Section one: Contracting authority
one.1) Name and addresses
University of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Edinburgh
EH1 1HT
Contact
Mark Eardley
Country
United Kingdom
NUTS code
UKM75 - Edinburgh, City of
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00107
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://www.publictendersscotland.publiccontractsscotland.gov.uk
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://www.publictendersscotland.publiccontractsscotland.gov.uk
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Education
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Maintenance Services for LEV & Fume Cupboards
Reference number
EC01012
two.1.2) Main CPV code
- 50000000 - Repair and maintenance services
two.1.3) Type of contract
Services
two.1.4) Short description
The University of Edinburgh invites competitive tenders for the provision of inspection, testing and reporting of the University’s Fume Cupboard and Local Extract Ventilation systems. This Contract covers the period from April 2024 to April 2026 with the option to extend to a period of 4 years (2 + 1 + 1).
two.1.5) Estimated total value
Value excluding VAT: £750,000
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
Maximum number of lots that may be awarded to one tenderer: 1
two.2) Description
two.2.1) Title
Lot 1 Kings Buildings
Lot No
1
two.2.2) Additional CPV code(s)
- 39141500 - Fume cupboards
two.2.3) Place of performance
NUTS codes
- UKM75 - Edinburgh, City of
Main site or place of performance
University of Edinburgh
two.2.4) Description of the procurement
Bidders must self-certify their adherence to the conditions of participation via the SPD (Scotland) in PCS-T. Bidders must refer to the specific requirements listed in the Section III in this Contract Notice when completing the SPD in PCS-T. Bidders should note that these are mandatory pass/fail requirements and that failure to provide adequate evidence on request of how these requirements shall be met will result in automatic exclusion from the Tendering process.
Each Bidder passing the Minimum Standards will then respond to SPD pass/fail questions (4C). Suppliers that pass the SPD questions will then be subject to a technical and commercial evaluation.
Bidders will be required to confirm they can meet the requirements and specification detailed within the Statement of Requirements within the Invitation to Tender, Bidders will be required to provide a full product specification. Failure to confirm and demonstrate this in their responses to the technical questions will result in the Bidder being automatically excluded.
The University of Edinburgh reserves the right to apply their own judgement based on experience from similar contracts to determine if the response is feasible. If Bidders knowingly cannot fulfill this, they should discontinue this application.
A 50% technical threshold will apply - bids will be required to achieve a minimum total overall technical score of 40% or more out of the maximum of 80%. A Bidder who fails to achieve the technical threshold will be excluded from the commercial tender evaluation and shall take no further part in the tender evaluation process.
Commercial scores shall be allocated on a comparative basis with the lowest overall price receiving full marks and others a percentage of that mark according to the difference between their bid and the lowest offer. Where we consider any of the total price(s) you have submitted to be abnormally low we will ask you to explain the price(s) you have submitted (as required in regulation 69 of the Public Contracts Regulations 2015).
The quality and commercial score will be combined to give each Bidder, who has passed the technical threshold, an overall total score. The supplier with the highest total score will be deemed to have provided the most economical advantageous tender (MEAT).
The supplier with the Most Economically Advantageous Tender (MEAT) will be awarded to each Lot however to mitigate any risk to the University, UoE will not appoint the same supplier to both Lot 1 & Lot 2. In the event the same supplier wins both Lot 1 & 2, they will be awarded the geographical zone area which has the highest value attached to it (Lot 1). The second highest scoring supplier within Lot 2 will be awarded Lot 2. Successful contractors will
not be allocated more than one lot.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 80
Price - Weighting: 20
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
No
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) Description
two.2.1) Title
Lot 2 Meds & Vets, Central & Moray House Campus
Lot No
2
two.2.2) Additional CPV code(s)
- 39141500 - Fume cupboards
two.2.3) Place of performance
NUTS codes
- UKM75 - Edinburgh, City of
Main site or place of performance
University of Edinburgh
two.2.4) Description of the procurement
Bidders must self-certify their adherence to the conditions of participation via the SPD (Scotland) in PCS-T. Bidders must refer to the specific requirements listed in the Section III in this Contract Notice when completing the SPD in PCS-T. Bidders should note that these are mandatory pass/fail requirements and that failure to provide adequate evidence on request of how these requirements shall be met will result in automatic exclusion from the Tendering process.
Each Bidder passing the Minimum Standards will then respond to SPD pass/fail questions (4C). Suppliers that pass the SPD questions will then be subject to a technical and commercial evaluation.
Bidders will be required to confirm they can meet the requirements and specification detailed within the Statement of Requirements within the Invitation to Tender, Bidders will be required to provide a full product specification. Failure to confirm and demonstrate this in their responses to the technical questions will result in the Bidder being automatically excluded.
The University of Edinburgh reserves the right to apply their own judgement based on experience from similar contracts to determine if the response is feasible. If Bidders knowingly cannot fulfill this, they should discontinue this application.
A 50% technical threshold will apply - bids will be required to achieve a minimum total overall technical score of 40% or more out of the maximum of 80%. A Bidder who fails to achieve the technical threshold will be excluded from the commercial tender evaluation and shall take no further part in the tender evaluation process.
Commercial scores shall be allocated on a comparative basis with the lowest overall price receiving full marks and others a percentage of that mark according to the difference between their bid and the lowest offer. Where we consider any of the total price(s) you have submitted to be abnormally low we will ask you to explain the price(s) you have submitted (as required in regulation 69 of the Public Contracts Regulations 2015).
The quality and commercial score will be combined to give each Bidder, who has passed the technical threshold, an overall total score. The supplier with the highest total score will be deemed to have provided the most economical advantageous tender (MEAT).
The supplier with the Most Economically Advantageous Tender (MEAT) will be awarded to each Lot however to mitigate any risk to the University, UoE will not appoint the same supplier to both Lot 1 & Lot 2. In the event the same supplier wins both Lot 1 & 2, they will be awarded the geographical zone area which has the highest value attached to it (Lot 1). The second highest scoring supplier within Lot 2 will be awarded Lot 2. Successful contractors will
not be allocated more than one lot.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 80
Price - Weighting: 20
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
No
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
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
Health and Safety at Work Act 1974
Control of Substances Hazardous to Health Regulations (COSHH) 2002 Management of Health and Safety at Work Regulations 1999
Construction (Design and Management) Regulations 2015
HSE ACDP Management and operation of microbiological containment laboratories (https://www.hse.gov.uk/biosafety/management-containment-labs.pdf).
BS 5726 2005 Microbiological safety cabinets – Installation, siting and use (BSOL database).
BS EN 12469 2000 Microbiological safety cabinets - Performance criteria (BSOL database).
Other relevant British Standards (eg HEPA filter testing) and sector specialist standards and guidance etc (eg CIBSE, BOHS, ILEVE, IMechE etc).
Home Office Codes of Practice,
BS-EN 14175 Parts 1-7 Fume Cupboards 2003/2012
HSG258: Controlling airborne contaminants at work - A guide to local exhaust ventilation (LEV)
Provision and Use of Work Equipment Regulations (PUWER) 1998
Electricity at Work Regulations 1989
three.1.2) Economic and financial standing
List and brief description of selection criteria
List and brief description of selection criteria:
SPD 4B.1.1 Statement - Bidders will be required to have a minimum “general” yearly turnover of 250,000 GBP for the last 3 years for Lot 1 and 120,000 GBP for Lot 2.
SPD 4B.3 Statement - Where turnover information is not available for the time period requested, the bidder will be required to state the date which they were set up/started trading.
SPD 4B.5.1a and 4B.5.1b and 4B.5.2 Statement
It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:
Employer’s (Compulsory) Liability Insurance = 10,000,000 GBP
Public Liability Insurance = 10,000,000 GBP
Professional Risk Indemnity Insurance = 5,000,000 GBP
http://www.hse.gov.uk/pubns/hse40.pdf
SPD 4B.6 Statements
Bidders 4B.6 Statement 1: Where the bidder is providing a submission on behalf of a subsidiary company, upon request, the bidder must obtain a Parent Company Guarantee prior to commencement of any subsequently awarded contract.
4B.6 Statement 2: Bidders will be required to provide adequate assurance of financial strength to successfully complete their contractual obligations.
Bidders must be able to provide upon request, their 3 most recent sets of annual audited accounts, including profit and loss information, and the following ratios:
- Current Ratio
- Quick Ratio
- Debtors Turnover Ratio
- Return on Assets
- Working Capital
- Debt to Equity Ratio
- Gross Profit Ratio
A review of your ratios and audited accounts may be undertaken. In some cases this review may lead to an additional request for further financial information to help clarify any potential issues raised.
This information may be used to assess financial sustainability.
three.1.3) Technical and professional ability
List and brief description of selection criteria
Minimum level(s) of standards required:
SPD 4D.1 1st Statement Quality Management. The bidder must hold a UKAS (or equivalent) accredited independent third party
certificate of compliance in accordance with BS EN ISO 9001 (or equivalent).
SPD 4D.1 2nd Statement Health and Safety. The bidder must hold a UKAS (or equivalent), accredited independent third party certificate
of compliance in accordance with BS OHSAS 18001 (or equivalent) or have, in the last 12 months, successfully met the assessment
requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum.
SPD 4D1.1 1st Statement Quality Management. If the bidder does not hold UKAS (or equivalent) accredited independent third party
certificate of compliance in accordance with BS EN ISO 9001 (or equivalent), then the bidder must have the following:
A documented policy regarding quality management. The policy must set out responsibilities for quality management demonstrating that
the bidder has and continues to implement a quality management policy that is authorised by their Chief Executive, or equivalent, and is
periodically reviewed at a senior management level. The policy must be relevant to the nature and scale of the work to be undertaken and
set out responsibilities for quality management throughout the organisation.
SPD 4D1.1 2nd Statement Health and Safety. If the bidder does not hold a UKAS (or equivalent), accredited independent third party
certificate of compliance in accordance with BS OHSAS 18001 (or equivalent) or have, in the last 12 months, successfully met the
assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum,
then the bidder must have the following:
A regularly reviewed and documented policy for Health and Safety (H&S) management, endorsed by the Chief Executive Officer, or
equivalent. The policy must be relevant to the nature and scale relevant to the nature and scale of your operations and set out
responsibilities for H&S management at all levels within the organisation. The policy must be relevant operations and set out your
company’s responsibilities of H&S management and compliance with legislation.
NOTE: Organisations with fewer than five employees are not required by law to have a documented policy statement.
SPD 4D.2 Statement
The Bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance with BS EN ISO 14001 (or
equivalent) or a valid EMAS (or equivalent) certificate
SPD 4D.2.1 Statement
If the bidder does not hold UKAS (or equivalent) accredited independent third party certificate of compliance with BS EN ISO 14001 (or
equivalent) or a valid EMAS (or equivalent) certificate, then the bidder must have the following:
A regularly reviewed documented policy regarding environmental management, authorised by the Chief Executive, or equivalent. This
policy must include and describe the bidder’s environmental emergency response procedures including the preparedness and response
procedures for potential accidents and emergency response situations that give rise to significant environmental impacts (for examplehazardous substances spill control).
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
Service Requirement - Minimum Requirements
Satisfactory completion of the Single Procurement Document (SPD) located in the Qualification Questionnaire of PCS-T.
Acceptance of the University’s standard terms and conditions relating to the purchase of goods and services.
Acceptance of the University’s technical standards.
Both Account Manager & Engineers available for an emergency callout on site at the University of Edinburgh Estate within 4 hours.
three.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open 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
8 April 2024
Local time
12:00pm
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: 4 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
8 April 2024
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
NOTE: Bidders and subcontractors engaged in the delivery of this contract may be excluded if they have not met applicable social,
environmental and labour obligations under national, EU, and international law (as indicated in ESPD section 3D). Without prejudice to
any relevant obligations, suppliers should note that this includes obligations for certain organisations under:
-the Modern Slavery Act 2015 (available at http://www.legislation.gov.uk/ukpga/2015/30/contents/enacted),
-the ILO conventions and other measures listed in Annex X of Directive 2014/24/EU (available at
http://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:32014L0024&from=EN)
- the Equality Act 2010, in regards to the protected characteristics of age, disability, gender reassignment, marriage and civil partnership,
pregnancy and maternity, race, religion or belief, sex and sexual orientation (available at
https://www.legislation.gov.uk/ukpga/2010/15/contents)
-the Employment Relations Act 1999 (Blacklists) Regulations 2010 (http://www.legislation.gov.uk/uksi/2010/493/contents/made) - this is
grounds for mandatory exclusion or termination at any procurement or contract stage
At any stage, bidders and/or relevant subcontractors may be required to provide statements and means of proof demonstrating their
compliance with these obligations or the reliability of their self-cleansing measures, including the annual statement as provided for by section 54 of the Modern Slavery Act for organisations with a turnover of 36,000,000 GBP or over.
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 54126. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
(SC Ref:755915)
six.4) Procedures for review
six.4.1) Review body
Edinburgh Sheriff Court
Sheriff Court House, 27 Chambers Street
Edinburgh
EH1 1LB
Country
United Kingdom