Tender for Maintenance of Refrigeration Equipment

Tender for Maintenance of Refrigeration Equipment

Maintenance of Refrigeration Equipment is intended to be a framework agreement that provides for the inspection, testing, servicing, maintenance, and repair of refrigeration equipment across NHS Scotland.

United Kingdom-Larkhall: Repair and maintenance services

2013/S 172-297786

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Common Services Agency (commonly known as NHS National Services Scotland) (‘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
E-mail: bronwyn.bainbridge@nhs.net

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

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

Section II: Object of the contract

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

NP816/13 Maintenance of Refrigeration Equipment.
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
Main site or location of works, place of delivery or of performance: All regional and special NHSS Health Boards in Scotland.
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: 20
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: 4 000 000 GBP

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

NP816/13 Maintenance of Refrigeration Equipment is intended to be a framework agreement that provides for the inspection, testing, servicing, maintenance, and repair of refrigeration equipment across NHS Scotland. The scope of the refrigeration equipment is for (1) clinical refrigeration (2) non-clinical refrigeration and (3) mortuary refrigeration to include catering refrigeration, pharmacy and blood refrigeration, any other refrigeration included in the scope of a Specific Contract and accessories such as temperature monitoring equipment (e.g. data loggers and thermometers) and trolleys/racks and specifically excludes HVAC services and air-conditioning with the caveat that Health Boards may include the Framework Participants in a separate procurement and specifically excludes the maintenance of domestic refrigeration equipment The scale of services (e.g. fully comprehensive or PPM only) will be included in the Health Board requirements at contract stage or mini-competition stage.
All Health Boards (all entities constituted pursuant to the National Health Service (Scotland) Act 1978, (i.e. all NHS Scotland Health Boards, Special Health Boards and the Authority)) will be required to set up their own specific Contract under the Framework Agreement. It is envisaged that between 3 and 5 suppliers will be appointed to each lot (4 lots therefore a maximum of 20 suppliers). NHSS Health Boards may collaborate with any other Health Board – even across geographical lots. Specific contracts may be set up through direct award, assessment of needs or mini-competition.
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 1386 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)

50000000, 50800000, 39711110, 39711130, 39721200, 33944000, 33945000, 39711100, 39711120, 39711124, 39711123, 39711121

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: no
II.2.3)Information about renewals

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

Duration in months: 48 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Maintenance of Refrigeration Equipment – West of Scotland

1)Short description

Maintenance of Refrigeration Equipment across the following regional Health Boards and all Special Health Boards who have refrigeration equipment in the regional areas:
NHS Ayrshire and Arran; NHS Lanarkshire; NHS Greater Glasgow and Clyde; NHS Golden Jubilee; NHS Dumfries and Galloway.
2)Common procurement vocabulary (CPV)

50000000, 50800000, 39711110, 33944000, 33945000, 39711100, 39711120, 39711121, 39711130, 39721200, 39711124, 39711123

3)Quantity or scope

NP816/13 Maintenance of Refrigeration Equipment is intended to be a framework agreement that provides for the inspection, testing, servicing, maintenance, and repair of refrigeration equipment across NHS Scotland, specifically: (1) clinical refrigeration; (2) non-clinical refrigeration; and (3) mortuary refrigeration and complementary equipment (racking, trolleys) as well as complementary services such as calibration and temperature mapping. The scope of the refrigeration equipment includes catering refrigeration, pharmacy and blood refrigeration, mortuary refrigeration and any other refrigeration included in the scope of a Specific Contract and accessories such as temperature monitoring equipment (e.g. data loggers and thermometers). The scope specifically excludes HVAC services and air-conditioning. Health Boards may include the Framework Participants in a separate procurement for all refrigeration maintenance across the Health Board. The scope specifically excludes the maintenance of domestic refrigeration equipment The scale of services (e.g. fully comprehensive or PPM only) will be included in the Health Board requirements at contract stage or mini-competition stage.
All Health Boards (all entities constituted pursuant to the National Health Service (Scotland) Act 1978, (i.e. all NHS Scotland Health Boards, Special Health Boards and the Authority)) will be required to set up their own specific Contract under the Framework Agreement. It is envisaged that between 3 and 5 suppliers will be appointed to each lot (4 lots therefore a maximum of 20 suppliers). NHSS Health Boards may collaborate with any other Health Board – even across geographical lots. Specific contracts may be set up through direct award, assessment of needs or mini-competition. Special Health Boards may collaborate with other Health Boards per region.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

