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Services - 207923-2016

18/06/2016    S117

United Kingdom-Egham: Building and facilities management services

2016/S 117-207923

Contract notice

Services

Legal Basis:
Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Official name: Royal Holloway and Bedford New College
Postal address: Egham Hill
Town: Egham
NUTS code: UKJ23 Surrey
Postal code: TW20 0EX
Country: United Kingdom
Contact person: Kim Cooper
E-mail: kim.cooper@rhul.ac.uk
Telephone: +44 1784414181
Internet address(es):
Main address: https://www.rhul.ac.uk/home.aspx
Address of the buyer profile: https://www.rhul.ac.uk/home.aspx
I.3)Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at: https://in-tendhost.co.uk/rhul/aspx/Home
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://in-tendhost.co.uk/rhul/aspx/Home
Tenders or requests to participate must be submitted to the abovementioned address
I.4)Type of the contracting authority
Body governed by public law
I.5)Main activity
Education

Section II: Object

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

Estate Management and FM Services Contract — Rusham Park.

II.1.2)Main CPV code
79993000 Building and facilities management services
II.1.3)Type of contract
Services
II.1.4)Short description:

Royal Holloway and Bedford New College (the ‘University’) is acquiring Rusham Park, a commercial investment property adjacent to its existing estate. In the medium term the property will be leased, initially to the existing owner-occupiers on effective full repairing and insuring terms (subject to the actual lease terms), but where the estate common areas will be managed by the successful bidder, on behalf the University (as landlord).

Most of the common areas are external spaces, including a multi-level car park, but there is some common hot water boiler plant, and a canteen facility for employees of the tenants on site. The value of the services to be provided is envisaged to be approximately 1 200 000 GBP per annum.

A single combined landlord's property and facilities management service is required for this contract.

II.1.5)Estimated total value
Value excluding VAT: 9 600 000.00 GBP
II.1.6)Information about lots
This contract is divided into lots: no
II.2)Description
II.2.2)Additional CPV code(s)
79993100 Facilities management services
50710000 Repair and maintenance services of electrical and mechanical building installations
79420000 Management-related services
79421100 Project-supervision services other than for construction work
79710000 Security services
79992000 Reception services
90911200 Building-cleaning services
90910000 Cleaning services
90900000 Cleaning and sanitation services
90911000 Accommodation, building and window cleaning services
77314000 Grounds maintenance services
79421000 Project-management services other than for construction work
55500000 Canteen and catering services
90500000 Refuse and waste related services
90919200 Office cleaning services
90922000 Pest-control services
60100000 Road transport services
55900000 Retail trade services
II.2.3)Place of performance
NUTS code: UKJ23 Surrey
Main site or place of performance:

Egham, Surrey, UK.

II.2.4)Description of the procurement:

The University is 1 of the UK's leading research-intensive universities, with 21 academic departments and schools spanning the arts and humanities, sciences, social sciences, management, economics and law. The University is acquiring Rusham Park, a commercial investment property adjacent to its existing estate. In the medium term the property will be leased, initially to the existing owner-occupiers on effective full repairing and insuring terms (subject to the actual lease terms), but where the estate common areas will be managed by the successful bidder, on behalf the University, as landlord.

Most of the common areas are external spaces, including a multi-level car park, but there is some common hot water boiler plant, and a canteen facility for tenants' employees on site. The value of the services to be provided is envisaged to be approximately 1 200 000 GBP per annum.

A single combined landlord's property and facilities management service is required for the common areas of the site. The University currently envisages that the contract will be for a period of 3 years, with an option for the University (in its absolute discretion) to extend for a period of 2 years and a further option for the contract to be extended (by mutual agreement of the parties) for a period or periods not exceeding 3 years in total. The maximum total duration of the contract is, therefore, 8 years. The contract will also contain early termination provisions, as set out in the procurement documents.

A single inclusive price will be required. Sub-contracting of some services is envisaged. The services to be provided are as follows:

— Landlord estate management including rent and service charge budgeting and accounting, managing additional pass-through costs, safety risk compliance and tenant management;

— Employment of a site Facility Manager;

— Manned security guarding (24 hours), including reception services during normal working hours;

— Cleaning and janitorial services;

— Landscape maintenance;

— Pest Control;

— Waste management and recycling;

— Planned maintenance to the retained Mechanical and Electrical Plant and equipment;

— Provision of a mini-bus transportation service;

— A catering service — canteen, café and shop in the common area, and hospitality service to the demised buildings.

The successful tenderer may be required to provide other services which the University (as landlord) is required to provide to the tenants of Rusham Park under the terms of the lease.

