Section one: Contracting authority
one.1) Name and addresses
UNIVERSITY OF SOUTHAMPTON
BUILDING 37, HIGHFIELD CAMPUS,UNIVERSITY ROAD
SOUTHAMPTON
SO171BJ
Contact
Amy Hands
Telephone
+44 2380595000
Country
United Kingdom
Region code
UKJ32 - Southampton
UK Register of Learning Providers (UKPRN number)
10007158
Internet address(es)
Main address
Buyer's address
http://in-tendhost.co.uk/universityofsouthampton/aspx/Home
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
http://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
http://in-tendhost.co.uk/universityofsouthampton/aspx/Home
one.4) Type of the contracting authority
Other type
Higher Education Institution not subject to PCR 2015 regulations
one.5) Main activity
Education
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Fall Protection Inspections, Equipment Servicing, Maintenance and Training
Reference number
2024UoS-1351
two.1.2) Main CPV code
- 71631300 - Technical building-inspection services
two.1.3) Type of contract
Services
two.1.4) Short description
The University is seeking suitably experienced and qualified tenderers to fulfil it's requirements for inspections, equipment servicing, maintenance and training. The University's fall protection systems are located at the University of Southampton's campuses, Halls of Residence and other nearby satellite sites where Estates and Facilities are responsible for the maintenance of buildings.
two.1.5) Estimated total value
Value excluding VAT: £250,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 50700000 - Repair and maintenance services of building installations
- 50800000 - Miscellaneous repair and maintenance services
two.2.3) Place of performance
NUTS codes
- UKJ3 - Hampshire and Isle of Wight
Main site or place of performance
Primarily Southampton, Hampshire
Further campus in Winchester, Hampshire
two.2.4) Description of the procurement
The University is seeking suitably experienced and qualified tenderers to fulfil it's requirements for inspections, equipment servicing, maintenance and training. The University's fall protection systems are located at the University of Southampton's campuses, Halls of Residence and other nearby satellite sites where Estates and Facilities are responsible for the maintenance of buildings.
The University is conducting this procurement using a single-stage procedure for the purpose of procuring the services described in the Specification. The University proposes to enter into a Contract for up to 5-years with the successful Supplier.
This will comprise of an initial term of 3-years and 2 x 12 month optional extensions to the service. The Contract will be effective from the Commencement date stated in the Contract.
The estimated value of the proposal is between £200,000.00 and £250,000.00 (excluding VAT). The estimates value of the initial term is between £120,000.00 (excluding VAT) to £150,000.00 (excluding VAT). The estimated value of each 12 month optional extension is between £40,000.00 (excluding VAT) and £50,000.00 (excluding VAT.
All related services, training and maintenance MUST be included within this proposal.
Details of current expenditure or potential future uptake are given as a guide based on past purchasing or current planning to assist you in the preparation of your Tender. They should not be interpreted as an undertaking to purchase any goods or services to any particular value and do not form part of the Contract.
Please note, the University of Southampton no longer meets the criteria of a 'body governed by public law' and is therefore not considered a contracting authority for the purposes of the Public Contracts Regulations 2015 and/or any replacement legislation. This procurement process is not regulated by UK (or EU) public procurement law.
Where the University of Southampton advertises contracts, through any public sector tender portal, it does so on a voluntary basis by way of transparency and to encourage open competition, but it is not required to comply with the procurement legislation. For the purpose of procuring the goods/services described, the University is acting in accordance with its internal financial regulations and the procedure detailed in the Invitation to Tender document set.
two.2.5) Award criteria
Quality criterion - Name: Service Requirements / Weighting: Pass/Fail
Quality criterion - Name: Legal Requirements / Weighting: Pass/Fail
Quality criterion - Name: Proposed Approach / Weighting: 10.00%
Quality criterion - Name: Method Statements and Risk Assessment / Weighting: 10.00%
Quality criterion - Name: Provision of Training / Weighting: 7.50%
Quality criterion - Name: Inspections / Weighting: 7.50%
Quality criterion - Name: Surveying / Weighting: 5.00%
Quality criterion - Name: Account Management and Customer Service / Weighting: 10.00%
Quality criterion - Name: Social Value / Weighting: 5.00%
Quality criterion - Name: Scenario Based Response / Weighting: 5.00%
Price - Weighting: 40%
two.2.6) Estimated value
Value excluding VAT: £250,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
60
This contract is subject to renewal
No
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 as it is for a single service to be provided. 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 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 a parent company guarantee or a bank guarantee where the 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
Tenderer's 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:
- Public Liability - £10 million
- Product Liability - £10 million
- Employers' Liability - £10 million
- Professional Indemnity - £5 million
three.1.3) Technical and professional ability
List and brief description of selection criteria
Tenderer's attention is drawn to the MANDATORY requirements of the award criteria:
- Grounds for mandatory exclusion
- Grounds for discretionary exclusion
- Mandatory qualitative requirements
- Economic and Financial standing
- Insurance
- Compliance to equality legislation
- Health and Safety - Control of Contractors Safety Form
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: No
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
2 December 2024
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
2 December 2024
Local time
12:01pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
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
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 tenderers (as appropriate).
All documentation in relation to this tender can be downloaded from In-Tend.
Tenderers are advised that there will be no hard copy documents issued and all communications with the University, including the submission Invitation to Tender responses will be conducted via In-Tend.
Regular monitoring of the portal is the responsibility of the 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'.
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.
Costs and Expenses: 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 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
Highfield Campus
Southampton
SO17 1BJ
Country
United Kingdom