Emergency Standby Generators – Term Maintenance Contract 

Emergency Standby Generators – Term Maintenance Contract

To service, inspect, test and maintain in a good and safe working order of around 50 x standby generators.

United Kingdom-Edinburgh: Repair and maintenance services

2020/S 033-078678

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: University Of Edinburgh
Postal address: Charles Stewart House, 9-16 Chambers Street
Town: Edinburgh
NUTS code: UKM75
Postal code: EH1 1HT
Country: United Kingdom
Contact person: Maria Dick
E-mail: maria.dick@ed.ac.uk
Telephone: +44 1316502508
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://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html

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:

Emergency Standby Generators — Service, Inspect, Test and Maintain

Reference number: EC0884

II.1.2)Main CPV code

50000000

II.1.3)Type of contract

Services

II.1.4)Short description:

The purpose of this term maintenance contract will be to appoint a single contractor to service, inspect, test and maintain in a good and safe working order of around 50 x standby generators that support essential services at our site.

The contract shall include emergency call out cover with a maximum of 4 hrs response.

This will ensure that the equipment is maintained to the highest standard, reducing unscheduled downtime, improving reliability and reducing energy consumption, running costs and delivering optimum performance from the equipment.

We will apply a 2-stage restricted procedure. Bidders must self-certify adherence to selection and exclusion criteria via the ESPD (Scotland) on PCS-T. Suppliers may be required to submit means of proof at a later stage via PCS-T. When completing the ESPD, bidders must have regard for the specific selection requirements detailed in Sections III) of this OJEU notice when completing the ESPD in PCS-T.

Following assessment of submitted ESPDs, we will receive tenders from shortlisted bidders.

II.1.5)Estimated total value

Value excluding VAT: 204 000.00 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)

50000000

II.2.3)Place of performance

NUTS code: UKM75
Main site or place of performance:

Edinburgh.

II.2.4)Description of the procurement:

The purpose of this term maintenance contract will be to appoint a single contractor to service, inspect, test and maintain in a good and safe working order of around 50 x standby generators that support essential services at our site.The contract shall include emergency call out cover with a maximum of 4 hrs response.

We will apply a 2-stage restricted procedure.

Stage 1: Pre-qualification via submission of completed ESPD (Scotland).

Bidders must self-certify adherence to selection and exclusion criteria via the ESPD (Scotland) on PCS-T. Suppliers may be required to submit means of proof at a later stage via PCS-T. When completing the ESPD, bidders must have regard for the specific selection requirements detailed in Sections III) of this OJEU notice. The responses to these statements will be scored as per the scoring methodology detailed within the tender. We will take the required number of highest scoring bidders, scoring 50 percent and above, through to the invitation to tender (ITT) stage and they will be invited to submit a tender. Where the number of bidders meeting the selection criteria is below the minimum number, the University may continue the procedure by inviting the candidates with the required capabilities. In any event the number of candidates invited shall be sufficient to ensure genuine competition.

Stage 2: Invitation to tender.

The University will evaluate all shortlisted bidders ITT submissions via undertaking a 70 percent technical and 30 percent commercial evaluation.

Technical (quality) — scores shall be allocated based on the total percentage achieved by the response out of the maximum possible percentage. This takes into account the score out of 4 and the weighting allocated to individual questions. For example if a question is weighted 10 percent and the submission scores 3 points out of 4 for that question then the score achieved will be 7,5 percent out of a possible 10 percent.

Price – the bidder who submits the lowest cost will be awarded the maximum score (30 percent) and all other bids awarded a score pro rata, in relation to the lowest bid.

The quality and commercial score will be combined to give each bidder an overall total score. The supplier with the highest total score will be deemed to have provided the most economical advantageous tender (MEAT).

Prior to award of contract, a 10 day standstill period will be applied to this regulated procurement.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality / Weighting: 70
Price – Weighting: 30

II.2.6)Estimated value

Value excluding VAT: 204 000.00 GBP

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

Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

Two annual extension options in total.

II.2.9)Information about the limits on the number of candidates to be invited

Maximum number: 6
Objective criteria for choosing the limited number of candidates:

This procedure will be conducted via the Public Contracts Scotland-Tender (PCS-T) Portal. All queries must be made via the PCS-T messaging system. For further instructions, please refer to the ESPD Guidance document attached to this project in PCS-T.

