Emergency Lighting Inspection Testing and Maintenance for Staffordshire County Council

Emergency Lighting Inspection Testing and Maintenance for Staffordshire County Council

The successful contractor will undertake a 2 x 6 monthly 1 hour duration test to each emergency lighting system on this contract.

United Kingdom-Stafford: Emergency lighting equipment

2014/S 238-419244

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Staffordshire County Council
Wedgwood Building, Tipping Street
For the attention of: Matthew Sutton
ST16 2DH Stafford
UNITED KINGDOM
Telephone: +44 1785854648
E-mail: matthew.sutton@staffordshire.gov.uk
Fax: +44 1785854660

Internet address(es):

General address of the contracting authority: http://www.staffordshire.gov.uk/business/procurement/

Further information can be obtained from: Refer to I.1

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Refer to I.1

Tenders or requests to participate must be sent to: Refer to I.1

I.2)Type of the contracting authority

Regional or local authority

I.3)Main activity

General public services

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

The contracting authority is purchasing on behalf of other contracting authorities: yes

Academies, Staffordshire Fire, Police and other agencies under the administrative area of the County Council. In addition establishments based in Cheshire, Derbyshire, Shropshire, Worcestershire, Warwickshire and Birmingham

Section II: Object of the contract

II.1)Description

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

PC544 — Framework agreement for the provision of emergency lighting inspection, testing and maintenance.

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 UKG3,UKF1,UKD2,UKG2,UKG1,UKG31

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

The notice involves the establishment of a framework agreement

II.1.4)Information on framework agreement

Framework agreement with a single operator

Duration of the framework agreement

Duration in years: 4

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 1 440 000 and 1 600 000 GBP

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

The framework agreement is for the provision of all labour, material, transport etc. for the Servicing and Maintenance of Emergency Lighting and Associated Battery Systems in Staffordshire County Council establishments as detailed in this schedule (there is also the potential for this to be extended to further sites and regions).
The successful contractor will undertake a 2 x 6 monthly 1 hour duration test to each emergency lighting system on this contract. (This is a departure from the recommended maintenance period set out in BS5266). All other works will be in accordance with the requirements highlighted in the BS/EN standards and this specification.
The value of the framework for Staffordshire County Council is 360 000 to 400 000 GBP, this figure has been multiplied four times to reflect the potential contract value should all other named authorities utilise this contract. For the avoidance of doubt this figure is not guaranteed.
These units are located in a wide range of buildings including Schools, Leisure Centres, Office Blocks, Police Stations, Fire Stations, Libraries, Day Centres and Residential Homes.

Important note The participation and process for this tender will be via the electronic tendering portal located at www.staffordshire.alito.co.uk Please ensure you also refer to section VI.3 of this notice. All requests for information to be sent through the electronic tendering portal and message facility on the Proactis electronic tendering system.

How to register:

1. Instructions at http//www.staffordshire.gov.uk/business/procurement/etendering/

2. Follow the link to Proactis E-Tendering (http://www.staffordshire.alito.co.uk). On the main page click SUPPLIERS then (new user) REGISTER links.

3. Complete the self-registration questions and click the Register button.
4. You will receive a confirmation e-mail with an authentication link (this email may find its way to your trash/junk email account, so please check).
5. Confirm the authentication and then login into Proactis SUPPLIERS-side.
6. Search the bulletin board for the tender(s) using key words, search criteria etc.
7. Once found, click on the (blue) contract title to register interest against an active tender.
8. Click the REGISTER button and then CONTINUE.
9. The tender will now be in the MY TENDERS profile area on the main menu.
10. Find the READ ME FIRST document and continue with managing the tender. If you require urgent assistance regarding the initial usage of the eTendering package please contact the Contracting Authority point-of-contact in Section I.1 of this notice.

