Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Post Office Ltd
Finsbury Dials, 20 Finsbury Street
London
EC2Y 9AQ
UK
Contact person: Stephen Smith
E-mail: stephen.smith@postoffice.co.uk
NUTS: UKI
Internet address(es)
Main address: www.postoffice.co.uk
Address of the buyer profile: www.postoffice.co.uk
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://postoffice.wax-live.com
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://postoffice.wax-live.com
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Other: Postal Services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Property Hard and Soft Facilities Management and Security, Grapevine and Business Support Services
II.1.2) Main CPV code
79993100
II.1.3) Type of contract
Services
II.1.4) Short description
Facilities management and security services for Post Office Limited's portfolio of properties.
Lot 1: Hard Facilities Management Services including HVAC, MEP and Fabric
Lot 2: Soft Facilities Management Services including cleaning and Office Managed Services
Lot 3: Security, Grapevine and Business Support Services.
II.1.5) Estimated total value
Value excluding VAT:
105 500 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
Yes
Tenders may be submitted for all lots
II.2) Description
Lot No: Lot One
II.2.1) Title
Hard Facilities Management Services
II.2.2) Additional CPV code(s)
79993100
45259300
50324200
45330000
39170000
45261900
39174000
79993000
31100000
45210000
45213100
45213110
45213120
45213112
71541000
42923210
45314320
II.2.3) Place of performance
NUTS code:
UK
Main site or place of performance:
Services shall be provided on a nationwide basis — throughout the UK.
II.2.4) Description of the procurement
The Post Office Ltd seeks to enter into a contract for Lot 1 with a single supplier to provide hard facilities management services. The services shall be required at Post Office Ltd portfolio of secure warehouses, admin centres and retail operations.
The hard FM supplier shall work closely with the post offices property team to develop robust, transparent and auditable processes that deliver management information that supports the Post Office?s principles and legal obligations in terms of compliance, cost control and work flow management.
Post Office are likely to continue to franchise branches to independent postmasters, moving services from standalone Post Offices into retailers premises. Should this take place, there will be a likely significant reduction in the level of spend against the contract.
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:
31 000 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 60
This contract is subject to renewal: No
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
Yes
II.2.11) Information about options
Options:
No
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: Lot Two
II.2.1) Title
Soft Facilities Management Services
II.2.2) Additional CPV code(s)
90910000
45112700
90922000
90500000
79992000
55500000
42933000
90911000
79500000
II.2.3) Place of performance
NUTS code:
UK
Main site or place of performance:
Services shall be required Nationwide — Throughout the UK
II.2.4) Description of the procurement
The Post Office Ltd seeks to enter into a contract for Lot 2 with a single supplier to provide soft facilities management services. The services shall be required at Post Office Ltd portfolio of secure warehouses, admin centres and retail operations.
The supplier shall provide to Post Office the following services from the services commencement date:
(i) helpdesk services, including contact handling, routing and recording;
(ii) provision and maintenance of the supplier's Portal;
(iii) cleaning services including consumables;
(iv) window cleaning services;
(v) feminine hygiene services;
(vi) pest control services;
(vii) horticulture services;
(viii) waste services;
(ix) location support services;
(x) vending and refreshment services;
(xi) catering services;
(xii) removal services;
(xiii) advisory services;
(xiv) The Post Office via their internal portal will provide details of the Supplier and their supply chain to Agency branches for them to liaise and directly engage with; and
(xv) Office managed services (OMS)
Post Office shall accept variants in relation to the 3 catering scenarios only and will not accept any other variants to the scope.
Post Office are likely to continue to franchise branches to independent postmasters, moving services from standalone Post Offices into retailers premises. Should this take place, there will be a likely significant reduction in the level of spend against the contract.
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:
16 500 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 60
This contract is subject to renewal: No
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
Yes
II.2.11) Information about options
Options:
No
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: Lot Three
II.2.1) Title
Security, Grapevine and Business Support Services
II.2.2) Additional CPV code(s)
35121700
35121000
31625000
35121300
79713000
50610000
35721000
64212200
79711000
42923210
30130000
II.2.3) Place of performance
NUTS code:
UK
Main site or place of performance:
The service shall be provided on a UK wide basis (England, Wales, Scotland and Northern Ireland).
II.2.4) Description of the procurement
The Post Office Ltd seeks to enter into a contract for Lot 3 with a single supplier to provide security, grapevine and business support services. The services shall be required at Post Office Ltd portfolio of secure warehouses, admin centres and retail operations.
Post Office is a core part of the critical protection of the national infrastructure and as such it is essential that the Post Office network has the appropriate security controls in place to ensure that it is not affected by security issues that could impact the service it provides to its customers, clients and the community.
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:
58 000 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 96
This contract is subject to renewal: Yes
Description of renewals:
The initial contract duration shall be 60 months with optional 36 month extension.
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
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.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:
As detailed in the procurement documents.
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
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Competitive procedure with negotiation
IV.1.4) Information about reduction of the number of solutions or tenders during negotiation or dialogue
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated
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:
21/09/2020
Local time: 17:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date:
19/10/2020
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: 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.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
Suppliers instructions concerning how to express an interest in this tender.
Suppliers who are interested in this requirement will need to register on the Post Office e-sourcing portal and access the following project AA1069 Tender for Property Hard FM, Soft FM and Security, Grapevine and Business Support Services. They will need to complete and submit a selection questionnaire and NDA on the Post Office e-sourcing portal.
To do this please access the portal using this link:
https://postoffice.wax-live.com
This will take you to a log on screen.
Click on the ‘Register Here’ button.
This will take you to a registration form to complete and submit which will result in an email giving log in/activation details.
Please note that the log on/activation email may appear in your Spam folder.
The Instructions can also be found at the following link
http://corporate.postoffice.co.uk/media/46624/web3-user-guide-supplier-log-on-and-register.pdf
If there are issues logging in please email both stephen.smith@postoffice.co.uk and william.porter@postoffice.co.uk for assistance.
Training materials for use of our portal for suppliers is at http://corporate.postoffice.co.uk/media/46623/web3-user-guide-sourcing-supplier-guide.pdf
VI.4) Procedures for review
VI.4.1) Review body
UK High Court
Little George Street
London
SW1P 3BD
UK
VI.4.3) Review procedure
Precise information on deadline(s) for review procedures:
Post Office will provide notification of intention to award which will allow bidders a 10 day period to raise any enquiry ('stand still period').
VI.5) Date of dispatch of this notice
07/08/2020