Section one: Contracting authority
one.1) Name and addresses
UNIVERSITY OF SOUTHAMPTON
BUILDING 37, HIGHFIELD CAMPUS,UNIVERSITY ROAD
SOUTHAMPTON
SO171BJ
Contact
Michael Goff
Telephone
+44 2380593500
Country
United Kingdom
NUTS code
UKJ36 - Central Hampshire
Internet address(es)
Main address
Buyer's address
https://in-tendhost.co.uk/universityofsouthampton
one.3) Communication
Access to the procurement documents is restricted. Further information can be obtained at
https://in-tendhost.co.uk/universityofsouthampton
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://in-tendhost.co.uk/universityofsouthampton
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Education
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Outsourced Security Services
Reference number
2020UoS-0086
two.1.2) Main CPV code
- 79710000 - Security services
two.1.3) Type of contract
Services
two.1.4) Short description
The University seeks to appoint a sole contractor for the provision of Outsourced Security Services across it's various Campus', Halls of Residences and Libraries. In addition to the guarding duties there is an important concierge or 'soft touch' requirement of the role. The coverage will span Southampton and Winchester.
two.1.5) Estimated total value
Value excluding VAT: £10,500,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 79714000 - Surveillance services
- 79715000 - Patrol services
two.2.3) Place of performance
NUTS codes
- UKJ36 - Central Hampshire
two.2.4) Description of the procurement
The University Security Service is responsible for security at all sites which are owned by or leased by the University. However, the Service also extends to other sites and properties, which may, from time to time, be used by the University in pursuance of its activities. The teams who provide security in halls and the library are responsible for evening and weekend concierge services.
The aim of the University's overall 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 an efficient security structure based on prevention of problems and attacks.
• Maintain a level of security consistent with the academic freedom in an environment of learning.
• To provide a first point of contact for students at reception points in line with the University's customer service expectations.
• To provide an approachable, professional, and above all, customer-focused service at all times.
The total value of this contract is in the range of £9,100,000.00 - £10,500,000.00, this has been calculated using current spend data, the annual value of this procurement is therefore in the range of £1,300,000.00-£1,500,000.00. The initial SQ Pass percentage is set at 60%.
two.2.5) Award criteria
Quality criterion - Name: Contract Implementation / Weighting: 10%
Quality criterion - Name: Continuing Operational Standards / Weighting: 10%
Quality criterion - Name: Customer Service Delivery / Weighting: 20%
Quality criterion - Name: Staff Recruitment and retention / Weighting: 10%
Quality criterion - Name: Presentation / Weighting: 10%
Price - Weighting: 40%
two.2.6) Estimated value
Value excluding VAT: £10,500,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
3 September 2022
End date
2 September 2029
This contract is subject to renewal
Yes
Description of renewals
This contract is subject to renewal upon expiry of the initial term and any possible extensions. Details surrounding the contract term can be found within File 2 of the tender documentation - Selection Stage Scope, Guidance and Instructions (section 2.6).
The formal renewal process surrounding this contract will take place prior to the full contract term ending. At this point, a new service provider will be formally procured to resume contractual performance before the next scheduled iteration of this service requirement continues.
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 5
Objective criteria for choosing the limited number of candidates:
An overall pass mark of 60% shall apply at Selection Stage evaluated against the requirements detailed within this Selection Stage document set. Potential Suppliers who do not achieve an overall score of 60% or higher will not be eligible for progression to formal Invitation to Tender (ITT) stage (Stage 2).
It is the University's intention to arrive at a short list of 5 Potential Suppliers for the ITT stage. The number of Potential Suppliers will be based on the top 5 percentage scores at or above the overall pass mark.
Where less than 5 Potential Suppliers meet or exceed the overall pass mark, only those Potential Suppliers who meet or exceed the overall pass mark will be invited to formal ITT stage.
Criteria will be as follows. Full details are provided in the Selection Stage document set:
Mandatory Requirements: Pass/Fail
1. Is your organisation accredited by the Security Industry Authority (SIA) or equivalent?
2. Due to the nature of the University's sites, it is a requirement of this contract that all operatives working on the University's Academic sites are holders of SIA Door Supervisors Licences and the Halls of Residences are holders of the SIA Security Guard License
Are you able to confirm that your organisation is capable of meeting these requirements? If yes, please provide evidence of this?
