Laboratory Equipment Maintenance for Southern Universities Purchasing Consortium

Laboratory Equipment Maintenance for Southern Universities Purchasing Consortium

Laboratory Equipment Maintenance and Repair Services. UK-Reading: repair and maintenance services of medical and precision equipment

2012/S 42-068835

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Southern Universities Purchasing Consortium (SUPC)
Science & Technology Centre, University of Reading, Earley Gate, Whiteknights Road
For the attention of: Effie Rigopoulou
RG6 6BZ Reading
UNITED KINGDOM
Telephone: +44 1189357081
E-mail: supc@reading.ac.uk

Internet address(es):

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

Further information can be obtained from: Southern Universities Purchasing Consortium
University of Reading, Earley Gate, Whiteknigths Road
For the attention of: Effie Rigopoulou
RG6 6BZ Reading
UNITED KINGDOM
Telephone: +44 1189357081
E-mail: supc@reading.ac.uk
Fax: +44 1189357085
Internet address: https://in-tendhost.co.uk/supc/

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: see url below
Internet address: https://in-tendhost.co.uk/supc/

Tenders or requests to participate must be sent to: see url below
Internet address: https://in-tendhost.co.uk/supc/

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:

Laboratory Equipment Maintenance and Repair Services.
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: Various locations across the United Kingdom.
NUTS code UK

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 several operators
Number of participants to the framework agreement envisaged: 40
Duration of the framework agreement

Duration in months: 24
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 5 000 000 and 10 000 000 GBP

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

The maintenance and repair services of commonly used laboratory equipment. There will be a maximum of 15 lots of equipment for servicing:
1. Autoclaves;
2. Fume cupboards (ducted and non-ducted);
3. Hoods;
4. Biological/ Microbiological safety cabinets ducted and non-ducted;
5. Fridges, freezers including temperature alarm systems and ice machines;
6. Cryostorage systems, pressurised Cryostorage Systems and pressure alarm systems;
7. Incubators;
8. Glasswashers;
9. Ovens and furnaces;
10. Centrifuges refrigerated and benchtop centrifuges;
11. Microcentrifuges;
12. Centrifuges floor standing;
13. Balances;
14. Vacuum pumps;
15. Water purification systems.
The Southern Universities Purchasing Consortium (SUPC) is acting as lead organisation on behalf of its members and also for members of the Advanced Procurement for Universities and Colleges (APUC), Higher Education Purchasing Consortium, Wales (HEPCW), London Universities Purchasing Consortium (LUPC), the North East Purchasing Consortium (NEUPC) and the North West Purchasing Consortium (NWUPC). A full list of the participating Consortia members are available on the Consortia websites www.supc.ac.uk, www.apuc-scot.ac.uk, http://hepcw.procureweb.ac.uk/, http://www.lupc.procureweb.ac.uk, http://neupc.procureweb.ac.uk/ and www.nwupc.ac.uk/. More Consortia or Institutions may be able to join on the express permission of SUPC.

II.1.6)Common procurement vocabulary (CPV)

50400000, 50500000, 33191000, 50433000

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: 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:

SUPC award and manage framework agreements for the education sector. This framework will be awarded for a period of 24 months with option to extend for up to another 24 months. This is the first inter-regional Agreement in this service area and therefore all GBP figures are estimated. However, there is no guaranteed level of expenditure; the competitiveness, level of service offered, and marketing effort of the chosen suppliers will be crucial in determining how many institutions support the framework. Institutions will call off from the framework in a variety of patterns. Such call off patterns will be agreed by the institutional Head of Purchasing. Some institutions will purchase from multiple suppliers, whereas others may commit to one (if possible). Institutions may use a form of further competition to facilitate call off decisions.
The tender will be split into Lots and bidders will be able to bid for one or more lots. Multiple suppliers may be included in the award of each Lot depending on the competitiveness of the bid and the geography that bidders propose to cover. Bidders will be able to provide these services directly or through subcontracting one or more services to a third party.
Estimated value excluding VAT:
Range: between 5 000 000 and 10 000 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: SUPC will retain the option of extending the Agreement up to 24 months, so its duration would be a maximum of 48 months.
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: Range: between 0 and 2
II.3)Duration of the contract or time limit for completion

