Supply and Installation of Floor Coverings

University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Contact point(s): Procurement
For the attention of: Elizabeth Lebost
EH1 1HT Edinburgh
UNITED KINGDOM
Telephone: +44 1316509368
E-mail: elizabeth.lebost@ed.ac.uk

Internet address(es):

General address of the contracting authority: http://www.ed.ac.uk/schools-departments/procurement/supplying

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00107

Further information can be obtained from: University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Contact point(s): Procurement
For the attention of: Elizabeth Lebost
EH1 1HT Edinburgh
UNITED KINGDOM
Telephone: +44 1316509368
E-mail: elizabeth.lebost@ed.ac.uk
Internet address: http://www.ed.ac.uk/schools-departments/procurement/supplying

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Contact point(s): Procurement
For the attention of: Elizabeth Lebost
EH1 1HT Edinburgh
UNITED KINGDOM
Telephone: +44 1316509368
E-mail: elizabeth.lebost@ed.ac.uk
Internet address: http://www.ed.ac.uk/schools-departments/procurement/supplying

Tenders or requests to participate must be sent to: University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Contact point(s): Procurement
For the attention of: Elizabeth Lebost
EH1 1HT Edinburgh
UNITED KINGDOM
Telephone: +44 1316509368
E-mail: elizabeth.lebost@ed.ac.uk
Internet address: http://www.ed.ac.uk/schools-departments/procurement/supplying

Body governed by public law

Education

The contracting authority is purchasing on behalf of other contracting authorities: no

EC/0604 Supply and Installation of Floor Coverings – 2 Lots.

Services
Service category No 1: Maintenance and repair services
Main site or location of works, place of delivery or of performance: Edinburgh.
NUTS code UKM25

The notice involves the establishment of a framework agreement

Framework agreement with several operators
Number of participants to the framework agreement envisaged: 4
Duration of the framework agreement

Duration in years: 4
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 1 824 000 GBP

EC/0604 Supply and Installation of Floor Coverings – Two Lots.
Note the PQQ documentation is available for download via Intend and not the PCS portal.
PQQ documentation available until Monday 13.1.2014.
PQQ submissions to be returned no later than 12:00 noon on 16.1.2014.
There is a requirement for a framework agreement for the provision of services to uplift old floor coverings, prepare the substrate to receive new coverings, and supply and install new floor coverings.
The University of Edinburgh’s estate is approximately 600 varied buildings in Edinburgh and Midlothian. The activity is spread over 5 locations covering 800,000 square metres with student accommodation provided at the Pollock Halls of Residence and across a range of flats around city. Other locations include Central Edinburgh Area, Kings Buildings, Bush Estate, the Roslin Institute, the Western General Hospital, Edinburgh Royal Infirmary and Firbush Outdoor Education Centre.
The successful contractor will provide a full ‘one stop shop’ service related to floor coverings replacement in existing buildings including, but not limited to –
A) Supply and installation of carpets (tiles and broadloom), vinyl, marmoleum, linoleum, dirt control mats, quarry tiles, ceramic floor tiles and laminates – note this list should not be considered exhaustive. Including all associated threshold finishes and bars.
B) As work will take place in occupied buildings the successful contractor must take responsibility for moving furniture and office equipment to allow floor coverings to be replaced if necessary.
C) Upon completion of works the successful contractor must ensure all doors open and close freely, and ensure all kitchen kick plates can be easily reinstated. It is expected that successful supplier will take responsibility for rectifying any situations when this occurs (for example, would plane a door to ensure it open and closes freely). Note it is expected such work if required should be completed within outlined project timescales.
D) A photographic dilapidations survey prior to commencing of walls finishes and anything of note that could be damaged during the course of work. It is expected the successful contractor will be responsible for ‘making good’ any damage their operatives or sub-contractors cause.
E) All work must be carried out in line with UK legislation, Approved Codes of Practice and HSE Guidance as well as normally accepted good practice and following the University’s procedures and policies.
F) The contractor shall ensure at all times that their personnel act in a fully responsible manner when on University premises with due consideration given to courtesy to both staff and tenants. Personnel should be readily identifiable, wearing company attire, and should carry identification when in attendance at University premises.
*N.B. This framework will not include floor coverings that are purchased by the University as part of a Capital/refurbishment Works project. This will be tendered separately as part of our capital works projects.
(Please note, that on rare occasions and in exceptional circumstances, the University still reserves the right to approach successful contractors on this Framework Agreement to fulfil requirements on capital projects on an “ad hoc” basis).
A full list of every building in Lot 1 and Lot 2 is available within the PQQ documentation.
Additional details of the University of Edinburgh campus can be found be found at the following link
http://www.ed.ac.uk/polopoly_fs/1.20490!fileManager/campus_maps.pdf

