Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Portsmouth City Council
Civic Offices, Guildhall Square
PORTSMOUTH
PO1 2AL
UK
Contact person: Procurement Service
Telephone: +44 2392688235
E-mail: procurement@portsmouthcc.gov.uk
NUTS: UKJ31
Internet address(es)
Main address: https://www.portsmouth.gov.uk/services/business/procurement/contract-opportunities-with-us/
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://in-tendhost.co.uk/portsmouthcc/aspx/home
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://in-tendhost.co.uk/portsmouthcc/aspx/home
Tenders or requests to participate must be sent to the abovementioned address
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Lakeside - Security Services
II.1.2) Main CPV code
79710000
II.1.3) Type of contract
Services
II.1.4) Short description
Portsmouth City Council ('the council') is inviting tenders from suitably qualified and experienced SIA or equivalent accredited suppliers for the provision of security guarding services at Lakeside North Harbour, Portsmouth.
The council's target date for award of contract is March 26th, 2024, with service commencement following on May 31st, 2024.
The initial contract term will be for 3 years with possibility of extending the term by a further 4 years in increments to be agreed, subject to the agreement and performance of both parties. The form of contract used will be the Council's standard terms for the supply of services.
The estimated annual value of the contract is £375,000 based upon current core requirements. The value of the contract for delivery of core requirements may increase or decrease in the event of changes to specification, changes to frequencies, and removal or addition of requirements from the contract.
The Council cannot provide any guarantees of increases or decreases of the contract; however, any increases will be capped at 20% of the per annum contract value. The upper value of the contract in respect of core requirements could therefore theoretically increase to £450,000 per annum.
The above value estimate does not include for any non-core ad-hoc requirements such as additional support for events, specialist ad-hoc services, etc.
No accurate estimate or guarantee in respect of value for non-core ad-hoc services can be provided, but it could equate to an upper additional value of £10,000 per annum. Therefore, the full upper per annum value of the contract could theoretically equate to £460,000 if additions to score services are taken up and a high volume of non-core ad-hoc services is commissioned via the contract.
The council is ideally seeking to deliver a saving through this procurement process and avoid any cost increases. Therefore, Council reserves the right to set aside any tender that exceeds £375,000 per annum for delivery of the Council's current core requirements.
Tenderers, other than the current incumbent supplier, should also note that tenders will only be accepted where the tenderer can evidence that they have attended a scheduled tour of the site.
The Council will run the procurement process in accordance with the 'Open Procedure' as set out within the Public Contracts Regulations (2015). The procurement timetable is detailed below:
Procurement documents available on In-tend - 23.01.2023
Deadline for booking site visit - 05.02.2023 12:00
Site visits and bidders briefing - 06.02.2023 - 10am and 3pm
07.02.2023 - 10am and 3pm
Deadline for requests for clarification - 15.02.2023 at 23:59
Tender return deadline - 22.02.2023 at 12:00
Notification letters issued - 14.03.2023
Standstill period starts - 15.03.2024
Standstill period ends - 25.03.2024 at 23:59
Contract award - 26.03.2024
The Council will administrate the procurement process using its e-sourcing system In-tend. The In-tend system can be accessed free of charge via the following web link:
https://intendhost.co.uk/portsmouthcc/aspx/home
II.1.5) Estimated total value
Value excluding VAT:
3 220 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
79711000
79713000
79714000
79715000
II.2.3) Place of performance
NUTS code:
UKJ31
Main site or place of performance:
Lakeside North Harbour, Portsmouth, PO6 3EN.
II.2.4) Description of the procurement
Lakeside North Harbour is a premium 130-acre business campus in Portsmouth and recent winner of the South Coast Property Workplace of the year award.
Home to a variety of international and local companies, including Babcock, Wiggle, Lead Forensics, Markerstudy, Virgin Media and Handelsbanken: Lakeside North Harbour, offers a flexible working space with a range of office suites from 1,000 to 70,000 sq ft, in an impressive environment and boasting many amenities delivering unrivalled community and wellbeing in the perfect environment.
Portsmouth City Council is seeking to appoint a security services supplier to provide services at Lakeside North Habour.
The Supplier shall provide a service as required during the operational hours of the site. The Property will be open 365 days a year unless confirmed by the Facilities/Building Manager. The core office occupation hours are 0800 - 1700 Monday - Friday.
Security services at Lakeside North Harbour include, but are not limited to:
- Security Patrols
- Post Room Duties
- Loading Bay Management
- CCTV monitoring
- Key Holding
- Alarm Monitoring
- Lock and Unlock of Gates / Barriers/ Doors
- Entrance Guarding
- Car Park Management
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:
3 220 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
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:
No
II.2.11) Information about options
Options:
Yes
Description of options:
The initial contract term will be for 3 years with possibility of extending the term by a further 4 years in increments to be agreed, subject to the agreement and performance of both parties.
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
Compulsory site tours will be held at Lakeside North Harbour, Portsmouth, PO6 3EN. There will be four site tours in total. Two site tours will take place on Tuesday 30th January at 10am and 3pm. Two site tours will take place on Wednesday 31st January at 10am and 3pm. Each site tour will last approx. 1.5 hours (including bidders briefing).
At the end of each site tour there will be a bidders' briefing, which will also allow tenderers the opportunity to ask any questions they may have. An FAQ document will be issued via clarifications following the completion of all 4 site tours.
Tenderers are required to visit the site prior to tender submission, if a tender is received and there is no evidence that the tenderer has attended the sites, the council reserves the right to put the tender aside.
It should be noted, that there is no requirement for the incumbent supplier, Mitie, to take participate in a site tour although they are still welcome to attend.
Interested suppliers must confirm full names & positions of attendees via InTend Correspondence prior to Monday 29th January 2024 at 12:00. A maximum of 2 attendees are allowed per supplier.
When attending the site tours, tenderers will be required to report to reception at Building 1000, 15 minutes prior to tour commencement and state that are here to see Ian Cox, Estate Manager who will lead the tour around the Lakeside site.
Due to staff rotas the council and Lakeside estate cannot provide any additional dates for visits to site. The council may not be able to accommodate requests for site visits made after Monday 29th January at 12:00.
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:
Tenderers should note that they must hold Approved Contractor Status (ACS) as defined by the SIA Approved Contractor Scheme or equivalent at point of tender submission. If successful, the tenderer should hold Approved Contractor Status for the duration of the contract including for take up of extension options.
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
Open procedure
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:
22/02/2024
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.7) Conditions for opening of tenders
Date:
22/02/2024
Local time: 12:01
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Yes
VI.4) Procedures for review
VI.4.1) Review body
The High Court of Justice
The Strand
London
WC2A 2LL
UK
VI.5) Date of dispatch of this notice
23/01/2024