Expressions of interest are invited from Candidates who should complete the Pre-Qualification Questionnaire and who will need to demonstrate competency and experience in managing similar environments on behalf of investor landlords, and the ability to procure the appropriate supply chain as principal contractor (i.e. as distinct from landlord traditional managing agent) whilst recognising the need to comply with required transparency for service charge accountability. The Facility Management services already exist on site but under a different ownership and management regime.

Qualifying Candidates will be required to tender for all the services specified.

The Rusham Park Site is adjacent to the University's existing estate. The University reserves the right to extend some of the Required Services to include the provision of services at other nearby University sites. Further details are set out in the ITT and draft contract.

The estimated value of the contract set out in sections II.1.5) and II.2.6) of this Contract Notice is the estimated total value of the contract if extended by the further 2 year and 3 year periods.

The duration of the contract in section II.2.7) of this Contract Notice is the full duration if the 3 year contract is extended by the further 2 year and 3 year periods.

Further details of this procurement are set out in the PQQ and ITT on the In-tend website referred to in Section I.3) above.

II.2.5)Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value
Value excluding VAT: 9 600 000.00 GBP
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 96
This contract is subject to renewal: no
II.2.9)Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 5
Objective criteria for choosing the limited number of candidates:

As set out in the PQQ.

II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: yes
Description of options:

The University currently envisages that the contract will be for a period of 3 years with the option for the University (in its absolute discretion) to extend the contract for a 2 year period, and for the contract to be extended (by mutual agreement of the parties) for a further period or periods not exceeding 3 years in total (a maximum overall term of 8 years).

The contract value in sections II.1.5) and II.2.6) is the estimated total value of the contract if it is extended for the further 2 year and 3 year periods.

The duration of the contract in section II.2.7) is the full duration if the 3 year contract is extended by the further 2 year and 3 year periods.

II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

The University reserves the right to award the contract in whole, in part or not at all and to cancel or amend the procurement at any stage. The University does not bind itself to accept any tender and will not be liable under any circumstances for any costs, expenses or losses incurred by any prospective bidder in responding to this Contract Notice or in tendering for this contract.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:

Any conditions are set out in the PQQ.

III.1.2)Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3)Technical and professional ability
Selection criteria as stated in the procurement documents
III.2)Conditions related to the contract
III.2.2)Contract performance conditions:

Set out in the procurement documents.

The University may require any joint venture or consortium, if successful, to form a single legal entity to enter into the contract with the University, or to sign undertakings that each member will be jointly and severally liable. The appointed contractor will be entitled to sub-contract the services but will not be relived of liability under the contract for any sub-contracted services.

III.2.3)Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure

IV.1)Description
IV.1.1)Type of procedure
Restricted procedure
Accelerated procedure
Justification:

The University is acquiring a site at Rusham Park, Surrey and will be required under the terms of a lease to provide estate management and FM services at the site for the tenants. There is insufficient time to carry out a procedure under the normal time-scales before the University is required to supply the services. The University has allowed as much time as possible for candidates to express an interest in this contract and for shortlisted bidders to prepare their tender submissions, and the procurement timetable meets or exceeds the minimum time-scales required under the Public Contracts Regulations 2015 for an accelerated restricted procedure.

IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.2)Time limit for receipt of tenders or requests to participate
Date: 01/07/2016
Local time: 10:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date: 05/07/2016
IV.2.4)Languages in which tenders or requests to participate may be submitted:
English
IV.2.6)Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
VI.3)Additional information:

The University reserves the right to require parent company guarantees, bonds or other forms of security in a form acceptable to the University.

Bidders will be required to provide details of certain staff it proposes to assign to perform the contract in their tender submissions. Details of this requirement are set out in the ITT.

All expressions of interest in response to this Contract Notice must be uploaded onto the following website (the ‘In-tend website’):

https://in-tendhost.co.uk/rhul/aspx/Home

No communication should be made with the University, other than through the In-tend website, unless a candidate has a particular difficulty in accessing the In-tend website.

Further general information about the University can be obtained from the University's website at:

http://www.rhul.ac.uk/home.aspx

VI.4)Procedures for review
VI.4.1)Review body
Official name: Royal Holloway and Bedford New College
Postal address: Egham Hill
Town: Egham
Postal code: TW20 0EX
Country: United Kingdom
E-mail: kim.cooper@rhul.ac.uk
Telephone: +44 1784414181
Internet address: https://www.rhul.ac.uk/home.aspx
VI.4.3)Review procedure
Precise information on deadline(s) for review procedures:

In accordance with the Public Contracts Regulations 2015.

VI.4.4)Service from which information about the review procedure may be obtained
Official name: Royal Holloway and Bedford New College
Postal address: Egham Hill
Town: Egham
Postal code: TW20 0EX
Country: United Kingdom
E-mail: kim.cooper@rhul.ac.uk
Telephone: +44 1784414181
Internet address: http://www.rhul.ac.uk/home.aspx
VI.5)Date of dispatch of this notice:
15/06/2016