CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

1.3

Completed documents must be returned to:

2 Contract Details

2.1

Title

Wales Millennium Centre: Facilities Management Tender

2.2

Description of the goods or services required

Wales Millennium Centre is Wales’s home of the performing arts, situated in the heart of Cardiff Bay. Opened in 2004, it has achieved remarkable success. It has an established reputation as one of Europe’s pre-eminent centres for the performing arts and is an iconic arts and cultural destination. It is one of the UK’s top cultural attractions, Wales’s No.1 visitor attraction and has welcomed over 16.5m visitors since opening. Wales Millennium Centre’s Board and Executive Team are committed to achieving their aim to Inspire Our Nation, Impress the World, Fire the Imagination by creating inspirational and life changing experiences that broaden horizons. Wales Millennium Centre aims to:

• Create innovative work that showcases Wales to the world

• Raise the aspiration of every young person in Wales

• Be accessible to everyone in Wales

• Be celebrated as one of the leading performing arts centres in the world

Wales Millennium Centre is housed in one of the most recognisable and iconic buildings in Wales, designed by Jonathan Adams. With multiple theatres, including the Donald Gordon Theatre which has the second largest stage in Europe, the Weston Studio and the newly refurbished Cabaret space; as well as rehearsal rooms, bars, public spaces, coffee shops and the backstage supporting functions, the site comprises a wide range of spaces suitable for a broad range of activities and events.

Wales Millennium Centre is currently seeking to appoint a Facilities Management organisation to manage the day to day FM aspects of this incredible and complex building.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

Scope of Facilities Management Services at Wales Millennium Centre

The Scope of Service will include both Hard Facilities Management Services (HFM) and Soft Facilities Management Services (SFM). The service is currently outsourced as an Integrated Facilities Management Service. Wales Millennium Centre however wish to look at alternative options to deliver the services under the new contract.

The Contract will therefore either be let as two separate Lots or as a combined Lot:

• Lot 1 – Hard FM Services

• Lot 2 – Soft FM Services

• Lot 3 – Integrated FM Service

The duration of the Contract will be between 3-5 years, pending performance of the new FM Supplier(s) based on the NEC4 Facilities Management Contract.

A detailed scope of services will be included in the Specification document at tender stage as a high-level overview. However, interested Suppliers should assume that the entire facilities management services will include mechanical, electrical and other building and building services maintenance, energy reducing maintenance on a planned, proactive and reactive service, cleaning, window cleaning, housekeeping, waste management, pest control, grounds maintenance etc in the scope of works.

The service will be focussed around the shows and events held either at Wales Millennium Centre or in Cardiff Bay generally and there will be a strong emphasis on compliance and risk, customer satisfaction, exceptional contract delivery and management and helping Wales Millennium Centre to meet its social, environmental and decarbonisation objectives and targets.

The Services to be delivered within the Contract are generally described below:

Lot 1 - Hard Facilities Management Services (HFM):

• Mobilisation of the new Contract

• Prepare, deploy, and administer a Contract Quality System

• Establishment of all FM processes, procedures, and record documents etc.

• General Management Services

• Environmental, Social and De-carbonisation Plans and Management

• Supply Chain Management

• Energy Reducing Maintenance & Management Services

• Value and Innovation Management Services

• Client and Client Management Services

• Health, Fire, Safety and Environmental Management Services

• Development and Delivery of the Annual Maintenance Plan

• Develop, apply, and deploy a suitable Contract Plan and as required by NEC4 system to Manage and Administer the Maintenance Services

• Help Desk Call Logging

• Provision of an FM Technical System to manage and administer maintenance

• Mechanical and Electrical Maintenance

• Building Fabric Maintenance

• Specialist Asset Technical Maintenance

• Statutory Maintenance

• Planned Preventative Maintenance

• Business Focussed Maintenance

• Energy Reducing Maintenance

• Forward Maintenance Register

• Emergency Maintenance

• Reactive Maintenance

• Small projects as directed

• Preparatory and Reactive Maintenance Services to Thorough Examinations and Reports

• Handyperson Services

• Miscellaneous Maintenance

• Provision of consumables and spares

• Waste Management Services (may be delivered via Lot 1 or Lot 2)

Professional Works and Projects Services (Option to provide but not compulsory)

This Service may or may not be delivered through the Contract (Lot 1 or Lot 3)

• Project Design

• Project Tendering Service

• Project Management Services

• Feasibility design and advice

• Specialist surveys and advice

• Provision of Professional Design and Construction resources on a planned or call-off basis

Lot 2 - Soft Facilities Management Services (SFM)

• Mobilisation of the new Contract

• Prepare, deploy, and administer a Contract Quality System

• Establishment of all FM processes, procedures and record documents etc.

• Environmental, Social and De-carbonisation Plans and Management

• General Management Services

• Supply Chain Management

• Value and Innovation Management Services

• Wales Millennium Centre and Wales Millennium Centre Management Services

• Health, Fire, Safety and Environmental Management Services

• Development and Delivery of the Annual Soft Services Plan

• Develop, apply, and deploy a suitable Contract Plan and as required by NEC4 system to Manage and Administer the Soft Services

• Proactive Cleaning Services

• Reactive Cleaning Services

• Periodic Cleaning Services

• Grounds Maintenance

• Provision of equipment consumables and spares

• Waste Management Services (may be delivered via Lot 1 or Lot 2)

Lot 3 – Hard and Soft Facilities Management Services

• Combined Services stated for Lot 1 & Lot 2

3 Conditions for Participation

3.1

Minimum standards and qualification required

The tender process will be in two stages, with organisations needing to pass a Pre-Qualification process before being invited to the main tender process.

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

WMC FM 03/23

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

Welsh

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

Tender Process Activity Date

Sell2Wales Contract Notice Issue Notice 03/04/23

Stage 1 PQQ issued 7/04/23

PQQ Questionnaire back 24/04/23

PQQ assessment 26/04/23

Stage 2 Tender documents issued 2/05/23

Tender and site familiarisation:

Presentations and site visit 9/05/23

10/05/23

Queries deadline 22/05/23

Queries responses 26/05/23

Tender return 12/06/23

Interviews 20 & 21/06/23

Decision 23/06/23

Appointment 03/07/23

TUPE

03/08/23

Mobilisation Three months from 3/08/23

(WA Ref:130313)

The buyer considers that this contract is suitable for consortia bidding.

5.2

Additional Documentation

5.3

Publication date of this notice