Comprehensive Total Facilities Management of the University of Southampton Primary Data Centre

{
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    "id": "ocds-h6vhtk-02aac9-2022-02-10T12:52:00Z",
    "date": "2022-02-10T12:52:00Z",
    "ocid": "ocds-h6vhtk-02aac9",
    "initiationType": "tender",
    "tender": {
        "id": "2020UoS-0169",
        "legalBasis": {
            "id": "32014L0024",
            "scheme": "CELEX"
        },
        "title": "Comprehensive Total Facilities Management of the University of Southampton Primary Data Centre",
        "classification": {
            "scheme": "CPV",
            "id": "72514100",
            "description": "Facilities management services involving computer operation"
        },
        "mainProcurementCategory": "services",
        "description": "The University of Southampton was previously seeking suitably experienced service providers who were able to successfully manage the University of Southampton's primary data centre at Astro House. This site is the University of Southampton's main data centre and houses business-critical IT equipment that is used to provide business and operational continuity throughout the entire organisation. Services under the scope of this contract include; * Engineering Services - to include a dedicated on-site engineer * Security Services * Cleaning Services * Grounds and Garden Maintenance Services * Waste Services * Building Fabric Maintenance * Full maintenance of the equipment register",
        "amendments": [
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                "unstructuredChanges": [
                    {
                        "oldValue": {
                            "date": "2021-05-27T12:00:00+01:00"
                        },
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                            "date": "2021-05-28T12:00:00+01:00"
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                            "section": "IV.2.2",
                            "label": "Time limit for receipt of projects or requests to participate"
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        "status": "complete",
        "value": {
            "amount": 3300000,
            "currency": "GBP"
        },
        "lots": [
            {
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                "description": "The University of Southampton was seeking suitably experienced service providers who were able to successfully manage the University of Southampton's primary data centre at Astro House. This site is the University of Southampton's main data centre and houses business-critical IT equipment that is used to provide business and operational continuity throughout the entire organisation. The service proposal includes the comprehensive management of services at the location and will include, but is not limited to, the following: * Engineering Services - to include a dedicated on-site engineer * Security Services - Manned security is to be provided 24 hours per day 365 days per year * Cleaning Services - to be provided Monday to Friday * Grounds and Garden Maintenance Services - as detailed in annex 4 of the Service Specification (File 4) * Waste Services - as detailed in annex 5 of the Service Specification (File 4) * Building Fabric Maintenance - To maintain the building specification as per the requirements set out in Annex 6 of the Service Specification (File 4) * Full maintenance of the equipment register - The on-site engineer will maintain, on site, a stock of critical spares to support repairs of the mechanical and electrical equipment and infrastructure This is a fully comprehensive contract and a limit is set of PS10,000 per single instance of repair and replacement of parts, not including consumable maintenance items. Details of any item exceeding this limit will be presented to the University for consideration. The elements listed below do not require a fully comprehensive support and the university is seeking proposals from bidders to provide these services on a cost effect basis: * Cleaning services * Pest control * Landscaping * Waste services * Building maintenance, for which a limit of responsive first fix is set at PS1,500 per single instance of repair or replacement of damaged or defective items. Planned Preventative Maintenance (PPM) Requirements All assets shall be serviced based on the general standards and guidance as contained within the SFG20 for data centres. The SFG standard has been selected due to its regular use in the M&E sector thereby enabling transparency in the University's requirements and continuity in both service and contract management procedures. https://www.sfg20.co.uk/",
                "awardCriteria": {
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                        {
                            "name": "Qualitative Response",
                            "type": "quality",
                            "description": "70"
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                            "type": "price",
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                "value": {
                    "amount": 3300000,
                    "currency": "GBP"
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                "contractPeriod": {
                    "startDate": "2022-03-01T00:00:00Z",
                    "endDate": "2029-02-28T23:59:59Z"
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                "hasRenewal": true,
                "renewal": {
                    "description": "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."
                },
                "secondStage": {
                    "minimumCandidates": 5,
                    "maximumCandidates": 5
                },
                "selectionCriteria": {
                    "description": "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."
                },
                "submissionTerms": {
                    "variantPolicy": "notAllowed"
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                "hasOptions": false,
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                "deliveryLocation": {
                    "description": "The services detailed within the service specification and tender documentation are to be delivered at the Universities primary data centre located in Fareham, Hampshire. Specific details surrounding the location of the site can be found within File 2, section 2.5 - Selection Stage Scope, Guidance and Instructions of the tender document set."
