Section one: Contracting authority
one.1) Name and addresses
Department of Finance
303 Airport Road West
BELFAST
BT3 9ED
Contact
SSDAdmin.CPDfinance-ni.gov.uk
ssdadmin.cpd@finance-ni.gov.uk
Country
United Kingdom
NUTS code
UK - United Kingdom
Internet address(es)
Main address
https://etendersni.gov.uk/epps
Buyer's address
https://etendersni.gov.uk/epps
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://etendersni.gov.uk/epps
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://etendersni.gov.uk/epps
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
ID 3704383 - DfC - The Delivery of Facilities Management Services for the Public Record Office of Northern Ireland
two.1.2) Main CPV code
- 79993000 - Building and facilities management services
two.1.3) Type of contract
Services
two.1.4) Short description
The Department for Communities is seeking to establish a Contract with a single Contractor for the delivery of Soft Facilities Management (FM) Services at the Public Record Office of Northern Ireland (PRONI). The FM Services include: security, reception, cleaning, porterage, post and stationery, and other soft facilities management services. The Services include liaison with contractors to schedule planned preventative maintenance and reactive maintenance and also include the PRONI Café services for the public and staff. For further information on the requirements please see the CfT documents.
two.1.5) Estimated total value
Value excluding VAT: £2,100,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 79993100 - Facilities management services
- 79710000 - Security services
- 90919200 - Office cleaning services
- 98340000 - Accommodation and office services
- 98341120 - Portering services
- 98341110 - Housekeeping services
- 98341100 - Accommodation management services
- 98341140 - Caretaker services
- 98341130 - Janitorial services
- 55330000 - Cafeteria services
two.2.3) Place of performance
NUTS codes
- UKN - Northern Ireland
two.2.4) Description of the procurement
The Department for Communities is seeking to establish a Contract with a single Contractor for the delivery of Soft Facilities Management (FM) Services at the Public Record Office of Northern Ireland (PRONI). The FM Services include: security, reception, cleaning, porterage, post and stationery, and other soft facilities management services. The Services include liaison with contractors to schedule planned preventative maintenance and reactive maintenance and also include the PRONI Café services for the public and staff. For further information on the requirements please see the CfT documents.
two.2.5) Award criteria
Quality criterion - Name: As per the tender documents / Weighting: 40
Cost criterion - Name: As per the tender documents / Weighting: 60
two.2.6) Estimated value
Value excluding VAT: £2,100,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
This is a recurring requirement and may be retendered.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
Two optional extension periods of up to 24 months each.
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
21 February 2022
Local time
3:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Tender must be valid until: 22 May 2022
four.2.7) Conditions for opening of tenders
Date
21 February 2022
Local time
3:30pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: 3 years
six.3) Additional information
The successful contractor's performance on the contract will be regularly monitored. Contractors not delivering on contract requirements is a serious matter. It means the public purse is not getting what it is paying for. If a contractor fails to reach satisfactory levels of contract performance they will be given a specified time to improve. If, after the specified time, they still fail to reach satisfactory levels of contract performance the matter will be escalated to senior management in Construction Procurement Delivery Supplies and Services Division for further action. If this occurs and your performance does not improve to satisfactory levels within the specified period, this can be considered grounds for termination of the contract at your expense as provided for in the Conditions of Contract. In lieu of termination, CPD may issue a Notice of Written Warning or a Notice of Unsatisfactory Performance. A supplier in receipt of multiple Notices of Written Warning or a Notice of Unsatisfactory Performance may, in accordance with The Public Contracts Regulations 2015 (as amended) be excluded from future public procurement competitions for a period of up to three years.
six.4) Procedures for review
six.4.1) Review body
Not applicable in the UK
Not applicable in the UK
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
CPD will comply with the Public Contracts Regulations 2015 (as amended) and, where appropriate, will incorporate a standstill period (i.e. a minimum of 10 calendar days) at the point information on the award of contract is communicated to tenderers. That notification will provide full information on the award decision. This provides time for the unsuccessful tenderers to challenge the award decision before the contract is entered into.