Emergency Lighting and Fire Safety Maintenance Contract

Emergency Lighting and Fire Safety Maintenance Contract

Maintenance contract for Lot 1 Fire and Lot 2 Emergency Lighting.

United Kingdom-London: Repair and maintenance services

2014/S 131-234256

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Kings College London Capital House, 42 Weston Street For the attention of: Rehila Hamid Se1 3QD London UNITED KINGDOM Telephone: +44 2078488292 E-mail: rehila.hamid@kcl.ac.uk

Internet address(es):

General address of the contracting authority: http://www.kcl.ac.uk/about/structure/admin/purchasing/supply/

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority
Ministry or any other national or federal authority, including their regional or local sub-divisions
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:
KCL14-0680 Maintenance contract for Lot 1 Fire and Lot 2 Emergency Lighting.
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 NUTS code
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)
Kings College London wishes to appoint a Service Provider(s) to maintain either one or both lots, Lot 1: Fire maintenance and minor works or Lot 2: Emergency Lighting maintenance and minor works. The successful contractor(s) will be expected to understand and demonstrate that they can operate in a sensitive, research based academic institution and be able to demonstrate empathy to Kings researchers, student, staff and other stakeholder needs both now and in the future. Responses to the pre-qualification questionnaire will be used in the first step of selecting suppliers to tender. Selected suppliers will be invited to participate further in the procurement. You have the option to bid for one lot or both lots. NB this is a demanding maintenance contract, prior to contract appointment an appropriate delivery team should be in place especially for the mobilisation period. The college will accept legal partnerships but subcontracting is not permitted under the term of the contract.
II.1.6)Common procurement vocabulary (CPV)
500000003162500035111500316252003151820031625100
II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)Lots
This contract is divided into lots: yes Tenders may be submitted for one or more lots
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:
The contract is to encompass all of the Authorities buildings including future acquisitions and/or disposals where applicable embedded space within various partner organisations. The College has dynamic property portfolio of some 100 plus buildings subject to frequent change. The contract is split into 2 lots: Lot 1 – Fully Comprehensive maintenance and repair of all fire detection and suppression assets (excluding portable fire extinguishers). Lot 2 – Fully Comprehensive maintenance and repair of Emergency Lighting assets and associated equipment, (whole fitting). Planned preventative maintenance (in accordance with SFG20 and BS 5839-1:2013 guidelines) (Fire detection and fire alarm systems for buildings Code of practice for design, installation, commissioning and maintenance of systems in non-domestic premises) to all Fire and Emergency Lighting equipment. Reactive maintenance to all fire and emergency lighting, including misuse and abuse. Reactive works will be quoted on a semi-comprehensive and cost-plus basis; the final contract mechanism will be based on the most economically advantageous mechanism for Kings based on cost and risk transfer. Equipment deemed critical will require a 4-hour response time and all other equipment will require response and rectification within 24-hours. Minor works: associated with the supply and installation of fire and emergency lighting. The value of these works is typically in the range GBP 500 – GBP 10,000 exc. VAT but any single project or package of works up to GBP 10,000 exc. VAT may be included. No guarantee of volumes or value of work per annum is given. However any work of this nature typically occurs in the period of June through to September but can be demanded at any time and at very short notice. It is a requirement that the Service Provider is able to provide a total project management package (CDM, design, planning consent, building regulations, fire regulations approval, asbestos management procedures etc. and provision of any specialised external consultancies that may be required to support this function). Estimated value excluding VAT: Range: between 1 750 000 and 3 500 000 GBP
II.2.2)Information about options
Options: no
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion
Duration in months: 60 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Lot 1 Fire Maintenance and Minor Works Servcie

1)Short description
Fully Comprehensive Maintenance and Repair of all fire detection and suppression assets (excluding portable fire extinguishers).
2)Common procurement vocabulary (CPV)
500000003511150031625000
3)Quantity or scope
Planned Preventive Maintenance (in accordance with SFG20 and BS 5839-1:2013 guidelines) to all fire equipment excluding extinguishers and Reactive Maintenance to all fire equipment excluding extinguishers and including ‘misuse and abuse’. Reactive works will be quoted on a semi comprehensive and cost plus basis, the final contract mechanism will be based on most economically advantageous mechanism for Kings based on cost and risk. Critical equipment will require 4 hours response time (the exact time is to be confirmed) and all other equipment 24 hour response (the exact time to be confirmed). Minor works associated with the supply and installation of fire equipment, the value of these works is approximately 500 – 10 000 GBP exc. VAT (exact figures to be confirmed), No guarantee of volumes or value of work per annum is given. Estimated value excluding VAT: Range: between 1 100 000 and 2 200 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Emergengy (Escape) lighting Maintenance assets and associated equiptment (whole light fitting)
1)Short description
Planned Preventive Maintenance (in accordance with SFG20 and BS 5839-1:2013 guidelines) to all emergency lighting equipment and Reactive Maintenance to all Emergency Lighting and including ‘misuse and abuse’. Reactive works will be quoted on a semi comprehensive and cost plus basis, the final contract mechanism will be based on most economically advantageous mechanism for Kings based on cost and risk. Critical equipment will require 4 hours response time (the exact time is to be confirmed) and all other equipment 24 hour response (the exact time to be confirmed). Minor works associated with the supply and installation of fire equipment, the value of these works is approximately 500 – 10 000 GBP exc. VAT (exact figures to be confirmed), No guarantee of volumes or value of work per annum is given.
2)Common procurement vocabulary (CPV)
5000000031518200
3)Quantity or scope
Estimated value excluding VAT: Range: between 650 000 and 1 300 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
Deposits and guarantees may be required and if applicable a Parent Company Guarantees.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Payments will be made in accordance with the form of contract incorporating any amendments.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Joint and Several Liability.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes Description of particular conditions: The contract form to be used is NEC Term Service Contract 2005 as amended 2006.
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 stated in Pre-Qualification Questionnaire and supporting documentation.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: 1) Employers Liability Insurance – Minimum requirement GBP 5 million. 2) Professional Liability Insurance – Minimum requirement GBP 5 million. 3) Professional Indemnity Insurance – Minimum requirement GBP 1 million (however would be asked to increased to GBP 5 million if appointed). 4) Contractors All Risk a Minimum requirement GBP 1 million will be required at appointment. 5) Lot 1 Fire Maintenance Minimum company annual turnover is GBP 2.2 million. 6) Lot 2 Emergency (Escape) Lighting – Minimum company annual turnover is GBP 1.3 million. If contractor is applying for both lots your company annual turnover should be minimum GBP 3.5 million.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met: The technical capability applies to fire maintenance only: Industry Training – BS5839-1:2002. Have you attained a BAFE SP203-1 [Modular Scheme for Fire Detection and Alarm Systems] accreditation for all modules, certified with one of the following five certification bodies who are licensed for this scheme, these are BSI, Certsure, IEC, NSI and SSAIB. Have you attained a BAFE SP203-4 [Modular Scheme for Emergency (escape) Lighting Systems] accreditation for all modules, certified with one of the following five certification bodies who are licensed for this scheme, these are BSI, Certsure, IEC, NSI and SSAIB. Gent Partnership. The College has a large number of Honeywell/Gent fire alarm systems and it is understood that the supply of spare parts and technical support is restricted by Honeywell to those companies who have obtained partnership status. It is therefore a requirement of the applicant service provider to be a Gent partner and therefore have the minimum partnership accreditation of Gent System Integrator.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
Execution of the service is reserved to a particular profession: no
III.3.2)Staff responsible for the execution of the service
Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

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 minimum number 5: and maximum number 10 Objective criteria for choosing the limited number of candidates: The objective of the qualification process is to assess the responses to the PQQ and select Potential Providers to proceed to the next stage of the procurement. The Authority will select the top 5 scoring companies subject to them meeting the minimum criteria.
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:
KCL14-0680
IV.3.2)Previous publication(s) concerning the same contract
no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
29.7.2014 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
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
Persons authorised to be present at the opening of tenders: yes Additional information about authorised persons and opening procedure: Rehila Hamid or Howard Wilson.

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information

Suppliers are required to register and express interest via the College’s electronic tendering site at the following URL: https://in-tendhost.co.uk/kcl/

The College reserves the right to cancel the tender process at any stage. The College does not accept any liability for any cost incurred in tendering. Please note all submissions must be made electronically unless otherwise expressed in the tender documents. All submissions will be subject to the College’s conditions of electronic submission found at the following URL:

http://www.kcl.ac.uk/aboutkings/orgstructure/ps/purchasing/suppliers/etender.aspx

All tenders must be priced in sterling and payments under the Contract will be made in sterling.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Body responsible for mediation procedures

Kings College London 2nd Floor, Capital House, 42 Weston Street SE1 3 QD London UNITED KINGDOM Internet address: www.kcl.ac.uk

VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: The contracting authority will incorporate a minimum 10-calendar-day standstill period at the point information on the award of the contract is communicated to tenders. This period allows unsuccessful tenderers to seek such information as included in the Public Contracts Regulations 2006 (as amended). If an appeal regarding the award of this contract cannot be resolved, the regulations provide for aggrieved parties to take action in the High Court. Any such action must be taken promptly (generally within 3 months). Where a contract has not been entered into the Court may order the setting aside of the awards decision. If a contract has been entered into, the Court may only award damages.
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:
8.7.2014

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