Design and Supply of Kitchens

Design and Supply of Kitchens

The University of Edinburgh invites competitive tenders for the design and supply of kitchen furniture, sinks, taps, work surfaces and niche panelling.

United Kingdom-Edinburgh: Kitchen furniture and equipment

2013/S 183-315378

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Contact point(s): Procurement
For the attention of: Elizabeth Lebost
EH1 1HT Edinburgh
UNITED KINGDOM
Telephone: +44 1316509368
E-mail: elizabeth.lebost@ed.ac.uk

Internet address(es):

General address of the contracting authority: http://www.ed.ac.uk/schools-departments/procurement/supplying

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00107

Further information can be obtained from: University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Contact point(s): Procurement
For the attention of: Elizabeth Lebost
EH1 1HT Edinburgh
UNITED KINGDOM
Telephone: +44 1316509368
Internet address: http://www.ed.ac.uk/schools-departments/procurement/supplying

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Contact point(s): Procurement
For the attention of: Elizabeth Lebost
EH1 1HT Edinburgh
UNITED KINGDOM
Telephone: +44 1316509368
Internet address: http://www.ed.ac.uk/schools-departments/procurement/supplying

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

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:

EC/0601 Design and Supply of Kitchens – 2 Lots.
II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Purchase
Main site or location of works, place of delivery or of performance: Edinburgh
NUTS code UKM25

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Framework agreement with several operators
Number of participants to the framework agreement envisaged: 2
Duration of the framework agreement

Duration in years: 4
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 1 200 000 GBP

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

EC/0601 Design and Supply of Kitchens – 2 Lots
Note the PQQ documentation is available for download via Intend and not the PCS portal.
PQQ documentation available until 24.10.2013.
PQQ submissions to be returned no later than 12:00 on Monday 28.10.2013.
The University of Edinburgh invites competitive tenders for the design and supply of kitchen furniture, sinks, taps, work surfaces and niche panelling.
The University has a population of over 29 000 students. Accommodation Services provides accommodation for approximately a fifth of these students in a variety of different types of accommodation, with catered accommodation being provided at Pollock Halls of Residence. The remaining accommodation is self-catered in either flats or halls around the city and at Easter Bush. The self- catered accommodation has fitted kitchens in it and the catered accommodation has pantries which also have kitchen furniture.
Details of campus maps detailing all areas where kitchen furniture may be required to be delivered are available online at http://www.ed.ac.uk/maps/ (Central Area, Kings Buildings, Little France, Western General, Easter Bush).

The successful suppliers must be suitably accredited and experienced using best practice and overall value for money principles to design kitchens that are built to last. They must be willing to play an active and effective role as a partner in understanding the needs and requirements of a large and complex organisation and will be expected to support the University by being able to install kitchens in occupied properties safely and with minimal disruption to tenants.
The successful suppliers will be expected to be conversant with current HMO Guidelines and all kitchen designs will be expected to meet these regulations. They will also be expected to be knowledgeable in new concepts of kitchen furniture structure and design with particular emphasis on longevity and sustainability.
The successful suppliers will be expected to support the University by being able to provide an installation service for the kitchens should the University require it. This service may be in occupied properties where safety and minimal disruption to tenants is paramount.
Anticipated Framework start date: 1.4.2014
Framework time period: 1.4.2014 for a two year period with an option to extend for a further 2 years – so 2 + 1 + 1.
Framework Agreement and Lots: This framework agreement will be split between two lots. (further details are given below on Lots)
This procurement will follow a restricted process with a total of 6 suppliers being forwarded to the ITT stage for both lots.
The total spend on works covered by this framework is typically in the range of 250 000 GBP – 300 000 GBP per annum. Over the course of the 4 years of the framework this spend is likely to be split fairly evenly between the two lots (although there may be fluctuations in demand from one year to the next in the different lot areas). There will be no guarantee or commitment by the University of Edinburgh to the total amount of money to be spent via this framework.
The framework will run from 1.4.2014 for 2 years initially with an option to extend for up to a further 2 years subject to satisfactory performance.
This framework agreement will be divided into two lots dependant on the use of the kitchens –:
Lot 1 – Kitchens/ Pantrys in Communal Halls of Residence
Lot 2 – Kitchens for flatted Accommodation
The Framework Agreement will be awarded in 2 separate lots and suppliers will be asked to tender separately for each lot. The University will be looking to appoint one different supplier to each lot. The successful suppliers will not be allocated more than one LOT but will be asked to act on a ‘reserve’ basis to each other in the event that one of the suppliers is unable to fulfil their contractual obligations for any reason.
Suppliers will be able to bid for one or both lots. In the event that one supplier is successful in both lots then the University reserves the right to choose which lot to allocate to the successful supplier.
A price /quality ratio (PQR) for this tender will be set at 60% quality / 40% price.
In addition to the PQR ratio above it will be a mandatory requirement for all kitchens to carry a 25 year warranty.
In addition to the PQR a quality threshold may also be set for some evaluation questions where quality of products are considered to be a key factor in the success of this framework agreement.
The appointed suppliers will provide a full range of kitchen design and supply across the University estate. This will include, but not be limited to:-
A) Kitchen design and space planning – Supplier must attend on site, measure and produce drawings for installation, complying with HMO and H&S regulations and including design of appropriate electrics, ventilation and plumbing.
B) Supply of required furniture
C) Delivery to site – Many sites have no lifts and delivery must be on an agreed convenient date as there are no storage facilities. This may require multiple deliveries.
D) The University is intending to utilise an existing small works framework agreement for installation, however, in the event that we are unable to utilise the existing agreement (for example the small works framework is not renewed after 2 years), suppliers must be able to provide an installation service which the University can utilise should they need to. If the University elects to use the successful supplier (because we are no longer able to utilise the small works framework) for installation work then it is a mandatory requirement for all suppliers who are providing the installation to be Construction Line and CHAS registered and to have CSCS cards or equivalent.
All work must be carried out in line with UK legislation, Approved Codes of Practice and HSE Guidance as well as normally accepted good practice and following the University’s procedures and policies.
NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=276757.

II.1.6)Common procurement vocabulary (CPV)

39141000, 39141400

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: yes
Tenders may be submitted for one or more lots
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:

EC/0601 Design and Supply of Kitchens – 2 Lots
Note the PQQ documentation is available for download via Intend and not the PCS portal.
PQQ documentation available until 24.10.2013.
PQQ submissions to be returned no later than 12:00 on 28.10.2013.
The University of Edinburgh invites competitive tenders for the design and supply of kitchen furniture, sinks, taps, work surfaces and niche panelling.
The University has a population of over 29 000 students. Accommodation Services provides accommodation for approximately a fifth of these students in a variety of different types of accommodation, with catered accommodation being provided at Pollock Halls of Residence. The remaining accommodation is self-catered in either flats or halls around the city and at Easter Bush. The self- catered accommodation has fitted kitchens in it and the catered accommodation has pantries which also have kitchen furniture.
Details of campus maps detailing all areas where kitchen furniture may be required to be delivered are available online at http://www.ed.ac.uk/maps/ (Central Area, Kings Buildings, Little France, Western General, Easter Bush).

The successful suppliers must be suitably accredited and experienced using best practice and overall value for money principles to design kitchens that are built to last. They must be willing to play an active and effective role as a partner in understanding the needs and requirements of a large and complex organisation and will be expected to support the University by being able to install kitchens in occupied properties safely and with minimal disruption to tenants.
The successful suppliers will be expected to be conversant with current HMO Guidelines and all kitchen designs will be expected to meet these regulations. They will also be expected to be knowledgeable in new concepts of kitchen furniture structure and design with particular emphasis on longevity and sustainability.
The successful suppliers will be expected to support the University by being able to provide an installation service for the kitchens should the University require it. This service may be in occupied properties where safety and minimal disruption to tenants is paramount. Anticipated Framework start date: 1.4.2014.
Framework time period: 1.4.2014 for a two year period with an option to extend for a further 2 years – so 2 + 1 + 1.
Framework Agreement and Lots: This framework agreement will be split between two lots. (further details are given below on Lots)
This procurement will follow a restricted process with a total of 6 suppliers being forwarded to the ITT stage for both lots.
The total spend on works covered by this framework is typically in the range of 250 000 GBP – 300 000 GBP per annum. Over the course of the 4 years of the framework this spend is likely to be split fairly evenly between the two lots (although there may be fluctuations in demand from one year to the next in the different lot areas). There will be no guarantee or commitment by the University of Edinburgh to the total amount of money to be spent via this framework.
The framework will run from 1.4.2014 for 2 years initially with an option to extend for up to a further 2 years subject to satisfactory performance.
This framework agreement will be divided into two lots dependant on the use of the kitchens –:
Lot 1 – Kitchens/ Pantrys in Communal Halls of Residence
Lot 2 – Kitchens for flatted Accommodation
The Framework Agreement will be awarded in 2 separate lots and suppliers will be asked to tender separately for each lot. The University will be looking to appoint one different supplier to each lot. The successful suppliers will not be allocated more than one LOT but will be asked to act on a ‘reserve’ basis to each other in the event that one of the suppliers is unable to fulfil their contractual obligations for any reason.
Suppliers will be able to bid for one or both lots. In the event that one supplier is successful in both lots then the University reserves the right to choose which lot to allocate to the successful supplier.
A price /quality ratio (PQR) for this tender will be set at 60% quality / 40% price.
In addition to the PQR ratio above it will be a mandatory requirement for all kitchens to carry a 25 year warranty.
In addition to the PQR a quality threshold may also be set for some evaluation questions where quality of products are considered to be a key factor in the success of this framework agreement.
The appointed suppliers will provide a full range of kitchen design and supply across the University estate. This will include, but not be limited to:-
A) Kitchen design and space planning – Supplier must attend on site, measure and produce drawings for installation, complying with HMO and H&S regulations and including design of appropriate electrics, ventilation and plumbing.
B) Supply of required furniture
C) Delivery to site – Many sites have no lifts and delivery must be on an agreed convenient date as there are no storage facilities. This may require multiple deliveries.
D) The University is intending to utilise an existing small works framework agreement for installation, however, in the event that we are unable to utilise the existing agreement (for example if our small works framework is not renewed after 2 years), suppliers must be able to provide an installation service which the University can utilise should they need to. If the University elects to use the successful supplier (because we are no longer able to utilise the small works framework) for installation work then it is a mandatory requirement for all suppliers who are providing the installation to be Construction Line and CHAS registered and to have CSCS cards or equivalent.
All work must be carried out in line with UK legislation, Approved Codes of Practice and HSE Guidance as well as normally accepted good practice and following the University’s procedures and policies.
The PQQ (pre-qualification questionnaire) and subsequent ITT (invitation to tender) documentation is available via the following url link:
https://in-tendhost.co.uk/edinburghuni/aspx/Home

and then click on the Tender tab and then on the current tender option.
To Express Interest In this ITT/PQQ, Select ‘View Details’ in the bottom right hand corner.
Then Click on the Red Box ‘Express Interest’, then follow the registration / login details. If you have previously registered on this website you will require your User ID and Password.
Closing Date For Requesting PQQ document : – 24.10.2013
Closing Date / Time for PQQ document :- 28.10.2013 no later than 12:00.
PQQ documentation is normally published to the secure area within 24 hours. If after this time you have not received your email advising the PQQ documentation has been published to the secure area, then contact the Procurement Office by sending a message through the correspondence function.
An email will be sent to the Publish Email address supplied at registration when the documents have been published. You will then be able to login to the secure area and download the PQQ documentation.
Submissions should be made via the web site, all documents should be uploaded to the website then press the Red button ‘SUBMIT RETURN’ (You may need to scroll the screen down to see this button.)
You will then receive a receipt, print and retain a copy of this receipt. This is your confirmation of your submission.) The PQQ status will then confirm your documents have been submitted.
Online system help available at:-
https://in-tendhost.co.uk/edinburghuni/aspx/Help

Please Note: The University of Edinburgh does not charge a ITT/PQQ administration fee and documents will be published automatically to the secure area on the e-tendering website following expression of interest.
The University advises all suppliers that only the following file formats are acceptable as tender submissions.
All Microsoft Office file formats (or equivalent, though must be capable of being read by MS Office programs)
PDF files
ZIP files containing the above
jpeg images
Maximum File size = 20 Mb.
No other file types will be accepted unless specified in the ITT documentation.
Estimated value excluding VAT:
Range: between 1 000 000 and 1 200 000 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

Information about lots

Lot No: 1 Lot title: Kitchens/Pantrys in Communal Halls of Residence

1)Short description

Design and supply for kitchens/pantrys in Communal Halls of Residence.
2)Common procurement vocabulary (CPV)

39141000, 39141400

3)Quantity or scope

125 000 GBP – 150 000 GBP approx. spend per annum.
Number of kitchens per annum 5 – 15.
1 supplier will be appointed to this lot.
Estimated value excluding VAT:
Range: between 125 000 and 150 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Kitchens for flatted Accommodation

1)Short description

Design and supply for Kitchens for flatted Accommodation.
2)Common procurement vocabulary (CPV)

39141400, 39141000

3)Quantity or scope

125 000 GBP – 150 000 GBP approx. spend per annum.
Number of kitchens per annum approx. 10 – 50 kitchens.
1 different supplier will be appointed to this lot.
Estimated value excluding VAT:
Range: between 125 000 and 150 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Section III: Legal, economic, financial and technical information

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

As detailed in the PQQ and ITT documentation.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As detailed in the PQQ and ITT documentation.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

As detailed in the PQQ and ITT documentation.
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: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.
(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established
(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.
As outlined in the PQQ and ITT documentation.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide evidence of relevant professional risk indemnity insurance.
(2) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.
As outlined in the PQQ and ITT documentation.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As outlined in the PQQ and ITT documentation.
Minimum level(s) of standards possibly required:
As outlined in the PQQ and ITT documentation.
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 number of operators: 6
Objective criteria for choosing the limited number of candidates: As detailed within the PQQ and ITT documentation we will take no more than 6 suppliers through to the ITT stage with no more than 1 supplier being appointed to each lot. Different suppliers will be appointed to each lot and will be asked to act on a ‘reserve’ basis to each other in the event either supplier is unable to fulfil the framework’s requirements.
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:

EC/0601
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: 24.10.2013
IV.3.4)Time limit for receipt of tenders or requests to participate

28.10.2013 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

9.12.2013
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

This is a recurrent procurement: yes
Estimated timing for further notices to be published: Sept/Oct 2015/16/17
VI.2)Information about European Union funds
VI.3)Additional information

As detailed within the PQQ and ITT documentation.
Please note this PQQ is available to download via Intend and not the PCS portal.
(SC Ref:276757)
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
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:19.9.2013