Section one: Contracting authority
one.1) Name and addresses
The City of Edinburgh Council
Waverley Court, 4 East Market Street
Edinburgh
EH8 8BG
nicole.sherry@edinburgh.gov.uk
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=AA00290
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
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
https://www.publictendersscotland.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
Cleaning Equipment
two.1.2) Main CPV code
- 42990000 - Miscellaneous special-purpose machinery
two.1.3) Type of contract
Supplies
two.1.4) Short description
The City of Edinburgh Council (the Council) intends to establish a ranked Framework Agreement for the Supply and Repair of Cleaning Equipment.
two.1.5) Estimated total value
Value excluding VAT: £1,000,000
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
two.2) Description
two.2.1) Title
Supply of Cleaning Equipment
Lot No
1
two.2.2) Additional CPV code(s)
- 39713410 - Floor-cleaning machines
- 39713430 - Vacuum cleaners
- 39800000 - Cleaning and polishing products
- 39831300 - Floor cleaners
- 42995000 - Miscellaneous cleaning machines
- 39700000 - Domestic appliances
- 42900000 - Miscellaneous general and special-purpose machinery
two.2.3) Place of performance
NUTS codes
- UKM75 - Edinburgh, City of
Main site or place of performance
Edinburgh
two.2.4) Description of the procurement
The City of Edinburgh Council (the Council) intends to appoint a maximum of four Contractors to a ranked Framework Agreement for the supply of cleaning equipment. The Facilities Management Team are responsible for ensuring the cleanliness of buildings across the Council including, schools, libraries and corporate buildings and require a range of cleaning equipment to fulfil this responsibility.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 40
Cost criterion - Name: Cost / Weighting: 60
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
This Framework Agreement will be let for a period of two years with the option to extend for a further two 12-month periods, undertaken at the sole discretion of the Council.
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
Repair and Maintenance of Cleaning Equipment
Lot No
2
two.2.2) Additional CPV code(s)
- 50000000 - Repair and maintenance services
- 50530000 - Repair and maintenance services of machinery
- 50800000 - Miscellaneous repair and maintenance services
- 42900000 - Miscellaneous general and special-purpose machinery
- 39700000 - Domestic appliances
two.2.3) Place of performance
NUTS codes
- UKM75 - Edinburgh, City of
Main site or place of performance
Edinburgh
two.2.4) Description of the procurement
The Facilities Management Team are responsible for ensuring the cleanliness of buildings across the City of Edinburgh Council (the Council) including, schools, libraries and corporate buildings. The Council intends to appoint a maximum of four Contractors to a ranked Framework Agreement to provide a repair and maintenance service for cleaning equipment. This Lot will include scheduled annual PAT Testing, reactive repairs in the event of equipment breakdown and the disposal of equipment that is beyond economical repair.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 40
Cost criterion - Name: Cost / Weighting: 60
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
This Framework Agreement will be let for a period of two years with the option to extend for a further two 12-month periods, undertaken at the sole discretion of the Council.
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
Please see the tender documentation.
All tenderers must be suitably qualified to deliver the required products and services.
Tenderers in Lot 2 must have the relevant training to provide PAT testing.
three.1.2) Economic and financial standing
List and brief description of selection criteria
This section refers to Section B of Part IV of the SPD (Scotland)
Minimum level(s) of standards possibly required
Part IV: Selection criteria - B: Economic and financial standing - Question 4B.1 - Contractors are required to have a minimum "general turnover" of GBP 300,000 LOT 1, GBP 200,000 LOT 2 for the last two financial years. Where a Contractor does not have an annual turnover of this value, the Council may exclude the Contractor from the competition or may apply discretion seeking supporting evidence to determine the contractor's suitability to proceed in the competition.
Part IV: Selection criteria - B: Economic and financial standing - Question 4B.4 - Tenderers will be required to provide the following information in response to 4B.4:
Current ratio for each of the previous two years: 1.10
The formula for calculating a Contractor's current ratio is current assets divided by current liabilities. the acceptable range for each financial ratio is greater than 1.10. Where a Contractor's current ratio is less than the acceptable value, the Council may exclude the Contractor from the competition of may apply discretion seeking supporting evidence to determine the Contractor's suitability to proceed in the competition.
If the Contractor is bidding for both Lots, then the turnover requirement is the sum of the turnover amounts for each Lot (GBP 500,000). However, the current ratio remains at 1.10.
Part IV: Selection criteria - B: Economic and financial standing - 4B.5 - Contractor's are required to hold, or commit to obtaining prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:
a) Public Liability Insurance: minimum of GBP 5 million
b) Product Liability Insurance: minimum of GBP 5 million
c) Employee Liability Insurance: minimum of GBP 5 million
d) Vehicle Motor Insurance: minimum of GBP 5 million
Where a Contractor does not hold or commit to obtaining the types and levels of insurance indicated, the Council will exclude the Contractor from the competition.
three.1.3) Technical and professional ability
List and brief description of selection criteria
Selection criteria as stated in the procurement tender documents.
Minimum level(s) of standards possibly required
Contract Specific Mandatory Criteria:
It is a mandatory requirement of this Framework Agreement that a prompt payment clause is present in all Contracts used in the delivery of the requirements. This ensures payment of sub-contractors at all stages of the supply chain within 30 days and includes an obligation to provide a point of contact for sub-contractors to refer to in the case of payment difficulties. This will require active monitoring of payment performance as well as the provision of evidence and reports to the Council on request or as contractually scheduled.
Tenderers are asked to confirm that they will pay staff that are involved in the delivery of the Framework Agreement, and/or any subsequent call off contract (including any agency or sub-contractor staff) directly involved in the delivery of the Framework Agreement, and/or any subsequent call off contract), at least the real Living Wage.
It is a mandatory requirement that tendering organisation's with more than 5 employees have in place a Health & Safety Policy which is approved at a senior level within the organisation and is reviewed regularly. Where a tenderer does not have a Health & Safety Policy and is required to do so, the Council may exclude the tenderer from the competition.
Part IV: Selection Criteria - C: Environmental Management Measures - Question 4C.7.
Tenderers will be required to provide evidence that their organisation has taken steps to build their awareness of the climate change emergency and how they will respond. Accepted evidence includes but is not limited to the provision of a carbon reduction plan.
Where a tenderer's response does not meet these required standards, the Council may exclude the tenderer from the competition or may apply discretion seeking supporting evidence to determine the tenderer's suitability to proceed in the competition.
three.2) Conditions related to the contract
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.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement
Framework agreement with several operators
Envisaged maximum number of participants to the framework agreement: 8
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: 2023/S 000-017053
four.2.2) Time limit for receipt of tenders or requests to participate
Originally published as:
Date
28 November 2023
Local time
10:00am
Changed to:
Date
18 December 2023
Local time
10:00am
See the change notice.
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
28 November 2023
Local time
10:00am
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: October 2025 if no extension option is utilised, otherwise October 2027 if an extension is undertaken.
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
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 24779. 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:
The City of Edinburgh Council's Community Benefits will apply to this Framework Agreement as outlined in the document titled CT2991 Community Benefits Guidance which is available to download through PCS-T.
(SC Ref:747596)
six.4) Procedures for review
six.4.1) Review body
Sherriff Court
27 Chambers Street
Edinburgh
EH1 1LB
Country
United Kingdom