Boiler Improvement Programme for Schools

Boiler Improvement Programme for Schools

We require installation of a solution that will make a range of boilers more efficient by reducing boiler energy use. UK-Winchester: parts of central-heating boilers

2012/S 96-160200

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Hampshire County Council
Three Minsters House, Winchester High Street
Contact point(s): Mr. Ian Pearce via:-
For the attention of: property services
SO23 8UL Winchester

Internet address(es):

General address of the contracting authority:

Electronic access to information:

Electronic submission of tenders and requests to participate:

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 authority
I.3)Main activity

General public services
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:

Boiler Energy Improvement Programme for Schools (V1).
II.1.2)Type of contract and location of works, place of delivery or of performance

Main site or location of works, place of delivery or of performance: Primary, special and secondary schools at various locations throughout the county of Hampshire, UK.
NUTS code UKJ3

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)

As part of the authority’s drive to become more fuel efficient, the Boiler Energy Improvement Programme for Schools is required in order to deliver energy efficiency savings across the whole education estate. We require installation of a solution that will make a range of boilers more efficient by reducing boiler energy use. The education estate, comprises of a combination of Secondary, Special and Primary schools in Hampshire. Boilers across the estate consist of a variety of boiler types, old and new of varying sizes and fuels. The intention is to improve fuel efficiency across the entire estate by at least 10 %, with payback on the initial investment in a maximum of 10 years. The aspiration is to provide energy efficiency improvements to all suitable boilers at each individual school site. The successful applicant will be the supplier that is able to carry out the programme to increase boiler energy efficiency across the greatest number of schools at the highest rate of savings. The estate comprises 1852 Boilers total output is approximately 210, 800 KW. Total number of schools in the programme is approximately 500.
As a minimum requirement of this contract at least 70 % of schools in the programme must be covered by the winning solution. As this is key to the successful implementation of the programme, failure to attain coverage on any less than 70 % of schools will result in the failure of the tender to proceed further. There are approximately 400 primary schools, 26 special schools and 90 secondary schools with a combined total of approximately 1852 boilers.
Applicant’s will also fail to proceed further in the tender if questions pertaining to Selection Criteria do not result in a pass mark being attained. (Please see ITT documentation for details of pass/fail questions in the Selection Criteria)>.
The Authority expects that in fulfilment of this requirement the successful solution should offer a range of benefits or attributes such as:
— Provides demonstrable fuel efficiencies.
— Retrofitable.
— Transferable where boiler replacement occurs.
— Transferable where fuel conversions occur.
— Maintain a default boiler operation if the solution fails.
— Easy to maintain – low cost / no maintenance.
— Suitable for single or multiple boiler installations.
— Simple to operate.
— Simple to install.
— Indicate operational mode (run/fail).
— Interface with all existing boiler controls (including BEMS).
— Maintain boiler sequencing.
II.1.6)Common procurement vocabulary (CPV)

44621221 – FA01, 44621200, 50531100, 71314200, 71314310

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:

Estimated value excluding VAT:
Range: between 2 000 000,00 and 2 400 000,00 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

Starting 20.8.2012. Completion 1.3.2013

Section III: Legal, economic, financial and technical information

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

It is expected that the succesful bidder will, where the Authority requires, provide either a Parent Company Guarantee or a Performance Bond.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Terms and Conditions regarding payment arrangements are as per the New Engineering Contract 3 (NEC 3). Engineering and Construction Contract, June 2005, Option A: Priced Contract with Activity Schedule.
Core Clauses 5 thru 6 apply.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

No special legal form will be required. In the case of organisations applying as a consortia or joint venture, full details for each member is required. It will be necessary for each member to sign an undertaking that they shall be jointly and severally responsible for the performance of the contract. As defined in the Tender Documentation.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Suppliers are expected to visit and report on 5 model sites as part of this tender exercise. Data caputred from model sites will be used during the life of the contract for benchmarking of savings and on going savings data capture.
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 accordance with Articles 43 to 51 of Directive 2004/18/EC as amended by S.I.
2007/2157, 2009/2992, 2011/1441 and Regulation 23 of the Public Contracts Regulations
2006 as amended by “The Public Contracts (Amendment) Regulations 2009, and as set out
In the Selection Criteria questions of this tender.Tenderers are advised it is a condition of this contract that all managers and operatives (Including sub-contractors) are suitably competent to execute all trades and operations encompassed by these Contracts in full compliance with UK legislation.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: In accordance with Articles 43 to 51 of Directive 2004/18/EC as amended by S.I.
2007/2157, 2009/2992, 2011/1441; and Regulation 24 of the Public Contracts
Regulations 2006 as amended by The Public Contracts (Amendment) Regulations 2009, and as set out in the Selection Criteria whish forms the initial part of this tender documentation. Financial Peformance assessments will be assessed by the Authorities using N2Check.
Minimum level(s) of standards possibly required: Tenderers are advised that the following minimum insurance levels are required:
Employer’s Liability £10million.
Public Liability £10million.
Professional Indemnity £5million.
To support the financial assessment the Council will obtain a financial appraisal report from N2Check. The report provides the Council with an overall Risk Score which will be used to assess the applicants financial standing. If this information is not available from N2Check, a risk score will be calculated as per the model detailed in the selection criteria guidance found as part of the tender documentation. The risk score obtained for your organisation will be assessed against the criteria as detailed below:
Score of between 0 and 25 – fail.
Score of between 26 and 50 – pass – subject to provision of a suitable parent company guarantee or commitment to provide a performance bond if/when deemed appropriate. If either one of these is unable to be provided, this will result in a “Fail.” Please note: a financial appraisal (using the same financial appraisal and evaluation process) will be carried out on the parent company to assess their suitability to act as guarantor.
Score of 51 and over – pass.
Further details are contained in the tender documentation.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
In accordance with Articles 43 to 51 of Directive 2004/18/EC as amended by S.I.
2007/2157, 2009/2992, 2011/1441; and Regulation 25 of the Public Contracts
Regulations 2006 as amended by The Public Contracts (Amendment) Regulations 2009, and as set out in theSelection Criteria questions that form the initial part of this tender excercise.
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

