Maintenance of air conditioning ventilation and control systems

Maintenance of air conditioning ventilation and control systems

The Contractor shall carry out the maintenance and testing of the plant and equipment and respond to any call-out all as detailed in the specification.

United Kingdom-Birmingham: Repair and maintenance services

2014/S 177-313210

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

West Midlands Police
Contracts and Procurement Unit, Police HQ, Lloyd House, Colmore Circus Queensway All expressions of Interest must be via the Bluelight e-tendering portal (
For the attention of: Mr Pete Whale
B4 6NQ Birmingham

I.2)Type of the contracting authority

Body governed by public law

I.3)Main activity

Public order and safety

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:

The maintenance of air conditioning ventilation and control systems West Midlands Police various premises

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: West Midlands Police Estate — West Midlands.


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 Contractor shall carry out the maintenance and testing of the plant and equipment and respond to any call-out all as detailed in the specification.
It is proposed that a Contractor be appointed to carry out the duties listed in the Technical Specification to ensure that so far as possible the air conditioning ventilation and control systems throughout the West Midlands Police and Crime Commissioner’s premises, are maintained in a good and safe working order by means of regular maintenance and repair together with 24 hour breakdown coverage 7 days a week, 365/6 days a year.
The customer and contractor shall act in a spirit of mutual trust and co-operation. The partnership between both parties is to provide continuous improvement with the principle objectives of improving performance and reducing costs for the customer.
In order for a tender to be considered the tenderer must comply with all of the requirements as stated in the ITT and associated documentation. The list below is not meant to be exhaustive and all tenderers need to refer to ITT and associated documents for full information.
i) be Gas Safe registered for maintenance of the direct fired air handling units or use a Gas Safe registered sub-contractor;
ii) hold full company certification for F-Gas, by a DEFRA approved certification body, in accordance with European regulation 303/2008;
iii) have the relevant experience, competence and resources to undertake contracts of this type and size. i.e. maintenance of the equipment listed below across over 50 sites;
iv) be Health and Safety Scheme (CHAS) registered or Safe Contractor registered.
The requirements of this specification are to be continuous throughout the contract. All registration and certification shall be provided when renewed.
The range of equipment covered under this Contract shall include the following:
a) split coil air conditioning plant;
b) chillers and chilled water air conditioning plant;
c) VRV Air Conditioning Plant;
d) air handling units and mechanical ventilation systems;
e) controls including specialist maintenance by a Trend BMS Technology Centre.

II.1.6)Common procurement vocabulary (CPV)


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


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:

See ITT and associated documents for full scope of Works.
Contract Duration — Initial term 24 months with option to extend for 36 months in 12 month.
Individual terms i.e. Contract in months = 24 months + 12 + 12 + 12.

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 1.4.2014. Completion 31.3.2017

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

See ITT and associated documentation.

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

See ITT and associated documentation.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

See ITT and associated documentation.
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
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
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

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
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
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

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

22.10.2014 – 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

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

See ITT and Associated 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: