Section one: Contracting authority
one.1) Name and addresses
The Highland Council
Council Headquarters, Glenurquhart Road
Inverness
IV3 5NX
Contact
Scott Henderson
contracts.team@highland.gov.uk
Telephone
+44 1463702979
Country
United Kingdom
NUTS code
UKM6 - Highlands and Islands
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00045
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.publiccontractsscotland.gov.uk/
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
www.publiccontractsscotland.gov.uk
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
Renewable Heat Services-2023-SER051
Reference number
HC/P&H/SER051/2023
two.1.2) Main CPV code
- 50000000 - Repair and maintenance services
two.1.3) Type of contract
Services
two.1.4) Short description
The Authority wishes to appoint one Contractor submitting the Most Economically Advantageous Tender (MEAT), to manage, operate and maintain renewable heat and associated services across the estate.
The Contractor will be required to undertake the management of heat provision, which will include fuel delivery and supply, management and undertaking of the servicing, maintenance and repair of biomass plant, and associated equipment, including fuel storage facilities, ancillary equipment and plant controls.
The contract specifically excludes the building heating system such as pipework and heaters and the Authority’s Housing stock which is specifically excluded from the scope of the requirements described.
The Contract shall commence on 06 September 2023 and will endure until 05 September 2026, with the option of multiple extensions to be extended by up to thirty-six (36) months, subject to mutual agreement. The option of multiple extensions may be exercised by the Authority giving written notice to the Contractor to that effect, not less than three (3) months before the contract would otherwise expire.
The estimated annual value (based on historical data of approximately 35,000,000kWh heat consumption across the estate) is 5,800,000.00 GBP. Please note these are estimated and for guidance purposes only.
Tenderers should note and consider the background of market conditions and decreasing public sector budgets and the need to target and achieve budgetary pressures against the current annual costs experienced by the Council for the Services provided by this Contract.
two.1.5) Estimated total value
Value excluding VAT: £34,800,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKM6 - Highlands and Islands
Main site or place of performance
Covers Highland Council Area
two.2.4) Description of the procurement
The Authority wishes to appoint one Contractor submitting the Most Economically Advantageous Tender (MEAT), to manage, operate and maintain renewable heat and associated services across the estate.
The Contractor will be required to undertake the management of heat provision, which will include fuel delivery and supply, management and undertaking of the servicing, maintenance and repair of biomass plant, and associated equipment, including fuel storage facilities, ancillary equipment and plant controls.
The contract specifically excludes the building heating system such as pipework and heaters and the Authority’s Housing stock which is specifically excluded from the scope of the requirements described.
The Contract shall commence on 06 September 2023 and will endure until 05 September 2026, with the option of multiple extensions to be extended by up to thirty-six (36) months, subject to mutual agreement. The option of multiple extensions may be exercised by the Authority giving written notice to the Contractor to that effect, not less than three (3) months before the contract would otherwise expire.
The estimated annual value (based on historical data of approximately 35,000,000kWh heat consumption across the estate) is 5,800,000.00 GBP. Please note these are estimated and for guidance purposes only.
Tenderers should note and consider the background of market conditions and decreasing public sector budgets and the need to target and achieve budgetary pressures against the current annual costs experienced by the Council for the Services provided by this Contract.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 70
Price - Weighting: 30
two.2.6) Estimated value
Value excluding VAT: £34,800,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
With the option of multiple extensions to be extended by up to thirty-six (36) months, subject to mutual agreement
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
Bidder to ensure that relevant to the specific work element being undertaken, the contractor and/or any of their sub-contractors shall hold current memberships of the following organisations:
- NIC-EIC; SELECT or equal and approved
- HETAS Approved Biomass Maintenance Scheme
- HETAS Approved Chimney Sweep
- MCS Accreditation
- Combustion Engineering Association
- Wood Fuel Quality Assurance (WFQA)
- Forest Stewardship Council (FSC)
- UK Pellet Council
Bidder to ensure that the contractor’s engineers assigned to the contract shall be trained to the following minimal standards:
- Manufacturer’s Service Engineer training for each of the boilers installed. Where any boiler manufacturer no longer trades, the contractor shall provide a robust alternative for engineer training.
- HETAS H009 Service and Maintenance Training
- HEATS H005/DE Training
three.1.2) Economic and financial standing
List and brief description of selection criteria
As detailed in minimum level(s) of standards required.
Minimum level(s) of standards possibly required
The winning tenderer and its sub-contractor(s) to provide a current copy and have as a minimum:
- 10,000,000 GBP Employers Liability Insurance (where applicable) for each and every claim;
- 10,000,000 GBP Public Liability Insurance for each and every claim;
- 10,000,000 GBP Products Liability Insurance (where applicable) for each and every claim; and
- Third Party Motor Vehicle Liability Insurance to a minimum indemnity limit of 10,000,000 GBP for each and every claim in respect of property damage, without limit to the number of claims, unlimited in respect of personal injury.
The bidder shall provide the organisations audited accounts covering the last financial three (3) years in the business area covered by the Contract;
The Authority will use an independent credit scoring organisation, Creditsafe, to check the financial status of the winning tenderer. To minimise risk of failure, the desired risk score should not be below Moderate Risk as a minimum. The Authority shall take a view on the risk to the Authority should the winning tenderer credit rating fall below this and may involve further detailed financial checking/assessment.
Where it is considered that the additional supporting information does not provide satisfaction that the risk is mitigated, the tenderer shall be disqualified.
three.1.3) Technical and professional ability
List and brief description of selection criteria
As per minimum level(s) of standards required.
Minimum level(s) of standards possibly required
The bidder to provide a copy of -
the organisations current Health and Safety Policy;
- the tenderer must have under the organisations Health and Safety (H&S) procedures a regularly reviewed and documented policy for Health and Safety Management, endorsed by the Chief Executive Officer, or equivalent. The policy must be relevant to the nature and scale of the work and set out responsibilities for H&S management at all levels within the organisation. The policy must be relevant to the nature and scale of your operations and set out your company’s responsibilities of Health and Safety Management and compliance with legislation.
- provide a copy of the organisations current Environmental Management Policy;
- the tenderer must have under the organisations Environmental Management Systems or Standards 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 example hazardous substances spill control).
- provide a copy of the organisations current Quality Assurance Scheme and or Quality Management Policy;
- the tenderer must have a documented policy regarding Quality Management. The policy must set out responsibilities for Quality Management demonstrating that the organisation has, and continues to implement, a Quality Management Policy that is authorised by their Chief Executive, or equivalent, which 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.
The bidder to provide a statement of the relevant supply chain management and/or tracking systems used;
- provide two (2) relevant examples of services carried out in the past three (3) years;
- provide two (2) copies of Risk assessments specifically relating to similar activities currently undertaken;
- provide details of business continuity and contingency proposals for the service required;
- provide details of exit management plan for the service required;
- provide details of current average annual manpower for the last three (3) years;
- provide current details of relevant tools, plant or technical equipment available to deliver the requirements for the services specified.
three.2) Conditions related to the contract
three.2.1) Information about a particular profession
Execution of the service is reserved to a particular profession
Reference to the relevant law, regulation or administrative provision
The bidder to ensure that relevant to the specific work element being undertaken, the contractor and/or any of their sub-contractors shall hold current memberships of the following organisations:
- NIC-EIC; SELECT or equal and approved
- HETAS Approved Biomass Maintenance Scheme
- HETAS Approved Chimney Sweep
- MCS Accreditation
- Combustion Engineering Association
- Wood Fuel Quality Assurance (WFQA)
- Forest Stewardship Council (FSC)
- UK Pellet Council
- Ensure that the contractor’s engineers assigned to the contract shall be trained to the following minimal standards:
- Manufacturer’s Service Engineer training for each of the boilers installed. Where any boiler manufacturer no longer trades, the contractor shall provide a robust alternative for engineer training.
- HETAS H009 Service and Maintenance Training
- HEATS H005/DE Training
three.2.2) Contract performance conditions
Bidders are directed to the Tender Documents which they must comply with.
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.2.1) Previous publication concerning this procedure
Notice number: 2021/S 000-016293
four.2.2) Time limit for receipt of tenders or requests to participate
Date
13 July 2023
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
13 July 2023
Local time
12:00pm
Place
Highland Council
Information about authorised persons and opening procedure
Contracts Team
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: Please refer to the tender documents.
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: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=700098.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.
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.
A sub-contract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363
Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/
A summary of the expected community benefits has been provided as follows:
Bidders are directed to the tender documents which they must comply with.
(SC Ref:700098)
Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=700098
six.4) Procedures for review
six.4.1) Review body
Inverness Sheriff Court and Justice of the Peace Court
The Inverness Justice Centre, Longman Road
Inverness
IV1 1AH
Telephone
+44 1463230782
Country
United Kingdom