split into 4 geographical lots as follows:

— East Midlands,

— West Midlands,

— South East,

— South West.

Stage 1 of the process will be the release of the standard selection questionnaire with additional assessment questions on experience and capability. The estimated date for release of the stage 1 documents is 6.4.2020.

Stage 2 of the process will be release of the tender documents to a maximum of 10 organisations for each of the 4 geographical locations covered by the soft services lot and up to a maximum of 10 organisations for hard services that have qualified and scored highest on the selection evaluation criteria in stage 1. This stage will include the release of price documents and method statement assessment questions along with site visits. The estimated date of release for stage 2 is 4.6.2020.

This is a prior information notice, to notify interested organisations of a future 2 stage restricted tender opportunity. To register interest in tendering for this opportunity and to receive the stage 1 documents when published please email: amy@eem.org.uk

II.2.14)Additional information

For the avoidance of doubt, ExtraCare Charitable Trust are initially looking to cover 16 locations which will be identified within the tender documents but reserve the right to cover additional locations under the contract at a later date.

II.2)Description
II.2.1)Title:

Facilities Management Hard Services

Lot No: 2
II.2.2)Additional CPV code(s)
79993100
79993000
II.2.3)Place of performance
NUTS code: UK
Main site or place of performance:

All ExtraCare Villages are based in the UK, including the following regions: Midlands East Midlands North Midlands South of England West of England.

II.2.4)Description of the procurement:

EEM Ltd on behalf of The ExtraCare Charitable Trust are conducting a restricted 2 stage procurement procedure for the provision of hard and soft facilities management services to ExtraCare's villages and schemes.

ExtraCare Charitable Trust are looking to consolidate all of their existing local contracts for repairs, voids, planned works, servicing and compliance into hard and soft contracts expected to commence on 22.2.2021.

Lot 2: hard services will be awarded to 1 national provider who will be responsible for offering and managing a call centre facility. Hard services will cover:

— responsive repairs including emergency out of hours. ExtraCare Charitable Trust require a professionally managed service for responsive repairs and maintenance 24 hours per day, 365 days per year, for all works covered by the contract. The Facilities contractor will be expected to work alongside ExtraCare Charitable Trust to develop a bespoke process for accepting and processing responsive repair requests,

— void property works to sales voids, shared ownership and social rented. The facilities contractor will be responsible for bringing properties back to the required standard including new kitchen and bathroom installation where conditions warrant, servicing and minor repairs where required including safety checks,

— major planned works as and when required by ExtraCare will cover full property refurbishments and/or part property refurbishment works such as kitchen and bathroom upgrades and ad-hoc bespoke communal requirements such as outdoor scooter storage.

— servicing works to gas,heating, electrical, fire detection equipment and systems, water hygiene and safety systems. Servicing and planned preventative maintenance works will be generated and managed through the CAFM system and the facilities contractor will be responsible for undertaking the works at agreed frequencies as identified within each villages requirements sheet and asset lists and generated through the CAFM system.

Stage 1 of the process will be the release of the standard selection questionnaire with additional assessment questions on experience and capability. The estimated date for release of the stage 1 documents is 6.4.2020.

Stage 2 of the process will be release of the tender documents to a maximum of 10 organisations for each of the 4 geographical locations covered by the soft services lot and up to a maximum of 10 organisations for hard services that have qualified and scored highest on the selection evaluation criteria in stage 1. This stage will include the release of price documents and method statement assessment questions along with site visits. The estimated date of release for stage 2 is 4.6.2020.

This is a prior information notice, to notify interested organisations of a future 2 stage restricted tender opportunity. To register interest in tendering for this opportunity and to receive the stage 1 documents when published please email: amy@eem.org.uk

II.2.14)Additional information

For the avoidance of doubt, ExtraCare Charitable Trust are initially looking to cover 16 locations which will be identified within the tender documents but reserve the right to cover additional locations under the contract at a later date.

II.3)Estimated date of publication of contract notice:
06/04/2020

Section IV: Procedure

IV.1)Description
IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: no

Section VI: Complementary information

VI.3)Additional information:

The ExtraCare Charitable Trust was established in 1988 and operate retirement villages and smaller housing developments around our Midlands base and further south.

As it currently stands, the ExtraCare locations included within the tender opportunity are:

— Bournville Gardens Village,

— Lovat Fields Village,

— New Oscott Village,

— Earlsdon Park Village,

— Hagley Road Village,

— Hughenden Village,

— Humber Court (Scheme),

— Lark Hill Village,

— Longbridge Village,

— Panel Croft Village,

— Rosewood Court (Scheme),

— Shenley Wood Village,

— Stoke Gifford Village,

— Sunley Court (Scheme),

— Solihull Village — In Construction (2020 Handover),

— Wixams Village — Bedford.

Further information regarding The ExtraCare Charitable Trust can be located here: https://www.extracare.org.uk/

VI.5)Date of dispatch of this notice:
28/02/2020