All of the University’s policies and procedures will apply to this framework agreement and can be viewed at the following link –
http://www.ed.ac.uk/schools-departments/estates-buildings/contractors-suppliers/working-at-the-uni

Anticipated Framework start date: 1.6.2014.
Contract time period: 1.6.2014 for a 3 year period + 1 year option to extend subject to satisfactory performance.
ITT Award criteria: 60 % quality / 40 % cost.
The Framework value is 1,824,000 GBP – 456,000 GBP x 4 years.
This framework agreement will be split between two lots (See details below).
Terms and Conditions: University of Edinburgh standard terms and conditions for supply and installation.
http://www.docs.csg.ed.ac.uk/Procurement/Terms_Conditions_2011/SupplyInstallationDec2011.pdf

The framework will be divided into 2 geographical zones:
Lot 1 – Science & Engineering + Medical & Veterinary Buildings Easter Bush – anticipated approx. spend per year 105,000 GBP.
Lot 2 – Central Area Buildings + Pollock Halls of Residence Zone – anticipated approx. spend per year 351,000 GBP
The Framework Agreement will be awarded in 2 separate lots and contractors will be asked to tender separately for each Lot.
The University will be looking to appoint a separate contractor and a separate reserve contractor to each lot (meaning a total of 4 different suppliers will be appointed to this framework).
The purpose of the reserve contractor in each lot area is to provide a “back up” option to the main contractor on the rare occasion that the main contractor is unable to fulfil their duties due to lack of capacity. In the event that the main contractor is unable to fulfil their duties due to a more permanent issue (such as liquidation, etc.) then the University reserves the right to re-visit the framework arrangement and discuss with the remaining contractors who is allocated to each lot. This is to ensure that the appointment of contactors to each lot is fair in the event that the contractor appointed to the second lot applied initially to both lots and was the second highest scoring the tenderer for both lots.
In the event that one contractor is successful in both lots upon tender outcome then that contractor will be awarded Lot 2 (the higher value lot).
Successful Contractors will not be allocated more than one Lot.
The top 6 scoring tenderers at PQQ stage will be invited to complete stage 2 – the ITT.
The tender will be evaluated on MEAT (most economically advantageous tender) – 60 % quality and 40 % price.
The PQQ (pre-qualification questionnaire) and subsequent ITT (invitation to tender) documentation is available via the following url link:
https://in-tendhost.co.uk/edinburghuni/aspx/Home

and then click on the Tender tab and then on the current tender option.
To Express Interest In this ITT/PQQ, Select “View Details” in the bottom right hand corner.
Then Click on the Red Box “Express Interest”, then follow the registration / login details. If you have previously registered on this website you will require your User ID and Password.
Further details on the In-tend system can be found under the heading “scope of contract” in this advert.
Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=279420

39531000, 39531310, 39531400, 44112230, 44111700, 44191200, 50700000

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

This contract is divided into lots: yes
Tenders may be submitted for one or more lots

Variants will be accepted: no

EC/0604 Supply and Installation of Floor Coverings – Two Lots.
Note the PQQ documentation is available for download via Intend and not the PCS portal.
PQQ documentation available until Monday 13.1.2014.
PQQ submissions to be returned no later than 12:00 noon on 16.1.2014.
There is a requirement for a framework agreement for the provision of services to uplift old floor coverings, prepare the substrate to receive new coverings, and supply and install new floor coverings.
The University of Edinburgh’s estate is approximately 600 varied buildings in Edinburgh and Midlothian. The activity is spread over 5 locations covering 800,000 square metres with student accommodation provided at the Pollock Halls of Residence and across a range of flats around city. Other locations include Central Edinburgh Area, Kings Buildings, Bush Estate, the Roslin Institute, the Western General Hospital, Edinburgh Royal Infirmary and Firbush Outdoor Education Centre.
The successful contractor will provide a full ‘one stop shop’ service related to floor coverings replacement in existing buildings including, but not limited to –
A) Supply and installation of carpets (tiles and broadloom), vinyl, marmoleum, linoleum, dirt control mats, quarry tiles, ceramic floor tiles and laminates – note this list should not be considered exhaustive. Including all associated threshold finishes and bars.
B) As work will take place in occupied buildings the successful contractor must take responsibility for moving furniture and office equipment to allow floor coverings to be replaced if necessary.
C) Upon completion of works the successful contractor must ensure all doors open and close freely, and ensure all kitchen kick plates can be easily reinstated. It is expected that successful supplier will take responsibility for rectifying any situations when this occurs (for example, would plane a door to ensure it open and closes freely). Note it is expected such work if required should be completed within outlined project timescales.
D) A photographic dilapidations survey prior to commencing of walls finishes and anything of note that could be damaged during the course of work. It is expected the successful contractor will be responsible for ‘making good’ any damage their operatives or sub-contractors cause.
E) All work must be carried out in line with UK legislation, Approved Codes of Practice and HSE Guidance as well as normally accepted good practice and following the University’s procedures and policies.
F) The contractor shall ensure at all times that their personnel act in a fully responsible manner when on University premises with due consideration given to courtesy to both staff and tenants. Personnel should be readily identifiable, wearing company attire, and should carry identification when in attendance at University premises.
*N.B. This framework will not include floor coverings that are purchased by the University as part of a Capital/refurbishment Works project. This will be tendered separately as part of our capital works projects.
(Please note, that on rare occasions and in exceptional circumstances, the University still reserves the right to approach successful contractors on this Framework Agreement to fulfil requirements on capital projects on an “ad hoc” basis).
A full list of every building in Lot 1 and Lot 2 is available within the PQQ documentation.
Additional details of the University of Edinburgh campus can be found be found at the following link
http://www.ed.ac.uk/polopoly_fs/1.20490!fileManager/campus_maps.pdf

All of the University’s policies and procedures will apply to this framework agreement and can be viewed at the following link –
http://www.ed.ac.uk/schools-departments/estates-buildings/contractors-suppliers/working-at-the-uni

Anticipated Framework start date: 1.6.014
Contract time period: 1.6.2014 for a three year period + 1 year option to extend dependant on satisfactory performance.
ITT Award criteria: 60 % quality / 40 % cost
The Framework value is 1,824,000 GBP – 456,000 GBP x 4 years.
This framework agreement will be split between two lots (See details below).
Terms and Conditions: University of Edinburgh standard terms and conditions for supply and installation.
http://www.docs.csg.ed.ac.uk/Procurement/Terms_Conditions_2011/SupplyInstallationDec2011.pdf

