Building and facilities management services

Tender description

Royal Holloway and Bedford New College (the ‘University’) is acquiring Rusham Park, a commercial investment property adjacent to its existing estate. In the medium term the property will be leased, initially to the existing owner-occupiers on effective full repairing and insuring terms (subject to the actual lease terms), but where the estate common areas will be managed by the successful bidder, on behalf the University (as landlord). Most of the common areas are external spaces, including a multi-level car park, but there is some common hot water boiler plant, and a canteen facility for employees of the tenants on site. The value of the services to be provided is envisaged to be approximately 1 200 000 GBP per annum. A single combined landlord's property and facilities management service is required for this contract. The University is 1 of the UK's leading research-intensive universities, with 21 academic departments and schools spanning the arts and humanities, sciences, social sciences, management, economics and law. The University is acquiring Rusham Park, a commercial investment property adjacent to its existing estate. In the medium term the property will be leased, initially to the existing owner-occupiers on effective full repairing and insuring terms (subject to the actual lease terms), but where the estate common areas will be managed by the successful bidder, on behalf the University, as landlord. Most of the common areas are external spaces, including a multi-level car park, but there is some common hot water boiler plant, and a canteen facility for tenants' employees on site. The value of the services to be provided is envisaged to be approximately 1 200 000 GBP per annum. A single combined landlord's property and facilities management service is required for the common areas of the site. The University currently envisages that the contract will be for a period of 3 years, with an option for the University (in its absolute discretion) to extend for a period of 2 years and a further option for the contract to be extended (by mutual agreement of the parties) for a period or periods not exceeding 3 years in total. The maximum total duration of the contract is, therefore, 8 years. The contract will also contain early termination provisions, as set out in the procurement documents. A single inclusive price will be required. Sub-contracting of some services is envisaged. The services to be provided are as follows: — Landlord estate management including rent and service charge budgeting and accounting, managing additional pass-through costs, safety risk compliance and tenant management; — Employment of a site Facility Manager; — Manned security guarding (24 hours), including reception services during normal working hours; — Cleaning and janitorial services; — Landscape maintenance; — Pest Control; — Waste management and recycling; — Planned maintenance to the retained Mechanical and Electrical Plant and equipment; — Provision of a mini-bus transportation service; — A catering service — canteen, café and shop in the common area, and hospitality service to the demised buildings. The successful tenderer may be required to provide other services which the University (as landlord) is required to provide to the tenants of Rusham Park under the terms of the lease. Expressions of interest are invited from Candidates who should complete the Pre-Qualification Questionnaire and who will need to demonstrate competency and experience in managing similar environments on behalf of investor landlords, and the ability to procure the appropriate supply chain as principal contractor (i.e. as distinct from landlord traditional managing agent) whilst recognising the need to comply with required transparency for service charge accountability. The Facility Management services already exist on site but under a different ownership and management regime. Qualifying Candidates will be required to tender for all the services specified. The Rusham Park Site is adjacent to the University's existing estate. The University reserves the right to extend some of the Required Services to include the provision of services at other nearby University sites. Further details are set out in the ITT and draft contract. The estimated value of the contract set out in sections II.1.5) and II.2.6) of this Contract Notice is the estimated total value of the contract if extended by the further 2 year and 3 year periods. The duration of the contract in section II.2.7) of this Contract Notice is the full duration if the 3 year contract is extended by the further 2 year and 3 year periods. Further details of this procurement are set out in the PQQ and ITT on the In-tend website referred to in Section I.3) above.