Starting 1.10.2012. Completion 30.9.2014

Information about lots

Lot No: 1 Lot title: Autoclaves

1)Short description

The maintenance and repair service of autoclaves, including the supply of spares and parts.
2)Common procurement vocabulary (CPV)

50400000, 33191110

3)Quantity or scope

Unknown number of autoclaves in Institutions. The value of this tender is estimated on Institutions’ current maintenance budget in Laboratories across all equipment and cannot be split by lot.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Within each Lot, it is expected that more than one suppliers will be awarded and it is possible that more than one supplier may offer to serve the same Institution(s). On the other hand, if bids offered within the Lot are not deemed competitive, SUPC reserves the right to withhold award in the specific Lot.
Lot No: 2 Lot title: Fume cupboards

1)Short description

The maintenance and repair service of ducted and non-ducted fume cupboards, including the supply of parts and spares.
2)Common procurement vocabulary (CPV)

50400000, 39141500

3)Quantity or scope

Unknown number of fume cupboards in Institutions. The value of this tender is estimated on Institutions’ current maintenance budget in Laboratories across all equipment and cannot be split by Lot.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Within each Lot, it is expected that more than one suppliers will be awarded and it is possible that more than one supplier may offer to serve the same Institution(s). On the other hand, if bids offered within the Lot are not deemed competitive, SUPC reserves the right to withhold award in the specific Lot.
Lot No: 3 Lot title: Hoods

1)Short description

The maintenance and repair service of hoods, including the supply of parts and spares.
2)Common procurement vocabulary (CPV)

50400000, 39714000

3)Quantity or scope

Unknown number of hoods in Institutions. The value of this tender is estimated on Institutions’ current maintenance budget in Laboratories across all equipment and cannot be split by Lot.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Within each Lot, it is expected that more than one suppliers will be awarded and it is possible that more than one supplier may offer to serve the same Institution(s). On the other hand, if bids offered within the Lot are not deemed competitive, SUPC reserves the right to withhold award in the specific Lot.
Lot No: 4 Lot title: Biological and Microbiological Safety Cabinets

1)Short description

The maintenance, repair service and calibration of ducted and non-ducted, biological and non-biological safety cabinets, including parts and spares.
2)Common procurement vocabulary (CPV)

50400000, 42514000, 33000000, 50433000

3)Quantity or scope

Unknown number of safety cabinets in Institutions. The value of this tender is estimated on Institutions’ current maintenance budget in Laboratories across all equipment and cannot be split by Lot.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Within each Lot, it is expected that more than one suppliers will be awarded and it is possible that more than one supplier may offer to serve the same Institution(s). On the other hand, if bids offered within the Lot are not deemed competitive, SUPC reserves the right to withhold award in the specific Lot.
Lot No: 5 Lot title: Ultra low freezers and temperature alarm systems, fridges and ice makers

1)Short description

The maintenance and repair service of ultra low freezers and temepature alarm systems, fridges and ice makers, including the supply of parts and spares.
2)Common procurement vocabulary (CPV)

50000000, 42500000, 39711100

3)Quantity or scope

Unknown number of freezers, fridges, alarm systems and ice makers in Institutions. The value of this tender is estimated on Institutions’ current maintenance budget in Laboratories across all equipment and cannot be split by Lot.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Within each Lot, it is expected that more than one suppliers will be awarded and it is possible that more than one supplier may offer to serve the same Institution(s). On the other hand, if bids offered within the Lot are not deemed competitive, SUPC reserves the right to withhold award in the specific Lot.
Lot No: 6 Lot title: Cryostorage systems

1)Short description

The maintenance and repair service of pressurised and non-pressurised cryostorage systems and pressure alarm systems, including the supply of parts and spares.
2)Common procurement vocabulary (CPV)

50532000, 38420000, 44610000

3)Quantity or scope

Unknown number of cryostorage systems in Institutions. The value of this tender is estimated on Institutions’ current maintenance budget in Laboratories across all equipment and cannot be split by Lot.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Within each Lot, it is expected that more than one suppliers will be awarded and it is possible that more than one supplier may offer to serve the same Institution(s). On the other hand, if bids offered within the Lot are not deemed competitive, SUPC reserves the right to withhold award in the specific Lot.
Lot No: 7 Lot title: Incubators

1)Short description

The maintenance, calibrationand repair service of incubators, including the supply of parts and spares.
2)Common procurement vocabulary (CPV)

50421000, 33152000, 50433000

3)Quantity or scope

Unknown number of incubators in Institutions. The value of this tender is estimated on Institutions’ current maintenance budget in Laboratories across all equipment and cannot be split by Lot.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Within each Lot, it is expected that more than one suppliers will be awarded and it is possible that more than one supplier may offer to serve the same Institution(s). On the other hand, if bids offered within the Lot are not deemed competitive, SUPC reserves the right to withhold award in the specific Lot.
Lot No: 8 Lot title: Glasswashers

1)Short description

The Maintenance and Repair Service of glasswashers, including the supply of parts and spares.
2)Common procurement vocabulary (CPV)

50000000, 42921100

3)Quantity or scope

Unknown number of glasswashing equipment in Institutions. The value of this tender is estimated on Institutions’ current maintenance budget in Laboratories across all equipment and cannot be split by Lot.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Within each Lot, it is expected that more than one suppliers will be awarded and it is possible that more than one supplier may offer to serve the same Institution(s). On the other hand, if bids offered within the Lot are not deemed competitive, SUPC reserves the right to withhold award in the specific Lot.
Lot No: 9 Lot title: Ovens, furnaces and temperature alarm systems

1)Short description

The maintenance and repair service of ovens and furnaces and temperature alarm systems, including the supply of parts and spares.
2)Common procurement vocabulary (CPV)

50000000, 42300000

3)Quantity or scope

Unknown number of furnaces and ovens in Institutions. The value of this tender is estimated on Institutions’ current maintenance budget in Laboratories across all equipment and cannot be split by Lot.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Within each Lot, it is expected that more than one suppliers will be awarded and it is possible that more than one supplier may offer to serve the same Institution(s). On the other hand, if bids offered within the Lot are not deemed competitive, SUPC reserves the right to withhold award in the specific Lot.
Lot No: 10 Lot title: Centrifuges refrigerated and centrifuges benchtop

1)Short description

The maintenance, calibration and repair service of refrigerated and benchtop centrifuges, including the supply of parts and spares.
2)Common procurement vocabulary (CPV)

50400000, 50433000, 42931000, 42931120

3)Quantity or scope

Unknown number of centrifuges in Institutions. The value of this tender is estimated on Institutions’ current maintenance budget in Laboratories across all equipment and cannot be split by Lot.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Within each Lot, it is expected that more than one suppliers will be awarded and it is possible that more than one supplier may offer to serve the same Institution(s). On the other hand, if bids offered within the Lot are not deemed competitive, SUPC reserves the right to withhold award in the specific Lot.
Lot No: 11 Lot title: Microcentrifuges

1)Short description

The maintenance, calibration and repair service of microcentrifuges, inlcuding the supply of parts and spares.
2)Common procurement vocabulary (CPV)

50400000, 50433000, 42931000

3)Quantity or scope

Unknown number of microcentrifuges in Institutions. The value of this tender is estimated on Institutions’ current maintenance budget in Laboratories across all equipment and cannot be split by Lot.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Within each Lot, it is expected that more than one suppliers will be awarded and it is possible that more than one supplier may offer to serve the same Institution(s). On the other hand, if bids offered within the Lot are not deemed competitive, SUPC reserves the right to withhold award in the specific Lot.
Lot No: 12 Lot title: Centrifuges floorstanding

1)Short description

The maintenance, calibration and repair service of floorstanding centrifuges, including the supply of parts and spares.
2)Common procurement vocabulary (CPV)

50400000, 50433000, 42931110

3)Quantity or scope

Unknown number of centrifuges in Institutions. The value of this tender is estimated on Institutions’ current maintenance budget in Laboratories across all equipment and cannot be split by Lot.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Within each Lot, it is expected that more than one suppliers will be awarded and it is possible that more than one supplier may offer to serve the same Institution(s). On the other hand, if bids offered within the Lot are not deemed competitive, SUPC reserves the right to withhold award in the specific Lot.
Lot No: 13 Lot title: Balances

1)Short description

The maintenance, calibration and repair service of balances, including the supply of parts and spares.
2)Common procurement vocabulary (CPV)

50400000, 50433000, 42923110

3)Quantity or scope

Unknown number of balances in Institutions. The value of this tender is estimated on Institutions’ current maintenance budget in Laboratories across all equipment and cannot be split by Lot.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Within each Lot, it is expected that more than one suppliers will be awarded and it is possible that more than one supplier may offer to serve the same Institution(s). On the other hand, if bids offered within the Lot are not deemed competitive, SUPC reserves the right to withhold award in the specific Lot.
Lot No: 14 Lot title: Vacuum pumps

1)Short description

The maintenance and repair service of vacuum pumps, including parts and spares.
2)Common procurement vocabulary (CPV)

50511000, 42120000

3)Quantity or scope

Unknown number of vacuum pumps in Institutions. The value of this tender is estimated on Institutions’ current maintenance budget in Laboratories across all equipment and cannot be split by Lot.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Within each Lot, it is expected that more than one suppliers will be awarded and it is possible that more than one supplier may offer to serve the same Institution(s). On the other hand, if bids offered within the Lot are not deemed competitive, SUPC reserves the right to withhold award in the specific Lot.
Lot No: 15 Lot title: Water purification system excluding capital equipment

1)Short description

The Maintenance and Repair Service of water purification equipment and systems that are not capital equipment, up to an initial purchase value of 50 000 GBP. The Service will include the supply of parts and spares.
2)Common procurement vocabulary (CPV)

50000000, 42912300

3)Quantity or scope

Unknown number of water purification systems in Institutions. The value of this tender is estimated on Institutions’ current maintenance budget in Laboratories across all equipment and cannot be split by Lot.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Within each Lot, it is expected that more than one suppliers will be awarded and it is possible that more than one supplier may offer to serve the same Institution(s). On the other hand, if bids offered within the Lot are not deemed competitive, SUPC reserves the right to withhold award in the specific Lot.

Section III: Legal, economic, financial and technical information

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

None.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As stated in the tender document.
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 in the event of a consortium bid.
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 stated in the PQQ / tender documents.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As stated in the PQQ / tender documents.
Minimum level(s) of standards possibly required: As stated in the PQQ / tender documents.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As stated in the PQQ / tender documents.
Minimum level(s) of standards possibly required:
As stated in the PQQ / tender documents.
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 40: and maximum number 60
Objective criteria for choosing the limited number of candidates: Should there be a requirement to limit the number of companies invited to tender, for example because of the high number of responses received, the responses that satisfied the Mandatory Requirements first, will then be scored against 4 criteria and only the companies scoring highest will be invited to tender.
Bidders will be scored out of 100 % on:
(i) Number of Lots served (excluding equipment with specific validation requirements): 25 %.
(ii) Completeness of certification relating to the companies’ quality assurance processes: 25 %.
(iii) Access to original manufacturer parts and spares: 25 %.
(iv) Consistency of service level as demonstrated by the number of highly qualified engineers employed directly by, or working in a long-term partnership / cooperative agreement with the bidding company: 25 %.
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: yes
Additional information about electronic auction: An electronic auction will not be used for the award of the framework agreement. Institutions who are calling off from the framework agreement may use an electronic auction if undertaking further competition.
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

2012/03
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: 30.3.2012
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

16.4.2012
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 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: 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

The Southern Universities Purchasing Consortium (SUPC) is an operating unit of Southern Universities Management Services, a company limited by guarantee, registered in England and Wales (No. 2732244), registered charity (No. 1042175). The whole tender process will be conducted electronically and suppliers will need to register their interest online at https://in-tendhost.co.uk/supc. All Documents will be issued, and will need to be returned, online.

The University of Cambridge is not a public body within the meaning of the Public Contracts Regulations 2006 (Directive 2004/18) and is not subject to the procurement legislation. Where the University advertises contracts in the Official Journal of the European Union, it does so on a voluntary basis and does not undertake any obligation to comply with the procurement legislation. The University reserves its rights in full to adapt or step outside the procedures in the procurement legislation as the University considers necessary.
Information about the tender process to be followed does not amount to a legally binding offer by the University to follow the process so described. The University reserves the right not to follow or to modify the procedures as the University considers necessary.

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:29.2.2012