Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Ministry of Justice
102 Petty France
London
SW1H 9AJ
UK
Telephone: +44 02033343555
E-mail: PTP@justice.gov.uk
NUTS: UK
Internet address(es)
Main address: https://www.gov.uk/government/organisations/ministry-of-justice
I.3) Communication
Access to the procurement documents is restricted. Further information can be obtained at:
https://award.commercedecisions.com
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent to the abovementioned address
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:
https://award.commercedecisions.com
I.4) Type of the contracting authority
Ministry or any other national or federal authority, including their regional or local subdivisions
I.5) Main activity
Public order and safety
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Property Transformation Programme – Workplace Services Management
Reference number: Prj_13482
II.1.2) Main CPV code
70000000
II.1.3) Type of contract
Services
II.1.4) Short description
The Ministry of Justice (MoJ) wishes to award a contract for the provision of Workplace Services Management (WSM) as part of the Property Transformation Programme (PTP).
The Workplace Services Management (WSM) Contractor is a new role that will support the MoJ to effectively monitor and report on the delivery of services across the Buyer Premises. The WSM will ensure that the Property Directorate has the required functions and capabilities in place to support the commencement of services under the new total facilities management (TFM) contract(s) from October 2026 (see further II.2.4 below).
Workplace Services Management will be a managed service that provides the following key capabilities:
Integrated Digital System and management of a Common Data Environment
Performance Management, Analysis and Reporting
Innovation, technology and data
Workplace Support Services
Assurance and Compliance
Contingency Planning and Disaster Recovery
Asset Management
Sustainability and Social Value
Projects and Project Management
PTP (of which Workplace Services Management is part) is planning to transform FM across the full HMPPS estate, which includes Prison, Probation and HMPPS Premises. PTP may also be rolled out to any other MoJ estate, including potentially HMCTS estate in future. The role of the WSM Contractor will therefore be required to support any and all such estate. The Authority intends to award the WSM Contract in November 2025, with an expectation of an In Service Date of July 2026. These dates are indicative.
The Authority reserves the right to award the Contract on the basis of the initial tender, without any negotiation. The Authority does not intend to hold negotiations as part of this Procurement, but the Authority reserves the right to negotiate if, in its sole discretion, it considers this necessary. See also the procurement documents regarding the Authority's right to hold clarificatory meetings.
II.1.5) Estimated total value
Value excluding VAT:
340 000 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
32420000
32423000
32580000
48170000
48331000
48332000
48333000
48420000
48613000
50312300
70332200
71248000
71356300
71620000
72000000
72212170
72212331
72212732
72224000
72224200
72225000
72253000
72300000
72310000
72317000
72514100
72514200
72800000
72900000
79313000
79400000
79410000
79411000
79418000
79420000
79421000
II.2.3) Place of performance
NUTS code:
UKC
UKD
UKF
UKG
UKH
UKJ
UKK
UKL
UKM
Main site or place of performance:
UK- United Kingdom
II.2.4) Description of the procurement
The WSM Procurement is for a national client-side partner who will enhance MoJ capabilities. The WSM Contractor will also provide a digital solution to integrate the data from the supply chain and provide the data to MoJ. The WSM Contractor will work closely with MoJ to develop the digital architecture and the development of data flows across the supply chain. The current, integrator/in house, FM supplier and MoJ model will be replaced by a new operating model comprising WSM, TFM and the MoJ for the delivery and management of FM services and related activities.
The intended five TFM contracts will be competed and procured under a separate procurement exercise under Crown Commercial Service (CCS) framework RM6232 Facilities Management and Workplace Services. The TFM procurements are due to be launched on 4th December 2024.
Further information pertaining to the WSM Contract and the PTP of which the WSM Contract is part is contained within the procurement documentation.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6) Estimated value
Value excluding VAT:
340 000 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 60
This contract is subject to renewal: No
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
Yes
Description of options:
The Contract will have a five (5) year Initial Term from the WSM In Service Date (ISD) (therefore excludes the Mobilisation Period between the Effective Date and the ISD), with the option to extend beyond the end of the Initial Term for a further period of up to two (2) years, in increments at the Authority's sole discretion. The extension option is exercisable at the Authority's sole discretion.
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
MoJ is using AWARD® for on-line electronic interaction for the Procurement. All communications linked with the Procurement, including Clarification Questions, will be sent through and recorded by AWARD® All SQ Responses must be uploaded through AWARD by the SQ Response submission deadline. For further detail please refer to the procurement documents.
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
III.2) Conditions related to the contract
III.2.2) Contract performance conditions
As stated in the procurement documents.
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Competitive procedure with negotiation
IV.1.5) Information about negotiation
The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2024/S 000-030101
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
17/01/2025
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.2) Information about electronic workflows
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
This Procurement will be managed electronically via the Authority's eSourcing Portal (AWARD). To participate in this Procurement, potential suppliers must: Email: ptp@justice.gov.uk providing the email contact details of two people per potential supplier. MoJ will issue a non-disclosure agreement (NDA) via Adobe Sign for the potential supplier to sign. Once the NDA is signed by both the potential supplier and the Authority, AWARD user accounts will be created for the email addresses provided. Each potential supplier is limited to only two (2) AWARD user accounts. Potential suppliers who were involved in the WSM pre-tender market engagement (PTME) (advertised through the notice at IV.2.1) may have already signed an NDA (this was required to access draft procurement documents). Those potential suppliers will not be required to sign a further NDA as that NDA will apply also to the WSM Procurement. For any new users login details will be forwarded from AWARD® via e-mail. To access the AWARD® system, a user will need to read and accept the terms and conditions for the usage of AWARD®, and confirm the same. For all queries relating to AWARD® user accounts, including login, access issues and the overall functionality and operation of AWARD®, please refer to the AWARD® website at: https://help.commercedecisions.com; this web link will enable you to obtain online help with the application and provide you with current helpdesk contacts. To manage the new supplier landscape, the MoJ is implementing a Win Restriction relevant to the Contracts to be awarded for TFM, and the WSM Contract which is the subject of this contract notice. The Win Restriction is that a Bidder cannot be awarded any of the TFM Contracts where it has been awarded the WSM Contract. The MoJ considers there would be an operational conflict of interest if the same supplier was appointed to be both WSM Contractor and a TFM Contractor. MoJ does not consider that this issue is capable of being addressed through a compliance regime such as ethical walls or physical separation of teams, as that does not address the fundamental point that it would be inappropriate for the WSM Contractor to carry out a supervisory, monitoring and/or assurance function over itself. The MoJ considers that this would also be the case if a WSM Contractor were carrying out a supervisory, monitoring and/or assurance function over: (a) Another part of its company group (if that other part of its company group were appointed as a TFM Contractor); or (b) A TFM Contractor which relies within its supply chain on the WSM Contractor to deliver a material part of a TFM Contract. As the WSM Contract will be awarded first, before any TFM Contract(s) is awarded, the Win Restriction will be applied, to the extent that it is engaged, in the TFM Procurement. The Authority is not liable for any costs incurred by potential suppliers in responding to this Procurement including in the event the Procurement is abandoned or varied. The Authority reserves the right (with no liability) to: cancel the Procurement at any stage and for any reason; amend the terms and procedures for the Procurement; suspend the Procurement; rewind the Procurement to an earlier stage or point; not award a contract as a result of the Procurement; and/or procure the Contract by other means.
The estimated value of the WSM Contract as mentioned at II.2.6 is the Estimated Total Contract Value as referred to in the procurement documents. Detail on the estimated Annual Spend and Estimated Total Contract Value is included in the procurement documents. The Authority has held pre-tender market engagement (PTME) in respect of the WSM Contract. PTME materials will be made available to all potential suppliers who wish to participate in this WSM Procurement. The inclusion of Scotland at II.2.3 is in relation to potential future service provision over the term of the contract, e.g. if the MoJ were to exercise the option in relation to HMCTS estate.
VI.4) Procedures for review
VI.4.1) Review body
High Court, Royal Courts of Justice
The Strand
London
WC2A 2LL
UK
VI.5) Date of dispatch of this notice
04/12/2024