Measured Term Contract for Legionella Prevention

Renfrewshire Council
Renfrewshire House, Cotton Street
Paisley
PA1 1JB
United Kingdom
Contact person: Douglas McEwan
Telephone: +44 1416187033
E-mail: douglas.mcewan@renfrewshire.gov.uk
NUTS code: UKM35

Internet address(es):Main address: http://www.renfrewshire.gov.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00400

The contract is awarded by a central purchasing body

The procurement documents are available for unrestricted and full direct access, free of charge, at:https://www.publictendersscotland.publiccontractsscotland.gov.uk

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

Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: https://www.publictendersscotland.publiccontractsscotland.gov.uk

Regional or local authority

General public services

Measured Term Contract for Legionella Prevention, Control and Risk Management Services.

Reference number: RC/RC/107/16

Services

The provision of a Legionella Prevention, Control and Risk Management Service.

Value excluding VAT: 540 000.00 GBP

This contract is divided into lots: no

NUTS code: UKM35

Main site or place of performance:

The geographic area of Renfrewshire Council.

Renfrewshire Council is currently inviting tenders from suitably qualified and experienced companies for the provision of a Legionella Prevention, Control and Risk Management Service.

The Council, as an employer and in control of premises, has a duty under the Health and Safety at Work, etc. Act 1974 (the HSW Act) and the Control of Substances Hazardous to Health Regulations 2002 (COSHH) to manage the risk of Legionella occurring within its premises by having in place a robust management and prevention regime.

The Service to include for, but not limited to:

— Testing and analysis of water samples taken by the Council (including collecting samples from location designated by the Council);

— Providing written reports on samples analysed (Legionella and TVC);

— Planned Preventative Maintenance of plunge pools at 5 special needs schools;

— Planned Preventative Maintenance within 9 leisure and sports centres;

— Tank dosing at 3 care homes;

— Chlorination of stored water fire tanks;

— Cleaning and disinfection of water storage tanks as instructed;

— Carry out risk assessments as instructed;

— Provide the following in-house training courses.

(QCF — Level 2 Award) Legionella Awareness (Hot and Cold Water Systems);

(QCF— Level 3 Award) Legionella Control for Responsible Person.

Criteria below

Quality criterion – Name: Methodology and approach / Weighting: 20

Quality criterion – Name: Fair working practices / Weighting: 5

Quality criterion – Name: Community benefits / Weighting: 5

Quality criterion – Name: Work force matters / Weighting: 0

Price – Weighting: 70

Value excluding VAT: 540 000.00 GBP

Duration in months: 36

This contract is subject to renewal: yes

Description of renewals:

The Contract will have options to extend for 12 months on 2 occasions only giving a potential total contract period of 60 months.

Variants will be accepted: no

Options: no

The procurement is related to a project and/or programme financed by European Union funds: no

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

List and brief description of conditions:

If required by the member state, bidders are required to be enrolled in the relevant professional or trade registers within the country in which they are established.

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.

List and brief description of selection criteria:

The Council will determine the Tenderers financial status and risk where the contract is over 100 000 GBP or where Tenderers have aggregated spend over multiple contracts with Renfrewshire Council over 100 000 GBP.

Bidders will be required to have a minimum ‘general’ yearly turnover of 360 000 GBP for the last 3 years.

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.

The Council will use Dun & Bradstreet (D&B) to assist in its determination of the Tenders financial status and risk rating and will require that all tenderers evidence the equivalent of D&B Failure Score of 20 or above.

It is recommended that candidates review their own D&B Failure Score in advance of submitting their tender submission. If, following this review, Tenderers consider that the D&B Failure Score does not reflect their current financial status, the Tenderer should give a detailed explanation and will be required to provide any relevant supporting independent evidence at request for documentation stage. The Council will review any such information as part of the evaluation of Tenderer’s financial status.

Where the Tenderer is under no obligation to publish accounts and therefore does not have a D&B Failure Score, they will be required to provide their audited financial accounts for the previous 2 years as part of the request for documentation stage in order that the Council may assess these to determine the suitability of the Tenderer to undertake a contract or contracts of this size. This assessment will consider whether or not the Tenderers annual turnover meets the minimum turnover levels stated previously and whether or not there is any significant financial risk identified.

