Section one: Contracting authority
one.1) Name and addresses
South Lanarkshire College
College Way, Scottish Enterprise Technology Park,, East Kilbride
Glasgow
G75 0NE
Contact
Chris Harper
Telephone
+44 1355807780
Fax
+44 1355807781
Country
United Kingdom
NUTS code
UKM95 - South Lanarkshire
Internet address(es)
Main address
http://www.south-lanarkshire-college.ac.uk
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00469
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
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at
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
Planned and Reactive Maintenance for HVAC (Heating, Ventilation, and Air Conditioning) and Associated Services
Reference number
202315
two.1.2) Main CPV code
- 50720000 - Repair and maintenance services of central heating
two.1.3) Type of contract
Services
two.1.4) Short description
The Contractor will be required to provide services for the provision of planned preventative maintenance, reactive maintenance and repairs, improvement, and minor alterations such as pipe re-routing etc. to all mechanical assets.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 50712000 - Repair and maintenance services of mechanical building installations
two.2.3) Place of performance
NUTS codes
- UKM95 - South Lanarkshire
Main site or place of performance
South Lanarkshire College
College Way
Scottish Enterprise Technology Park
EAST KILBRIDE
G75 0NE
two.2.4) Description of the procurement
The Contractor will be required to provide services for the provision of planned preventative maintenance, reactive maintenance and repairs, improvement, and minor alterations such as pipe re-routing etc. to all mechanical assets stated in asset list. This includes the responsibility for maintaining a compliant operating environment in relation to the specific assets as described in this specification and as per the terms of the Contract.
The Contractor will meet the compliance with asset warranties and within current Legislation, Regulations and Approved Codes of Practice. The required services will include but will not be limited to:
- Planned, preventative maintenance of all assets.
- Reactive maintenance including repair, replacement of plant and equipment (excluding capital costs thereof and those works that would be deemed as Capex projects).
- Project Work.
- Technical Support.
- Asset Management including full, auditable records management (including all necessary documentation to deliver and demonstrate compliance) for all services provided.
- F-Gas Compliance.
- Reporting.
- Mobile Support.
- Energy management including consumption reports as per service schedules
- Innovation.
- Alterations and improvements to building services as identified/directed.
- Sub-contractor performance measurement (where applicable).
- Value Add Services for better energy management.
two.2.5) Award criteria
Quality criterion - Name: Service Delivery – Implementation and Management Approach / Weighting: 10
Quality criterion - Name: Service Delivery – Methodology / Weighting: 10
Quality criterion - Name: Service Delivery – Quality Assurance and Continuous Improvement / Weighting: 5
Quality criterion - Name: Key Personnel / Weighting: 15
Quality criterion - Name: Responsible Procurement – Health & Safety / Weighting: 10
Quality criterion - Name: Responsible Procurement – Community Benefits / Weighting: 2
Quality criterion - Name: Responsible Procurement – Fair Work Practices / Weighting: 2
Quality criterion - Name: Climate Change / Weighting: 2
Quality criterion - Name: Cyber Security Risks / Weighting: 2
Quality criterion - Name: Phase Out & Exit Strategy / Weighting: 2
Price - Weighting: 40
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
24
This contract is subject to renewal
Yes
Description of renewals
Optional 2x12 month extension
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.12) Information about electronic catalogues
Tenders must be presented in the form of electronic catalogues or include an electronic catalogue
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
The Contractor must be accredited/ registered to, and all work carried out in compliance with the following:
- SNIPEF - Scotland and Northern Ireland Plumbing Employers’ Federation (or equivalent).
- Gas Safe Register
- SELECT Membership or NICEIC National Inspection Council for Electrical Installation Contracting (or equivalent).
three.1.2) Economic and financial standing
List and brief description of selection criteria
Please complete “Insurance Requirements” in the Qualification Questionnaire in PCS-Tender.
It is a requirement that all Tenderers must have or commit to have the required insurance levels at commencement of the Agreement as indicated below and in PCS-T.
Question 4B.5.1b Employers Liability – GBP 5,000,000
Question 4B.5.2 Public and Product Liability – GBP 10,000,000
A copy of the Insurance Certificate or Brokers Letter must be provided prior to award to demonstrate that the Insurance requirements can be met.
Please confirm on PCS-T that you can meet this requirement and this information shall be provided when requested, prior to award.
6. Economic and Financial Standing – Financial Accounts
6.1. Please complete “Economic and Financial Standing” in the Qualification Questionnaire in PCS-Tender.
Question 4B.6. Please complete the questions on financial accounts and supporting information on the SPD. The Successful Tenderer will be required to provide two years of audited accounts or equivalent prior to award to the Agreement. Alternatively, if you are unable to provide the required accounting information – e.g. a new business without the required accounts, please provide a banker’s letter demonstrating their willingness to support your organisation over the term of the Contract.
Minimum level(s) of standards possibly required
All Insurance requirements are minimum standards and are mandatory. A fail will result in elimination of the procurement exercise.
Pass = The Tenderer has the relevant Insurance in place with evidence of an Insurance Certificate or the Tenderer has committed to obtaining the required insurance with evidence of a brokers letter.
