Framework Agreement for the Supply of Facilities Management and Associated Services

Description

This Framework is intended to satisfy the requirements of all public sector bodies, and specific private sector organisations who are required to utilise the Public Contract Regulations 2015 (as amended) for their procurement of Facilities Management (FM) solutions including all premarket consultancy and design, specification creation, hard FM requirements, soft FM requirements, service, support and any other requirements necessary for successful implementation and delivery. The Framework Agreement will be split in Lots based on FM Service, to include: 1 Cleaning Services 2 Car Park Management 3 EV Charging Points 4 Catering 5 Furniture and Management Services 6 Grounds Maintenance/Horticultural Services 7 Repairperson Services 8 Helpdesk Services 9 Linen and Laundry 10 Reusable Theatre textiles 11 Pest Control 12 Portering services 13 Reception Services 14 Security Services 15a Domestic Waste / General Waste 15b Confidential Waste 15c Clinical Waste 15d Reusable Sharps 15e Total Waste Management 15f IT and Asset Disposal 16 Miscellaneous & Workplace FM Services 17 Statutory Obligations 18 Maintenance Services 19 Bundled Services 20 Managing Agent 21a Total Facilities Management (TFM) / Strategic Systems Integrator (SSI) 21b Total Soft FM 21c Total Hard FM 22 FM Consultancy Services 23 Technological solutions Supplier can bid for as many Lots as they choose to cover the services provided. Suppliers should only bid for those Lots that the Supplier would provide in their own right or via a sub-contracting arrangement and not as part of another services. For example if a Supplier would only provide a Cleaning Service as part of a Bundled Service, they should bid for the Bundles Service only - however should be aware that the specifications for those Lots would apply should they be awarded. The duration of the Agreement will be 4 years maximum; 3 years initial period with the option of extending for up to 12 months. Lot 1 - Cleaning Services: 1 - Cleaning Services Cleaning services which are supplied in accordance to the NHS/Government Cleaning Standards (as amended from time to time) and that is predicated on good infection control practice for domestic and clinical areas, patient areas, internal and external window cleaning, bespoke one off cleans which are commonly described as high level cleaning which may require mechanical equipment such as ladders and cherry pickers, floor cleaning and associated cleaning and materials equipment to fulfil the cleaning role required and other services which may properly be described as Cleaning Services. Includes cleaning and catering materials such as bleach, hand gels, antibacterial spray, wipes; Personal Protective Equipment (PPE) including protective clothing, helmets, goggles, gloves, aprons or other garments or equipment designed to protect the wearer's body from injury and equipment associated with cleaning a specified area within the Participating Authorities required specification such as floor cleaners and ladders and other services which may properly be described as janitorial consumables. Lot 2 - Car Park Management: 2 - Car Park Management Includes: • A system which helps people to manage their parking; • Revenue collection and accounting and complaint processing; • Machine or solution to allow users to securely pre-pay for parking where it is a requirement; • Machine or solution to allow users to securely pay for parking once their session has ended where it is a requirement; • Technology that uses optical character recognition on images to read vehicle registration plates to create vehicle location data and vehicle type; • Tariff boards, disclaimer statement, general signs at the entrance indicating details of the scheme; and • Barrier Control Maintenance. Lot 3 - EV Charging Points: 3 - EV Charging Points Includes the supply, fit and maintenance of Electronic Vehicle Charging points within a Participating Authority’s sites. Lot 4 - Catering: 4 - Catering The provision of hot and cold food and beverages, and healthy food and drink provisions which are supplied in the form of canteen services for visitors, staff and patients, patient meals which are prepared both on site and off site as ready prepared meals, management of the retail areas for food and drink as an income generator (based on turnover generated) for the contracting authority or lease of retail space by a food and drink franchise. Catering services will also include water coolers, water bottles, water dispensers and filtration devices, the supply and maintenance of vending machines and replenishment of hot and cold food and drinks. In addition, catering equipment which includes cookers, microwaves, grills, sinks, taps, refrigeration and freezer appliances, kettles, toasters, kitchen