Where the Tenderer is a subsidiary of a group but is applying as a separate legal entity and fails to meet the minimum financial turnover requirements or minimum D&B Failure Score (or equivalent) as a company, a parent company or bank guarantee will be required. The parent company must meet the minimum financial requirements as assessed by the Council. The parent company or bank guarantee will be in the form provided in the Tender Documentation (Appendix A1).

Where a consortium bid is received, the D&B Failure Score of each consortium member shall be assessed. However the collective annual turnover of all consortium members will be utilised in the overall assessment of annual turnover.

Where the tenderer intends to sub-contract more than 25 % of any contract value to a single sub-contractor, a financial report will be carried out on the sub-contractor. The Council reserve the right to request 1 copy of all sub-contractors last 2 years audited accounts and details of significant changes since the last year end. The Council also reserve the right to reject the use of sub-contractors in relation to the contract, where they fail to meet the Council’s minimum financial criteria.

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

Minimum level(s) of standards possibly required:

Bidders will be required to have a minimum ‘general’ yearly turnover of 360 000 GBP for the last 3 years.

Bidders must have a Dun & Bradstreet Failure Score of 20 or above (or equivalent).

Employer’s (Compulsory) Liability Insurance = statutory minimum 5 000 000 GBP each and every claim;

Public Liability Insurance = minimum 5 000 000 GBP each and every claim;

Professional Indemnity Insurance = minimum 1 000 000 GBP each and every claim (but will accept in the aggregate if any least 1 automatic annual reinstatement of this sum is permitted).

Statutory third party motor vehicle cover.

http://www.hse.gov.uk/pubns/hse40.pdf

List and brief description of selection criteria:

Bidders will be required to provide examples that demonstrate that they have the relevant experience to deliver the service as described in part II.2.4) of the OJEU Contract Notice or the relevant section of the Site Notice.

Bidders will be required to confirm details of the technicians or technical bodies who they can call upon, especially those responsible for quality control.

Bidders will be required to demonstrate that they have (or have access to) the appropriate technical facilities, study and research facilities and quality measures to deliver the types of requirements detailed in II.2.4) in the OJEU Contract Notice or the relevant section of the Site Notice.

Bidders will be required to confirm that they have (or have access to) the relevant supply chain management and tracking systems used by them to deliver the types of requirements detailed in II.2.4) in the OJEU Contract Notice or the relevant section of the Site Notice.

Bidders will be required to confirm their average annual manpower for the last 3 years and the number of managerial staff for the last 3 years.

Bidders will be required to demonstrate that they have (or have access to) the relevant tools, plant or technical equipment to deliver the types of requirements detailed in II.2.4) in the OJEU Contract Notice or the relevant section of the Site Notice.

Bidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract.

Bidders will be required to confirm that they hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent) Or have a documented policy regarding quality management which must set out responsibilities for quality management demonstrating that the bidder has and continues to implement a quality management policy that is authorised by their Chief Executive, or equivalent, and is periodically reviewed at a senior management level. The policy must be relevant to the nature and scale of the work to be undertaken and set out responsibilities for quality management throughout the organisation.

Bidders will be required to confirm that they hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS OHSAS 18001 (or equivalent) or have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum. Or have a regularly reviewed and documented policy for Health and Safety (H&S) management, endorsed by the Chief Executive Officer, or equivalent. The policy must be relevant to the nature and scale of the work and set out responsibilities for H&S management at all levels within the organisation. The policy must be relevant to the nature and scale of your operations and set out your company’s responsibilities of health and safety management and compliance with legislation (Note: Organisations with fewer than 5 employees are not required by law to have a documented policy statement).

Bidders will be required to confirm that they hold a UKAS (or equivalent) accredited independent third party certificate of compliance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate Or have a regularly reviewed documented policy regarding environmental management authorised by the Chief Executive, or equivalent. This policy must include and describe the bidder’s environmental emergency response procedures including the preparedness and response procedures for potential accidents and emergency response situations that give rise to significant environmental impacts (for example hazardous substances spill control).

Please refer to Invitation to Tender Document Section 4.2 for additional information regarding technical and professional ability.

Minimum level(s) of standards possibly required:

Relevant experience to deliver this Service.

Appropriate level of manpower, management and equipment to service this Contract.

Access to a UKAS accredited laboratory for testing and reporting on samples.

Certified to BS EN ISO 9001 (or equivalent) or have a documented and endorsed policy regarding quality management.

Certified to BS OHSAS 18001 (or equivalent) or have a documented and endorsed policy regarding Health and Safety.

Certified to BS EN ISO 14001 (or equivalent) or have a documented and endorsed policy regarding environmental management.

The Contractor will be required to accept work instructions from various Departments within the Council. The works required under this contract fall into 2 work streams as detailed below:

— Housing properties and Public Buildings;

— Leisure, Sports Centres and Swimming Pools.

The majority of the work required under this contract is Planned Preventative Maintenance (PPM) carried out at regular intervals throughout the contract period. The contractor will provide a Programme of Works for PPM for each of the work streams mentioned above which will follow on from the current programme of PPM.

The Contractor will be required to provide all analysis certificates and reports within 2 weeks of the date samples were taken.

The Contractor will be required to carry out cleaning and disinfection of water tanks within Leisure and Sports Centres out-with normal working hours. The Contractor would require to attend site after 22:30 but must ensure that all works are completed by 4:30.

Open procedure

The procurement is covered by the Government Procurement Agreement: yes

Date: 13/10/2016

Local time: 12:00

English

Duration in months: 4 (from the date stated for receipt of tender)

Date: 13/10/2016

Local time: 14:00

Place:

Renfrewshire Council Headquarters, Cotton Street, Paisley.

This is a recurrent procurement: yes

Estimated timing for further notices to be published:

30 months from date of award if the Council does not take up the option to extend this contract.

42 months from date of award if the Council takes up the 1^st option to extend for an additional period 12 months.

54 months from date of award if the Council takes up the 2^nd option to extend for an additional period 12 months.

Electronic ordering will be used

Electronic payment will be used

The estimated value stated at point II.2.6) is for the initial 3 year contract period (estimated annual spend circa 180 000 GBP). Should the Council decide to take up the extension options the estimated value inclusive of the 1^st option period would be 720 000 GBP and the estimated value inclusive of the 2^nd option period would be 900 000 GBP.

The Contracting authority requires the bidder to complete and submit, With Their Tender Response the following documents:

— Schedule of Rates — Legionella Control (RC-RC-107-16);

— S3 — Tender Compliance Certificate;

— S8 — Tender Declaration Page.

The Contracting authority also requires the bidder to complete and submit, at ‘Request for Documentation Stage’ the following Supplementary documents (S Docs):

— S1 — Equalities Questionnaire;

— S2 — Equalities Declaration;

— S4 — No Collusion Certificate;

— S5 — Prompt Payment Certificate (if subcontractors are to be used);

— S6 — Project Manager Form;

— S7 — Health and Safety Questionnaire.

The above mentioned documents are provided with the tender documents and can be located within a folder entitled ‘S Docs’ uploaded into the Attachment Area of the etender.

Within the Technical Envelope of the etender, tenderers are requested to provide information in relation to their organisation and workforce. It should be noted that the detail requested in this section is for information only and will not form part of the award criteria and therefore has a ‘0’ weighting.

The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 6145. For more information see:http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343

The Contracting Authority does not intend to include a sub-contract clause in this contract.

Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361

A summary of the expected community benefits has been provided as follows:

Renfrewshire Council is committed to delivering community benefits through its Contracts. Tenderers are therefore requested to detail any community benefits they can offer under this contract. The Council shall work with the tenderer to ensure that any community benefits offered are realised during the life of the contract.

(SC Ref:456136).

Renfrewshire Council
Renfrewshire House, Cotton Street
Paisley
PA1 1JB
United Kingdom
Telephone: +44 1416186400
Fax: +44 1416187050Internet address:http://www.renfrewshire.gov.uk

09/09/2016