On failure to reach this contact, please immediately email the nature of the difficulty to sp@staffordshire.gov.uk

II.1.6)Common procurement vocabulary (CPV)

31518200, 31500000, 31520000, 71314100, 50000000

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:

The framework agreement is for the provision of all labour, material, transport etc. for the Servicing and Maintenance of Emergency Lighting and Associated Battery Systems in Staffordshire County Council establishments as detailed in this schedule (there is also the potential for this to be extended to further sites and regions).
The successful contractor will undertake a 2 x 6 monthly 1 hour duration test to each emergency lighting system on this contract. (This is a departure from the recommended maintenance period set out in BS5266). All other works will be in accordance with the requirements highlighted in the BS/EN standards and this specification.
These units are located in a wide range of buildings including Schools, Leisure Centres, Office Blocks, Police Stations, Fire Stations, Libraries, Day Centres and Residential Homes.

Important note The participation and process for this tender will be via the electronic tendering portal located at www.staffordshire.alito.co.uk Please ensure you also refer to section VI.3 of this notice. All requests for information to be sent through the electronic tendering portal and message facility on the Proactis electronic tendering system.

How to register:

1. Instructions at http//www.staffordshire.gov.uk/business/procurement/etendering/

2. Follow the link to Proactis E-Tendering (http://www.staffordshire.alito.co.uk). On the main page click SUPPLIERS then (new user) REGISTER links.

3. Complete the self-registration questions and click the Register button.
4. You will receive a confirmation e-mail with an authentication link (this email may find its way to your trash/junk email account, so please check).
5. Confirm the authentication and then login into Proactis SUPPLIERS-side.
6. Search the bulletin board for the tender(s) using key words, search criteria etc.
7. Once found, click on the (blue) contract title to register interest against an active tender.
8. Click the REGISTER button and then CONTINUE.
9. The tender will now be in the MY TENDERS profile area on the main menu.
10. Find the READ ME FIRST document
and continue with managing the tender. If you require urgent assistance regarding the initial usage of the eTendering package please contact the Contracting Authority point-of-contact in Section I.1 of this notice.

On failure to reach this contact, please immediately email the nature of the difficulty to sp@staffordshire.gov.uk

Estimated value excluding VAT:
Range: between 1 440 000 and 1 600 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: Start date indicative during tender process but will not exceed a total of 2 years + (2 x 12 month extensions) (at the county council’s sole discretion).

II.2.3)Information about renewals

This contract is subject to renewal: no

II.3)Duration of the contract or time limit for completion

Starting 1.3.2015. Completion 28.2.2017

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

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

Payments may be made the following acceptance by the banking agents of the County Council.

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

No special legal form is required by the grouping of providers. The framework may be awarded to a single applicant or a consortium or individuals of a consortium but in the case of a consortium or individuals of a consortium liability will be joint and several.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes

Description of particular conditions: Any tender may be rejected from a company/organisation who interalia: (a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations:(b) is the subject of proceedings for a declaration of bankruptcy, for an order for compulsory winding up or administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations:(c) has been convicted by a judgement which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct:(d) has been guilty of grave professional misconduct proven by any means which the contracting authorities can demonstrate:(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority:(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority:(g) is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information:(h) has been the subject of a conviction for participation in a criminal organisation, as defined in Article 2(1) of Council Joint Action 98/733/JHA:(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26.5.1997 and Article 3(1) of Council Joint Action 98/742/JHA respectively:(j) has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities:(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10.6.1991 on prevention of the use of the financial system for the purpose of money laundering. Please refer to Regulation no 23 of the Public Procurement Regulations 2006 (SI No 5) for additional rejection criteria (see link)http://www.opsi.gov.uk/si/si2006/20060005.htm Staff performing the contract will be required to have in place by the start date of the contract enhanced DBS disclosures.

