Water Cooler Tender Surrey County Council

Water Cooler Tender Surrey County Council

Servicing and Maintenance of water coolers is on a call-off basis throughout the Council’s administrative area of Surrey for the benefit of the Surrey County Council, maintained schools and emergency services in Surrey.

UK-Kingston upon Thames: drinking water

2012/S 149-249288

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Surrey County Council
Penrhyn Road
Contact point(s): https://surrey.bravosolution.co.uk
KT1 2TW Kingston upon Thames
UNITED KINGDOM
E-mail: [email protected]

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

Regional or local agency/office
I.3)Main activity

General public services
Other: Supply of Water Coolers, associated Supplies and Maintenance
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

The Supply of Water Coolers, associated Supplies and Maintenance.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: The Installation, Servicing and Maintenance of water coolers is on a call-off basis throughout the Council’s administrative area of Surrey for the benefit of the Surrey County Council, maintained schools and emergency services in Surrey.
No business is guaranteed via this agreement.
Nevertheless, the Council wish to recommend this opportunity to other client bodies (Partnering Authorities) within Surrey including:
— Surrey Police Authority,
— Surrey Fire and Rescue Authority,
— Elmbridge Borough Council,
— Epsom and Ewell Borough Council,
— Guildford Borough Council,
— Mole Valley District Council,
— Reigate and Banstead Borough Council,
— Runnymede Borough Council,
— Spelthorne Borough Council,
— Surrey Heath Borough Council,
— Tandridge District Council,
— Waverley Borough Council,
— Woking Borough Council.
The list above are Organisations who may partner with Surrey County Council as part of this contract or will act directly as Contracting Authorities under the same contract terms as the Council’s.
NUTS code UKJ23

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)

Surrey County Council has a requirement to provide fresh cool water for staff and visitors. For environmental reasons the Council’s preference is for mains water fed machines. Where a mains water feed are not available the supplier will need to produce and supply water in the most environmentally friendly way and will be required to recycle or re-use all empty bottles.
The selected supplier will provide and maintain both mains fed and bottle fed water coolers. The supplier must replace all water coolers from incumbent suppliers with their own equipment with the minimum possible disruption.
The Council operates a diverse and constantly changing property portfolio. The selected supplier will be required to supply the services to a variety of locations throughout the County including but not limited to, Office buildings, Fire Stations, Schools, Libraries, Youth Centres, Adult Day Centres and Adult Education Centres.
During the contract period the number of locations and equipment required will fluctuate and may increase or decrease based on the needs of the Council. The number of locations and equipment included in this specification are based on the current information available and are no guarantee of the future levels required.
II.1.6)Common procurement vocabulary (CPV)

41110000, 31141000, 44162500, 41110000

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

The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)Lots
II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Surrey County Council has a requirement to provide fresh cool water for staff and visitors. For environmental reasons the Council’s preference is for mains water fed machines. Where a mains water feed are not available the supplier will need to produce and supply water in the most environmentally friendly way and will be required to recycle or re-use all empty bottles.
The selected supplier will provide and maintain both mains fed and bottle fed water coolers. The supplier must replace all water coolers from incumbent suppliers with their own equipment with the minimum possible disruption.
The Council operates a diverse and constantly changing property portfolio. The selected supplier will be required to supply the services to a variety of locations throughout the County including but not limited to, Office buildings, Fire Stations, Schools, Libraries, Youth Centres, Adult Day Centres and Adult Education Centres.
During the contract period the number of locations and equipment required will fluctuate and may increase or decrease based on the needs of the Council. The number of locations and equipment included in this specification are based on the current information available and are no guarantee of the future levels required.
Estimated value excluding VAT:
Range: between 300 000 and 490 000 GBP
II.2.2)Information about options
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)

Section III: Legal, economic, financial and technical information

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

Details of any bonds, deposits and guarantees required will be detailed in the tender documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

The conditions relating to financing and payment and payment arrangements will be detailed in the tender documents.
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.
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: 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: https://surrey.bravosolution.co.uk 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 onscreen instructions to complete the PQQ/ ITT – There may be a mixture of online & 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.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: In accordance with Articles 45to 50of the Directive 2004/18/EC and Regulation 24 of the Public Contract Regulations 2006 and as set out in the pre-qualification questionnaire (PQQ) available through the Surrey County Council e-procurement portal provided by Bravo Solutions. Interested suppliers will need to register on the Surrey County Council e-procurement portal by following the instructions herein.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
In accordance with Articles 45 to 50 of the Directive 2004/18/EC and Regulation 25 of the Public Contract Regulations 2006 and as set out in the pre-qualification questionnaire (PQQ) available through the Surrey County Council e-procurement portal provided by Bravo Solutions. Interested suppliers will need to register on the Surrey County Council e-procurement portal by following the instructions herein.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
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

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

Envisaged minimum number 3: and maximum number 8
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:

PQQ_363
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate

3.9.2012 – 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

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

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information

The Contracting Authority intends to use an eTendering system in this procurement exercise.
The Council reserves the right to cancel the procurement and not to proceed with the award of the contract at any stage of the procurement process.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Royal Courts of Justice
The Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 207947600

Body responsible for mediation procedures

Royal Courts of Justice
The Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 20794600

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Council shall comply with the requirements of Regulation 32 of the Public Contract Regulations 2006 (which incorporates Directive 2004/15/EC into English Law) as amended to incorporate the requirements of the Remedies Directive (2007/66/EC) when notifying economic operators of the outcome of this procurement.
VI.4.3)Service from which information about the lodging of appeals may be obtained

Office of Government Commerce
1 Horse Guards Road
SW1A 2HQ London
UNITED KINGDOM

VI.5)Date of dispatch of this notice:31.7.2012