Lift Maintenance – Call Out and Servicing Southmapton

Lift Maintenance – Call Out and Servicing Southmapton

The University of Southampton is looking to establish a service contract for the provision of maintenance and call-out services to lifts located in its academic sites and halls of residence.

United Kingdom-Southampton: Lift-maintenance services

2015/S 042-072277

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

University of Southampton
University Road
Contact point(s): Procurement Office
For the attention of: Suzanne Carlisle
SO17 1BJ Southampton
Telephone: +44 2380595688

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

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


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:

Lift Maintenance – Call Out and Servicing.

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

Service category No 1: Maintenance and repair services

NUTS code UKJ32

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 University of Southampton is looking to establish a service contract for the provision of maintenance and call-out services to lifts located in its academic sites and halls of residence.
The University currently has approximately 70 passenger lifts and 30 goods lifts, which the successful supplier will be required to ensure are serviced on either a monthly (passenger lifts) or quarterly (goods lifts) basis.
As part of the call-out service, the University will also require the successful contractor to respond to entrapments within 30 minutes and breakdowns within 2 hours.
The entire duration of the agreement shall be five years, made up of an initial contract period of 3 years with the option to extend for 2 further annual periods, subject to review.
It is anticipated that bids will be assessed on the basis of a 30 % price / 70 % quality split, however full details will be issued to shortlisted suppliers along with the Invitation to Tender documents.
Request for clarifications at pre-qualification stage can only be requested until 12:00 on Friday 20.3.2015 via the In-Tend portal correspondence facility (see additional information for details).
All responses must be uploaded onto this portal by no later than 12:00 noon on 31.3.2015. Failure to upload your response by this time may result in your exclusion from the tender process. If you are experiencing any technical difficulties when uploading on to the system, please ring +44 2380592654 before the 12:00 deadline for investigation, calls received after this time will not be considered.

II.1.6)Common procurement vocabulary (CPV)

50750000, 50000000, 50710000, 50700000

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:

Estimated value excluding VAT:
Range: between 500 000 and 1 000 000 GBP
II.2.2)Information about options
II.2.3)Information about renewals

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

Duration in months: 60 (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:

The Contracting Authority reserves the right to require deposits, guarantees, bonds, warranties and other forms of appropriate security.

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

As defined in the Tender Documents.

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 liable, or to require a single provider to take primary liability for the performance of the contract.
III.1.4)Other particular conditions
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

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.
To support the financial assessment the University will obtain a financial appraisal report from CreditSafe. This report provides the University with an overall Risk Score which will be used to assess the applicants financial standing. A suitable Performance Bond or Parent Company Guarantee may at the University’s discretion be accepted and allowed to override a poor credit score.
Minimum level(s) of standards possibly required: Minimum level(s) of standards possibly required: Organisations are advised that the following insurance levels are usually required:
— Employers Liability 10 000 000 GBP;
— Public Liability 10 000 000 GBP;
— Professional Indemnity 5 000 000 GBP.
III.2.3)Technical capacity
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: yes
Reference to the relevant law, regulation or administrative provision: Although not a requirement to bid for this tender, it will be a requirement of this contract that the successful supplier has a membership of LEIA (Lift and Escalator Industry Association) at the time of the contract commencement and maintains this for the duration of the agreement.
Bidders will also be required to demonstrate that employees who are working under this contract are appropriately qualified. Further details of the Universitys training requirements can be found in the pre-qualification questionnaire document.

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 number of operators: 5
Objective criteria for choosing the limited number of candidates: A maximum number of 5 organisations will be shortlisted from the pre-qualification stage to be invited to tender, based on the following objective criteria:
Financial (10 %); Insurance (pass/conditional pass/fail); Current / Past Contracts (25 %); Staff Training (10 %); Quality Assurance (10 %); Proceedings and Judgements (10 %); Equalities (5 %); Health and Safety (10 %);Environmental (5 %); Technical (15 %)
Submissions scores at less than 50 % of the total marks will not be shortlisted to proceed to the Invitation to Tender stage.
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: 31.3.2015
Payable documents: no

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

31.3.2015 – 12:00
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 of tenders

Section VI: Complementary information

VI.1)Information about recurrence

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

This tender will be conducted electronically and tender documents can be downloaded from the web portal (In-Tend) provided earlier in this notice (

If you are not already registered as a supplier with the In-Tend Portal, you will need to register before accessing the tender documents.
Once you have logged in as a supplier, click on current tenders and locate the tender documents by clicking on 14/PROF/93. Further instructions for the submission of tender are below (Please note: to preserve the integrity of the tendering procedure, all queries must made be via In-Tend).
To submit your return, please follow the instructions below:
1. Log In.
2. My Tenders.
3. View Tender Details.
4. View Documents.
5. Browse and Upload each part of your return (or Zip File).
6. Once ALL your response documents are uploaded and displayed in the — My Documents for Return — use — Submit My Return —. You are only permitted to submit once.
Expressions of Interest must be by way of completion and return of the pre-qualification questionnaire via the University’s e-tendering system In-Tend by the date/time specified in IV.3.4.

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: