Contract notice
Section I: Contracting
authority
I.1) Name and addresses
East London NHS foundation Trust
The Robert Dolan House
london
E18DE
UK
Contact person: Harpreet bhachu
E-mail: harpreet.bhachu2@nhs.net
NUTS: UKI42
Internet address(es)
Main address: https://www.elft.nhs.uk/
Address of the buyer profile: https://www.elft.nhs.uk/
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://health-family.force.com/s/Welcome
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://health-family.force.com/s/Welcome
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://health-family.force.com/s/Welcome
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Health
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Hard FM ELFT
II.1.2) Main CPV code
79993100
II.1.3) Type of contract
Services
II.1.4) Short description
Tenders are invited from interested parties <br/>for the provision of Hard FM service, for East London NHS foundation Trust, accordance with the Tender Specification within Document ITT
II.1.5) Estimated total value
Value excluding VAT:
12 000 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
85100000
79993000
II.2.3) Place of performance
NUTS code:
UKI42
II.2.4) Description of the procurement
East London NHS Foundation Trust (ELFT) has chosen the Competitive Procedure with Negotiation (CPN) under the Public Contracts Regulations 2015 (Regulation 29) to procure a fully outsourced and managed hard facilities management (FM) contract<br/>This decision is based on the following considerations:<br/>1. Complexity of Requirements<br/>o The scope of the hard FM contract includes statutory compliance, reactive and planned maintenance, and sustainability initiatives, which require bidders to propose tailored and innovative solutions.<br/>o ELFT operates a diverse estate with varying building types, including hospitals, community health centers, and administrative offices, necessitating flexibility in delivery models.<br/>o The complexity and uniqueness of these requirements warrant a process that allows for clarification and refinement of bids through negotiation.<br/>2. Achieving Value for Money (VfM)<br/>o The negotiation phase allows ELFT to explore opportunities for enhanced service delivery, cost efficiency, and innovation in areas such as energy management, compliance, and technology integration.<br/>o By engaging with bidders during negotiations, ELFT can ensure proposals align with its strategic objectives, including achieving net-zero targets and delivering social value outcomes.<br/>3. Mitigating Risk<br/>o The CPN process enables ELFT to work collaboratively with bidders to address potential risks, such as:<br/> TUPE transitions for existing staff.<br/> Mobilization challenges.<br/> Compliance with statutory regulations (e.g., Health Technical Memoranda, Building Regulations).<br/>o This reduces the likelihood of post-award issues and ensures robust contractual arrangements.<br/>4. Promoting Innovation and Sustainability<br/>o ELFT aims to encourage bidders to propose innovative solutions that go beyond standard hard FM practices, such as adopting energy-efficient technologies or implementing predictive maintenance systems.<br/>o The ability to negotiate allows ELFT to refine and enhance these proposals, ensuring they deliver long-term sustainability benefits.<br/>5. Ensuring Stakeholder Alignment<br/>o The negotiation process ensures that the final contract aligns with the diverse needs of ELFT’s stakeholders, including patients, staff, and regulators.<br/>o This approach also provides an opportunity to address specific local needs and priorities, such as integrating social value initiatives that benefit the communities ELFT serves.<br/>6. Legal and Procedural Compliance<br/>The CPN process complies with Regulation 29 of the Public Contracts Regulations 2015, which permits its use where:<br/>Requirements cannot be met without adaptation or bespoke solutions.<br/>The contract involves design or innovative solutions.<br/>The specifications cannot be established with sufficient precision upfront.<br/><br/>The contract will run for an initial period from 2nd September 2025 to 1st September 2028 with options to extend for a further two twelve-month periods,, reviewed annually, with a final end date of 1st September 2030.<br/>The estimated total value of the contract over its duration (including the extension options if these are taken up) is £19,500,000 million excluding VAT.
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:
12 000 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
options to extend for a further two twelve-month periods,, reviewed annually, with a final end date of 1st September 2030.
II.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 3
Objective criteria for choosing the limited number of candidates:
The selection stage is the first stage of the procurement process and completed SQs will be assessed against the selection criteria to arrive at a short-list of Tenderers who will be invited to submit tenders at the second stage of the procurement process. It is intended that three Tenderers will be invited to submit tenders although the University reserves the right to change this number. In accordance with regulation 65(7) of the Public Contracts Regulations 2015 ("PCRs"), the Trust also reserves the right to only invite those Tenderers meeting the selection criteria even if this falls below the statutory minimum number of three.
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
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.2.1) Information about a particular profession
Participation is reserved to a particular profession: Yes
III.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Competitive procedure with negotiation
IV.1.4) Information about reduction of the number of solutions or tenders during negotiation or dialogue
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
06/03/2025
Local time: 12:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date:
03/04/2025
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Tender must be valid until:
26/08/2025
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.4) Procedures for review
VI.4.1) Review body
High Court of Justice for England and Wales
The Strand
London
WC2A 2LL
UK
VI.4.2) Body responsible for mediation procedures
East London NHS foundation Trust
The Robert Dolan House
london
E18DE
UK
E-mail: elft.procurement@nhs.net
Internet address(es)
URL: https://www.elft.nhs.uk/
VI.4.3) Review procedure
Precise information on deadline(s) for review procedures:
Any review proceedings should be promptly brought to the attention of the Chief Financial Officer of the University at the address provided above and will be dealt with in accordance<br/><br/>with the requirements of the Public Contracts Regulations 2015 ('PCRs 2015'). Any review proceedings must be brought within the timescales specified by the applicable law, including, without limitation, the PCRs 2015. In accordance with the PCRs 2015, the<br/><br/>University will incorporate a minimum 10-calendar day standstill period from the date information on the award of the contract is communicated to tenderers.
VI.4.4) Service from which information about the review procedure may be obtained
East London NHS foundation Trust
The Robert Dolan House
london
E18DE
UK
E-mail: elft.procurement@nhs.net
Internet address(es)
URL: https://www.elft.nhs.uk/
VI.5) Date of dispatch of this notice
03/02/2025