University of Southampton Asbestos Consultancy Tender

University of Southampton Asbestos Consultancy Tender

The University of Southampton requires the provision of Management and Refurbishment/Demolition surveys as detailed in HSG 264.

United Kingdom-Southampton: Asbestos removal services

2019/S 097-234720

Contract notice

Services

Legal Basis:

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: Tony Fay
Telephone: +44 2380595000
E-mail: Procurement@soton.ac.uk
NUTS code: UKJ32
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/aspx/Home
Tenders or requests to participate must be submitted to the abovementioned address

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:

Provision of Asbestos Consultancy — Surveys and Inspections

Reference number: 18/PROF/58

II.1.2)Main CPV code

90650000

II.1.3)Type of contract

Services

II.1.4)Short description:

The University of Southampton requires the provision of Management and Refurbishment/Demolition surveys as detailed in HSG 264, covering the external and internal fabric, mechanical, electrical and water services as indicated by University of Southampton.

II.1.5)Estimated total value

Value excluding VAT: 460 000.00 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)

90650000
71315300
71315200

II.2.3)Place of performance

NUTS code: UKJ32
Main site or place of performance:

University Road, Southampton, SO17 1BJ.

II.2.4)Description of the procurement:

The University of Southampton requires the provision of Management and Refurbishment/Demolition surveys as detailed in HSG 264, covering the external and internal fabric, mechanical, electrical and water services as indicated by University of Southampton.

The surveys will be used to assist the University to manage its ACM’s within its Estate by providing data to allow the following:

(a) assist the University in meeting its legal obligations with regard to the management of asbestos as defined specifically by Regulation 4 of the Control of Asbestos Regulations 2012 and generally in accordance with the Health and Safety at Work etc, Act 1974 and all other relevant Regulations, Approved Codes of Practice and HSE Guidance notes;

(b) budgets to be developed for the management of ACMs which are in a condition such that they can remain as found and for the repair, enclosure, encapsulation or ultimately the removal of any ACMs which are found to be in unacceptable condition.

The asbestos consultancy services will include the following:

(a) the provision of an initial management survey of all individual buildings on all UK sites owned or managed by the University of Southampton. The survey is to include a review of existing asbestos data provided by the University. A building schedule is provided in appendix A;

(b) following the initial management survey in (a) above, the consultant shall provide a programme of re inspection of asbestos containing materials identified on the Universities asbestos register. This rolling programme will be determined in conjunction with the University of Southampton based upon the risk ratings identified in management, refurbishment and demolition surveys;

(c) the provision of management, refurbishment and demolition surveys as and when requested by the University on UK sites owned or managed by the University;

(d) the provision of routine and non routine (emergency) sampling and analysis.

Procurement process:

This procurement process is being conducted as a restricted procedure; consisting of both selection and invitation to tender stages.

Stage 1: Selection stage: an overall pass mark of 50 % shall apply to this stage. The intention is to arrive at a shortlist of a maximum of 5 qualified potential suppliers for formal invitation to tender. The maximum number of qualified potential suppliers will be based on the top 5 scores achieved. Where more than the maximum number of potential suppliers have achieved a top 5 score (i.e. a tie), all of those potential suppliers will be invited to the invitation to tender stage.

Stage 2: Invitation to Tender (ITT) stage — a maximum of 5 qualified tenderers will be invited to submit formal tenders at this stage.

Contract period:

The University proposes to enter into a contract for 5 years with the successful tenderer(s).

This will comprise of an initial contract period of 3 years with an option to extend by a further 2 (3 + 1 + 1) subject to satisfactory performance and at the discretion of the University.

Contract value:

The estimated value of the initial 3 year contract term is in the region of 380 000 GBP — 420 000 GBP (excluding VAT).

The estimated value of the 2-year extension period is 30 000 GBP — 40 000 GBP (excluding VAT).

It is estimated, therefore, that the total value of this contract will be between 410 000 GBP and 460 000 GBP (excluding VAT). Details of current expenditure or potential future uptake are given as a guide base on past purchasing and current planning to assist you in the preparation of your tender.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Regulatory compliance / Weighting: 6
Quality criterion – Name: Accreditations / Weighting: 6
Quality criterion – Name: Quality assurance / Weighting: 6
Quality criterion – Name: Survey review / Weighting: 6
Quality criterion – Name: Action plans / Weighting: 2
Quality criterion – Name: Training / Weighting: 4
Quality criterion – Name: Re-inspection programme / Weighting: 4
Quality criterion – Name: Health surveillance / Weighting: 2
Quality criterion – Name: Response times / Weighting: 2
Quality criterion – Name: Data Security / Weighting: 2
Cost criterion – Name: Fixed costs / Weighting: 30 %
Cost criterion – Name: Rates / Weighting: 10 %

II.2.6)Estimated value

Value excluding VAT: 460 000.00 GBP

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

Duration in months: 60
This contract is subject to renewal: yes
Description of renewals:

This contract is likely to be subject to renewal towards the end of this contract period.

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:

For the purposes of this procurement, the University will be evaluating potential suppliers’ technical and professional ability relevant to this procurement, using the criteria which are outlined fully in Section 6.4 of the selection questionnaire.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

The University proposes to enter into a contract for 5 years with the successful tenderer(s).

This will comprise of an initial contract period of 3 years with an option to extend by a further 2 (3 + 1 + 1) subject to satisfactory performance and at the discretion of the University.

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

Lots: 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:

The successful supplier must hold accreditation through the United Kingdom Accreditation Service (UKAS) ISO/IEC 17020 for the surveying and sampling of asbestos containing materials.