                },
                "relatedLot": "1"
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        ],
        "submissionMethod": [
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        "submissionMethodDetails": "https://in-tendhost.co.uk/universityofsouthampton/aspx/Home",
        "selectionCriteria": {
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                {
                    "type": "suitability",
                    "description": "Due to the technical 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).",
                    "appliesTo": [
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                    ]
                },
                {
                    "type": "economic",
                    "description": "For this procurement, a minimum level of economic and financial standing is required to meet the mandatory requirements of the procurement. Potential service providers are required to meet/or exceed the minimum level of turnover which has been set at PS5,000,000.",
                    "minimum": "The University has risk assessed the insurance requirements for this procurement and has deemed that the following levels of insurance are required: Public Liability - PS25 million Product Liability - PS25 million Employers' Liability - PS10 million Professional Indemnity - PS10 million The stated levels of insurance are a mandatory requirement of this procurement. The University reserve the right to exclude a Tenderer who does not hold or is not willing to hold the minimum levels of insurance. If you already hold the required levels of insurance the University may require copies of the insurance documents as evidence of this, please ensure they are available if requested. Where you do not currently hold the required levels of insurance, it is important you check with your insurance company that your organisation and every organisation that is being relied on to meet this procurement, is able to obtain the levels of insurance required.",
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                {
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                    "description": "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 detailed within 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 & Financial Standing - Minimum Level of Turnover 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 ONLY.",
                    "minimum": "Section 2 - Grounds for mandatory exclusion - Pass/Fail Section 3 - Grounds for discretionary exclusion - Discretionary Pass/Fail Section 4 - Economic & Financial Standing - Minimum Level of Turnover - Pass/Fail Section 7 - Modern Slavery Act 2015: Requirements under Modern Slavery Act 2015 - Pass/Fail Section 8.1 - Insurance - Pass/Fail",
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            "hasElectronicOrdering": true,
            "electronicInvoicingPolicy": "allowed",
            "hasElectronicPayment": true
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        "procurementMethod": "selective",
        "procurementMethodDetails": "Restricted procedure",
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        "tenderPeriod": {
            "endDate": "2021-05-27T12:00:00+01:00"
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            "invitationDate": "2021-06-16T00:00:00+01:00"
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            "bidValidityPeriod": {
                "durationInDays": 180
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        "recurrence": {
            "description": "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."
        }
    },
    "parties": [
        {
            "id": "GB-FTS-8640",
            "name": "UNIVERSITY OF SOUTHAMPTON",
            "identifier": {
                "legalName": "UNIVERSITY OF SOUTHAMPTON"
            },
            "address": {
                "streetAddress": "University Road",
                "locality": "Southampton",
                "region": "UKJ35",
                "postalCode": "SO17 1BJ",
                "countryName": "United Kingdom"
            },
            "contactPoint": {
                "name": "Tom Whitaker",
                "email": "procurement@soton.ac.uk",
                "url": "https://in-tendhost.co.uk/universityofsouthampton/aspx/Home"
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                "url": "https://www.southampton.ac.uk/",
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        },
        {
            "id": "GB-FTS-8641",
            "name": "University of Southampton",
            "identifier": {
                "legalName": "University of Southampton"
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            "address": {
                "streetAddress": "University Road",
                "locality": "Southampton",
                "postalCode": "SO17 1BJ",
                "countryName": "United Kingdom"
            },
            "contactPoint": {
                "email": "procurement@soton.ac.uk"
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        },
        {
            "id": "GB-FTS-43866",
            "name": "UNIVERSITY OF SOUTHAMPTON",
            "identifier": {
                "legalName": "UNIVERSITY OF SOUTHAMPTON"
            },
            "address": {
                "streetAddress": "BUILDING 37, HIGHFIELD CAMPUS,UNIVERSITY ROAD",
                "locality": "Southampton",
                "region": "UKJ32",
                "postalCode": "SO17 1BJ",
                "countryName": "United Kingdom"
            },
            "contactPoint": {
                "name": "Tom Whitaker",
                "email": "procurement@soton.ac.uk"
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                "url": "https://in-tendhost.co.uk/universityofsouthampton/aspx/Home",
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        },
        {
            "id": "GB-FTS-43867",
            "name": "BGIS Global Integrated Solutions Limited",
            "identifier": {
                "legalName": "BGIS Global Integrated Solutions Limited"
            },
            "address": {
                "streetAddress": "Suite 1, 3rd Floor, 11-12 St. James Square, London, England",
                "locality": "London",
                "region": "UKI",
                "postalCode": "SW1Y 4LB",
                "countryName": "United Kingdom"
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                "url": "https://www.bgis.com/",
                "scale": "large"
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            "name": "University of Southampton",
            "identifier": {
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                "locality": "Southampton",
                "postalCode": "SO17 1BJ",
                "countryName": "United Kingdom"
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    "buyer": {
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        "name": "UNIVERSITY OF SOUTHAMPTON"
    },
    "language": "en",
    "description": "E-Tendering Portal: The University is utilising an electronic tendering tool, In-Tend (https://in-tendhost.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. 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.",
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            "id": "003850-2022-2020UoS-0169-1",
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            "title": "Comprehensive Total Facilities Management of the University of Southampton Primary Data Centre",
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                    "id": "GB-FTS-43867",
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