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 below

1. Quality: programme delivery & capacity. Weighting 10

2. Quality: customer satisfaction & programme quality & collaboration. Weighting 10

3. Quality: product and installation. Weighting 16

4. Quality: health and safety. Weighting 6

5. Quality: reporting on model sites. Weighting 6

6. Quality: methodology for monitoring and measuring savings. Weighting 12

7. Commercial: whole life costing. Weighting 15

8. Commercial: pay back. Weighting 15

9. Commercial: coverage of estate capacity. Weighting 5

10. Commercial: number of schools covered (pass/fail). Weighting 5

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

Prior information notice

Notice number in the OJEU: 2011/S 238-384300 of 10.12.2011

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: 6.7.2012 – 14:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

6.7.2012 – 14:00
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 tenders

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Authority Solicitors registered as Opening Ceremony Users on In-Tend.

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

1. Suppliers instructions how to register on the eSourcing portal to express interest in this tender:
— Register your company on the eSourcing portal (this is only required once) – Browse to the eSourcing Portal:

— Registering your company: If you need to register your company, either click on the ‘register’ button on the left of the screen or click on ‘register’ on the toolbar at the top. This will take you to a registration screen. Complete all boxes shaded yellow. Adding other information will make it easier to contact you in future.
— Company Registration – If you are a charity, voluntary organisation etc without a company registration then please click on the ‘I do not have a company registration’.
— Primary user details – This will be the main contact in the organisation. You can add a further contact under additional users and in the company details once you have logged into In-Tend.
— Additional user details – We recommend that you have more than one user to cover for annual leave and unplanned absences. You should not share passwords with colleagues as this could be a security risk if people leave your organisation and move to a competitor. All users will be able to see the same information but will have separate log ins. If you require more than two users then you will be able to add further users under the company details once you have logged in.
— Passwords – these must be between 6 and 8 characters. Passwords should never be shared with anyone. You should choose a password that cannot be guessed and this should not be written down.
— Business classification – click on the ‘Business Classifications’ tab. Search for classifications that are relevant to your company (note that clicking on the search button when the search field is blank will return all classifications). You can add as many or few classifications as you wish.
— Once all details are added click the ‘Register My Company’ button. If you have tried to register a company that has already been previously registered, you will get a message telling you that there has been a problem. Please ask the users that are already registered to add you to the existing company record. If you do not know who to contact within your organisation then please contact Hampshire County Council at for advice.

— If you have successfully registered your company, a message will appear thanking you for your registration. Each of the users registered will receive an e-mail confirming registration, their e-mail address and password. Unique user IDs will also be provided and should be retained as a means of identification.
— This is the end of the registration process. Please note that this process only needs to be completed once. If you need changes in the future then go to the ‘company details’ and select the appropriate button for the areas that you wish to amend.
— Updating your company details: You can update your company details at any time. Once logged in, click on ‘Company Details’ in the toolbar then select the relevant tab to update.
— Important – Do not register your company more than once. If your company is already registered and you want to change your company details or add a new contact for your company then please see the section on updating your company details later in this document.
2. In order to express an Interest in the tender –
— Click on ‘Tenders’ then ‘Current’ in the toolbar. This will bring up a list of the current opportunities. Search for or scroll down to the tender that you are interested in and click on ‘View Details’ button. If once you have read the details and any clarifications, you are still interested in the project then click on the ‘Express Interest’ button.
— At this point, if you have not already done so, you will need to log into the website using the details that your company has already registered. If your company has not registered, click on the ‘Register’ button (see guidance above). If you require additional access to your existing registration then see the updating your company details section above.
— Once you have expressed an interest you will be returned to the tender management screen where you will be able to see the status of the project.
— The ‘tender management’ screen gives more details about the project including: a summary of the project, tender documents, correspondence for the project, clarifications for the project (only visible if clarifications exist) and a history for the project.
— More than one document will have been attached. You can choose to either view or download any of the documents. Where you need to make amendments to a document e.g. to answer questions you must download the document before you can make changes.
— To download a document, click on the download document button and follow the instructions on the screen. Each document will need to be saved individually – you can’t view or save multiple documents.
For guidance on uploading your tender response, please contact

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Body responsible for mediation procedures

Royal Institute of Chartered Surveyors

VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:21.5.2012