Fire Systems Maintenance Kings College London

Fire Systems Maintenance Kings College London

Kings College London wishes to appoint a Service Provider to maintain Fire Maintenance and Minor Works.

United Kingdom-London: Repair and maintenance services

2015/S 102-185938

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Kings College London
Capital House, 42 Weston Street
For the attention of: Rehila Hamid
Se1 3QD London
Telephone: +44 2078488292

Internet address(es):

General address of the contracting authority:

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


I.3)Main activity


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:

KCL-00000739 — Fire Systems Maintenance.

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

Service category No 1: Maintenance and repair services
Main site or location of works, place of delivery or of performance: Central and South East London (Denmark Hill and Honor Oak Park).

NUTS code UKI1

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)

Kings College London wishes to appoint a Service Provider to maintain Fire Maintenance and Minor Works. The successful contractor will be expected to understand and demonstrate that they can operate in a sensitive, research academic institution and be able to demonstrate empathy to Kings researchers, student, staff and other stakeholders needs both now and in the future.
Responses to the pre-qualification questionnaire will be used in the first step of selecting suppliers to tender. Selected suppliers will be will be invited to participate in further in the procurement.

II.1.6)Common procurement vocabulary (CPV)

50000000, 35111500, 35111400

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

The contract is covered by the Government Procurement Agreement (GPA): no


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:

The delivery of these services will be coupled with flexibility, cost effectiveness and proactive response to the needs of the College both now and in the future. The end result is expected to be a contract that is open and transparent, and above all managed in a spirit of co-operation and partnership using the NEC3 Term Service Contract 2005 contract form, with 2006 amendments.
The anticipated total value and full scope is dependent upon the production of the final specification etc. For guidance purposes only, the range is likely to be 200 000 GBP to 350 000 GBP exc. VAT per annum is given as an indicative cost of the current planned preventative, reactive maintenance and minor works programme.
Currently the planned preventative maintenance and reactive maintenance programmes are provided by a single external contractor. The Fire Maintenance provided by Kings internal resource and separate dedicated specialists or via the external contractor. Planned preventative maintenance is conducted in accordance with agreed schedules and reactive maintenance via work instructions from the College Computer Aided Facilities Management (CAFM) system Planon. Minor works are scheduled and agreed with the estates campus operations teams as required.
Estimated value excluding VAT:
Range: between 200 000 and 600 000 GBP

II.2.2)Information about options

Options: no
II.2.3)Information about renewals

II.3)Duration of the contract or time limit for completion

Starting 1.10.2015. Completion 29.9.2018

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Deposits and guarantees may be required and if applicable a Parent Company Guarantees.

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

Payments will be made in accordance with the form of contract incorporating any amendments.

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: yes
Description of particular conditions: Suggested contract form to be used is NEC Term Service Contract 2005 as amended 2006.
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: As stated in Pre-Qualification Questionnaire and supporting documentation.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: 1) Employers Liability Insurance — Minimum 5 000 000 GBP;
2) Professional Liability Insurance — Minimum 5 000 000 GBP;
3) Professional Indemnity Insurance Minimum 1 000 000 GBP (however would be asked to increase to 5 000 000 GBP if appointed and for projects);
4) Contractors All Risk — Minimum 1 GBP and will be required if appointed;
5) Minimum company annual turnover 1 000 000 GBP.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Industry Training — BS5839-1:2002
Have attained BAFE SP203-1 (Modular Scheme for fire Detection and Alarm Systems) accreditation for all modules, certified with 1 of the following five certification bodies who are licensed for this scheme, these are BSI, Certsure, NSI and SSAIB.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

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

Envisaged minimum number 5: and maximum number 10
Objective criteria for choosing the limited number of candidates: The objective of the qualification process is to assess the responses to the PQQ and select Potential Providers to proceed to the next stage of the procurement. The Authority will select the top 5 scoring companies subject to them meeting the minimum criteria.
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:


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: 1.6.2015
Payable documents: no

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


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 of tenders

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Rehila Hamid or Howard Wilson.

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

Suppliers are required to register and express interest via the University’s electronic tendering site at the following URL:

The University reserves the right to cancel the tender process at any stage. The University does not accept any liability for any cost incurred in tendering. Please note all submissions must be made electronically unless otherwise expressed in the tender documents. All submissions will be subject to the University’s conditions of electronic submission found at the following URL:

All tenders must be priced in sterling and payments under the Contract will be made in sterling.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Body responsible for mediation procedures

Kings College London
2nd Floor, Capital House, 42 Weston Street
SE1 3QD London
Internet address:

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The contracting authority will incorporate a minimum 10-calendar-day standstill period at the point information on the award of the contract is communicated to tenders. This period allows unsuccessful tenderers to seek such information as included in the Public Contracts Regulations 2006 (as amended). If an appeal regarding the award of this contract cannot be resolved, the regulations provide for aggrieved parties to take action in the High Court. Any such action must be taken promptly (generally within 3 months). Where a contract has not been entered into the Court may order the setting aside of the awards decision. If a contract has been entered into, the Court may only award damages.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice: