Tender for Replacement of Chiller Units

Tender for Replacement of Chiller Units

Replacement of Main Liquid Cooled Chiller Units at RAF Fylingdales.

UK-High Wycombe: installation work of refrigeration equipment

2012/S 212-349771

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Commands and Centre, DE&S
Nimrod Building, 3 Site, RAF
Contact point(s): Dan Strange
HP14 4UE High Wycombe
Telephone: +44 1494494360
E-mail: Daniel.Strange614@mod.uk
Fax: +44 1494424400

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

Ministry or any other national or federal authority, including their regional or local sub-divisions
I.3)Main activity

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

Replacement of Main Liquid Cooled Chiller Units at RAF Fylingdales.
II.1.2)Type of contract and location of works, place of delivery or of performance

Realisation, by whatever means of work, corresponding to the requirements specified by the contracting authorities
NUTS code UKE2

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)

Installation work of refrigeration equipment. Toxic waste disposal services except radioactive waste and contaminated soil. Removal, Build, and Installation work of refridgeration equipment, within the SSPAR (Solid State Phased Radar) Facility at RAF Fylingdales, which must be completed before end of March 2014.
— Working to an infrastructure design and chiller outline specification provided by the authority, the bidder will be required to conduct: detailed design, manufacture, installation, testing and commissioning of liquid cooled chiller units capable of generating 6MW chilling capacity to replace the existing capacity currently provided by 3 x 2MW units. The configuration of the chillers should be such that they provide maximum resilience and flexibility. The project will include associated pipework, switchgear, controls and indicators,
— The existing plinths are to be used where possible,
— The entry and exit routes for the plant are exceptionally challenging requiring the new plant to be compact (detail to be provided as part of tender pack). The existing plant may need to be disassembled to allow recovery and disposal,
— Additional plant required as a consequence of the chiller plant selected, such as pumps or filters shall form part of the bid,
— The bidder will be responsible for the removal from site and disposal of all plant replaced, including refrigerant storage and replenishment facilities, and the R123 refrigerant used and stored on site,
— The bidder must maintain a minimum of 3MW of chiller capacity throughout the build,
— The current liquid cooled chiller units that are in use within the main radar building currently use HCFC-R123, contrary to the Montreal Protocol, which limits use of these HCFCs after Dec 2014. Any replacement units must meet with the latest EU legislation with regard to the use of ozone depleting and global warming substances.. In addition as part of this project there will be input/output points that are required for integration into the existing Building Management System,
— All equipment supplied and installed must be capable of operating from a 416V, 60Hz, 3 phase electrical supply,
— During the system installation the building will remain occupied on a 24/7 basis and must be fully operational with sufficient redundancy and cooling capacity to sustain the mission at all times,
— There are overriding space limitations to and within the existing plant room, furthermore there must be no breach to external walls. It is anticipated that the maximum plant size length for access should not exceed 5 metres and pass through a 1.7m wide x 2.0m wide double door opening,
— The completed system is to have a planned life of a minimum of 20 years therefore all system components are to have a low risk of obsolescence and must conform to an open standards format. All work must have risk assessments, method statements and must conform to the mandatory operational restraints,
— Additionally the chiller plant component design is expected to give efficiency returns on the existing units and guaranteed compliance of any ozone depleting or global warming substances used for at least 20 years. Disposal of existing materials and substances must be certified in accordance with current legislation for disposal of any hazardous or banned substances,
— Potential Bidders with experience of replacing and installing the aforementioned requirement should submit an expression of interest in writing, including evidence of relevant experience by 29 Nov 2012. The Authority is unable to consider late or incomplete expressions of interest,
— Local planning, support and project management will be provided on site to liaise between contractors and site operational staff to procedurally ensure the smooth and seemless integration of the project whilst thus ensuring the availability of the capability at all times.
RAF Fylingdales is a site which is subject to legislation contained in the Official Secrets Act. Therefore all Bidders will have to demonstrate that they can obtain NATO Secret Clearance.
II.1.6)Common procurement vocabulary (CPV)

45331231, 90523000

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

The contract is covered by the Government Procurement Agreement (GPA): no

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:

Estimated value excluding VAT:
Range: between 1 000 000 and 1 500 000 GBP
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

Starting 19.4.2013. Completion 21.3.2014

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Payment will be made via P2P (“Purchase to Payment” system).
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
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: The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.
A full list of the Regulation 23(1) and 23(2) criteria are at http://www.contracts.mod.uk/delta/project/reasonsForExclusion.html#dspr.