We will apply a 2 stage process:

Stage 1: Pre-qualification via the ESPD (Scotland). When completing, bidders must have regard for the statements in this OJEU notice that detail specific requirements. Bidders must:

(a) pass the minimum standards in ESPD Sections 4B and 4D in the PCS-T qualification envelope. Statements for these questions can be found in Section III) of this notice;

(b) complete the scored ESPD Section 4C found in the PCS-T technical envelope. Statements for these questions can be found in Section III.1.3) of this notice. Section 4C will be scored as per the scoring methodology detailed below. The 6 highest scoring bidders, scoring 50 percent and above, will be invited to submit a tender.

Stage 2: Invitation to tender (ITT) and submission of shortlisted bidder tender returns. These must be received no later than the date and time detailed within the ITT documentation.

Objective criteria for shortlisting — ESPD Section 4C scoring methodology:

0 = Unacceptable. Nil or inadequate response. Fails to demonstrate previous experience/capacity/capability relevant to this criterion.

1 = Poor. Response is partially relevant but generally poor. The response shows some elements of relevance to the criterion but contains insufficient/limited detail or explanation to demonstrate previous relevant experience/capacity/capability.

2 = Acceptable. Response is relevant and acceptable. The response demonstrates broad previous experience, knowledge and skills/capacity/capability but may lack in some aspects of similarity e.g. previous experience, knowledge or skills may not be of a similar nature.

3 = Good. Response is relevant and good. The response is sufficiently detailed to demonstrate a good amount of experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients.

4 = Excellent. Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates thorough experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients.

Scored ESPD Section 4C question weighting:

4C.1.2 Q1 Experience (60 percent);

4C.1.2 Q2 Technicians/technical bodies (20 percent);

4C.1.2 Q3 Health and safety and risk management (20 percent).

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
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

Economic operators may be excluded from this competition if there are any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015.

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:

ESPD 4A.2 Statement

Where it is required within a bidder’s country of establishment they must confirm which authorisation or memberships of the relevant organisation(s) are required in order to perform this service.

Bidders must confirm if they hold the particular authorisation or memberships.

III.1.2)Economic and financial standing

Minimum level(s) of standards possibly required:

ESPD 4B.1.1 Statement

Bidders will be required to have a minimum ‘general’ yearly turnover of 102 000 GBP (excluding VAT) for the last 3 years.

ESPD 4B.3 Statement

Where turnover information is not available for the time period requested, the bidder will be required to state the date which they were set up/started trading.

ESPD 4B.5.1 and 4B.5.2 Statements

It is a requirement of this contract that bidders hold or can commit to obtain prior to the commence of any subsequently awarded contract, the types and levels of insurance indicated below:

Employer’s (compulsory) liability insurance: 5 000 000 GBP;

Public liability insurance: 10 000 000 GBP;

Professional indemnity insurance: 2 000 000 GBP.

ESPD 4B.6 Statement 1:

Where the bidder is providing a submission on behalf of a subsidiary company, upon request, the bidder must obtain a parent company guarantee prior to commencement of any subsequently awarded contract.

ESPD 4B.6 Statement 2:

Bidders will be required to provide adequate assurance of financial strength to successfully complete their contractual obligations.

Bidders must be able to provide upon request, their 3 most recent sets of annual audited accounts, including profit and loss information and the following ratios:

— current ratio,

— quick ratio,

— debtors turnover ratio,

— return on assets,

— working capital,

— debt to equity ratio,

— gross profit ratio.

A review of your ratios and audited accounts may be undertaken. In some cases this review may lead to an additional request for further financial information to help clarify any potential issues raised.

This information may be used to assess financial sustainability.

III.1.3)Technical and professional ability

Minimum level(s) of standards possibly required:

Due to the system word count restriction, full details pertaining to the selection criteria is as stated in the procurement documents.

The 6 highest scoring suppliers, scoring 50 percent and above, will be invited to tender at the ITT stage. Where the number of suppliers meeting the selection criteria is below the minimum number, the University may continue the procedure by inviting the suppliers with the required capabilities. In any event the number of suppliers invited (6 or less) shall be sufficient to ensure genuine competition.

ESPD ref. 4C1.2 Statement 1. Question 1. Weighting 20 percent per example, total 60 percent.

