Fire Safety Systems Maintenance for University of Cambridge

Fire Safety Systems Maintenance for University of Cambridge

The University of Cambridge is seeking to appoint a Contractor who will provide a single point of responsibility for the servicing and maintenance of the University of Cambridge fire detection and alarm systems.

United Kingdom-Cambridge: Repair and maintenance services

2015/S 232-421993

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

The Chancellor, Masters and Scholars of the University of Cambridge
74 Trumpington Street
Contact point(s): Estate Management Procurement
For the attention of: Elena Johnston
CB2 1RW Cambridge
UNITED KINGDOM
E-mail: emmaintenancecontracts@admin.cam.ac.uk

Internet address(es):

General address of the contracting authority: www.cam.ac.uk

Electronic access to information: https://in-tendhost.co.uk/universityofcambridge

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

Other: higher education/research

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:

Fire Safety Systems Maintenance for University of Cambridge.

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 UKH1

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)

The University of Cambridge is seeking to appoint a Contractor who will provide a single point of responsibility for the servicing and maintenance of the University of Cambridge fire detection and alarm systems, gaseous fire suppression systems, sprinkler systems, dry risers, private fire hydrants, portable fire-fighting apparatus and emergency lighting annual testing and remedial works. The envisaged contract duration is 3 years with an option to extend for 2 further 1 year periods.

II.1.6)Common procurement vocabulary (CPV)

50000000, 31625200, 35113000, 35111500, 35111200, 39525400, 44482000, 45312100, 44115500, 38431200, 39515110, 31518200

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: 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 scope of services under the contract shall broadly include:
— Planned preventative maintenance;
— Reactive repairs and maintenance;
— Emergency / breakdown calls-outs;
— Minor refurbishments & upgrades (optional scope); and
— Provision, installation, servicing and maintenance of portable fire apparatus.
to a range of fire systems across the University of Cambridge 238 operational and non-operational buildings, covering approximately 610 000 m² of gross internal area, comprising of laboratories, teaching spaces, offices, workshops, residential, agricultural, museums and libraries. The systems included are:
— 2 Sprinkler systems including pumps, generators, tanks, pipelines, valves, taps, sprinkler heads and control units;
— 200 Fire detection and alarms systems, both conventional and analogue addressable;
— 10 Fire suppression systems;
— 15 Smoke vents and extracts systems;
— 25 Disabled refuge alarms;
— 20 Fire curtains and shutters;
— 88 Fire Hydrants;
— 21 Dry Risers;
— 7,000 Portable fire apparatus (fire extinguishers, evacuation chairs and fire blankets);
— 235 Emergency Lighting Systems including some addressable systems (annual testing and remedial works).
Estimated value excluding VAT:
Range: between 500 000 and 550 000 GBP

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 2

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

Duration in months: 36 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

The right is reserved to require a parent company guarantee or suitable performance bond or bank guarantees as deemed appropriate.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
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

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: The suppliers must provide:
1. A copy of their audited accounts for the past 3 years.
2. Evidence of required insurances or a confirmation that the required level of insurances will be obtained prior to the contract award.
Minimum level(s) of standards possibly required: Applicants’ annual turnover must be at least four (4) times the estimated annual contract value.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
The suppliers will be evaluated based on the information submitted against the criteria included in the pre-qualification questionnaire.
As a minimum the suppliers will be expected to:
1. demonstrate that they have the necessary resources, capability, capacity and management to provide the services required;
2. demonstrate that they have an adequate quality management system;
3. demonstrate an adequate health, safety and environmental record;
4. demonstrate that they have experience of providing similar type of work;
5. provide details of three recent contracts with contact details to permit references to be sought;
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 3: and maximum number 5

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:

EM-EF-003/2015

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: 31.12.2015 – 12:00
Payable documents: yes

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

13.12.2015 – 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

Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: In approximately 5 years.

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 procurement is being conducted under the Public Contracts Regulations 2015 (Directive 2014/24/EU) (‘PCR 2015’), however, the University of Cambridge is not a public body within the meaning of the PCR 2015 and is not subject to the PCR 2015. Where the University of Cambridge advertises contracts in the OJEU, it does so on a voluntary basis and has no obligation to comply with the PCR 2015. The University of Cambridge therefore reserves the right to modify or depart from the procedures prescribed in the PCR 2015 as the University of Cambridge considers necessary. The full specification is still being prepared and will be available by the Invitation to Tender stage. The outline of scope of services is included in II.2.1) above and in the pre-qualification questionnaire. Should the Applicant require any further information or have any queries, the Applicant should direct these queries as described at the end of this paragraph VI.3). The Invitation to Tender is also still being prepared and is not available at this stage.
In this procurement the University of Cambridge is following the restricted procedure and conducting a two-stage procurement process of which the pre-qualification will be the first stage. Following the completion of the selection process, the pre-qualified suppliers will be invited to tender.
The outline of scope of services is included in II.2.1) above and in the pre-qualification questionnaire. Should the Applicant require any further information or have any queries, the Applicant should direct these queries as described at the end of this paragraph VI.3).
NEC3 Term Service Contract will be the form of contract used for the contract between the University of Cambridge and the Contractor, should any contract be awarded as a result of this procurement.
Collective Redundancies and Transfer of Undertakings (Protection of Employment) (Amendment) Regulations 2014 (‘TUPE Regulations’) may apply to this procurement, however, it will be responsibility of any company participating in any tender subsequent to the pre-qualification to seek independent professional advice to ascertain whether TUPE Regulations will apply.
The contract will be awarded for a period of three (3) years with an option to extend for two further one (1) year periods. The planned start date of the contract is 01st August 2016. The approximate annual value of the contract is estimated to be between £500,000 and £550,000 excluding VAT.

The suppliers wishing to express interest in participating in this procurement must be registered in In-Tend, a web based tendering system, https://in-tendhost.co.uk/universityofcambridge/. Once registered, the supplier will be able to express their interest in this procurement via In-Tend and download the pre-qualification questionnaire as appropriate.

Important:

It is not possible to participate in this procurement without registering in In-Tend. The registration takes only a few minutes and is free. To register, please go to https://in-endhost.co.uk/universityofcambridge

Once you are registered, you will receive confirmation of your user id and other details. Please store these details carefully. Once you are registered and confirmed your interest in this procurement, you will be sent an email to confirm you have registered your interest.
The suppliers that register their interest in this procurement in In-Tend, will be able to download the pre-qualification questionnaire relating to this procurement. The pre-qualification questionnaire provides further detail about this procurement, the process that the University of Cambridge will be following in this procurement, key information about the contract, selection criteria that the University of Cambridge will use to evaluate the suppliers’ submissions with a view of identifying the suppliers who are qualified to progress to the next stage of this procurement, tender.
Any questions about this procurement, including if you experience any difficulties when downloading the PQQ or have any questions about the process, must be submitted through the correspondence facility in In-Tend and NOT emailed directly to any person within the University of Cambridge or by telephone.

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:

27.11.2015

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