Supply Non-Domestic Refrigerators

Supply Non-Domestic Refrigerators

The scope of the supply, delivery, installation (optional), commissioning (optional), warranty (optional), service (optional), maintenance during warranty (optional) and post-warranty maintenance (optional) of non-domestic refrigeration equipment.

United Kingdom-Larkhall: Refrigerators and freezers

2013/S 184-317323

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

The Common Services Agency (more commonly known as NHS National Services Scotland) (‘the Authority’)
National Procurement, Canderside Toll, 2 Swinhill Avenue
Contact point(s): National Procurement
For the attention of: Bronwyn Bainbridge
ML9 2QX Larkhall
UNITED KINGDOM
Telephone: +44 1698794410

Internet address(es):

General address of the contracting authority: http://www.nhsscotlandprocurement.scot.nhs.uk/

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA11883

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Body governed by public law
I.3)Main activity

Health
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Aberdeen City Council

Aberdeenshire Council

Angus Council

Argyll and Bute Council

City of Edinburgh Council

Clackmannanshire Council

Comhairle nan Eilean Siar

Dumfries and Galloway Council

Dundee City Council

East Ayrshire Council

East Dunbartonshire Council

East Lothian Council

East Renfrewshire Council

Falkirk Council

Fife Council

Glasgow City Council

Highland Council

Inverclyde Council

Midlothian Council

Moray Council, The

North Ayrshire Council

North Lanarkshire Council

Orkney Islands Council

Perth and Kinross Council

Renfrewshire Council

Scottish Borders Council

Shetland Islands Council

South Ayrshire Council

South Lanarkshire Council

Stirling Council

West Dunbartonshire Council

West Lothian Council

Golden Jubilee Hospital (National Waiting Times Centre Board)

NHS 24

NHS Ayrshire and Arran

NHS Borders

NHS Dumfries and Galloway

NHS Education for Scotland

NHS Fife

NHS Forth Valley

NHS Grampian

NHS Greater Glasgow and Clyde

NHS Health Scotland

NHS Highland

NHS Lanarkshire

NHS Lothian

NHS Orkney

Healthcare Improvement Scotland

NHS Shetland

NHS Tayside

NHS Western Isles

Scottish Ambulance Service

The Common Services Agency for the Scottish Health Service

The State Hospital for Scotland

CHPs linked to NHSS

GPs linked to NHSS

Any other purchaser linked to the NHSS

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

NP826/13 Non-domestic refrigeration equipment.
II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Purchase
Main site or location of works, place of delivery or of performance: Scotland-wide.
NUTS code UKM

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 100
Duration of the framework agreement

Duration in years: 2
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 2 000 000 GBP

II.1.5)Short description of the contract or purchase(s)

The scope of the supply, delivery, installation (optional), commissioning (optional), warranty (optional), service (optional), maintenance during warranty (optional) and post-warranty maintenance (optional) of non-domestic refrigeration equipment includes clinical refrigeration, non-clinical refrigeration and mortuary refrigeration such as freezers, catering refrigeration, cold rooms and mortuary chambers as well as blood storage, pharmacy/vaccine refrigeration, plasma-thawers, incubators and ice-machines and complementary items such as temperature mapping, thermometers and data-loggers. The purchase of domestic fridges is specifically excluded from the scope. The scope will also include for the possibility of maintenance post-warranty, where the HB user, having compared prices, considers that maintenance with the OEM provides better value for money for the Health Board.
CHPs, GPs, local councils (for pharmacy/vaccine fridges at schools) and any other purchasers linked to the NHSS may make use of the framework agreements concluded for non-domestic refrigeration equipment and maintenance. The ITT is accessible from this contract notice. A maximum of 100 suppliers has been stated in this contract notice as a number is required to be inserted; the Authority intends to award a framework agreement to all tenderers who pass the minimum requirements
NOTE: The authority is using PCS-Tender to carry out this procurement process. Please note this is a separate website and if you are not already registered, registration will be required.
To access PCS-Tender, record your interest in this notice and access the tender documentation please visit https://www.publictendersscotland.publiccontractsscotland.gov.uk. and search for project Code 1404 within the appropriate area.

If you have already registered on Public Contracts Scotland and PCS-Tender and paired your accounts you can access PCS-Tender through your Public Contracts Scotland Control Panel.

II.1.6)Common procurement vocabulary (CPV)

39711100, 39711110, 39711130, 39721200, 33944000, 33945000, 33941000, 45213210, 39310000

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: yes
Tenders may be submitted for one or more lots
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:
II.2.2)Information about options

Options: yes
Description of these options: The initial contract length of 2 years can be extended by a second two-year period. Price increases for the extension period will be limited as stated in the ITT.
Provisional timetable for recourse to these options:
in months: 24 (from the award of the contract)
II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Information about lots

Lot No: 3 Lot title: Mortuary refrigeration – whole of Scotland

1)Short description

The scope of the design, supply, delivery, installation (optional), commissioning (optional), maintenance during warranty (optional) and post-warranty maintenance (optional) of mortuary refrigeration such as freezers and mortuary chambers and complementary items such as thermometers. The scope will also include for the possibility of maintenance post-warranty, where the HB user, having compared prices, considers that maintenance with the OEM provides better value for money for the Health Board.
2)Common procurement vocabulary (CPV)

39711100, 39711110, 39711130, 39721200, 33944000, 33945000, 33941000

3)Quantity or scope

New mortuary refrigeration equipment (including fridges and freezers) as required by NHSS Health Boards for the duration of the framework agreement. Examples are: mortuary freezers, mortuary walk-in and pass-through refrigeration, mortuary portable refrigeration, mortuary roll-in refrigeration, mortuary bariatric refrigeration, trays and trolleys, racking, body handling systems, other mortuary-related refrigeration equipment and accessories. The Authority’s intention is to award Lot 3 to those tenderers who pass the minimum requirements.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

This lot caters for mortuary refrigeration supply, delivery, installation, commissioning, warranty and maintenance as required by NHSS Health Boards. Participating Authorities will either order from those Framework Participants who best meet their needs, or conduct a mini-competition to compile a list of items that best meets their needs.
Lot No: 1 Lot title: Clinical refrigeration – whole of Scotland

1)Short description

The scope of the supply, delivery, installation (optional), commissioning (optional), maintenance during warranty (optional) and post-warranty maintenance (optional) of clinical refrigeration such as freezers, blood storage, pharmacy/vaccine refrigeration, plasma-thawers, incubators and ice-machines and complementary items such as temperature mapping, thermometers and data-loggers. The purchase of domestic fridges is specifically excluded from the scope. The scope will also include for the possibility of maintenance post-warranty, where the HB user, having compared prices, considers that maintenance with the OEM provides better value for money for the Health Board.
CHPs, GPs, local councils (for pharmacy/vaccine fridges at schools) and any other purchasers linked to the NHSS may make use of the framework agreements concluded for non-domestic refrigeration equipment and maintenance.
Examples are:
– pharmacy and pharmacy-related products;
– blood and blood-related products;
– plasma-thawers;
– laboratory refrigeration equipment such as incubators;
– any other clinical refrigeration;
– accessories and complementary items such as data loggers, thermometers;
– warranty;
– the option of a maintenance package with the OEM.
2)Common procurement vocabulary (CPV)

39711100, 39711110, 39711130, 39721200

3)Quantity or scope

New clinical refrigeration equipment (including fridges and freezers) as required by NHSS Health Boards for the duration of the framework agreement. The Authority’s intention is to award Lot 1 to those tenderers who pass the minimum requirements.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

This lot caters for clinical refrigeration supply, delivery, installation, commissioning, warranty and maintenance as required by NHSS Health Boards. Participating Authorities will either order from those Framework Participants who best meet their needs, or conduct a mini-competition to compile a list of items that best meets their needs.
Lot No: 2 Lot title: Non-clinical refrigeration – whole of Scotland

1)Short description

The scope of the supply, delivery, installation (optional), commissioning (optional), maintenance during warranty (optional) and post-warranty maintenance (optional) of non-clinical refrigeration such as freezers, catering refrigeration, cold rooms and ice-machines and complementary items such as thermometers. The purchase of domestic fridges is specifically excluded from the scope. The scope will also include for the possibility of maintenance post-warranty, where the HB user, having compared prices, considers that maintenance with the OEM provides better value for money for the Health Board.
The scope will include the following sorts of refrigeration (with any mention of refrigeration including both refrigerators and freezers):
– catering refrigeration;
– ice-makers;
– cold rooms (if a scope can be gathered);
– any other non-clinical refrigeration excluding HVAC refrigeration and domestic refrigeration;
– accessories and complementary items such as data loggers, thermometers;
– warranty;
– the option of a maintenance package with the OEM.
2)Common procurement vocabulary (CPV)

39711100, 39711110, 39711130, 39721200, 45213210, 39310000

3)Quantity or scope

New non-clinical refrigeration equipment (including fridges and freezers) as required by NHSS Health Boards for the duration of the framework agreement. The Authority’s intention is to award Lot 2 to those tenderers who pass the minimum requirements.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

This lot caters for non-clinical refrigeration supply, delivery, installation, commissioning, warranty and maintenance as required by NHSS Health Boards. Participating Authorities will either order from those Framework Participants who best meet their needs, or conduct a mini-competition to compile a list of items that best meets their needs.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

See ITT for reference to parent company guarantee or another financial instrument in certain circumstances.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

The Prime Contractor shall be liable in the event of a consortium bid.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Service levels may be set.
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: Financial ratios are requested to ascertain the financial security of the tenderers. Where the ratios appear anomalous or are concerning, then the Authority may require a parent company guarantee or another financial instrument as a condition precedent to inviting the applicant to tender. The Authority will not generally refer to annual financial accounts and could choose to refer to the financial statements requested only if the financial ratios appear anomalous or are concerning.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice.
(2) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.
The ITT includes the full list of conditions.
Minimum level(s) of standards possibly required: The ITT includes all the selection and award criteria including the requirement for ratios:
Ratios will be calculated based on the tenderer’s profit and loss account and balance sheet. The tenderer should ensure that the following items are stated separately from the tenderer’s accounts to facilitate the evaluation team calculating the ratios for the most recent financial year and the each of the two financial years preceding the most recent financial year:
– To calculate the current ratio: current assets and current liabilities;
– To calculate the gross profit margin: gross profit and net sales (revenue);
– To calculate the debt ratio: total liabilities and total assets;
– To calculate the short term debt coverage: operating cash flow and short-term debt.
No minimum standards will be applied to these calculations; however, if the accounts provide concern to the evaluation team, then a parent company guarantee may be required (or some other instrument).
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Tenderers who pass the minimum requirements will be included on the framework agreement.
Minimum level(s) of standards possibly required:
Minimum standards are required as selection criteria and award criteria and are detailed in the ITT. In particular, minimum standards are required for:compliance to legislation; compliance to regulations; Equal Opportunities; Environmental management; Health and Safety; Government Buying Standards (GBS); ISO9001 (or equivalent); sustainability; compliance with the specification; Compliance with WEEE; information about integral thermocouples; information about temperature maintenance; consideration of environmental issues.
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:

NP826/13
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

8.11.2013 – 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

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

This is a recurrent procurement: yes
Estimated timing for further notices to be published: A second-generation framework agreement may follow this framework agreement.
VI.2)Information about European Union funds
VI.3)Additional information

All information about the intended framework agreement is included in the invitation to tender documents. The descriptions and usage of lots are included in the ITT.
All tenderers who pass the minimum criteria will be allocated a framework agreement.
The Authority recognises that equipment sizes vary across suppliers and it is the Authority’s intention to facilitate a best value award at call-off stage.
(SC Ref:276313)
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Authority will notify economic operators who submitted a tender or (where no deselection notification has previously been made) applied to be selected to tender, of its decision to award the framework agreement which notification will contain among other information, a summary of the reasons why the economic operator was unsuccessful. The notification will incorporate a ‘standstill period’ of a minimum of 10 clear calendar days (or a minimum of 15 if the communication method used is not electronic) between the date on which the Authority despatches the notice(s) and the date on which the Authority proposes to conclude the relevant framework agreement. The bringing of court proceedings against the Authority during the standstill period will automatically continue the prohibition on entering into the framework agreement until the court proceedings are determined, discontinued or disposed of, or the court, by interim order, brings to an end the prohibition. The remedies that may be awarded by the courts before the framework agreement has been entered into include the setting aside of the decision to award the framework agreement to the winning tenderer(s). The bringing of court proceedings against the Authority after the framework agreement has been entered into will not affect the framework agreement unless grounds for the imposition of special penalties under the Public Contracts (Scotland) Regulations 2012 can be established. Otherwise the remedies that may be awarded by the courts where the framework agreement has been entered into are limited to the award of damages. Economic operators are entitled to write to the Authority after receipt of the notification should they require further clarification. The Authority will respond within 15 days of such a written request, but it should be noted that receipt by the Authority of such request during the standstill period may not prevent the Authority from awarding the framework agreement following the expiry of the standstill period. Where an economic operator is dissatisfied with the Authority’s response to its request for clarification, or considers that the framework agreement has been concluded in breach of The Public Contracts (Scotland) Regulations 2012, such economic operator is advised to promptly seek independent legal advice.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:19.9.2013