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Extension of Outsourcing of Facilities Management Services.

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

University of Sussex
Procurement Office, Hastings Building, Falmer
For the attention of: Mr S Cole, Head of Procurement
BN1 9RJ Brighton
Telephone: +44 1273678143
Fax: +44 1273877164

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

Electronic access to information:

Electronic submission of tenders and requests to participate:

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority
Body governed by public law
I.3)Main activity
I.4)Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1.1)Title attributed to the contract by the contracting authority:
Extension of Outsourcing of Facilities Management Services.
II.1.2)Type of contract and location of works, place of delivery or of performance
Service category No 14: Building-cleaning services and property management services


II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)
Building and facilities management services. Hard & Soft Facilities Management Services for The University of Sussex campus at Falmer, Brighton.
II.1.6)Common procurement vocabulary (CPV)


II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): yes
This contract is divided into lots: no
II.1.9)Information about variants
Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
In terms of geographical scope, the Services cover all the buildings in the University of Sussex campus at Falmer, together with thirteen properties in Falmer Village and eleven residential buildings in Brighton. In total this currently represents approximately 200 000 gross square meters of buildings floor area, which is expected to grow to circa 240 000 square meters by 2015.
There are a small number of buildings on campus that may be excluded from part of the scope as the University leases these buildings to third parties and is not fully responsible for the provision of all of the services to them.
The University has plans to construct additional residences on site during the likely term of this contract. The type of procurement envisaged is not known at this stage but may include a provider developing and operating the residences. As such it is recognised that new residences and potentially existing residences may have some or all services removed from the scope of this contract during its term. Commercial and legal arrangements will reflect this possibility.
Due to the University’s VAT status and the treatment of VAT in the Higher Education Sector the Service Contract will need to be carefully structured to avoid creating additional VAT liabilities where none currently exist. Thus the University is seeking a partner to investigate appropriate commercial structures.
Services within the scope of this contract include, but are not limited to, the following:
Portering Services.
Security Services.
Cleaning Services.
Laundry Services.
Launderette Services.
Grounds Maintenance.
Waste Disposal and Recycling Management.
Print & Reprographic Services.
PAT Testing.
Mailroom & Postal Services.
Estates Helpdesk.
Transport and Car Parks Management.
Building and Engineering Maintenance Services.
Fire Safety Management & Maintenance.
Management & Maintenance.
Estates Management including Administrative Support and Statistical Reporting.
Commissioning and Project Management of Capital Projects, Long Term Maintenance and Minor Works.
Management of Utilities.
Management of Carbon Reduction, Environmental Agenda and Sustainability.
Workplace Moves and Space Planning.
Risk Assessment Management.
Compliance testing and reporting.
Health and Safety Operations.
Statutory & Public Health Compliance.
It is anticipated that the contract term is likely to be an initial 5-7 years before a break provision, with scope for extension to 10 years. For the purposes of this Notice the contract duration has been entered as 10 years and this may be the subject of dialogue with bidders.
Estimated value excluding VAT:
Range: between 150 000 000 and 250 000 000 GBP
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion
Duration in months: 120 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
The University reserves the right to request deposits, guarantees or other forms of security. Further details will be provided in the tender documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Further details will be provided in the tender documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Requests to participate may be submitted by a single candidate or a grouping of economic operators (consortia). In the event of a successful consortium bid, the University may specify that the consortium takes a particular legal form and/or require that a single consortium member takes primary liability or that each member contracts on the basis of joint and several liability irrespective of the legal form adopted.
III.1.4)Other particular conditions
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
Information and formalities necessary for evaluating if the requirements are met: As stated in the PQQ documents.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: As stated in the PQQ documents.
Minimum level(s) of standards possibly required: As stated in the PQQ documents.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
As stated in the PQQ documents.
Minimum level(s) of standards possibly required:
As stated in the PQQ documents.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
Execution of the service is reserved to a particular profession: no
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure
competitive dialogue
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Envisaged minimum number 3: and maximum number 5
Objective criteria for choosing the limited number of candidates: As stated in the PQQ documents.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated yes
IV.2)Award criteria
IV.2.1)Award criteria
The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction
An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
11.6.2012 - 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening tenders

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information

PQQ documentation may be obtained by registering at the University's tendering web portal at the following website: GO Reference: GO-201259-PRO-3910573.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

High Court Royal Courts of Justice,
The Strand
WC2A 2LL London

Body responsible for mediation procedures

not applicable

VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: The University will enter into this contract following aminimum 10 day calendar day standstill period starting on the day after this notice is published in the OfficialJournal of the European Union.
The Public Contracts Regulations 2006 (SI 2006/5) (as amended) provide for aggrieved parties who have been harmed or who are at risk of harm by a breach of the Regulations to bring proceedings in the High Court. Any such action should generally be brought within 30 days starting with the date on which grounds for starting the proceedings first arose.
VI.4.3)Service from which information about the lodging of appeals may be obtained

High Court Royal Courts of Justice,

VI.5)Date of dispatch of this notice: