Section one: Contracting authority
one.1) Name and addresses
UNIVERSITY OF SOUTHAMPTON
BUILDING 37, HIGHFIELD CAMPUS,UNIVERSITY ROAD
SOUTHAMPTON
SO171BJ
Contact
Angela Nemeth
Telephone
+44 02380595000
Country
United Kingdom
NUTS code
UKJ3 - Hampshire and Isle of Wight
Companies House
RC000668
Internet address(es)
Main address
https://www.southampton.ac.uk/
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://in-tendhost.co.uk/universityofsouthampton/aspx/Home
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://in-tendhost.co.uk/universityofsouthampton/aspx/Home
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
Rental Laundry Solution for Student Halls of Residences
Reference number
2021UoS-0407
two.1.2) Main CPV code
- 98311100 - Laundry-management services
two.1.3) Type of contract
Services
two.1.4) Short description
The University of Southampton's Residences Team looks after 7 Halls of Residence containing 93 blocks of buildings and over 6,500 bed spaces. We are one of the largest providers of student accommodation in the UK Higher Education.
The University is looking for one supplier to provide all designated Residences sites access to modern launderette facilities 365 days a year, for a ten (10)-year contract. The University is looking to provide managed laundries in which there are no costs for students at the point of use. The cost of this will be organised by Residences and covered in student rents; the cost shall include a total monthly rental cost for all machines installed and for associated services provided.
two.1.5) Estimated total value
Value excluding VAT: £1,500,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 98311200 - Laundry-operation services
two.2.3) Place of performance
NUTS codes
- UKJ3 - Hampshire and Isle of Wight
two.2.4) Description of the procurement
The University of Southampton is looking for a supplier to provide all designated sites access to modern launderette facilities 365 days a year, for a ten (10)-year contract. The University is looking to provide managed laundries in which there are no costs for students at the point of use. The cost of this will be organised by the Residences department of the University and covered in student rents. This includes a total monthly rental cost for all machines installed and for associated services provided which will be used to establish costs to the University.
The University anticipates that this contract will provide significant enhancements in line with the requirements to current arrangements in terms of both facilities and equipment.
The service will require a provision across all existing launderette facilities of new machines (washers and dryers), new shop fitting and boxing in, noticeboards (as space allows), physical and digital communications for users, and seating conforming to the relevant British Standards (as space allows).
Decoration will remain the responsibility of the University of Southampton. The University will own the services and equipment behind the machines thus will be responsible for the inspections and maintenance of this equipment and the machine connections.
The University will make available to the successful supplier supplies of gas, electricity, data provision, WI-FI, hard-wired internet facilities, drainage, lighting and both hot and cold water to the launderette areas.
Procurement Process: This procurement process is being conducted as an Open Procedure consisting of one stage advertised as per the requirements of the Public Contract Regulations 2015.
Contract Period: The University proposes to enter into a Contract for 10 years. The contract will be effective on signing.
Contract Value: The total estimated value of this contract is £1.5 million (GBP) in total, excluding VAT. This figure is given as a guide based on current planning to assist in the preparation of a Tender submission. This figure should not be interpreted as an undertaking to purchase any goods or services to any particular value. Moreover, this figure accounts for any additional machine requirements not currently contained or stated in within the University's Specification and also does not account for the cost of machine renewals due to age, sustainability requirements or any other factor.
TUPE is not applicable to this procurement activity.
two.2.5) Award criteria
Quality criterion - Name: Mandatory Requirement - CC3 (Health and Safety) / Weighting: PASS/FAIL
Quality criterion - Name: Quality criterion / Weighting: 60%
Cost criterion - Name: Cost criterion / Weighting: 40%
two.2.6) Estimated value
Value excluding VAT: £1,500,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
120
This contract is subject to renewal
Yes
Description of renewals
The contract for laundry services is likely to be an ongoing requirement for the University therefore is likely to be subject to renewal.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.14) Additional information
This procurement is not suitable for splitting into Lots. The risk of dividing the requirement into Lots would render the execution of the contract excessively technically difficult, not cost effective and would undermine proper execution of the contract.
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
List and brief description of selection criteria
To support the financial assessment, the University will obtain a Business Risk Report for all Tenderers and every organisation that is being relied on to meet this procurement, using an independent company called Creditsafe.
The University reserves the right to exclude a Tenderer or request provision of further assurances such as parent company/bank guarantee or performance bonds where a Tenderer's Business Risk Score is: "Moderate Risk"; "High Risk"; "Very High Risk"; or "Not Rated", based on the rating provided by Creditsafe
Where a Business Risk Score from our external system is not available, then an alternative method of assessing financial standing will be used. This method is detailed within the Invitation to Tender document set.
Minimum level(s) of standards possibly required
Tenderers are advised that a requirement of this procurement is to have in place, or commit to obtain prior to the commencement of the contract, the following minimum insurance levels:
Employers (Compulsory) Liability: £10 million GBP per occurrence.
Public Liability: £10 million GBP per occurrence.
Product Liability: £10 million GBP per occurrence and in aggregate
three.1.3) Technical and professional ability
List and brief description of selection criteria
Tenderers attention is drawn to the MANDATORY requirements of the award criteria:
e.g.
- Grounds for mandatory exclusion
- Grounds for discretionary exclusion
- Economic & Financial Standing
- Insurance
- Compliance with equality legislation
- Health & Safety
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
28 April 2023
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
28 April 2023
Local time
12:01pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic payment will be used
six.3) Additional information
E-Tendering Portal: The University is utilising an electronic tendering tool, In-Tend (https://intendhost.co.uk/ universityofsouthampton) to manage this procurement and to communicate with potential suppliers and/or tenderers (as appropriate).
All documentation in relation to this tender can be downloaded from In-Tend.
Potential suppliers/tenderers are advised that there will be no hard copy documents issued and all communications with the University, including the submission of Selection Stage and/or Invitation to Tender responses will be conducted via In-Tend.
Regular monitoring of the portal is the responsibility of the potential supplier/tenderer.
If you are not already registered as a supplier with the University of Southampton, you will need to register in In-Tend in order to access the procurement documentation.
Once you have logged in as a supplier: click on 'Tenders'; locate the relevant project; and click 'View Details'. Once you are in the project screen, you will be able to register your organisation against the project and access all documentation by clicking 'Express Interest'.
Potential suppliers/tenderers are advised that formal expressions of interest in the project must be by way of completion and return of the relevant documents via In-Tend.
Further instructions for the submission of responses are below:
To submit your return:
1. Log in
2. Click 'Tenders'
3. Locate the relevant project
4. View details
5. Click on the tab relating to the relevant project stage (e.g. 'Invitation to Tender')
6. Click on the 'Attach Documents' button and upload your return.
7. Check ALL your response documents are uploaded and displayed in the 'My Tender Return' panel. The system will only permit your organisation to make one return.
8. Click the red 'Submit Return' button.
Please note, to preserve the integrity of the procurement, all communications with the University must be made via the correspondence function within In-Tend.
Publication of Award Details: In accordance with Regulation 50, paragraph (2) of the Public Contracts Regulations 2015 and subject to Article 5 and Annex 5, Part D (13) of Directive 2014/24/EU of the European Parliament and of the Council (if applicable), the University intends to publish the value of any resulting contract at the award stage, and reserves the right to do so. By submitting a response, potential suppliers/tenderers are consenting to publication of this information unless otherwise agreed in advance with the University.
Costs and Expenses: Potential suppliers/tenderers are solely responsible for their costs and expenses incurred in connection with the preparation and submission of responses and participation in this and all future stages of this procurement. Under no circumstances will the University be liable for any costs or expenses borne by potential suppliers/tenderers or any of their supply chain, partners or advisers in this procurement process.
The University is not liable for any costs in the event of the cancellation of this procurement process.
six.4) Procedures for review
six.4.1) Review body
University of Southampton
BUILDING 37, HIGHFIELD CAMPUS,UNIVERSITY ROAD
Southampton
SO17 1BJ
Telephone
+44 02380595000
Country
United Kingdom