Section one: Contracting authority
one.1) Name and addresses
Buckinghamshire Council
Walton Street Offices
Aylesbury
HP20 1UA
Contact
Mrs Ann Spence
ann.spence@buckinghamshire.gov.uk
Country
United Kingdom
Region code
UKJ13 - Buckinghamshire CC
Internet address(es)
Main address
https://www.buckinghamshire.gov.uk/
Buyer's address
https://www.supplybucksbusiness.org.uk
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://www.supplybucksbusiness.org.uk
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://www.supplybucksbusiness.org.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
The Provision of a Planned & Reactive Maintenance Service for Mechanical Services (including ventilation and air conditioning)
Reference number
DN685615
two.1.2) Main CPV code
- 50712000 - Repair and maintenance services of mechanical building installations
two.1.3) Type of contract
Services
two.1.4) Short description
Buckinghamshire Council is seeking an experienced supplier to deliver its Planned and Reactive Maintenance Service for Mechanical Services, including ventilation and air conditioning systems.
This service includes the provision and management of the following elements:
o Planned and preventative maintenance (PPM) to all of its scheduled serviceable assets (as listed in the individual site schedules).
o Reactive maintenance to its estate’s scheduled serviceable assets.
o Statutory compliance of all its scheduled serviceable assets.
o Potential additional ad-hoc requests to carry out minor capital project works up to a value of circa £20,000. NB: These works are not guaranteed to the Service Provider.
o Single Point of Contact and Emergency 24/7 Call Out Facility
Maintenance is defined as: ‘the combination of all technical and associated administrative actions intended to retain an item in, or restore to, a state in which it can perform its required function’
The Service Providers will also need to effectively manage the environmental impact of their repairs and maintenance service to support the Council’s sustainable philosophy for building management.
The services will be delivered at the following property types: Corporate Estate, Maintained and Non- BC Schools, External (non- BC) Clients, Agricultural Estate, County Parks Estate.
The Council requires a supplier that appreciates that the expectation and priorities of the service are unique to each type of property and thus will adopt an approach that is property specific.
two.1.5) Estimated total value
Value excluding VAT: £8,350,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 45259300 - Heating-plant repair and maintenance work
- 50510000 - Repair and maintenance services of pumps, valves, taps and metal containers
- 50720000 - Repair and maintenance services of central heating
- 50730000 - Repair and maintenance services of cooler groups
two.2.3) Place of performance
NUTS codes
- UKJ13 - Buckinghamshire CC
Main site or place of performance
Buckinghamshire
two.2.4) Description of the procurement
Buckinghamshire Council is seeking an experienced supplier to deliver its Planned and Reactive Maintenance Service for Mechanical Services, including ventilation and air conditioning systems.
This service includes the provision and management of the following elements:
o Planned and preventative maintenance (PPM) to all of its scheduled serviceable assets (as listed in the individual site schedules).
o Reactive maintenance to its estate’s scheduled serviceable assets.
o Statutory compliance of all its scheduled serviceable assets.
o Potential additional ad-hoc requests to carry out minor capital project works up to a value of circa £20,000. NB: These works are not guaranteed to the Service Provider.
o Single Point of Contact and Emergency 24/7 Call Out Facility
Maintenance is defined as: ‘the combination of all technical and associated administrative actions intended to retain an item in, or restore to, a state in which it can perform its required function’
The Service Providers will also need to effectively manage the environmental impact of their repairs and maintenance service to support the Council’s sustainable philosophy for building management.
The services will be delivered at the following property types: Corporate Estate, Maintained and Non- BC Schools, External (non- BC) Clients, Agricultural Estate, County Parks Estate.
The Council requires a supplier that appreciates that the expectation and priorities of the service are unique to each type of property and thus will adopt an approach that is property specific.
Buckinghamshire Council has a large and diverse estate and ongoing changes will invariably occur to a number of properties during the contract term. The successful supplier will therefore be able to provide flexible and transparently delivered services, which will enable these changes to occur during the contract term.
All Service Providers must be registered with the appropriate confederation or association related to the respective trades involved. In addition, suppliers must hold valid and current certification with an SSIP member scheme or have an OHSAS 18001 certificate from a UKAS accredited certification body and have been assessed for working with electrical services.
The contract start date is anticipated to be 1st April 2024. The term will be for three years with the option for up to 2 further extensions of up to 12 months each.
TUPE may apply to this contract.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £8,350,000
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
Option for up to 2 further extensions of up to 12 months each
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
Option for up to 2 further extensions of up to 12 months each after the initial 36 month contract term.
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
The contract value covers the initial 36 month contract term and an additional 24 months.
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
All Service Providers must be registered with the appropriate confederation or association related to the respective trades involved.
In addition, suppliers must hold valid and current certification with an SSIP member scheme or have an OHSAS 18001 certificate from a UKAS accredited certification body and have been assessed for working with electrical services.
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
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
27 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: 4 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
27 October 2023
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.4) Procedures for review
six.4.1) Review body
The High Court
The Royal Courts of Justice
London
WC2A 2LL
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
The Council will incorporate a standstill period at the point when information on the award of
the contract is communicated to tenderers. The standstill period will be for a minimum of 10
calendar days and provides time for unsuccessful tenderers to challenge the award decision
before the contract is entered into. The Public Contracts Regulations 2015 provide for the
aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to
take action in the High Court (England, Wales and Northern Ireland)