Bidders will be required to provide 3 examples of works carried out during the past 3 years that demonstrate that you have experience to deliver the works (Service and maintenance, reactive works and replacement works) as described in the contract notice that are similar in value and complexity of University’s Estate. Examples from both public and/or private sector customers and clients may be provided.

In order to ensure that newer or start-up companies have a chance to demonstrate any experience relevant to the current requirement, examples may be provided from:

Within their organisation (bidders may rely on the experience of personnel that they intend to use to carry out the current requirement, even if that experience was gained whilst working for a different organisation).

Other consortium members (where a consortium bid is being proposed).

Named subcontractors upon whose capacity and capability the bidder is relying in order to meet the selection criteria (where subcontractors are being used and their identity is known at the selection stage).

Bidders should be aware that they may be asked to confirm prior to award that there has been no material change to the skills, experience and resources available to them since submitting their ESPD response.

ESPD ref. 4C1.2 Statement 2. Question 2. Weighting 20 percent:

A proven ability to manage the various elements of service delivery of this contract should be evidenced (Service and maintenance, reactive works and replacement works). Based on the examples described in Question 1 above, bidders are required to describe what their practical methods were for managing the following aspects of their contract: accuracy of recording of work undertaken communication with all stakeholders, including customers’ staff and any interested third parties and management and rectification of any defects identified by the customers’ contract management staff.

ESPD ref. 4C1.2 Statement 3. Question 3. Weighting 20 percent:

A positive health and safety culture is of paramount importance to the University. Bidders are required to describe in detail how they have pro-actively managed the health and safety issues of current and past contracts, with particular emphasis on the safety of employees and all third parties affected by their works.

ESPD 4D Quality assurance schemes and environmental management standards: due to character restrictions bidders are to refer to tender documents on PCS-T for full details.

III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession

III.2.2)Contract performance conditions:

As detailed within the tender document, Schedule 4 Statement of requirement, Brief v4.

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

Notice number in the OJ S: 2019/S 166-406663

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 16/03/2020
Local time: 12:00

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

Date: 20/04/2020

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:

Six months prior to end of contract.

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

Note: bidders and subcontractors engaged in the delivery of this contract may be excluded if they have not met applicable social, environmental and labour obligations under national, EU and international law (as indicated in ESPD section 3D). Without prejudice to any relevant obligations, suppliers should note that this includes obligations for certain organisations under:

— the Modern Slavery Act 2015 (available at http://www.legislation.gov.uk/ukpga/2015/30/contents/enacted),

— the ILO conventions and other measures listed in Annex X of Directive 2014/24/EU (available at http://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:32014L0024&from=EN),

— the Equality Act 2010, in regards to the protected characteristics of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation (available at https://www.legislation.gov.uk/ukpga/2010/15/contents).

The Employment Relations Act 1999 (Blacklists) Regulations 2010 (http://www.legislation.gov.uk/uksi/2010/493/contents/made) — this is grounds for mandatory exclusion or termination at any procurement or contract stage at any stage, bidders and/or relevant subcontractors may be required to provide statements and means of proof demonstrating their compliance with these obligations or the reliability of their self-cleansing measures, including the annual statement as provided for by section 54 of the Modern Slavery Act for organisations with a turnover of 36 000 000 GBP or over.

Note: the buyer is using PCS-Tender to carry out this procurement exercise. Please note this is a separate website and if you are not already registered, registration will be required. To access PCS-Tender, record your interest in this notice and access the procurement documents please visit https://www.publictendersscotland.publiccontractsscotland.gov.uk and search for project Code 15666 under PQQs Open to All Suppliers. Use the Search/Filter function, then select project code from the dropdown. Once you have expressed interest in the PQQ it will move to your My PQQs area.

For further information on using PCS-Tender, please read the supplier response guide: https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/supplierhelppage/PCS-TSupplierResponseGuide.pdf

If you have already registered on Public Contracts Scotland and PCS-Tender and paired your accounts you can access PCS-Tender through your Public Contracts Scotland Control Panel.

The buyer is using PCS-Tender to conduct this PQQ exercise. The Project code is 15666.

For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343

(SC Ref:614470)

VI.4)Procedures for review

VI.4.1)Review body

Official name: Edinburgh Sheriff Court
Postal address: Sheriff Court House, 27 Chambers Street
Town: Edinburgh
Postal code: EH1 1LB
Country: 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:

12/02/2020