Appoint Supplier to Provide a Full Time On-Site Energy Manager

This procurement process will result in the appointment of a suitably qualified contractor with the relevant experience and capability to provide a full time on site Energy Manager service.

United Kingdom-Edinburgh: Energy-management services

2015/S 089-160203

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

National Library of Scotland
George IV Bridge
Contact point(s): Estates
For the attention of: Jack Plumb
EH1 1EW Edinburgh
UNITED KINGDOM
Telephone: +44 1316233700
E-mail: j.plumb@nls.uk
Fax: +44 1316233701

Internet address(es):

General address of the contracting authority: http://www.nls.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA11622

Electronic access to information: www.publiccontractsscotland.gov.uk

Electronic submission of tenders and requests to participate: www.publiccontractsscotland.gov.uk

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

Body governed by public law

I.3)Main activity

Recreation, culture and religion
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:

Appoint Supplier to provide a full time on-site Energy Manager(s) and associated BMS Services.

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

Services
Service category No 12: Architectural services; engineering services and integrated engineering services; urban planning and landscape engineering services; related scientific and technical consulting services; technical testing and analysis services
Main site or location of works, place of delivery or of performance: Edinburgh.

NUTS code UKM

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)

The National Library of Scotland (‘NLS’) has in place a contract for on-site Energy Manager and BMS services. This contract is in its final term and the NLS is required to commence the procurement process for its replacement.
This procurement process will result in the appointment of a suitably qualified contractor with the relevant experience and capability to provide a full time on site Energy Manager service, together with BMS support services to work alongside and in partnership with the Library’s Estates Team in Edinburgh.
The contract will be awarded under the terms and conditions of NEC 3 2013 term service short contract.
Minimum requirement:
Bidders are required to have had previous experience in providing full time on site Energy Manager services in either of the following environments; within an archive / art gallery / museum or within a similar closely controlled environment (24/7), e.g. a data server centre, as well as providing a BMS contractor either from within its own organisation or as a subcontractor (s) undertaking all ppm, reactive maintenance and minor new works on a number of BMS installations, installed throughout the NLS Estate.
The existing BMS installations are Trend, (George IV Bridge, Causewayside and Lawnmarket), and Priva (Kirkintilloch), therefore the successful Bidder and or its subcontractor shall require to be fully licenced and approved suppliers for both of these BMS installations.
Contract Term:
It is anticipated that the contract will be let for a 1 year term with the expectation that it will be extended year on year for a maximum of 7 years by mutual agreement based on continued business need, budget availability and the provider’s satisfactory performance. The anticipated contract commencement date is 1.1.2016.

Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site athttp://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=345125

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available athttp://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

II.1.6)Common procurement vocabulary (CPV)

71314200, 71314000, 71314300, 50700000, 50710000, 50711000, 50712000

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: 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:

It is anticipated that the contract will be let for a 1 year term with the expectation that it will be extended year on year for a maximum of 7 years by mutual agreement based on continued business need, budget availability and suppliers satisfactory performance. The anticipated contract commencement date is 1.1.2016.
Based on historical spend analysis it is anticipated that the estimated contract value for the full anticipated 7 year period will be in the range of 350 000 to 450 000 GBP.
Estimated value excluding VAT:
Range: between 350 000 and 450 000 GBP

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no

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:

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

It is anticipated that payment will be monthly through out the contract term on presentation of invoice and supporting documentation. This will be confirmed within the ITT documentation.

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

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The terms and conditions of contract shall be NEC 3.

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: In line with Regulation 23 and all as detailed in the pre-qualification questionnaire available for download.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: All as detailed in the pre-qualification questionnaire available for download.
Minimum level(s) of standards possibly required: All as detailed in the pre-qualification questionnaire available for download.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
All as detailed in the pre-qualification questionnaire available for download.
Minimum level(s) of standards possibly required:
All as detailed in the pre-qualification questionnaire available for download.

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 5: and maximum number 6
Objective criteria for choosing the limited number of candidates: Following the PQQ evaluation it is anticipated that a minimum of 5 and maximum of 6 candidates will be invited to tender for the Contract. The maximum of six candidates, who achieve the highest scores across the criteria (and assuming the pre-determined minimum quality threshold of 50 % is achieved) and those who achieve the quality threshold within the technical questions detailed in the evaluation section of the evaluation form, will be invited to provide a tender for the Contract.

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:

03/15

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

Prior information notice

Notice number in the OJEU: 2015/S 77-136273 of 21.4.2015

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: 29.5.2015

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

9.6.2015 – 10:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

17.8.2015

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 of tenders

Section VI: Complementary information

VI.1)Information about recurrence

VI.2)Information about European Union funds

VI.3)Additional information

Bidders must register interest in this contract opportunity through the Public Contracts Scotland (PCS) portal — www.publiccontractscotland.gov.ukThe pre-qualification questionnaire (PQQ) documentation is available for download from there. Bidders should submit their completed pre-qualification questionnaires through the secure postbox on Public Contract Scotland no later than the deadline indicated. On completion of submission an e-mail confirmation will be sent to the sender. If you do not receive this e-mail please contact Public Contract Scotland (+44 8445610673) before the deadline.

Dates and other information contained in this notice are communicated as being indicative and may be subject to change.
The contracting authority does not bind itself to accept the lowest or any offer.
The contracting authority will not be liable for any cost incurred by those expressing an interest in or tendering for this contract.
Any contract awarded will be subject to the law of Scotland.
In addition bidders who wish to be considered shall also send three printed copies of their completed PQQ submission to arrive not later than 10:00 hrs on 9.6.2015 clearly marked for the attention of:
Procurement and Contracts Manager, National Library of Scotland, 320 Lawnmarket, Edinburgh, EH1 2PJ.
Requests to participate is by way of submitting a completed PQQ only.
(SC Ref: 345125).

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The contracting authority will incorporate a minimum of 10 calendar days standstill period from the date the information of the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. Any additional information should be requested from the named contact detailed in this contract notice (section 1.1 of the contract notice). An economic cooperator that suffers, or risks suffering, loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2012 (SSI 2012/88) (as amended) may bring proceedings in the Sheriff Court or the Court of Session.

VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

5.5.2015