Section one: Contracting authority
one.1) Name and addresses
University of Sussex
Sussex House
Brighton
BN1 9RH
Contact
Jo Yule Smith
Country
United Kingdom
Region code
UKJ2 - Surrey, East and West Sussex
National registration number
RC000672
Internet address(es)
Main address
Buyer's address
https://supplierlive.proactisp2p.com/Account/Login
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://supplierlive.proactisp2p.com/Account/Login
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://supplierlive.proactis2p.com/Account/Login
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
US_23081 - Facilities Management Services
Reference number
DN2572
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 University of Sussex invites suppliers to respond to this opportunity for the provision of Facilities Management Services via a Limited Liability Partnership (LLP) for a period of up to 10 years with services expected to commence on 1st July 2025.
Following a procurement process in 2013, the University of Sussex entered into a Joint Venture with a Facilities Management provider, which led to the creation of a Limited Liability Partnership (LLP), called Sussex Estates and Facilities (SEF), for the purpose of delivering Total Facilities Management (TFM) to the University. The University is the majority shareholder with the remaining shares allocated to the FM provider.
The current contract expires on 30 June 2025 and the University is now seeking to re-tender on revised terms, for a Supplier who will:
• Become a Partner in the SEF LLP joint venture, with a minority shareholding
• Provide management services to SEF, as set out in the Corporate Administration and
Management Services Agreement
• Provide administrative services to SEF, including but not limited to Payroll, Procurement, HR
advice and other business functions, as set out in the Corporate Administration and
Management Services Agreement
The University has chosen a hybrid model of delivery for the future of its FM services with ten service lines to be delivered by SEF. Further details are provided below.
two.1.5) Estimated total value
Value excluding VAT: £170,000,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKJ2 - Surrey, East and West Sussex
two.2.4) Description of the procurement
The current Facilities Management (FM) contract is delivered through Sussex Estates and Facilities (SEF), a Joint Venture owned by the University (majority shareholder) and the current partner, Mitie.
Sussex is seeking a Supplier who can ensure that SEF offers an excellent service quality and
value for money. This must be founded on high levels of innovation, the intelligent use of
technology and opportunities to capitalise on the benefits associated with working with an
external Supplier, including the willingness to bring investment on a ‘spend to save’ basis.
The FM Services agreement will be between the University and SEF, however it is the
Supplier's responsibility to manage and lead the SEF team to deliver the required level of
service in a cost effective manner.
Unlike the current contract, the University has chosen a hybrid model of delivery. Service lines to
be included in the new FM Services agreement are outlined below with further details provided in the Descriptive Document contained within the Procurement Pack.
• Facilities Management Services (including Event Management Services)
• Building Fabric, Mechanical & Electrical and Infrastructure Maintenance Services
• Cleaning Services
• Security Services
• Helpdesk Services
• Logistics Services
• Waste Services
• Transport Services
• Print and Reprographics Services
• Grounds Maintenance Services (including Sports Grounds and Pest Control)
The FM Services agreement covers all of the University’s Premises. This is predominantly on
the main campus in Falmer, with a smaller collection of buildings on other sites, in the centre
of Brighton and in Falmer Village itself.
The University has opted to use the Competitive Dialogue procedure to conduct this procurement.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £170,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
84
This contract is subject to renewal
Yes
Description of renewals
An optional extension period of 36 months, taking the total contract term up to 10 years.
(7+3)
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
The total turnover for SEF is currently estimated at c£170,000,000 over the 10 year contract period
Please note that this figure has been used for the purpose of populating the Estimated Value field in this Notice.
The estimated dividend to the Supplier based on the current shareholding of £35% is £800k - £1m per annum
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Competitive dialogue
four.1.4) Information about reduction of the number of solutions or tenders during negotiation or dialogue
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated
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
18 December 2023
Local time
10:00am
four.2.4) Languages in which tenders or requests to participate may be submitted
English
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.4) Procedures for review
six.4.1) Review body
University of Sussex
Sussex House
Brighton
BN1 9RH
Country
United Kingdom