III.1.2)Economic and financial standing

List and brief description of selection criteria:

The selection criteria is as stated in the selection stage document set:

— to support the financial assessment, the University will conduct a financial check on all potential tenderers and every organisation that is being relied on to meet this procurement, using an independent company called Creditsafe for potential suppliers.

The University reserves the right to exclude a potential supplier or request provision of further assurances such as parent company/bank guarantee or performance bonds where a supplier’s financial scoring is:

CreditSafe: “Moderate Risk”, “High Risk”, “Very High Risk” or “Not Rated” — based on the rating provided by Creditsafe.

Minimum level(s) of standards possibly required:

Potential suppliers are advised that a requirement of this procurement 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 insurance: 5 000 000 GBP per occurrence.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

The selection criteria is as stated in the selection stage document set:

However, potential suppliers attention is drawn to the following mandatory requirements of the selection criteria:

The University of Southampton requires the provision of management and refurbishment/demolition surveys as detailed in HSG 264, covering the external and internal fabric, mechanical, electrical and water services as indicated by University of Southampton.

All work connected with this requirement shall be carried out in accordance with the following legislation, standards and guidance:

(a) Health and Safety at Work etc Act 1974 and all related Approved Codes of Practice;

(b) The Control of Asbestos Regulations 2012 (CAR);

(c) Management of Health and Safety at Work Regulations 1999, as amended;

(d) Hazardous Waste (England and Wales) Regulations 2005, as amended 2009;

(e) HSE Guidance Note HSG 227; “A comprehensive guide to Managing Asbestos in Premises” 2002;

(f) approved code of practice L143 “Managing and Working with Asbestos” published 2013;

(g) HSE Guidance Note HSG 264 “Asbestos: The Survey Guide” 2012, second Edition;

(h) HSE Guidance Note HSG 248 “Asbestos: The analyst’s guide for sampling, analysis and clearance procedures” 2005;

(i) HSE Guidance Note HSG 247 “Asbestos: The Licensed Contractor’s Guide.” 2005.

The consultant must hold accreditation through the United Kingdom Accreditation Service (UKAS) ISO/IEC 17020 for the surveying and sampling of asbestos containing materials.

University of Southampton will only accept the use of UKAS accredited laboratories with P402 qualified asbestos consultants for both asbestos surveying and sample analysis.

III.1.5)Information about reserved contracts
III.2)Conditions related to the contract

III.2.1)Information about a particular profession

Execution of the service is reserved to a particular profession
Reference to the relevant law, regulation or administrative provision:

All work connected with this requirement shall be carried out in accordance with the following legislation, standards and guidance:

(a) Health and Safety at Work etc Act 1974 and all related Approved Codes of Practice;

(b) The Control of Asbestos Regulations 2012 (CAR);

(c) Management of Health and Safety at Work Regulations 1999, as amended;

(d) Hazardous Waste (England and Wales) Regulations 2005, as amended 2009;

(e) HSE Guidance Note HSG 227; “A comprehensive guide to Managing Asbestos in Premises” 2002;

(f) Approved Code of Practice L143 “Managing and Working with Asbestos” published 2013;

(g) HSE Guidance Note HSG 264 “Asbestos: The Survey Guide” 2012, second Edition;

(h) HSE Guidance Note HSG 248 “Asbestos: The analyst’s guide for sampling, analysis and clearance procedures” 2005;

(i) HSE Guidance Note HSG 247 “Asbestos: The Licensed Contractor’s Guide.” 2005.

The Successful supplier must also hold accreditation through the United Kingdom Accreditation Service (UKAS) ISO/IEC 17020 for the surveying and sampling of asbestos containing materials.

University of Southampton will only accept the use of UKAS accredited laboratories with P402 qualified asbestos consultants for both asbestos surveying and sample analysis.

III.2.2)Contract performance conditions:

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

Obligation to indicate the names and professional qualifications of the staff assigned to performing 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: 18/06/2019
Local time: 12:00

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

Date: 28/06/2019

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: 4 (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 requirement 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:

E-Tendering Portal: The University is utilising an electronic tendering tool, In-Tend (https://intendhost.co.uk/ universityofsouthampton) to manage this procurement and to communicate with potential suppliers and/or tenderers (as appropriate).

All documentation in relation to this tender can be downloaded from In-Tend.

Potential suppliers/tenderers are advised that there will be no hard copy documents issued and all communications with the University, including the submission of selection stage and/or invitation to tender responses will be conducted via In-Tend.

Regular monitoring of the portal is the responsibility of the potential supplier/tenderer.

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 procurement 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 organisation against the project and access all documentation by clicking “Express Interest”.

Potential suppliers/tenderers are advised that formal expressions of interest in the project must be by way of completion and return of the relevant documents via In-Tend.

Further instructions for the submission of responses are below:

To submit your return:

1) Login;

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 1 return;

8) Click the red “Submit Return” button.

Please note: To preserve the integrity of the procurement, all communications with the University must be made via the correspondence function within In-Tend.

Publication of award details: 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 response, potential suppliers/tenderers are consenting to publication of this information unless otherwise agreed in advance with the University.

Costs and expenses: potential suppliers/tenderers are solely responsible for their costs and expenses incurred in connection with the preparation and submission of responses and participation in this and all future stages of this procurement. Under no circumstances will the University be liable for any costs or expenses borne by potential suppliers/tenderers or any of their supply chain, partners or advisers in this procurement process.

The University is not liable for any costs in the event of the 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:

16/05/2019

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