Scottish Parliamentary Corporate Body Building Maintenance Services Contract

Scottish Parliamentary Corporate Body
The Scottish Parliament, Procurement Services
Edinburgh
EH99 1SP
United Kingdom
Contact person: Yvonne O’Hara
Telephone: +44 1313486620
E-mail: procurement@parliament.scot
NUTS code: UKM25

Internet address(es):Main address: http://www.parliament.scot

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA10284

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://in-tendhost.co.uk/scottishparliament/aspx/home

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be submitted electronically via: https://in-tendhost.co.uk/scottishparliament/aspx/home

Body governed by public law

Other activity: devolved parliament

Building Maintenance Services.

Reference number: NIC-SER-386

Services

The Scottish Parliamentary Corporate Body (SPCB) requires a contractor to provide planned and reactive building maintenance and asset management of building services. This includes, but is not limited to: mechanical, electrical, floor fabric finishes, windows, doors, perimeter security installations, drainage installations, statutory compliance inspection and testing, supporting other contractor’s building access requirements, environmental, energy and water management, and the management, design and delivery of related minor works and projects.

The contract may, over its duration, include lifts, fire alarms, security systems, building environmental management system and digital meeting rooms’ maintenance.

Separate contractors deal with planned and reactive services for high level fabric maintenance and cleaning, and low level cleaning.

This contract is divided into lots: no

NUTS code: UKM25

Main site or place of performance:

Scottish Parliament Building, Edinburgh.

The Scottish Parliamentary Corporate Body (SPCB) requires a contractor to provide planned and reactive building maintenance and asset management of building services. The Scottish Parliament is an iconic and complex building, which requires to be well maintained. Specific elements of work include:

Maintenance/repair/replacement of: fixed mechanical and electrical assets, building services including: air conditioning, heating and chilling systems, control systems, lighting systems including emergency lighting, lightning protection systems, smoke and natural ventilation systems and fittings, windows, internal and external doors, including all revolving, sliding, pivoting and roller shutter doors, internal floor finishes; to include timber, stone, tiles and concrete, broken glazing.

Public health engineering services including L8 compliance. Water treatment including operation and maintenance of ponds.

PAT testing, fixed wire testing, attendance, preparation and reinstatement works associated with inspections by third party works including statutory inspections.

Emergency 24 hours, 365 days call out cover.

Minor works, and related project Work.

Energy monitoring and management including investigating and managing alarm logs and analysis of building energy management data.

Maintaining the Asset register and computerised facilities management (CAFM) records for all Key subcontractor or supply chain works.

The contract may, over its duration, include lifts, fire alarms, security systems, building environmental management system and digital meeting rooms’ maintenance.

Separate contractors deal with planned and reactive services for high level fabric maintenance and cleaning, and low level cleaning.

Lots are not applicable to this contract as due to the nature of the work and operational business needs, work priorities can often change at short notice and therefore having one contractor offers the flexibility to reprioritise resources to avoid downtime and maintain overall responsibility of meeting the maintenance programme.

Criteria below

Quality criterion – Name: Quality / Weighting: 70

Cost criterion – Name: Cost / Weighting: 30

Value excluding VAT: 15 785 000.00 GBP

Duration in months: 63

This contract is subject to renewal: yes

Description of renewals:

There is an option to extend this contract by up to 36 months, at the sole discretion of SPCB.

Envisaged number of candidates: 5

Objective criteria for choosing the limited number of candidates:

This Procurement will be conducted through the use of the Restricted Procedure. All queries about this procurement must be made via SPCB eProcurement system as defined at I.3) Communication above.

The process we will apply will be:-

Statements including the specific requirements can be found within Section III.1.1 Suitability to pursue the professional activity, III.1.2 Economic and Financial Standing and III.1.3 Technical and professional ability of this Contract Notice.

The ESPD (Scotland) Part II, Information about bidders, please note this should be completed in full. Question 2A.16.5 and therefore also Question 2A.16.6 also requires a response for this exercise. Questions 2A.18 will not require a response.

The ESPD Part IV, Section B — Economic & Financial Standing and Section C Technical & Professional Ability — Question 4C.6 and 4C.6.1 will be scored on a pass/fail basis.

All questions in Section A are for information only if it applies in your member state.

All questions in Section D are for information to understand your organisation’s approach to Quality, Health & Safety and Environmental Management. We will require verification before progressing to Tender stage.

The remainder of Section C will be scored in the following way:

0 = No evidence provided to demonstrate the organisation’s ability to meet the requirement.

1-2 = Inadequate evidence provided that the organisation can demonstrate the ability to meet the requirement.

3-4 = Minimal evidence provided that the organisation can demonstrate the ability to meet the requirement.

5-6 = Reasonable evidence provided that the organisation can demonstrate the ability to meet the requirement.

7-8 = Detailed evidence provided that the organisation can demonstrate the ability to meet the requirement.

The responses to the remaining questions of Section III.1.3 of the Contract Notice will be weighted in the following way: Please see ESPD (Scotland) PartIV Question 4C.1.2 (50 %), 4C.4 (25 %) 4C.7(25 %).

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) Regulation 2015.

List and brief description of conditions:

4A.1 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. Bidders should indicate the required registration and relevant body in which they are established.

4A.1.1 Bidders are required to indicate if relevant documentation is available electronically.

List and brief description of selection criteria:

The Scottish Parliamentary Corporate Body (SPCB) uses Creditsafe, an independent provider of online business credit reports, to assess the financial standing of bidders. Bidders are encouraged to review their financial performance on Creditsafe and read information about how that data is collected and used prior to submitting a tender. Information and the opportunity to run a free report can be found at http://www.creditsafe.com/products/business-credit-reports/

If a bidder does not agree with the credit rating it has been given by Creditsafe it can provide supporting evidence to demonstrate its current position and this will be taken into account when the financial standing is being assessed.

If a bidder is not listed on Creditsafe, for whatever reason, then it may be asked to submit equivalent accounts to enable the required assessment of financial standing to be carried out.

Bidders should have a Creditsafe credit rating of 30 or higher to demonstrate satisfactory financial standing. If a bidder has a lower credit rating score and has the backing of a parent company with a credit rating of 30 or higher, then the provision of a Parent Company Guarantee prior to the award of any contract will be acceptable. If a tenderer has a lower credit rating score and no evidence to support a stable or improved financial standing then the bidder may be rejected.

Minimum level(s) of standards possibly required:

With reference to ESPD (Scotland) Questions:

4B.5.1 and 4B.5.2 — it is a requirement 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:

4.5.1 Employers (Compulsory) liability Insurance = 5 000 000 GBP.

4.5.2 Public Liability Insurance = 10 000 000 GBP.

Works & Materials Insurance = 5 000 000 GBP.

Hired in Plant Insurance = 750 000 GBP.

Products liability Insurance = 10 000 000 GBP.

Professional Indemnity Insurance = 1 000 000 GBP.

List and brief description of selection criteria:

Please refer to these statements when completing section 4C and 4D of the ESPD (Scotland).

4C.1.2 Bidders should demonstrate relevant experience from the last 3 years of delivering the services listed in II.2.4 Description of the Procurement above. When demonstrating experience of the services, examples can be drawn from a number of contracts, and if the service would be sub-contracted, bidders can provide examples from sub-contractors they propose to use for this contract. In the description, your response must clearly identify the name of the organisation that provided each service. A simple assertion will not be acceptable evidence; bidders should provide detailed evidence to demonstrate the breadth of their experience.

4C.4 Bidders will be required to confirm that they have (or have access to) the relevant supply chain management tracking systems used by them, including key subcontractors, to deliver the types of requirements detailed in II.2.4 in this contract notice.

4C.6 Bidders must demonstrate that their organisation and/or the service provider, have the following relevant education and professional qualifications: Gas Safe Registered and FGAS Registered.

4C.6.1 Bidders should demonstrate that their managerial staff have the following relevant educational and professional qualifications: Electrical HV-AP15, Electrical LV-NVQ3, Water Management-NVQ3. These qualifications must be part of the role of managerial staff NOT a key subcontractor.

4C.7 Bidders should provide details of the environmental management measures that they have employed in similar contracts which meet the following requirements: Environment BS EN ISO 14001 or equivalent. These will include but are not limited to: Carbon reduction measures, Utilities usage reduction measures, Waste reduction measures, recycling of materials measures.

4D.1 — The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent).

Additionally, bidders must 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).

4D.2 The Bidder must 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.

Minimum level(s) of standards possibly required:

Quality Management Standard — including certification to BS EN ISO 9001 (or equivalent) standards.

Health & Safety Management — including certification to BS OHSAS 18001 (or equivalent) standards.

Environmental Management — including certification to BS EN ISO 14001 (or equivalent).

In order to ensure the highest standards of service quality in this contract the SPCB requires the Contractor to take a positive approach to fair work practices as part of the fair and equitable employment and reward package that includes the payment of a living wage to any staff working at the SPCB site.

The contract will be subject to a performance management system with KPI’s linked to a risk/reward mechanism.

Business Continuity Plans will be agreed and in place, reviewed and tested annually.

A Community Benefits plan will be agreed and in place, reviewed and reported on monthly and annually.

An Environmental Performance Improvement Plan will be agreed and in place, reviewed and reported on annually.

Other performance conditions are documented in the Draft Service Information which is subject to review prior to issuing tender documentation.

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Restricted procedure

The procurement is covered by the Government Procurement Agreement: yes

Date: 31/05/2017

Local time: 12:00

Date: 17/07/2017

English

This is a recurrent procurement: yes

Estimated timing for further notices to be published:

5 — 8 years depending on contract extensions being taken.

Electronic ordering will be used

Electronic payment will be used

The Form of Contract to be used will be the NEC3 Term Service Contract with relevant X & Z clauses.

The Contractor will comply in full with the security procedures implemented by the Employer at the Affected Property. All Contractor Personnel will be required to achieve the necessary security clearance. All information is detailed in the Service Information.

Where the bidder relies upon the capacity of a specific Key Sub-contractor to meet the minimum requirements stated in the Contract Notice, the Key Sub contractors will be requested to complete an ESPD (Scotland) as part of the tender stage.

This is a business critical contract, therefore robust and tested Contractor Business Continuity Plans and Disaster Recovery Plans will be essential and requested as part of the tender stage.

The SPCB does not commit to letting a contract for all or any part of the requirement listed should it become evident that it is not economically viable to do so.

The SPCB will not be liable for any costs incurred by those expressing an interest or tendering for this contract.

Any contract awarded shall be governed and construed in accordance with the laws of Scotland and both parties submit to the jurisdiction of the Scottish Courts.

The SPCB uses the In-tend eProcurement system for managing its tender processes, NOT PCS-Tender. Guidance on its use is available in the eProcurement system but additional help can be obtained by calling SPCB Procurement on 0131 348 6620.

Although the ESPD document is attached to this contract notice, as required by this system, you must obtain the draft Service Information for this contract from the SPCB eProcurement system.

Bidders should go to the ‘current tenders’ tab on the eProurement website https://in-tendhost.co.uk/scottishparliament/aspx/Home to obtain the Draft Service Information.

All correspondence and the submission of bids must also be returned through the SPCB eProcurement system.

The Contracting Authority does not intend to include a sub-contract clause as part of community benefits (as per Section 25 of the Procurement Reform (Scotland) Act 2014) in this contract for the following reason:

Subcontractors who will provide services will be planned and selected prior to contract commencement.

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:

A Community Benefits plan will be agreed and put in place. The successful Contractor will be responsible for providing community benefits as part of the service delivery, reporting monthly as part of performance monitoring and annually as part of the contract annual review.

(SC Ref:489652)

Download the ESPD document here: http://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=489652

Scottish Parliamentary Corporate Body
The Scottish Parliament, Procurement Services
Edinburgh
EH99 1SP
United Kingdom
Telephone: +44 1313486620
E-mail: procurement@parliament.scotInternet address:http://www.parliament.scot

19/04/2017