Candidates will be required to sign a declaration confirming whether they do or do not have any of the listed criteria as part of the pre-qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists.
Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (b) The presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established
(c) A statement of the undertaking’s overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(a) a list of the works carried out over the past five years, accompanied by certificates of satisfactory execution for the most important works. These certificates shall indicate the value, date and site of the works and shall specify whether they were carried out according to the rules of the trade and properly completed. Where appropriate, the competent authority shall submit these certificates to the contracting authority direct
(b) a list of the principal deliveries effected or the main services provided in the past three years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given: – where the recipient was a contracting authority, in the form of certificates issued or countersigned by the competent authority, – where the recipient was a private purchaser, by the purchaser’s certification or, failing this, simply by a declaration by the economic operator
(c) an indication of the technicians or technical bodies involved, whether or not belonging directly to the economic operator’s undertaking, especially those responsible for quality control and, in the case of public works contracts, those upon whom the contractor can call in order to carry out the work
(d) A description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking’s study and research facilities
(e) Where the products or services to be supplied are complex or, exceptionally, are required for a special purpose, a check carried out by the contracting authorities or on their behalf by a competent official body of the country in which the supplier or service provider is established, subject to that body’s agreement, on the production capacities of the supplier or the technical capacity of the service provider and, if necessary, on the means of study and research which are available to it and the quality control measures it will operate
(f) The educational and professional qualifications of the service provider or contractor and/or those of the undertaking’s managerial staff and, in particular, those of the person or persons responsible for providing the services or managing the work
(g) For public works contracts and public services contracts, and only in appropriate cases, an indication of the environmental management measures that the economic operator will be able to apply when performing the contract
(h) A statement of the average annual manpower of the service provider or contractor and the number of managerial staff for the last three years
(i) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract
(j) An indication of the proportion of the contract which the services provider intends possibly to subcontract
(k) With regard to the products to be supplied: (i) samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so requests; (ii) certificates drawn up by official quality control institutes or agencies of recognised competence attesting the conformity of products clearly identified by references to specifications or standards
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

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

Envisaged minimum number 3: and maximum number 6
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: yes
Additional information about electronic auction: Yes. A Reverse Auction, conducted using electronic means, may be used as part of the procurement process for this requirement. Specific relevant information on Reverse Auction usage will be given in the Invitation to Tender.
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

IV.3.2)Previous publication(s) concerning the same contract

Notice on a buyer profile

Notice number in the OJEU: 2012/S 101-166968 of 30.5.2012

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

29.11.2012 – 17:00
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

IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs).However, any selection of tenderers will be based solely on the criteria set out for the procurement,and the contract will be awarded on the basis of the most economically advantageous tender. Contractors interested in working with the Ministry of Defence should register on the MOD Supplier Information Database (SID) Register, available at www.contracts.mod.uk. The MOD SID is a database of active and potential suppliers available to all MOD and UK Defence procurement personnel, and is the main supplier database of MOD Procurement organisations. Please note: the registration and publication of a company profile on the MOD SID does not mean or imply that the supplier has in any way been vetted or approved by the MOD. Contractors wishing to compete for advertised MOD contracts must respond to any specific call for competition by submitting a separate expression of interest in accordance with the instructions of the purchasing organisation.

Advertising Regime OJEU:- This contract opportunity is published in the Official Journal of the European Union (OJEU),the MoD Defence Contracts Bulletin and www.contracts.mod.uk GO Reference: GO-20121030-DCB-4352773.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Commands & Centre, DE&S
Nimrod Building, 3 Site, RAF
HP14 4UE High Wycombe
E-mail: Daniel.strange614@mod.uk
Telephone: +44 1494494360
Fax: +44 1494494400

Body responsible for mediation procedures

Commands & Centre, DE&S
Nimrod Building, 3 Site, RAF
HP14 4UE High Wycombe
E-mail: Daniel.strange614@mod.uk
Telephone: +44 1494494360
Fax: +44 1494494400

VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

Commands & Centre, DE&S
Nimrod Building, 3 Site, RAF
HP14 4UE High Wycombe
E-mail: Daniel.strange614@mod.uk
Telephone: +44 1494494360
Fax: +44 1494494400

VI.5)Date of dispatch of this notice:30.10.2012