Fail = The Tenderer does not have the relevant insurance requirements in place and cannot commit to obtaining the relevant insurance OR the Tenderer has stated they have the relevant insurance in place or can obtain it but is unable to provide evidence to demonstrate this.
Question 4B.6. This information will be used to assess the Tenderer’s economic and financial standing and is deemed a minimum standard and is mandatory. A fail will result in elimination from the procurement exercise.
Pass = The Tenderer has provided all financial accounts or banker’s letter and supporting information requirements outlined in PCS-Tender and has demonstrated satisfactory economic and financial standing.
Fail = The Tenderer has not provided the required financial accounts and supporting information or has provided the information but has not demonstrated satisfactory economic and financial standing.
three.1.3) Technical and professional ability
List and brief description of selection criteria
Technical or Professional Ability – Previous Relevant Experience
Please complete “Technical or Professional Ability” question in the Qualification Questionnaire in PCS-Tender.
Question 4C.1.2
Bidders are required to provide 2 examples in the last 3 years to demonstrate that they have relevant experience to deliver the services as described.
Technical or Professional Ability – Prompt Payment in the Supply Chain
Question 4C.4
Please provide a statement of the relevant supply chain management and/or tracking systems use as requested below:
Tenderers must confirm prior to award that they have (or have access to) the relevant supply chain management and tracking systems to ensure a resilient and sustainable supply chain. This will include confirmation that they have systems in place to pay contractors through the supply chain promptly and effectively and provide evidence when requested of:
a) their standard payment terms
b) > or equal to 95% of all supply chain invoices being paid on time (in accordance with the terms of the contract) in the last financial year.
If the tenderer is unable to confirm (b) they must provide an improvement plan signed by their director which improves payment performance.
Technical or Professional Ability – Use of Sub-Contractors
Please complete “Technical or Professional Ability” question in the Qualification Questionnaire in PCS-Tender.
This question is for information only however it is mandatory that you provide a response.
Question 4C.10
Please provide details of the proportion (i.e., percentage) of the contract that you intend to sub-contract.
Tenderers are required to confirm whether they intend to sub-contract or not and, if so, for what proportion of the contract.
Minimum level(s) of standards possibly required
Question 4C.1.2 Technical or Professional Ability – Previous Relevant Experience
Pass = The Tenderer provided 2 examples of relevant experience in the last three years.
Fail = The Tenderer has not provided 2 examples of relevant experience in the last three years, or the Tenderer has responded to the request, but the examples provided are not relevant.
Question 4C.4 Technical or Professional Ability – Prompt Payment in the Supply Chain
Pass = Tenderer has confirmed that they have access to the relevant supply chain management and tracking systems to ensure a resilient and sustainable supply chain and will be in a position to provide evidence when requested of a) their standard payment terms and b) > or equal to 95% of all supply chain invoices being paid on time (in accordance with the terms of the contract) in the last financial year.
If unable to confirm, an improvement plan signed by their director which improves payment performance is provided.
Fail = Tenderer has been unable to confirm a) above and has not provided b) above, when requested.
Question 4C.10 Technical or Professional Ability – Use of Sub-Contractors
Pass = Tenderer has confirmed whether it intends to subcontract or not and if so, details of proportion of contract sub-contracted are provided.
Fail = Tenderer has failed to answer the question.
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
South Lanarkshire College Terms and Conditions will apply.
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
12 October 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: 3 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
13 October 2023
Local time
12:00pm
Place
South Lanarkshire College
College Way
Scottish Enterprise Technology Park
EAST KILBRIDE
G75 0NE
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.3) Additional information
Tenderers must submit the following forms with their tender submission:
Appendices A - Form of Tender
Appendices B - Freedom of Information
Appendices C - Authority's Terms and Conditions
Appendices D - Sustain Supply Chain Code of Conduct
Appendices E - Pricing Schedule(s)
Appendices F - Declaration of Non-Involvement in Serious Organised Crime
Appendices G - Declaration of Non-Involvement in Human Trafficking & Labour Exploitation
Appendices H - SCM RP: Section 1
Appendices I - Mechanical Asset Register
A site visit will take place week commencing 18.09.2023, visits should be arranged via PCS-T portal.
APUC Ltd is facilitating the tender process on behalf of the College.
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 25045. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
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:
Please demonstrate your organisations approach to delivering community benefits or achieving social value through this Agreement, for example, by providing training opportunities, apprenticeships, subcontractor opportunities or investment in the local community.
Your response must make reference (but not be limited) to the following areas:
- Employment and recruitment – details of any new entrants to the workforce that will be employed as a result of this agreement. Detail whether these may be drawn from priority unemployed groups, graduates, apprenticeships or any other.
- Provision of skills and training opportunities – details of any work placements, work experience, careers events or site visits available as a result of the Agreement.
- Supply Chain Development – details of any engagement with, or opportunities, for SMEs and/or Supported Business to work with you in delivery of this Agreement.
(SC Ref:739403)
six.4) Procedures for review
six.4.1) Review body
Hamilton Sheriff Court
4 Beckford Street
Hamilton
ML3 0BT
Telephone
+44 1698282957
Country
United Kingdom
Internet address
https://www.scotcourts.gov.uk/the-courts/court-locations/hamilton-sheriff-court