Air Chillers Maintenance and Reactive Work

Air Chillers Maintenance and Reactive Work

There is a requirement for a Contract to a single supplier for the provision of planned and reactive maintenance for large chilled Water and Small Air Conditioning Systems.

United Kingdom-Edinburgh: Air-conditioning appliances

2015/S 063-111169

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

University of Edinburgh
Charles Stewart House, 9-16 Chambers Street
For the attention of: Elizabeth Lebost
EH1 1HT Edinburgh
UNITED KINGDOM
Telephone: +44 1316509368

Internet address(es):

General address of the contracting authority: http://www.ed.ac.uk/schools-departments/procurement/supplying

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00107

Electronic access to information: www.publictendersscotland.publiccontractsscotland.gov.uk

Electronic submission of tenders and requests to participate: www.publictendersscotland.publiccontractsscotland.gov.uk

Further information can be obtained from: University of Edinburgh
Charles Stewart House, 9-16 Chambers Street
For the attention of: Elizabeth Lebost
EH1 1HT Edinburgh
UNITED KINGDOM
Telephone: +44 1316509368
Internet address: http://www.ed.ac.uk/schools-departments/procurement/supplying

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: University of Edinburgh
Charles Stewart House, 9-16 Chambers Street
For the attention of: Elizabeth Lebost
EH1 1HT Edinburgh
UNITED KINGDOM
Telephone: +44 1316509368
Internet address: http://www.ed.ac.uk/schools-departments/procurement/supplying

Tenders or requests to participate must be sent to: University of Edinburgh
Charles Stewart House, 9-16 Chambers Street
For the attention of: Elizabeth Lebost
EH1 1HT Edinburgh
UNITED KINGDOM
Telephone: +44 1316509368
Internet address: http://www.ed.ac.uk/schools-departments/procurement/supplying

I.2)Type of the contracting authority

Body governed by public law

I.3)Main activity

Education

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

EC0657 Air Chillers-Conditioning Maintenance and Reactive Work.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 1: Maintenance and repair services
Main site or location of works, place of delivery or of performance: Edinburgh.

NUTS code UKM25

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement

II.1.5)Short description of the contract or purchase(s)

EC/0657 Air Chillers-Conditioning Maintenance and Reactive Work.
PQQ to be returned no later than 12:00 on the 6.5.2015.
Note PCS-T Project Code is 3555.
There is a requirement for a Contract to a single supplier for the provision of planned and reactive maintenance for large chilled Water and Small Air Conditioning Systems.
The University has approximately 1200 small Air-conditioning and large chilled water units throughout its estate. Due to current expansion plans within the University estate, there will be a requirement to either add or remove systems as appropriate and therefore suppliers should be qualified and hold appropriate accreditation to carry out the design of new systems as and when required.
Note: The buyer is using PCS-Tender to carry out this procurement process. Please note this is a separate website and if you are not already registered, registration will be required.

To access PCS-Tender, record your interest in this notice and access the tender documentation please visithttps://www.publictendersscotland.publiccontractsscotland.gov.uk and search for project Code 3555 under PQQs Open to All Suppliers. Please use the Search/Filter function, then select Project Code from the dropdown. Please note that once you have expressed interest in the PQQ it will move to your My PQQs area.

For further information on using PCS-Tender, please read the Supplier Response Guide:https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/supplierhelppage/PCS-TSupplierResponseGuide.pdf

If you have already registered on Public Contracts Scotland and PCS-Tender and paired your accounts you can access PCS-Tender through your Public Contracts Scotland Control Panel.
Note: The buyer is using PCS-Tender to carry out this procurement process. Please note this is a separate website and if you are not already registered, registration will be required.

To access PCS-Tender, record your interest in this notice and access the tender documentation please visithttps://www.publictendersscotland.publiccontractsscotland.gov.uk and search for project Code 3555 under PQQs Open to All Suppliers. Please use the Search/Filter function, then select Project Code from the dropdown. Please note that once you have expressed interest in the PQQ it will move to your My PQQs area.

For further information on using PCS-Tender, please read the Supplier Response Guide:https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/supplierhelppage/PCS-TSupplierResponseGuide.pdf

If you have already registered on Public Contracts Scotland and PCS-Tender and paired your accounts you can access PCS-Tender through your Public Contracts Scotland Control Panel.

II.1.6)Common procurement vocabulary (CPV)

