Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Highlands and Islands Enterprise
An Lòchran, 10 Inverness Campus
Inverness
IV2 5NA
UK
Telephone: +44 1463245245
E-mail: hieprocurement@hient.co.uk
NUTS: UKM6
Internet address(es)
Main address: http://www.hie.co.uk
Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00313
I.2) Joint procurement
The contract is awarded by a central purchasing body
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
www.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
www.publiccontractsscotland.gov.uk
I.4) Type of the contracting authority
Regional or local agency/office
I.5) Main activity
Economic and financial affairs
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Planned Preventative Maintenance and Repairs
Reference number: FTS 033
II.1.2) Main CPV code
50000000
II.1.3) Type of contract
Services
II.1.4) Short description
HIE are seeking a suitably qualified and experienced supplier to provide planned preventative maintenance and repairs services for buildings at Inverness Campus, Enterprise Park Forres and certain services at our Lochgilphead office.
It is expected that these services will be required from 1st April 2024 for an initial period of 2 years, with HIE having the option to extend for a period or periods together not exceeding 2 years following the Initial Term (extensions expected to be taken up on a yearly basis i.e. a 2+1+1 year contract).
II.1.5) Estimated total value
Value excluding VAT:
720 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
79993000
79993100
50324200
50710000
45259000
45259300
50531100
II.2.3) Place of performance
NUTS code:
UKM62
UKM63
Main site or place of performance:
Inverness Campus, Enterprise Park Forres and Lochgilphead
II.2.4) Description of the procurement
HIE requires a professionally managed, high quality mechanical, electrical and plumbing (MEP) maintenance service which, through a regular and organised scheme, ensures the maintenance and operation of all items of plant and equipment.
These services are currently required in An Lochran, the Life Sciences Innovation Centre, Aurora House, Solasta House, the Inverness Campus, The Apex and Horizon Scotland buildings at Enterprise Park Forres as well as at The Enterprise Centre in Lochgilphead.
The estimated maximum Year 1 budget currently available to deliver the PPM services (Pricing Schedule Part A) is GBP 130,000 (exclusive of VAT). Bidders are required to provide pricing for Year 1 only, with Years 2, 3 and 4 subject to a price increase mechanism.
The total estimated contract value for the maximum contract period (including all optional extension periods) is GBP 720,000 (exclusive of VAT). This includes an estimated allowance for annual price increases, as well as allowances for potential costs relating to reactive repairs and asset replacement. Allowances for potential costs relating to reactive repairs and asset replacement made are not a guarantee of work.
Refer to the Scope of Requirements and Tender Guidance for further details regarding budget and the price increase mechanism.
See Tender documentation for full details regarding the services required.
II.2.5) Award criteria
Criteria below:
Quality criterion: Cyber Security
/ Weighting: pass/fail
Quality criterion: Prompt Payment Standard Clause
/ Weighting: pass/fail
Quality criterion: Payment of the Real Living Wage
/ Weighting: pass/fail
Quality criterion: Community Benefits and Wealthbuilding - Management & Reporting
/ Weighting: 5%
Quality criterion: Fair Work Practices
/ Weighting: 5%
Quality criterion: Sustainability & Net Zero
/ Weighting: 5%
Quality criterion: Management & Delivery Methodology
/ Weighting: 15%
Quality criterion: Management & Delivery Team
/ Weighting: 15%
Quality criterion: Quality Management & Reporting
/ Weighting: 10%
Price
/ Weighting:
45%
II.2.6) Estimated value
Value excluding VAT:
720 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: Yes
Description of renewals:
It is expected that these services will be required from 1st April 2024 for an initial period of 2 years, with HIE having the option to extend for a period or periods together not exceeding 2 years following the Initial Term (extensions expected to be taken up on a yearly basis i.e. a 2+1+1 year contract).
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
Yes
Description of options:
HIE reserves the right, on giving reasonable written notice from time to time, to require changes to the Services (whether by way of the removal of Services, the addition of new Services, or increasing or decreasing the Services or specifying the order in which the Services are to be performed or the locations where the Services are to be provided). HIE shall not require any such change other than where it is permitted by Regulation 72 of the Public Contracts (Scotland) Regulations 2015.
In accordance with Regulation 72(1)(a) of the Public Contracts (Scotland) Regulations 2015, HIE reserves the right to make changes to the volume, scope or location of the Services to be supplied under the Contract following a review of the Services by HIE, particularly with regard to demand and budgetary availability or where HIE’s strategic focus changes as a result of changes in Scottish Government policy or as a result of a direction given to them by the Scottish Government. This may result in amendments to existing requirements under the Contracts.
Contract modifications may include (but are not limited to), regardless of monetary value:
-Changes to mechanical, electrical and plumbing equipment asset registers (such as number of assets increased/reduced; type of assets changed; asset replaced; new assets acquired).
-The number of hours for reactive tasks changed from the estimated hours in the Pricing Schedule (increase and decrease).
-Legislative changes require more or less frequent maintenance of certain assets.
-Addition or removal of buildings within the Inverness Campus, Forres Enterprise Park or HIE Lochgilphead, likely due to lease, ownership or occupancy changes.
-Changes in HIE’s approach to preventative vs reactive maintenance of buildings and individual assets (increase or decrease in scope of requirements).
-Changes to the available budget for Year 2,3 and 4.
-CPI and Real Living Wage increases higher/lower than estimated.
-Cost of potential replacement assets if procured via the supplier.
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
Economic operators may be excluded from this competition if they are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015.
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:
4A2 Bidders must have an up-to-date Basic Disclosure Scotland Certificate for all personnel used to deliver all routine maintenance and repairs (including sub-contractors) or commit to obtain the required certificates prior to contract start.
III.1.2) Economic and financial standing
Minimum level(s) of standards required:
4B.5 It is a requirement of this Contract that bidders hold, or can commit to obtain prior to the commence of the contract, the types and levels of insurance indicated below:
Professional Risk Indemnity Insurance = GBP 1M in aggregate
Employer’s (Compulsory) Liability Insurance = GBP 5M for each and every claim (See http://www.hse.gov.uk/pubns/hse40.pdf)
Public Liability Insurance = GBP 5M for each and every claim
4B.6 HMRC IR35(not scored)
HIE as a public body must comply with HMRC IR35 provisions. Therefore, where you are bidding as a personal service company (PSC) or will be using a personal service company to provide services under the Contract please identify these PSC (s) in your response to 4B.6.Further guidance and a link to the HMRC ‘’test employment details for tax’’ tool can be located at https://www.gov.uk/guidance/check-employment-status-for-tax
III.1.3) Technical and professional ability
Minimum level(s) of standards required:
4C4 If bidders intend to use a supply chain to deliver the requirements detailed in the Contract Notice, they should confirm they have (or have access to) the relevant supply chain management and tracking systems to ensure a resilient and sustainable supply chain. Pleaser refer to SPD for full requirements. If bidders do not pay at least 95% of valid invoices on time and are unable to provide a proportionate and timely improvement plan, their organisation will not be selected to participate further in this procurement.
4C10 Bidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract.
III.2) Conditions related to the contract
III.2.2) Contract performance conditions
The Contract will include Key Performance Indicators (KPI's) and Service Levels.
III.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 IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2023/S 000-027683
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
22/01/2024
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.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)
IV.2.7) Conditions for opening of tenders
Date:
22/01/2024
Local time: 12:00
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Yes
Estimated timing for further notices to be published:
HIE reserves the right to re-tender for these services upon termination of the contract or at the end of the contract period, including any extension period.
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
To support the process, an accompanied Site Visit will be available on Monday 18 December 2023. If bidders would like to attend the site visits they are required to confirm by email to (hieprocurement@hient.co.uk) by 17:00hrs on Thursday 14 December 20203. Attendance is not required in order to participate in the tendering process. Following the site visit, any questions and answers raised will be made available to all bidders via PCS. See Scope of Requirements and Tender Guidance document for further detail.
Our offices are closed between 18 December 2023 and 2 January 2024. During this period we will not be able to respond to queries.
It is estimated that the total value of the services over the maximum duration of 4 years will be GBP 720k (excluding VAT). This is the figure which has been used in II.1.5 & II.2.6. This includes an estimated allowance for price increases, as well as allowance for costs relating to reactive repairs or asset replacement over the lifetime of the contract incl. any extensions.
SPD 2A.3 (not scored) Where relevant, bidders are required to insert details of their Companies House (or equivalent) registration number.
SPD 3D.12 Bidders should refer to the "Conflict of Interest" Section within the Scope of Requirements when completing this question.
Due to character limits, please see the tender documents for the evaluation of the Award Criteria.
In order to participate, bidders should register, for free, on the Public Contracts Scotland (PCS) website, and record their interest in this contract and download and complete all relevant documentation.
Tenders must be submitted via the PCS Postbox and must be received by the published deadline. Late tenders will not be accepted and HIE will reject any submissions received after the deadline. Email or hard copy responses will not be accepted.
PCS also gives suppliers access to an on-line Question & Answer facility which allows queries to be submitted (anonymously), and answers published and shared with all potential bidders.
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=745387.
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.
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 will be expected to support the delivery of community benefits which take into account HIEs role as a local economic development agency.
See tender documentation for full details.
(SC Ref:745387)
Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=745387
VI.4) Procedures for review
VI.4.1) Review body
Inverness Sheriff Court and Justice of the Peace Court
The Inverness Justice Centre, Longman Road
Inverness
IV1 1AH
UK
Telephone: +44 1463230782
E-mail: inverness@scotcourts.gov.uk
Internet address(es)
URL: https://www.scotcourts.gov.uk/the-courts/court-locations/inverness-sheriff-court-and-justice-of-the-peace-court
VI.4.3) Review procedure
Precise information on deadline(s) for review procedures:
An economic operator that suffers, or is at risk of suffering, loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2015 or the Procurement Reform (Scotland) Act 2014 , may bring proceedings in the Sheriff Court or the Court of Session.
VI.5) Date of dispatch of this notice
06/12/2023