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The University of Southampton Security Service operates 24 hours a day, every day of the year and is always available to assist students, staff and visitors on any security related issue. The purpose of this contract is for the University to partner ...

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
University of Southampton
University Road
Southampton
SO17 1BJ
United Kingdom
Contact person: Ann Caws
Telephone: +44 2380595000
E-mail:
NUTS code: UKJ32

Internet address(es):

Main address: http://www.southampton.ac.uk

Address of the buyer profile: https://in-tendhost.co.uk/universityofsouthampton

I.2)Joint procurement
I.3)Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at: https://in-tendhost.co.uk/universityofsouthampton
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://in-tendhost.co.uk/universityofsouthampton
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:

16/PROF/10 - Provision of Security Services.

Reference number: 16/PROF/10
II.1.2)Main CPV code
79713000
II.1.3)Type of contract
Services
II.1.4)Short description:

The University of Southampton Security Service operates 24 hours a day, every day of the year and is always available to assist students, staff and visitors on any security related issue. The purpose of this contract is for the University to partner with a Contractor who will be able to supplement the existing internal capability with additional resources or specialist support in order to provide a professionally managed, high quality security and guarding service that complies with all legislation governing the security industry and enforcing the University's security policy.

The contract term is an initial period of 3 years with an option to extend by a further 2 years [3+2 years] subject to satisfactory performance and at the discretion of the University.

II.1.5)Estimated total value
Value excluding VAT: 5 000 000.00 GBP
II.1.6)Information about lots
This contract is divided into lots: no
II.2)Description
II.2.1)Title:
II.2.2)Additional CPV code(s)
79715000
79710000
II.2.3)Place of performance
NUTS code: UKJ32
Main site or place of performance:

University of Southampton - Academic and Residential sites across Southampton, Hampshire and 1 campus in Winchester.

II.2.4)Description of the procurement:

The University's Security Service operates 24 hours 365 day a year available to assist students, staff and visitors on any security related issue. The purpose of this contract is for the University to partner with a Contractor who will be able to supplement the existing internal capability with additional resources or specialist support in order to provide a professionally managed, high quality security and guarding service that complies with all legislation governing the security industry and enforcing the University's security policy.

The University seeks a Contractor who can demonstrate a high level of understanding of the Higher Education sector and the unique requirements thereof. They must be capable of working as part of a joined up team, able to contribute to developing solutions that meet the University's requirements and be committed to collaborating on problem-solving should any issues arise.

The aim of the University's Security Service is to:

Prevent unauthorised access to University premises.

Protect life and limb of all persons on the premises.

Protect University property and all other property on University premises.

Protect confidential and sensitive information.

Maintain a level of security consistent with the academic freedom in an environment of learning.

It will be role of the successful Contractor to support the University in meeting these aims and to commit to a culture of continuous improvement over the term of the contract.

There should be a clear and comprehensive pricing mechanism to help identify cost savings over the term of the contract. Retaining this transparency will be absolutely critical to validating costs and charges (even to the extent of third party costs that are being passed on).

The Service:

The Contractor's duties shall include, but not be limited to:

Internal and external patrolling (day and night), including static guarding and provision of a visual deterrent.

Access control (day and night).

Provide reception and concierge services.

Incident management and emergency response, including but not limited to fire alarms, evacuations and first aid.

Supervise vehicles and parking regulations on premises as required.

Operating security equipment, including CCTV, radios, and alarm systems.

Customer service and responding to requests for assistance.

Incident management, including the management of protest activity.

Escorting and chaperoning VIPs and visitors.

Participation in emergency evacuations and investigate the causes of alarm activations.

Reporting and, where possible preventing, health and safety hazards and providing first aid assistance.

The contract term will comprise of an initial period of 3 years with an option to extend by a further 2 years [3 + 2 years], subject to satisfactory performance.

