Section one: Contracting authority
one.1) Name and addresses
Cambridgeshire County Council
New Shire Hall, Alconbury Weald
Huntingdon
PE28 4YE
Contact
Mr Ian Gower
Ian.Gower@cambridgeshire.gov.uk
Country
United Kingdom
Region code
UKH - East of England
Internet address(es)
Main address
https://www.cambridgeshire.gov.uk/
Buyer's address
https://www.cambridgeshire.gov.uk/
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://procontract.due-north.com/Advert/Index?advertId=3b5268c5-1fcf-ee11-8127-005056b64545
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://procontract.due-north.com/Advert/Index?advertId=3b5268c5-1fcf-ee11-8127-005056b64545
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
23031 Cambridgeshire County Council Building, Mechanical & Electrical Services Maintenance Contract
Reference number
DN701036
two.1.2) Main CPV code
- 50000000 - Repair and maintenance services
two.1.3) Type of contract
Services
two.1.4) Short description
Cambridgeshire County Council is looking to appoint a single provider to deliver services and works in respect of the Building, Mechanical and Electrical Services maintenance requirements for the Authority. It will be a 3+1+1 term. The contract will include reactive repairs, servicing and testing of all equipment as detailed within the specification, for the Authority's portfolio of buildings across the County.
two.1.5) Estimated total value
Value excluding VAT: £20,000,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKH12 - Cambridgeshire CC
two.2.4) Description of the procurement
Cambridgeshire County Council (CCC) (The Authority) is a rural county council with a portfolio of approximately 160 corporate buildings spread across the region. CCC is publishing a re-procurement exercise to supply services and works in respect of the Building, Mechanical and Electrical Services maintenance requirements, which will include the need for preventative maintenance, reactive maintenance and small minor project works.
The Authority wishes to appoint a single Provider to provide planned and reactive repairs, servicing and testing of all equipment as detailed within the specification to the organisation across a variety of properties within the geographical boundaries of Cambridgeshire.
An example of the requirements of this contract are:
• Servicing and planned preventative maintenance (PPM) services of Mechanical and Electrical plant and equipment. Statutory inspections & testing.
• Reactive maintenance to buildings in a timely and efficient manner, in line with timescales as detailed in the specification.
• Having the support staff in the form of a 24/7 helpdesk facility which can be viewed by the Client for progress monitoring and can link to the Client's helpdesk system.
• Invoice management procedures to deliver a managed and timely turnaround of Purchase Orders into accurate Invoices with the correct documentation as detailed within the specification document.
• Contract management capable of directing day to day issues and offering effective and cost-efficient solutions.
• Contract Management capable of reviewing throughput of work to ensure regular reporting of recommendations and follow-on work.
• Capable of evaluating the work required resulting from reactive calls and any uplift requirements. Supplying progress reports to the helpdesk as required
• Able to carry out a full regime of statutory testing, monitoring and reporting including updating the Council’s asset management system in a timely manner as set out in the KPIs.
• Able to complete annual lifecycle reports to assist the Council in budget-planning and understanding the state of our assets in a 5-year look ahead, and this meet the LCM standards set by the Council.
• Able to update our asset management system with any asset changes and O&M manuals for new installations and add to PPM schedules as appropriate.
It is expected that an initial contract will last for a period of 3 years with 2 options to extend for 1 further year each time (3+1+1). It is difficult to predict the exact value of this contract as the Authority’s property portfolio is likely to vary over the contract term, but it is estimated that the total value will not be less £10,000,000 or greater than £20,000,000.
Potential Providers should be aware that The Authority’s property portfolio is regularly changing. At the time of writing of this specification, the property lists provided are accurate and will be used for a service provision and costs comparison analysis when scoring tender submissions from Potential Providers (at ITT stage). However, before mobilisation of this contract, the portfolio may have altered – reduced or increased – and it may also fluctuate through the duration of the contract. The Authority’s contract manager will keep Service Provider’s management aware, via monthly contract meetings, of any upcoming changes where buildings are to be added or removed.
This Contract is open to Cambridgeshire County Council. The contract may include some work in schools in Cambridgeshire. The Authority may ask the provider to complete works on other CCC owned assets at an additional and agreed rate (such as Educational properties). This will be managed by The authority.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 60
Quality criterion - Name: Social Value / Weighting: 10
Price - Weighting: 30
two.2.6) Estimated value
Value excluding VAT: £20,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 November 2024
End date
31 October 2027
This contract is subject to renewal
No
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 5
Maximum number: 7
Objective criteria for choosing the limited number of candidates:
During the SQ stage, the intention is to arrive at a shortlist of approximately 5 - 7 qualified Candidates for formal Invitation To Tender against the requirement as advertised in the Find a Tender notice.
The Authority intends to invite not less than five and not more than seven Potential Providers to the Invitation to Tender stage.
The Authority will only invite the sixth highest scoring qualified Potential provider where its score is within 5% of the fifth highest scoring qualified Potential provider’s score.
The Authority will only invite the seventh highest scoring qualified Potential provider where its score is within 5% of the fifth highest scoring qualified Potential provider’s score.
The Authority will not take more than seven qualified Potential providers through to the Invitation to Tender, except in the following circumstances: in the event that there are equal scores between Potential providers finishing seventh and eight (or beyond) then preference will be given to the Potential Providers scoring the highest score in totality (50% in total) on the three case study questions.
If in the unlikely event that Potential Providers in this scenario are exactly tied with the same score on this question from 7th downwards then in this extraordinary circumstance all bidders with these scores shall proceed to the Invitation to Tender.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
n/a
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Restricted procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
22 March 2024
Local time
12:00pm
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
2 May 2024
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
six.4) Procedures for review
six.4.1) Review body
Cambridgeshire County Council
New Shire Hall, Alconbury Weald
Huntingdon
PE28 4YE
Clare.Ellis@cambridgeshire.gov.uk
Country
United Kingdom