This framework agreement is for the maintenance of refrigeration equipment.
Lot No: 2 Lot title: Maintenance of Refrigeration Equipment – East of Scotland

1)Short description

Maintenance of Refrigeration Equipment across the following regional Health Boards and all Special Health Boards who have refrigeration equipment in the regional areas:
NHS Lothian; and NHS Borders.
2)Common procurement vocabulary (CPV)

50000000, 50800000, 39711110, 39711130, 39721200, 33944000, 33945000, 39711100, 39711120, 39711124, 39711123, 39711121

3)Quantity or scope

NP816/13 Maintenance of Refrigeration Equipment is intended to be a framework agreement that provides for the inspection, testing, servicing, maintenance, and repair of refrigeration equipment across NHS Scotland, specifically: (1) clinical refrigeration; (2) non-clinical refrigeration; and (3) mortuary refrigeration and complementary equipment (racking, trolleys) as well as complementary services such as calibration and temperature mapping. The scope of the refrigeration equipment includes catering refrigeration, pharmacy and blood refrigeration, mortuary refrigeration and any other refrigeration included in the scope of a Specific Contract and accessories such as temperature monitoring equipment (e.g. data loggers and thermometers). The scope specifically excludes HVAC services and air-conditioning. Health Boards may include the Framework Participants in a separate procurement for all refrigeration maintenance across the Health Board. The scope specifically excludes the maintenance of domestic refrigeration equipment The scale of services (e.g. fully comprehensive or PPM only) will be included in the Health Board requirements at contract stage or mini-competition stage.
All Health Boards (all entities constituted pursuant to the National Health Service (Scotland) Act 1978, (i.e. all NHS Scotland Health Boards, Special Health Boards and the Authority)) will be required to set up their own specific Contract under the Framework Agreement. It is envisaged that between 3 and 5 suppliers will be appointed to each lot (4 lots therefore a maximum of 20 suppliers). NHSS Health Boards may collaborate with any other Health Board – even across geographical lots. Specific contracts may be set up through direct award, assessment of needs or mini-competition. Special Health Boards may collaborate with other Health Boards per region.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

This framework agreement is for the maintenance of refrigeration equipment.
Lot No: 3 Lot title: Maintenance of Refrigeration Equipment – North of Scotland

1)Short description

Maintenance of Refrigeration Equipment across the following regional Health Boards and all Special Health Boards who have refrigeration equipment in the regional areas:
NHS Highland; NHS Grampian; NHS Western Isles; NHS Orkney; NHS Shetland.
2)Common procurement vocabulary (CPV)

50000000, 50800000, 39711110, 39711130, 39721200, 33944000, 33945000, 39711100, 39711120, 39711124, 39711123, 39711121

3)Quantity or scope

NP816/13 Maintenance of Refrigeration Equipment is intended to be a framework agreement that provides for the inspection, testing, servicing, maintenance, and repair of refrigeration equipment across NHS Scotland, specifically: (1) clinical refrigeration; (2) non-clinical refrigeration; and (3) mortuary refrigeration and complementary equipment (racking, trolleys) as well as complementary services such as calibration and temperature mapping. The scope of the refrigeration equipment includes catering refrigeration, pharmacy and blood refrigeration, mortuary refrigeration and any other refrigeration included in the scope of a Specific Contract and accessories such as temperature monitoring equipment (e.g. data loggers and thermometers). The scope specifically excludes HVAC services and air-conditioning. Health Boards may include the Framework Participants in a separate procurement for all refrigeration maintenance across the Health Board. The scope specifically excludes the maintenance of domestic refrigeration equipment The scale of services (e.g. fully comprehensive or PPM only) will be included in the Health Board requirements at contract stage or mini-competition stage.
All Health Boards (all entities constituted pursuant to the National Health Service (Scotland) Act 1978, (i.e. all NHS Scotland Health Boards, Special Health Boards and the Authority)) will be required to set up their own specific Contract under the Framework Agreement. It is envisaged that between 3 and 5 suppliers will be appointed to each lot (4 lots therefore a maximum of 20 suppliers). NHSS Health Boards may collaborate with any other Health Board – even across geographical lots. Specific contracts may be set up through direct award, assessment of needs or mini-competition. Special Health Boards may collaborate with other Health Boards per region.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