utensils, cutlery, crockery and saucepans and other equipment and such other services and supplies which may properly be described as Catering Services. Lot 5 - Furniture and Management Services: 5 - Furniture and Management Services Includes services: • Which are described as building or room portfolio management and advice to include services such as non-clinical patient facilities including patient waiting rooms, discharge lounges, patient and staff dining rooms, offices and office associated furniture and bathroom facilities and other services which maybe commonly described as Room or Space Management; • management of a range of residential accommodation for student/nursing/doctors which would require the facilities management services. In addition management of appropriate short terms and long terms bookings/leasing including transfer of cash manually and electronically and other services which may properly be described as Accommodation Management Services; and • Management of non-food related retail leases for income generation (based on turnover generated), gain share or room lease for franchises and other private and charitable organisations which may include clothes, news agents, gifts shops and charity shops and other organisations which operate as non-food related retail leases. Lot 6 - Grounds Maintenance/Horticultural Services: 6 - Grounds Maintenance/Horticultural Services Includes services which are commonly described as advice, maintaining and replanting of Participating Authorities landscapes including supply and maintenance of internal and external planting, grass cutting, boarders and shrubberies, road and pavement sweeping, litter clearance, supply and decoration of Christmas trees, leaf clearance, weed treatment, tree surgery, hedge cutting and laying, insect control, snow clearance and gritting of roads, pavements and car parks and other services which may properly described as grounds maintenance. Lot 7 - Repairperson Services: 7 - Repairperson Services Shall have general expertise in the wide range of maintenance and repair requests that are likely to be demanded of this Repairperson Service. Lot 8 - Helpdesk Services: 8 - Helpdesk Services Supervised helpdesk Service linked to the computer aided facilities management (CAFM) System for all FM related Service requests and fault reporting, twenty four (24) hours per day 365 days per year. Lot 9- Linen and Laundry: 9- Linen and Laundry Includes transport of used/infected linen and clean laundered linen, storage and sorted in accordance with regulations along with the wash and return and reusable theatre barrier textiles. Supply and/or hire of linen and wash and return which items are commonly described as bedding, gowns, towels, tunics, uniform, and clothing for infants, juniors and adults and other services which maybe commonly described as Lining and Laundering Services. Lot 10 - Reusable Theatre textiles: 10 - Reusable Theatre textiles Includes supply, wash and return of reusable theatre barrier textiles. Lot 11 - Pest Control: 11 - Pest Control Includes routine inspection, pest eradication, prevention of infestation and vermin control including the provision of materials such as poison, traps, appliances. Such pest control and disposal services are to be carried out inside and outside of any of the Participating Authority’s occupied and unoccupied buildings, offices, hospital wards, outhouses, mortuaries, waste yards and kitchen areas and other services which maybe commonly described as Pest Control. Lot 12 - Portering services: 12 - Portering services Services which are commonly described as a varied and supportive function incorporating roles such as internal logistics and general manual labour services such as patient transfer, movement of patient records, post, waste management, linen and laundry, maintaining stock and replenishment of supplies and other services which may properly be described as Portering Services. Lot 13 - Reception Services: 13 - Reception Services Includes front of house services, manned meeting and greeting of internal and external visitors, a manned switchboard, receiving and transferring of telephone and email communications along with travel coordination such as booking rail, taxis, airfares; scheduling of meetings and arranging hospitality in the form of catering services as set out above. In addition appropriate software and/or hardware may be required to support this service offering or the provision of a standalone product which may form an automated answer service and call transfer system. Additional administrative duties may be required of this service provision such as meeting minute taking, transcription services, letter writing and use of excel spread sheets (and Microsoft office generally), meeting room booking and other services which may properly be described as Reception Services. Lot 14 - Security Services: 14 - Security Services Include manned guarding services (monitoring and patrol of, Participating Authorities premises and surrounding area), corporate services front of house/reception duties), switchboard, mailroom, postman and portering services, response and remote (CCTV/alarm monitoring and response), car park management, car parking security systems, electronic security systems installations and maintenance (CCTV, intruder, fire and access control), electronic security systems maintenance (CCTV, intruder, fire and access control), lone worker protection and monitoring cash collection and transfer and other services which may properly be described as Security Services. Lot 15a - Domestic Waste / General Waste: 15a - Domestic Waste / General Waste The collection, transportation, disposal and recycling of domestic, general and miscellaneous waste (mixed municipal waste from healthcare and related sources that is the same as, or similar to, black-bag domestic waste from domestic households), may also include food waste, non-hazardous waste and offensive/hygiene waste; to include: • General waste • Recycling (for glass, metal, cardboard, plastics and similar recyclable waste systems where necessary) • Food waste • Waste Electrical and Electronic Equipment (WEEE) recycling • Bulk waste Could also include a provision for a compactor. Lot 15b - Confidential Waste: 15b - Confidential Waste The storage, collection and final disposal of confidential waste. This includes (but is not exclusive to) the following; confidential waste paper, carbon paper, coloured paper, computer paper, fax paper, glossy paper, invoice paper, laser printouts, ledger paper, general stationary, NCR paper, transparencies and also other confidential non-paper items such as x-rays and imaging reports. Waste minimisation and incorporated recycling systems as well as on-site and off-site shredding services are also included. The supplier must be able to carry out a start to end process of the collection and destruction of confidential waste compliantly and securely. Lot 15c - Clinical Waste: 15c - Clinical Waste The collection, transportation and disposal of clinical waste, including but not limited to: healthcare waste, infectious waste, pathological waste, pharmaceutical waste, offensive/hygiene waste, hazardous and non-hazardous healthcare waste. The supply of sharps containers will also be included. Clinical Waste is defined as: a. “…any waste which consists wholly or partly of human or animal tissue, blood or other body fluids, excretions, drugs or other pharmaceutical products, swabs or dressings, syringes, needles or other sharp instruments, being waste which unless rendered safe, may prove hazardous to any person coming into contact with it; and b. any other waste arising from medical, nursing, dental, veterinary, pharmaceutical or similar practice, investigation, treatment, care, teaching or research, or the collection of blood for transfusion, being waste which may cause infection to any person coming into contact with it.” (Clauses 4.7 and 4.8, Environment and Sustainability Health Technical Memorandum 07-01: Safe management of healthcare waste.) Clinical Waste will be described within the following categories: • Hazardous Waste • Pharmaceutical Waste • Sharps Waste Lot 15d - Reusable Sharps and Clinical Waste Containers: 15d - Reusable Sharps and Clinical Waste Containers The storage, collection, treatment and return of sharps containers and clinical waste containers generated by the Participating Authority. Used containers are treated and reassembled in order to be re-used. Lot 15e - Total Waste Management: 15e - Total Waste Management Includes supply, and management of bins, skips, compactors and training in relation to waste segregation. In addition, waste management services include the supply, management, transportation and disposal of waste streams including domestic waste, hazardous waste, clinical waste including sharps, medical sharps disposal, (single and/or reusable containers), feminine hygiene and washroom services, confidential waste disposal and destruction, IT Equipment disposal and destruction, food waste disposal, metals disposal and recycling, including single use instruments as a Total Waste Management Managed Service and other services which maybe commonly described as Waste Management. Lot 15f - IT and Asset Disposal: 15f - IT and Asset Disposal Safe and secure disposal of IT equipment and other assets including the removal of all data including personal data. Assets may be data bearing or non-data bearing. Lot 16 - Miscellaneous & Workplace FM Services: 16 - Miscellaneous & Workplace FM Services Where the Supplier provides a FM Service which sit out the category specific Lots of this Framework Agreement these can provided with this Lot “Miscellaneous and Workplace FM Services”. The Services shall consist of the Supplier providing a FM Service which may include but not be limited to the following: • Signage • Cable Management • Stores Management • Childcare facility • Sports and leisure • Driver and Vehicle Service • First aid and medical service • Flag flying service • Journal, magazine and newspaper supply • Hairdressing Services • Footwear cobbling Services • Provision of chaplaincy support Services • Housing and residential accommodation management • Furniture Reuse and Refurb Lot 17 - Statutory Obligations: 17 - Statutory Obligations Includes the inspection, maintenance, assessment and repair of: • Fire systems • Electrical systems • Gas systems • Water systems to include legionella risk assessments; • Asbestos management and the removal of asbestos; • Air conditioning systems To ensure they meet the statutory requirements. Lot 18 - Maintenance Services: 18 - Maintenance Services Services shall consist of the Supplier providing a Maintenance Service in regards to the Supplier providing the following: • Planned Preventative Maintenance • Reactive/Corrective Maintenance For a range of equipment as required by the Participating Authority. Lot 19 - Bundled Services: 19 - Bundled Services Shall include the services where one supplier will manage two or more FM services for the Participating Authority, for example Catering and Cleaning Services or Reception Services and Security. There is no limited on which services or number of services can be provided as a bundled services Lot 20 - Managing Agent: 20 - Managing Agent The Supplier monitors and manages the Participating Authority’s outsourced FM contracts whilst the Participating Authority remains responsible for the procurement and payment of the supply chain. The Managing Agent is responsible for managing the process and performance of the supply chain through a CAFM system, providing performance and data analytics to the Participating Authority to assist in benchmarking spend and performance across the supply chain. Lot 21a Total Facilities Management (TFM) / Strategic Systems Integrator (SSI): 21a Total Facilities Management (TFM) / Strategic Systems Integrator (SSI) The facilities management operation is outsourced to a single FM provider on a total FM service to include hard FM and soft FM. The supplier may provide the bundled services on a self-delivery model or sub-contract basis. All the responsibility and the risks associated with FM service provision is placed into the hands of one supplier. SSI is a more mature version of the Total Facilities Management model whereby the Supplier sits between the Participating Authority and the supply chain providing an impartial view on supplier’s performance, finance and cost control, with a strategic approach to the entire estate focusing on solutions and using technology to determine the service requirements. Lot 21b Total Soft FM: 21b Total Soft FM The facilities management operation is outsourced to a single FM provider to provide all soft FM services. The supplier may provide the bundled services on a self-delivery model or sub-contract basis. All the responsibility and the risks associated with FM service provision is placed into the hands of one supplier. Lot 22c Total Hard FM: 21c Total Hard FM The facilities management operation is outsourced to a single FM provider to provide all hard FM services. The supplier may provide the bundled services on a self-delivery model or sub-contract basis. All the responsibility and the risks associated with FM service provision is placed into the hands of one supplier. Lot 22 - FM Consultancy Solutions and Advisory Service (“FM Consultancy”): 22 - FM Consultancy Solutions and Advisory Service (“FM Consultancy”) Includes consultancy services for: Architectural Services, Project Management, Civil and Structural Engineering, Quantity Surveyor, MEP Services, Principal Designer Services, Building Surveyor, Health and Safety, Environmental Consultants (incl. BREEAM), Energy Efficiency and Associated Products, Fire Safety, Ancillary Services (incl. Multidisciplinary Team). Also includes audit services which includes a review of all assets within a new or existing building, documentation information in respect of equipment protocols, policies, benchmarking and future assessment. Ability to report on condition of assets and their compliance to relevant regulations. Lot 23 - Technological solutions: 23 - Technological solutions Technological solutions to assist in FM services, which may include but not limited to: • Building Management Systems; • Corrective, forecasted and compliance maintenance tools; • Job handling tools; • Remote monitoring services; • Cloud Based Services; • Computer-Aided Facilities Management (CAFM); • Software as a Service; • Asset Management; • Preventive maintenance schedules.