Lift Servicing and Maintenance Tender Southampton

Lift Servicing and Maintenance Tender Southampton

Approximately 110 lift installations requiring full breakdown cover 24 hours a day, including all public holidays and the replacement and repair of components.

United Kingdom-Southampton: Lift-maintenance services

2018/S 058-128502

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

University of Southampton
University Road
Southampton
SO17 1BJ
United Kingdom
Contact person: Dan Grace
Telephone: +44 2380595000
E-mail: tenders@soton.ac.uk
NUTS code: UKJ3

Internet address(es):Main address: http://www.southampton.ac.uk

Address of the buyer profile: https://in-tendhost.co.uk/universityofsouthampton

I.2)Information about joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://in-tendhost.co.uk/universityofsouthampton
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://in-tendhost.co.uk/universityofsouthampton

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Education

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

17/ESM/18 LS13135 — Provision of Fully Comprehensive Lift Servicing and Maintenance

Reference number: 17/ESM/18 LS13135

II.1.2)Main CPV code

50750000

II.1.3)Type of contract

Services

II.1.4)Short description:

Approximately 110 lift installations requiring full breakdown cover 24 hours a day, including all public holidays and the replacement and repair of components.

Normal callouts shall be attended on site within 2 hours and emergency callouts within 1 hour.

SAFed supplementary inspections/tests shall be carried out.

CAFM system Planon will be used to close out all planned and reactive work. Strict deadlines will need to be met to ensure the system is kept up to date.

Detailed reports required covering but not limited to; service dates achieved, call out statistics on causes of breakdowns, repairs, Safed inspections completed and updates on Loler report status.

2 machine rooms are considered to be restricted spaces.

Some premises are multi-tenanted and there may be strict security procedures in operation to gain access to the buildings in general and lift wells/machine rooms. All company representatives will be required to carry personal identification.

II.1.5)Estimated total value

Value excluding VAT: 720 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:
II.2.2)Additional CPV code(s)

II.2.3)Place of performance

NUTS code: UKJ3
Main site or place of performance:

Southampton, Hampshire, UK, Winchester, UK.

II.2.4)Description of the procurement:

Fully Comprehensive Servicing and Maintenance Agreement.

The provision of fully comprehensive service and maintenance of approximately 110 lift installations at the University of Southampton as set out in the ITT documents and schedules.

The Service Provider shall provide fully comprehensive cover for the lift installations, based on full schedules of work which are designed to act in addition to the Service Providers’ set of procedures for having the best level of preventative service care. The Service as set out also requires full breakdown cover 24 hours a day, including all public holidays and the replacement and repair of components for the full term of the Agreement as indicated.

Potential Suppliers shall note that some of the SAFed supplementary inspections/tests shall be carried out as part of the core services, with the remaining priced for separately. Further details can be found in the ITT documents.

The Service Provider would be expected to update the University’s Computer Aided Facilities Management (CAFM) system Planon with maintenance records, such as closing out all planned and reactive work, repairs and call outs. Strict deadlines will need to be met by the Service Provider to ensure the Planon system is kept up to date and will form part of the service requirements.

The Service Provider would be expected to provide detailed reports covering but not limited to; service dates achieved, call out statistics on causes of breakdowns, repairs carried out, Safed inspections completed and updates on LOLER report status.

All lifts irrespective of type or location, are to be covered by the same fully comprehensive service procedures. Some premises covered by this document are multi-tenanted and there may be strict security procedures in operation to gain access to the buildings in general and lift wells/machine rooms. All company representatives irrespective of title will be required to carry personal identification, and during their stay in the premises, all personnel must make themselves fully acquainted with safety procedures and University policies and procedures including Control of Contractors Health & Safety (CC3) as may apply.

The whole of the works covered by the contract will be subject to quality audits at unannounced intervals. Formal minuted meetings will take place between the Service Provider, the University and the Authorised Representative, agenda items will include but are not limited to; contract performance, any issues raised including Health & Safety. It is the responsibility of the Service Provider to ensure that they respond to and close down any actions raised for their attention by the deadlines set in the issued minutes.

The Terms, Conditions and all sections of the contract will strictly relate to all installations listed.

The Potential Supplier shall also note the Universities Control of Contractors Policy which is detailed within this document which shall be fully complied with.

Apart from the exclusions covered within this document, the Service Provider shall not exclude any further items.

The Service Provider will ensure that within one month of the Contract starting the Universities Planon system is fully up to date. Training on the Planon system will be provided to the successful Service Provider. If the Planon system is found to be out of date then it will be updated by the University and the Service Provider charged the hours x the hourly rate of the Planon team to complete this.

The Service Provider shall note that the machine rooms to Lifts MO02LE001 7 2 and MO46LE001 are considered to be restricted spaces. The appropriate precautions will need to be taken by the Service Provider and these will need to be agreed by the University.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Control of Contractors (CC3) Health and Safety Assessment Questionnaire / Weighting: Pass/Fail
Quality criterion – Name: Implementation / Weighting: 10 %
Quality criterion – Name: Management and Technical Ability / Weighting: 15 %
Quality criterion – Name: Scenarios / Weighting: 10 %
Quality criterion – Name: Contract Management / Weighting: 25 %
Price – Weighting: 40 %

II.2.6)Estimated value

Value excluding VAT: 720 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 72
This contract is subject to renewal: yes
Description of renewals:

Initial contract period of 4 years with an option to extend by a further 2 years subject to satisfactory performance and at the discretion of the University.

