Lift Maintenance and Repair Tender

Lift Maintenance and Repair Tender

Southampton City Council invites applications from suitably experienced firms or organisations who wish to be considered for selection to tender to carry out the Lift servicing, 24 hour 365 days a year callout service, active and major repair works and full lift replacement/refurbishment.

United Kingdom-Southampton: Lift-maintenance services

2013/S 181-312636

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Southampton City Council
Procurement Services, 1st floor One Guildhall Square
Contact point(s): http://www.southampton.gov.uk/business/supply-southampton/currentadverts2.aspx
For the attention of: Linda Sharp
SO14 7FP Southampton
UNITED KINGDOM
Telephone: +44 2392832471
E-mail: linda.x.sharp@southampton.gov.uk

Internet address(es):

General address of the contracting authority: www.southampton.gov.uk/supplysouthampton

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
Public order and safety
Environment
Housing and community amenities
Social protection
Recreation, culture and religion
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:

Lift Maintenance, Repair and Refurbishment.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 1: Maintenance and repair services
Main site or location of works, place of delivery or of performance: Southampton
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

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 5 500 000 GBP

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

Southampton City Council invites applications from suitably experienced firms or organisations who wish to be considered for selection to tender to carry out the Lift servicing, 24 hour 365 days a year callout service, active and major repair works and full lift replacement/refurbishment up to and individual works of up to 200 000 GBP to the Council’s design specifications and standards.
The Contract will cover the Council’s entire portfolio of approximately 160 lifts which are located in a variety of Council properties, which includes the Council’s residential and commercial stock. The majority of lifts are passenger/goods lifts serving buildings ranging from 2 to 25 storeys high. There are also a number of service lifts, platform hoists, stair lifts and patient hoists.
The successful contractor will be required to strictly comply with all lift safety standards, regulations and Council’s standard documentation. The successful contractor will also be required to work closely with the Council to ensure that the Council is aware at all times of all relevant events relating to its lift installations. The services will need to take due account of the sustainability agenda.
The replacement/refurbishment works are incidental to the maintenance service.
II.1.6)Common procurement vocabulary (CPV)

50750000, 45313100

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

The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)Lots

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:

Up to 5 500 000 GBP.
Estimated value excluding VAT: 5 500 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: The option is that the contract will either be 5 + 1 + 1 years or 3 + 1 + 1 + 1 + 1.
SCC will use the following methodology for determine which contract term option is selected:
SCC will carry out separate evaluations for both contract term options respectively in accordance with the selection criteria and determine two leading bids for each of the contract term options.
SCC will only select 5 + 1 + 1 contract term option when the following conditions are met:
1. The annual price for the Planned Maintenance offered by the leading bid of 5 + 1 + 1 option is less by in excess of 2 % than that offered by the leading bid of 3 + 1 + 1 + 1 + 1 option, and;
2. The total annual cost for the Planned Maintenance for the longer term should not exceed 107 000 GBP,
Otherwise 3 + 1 + 1 + 1 + 1 contract term option will be selected.
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Section III: Legal, economic, financial and technical information

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

A performance bond, and/or parent company guarantee (in the case of a subsidiary company), may be required.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As defined within 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:

Partnership, limited company, prime contractor, limited liability partnership.
If the contract is awarded to a consortium, joint venture or alliance, applicants will be required to contract with joint and several liability under English Law and either nominate a prime contractor with whom the contracting authority can contract and to whom all communication will be addressed or to form themselves into a single legal entity before the contract is awarded.
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: In accordance with Articles 45 to 50 of Directive 2004/18 EC and Regulation 23 of the Public Contracts Regulations 2006 and as set out in the Pre-Qualification Questionnaire.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: In accordance with Article 47 of Directive 2004/18 EC and Regulation 24 of the Public Contracts Regulations 2006 and as set out in the Pre- Qualification Questionnaire.
Minimum level(s) of standards possibly required: As set out in the Pre-Qualification Questionnaire.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
In accordance with Articles 48 to 50 of Directive 2004/18 EC and Regulation 25 of the Public Contracts Regulations 2006 and as set out in the Pre- Qualification Questionnaire.
Minimum level(s) of standards possibly required:
As set out in the Pre-Qualification Questionnaire.
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

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 minimum number 5: and maximum number 8
Objective criteria for choosing the limited number of candidates: As set out in the pre-qualification questionnaire.
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:

EC09/01/2151
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

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

14.10.2013 – 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

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 3 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: Aug 2016, 2017 2018 or 2019 depending on extensions.
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

Applicants interested in being considered for invitation to tender will be required to complete a pre-qualification questionnaire available upon written request to the address indicated in I.1) above by the time/date indicated in IV.3.4).
The number of firms to be invited to tender indicated in section IV.1.2 is the estimated minimum per Lot.
Freedom of Information – Applicants are advised that Southampton City Council is subject to the Freedom of Information Act 2000 (‘The Act’). If an applicant considers that any of the information supplied as part of this procurement procedure should not be disclosed because of its commercial sensitivity, confidentiality or otherwise, they must, when providing this information, clearly identify the specific information they do not wish to be disclosed and clearly specify the reasons for its sensitivity. Southampton City Council shall take such statements into consideration in the event that it receives a request pursuant to the Act which relates to the information provided by the interested party. Please note, it is not sufficient to include a statement of confidentiality encompassing all the information provided in the response.
Southampton City Council shall not be responsible for any costs, charges or expenses incurred by applicants or tenderers and accepts no liability for any costs, charges or expenses, irrespective of the outcome of the competition, or if the competition is cancelled or postponed.
Whilst every effort has been made to consider the full scope of the requirement the Council does not guarantee the volume of supplies/service/works required resulting from this tender or that it will accept any tender on completion of the tender exercise.
Southampton City Council reserves the right not to award all or any part of this contract.
All dates and time periods specified in this notice are only provisional and Southampton City Council reserves the right to change these.
Tender documents or notice of non-acceptance, as appropriate, will be sent to all applicants.
The Contracting Authority may be subject to governmental codes of practice or guidance relating to a transparency agenda, including the policy of publishing contracts and all other documents relating to public procurement activity, such as for example the December 2010 document ‘Transparency – Publication of New Central Government Contracts’. Accordingly and notwithstanding any other provision within this notice, it should be noted that the Contracting Authority will publish any documents relating to the procurement and subsequent contract award resulting from this notice (but with any information which is exempt from disclosure in accordance with the provisions of the FOIA redacted) in accordance with the aforementioned governmental transparency agenda.
When executing the contract within the United Kingdom, the successful supplier will be required to comply with the recommendations of the Code of Practice for Employment, published by the Equalities and Human Rights Commission. The suppliers will also be required to comply with the requirements of the Equality Act 2010. Further information on the Council’s requirements on the aforementioned will be included in the invitation to tender documents.
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:13.9.2013