Contract notice
Section I: Contracting
authority
I.1) Name and addresses
University of South Wales
Procurement Officer, University of South Wales, Finance Dept, Llantwit Road
Pontypridd
CF37 1DL
UK
Contact person: Tina Struebig
Telephone: +44 1443482383
E-mail: procurement@southwales.ac.uk
Fax: +44 1443482384
NUTS: UKL
Internet address(es)
Main address: https://www.southwales.ac.uk
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0315
I.1) Name and addresses
Royal Welsh College of Music and Drama
Castle Grounds, Cathay's Park
Cardiff
CF10 3ER
UK
Telephone: +44 2920391381
E-mail: gareth.tottle@rwcmd.ac.uk
NUTS: UKL22
Internet address(es)
Main address: www.rwcmd.ac.uk
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA1108
I.1) Name and addresses
University of South Wales
Merthyr Tydfil College, University of Glamorgan, Ynysfach
Merthyr Tydfil
CF48 1AR
UK
Telephone: +44 1685726000
E-mail: tina.struebig@southwales.ac.uk
NUTS: UKL15
Internet address(es)
Main address: www.merthyr.ac.uk/
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA1033
I.2) Joint procurement
The contract involves joint procurement
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://www.sell2wales.gov.wales
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://www.sell2wales.gov.wales
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:
https://www.sell2wales.gov.wales
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
Provision of Facilities Management Soft Services to the USW Group
Reference number: 1680
II.1.2) Main CPV code
79993100
Â
II.1.3) Type of contract
Services
II.1.4) Short description
The University of South Wales Group is seeking to appoint a contractor to manage its provision of Facilities Management (FM) soft services across the group. The services within this tender comprise of 4 Lots: Security & Postal Distribution Service, Cleaning, Grounds Maintenance and Waste.
II.1.5) Estimated total value
Value excluding VAT:
9 500 000.00Â
GBP
II.1.6) Information about lots
This contract is divided into lots:
Yes
Tenders may be submitted for maximum 4 lots
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:
Any lots
II.2) Description
Lot No: 1
II.2.1) Title
Security & Postal Distribution
II.2.2) Additional CPV code(s)
79710000
II.2.3) Place of performance
NUTS code:
UKL
Main site or place of performance:
Central Valleys, Cardiff, Newport
II.2.4) Description of the procurement
The Security provision is provided to USW sites and RWCMD. The current provision consists of manned guarding, CCTV control room management, Mobile Patrols, Open and closing of buildings and Keyholding. The Postal Distribution Service is currently provided by our security contractor for the USW contract only. The service includes the supply of two postal vehicles which provide an internal and external postal distribution across the group. The supplier is to procure the vehicles and provide costs
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
2 year extension
II.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 3
Objective criteria for choosing the limited number of candidates:
At PQQ stage an overall minimum quality threshold is set at 60%. Submissions scoring 59% or less are to be dismissed.
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
Yes
Description of options:
Additionally, the USW Group is potentially looking for the contract to run for 7, 8 or 10 years.
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Lot No: 2
II.2.1) Title
Cleaning
II.2.2) Additional CPV code(s)
90910000
II.2.3) Place of performance
NUTS code:
UKL
Main site or place of performance:
Central valleys, Cardiff & Newport
II.2.4) Description of the procurement
The current cleaning provision is provided to all parts of the group under this tender. The Cleaning specification is a mixture of input and output specifications and also includes window cleaning, pest control, washroom services, clinical waste removal and consumable supplies.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
2 year extension
II.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 3
Objective criteria for choosing the limited number of candidates:
At PQQ stage an overall minimum quality threshold is set at 60%. Submissions scoring 59% or less are to be dismissed.
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
Yes
Description of options:
Additionally, the USW Group is potentially looking for the contract to run for 7, 8 or 10 years
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Lot No: 3
II.2.1) Title
Grounds Maintenance
II.2.2) Additional CPV code(s)
77314000
II.2.3) Place of performance
NUTS code:
UKL
Main site or place of performance:
Central Valleys, Cardiff & Newport
II.2.4) Description of the procurement
Grounds maintenance is currently only provided to USW. The service comprises grass cutting and weed spraying.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
2 year extension
II.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 3
Objective criteria for choosing the limited number of candidates:
At PQQ stage an overall minimum quality threshold is set at 60%. Submissions scoring 59% or less are to be dismissed.
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
Yes
Description of options:
Additionally, the USW Group is potentially looking for the contract to run for 7, 8 or 10 years
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Lot No: 4
II.2.1) Title
Waste
II.2.2) Additional CPV code(s)
90500000
II.2.3) Place of performance
NUTS code:
UKL
Main site or place of performance:
Central Valleys, Cardiff & Newport
II.2.4) Description of the procurement
Waste services under this tender will cover USW and RWCMD. Services will consist of General Waste, Recycling, Glass, Food, Confidential, and hazardous waste.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
2 year extension
II.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 3
Objective criteria for choosing the limited number of candidates:
At PQQ stage an overall minimum quality threshold is set at 60%. Submissions scoring 59% or less are to be dismissed.
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
Yes
Description of options:
Additionally, the USW Group is potentially looking for the contract to run for 7, 8 or 10 years
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.2) Economic and financial standing
List and brief description of selection criteria:
Interested parties are initially required to complete and submit a Pre-Qualification Questionnaire (PQQ) Document which is supplied as the first stage of the selection process. The information requested in the PQQ provides information on the technical capability, contractor suitability and experience and the resource and capacity of organisations interested in bidding.
See PQQ requirements document
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
The performance of the Contract will be monitored at monthly intervals during Contract Management Meetings. Key Performance Indicators (KPIs) will be set and agreed between the University of South Wales Group and the Contractor at any pre-contract meetings.
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
Competitive procedure with negotiation
IV.1.5) Information about negotiation
The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations
IV.1.8) Information about 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:
08/03/2021
Local time: 12:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date:
22/03/2021
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 36Â (from the date stated for receipt of tender)
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
Procedure
Please note this is a competitive procedure with negotiation which has two stages. The first stage is a Pre Qualification Questionnaire - PQQ and those who are successfully shortlisted on the criteria set out in the PQQ will be invited to the second stage Invitation to Tender - ITT. The Negotiation stage then takes place after bidders have submitted their tender returns and they have been evaluated in line with the criteria set out in the ITT.
The University of South Wales Group may award the contract on the basis of the initial tenders without negotiation. This we have
indicated, in the contract notice and in the invitation to confirm interest - PQQ, that we reserve the possibility of doing so.
Supplier Engagement Meeting
As part of engaging with prospective contractors, the USW Group is looking to hold Supplier Engagement meetings in order to introduce the Group to you. The dates scheduled are the w/c 22nd February 2021 and shall be by appointment only and conducted using Microsoft Teams.
You are invited to submit any questions you have, in advance of the meetings, via the Sell2Wales Q & A function of this notice. These need to be submitted by midday, Wednesday 10th February 2021. These questions will be answered in your individual meetings and once all meetings are concluded they will be shared via an additional document to this notice for transparency.
Once you have submitted your questions for the Supplier Engagement Meeting we will be in contact to arrange your appointment.
NOTE: please submit your questions for the Supplier Engagement Meetings in one posting to the Q & A function. This will make the
appointment process easier to administer.
Site Visits
Due to the current Covid 19 pandemic and its movement restrictions, site visits will be agreed and arranged in line with the most current Welsh Government guidance. Please e mail procurement@southwales.ac.uk - marked only as Site Visit - with any requests.
Submissions
Your PQQ submission must be uploaded to the Sell2Wales portal Postbox. Your submission must be received by the closing time and
date of midday, Monday 8th March 2021. You should allow adequate time for the loading of your documents so as to ensure receipt as the Postbox will electronically close at the deadline time and no further submissions will be accepted. Tender submissions outside of this method will not be considered.
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=107928.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.sell2wales.gov.wales/sitehelp/help_guides.aspx.
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:
The Group is committed to delivering Community Benefits through its sourcing activity. Community Benefits are a Core requirement of the contract and will be evaluated as part of the quality assessment questions provided in the PQQ. Upon award, the successful Bidder will be expected to work with the Group to maximise the Community Benefits delivered through this contract and to support this we will include a contractual target in the contract for community benefits as per the PQQ requirements.
(WA Ref:107928)
The buyer considers that this contract is suitable for consortia.
VI.4) Procedures for review
VI.4.1) Review body
High Court
Royal Courts of Justice, The Strand
London
WC2A 2LL
UK
Telephone: +44 2079477501
VI.5) Date of dispatch of this notice
03/02/2021