III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: The applicant must meet the minimum set standards of economic and financial standing to service the term and value of the contract.
Financial checks will be undertaken for economic
operators using one or more of the Council’s current financial assessors n2check (www.n2check.com), Dunn and Bradstreet (www.dnb.co.uk) Experian (www.experian.co.uk) Economic operators will be assessed according to the level of risk stipulated by the financial assessors used. Your submission may be rejected if you are given an above average/higher than average risk rating or poorer, by one or more of the assessors used.Note:
1. It is the responsibility of the economic operator to ensure that the appropriate accounts have been filed and that the credit information held is correct.
2. Should economic operators wish other financial information to be taken into account to support the economic and financial check this should be submitted with the response to the PQQ. SCC reserves the right to request further financial information and to take this into account where necessary in addition to the level of risk stipulated by the financial assessors.

3. For sole traders/partnerships where 3rd party financial assessments are not available the assessment will be undertaken using a financial spreadsheet detailing trading account data for the last 3 years.

Minimum level(s) of standards possibly required: The organisation should hold as a minimum the following insurance levels or be able to provide with their response, a written statement advising that should they be awarded the contract they will have the required levels of insurance in place for the commencement of the contract.
Public Liability 5 000 000 GBP
Employers Liability 10 000 000 GBP
Failure to achieve or agree to this may lead to disqualification.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As set out in the pre-qualification questionnaire.
Minimum level(s) of standards possibly required:
As set out in the pre-qualification questionnaire.
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 number of operators: 5
Objective criteria for choosing the limited number of candidates: Scored and Pass/Fail questions as set out in the pre-qualification questionnaire.

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
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:

PC544

IV.3.2)Previous publication(s) concerning the same contract

no

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: 8.1.2015 – 12:00
Payable documents: no

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

8.1.2015 – 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

Place:

Staffordshire Procurement Offices.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Attendance is limited to members of the authority’s staff.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

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

This is an electronic tender. All requests for information to be sent through the electronic tendering portal and message facility on the Proactis electronic tendering system. How to register: 1. Instructions at http//www.staffordshire.gov.uk/business/procurement/etendering/2. Follow the link to Proactis E-Tendering (http://www.staffordshire.alito.co.uk). On the main page click SUPPLIERS then (new user) REGISTER links.3. Complete the self-registration questions and click the Register button.4. You will receive a confirmation e-mail with an authentication link (this email may find its way to your trash/junk email account, so please check).5. Confirm the authentication and then login into Proactis SUPPLIERS-side.6. Search the bulletin board for the tender(s) using key words, search criteria etc.7. Once found, click on the (blue) contract title to register interest against an active tender.8. Click the REGISTER button and then CONTINUE.9. The tender will now be in the MY TENDERS profile area on the main menu. 10. Find the READ ME FIRST document and continue with managing the tender. If you require urgent assistance regarding the initial usage of the eTendering package please contact the Contracting Authority point-of-contact in Section I.1 of this notice. On failure to reach this contact, please immediately email the nature of the difficulty to sp@staffordshire.gov.uk

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Refer to I.1
UNITED KINGDOM

Body responsible for mediation procedures

Refer to I.1
UNITED KINGDOM

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 (or 15 days where non-electronic or fax methods are used) at the point that an award decision notice is communicated to tenderers. The award decision notice will specify the criteria for the award of the contract/framework agreement, the reasons for the decision, including the characteristics and relative advantages, the name and score of the successful tender: and will specify when the standstill period is expected to end or the date before which the contracting authority will not conclude the contract/framework agreement. If an appeal regarding the award of a contract/framework agreement has not been successfully resolved, the Public Contracts (Amendment) Regulations 2009 provide for aggrieved parties who have been harmed or are at risk of a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought promptly (generally within 3 months). The Court may order the setting aside of the award decision or may order the Contracting Authority to amend any document and may award damages. If a framework agreement has been entered into the Court may make a declaration of ineffectiveness or may order that the duration of any relevant specific contract be shortened and additionally may award damages. The time limit for seeking such a declaration is generally 30 days from notification of the award (either by award decision notification or contract award notice depending upon the circumstances) or otherwise 6 months.

VI.4.3)Service from which information about the lodging of appeals may be obtained

Refer to I.1

VI.5)Date of dispatch of this notice:

5.12.2014

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