SC19060 - Facilities Management

Kent County Council seeks to deliver facilities management services through either a single Total Facilities Management contract or a split of countywide hard and soft contracts, the scope of each to be determined following this market engagement. The estate comprises of circa 600 properties with a total GIFA of approximately 528,000 m2. It is likely that either a Competitive Dialogue or Competitive Procedure with Negotiation route will be used. At this stage the Council is looking to consult with the market to test ideas and solutions relating to key aspects of the FM strategy and procurement.
The estimated annual spend of this contract is circa £25M
Whilst the PIN says the contract will be divided into lots this has not yet been fully determined and will be considered following the market feedback.
Whilst the PIN says there are no renewal options, this has not yet been fully determined and will be considered following the market feedback

Kent County Council requires the provision of Hard and Soft FM services potentially including (but not limited to) the following services:
HARD FM
• FM management
• Helpdesk & CAFM for all FM Services
• Building maintenance
• Grounds maintenance
• Minor works
SOFT FM
• FM management
• Catering
• Reception
• Security
• Mail courier & documents
• Cleaning
• Waste management
• Pest control
The primary aim of the procurement is to consistently deliver the specified standard of service across the portfolio with common practices and methodologies which can be monitored and measured accordingly. It is however recognised that not all sites require the same standard or quality of service. The Council is therefore seeking a service provider with strong customer focus who is able to work collaboratively with the Council, deliver innovative service solutions and positively embrace continuous improvement.

Further information is provided in the Procurement Briefing Pack which will be made available by 5pm on Tuesday 4th February through the Council’s Kent Business Portal at the following link https://www.kentbusinessportal.org.uk/ under project title “SC19060 - Facilities Management Contracts". Suppliers will need to express an interest and will then get access to these documents
Interested suppliers are invited to attend a Supplier Day on Thursday 13 February 2020. This will commence at 9.00 am and will be held at Oakwood House, Oakwood Park, Maidstone, Kent, ME16 8AE. The event will provide suppliers with further information including the Council’s strategic objectives for FM, the context of the FM procurement, Kent County Council’s estate, the proposed scope of services for the contracts and the Council’s initial thoughts about the procurement strategy and choice of procurement route. Suppliers attending the Supplier Day should indicate in advance if they would like to attend a 1 to 1 meeting with Council representatives to give some initial feedback on the Council’s proposals and to ask questions
Suppliers will then be asked to provide written feedback after the Supplier Day by completing a structured questionnaire to record supplier ideas and provide further feedback on the Council’s proposals. Once the responses have been analysed by the Council some or all of the suppliers may be invited to attend a second 1:1 meeting with Council representatives to explore their responses and ideas more fully.
The Council intends that feedback from suppliers will be collated and analysed and used to inform the choice of procurement route and the tender documentation where appropriate.
Suppliers interested in attending the Supplier Day must book their place by expressing an interest and completing the template which is on the Kent Business Portal and sending it to FM.Review@kent.gov.uk by no later than 5.00 pm on Monday, 10 February 2020. As there is limited space at the venue, suppliers are asked to limit the number of attendees to no more than three.