The framework will be divided into 2 geographical zones:
Lot 1 – Science & Engineering + Medical & Veterinary Buildings Easter Bush – anticipated approx. spend per year 105,000 GBP.
Lot 2 – Central Area Buildings + Pollock Halls of Residence Zone – anticipated approx. spend per year 351,000 GBP.
The Framework Agreement will be awarded in 2 separate lots and contractors will be asked to tender separately for each Lot.
The University will be looking to appoint a separate contractor and a separate reserve contractor to each lot (meaning a total of 4 different suppliers will be appointed to this framework).
The purpose of the reserve contractor in each lot area is to provide a “back up” option to the main contractor on the rare occasion that the main contractor is unable to fulfil their duties due to lack of capacity. In the event that the main contractor is unable to fulfil their duties due to a more permanent issue (such as liquidation, etc.) then the University reserves the right to re-visit the framework arrangement and discuss with the remaining contractors who is allocated to each lot. This is to ensure that the appointment of contactors to each lot is fair in the event that the contractor appointed to the second lot applied initially to both lots and was the second highest scoring the tenderer for both lots.
In the event that one contractor is successful in both lots upon tender outcome then that contractor will be awarded Lot 2 (the higher value lot).
Successful Contractors will not be allocated more than one Lot.
The top 6 scoring tenderers at PQQ stage will be invited to complete stage 2 – the ITT.
The tender will be evaluated on MEAT (most economically advantageous tender) – 60 %quality and 40 % price.
The PQQ (pre-qualification questionnaire) and subsequent ITT (invitation to tender) documentation is available via the following url link:
https://in-tendhost.co.uk/edinburghuni/aspx/Home

and then click on the Tender tab and then on the current tender option.
To Express Interest In this ITT/PQQ, Select “View Details” in the bottom right hand corner.
Then Click on the Red Box “Express Interest”, then follow the registration / login details. If you have previously registered on this website you will require your User ID and Password.
PQQ documentation is normally published to the secure area within 24 hours. If after this time you have not received your email advising the PQQ documentation has been published to the secure area, then contact the Procurement Office by sending a message through the correspondence function.
An email will be sent to the Publish Email address supplied at registration when the documents have been published. You will then be able to login to the secure area and download the PQQ documentation.
Submissions should be made via the web site, all documents should be uploaded to the website then press the Red button “Submit return” (You may need to scroll the screen down to see this button)
You will then receive a receipt, print & retain a copy of this receipt. This is your confirmation of your submission.)The PQQ status will then confirm your documents have been submitted.
Online system help available at:
https://in-tendhost.co.uk/edinburghuni/aspx/Help

Please Note: The University of Edinburgh does not charge a ITT/PQQ administration fee and documents will be published automatically to the secure area on the e-tendering website following expression of interest.
The University advises all suppliers that only the following file formats are acceptable as tender submissions.
All Microsoft Office file formats (or equivalent, though must be capable of being read by MS Office programs)
PDF files
ZIP files containing the above
jpeg images
Maximum File size = 20 Mb.
No other file types will be accepted unless specified in the ITT documentation.

Options: no

This contract is subject to renewal: no

A full list of the buildings in this lot area are outlined in the PQQ document.
*Please note that as the University has a very wide, diverse, growing estate the buildings listed within the lot area are subject to change over the 4 year course of the contract.

39531000, 39531310, 39531400, 44112230, 44111700, 44191200, 50700000

The successful contractor will provide a full ‘one stop shop’ service related to floor coverings replacement in existing buildings including, but not limited to –
A) Supply and installation of carpets (tiles and broadloom), vinyl, marmoleum, linoleum, dirt control mats, quarry tiles, ceramic floor tiles and laminates – note this list should not be considered exhaustive. Including all associated threshold finishes and bars.
B) As work will take place in occupied buildings the successful contractor must take responsibility for moving furniture and office equipment to allow floor coverings to be replaced if necessary.
C) Upon completion of works the successful contractor must ensure all doors open and close freely, and ensure all kitchen kick plates can be easily reinstated. It is expected that successful supplier will take responsibility for rectifying any situations when this occurs (for example, would plane a door to ensure it open and closes freely). Note it is expected such work if required should be completed within outlined project timescales.
D) A photographic dilapidations survey prior to commencing of walls finishes and anything of note that could be damaged during the course of work. It is expected the successful contractor will be responsible for ‘making good’ any damage their operatives or sub-contractors cause.
E) All work must be carried out in line with UK legislation, Approved Codes of Practice and HSE Guidance as well as normally accepted good practice and following the University’s procedures and policies.
F) The contractor shall ensure at all times that their personnel act in a fully responsible manner when on University premises with due consideration given to courtesy to both staff and tenants. Personnel should be readily identifiable, wearing company attire, and should carry identification when in attendance at University premises.
*N.B. This framework will not include floor coverings that are purchased by the University as part of a Capital/refurbishment Works project. This will be tendered separately as part of our capital works projects.
(Please note, that on rare occasions and in exceptional circumstances, the University still reserves the right to approach successful contractors on this Framework Agreement to fulfil requirements on capital projects on an “ad hoc” basis).
Further details on the scope of contract can be found in the PQQ documentation.
A full list of every building in Lot 1 and Lot 2 is available within the PQQ documentation.
Annual spend on this lot is anticipated to be approx. 105,000 GBP x 4 years = 420,000 GBP.

