Tender for the Control and Prevention of Legionella

Tender for the Control and Prevention of Legionella

The work will comprise assessment of the risk of legionella and bacterial contamination of water systems,
routine inspection, reactive repairs, scheduled maintenance, record keeping and certification of water systems throughout the council’s non housing property portfolio of approximately 433 properties.

UK-Dumfries: Risk or hazard assessment other than for construction

2013/S 052-085508

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Dumfries and Galloway Council
Procurement Team, Council Headquarters
Contact point(s): Procurement
For the attention of: Alan Priestley
DG1 2DD Dumfries
UNITED KINGDOM
Telephone: +44 1387260604
E-mail: tenders@dumgal.gov.uk

Internet address(es):

General address of the contracting authority: http://www.dumgal.gov.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00219

Further information can be obtained from: Documents to be downloaded online from www.publiccontractsscotland.gov.uk
n/a, n/a
For the attention of: n/a
n/a
UNITED KINGDOM
Telephone: +44 1387260604
Internet address: http://www.dumgal.gov.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Documents to be downloaded online from www.publiccontractsscotland.gov.uk
n/a, n/a
For the attention of: n/a
n/a
UNITED KINGDOM
Telephone: +44 1387260604
Internet address: http://www.dumgal.gov.uk

Tenders or requests to participate must be sent to: Documents to be uploaded online to www.publiccontractsscotland.gov.uk
n/a, n/a
For the attention of: Alan Priestley
n/a
UNITED KINGDOM
Telephone: +44 1387260604
Internet address: http://www.dumgal.gov.uk

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:

The Control and Prevention of Legionella.
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: Throughout Dumfries and Galloway.
NUTS code UK

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)

The work will comprise assessment of the risk of legionella and bacterial contamination of water systems,
routine inspection, reactive repairs, scheduled maintenance, record keeping and certification of water systems throughout the council’s non housing property portfolio of approximately 433 properties.Testing, inspection,analysis, monitoring and control services.
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=258699.

The awarding authority has indicated that it will accept electronic responses to this notice via a ‘Tender Submission Postbox’ facility. Further details of this facility are available at http://www.publiccontractsscotland.gov.uk/PostBox/Postbox_Explain.aspx?ID=258699.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems. The postbox closes precisely at the time stated.

II.1.6)Common procurement vocabulary (CPV)

90711100, 45232430

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:

Dumfries & Galloway Council, in accordance with its obligations to comply with its duties under:
‘The Health and Safety at Work etc Act 1974′,
‘The Management of Health & Safety at Work Regulations 1999′,
‘The Control of Substances Hazardous to Health 2002,’ and the
HSE’s ‘Approved Codes of Practice and Guidance: L8′
is required to maintain the current measures in place to control and prevent the risk from exposure to legionella bacteria, at its premises from which it provides and offers its services.
4.2 The Council’s current contractual arrangement with others to provide these compliance measures ends on 30 September 2013. It is therefore intended that a new contract, which is the subject of this tender, will start on 1 October 2013.
4.3 Under the terms of the HSE’s ‘Approved Code of Practice and Guidance’ (L8), the Council can have access to competent help in applying the provisions of the health and safety law and that the Council must take all reasonable care to ensure the competence of the service provider appointed.
4.4 Organisations that can prove their competency and experience in the field of water hygiene and the Control of Legionella will be invited to submit offers for carrying out the following works at 433, or thereby, of the Council’s non-domestic properties for the next 4-years, which is from 1 October 2013 to 30 September 2017, summarised as follows:
4.4.1 Legionella Risk Assessments;
4.4.2 Reviews of Legionella Risk Assessments;
4.4.3 Asset identification;
4.4.4 Regular Monitoring Regimes;
4.4.5 Reactive remedial, repair or selected replacement work;
4.4.6 Training
and all the above recorded and reported by means of an Council approved web based reporting system provided wholly by the contractor and accessible by the Council.
All the above to be undertaken in accordance with the above legislation (ref clause 4.1) and the HSE’s publication entitled ‘The Approved Code of Practice (L8): Legionnaires’ disease – the control of legionella bacteria in water systems’ and to the requirements of the contract as set out within all the documents comprising the tender documentation for this contract and relevant published guidance.
4.5 The 433, or thereby, Council properties forming this project – ranging from Secondary and Primary Schools, Leisure Centres, Community & Day Centres, and Libraries to Public Toilets – are all located across the area of South West Scotland served by Dumfries & Galloway Council. The number and type of properties included in this proposed contract may be subject to amendment, as the Council’s property portfolio changes.
4.6 The Dumfries & Galloway Council properties comprising this contract have currently neither cooling towers nor evaporative condensers installed.
Estimated value excluding VAT: 380 000,00 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

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

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

Joint and Severall Liability
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
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: (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) 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.
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 evidence of relevant professional risk indemnity insurance.
(2) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(1) A statement of the principal goods sold or services provided by the supplier or the services provider in the past 3 years, detailing the dates on which the goods were sold or the services provided; the consideration received; the identity of the person to whom the goods were sold or the services were provided
(2) A statement of the technicians or technical services available to the candidate to carry out the work under the contract; or be involved in the production of goods or the provision of services under the contract; particularly those responsible for quality control, whether or not they are independent of the candidate.
(3) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract.
Minimum level(s) of standards possibly required:
It is a minimum requirement that staff working on this contract have the following:
Contract Manager and principal contact to Client:
City & Guilds Certificate in Management of Hot & Cold Water Systems for the Control of Legionella
or
BOHS P901 Legionella – (Management and Control of Building Hot and Cold Water Services) or equivalent.
Risk Assessors:
City & Guilds Certificate in Hazard Identification and Risk Assessment of Water Systems or equivalent,
Monitoring Inspectors:
City & Guilds Legionella Awareness and Monitoring Training or equivalent
A web based reporting system is to be provided by the supplier for the management, recording, implementation and reporting of the contract works. Dumfries and Galloway Council will have remote access to the system for contract monitoring purposes.
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 minimum number 5
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:

DG/AP/234/13.
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: 17.4.2013
IV.3.4)Time limit for receipt of tenders or requests to participate

22.4.2013 – 14:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

9.5.2013
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: 48 months.
VI.2)Information about European Union funds
VI.3)Additional information

The contract will be considered as a contract made in Scotland and will be subject to the exclusive jurisdiction of the Scottish Courts.
(SC Ref:258699)
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: As provided for in the Public Contracts (Scotland) Regulations 2012.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:12.3.2013