Facility Management Consultancy Advice for the Department of Economy and Transport property portfoli

Descriptions

The Welsh Assembly Government on behalf of the Welsh Ministers, requires a Contract Advisor to advise on all aspects of the procurement of total facilities management contracts for the land and property portfolio of the Department of Economy and Transport (formerly the Welsh Development Agency) across all Wales but to be structured as 2 alternative forms of tender:-Option 1 - 4 regional contracts and a pan-wales contract for all Techniums. Option 2 - All Wales ContractThe Contract Advisor, whilst working closely with the Welsh Assembly Government’s procurement unit, will be required to project manage the whole process up to and including the final award of the contracts. The decision whether to select option 1 or option 2 will be made post tender evaluation.Across the portfolio, facility management is currently undertaken using a variety of contractual arrangements but it has been decided to bring these together under either Option 1 or Option 2 depending on a variety of factors. The existing arrangements, valued for all Wales in the region of £4.8 million per annum will end in January 2011 when the new contracts will come into effect although for business reasons, commencement may be delayed to 1 April 2011 to coincide with the start of the financial year.The contracts will comprise the following:-Region/Sq Ft floorspace/Number of sites incorporating both occupied and vacant land and buildingsSouth East/3,075,964/102South West/841,225/25Mid/495,200/46North/430,372/49All Wales Techniums/319,491/9Totals/5,162,234/231The contract will need to be flexible to accommodate future acquisitions and disposals, and variations to services at individual sites at 1 months notice.The existing arrangements apply to properties/sites that are either vacant or multi-occupied . Single occupied properties do not usually require any FM input but in the event they become vacant, they may need to be added into the contract in due course. However, the portfolio contains a number of properties that are multi-let which are the most management intensive, and which involve the recharge of contract costs to tenants via a service charge in accordance with the RICS Code of Practice.In particular, the Welsh Assembly Government requires the following advice from the Contract Advisor:-1. Preparation of Tender briefs/specification/reports to meet WAG objectives. It is anticipated that the contracts will be for an initial period of 3 years plus a WAG option to extend the contract for 2 years plus a further 2 years unless the consultant advises otherwise. The form of the contract is expected to be based on the contract and specification (currently used in the SE region) being GC/Works/102. Undertake OJEU process and ensure legal compliance3. Notify relevant statutory authorities (eg HSE)4. Evaluation of expressions of Interest and preparation of contractor shortlist5. Tender analysis with recommendations including Contractor interviews as appropriate6. Briefing of appointed firms for each contract7. Monitoring and auditing of contracts (6 monthly H&S Audit and annual full audit for 20% of the built portfolio)The awarding Authority reserves the right to request parent company and/or other guarantees of performance and financial liabilityPayment terms will be indicated in the contract documents. Tenders to be priced in Sterling. Payment made in Sterling only. No special legal form required but joint and several liability assumed by all group bidders before acceptance.The Authority reserves the right to consider variant bidsThe Authority reserves the right to split the requirement into lotsThe Welsh Assembly Government, on behalf of the Welsh Ministers, will be conducting this procurement exercise through the etenderwales portal https://etenderwales.bravosolution.co.uk. Tender documents and other information must be downloaded from and returned through this portal. If you require any further assistance the BravoSolution helpdesk is available on:Email: help@bravosolution.co.uk Phone: 0800 011 2470/ Fax: 020 7080 0480E-TENDER ACCESS INFORMATION:- Go to https://etenderwales.bravosolution.co.uk- The first person from your Organisation to use the Platform will be required to register on behalf of the Organisation.- Registration involves accepting a User Agreement, and providing basic information about your Organisation and about the User performing the Registration.- The User who performs the Registration becomes the Super User for the Organisation.- On registering on the Platform the Super User will select a Username and will receive a password.- The Password will be sent by e-mail to the email address that was specified in the User Details section of the Registration page.- In order to log-in to the Platform please enter your Username and Password.- Note: If you forget your Password then visit the homepage and click “Forgot your password?”- Registration should only be performed once for each Organisation.- If you think that someone in your Organisation may have already registered on this Platform then you must not register again.- Please contact the person who Registered (i.e. the Super User) in order to arrange access to the Platform.