Heating Maintenance Tender

Heating Maintenance Tender

Heating and Air Conditioning. King’s College London. Heating and cooling asset maintenance and minor works.

UK-London: repair and maintenance services of building installations

2012/S 98-163600

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

King’s College London
Capital House, 2nd Floor Purchasing Services, 42 Weston Street
Contact point(s): http://www.kcl.ac.uk/aboutkings/orgstructure/ps/purchasing/suppliers/etender.aspx
For the attention of: Howard Wilson
SE1 3QD London
UNITED KINGDOM
Telephone: +44 2078488293
Fax: +44 2078486008

Internet address(es):

General address of the contracting authority: http://www.kcl.ac.uk/index.aspx

Address of the buyer profile: http://www.kcl.ac.uk/aboutkings/orgstructure/ps/purchasing/suppliers/etender.aspx

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: University
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:
KCL12-0400. Heating and cooling asset maintenance and minor works.
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: London.
NUTS code UKI11
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 directorate of estates and facilities wishes to appoint a service provider(s) for lot 1: heating assets maintenance and minor works and lot 2: air conditioning asset maintenance and minor works. The delivery of these services will be coupled with flexibility, cost effectiveness and empathy to the Authority’s needs, both now and in the future. The end result is expected to be a contract that is open and transparent, and above all managed in a spirit of cooperation and partnership using the NEC3 Term Service Contract 2005 contract form. The anticipated total value and full scope is dependent upon the production of the final specification etc, for guidance purposes only, the range of 750 000 GBP to 900 000 GBP exc VAT per annum is given as the total indicative cost of the current planned preventative, reactive maintenance and minor works programme.
II.1.6)Common procurement vocabulary (CPV)

50700000, 50720000, 50721000, 50730000

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 and where applicable embedded space within various partner organisations. The College has a dynamic property portfolio of some 100 plus buildings subject to frequent change.
Estimated value excluding VAT:
Range: between 750 000 and 900 000 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: 84 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Heating asset maintenance and minor works

1)Short description
Heating asset maintenance and minor works.
2)Common procurement vocabulary (CPV)

50720000, 50721000

3)Quantity or scope
Maintenance and Minor Works Services will encompass:
Planned preventative maintenance (in accordance with HVCA SFG 20 guidelines) to all heating and cooling plant and equipment.
Reactive maintenance to all heating and cooling plant and equipment, including ‘misuse & 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. Plant deemed critical will require a 4 hour response time and all other plant will require a response within 24 hours.
Minor works: associated with the supply and installation of heating and cooling plant. The value of these works are typically in the range 500-10 000 GBP exc. VAT but any single project or package of works up to 10 000 GBP exc. VAT may be included. No guarantee of volumes or value of work per annum is given. However this work typically occurs in the period June through to September but can be demanded at any time 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).
Typically this type of work can include:
Refurbishment or complete replacement of plant and systems that have reached the end of their useful life.
Upgrades to existing plant to improve its service, cost or energy performance.
Modifications to plant to suit reconfiguration or amendments to the King’s space use or needs.
Estimated value excluding VAT:
Range: between 150 000 and 275 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Air conditioning asset maintenance and minor works
1)Short description
Air conditioning asset maintenance and minor works.
2)Common procurement vocabulary (CPV)

50730000

3)Quantity or scope
Maintenance and minor works services will encompass:
Planned preventative maintenance (in accordance with HVCA SFG 20 guidelines) to all heating and cooling plant and equipment.
Reactive maintenance to all heating and cooling plant and equipment, including ‘misuse & 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. Plant deemed critical will require a 4 hour response time and all other plant will require a response within 24 hours.
Minor works: associated with the supply and installation of heating and cooling plant. The value of these works are typically in the range 500-10 000 GBP exc. VAT but any single project or package of works up to 10 000 GBP exc. VAT may be included. No guarantee of volumes or value of work per annum is given. However this work typically occurs in the period June through to September but can be demanded at any time 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).
Typically this type of work can include:
Refurbishment or complete replacement of plant and systems that have reached the end of their useful life.
Upgrades to existing plant to improve its service, cost or energy performance.
Modifications to plant to suit reconfiguration or amendments to the King’s space use or needs.
Estimated value excluding VAT:
Range: between 575 000 and 700 000 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 & several liability.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: HVCA SFG 20 ppm schedule subject to amendments.
The Contract form to be used is the 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: As stated in pre-qualification questionnaire and supporting documentation.
Minimum level(s) of standards possibly required: Public liability insurance: 5 000 000 GBP.
Employers liability insurance: 5 000 000 GBP.
Contractor all risks: 500 000 GBP.
Product liability: 2 000 000 GBP.
Professional indemnity: 2 000 000 GBP.
Minimum financial turnover (last financial year). Lot 1: 900 000 GBP. Lot 2: 2 300 000 GBP. Both lots 3 200 000 GBP.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
As stated in pre-qualification questionnaire and supporting documentation.
Minimum level(s) of standards possibly required:
Minimum accreditations.
Lot 1: gas safe registered.
Lot 2: F gas registered.
Lots 1 & 2 Niceic contractors scheme or equivalent.
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 for each lot 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:
KCL12-0400
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: 21.6.2012 – 23:59
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
25.6.2012 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
23.7.2012
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 tenders
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Howard Wilson.

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

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

King’s College London
2nd Floor Capital House
SE1 3QD London
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 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:
22.5.2012

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