Weighted Requirements:
Track Record & Experience - 40%
Concierge & 'Soft Touch' Customer Service Delivery - 30%
Management & Crisis Experience - 30%
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.14) Additional information
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. Due to the nature of the contract and the service requirements involved, all elements of the contract will be managed by a sole service provider.
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
Due to the specific nature of this procurement, it is anticipated that the successful service provider will meet the statutory requirements to operate safely and in-line with the requirements of the service specification and will be suitably affiliated to the relevant trade registers and professional body(s).
three.1.2) Economic and financial standing
List and brief description of selection criteria
To support the financial assessment, the University will obtain a Business Risk Report for all [Potential Suppliers/Tenderers] and every organisation that is being relied on to meet this procurement, using an independent company called Creditsafe.
The University reserves the right to exclude a Tenderer or request provision of further assurances such as parent company/bank guarantee or performance bonds where a Tenderer's Business Risk Score is: "Moderate Risk"; "High Risk"; "Very High Risk"; or "Not Rated", based on the rating provided by Creditsafe
Where a Business Risk Score from our external system is not available, then an alternative method of assessing financial standing will be used. This method is detailed within the Invitation to Tender document set.
Minimum level(s) of standards possibly required
Potential suppliers/Tenderers are advised that a requirement of this procurement 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 million GBP per occurrence.
Public Liability: £10 million GBP per occurrence.
Professional Indemnity Insurance: £5 million GBP per occurrence.
three.1.3) Technical and professional ability
List and brief description of selection criteria
The selection criteria is as stated in the Selection Stage document set
However, potential suppliers' attention is drawn to the MANDATORY requirements of the selection criteria File 2 - Selection Stage Scope, Guidance and Instructions.:
Each of the below requirements are captured within the File 3 - Selection Questionnaire:
Section 2 - Grounds for mandatory exclusion
Section 3 - Grounds for discretionary exclusion
Section 4 - Economic and Financial Standing
Section 6 - Technical and Professional ability (including project specific questions)
Section 7 - Modern Slavery Act 2015: Requirements under Modern Slavery Act 2015
Section 8.1 - Insurance
Additionally, potential suppliers' attention is drawn to the MANDATORY requirements of the award criteria. Full information is provided in the draft Invitation to Tender document set, which is made available at the Selection Stage for information.
Control of Contractors Health & Safety (CC3) Form
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
Due to the technical nature of this procurement, it is anticipated that the successful tenderer will be able to meet the statutory requirements to operate safely within the industry and will be suitably affiliated to the relevant trade registers and professional body(s). Details of the mandatory requirements with regards to contractual performance can be found within the service specification located within File 4 of the Invitation to Tender document set.
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Restricted 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
24 November 2021
Local time
12:00pm
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
7 January 2022
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
Duration in months: 6 (from the date stated for receipt of tender)
Section six. Complementary information
six.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 2029. This contract is subject to renewal upon expiry of the initial term and/or any possible extensions thereafter. Specific details surrounding the contract term can be found within File 2 - Selection Stage Scope, Guidance and Instructions (section 2.6) of the tender documentation.
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
E-Tendering Portal: The University is utilising an electronic tendering tool, In-Tend (https://intendhost.co.uk/ universityofsouthampton) to manage this procurement and to communicate with potential suppliers and/or tenderers (as appropriate).
All documentation in relation to this tender can be downloaded from In-Tend.
Potential suppliers/tenderers are advised that there will be no hard copy documents issued and all communications with the University, including the submission of Selection Stage and/or Invitation to Tender responses will be conducted via In-Tend.
Regular monitoring of the portal is the responsibility of the potential supplier/tenderer.
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 procurement 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 organisation against the project and access all documentation by clicking 'Express Interest'.
Potential suppliers/tenderers are advised that formal expressions of interest in the project must be by way of completion and return of the relevant documents via In-Tend.
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 one return.
8. Click the red 'Submit Return' button.
Please note, to preserve the integrity of the procurement, all communications with the University must be made via the correspondence function within In-Tend.
Publication of Award Details: 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 response, potential suppliers/tenderers are consenting to publication of this information unless otherwise agreed in advance with the University.
Costs and Expenses: Potential suppliers/tenderers 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 potential suppliers/tenderers 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.
six.4) Procedures for review
six.4.1) Review body
University of Southampton
University Road
Southampton
SO17 1BJ
Telephone
+44 2380593500
Country
United Kingdom