The procurement process will run in 2 stages:

Stage 1 - Pre-Qualification stage: an overall pass mark of 50 % shall apply to this stage. The intention is to arrive at a shortlist of a maximum of 8 qualified bidders for formal invitation to tender, this will be based on the top 8 scores. In the event of a tiebreak (where 2 or more of top scoring tenderers have the same score), the University will select from amongst those submissions with the highest weighted score.

Stage 2 - Invitation to Tender stage: a minimum score of 50 % shall apply to ITT stage. A maximum of 8 bidders will respond at this stage, with only one company being awarded a contract.

The University envisages that TUPE will apply.

II.2.5)Award criteria
Criteria below
Quality criterion - Name: Control of Contractors Health and Safety Form (CC3) / Weighting: Pass/Fail
Quality criterion - Name: Contract Implementation and Continuing Operational Standards / Weighting: 11 %
Quality criterion - Name: Customer Service Delivery / Weighting: 13 %
Quality criterion - Name: Staff Recruitment / Weighting: 10 %
Quality criterion - Name: Reporting and Statistics / Weighting: 4 %
Quality criterion - Name: Employment Practices and Workforce Matters / Weighting: 4 %
Quality criterion - Name: Presentation / Weighting: 13 %
Quality criterion - Name: Staff Training / Weighting: 5 %
Cost criterion - Name: Annual Service Costs / Weighting: 40 %
II.2.6)Estimated value
Value excluding VAT: 5 000 000.00 GBP
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 60
This contract is subject to renewal: yes
Description of renewals:

This contract is likely to be subject to renewal towards the end of this contract period.

II.2.9)Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 8
Objective criteria for choosing the limited number of candidates:

Pre-qualification evaluation criteria:

Mandatory Requirements (Pass/Fail):

Grounds for mandatory exclusion

Grounds for discretionary exclusion

Economic and Financial Standing

Insurance

Compliance with equality legislation

Environmental Management

Health and Safety

Declaration

Technical and Professional - Relevant Experience - 30 %

Project Specific Question 7A.1 - Pass/Fail

Project Specific Question 7A.2 - Pass/Fail

Project Specific Question 7A.3 - 15 %

Project Specific Question 7A.4 - 12 %

Project Specific Question 7A.5 - 16 %

Project Specific Question 7A.6 - 12 %

Project Specific Question 7A.7 - 15 %.

II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.12)Information about electronic catalogues
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

I.1.6 - This contract is not suitable for splitting into lots. The risk of dividing the requirement into lots would render the execution of the contract excessively technically difficult, not cost effective and would undermine proper execution of the 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:

All companies and personnel must be registered with a professional body. If applicable, the business must be registered with the appropriate trade or professional register(s) in the EU member state where it is established (as set in Annex XI of Directive 2014/24/EU of the European Parliament and of the Council) under the conditions laid down by that member state.

The Security Industry Authority (SIA) is the organisation responsible for regulating the private security industry in the UK and they are responsible for the compulsory licensing of individual personnel.

III.1.2)Economic and financial standing
List and brief description of selection criteria:

The selection criteria is stated in the pre-qualification documentation.

To support the financial assessment, the University will obtain a financial appraisal report from CreditSafe. This report provides the University with an overall Risk Score, which will be used to assess the applicant's financial standing. The University reserves the right to exclude or request provision of further assurances, such as parent company/bank guarantee or performance bods, where bidders financial scoring is classed as ‘Satisfactory-Below Expectations’ (49-30) or ‘Poor’ (29 or below).

Minimum level(s) of standards possibly required:

Organisations are advised that a requirement of this tender is to have in place, or commit to obtain prior to the commencement of the contract, the following minimum insurance levels:

Employers (Compulsory) Liability: 10 000 000 GBP per occurrence,

Public Liability: 10 000 000 GBP per occurrence,

Professional Indemnity: 5 000 000 GBP per occurrence.

All values stated are in GBP.

III.1.3)Technical and professional ability
List and brief description of selection criteria:

The selection criteria is stated in the pre-qualification documentation.

Tenderers attention is drawn to the mandatory requirements of the selection criteria:

- Grounds for mandatory exclusion - Pass/Fail

- Grounds for discretionary exclusion - Pass/Fail

- Economic and Financial Standing - Pass/Fail

- Insurance - Pass/Fail

- Compliance with Equality legislation - Pass/Fail

- Health and Safety - Pass/Fail

- Project Specific Questions

An overall pass mark of 50 % shall apply at Stage 1 Prequalification.

Additionally, tenderers attention is drawn to the mandatory requirements of the award criteria, full information in section II.2.5 of the contract notice and also contained in the draft Invitation to Tender documentation which is made available with the Pre-Qualification documentation. In addition:

General Instructions - ITT File 2 section 3.1

Contract Terms - ITT Files 2 section 1.2.3

Service Specification including Appendix 1 and 2 - ITT File 4

Key Performance Indicators - Appendix 3 - ITT File 4

Legal elements - File 5

Control of Contractors Health and Safety (CC3) Form - Pass/Fail.

III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
Execution of the service is reserved to a particular profession
Reference to the relevant law, regulation or administrative provision:

Private Security Industry Act 2001.

III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description
IV.1.1)Type of procedure
Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction
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.2.1)Previous publication concerning this procedure
IV.2.2)Time limit for receipt of tenders or requests to participate
Date: 20/04/2017
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date: 03/05/2017
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: 4 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: yes
Estimated timing for further notices to be published:

This is likely to be re-procured in 2022.

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:

The University is utilising an electronic tendering tool (InTend: https://intendhost.co.uk/universityofsouthampton) to manage this procurement and to communicate with bidders. All documentation in relation to this tender can be downloaded from the InTend portal.

Bidders are advised that there will be no hard copy documents issued to organisations and all communications with the Univeristy including the PQQ, ITT and ITN response will be conducted via the In-Tend portal. Regular monitoring of the portal is the responsibility of the bidder.

If you are not already registered as a supplier with the University of Southampton, you will need to register in In-Tend in order to access the tender documentation.

Once you have logged in as a supplier: click on ‘Tenders’; locate the relevant project; and click ‘View Details’. Once you are in the project screen, you will be able to register your company against the project and access all documentation by clicking ‘Express Interest’.

Bidders are advised that formal expressions of interest in the project must be by way of completion and return of the relevant documents via the In-Tend portal.

Further instructions for the submission of responses are below:

To submit your return:

1. Log in.

2. Click ‘Tenders’.

3. Locate the relevant project.

4. View details.

5. Click on the tab relating to the relevant project stage (e.g. ‘Invitation to Tender’).

6. Click on the ‘Attach Documents’ button and upload your return.

7. Check all your response documents are uploaded and displayed in the ‘My Tender Return’ panel. The system will only permit your organisation to make 1 return.

8. Click the red ‘Submit Return’ button.

Please note, to preserve the integrity of the tendering procedure, all queries must be made via the correspondence function within the In-Tend portal.

In accordance with Regulation 50, paragraph (2) of the Public Contracts Regulations 2015 and subject to Article 5 and Annex 5, Part D (13) of Directive 2014/24/EU of the European Parliament and of the Council (if applicable), the University intends to publish the value of any resulting contract at the award stage, and reserves the right to do so. By submitting a tender response, bidders are consenting to publication of this information unless otherwise agreed in advance with the University.

Bidders are solely responsible for their costs and expenses incurred in connection with the preparation and submission of responses and participation in this and all future stages of this procurement. Under no circumstances will the University be liable for any costs or expenses borne by bidders or any of their supply chain, partners or advisers in this procurement process. The University is not liable for any costs in the event of the cancellation of this procurement process.

VI.4)Procedures for review
VI.4.1)Review body
University of Southampton
Southampton
United Kingdom
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained
VI.5)Date of dispatch of this notice:
14/03/2017