Annual spend on this lot is anticipated to be approx. 105,000 GBP.

A full list of the buildings in this lot area are outlined in the PQQ document.
*Please note that as the University has a very wide, diverse, growing estate the buildings listed within the lot area are subject to change over the 4 year course of the contract.

39531000, 39531310, 39531400, 44112230, 44111700, 44191200, 50700000

The successful contractor will provide a full ‘one stop shop’ service related to floor coverings replacement in existing buildings including, but not limited to –
A) Supply and installation of carpets (tiles and broadloom), vinyl, marmoleum, linoleum, dirt control mats, quarry tiles, ceramic floor tiles and laminates – note this list should not be considered exhaustive. Including all associated threshold finishes and bars.
B) As work will take place in occupied buildings the successful contractor must take responsibility for moving furniture and office equipment to allow floor coverings to be replaced if necessary.
C) Upon completion of works the successful contractor must ensure all doors open and close freely, and ensure all kitchen kick plates can be easily reinstated. It is expected that successful supplier will take responsibility for rectifying any situations when this occurs (for example, would plane a door to ensure it open and closes freely). Note it is expected such work if required should be completed within outlined project timescales.
D) A photographic dilapidations survey prior to commencing of walls finishes and anything of note that could be damaged during the course of work. It is expected the successful contractor will be responsible for ‘making good’ any damage their operatives or sub-contractors cause.
E) All work must be carried out in line with UK legislation, Approved Codes of Practice and HSE Guidance as well as normally accepted good practice and following the University’s procedures and policies.
F) The contractor shall ensure at all times that their personnel act in a fully responsible manner when on University premises with due consideration given to courtesy to both staff and tenants. Personnel should be readily identifiable, wearing company attire, and should carry identification when in attendance at University premises.
*N.B. This framework will not include floor coverings that are purchased by the University as part of a Capital/refurbishment Works project. This will be tendered separately as part of our capital works projects.
(Please note, that on rare occasions and in exceptional circumstances, the University still reserves the right to approach successful contractors on this Framework Agreement to fulfil requirements on capital projects on an “ad hoc” basis).
Further information on the scope of contract is detailed in the PQQ document.
A full list of every building in Lot 1 and Lot 2 is available within the PQQ documentation.
351,000 GBP x 4 years = 1,404,000 GBP.
Estimated value excluding VAT: 1 404 000 GBP

351,000 GBP x 4 years = 1,404,000 GBP.

As detailed in the PQQ and ITT documentation.

As detailed in the PQQ and ITT documentation.

As detailed in the PQQ and ITT documentation.

The performance of the contract is subject to particular conditions: no

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.
As detailed in the PQQ and ITT documentation.

Information and formalities necessary for evaluating if the requirements are met:
As detailed in the PQQ and ITT documentation.

Restricted

Envisaged number of operators: 6
Objective criteria for choosing the limited number of candidates: As outlined in the PQQ documentation.

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

An electronic auction will be used: no

EC/0604

Time limit for receipt of requests for documents or for accessing documents: 13.1.2014

16.1.2014 – 12:00

3.3.2014

English.