This framework agreement is for the maintenance of refrigeration equipment.
Lot No: 4 Lot title: Maintenance of Refrigeration Equipment – Central Scotland

1)Short description

Maintenance of Refrigeration Equipment across the following regional Health Boards and all Special Health Boards who have refrigeration equipment in the regional areas:
NHS Forth Valley; NHS Fife; and NHS Tayside.
2)Common procurement vocabulary (CPV)

50000000, 50800000, 39711110, 39711130, 39721200, 33944000, 33945000, 39711100, 39711120, 39711124, 39711123, 39711121

3)Quantity or scope

NP816/13 Maintenance of Refrigeration Equipment is intended to be a framework agreement that provides for the inspection, testing, servicing, maintenance, and repair of refrigeration equipment across NHS Scotland, specifically: (1) clinical refrigeration; (2) non-clinical refrigeration; and (3) mortuary refrigeration and complementary equipment (racking, trolleys) as well as complementary services such as calibration and temperature mapping. The scope of the refrigeration equipment includes catering refrigeration, pharmacy and blood refrigeration, mortuary refrigeration and any other refrigeration included in the scope of a Specific Contract and accessories such as temperature monitoring equipment (e.g. data loggers and thermometers). The scope specifically excludes HVAC services and air-conditioning. Health Boards may include the Framework Participants in a separate procurement for all refrigeration maintenance across the Health Board. The scope specifically excludes the maintenance of domestic refrigeration equipment The scale of services (e.g. fully comprehensive or PPM only) will be included in the Health Board requirements at contract stage or mini-competition stage.
All Health Boards (all entities constituted pursuant to the National Health Service (Scotland) Act 1978, (i.e. all NHS Scotland Health Boards, Special Health Boards and the Authority)) will be required to set up their own specific Contract under the Framework Agreement. It is envisaged that between 3 and 5 suppliers will be appointed to each lot (4 lots therefore a maximum of 20 suppliers). NHSS Health Boards may collaborate with any other Health Board – even across geographical lots. Specific contracts may be set up through direct award, assessment of needs or mini-competition. Special Health Boards may collaborate with other Health Boards per region.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

This framework agreement is for the maintenance of refrigeration equipment.

Section III: Legal, economic, financial and technical information

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

Details of financial guarantees are detailed in the PQQ.
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: All KPIs and service levels will be described in the ITT for the framework agreement or in the ITT for a Specific Contract.
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
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 PQQ includes the full list of conditions.
Minimum level(s) of standards possibly required: The PQQ includes all the selection 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 provided concern the evaluation team, then a parent company guarantee may be required (or some other instrument). Note also that the Authority will review the full accounts from the 3 previous financial years only where the ratios concern the evaluation team and further financial information is required to evaluate the financial security of the candidate.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
All requirements are included in the PQQ.
Minimum level(s) of standards possibly required:
The candidate (PQQ) is required to meet minimum standards with regards to : compliance with legislation (section 1.12 of the e-PQQ); compliance with other regulations/guidelines (section 1.12 of the e-PQQ); capability and experience (section 1.16 of the e-PQQ); sustainability (section 1.15 of the e-PQQ); quality management (section 1.13 of the e-PQQ); health and safety (section 1.14 of the e-PQQ); statistics related to first time fix, mean time fix, call-out response time; and availability of engineers (section 1.19 of the e-PQQ).
The tenderer (ITT) is required to meet minimum standards with regards to: warranty of certificates, membership, qualifications, health and safety, compliance with legislation, ability to maintain all manufacturers’ equipment; compliance with the specification. Questions that refer to resource management and time management require a minimum score to proceed to full tender evaluation.
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

Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged number of operators: 20
Objective criteria for choosing the limited number of candidates: Based on 4 lots and a minimum number of Framework Participants being 3 per lot (assuming at least 3 tenderers being technically and commercially compliant), the maximum number of Framework Participants for the framework agreement will be 20 (4 x 5) and the maximum number of suppliers to invite to tender is 28 (7 x 4 lots). Tenderers will be assessed against the minimum standards and evaluation criteria included in the PQQ and ITT documents.
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:

NP816/13
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

3.10.2013 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

19.11.2013
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: It may become a recurrent procurement, dependent on the performance of the framework agreement.
VI.2)Information about European Union funds
VI.3)Additional information

(SC Ref:275838).
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:3.9.2013