Facilities management services

Tender description

Following a procurement project involving the design, construction, finance, maintenance and operation of new office accommodation using the Public Private Partnership (PPP) approach, Invest NI chose the company MRDE Limited to provide accommodation and associated facilities services. MRDE designed and constructed a building in Bedford Square, Bedford Street to provide Invest NI Headquarters (HQ) accommodation with services provided within a PFI contract, and other ‘lettable’ space known as Linum Chambers to lease out to other tenants. Bedford Street Developments limited (BSDL) was formed as the parent company to facilitate the needs and ongoing requirements of the Private Finance Initiative (PFI) MRDE contract with Invest NI, and to maintain the Landlord responsibilities for the adjoining Linum Chambers Building. MRDE now specifically manages the FM Hard and Soft Services of the PFI contract within the Invest NI Building (Ground Floor to Floor 7 including 2 level basement car parks). BSDL provides cleaning, maintenance and hospitality support to the tenants within Linum Chambers (Floors 8 — 12), and also services the communal areas between Invest NI and Linum Chambers (Fire escapes, Lift Lobbies, Utility supply etc.) The Building having been created and finished, allowed Invest NI to move into its new Headquarters in Bedford Square, Bedford Street Belfast in October 2005. Linum Chambers as a separately accessed part of the same Building, is currently leased to other Government tenants. In July 2013, Invest NI acquired the entire equity of the Company ‘Bedford Street Developments Limited’ and its subsidiaries companies, including MRDE, that own and manage the lifecycle maintenance and the service provision contract for both Hard and Soft FM services to its Headquarters Building and shared areas along with the more limited Soft and Hard FM services provision to its Tenants in Linum Chambers. Invest NI, through its acquired companies MRDE and BSDL, now wishes to re-tender the FM services contract in line with the Public Procurement Regulations 2015 with an anticipated commencement date of service provision being the 1st November 2016. MRDE and BSDL wish to establish a Total Facilities Management services contract for Invest Northern Ireland's Headquarter building, Linum Chambers and all shared areas at Bedford Square, Bedford Street, Belfast. Under the scope of this contract, a single entity, which may be made up of a number of organisations, shall provide physical Soft FM services, and contracted (self or other) Hard FM services in respect of the building in accordance with:- — all Legislation and Guidance; — the Availability and Performance Standards; and — Good Industry Practice. A high level list of the services that shall be provide are listed provided below:- Provision and management of all Soft FM services — Accommodation Services; — Facilities help desk services comprehensive management reporting by way of computerised maintenance management system, to include all requested items detailed in the specification; — Compliance with the Helpdesk requirements to link with Invest NI systems and provide a separate means for Linum Chambers tenants to contact and log requests/notifications with the FM Contractor; — Inputting of all Soft FM statistical data with respect to the operation of the contract; — Catering and Hospitality; — Cleaning and pest control; — Reception, switchboard; — Waste management services and reporting; — Reprographic services; — Security and car parking; — Porterage and furniture movements; — IT Network services; — FM IT services; — Fire and emergency management; — File storage and retrieval; and — FM self-audits, audits and Mystery Shopper. Provision and management of all Hard FM services: — Managing Energy and Utilities into and throughout the building; — Management of the building fabric, internal and external, including décor and refurbishment planned, cyclical and reactive maintenance; — Grounds maintenance including car park areas, plaza, roof tops and patio; and — Business Continuity planning. Under the provision of Hard FM service the Contractor shall also: — Assist MRDE/BSDL with the responsibility and correct operation and maintenance of the building and facilities; — Assist MRDE/BSDL with monitoring and enforcement of health, safety and environmental regulations with regards the building and services provided; — Assist MRDE/BSDL with the Business continuity Plan, disaster statements and including subsequent monitoring of the repair of the facilities; — Be responsible for the provision and management of the physical security of the site; — Manage the safe supply of all subscription contracts (paid by MRDE/BSDL) concerning utilities — i.e. gas, electricity, water; — Monitor consumption of water, gas, fuel etc. and reporting to MRDE/BSDL including on innovative means to minimise usage; — Manage any Invest NI directly concluded contracts (if required) (Contracts procured and paid for directly by Invest NI but managed by FM Contractor — e.g. supply of paper, additional furniture or office equipment); — Ensure regular communications with MRDE/BSDL management, contact, meetings, minutes etc; — Provide detailed monthly reporting, covering all contract areas; — Provide financial account management including budget forecasts and tracking; — Manage performance of all building maintenance and all other support services, including notification to MRDE/BSDL of any defect/problems or areas of under performance; — Provide a cost reduction survey on an annual basis, covering both energy consumption and operational matters; — Maintain existing and further creation as a result of change of a technical library to include all drawings and historical operational files; — Be responsible for the provision and management of key holding service for the building in conjunction with MRDE/BSDL, Invest NI and other tenants; and — Input all Hard FM statistical data with respect to the operation of the contract into a programme that is compatible with Invest NI systems. Please note, given the nature of this contract there may be changes required to the Soft and Hard FM services over the life of this contract. MRDE/BSDL and the FM Contractor shall work in partnership to develop such changes to the service to ensure continuous improvement in terms of driving efficiencies through innovation. At the time of completing this Specification, Tourism NI will be moving into 3 floors (Floors 10, 11 and 12) of Linum Chambers and negotiations have been undertaken to further expand FM Services (Hard and Soft) to incorporate the remaining floors of the Linum Chambers building. The Ninth floor of Linum Chambers is due to be advertised in May 2016 for a new tenant and it is anticipated that the FM services of cleaning and maintenance will extend to cover this floor at the same rate provided for the rest of the building. Where applicable the service requirement for Linum Chambers has been added into the specification to allow the FM Contractor to price accordingly. However, if there is a requirement for further changes post award of contract, then the FM Contractor must reflect this change (either as an addition or subtraction) in line with contracted costs. Throughout the life of this contract the tenants of the building may be subject to change and, if required, the FM Contractor shall provide the Soft and Hard FM services to any new tenants. An FM Suite on the ground floor of the Invest NI Headquarter building will be made available to the Contractor to manage the services required. Any furniture or equipment required for the operation of the FM Suite shall be provided by the Contractor.