Servicing and Maintenance of Air Conditioning Equipment

Seeking tenders from suitably qualified and experienced suppliers to undertake servicing and maintenance to air conditioning and ventilation systems at various properties owned by the Authority within the Portsmouth.

United Kingdom-Portsmouth: Repair and maintenance services of mechanical building installations

2015/S 115-208738

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Portsmouth City Council
Procurement Service, Floor 4 Core 4, Civic Office, Guildhall Square
Contact point(s): Procurement Service
PO1 2BJ Portsmouth
UNITED KINGDOM
Telephone: +44 2392688235
E-mail: procurement@portsmouthcc.gov.uk

Internet address(es):

General address of the contracting authority: https://www.portsmouth.gov.uk/ext/business/business.aspx

Further information can be obtained from: Portsmouth City Council
Procurement Service, Floor 4 Core 4, Civic Office, Guildhall Square
For the attention of: Procurement Service
PO1 2BJ Portsmouth
UNITED KINGDOM
Telephone: +44 2392688235
E-mail: procurement@portsmouthcc.gov.uk
Internet address: https://www.portsmouth.gov.uk/ext/business/business.aspx

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Portsmouth City Council
Procurement Service, Floor 4 Core 4, Civic Office, Guildhall Square
For the attention of: Procurement Service
PO1 2BJ Portsmouth
UNITED KINGDOM
Telephone: +44 2392688235
E-mail: procurement@portsmouthcc.gov.uk
Internet address: https://www.portsmouth.gov.uk/ext/business/business.aspx

Tenders or requests to participate must be sent to: Portsmouth City Council
Procurement Service, Floor 4 Core 4, Civic Office, Guildhall Square
For the attention of: Procurement Service
PO1 2BJ Portsmouth
UNITED KINGDOM
Telephone: +44 2392688235
E-mail: procurement@portsmouthcc.gov.uk
Internet address: https://www.portsmouth.gov.uk/ext/business/business.aspx

I.2)Type of the contracting authority

Regional or local authority

I.3)Main activity

General public services

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:

Air conditioning and ventilation equipment — servicing and maintenance — Portsmouth.

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

NUTS code UKJ31

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)

Portsmouth City Council — the ‘Authority’ — is seeking tenders from suitably qualified and experienced suppliers to undertake servicing and maintenance to air conditioning and ventilation systems at various properties owned by the Authority within the Portsmouth, Leigh Park and Wecock Farm areas.
Contract Award:
The Authority is aiming to have awarded the contract 4.8.2015 and commenced the contract by 17.8.2015.
Contract Term:
The initial period will be for 2 years with an option to extend this for up to a further 3 years to a maximum term of 5 years in increments to be agreed. Extensions will be determined based on performance, agreement of both parties and subject to a continuing need for the service.
Procurement Timetable:
Set out below is the proposed procurement timetable. This is intended as a guide and, whilst the Authority does not intend to depart from the timetable, it reserves the right to do so at any time.
Tender documentation made available on InTend 15.6.2015.
Deadline for requests for clarification 8.7.15 23:59.
Tender return deadline 17.7.2015 14:00.
Deadline for return of Client Reference Questionnaires 17.7.2015.
Confirmation of preferred supplier 23.7.2015.
Start of ten day standstill period 24.7.2015.
End of ten day standstill period 3.8.2015 23:59.
Confirmation of successful supplier 4.8.2015.
Contract commencement 17.8.2015.
Contract end 16.8.2017.

Contractors who wish to apply for this opportunity must complete and return the documentation as detailed within the Invitation to Tender accessible via https://in-tendhost.co.uk/portsmouthcc/aspx/home by the deadline stated above.

II.1.6)Common procurement vocabulary (CPV)

50712000, 71315410, 45350000

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

The contract is covered by the Government Procurement Agreement (GPA): yes

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:

Background information:
The Authority owns and maintains a stock of 24 properties that contain air conditioning/ventilation equipment as well as a number of individual residential properties containing heat recovery systems and wishes to procure a Supplier that will provide full servicing and maintenance to the systems identified within the ITT document.
One service provider is required to undertake these works and to operate in co-operation with the Authority, its in-house teams and its other Suppliers. All Suppliers must work collaboratively for the efficient and effective delivery of the Authorities service requirements and objectives.
Scope of Service.
The scope of works includes but is not limited to the following:
— servicing of all air conditioning systems and ventilation equipment;
— servicing of heat recovery systems;
— provision of an emergency breakdown/callout service;
— new installations and replacement of non-serviceable equipment;
— production of Energy Performance Certificates.

II.2.2)Information about options

Options: yes
Description of these options: The initial period will be for 2 years with an option to extend this for up to a further 3 years to a maximum term of 5 years in increments to be agreed. Extensions will be determined based on performance, agreement of both parties and subject to a continuing need for the service.

II.2.3)Information about renewals

This contract is subject to renewal: yes

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:

As defined within the ‘Specification and Invitation to Tender’ document accessible via https://in-tendhost.co.uk/portsmouthcc

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

As defined within the ‘Specification and Invitation to Tender’ document accessible via https://in-tendhost.co.uk/portsmouthcc

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

As defined within the ‘Specification and Invitation to Tender’ document accessible via https://in-tendhost.co.uk/portsmouthcc

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

Information and formalities necessary for evaluating if the requirements are met: As defined within the ‘Specification and Invitation to Tender’ document accessible via https://in-tendhost.co.uk/portsmouthcc

III.2.2)Economic and financial ability

Minimum level(s) of standards possibly required: As defined within the ‘Specification and Invitation to Tender’ document accessible via https://in-tendhost.co.uk/portsmouthcc

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:

As defined within the ‘Specification and Invitation to Tender’ document accessible via https://in-tendhost.co.uk/portsmouthcc

Minimum level(s) of standards possibly required:

As defined within the ‘Specification and Invitation to Tender’ document accessible via https://in-tendhost.co.uk/portsmouthcc

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

Open

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

An electronic auction will be used: no

IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

LAH/683HHPR/1122/15/T

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: 17.7.2015 – 14:00
Payable documents: no

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

17.7.2015 – 14:00

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

IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

VI.2)Information about European Union funds

VI.3)Additional information

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:

12.6.2015