Routine Cleaning of Air Conditioning Systems Kent

Routine Cleaning of Air Conditioning Systems Kent

Routine cleaning, servicing and maintenance of air conditioning systems and Ductwork for Kent Police.

United Kingdom-Maidstone: Repair and maintenance services

2016/S 161-291664

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Kent Police
For the attention of: John Crisp
ME15 9BZ Maidstone
United Kingdom
Telephone: +44 1622696662
Fax: +44 1622696662

Internet address(es):

General address of the contracting authority:

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

National or federal agency/office

I.3)Main activity

Public order and safety

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

Air Conditioning and Ductwork: Cleaning, Servicing and Maintenance.

II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 1: Maintenance and repair services
Main site or location of works, place of delivery or of performance: Various Locations within the counties of Kent.

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

Justification for a framework agreement, the duration of which exceeds four years: Not applicable.

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

Estimated value excluding VAT:
Range: between 870 761 and 1 451 268 GBP

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

Routine cleaning, servicing and maintenance of air conditioning systems and Ductwork for Kent Police in accordance with the task schedules and frequencies specified. Servicing will be carried out to maintain the equipment to a high standard to ensure that the equipment performs reliably.

II.1.6)Common procurement vocabulary (CPV)


II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes


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:

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: 60 (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:

Parent Company Guarantees, deposits, bonds and other forms of appropriate security may be required for the Contractual Agreement (and/or any call-off contract thereunder). Further details will be included in the tender documentation.

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

As set out in the contractual agreement.

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

The Contracting Authority will require the Contract Agreement to be with a legal entity. It reserves the right to require groupings of contractors to take a particular legal form to require a single contractor to take primary liability. Members of a consortium shall be jointly and severally liable. Legal bodies shall be companies, partnerships or unincorporated ventures.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The Contractor must be able to comply with Police vetting.
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: Suppliers Instructions: How to Express Interest in this Tender: 1. Register your company on the eSourcing portal (this is only required once) — Browse to the eSourcing Portal: and click the link to register — Accept the terms and conditions and click ‘continue’ — Enter your correct business and user details — Note the username you chose and click ‘Save’ when complete — You will shortly receive an email with your unique password (please keep this secure); 2. Express an Interest in the Tender — Login to the portal with the username/password — Click the ‘PQQs / ITTs Open To All Suppliers’ link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) — Click on the relevant PQQ/ ITT to access the content — Click the ‘Express Interest’ button at the top of the page — This will move the PQQ /ITT into your ‘My PQQs/ My ITTs’ page. (This is a secure area reserved for your projects only) — You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ ITT Details’ box; 3. Responding to the Tender — Click ‘My Response’ under ‘PQQ/ ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining) — You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification — Note the deadline for completion, then follow the on-screen instructions to complete the PQQ/ ITT — There may be a mixture of online and offline actions for you to perform (there is detailed online help available). You must then submit your reply using the ‘Submit Response’ button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk. The 5 year term reflects a 3 year initial term plus a further extension up to 2 years. The Authority believes that TUPE applies to this contract.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As set out in the invitation to tender.
Minimum level(s) of standards possibly required: As set out in the invitation to tender.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As set out in the invitation to tender.
Minimum level(s) of standards possibly required:
As set out in the invitation to tender.
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

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
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:


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


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: 3.10.2016 – 12:00

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

3.10.2016 – 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

IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

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

All time scales in this Notice are intended time scales but the Contracting Authority reserves the right to vary these or any other procurement time scales or arrangements. The Contracting Authority reserves the right to abandon all or any part of this procurement at any stage following the publication of this Notice and/or not to award any contract. The Contracting Authority further reserves the right to award a contract or contracts in respect of part of the works or services. All economic operators are solely responsible for their costs and expenses incurred in connection with the preparation and submission of the ITT and all future stages of the selection, evaluation and award process. Under no circumstances will the Contracting Authority or any of its advisor’s be liable for any costs or expense borne by the economic operators or its associated organisations or advisor’s whether the economic operator is successful or otherwise.
VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

High Court
Royal Courts of Justice, The Strand
WC2A 2LL London

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 Agreement is communicated to tenderers. Applicants who are unsuccessful shall be informed by the Contracting Authority as soon as possible after the decision has been made as to the reasons why the applicant was unsuccessful. If an appeal has not been successfully resolved, the Public Contracts Regulations 2015 provide for aggrieved parties who have been harmed or at risk of harm by breach of the rules to take legal action. Any such action must be brought within the applicable limitation period. Where a contract has not been entered into, the Court may order the setting aside of the award decision or order the Contracting Authority to amend any document and may award damages. If the Contract has been entered into, the Court may, depending on the circumstances, award damages, make a deceleration of effectiveness, order the Contracting Authority to pay a fine, and/or order that the duration of the Contract may be shortened. The purpose of the standstill period referred to above is to allow the parties to apply to the Courts to set aside the award decision before the contract is entered into. This contract will be subject to the jurisdiction of English Law and the Court system of England and Wales.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:



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