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 5
Objective criteria for choosing the limited number of candidates:

The pre-qualification evaluation criteria will be as follows. Full details are provided in the pre-qualification documentation:

Mandatory Requirements (Pass/Fail):

— Grounds for mandatory exclusion,

— Grounds for discretionary exclusion,

— Economic and Financial Standing,

— Modern Slavery,

— Insurance.

Membership of Lift and Escalator Industry Association (LEIA) or equivalent.

All engineers in your proposed controlling office must be qualified to NVQ3 or equivalent level in relevant engineering discipline.

On site attendance to emergency callouts (P1 and P2) within 1 hour and normal callouts (P3, P4 and P5) within 2 hours.

Safe systems of working and engineers suitably trained and certified to working in restricted spaces.

Weighted requirements:

— Staff competence 44%,

— Health and Safety 10%,

— Systems and Reporting 15%,

— Contract Management 20%,

— Quality Assurance 5%,

— Sourcing 6%.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

This contract is NOT suitable for splitting into lots. The risk of dividing the requirement into lots would render the execution of the contract excessively technically difficult, not cost effective and would undermine proper execution of the contract.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

Membership of Lift and Escalator Industry Association (LEIA) or equivalent.

III.1.2)Economic and financial standing

List and brief description of selection criteria:

List and brief description of selection criteria:

The selection criteria is stated in the pre-qualification documentation.

To support the financial assessment, the University will obtain a financial appraisal report from CreditSafe. This report provides the University with an overall Risk Score, which will be used to assess the applicant’s financial standing. The University reserves the right to exclude or request provision of further assurances, such as parent company/bank guarantee or performance bods, where bidders financial scoring is classed as “Moderate Risk”, “High Risk”, “Very High Risk” or “Not Rated” – based on the rating provided by Creditsafe.

Minimum level(s) of standards possibly required:

Organisations are advised that a requirement of this tender is to have in place, or commit to obtain prior to the commencement of the contract, the following minimum insurance levels:

— Employers (Compulsory) Liability: 10 000 000 GBP per occurrence,

— Public Liability: 10 000 000 GBP per occurrence,

— Professional Indemnity: 5 000 000 GBP per occurrence,

— Product Liability: 10 000 000 GBP per occurrence and in aggregate.

All values stated are in GBP.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

List and brief description of selection criteria:

The selection criteria is stated in the pre-qualification documentation.

However, tenderers attention is drawn to the Mandatory requirements of the Selection criteria:

— Grounds for mandatory exclusion,

— Grounds for discretionary exclusion,

— Economic and Financial Standing,

— Insurance,

— Compliance with equality legislation,

— Health and Safety.

Control of Contractors Health and Safety (CC3) Form.

III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession

III.2.2)Contract performance conditions:

JCT Measured Term Contract 2011 client amended. ITT File 5 refers.

III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 27/04/2018
Local time: 12:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 14/05/2018

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published:

This is likely to be re-procured in 2024.

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic payment will be used

VI.3)Additional information:

The University is utilising an electronic tendering tool (InTend: https://intendhost.co.uk/universityofsouthampton) to manage this procurement and to communicate with bidders. All documentation in relation to this tender can be downloaded from the InTend portal.

Bidders are advised that there will be no hard copy documents issued to organisations and all communications with the University including the PQQ, ITT and ITN response will be conducted via the In-Tend portal. Regular monitoring of the portal is the responsibility of the bidder.

If you are not already registered as a supplier with the University of Southampton, you will need to register in In-Tend in order to access the tender documentation.

Once you have logged in as a supplier:

— click on “Tenders”,

— locate the relevant project and

— click “View Details”. Once you are in the project screen, you will be able to register your company against the project and access all documentation by clicking ‘Express Interest’.

Bidders are advised that formal expressions of interest in the project must be by way of completion and return ofthe relevant documents via the In-Tend portal.

Further instructions for the submission of responses are below:

To submit your return:

1. Log in;

2.Click “Tenders”;

3. Locate the relevant project;

4. View details;

5.Click on the tab relating to the relevant project stage (e.g. “Invitation to Tender”);

6. Click on the “Attach Documents” button and upload your return;

7. Check ALL your response documents are uploaded and displayed in the “My Tender Return” panel. The system will only permit your organisation to make one return;

8. Click the red “Submit Return” button.

Please note, to preserve the integrity of the tendering procedure, all queries must be made via thecorrespondence function within the In-Tend portal.

In accordance with Regulation 50, paragraph (2) of the Public Contracts Regulations 2015 and subject to Article 5 and Annex 5, Part D (13) of Directive 2014/24/EU of the European Parliament and of the Council (if applicable), the University intends to publish the value of any resulting contract at the award stage, and reserves the right to do so. By submitting a tender response, bidders are consenting to publication of this information unless otherwise agreed in advance with the University.

Bidders are solely responsible for their costs and expenses incurred in connection with the preparationand submission of responses and participation in this and all future stages of this procurement. Under nocircumstances will the University be liable for any costs or expenses borne by bidders or any of their supplychain, partners or advisers in this procurement process. The University is not liable for any costs in the event ofthe cancellation of this procurement process.

VI.4)Procedures for review

VI.4.1)Review body

University of Southampton
Southampton
SO17 1BJ
United Kingdom
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

22/03/2018

 

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