39717200, 42512200, 42113130

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

II.1.8)Lots

This contract is divided into lots: no

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

EC/0657/Air Chillers-Conditioning Maintenance and Reactive Work.
PQQ to be returned no later than 12:00 on the 6.5.2015.
Scope, Scale and Complexity.
There is a requirement for a Contract to a single supplier for the provision of planned and reactive maintenance for large chilled Water and Small Air Conditioning Systems.
The University has approximately 1200 small Air-conditioning and large chilled water units throughout its estate. Due to current expansion plans within the University estate, there will be a requirement to either add or remove systems as appropriate and therefore suppliers should be qualified and hold appropriate accreditation to carry out the design of new systems as and when required — Appendix 1 (within the PQQ document) details the University’s current Small Air Conditioning and large chiller unit installations.
The University of Edinburgh’s estate consist of approximately 600 varied buildings in Edinburgh and Midlothian. The activity is spread over numerous locations covering 800,000 square metres with student accommodation provided at the Pollock Halls of Residence and across a range of flats around city. Other locations include Central Edinburgh Area, Kings Buildings, Bush Estate, the Roslin Institute, the Western General Hospital, Edinburgh Royal Infirmary and Firbush Outdoor Education Centre.
The successful supplier will provide planned and reactive Maintenance for large chilled water units and small air conditioning systems throughout the whole of the University Estate.
The contract will cover 4 visits per annum per unit, and is to cover Annual Planned Maintenance (12 monthly), Bi-Annual Planned Maintenance (6 monthly) and Quarterly (3 monthly) with the exception of Pleasance (CSE CV Gym) where 6 visits per year are required ensuring that 100 % of the University’s Small Air Conditioning Units throughout the University’s estate will be maintained. Please see PQQ for further details on the University’s estate.
A) The planned and reactive maintenance for large chilled water and small air conditioning systems assets at Appendix 1 should not be considered exhaustive and additions and deletions may be made over the term of this contract.
B) Planned and reactive maintenance for large chilled water and small air conditioning systems, will take place in occupied buildings and laboratories and careful planning is essential as well as ensuring estates and buildings protocols are adhered to at all times. Certain assets will require out of hours works and these are annotated at appendix 1.
C) A written and photographic dilapidation survey report is to be produced on all assets at Appendix 1 by completion of the first quarters maintenance visit. Suppliers must ensure that F Gas Logs are identified as being in place and are up to date as part of the first quarters maintenance visits.
D) All work must be carried out in line with UK legislation, Approved Codes of Practice and HSE Guidance as well as normally accepted good practice and following the University’s procedures and policies.
E) The Supplier shall ensure at all times that their personnel act in a fully responsible manner when on University premises with due consideration given to courtesy to both staff and tenants. Personnel should be readily identifiable, wearing company attire, and should carry identification when in attendance at University premises.
F) The supplier shall ensure that they can provide a 4 hour emergency call out service, 24/7 365 days a year to critical identified items of equipment.
A full list of all assets and the associated building where the asset is kept is available in the PQQ.
The University has a number of existing annual service contracts which are in place for critical-area large chilled water systems and are out of scope of this contract.
Additional details of the University of Edinburgh campus can be found be found at the following link:

http://www.ed.ac.uk/polopoly_fs/1.20490!fileManager/campus_maps.pdf

All of the University’s policies and procedures will apply to this framework agreement and can be viewed at the following link:

http://www.ed.ac.uk/schools-departments/estates-buildings/contractors-suppliers/working-at-the-uni

Contract Summary:
Project Name: Planned and Reactive Maintenance for large chilled water and small air conditioning Systems.
Estates Project Manager: George Brydon & Graham Tonge
Anticipated contract start date:1.8.2015.
Contract time period: 1.8.2015 for a 4 year period in total — 2 + 1 + 1 year extension options.
ITT Award criteria:
Contract: 60 % quality / 40 % cost
The contract value is advertised at 560 000 GBP for the 4 year duration and is made up from historical evidence of planned and reactive maintenance works over an annual one year period (from 1.12.2013 to 30.11.2014). The contract value is an estimated sum only and the University of Edinburgh will not guarantee any volume of business under this contract.
Terms and Conditions: University of Edinburgh standard terms and conditions for services.

http://www.docs.csg.ed.ac.uk/Procurement/Terms_Conditions_2011/Services2011.pdf

3. Historical Spend
The anticipated spend is 560 000 GBP over 4 years and is based on historical data from 1.12.2013 to 30.11.2014.
The spend for the planned maintenance is likely to be spread fairly evenly over the course of 4 years.
The Procurement:
The Procurement will follow the OJEU restricted process.
The top 6 scoring tenderers at PQQ stage will be invited to complete stage 2 — the ITT.
A mandatory 50 % threshold will be placed on the technical questions within the PQQ to ensure that suppliers meet or exceed a minimum quality standard before progressing to the ITT stage.
The tender will be evaluated on MEAT (most economically advantageous tender) — 60 % quality and 40 % price.
Note: The buyer is using PCS-Tender to carry out this procurement process. Please note this is a separate website and if you are not already registered, registration will be required.

To access PCS-Tender, record your interest in this notice and access the tender documentation please visithttps://www.publictendersscotland.publiccontractsscotland.gov.uk and search for project Code 3555 under PQQs Open to All Suppliers. Please use the Search/Filter function, then select Project Code from the dropdown. Please note that once you have expressed interest in the PQQ it will move to your My PQQs area.

For further information on using PCS-Tender, please read the Supplier Response Guide:https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/supplierhelppage/PCS-TSupplierResponseGuide.pdf

If you have already registered on Public Contracts Scotland and PCS-Tender and paired your accounts you can access PCS-Tender through your Public Contracts Scotland Control Panel.
Estimated value excluding VAT: 560 000 GBP

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

If required as detailed in the ITT document.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As detailed in the ITT document.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: As detailed within the PQQ and ITT.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As detailed in the PQQ and ITT.
Minimum level(s) of standards possibly required: As detailed in the PQQ and ITT.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As detailed in the PQQ and ITT.
Minimum level(s) of standards possibly required:
As detailed in the PQQ and ITT.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Restricted

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged number of operators: 6
Objective criteria for choosing the limited number of candidates: As detailed in the PQQ document.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

EC0657 Air Chillers-Conditioning Maintenance & Reactive Work
IV.3.2)Previous publication(s) concerning the same contract

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 5.5.2015

IV.3.4)Time limit for receipt of tenders or requests to participate

6.5.2015 – 12:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

1.6.2015

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: Every 4 years.
VI.2)Information about European Union funds

VI.3)Additional information

(SC Ref:339700).
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

26.3.2015

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