II.2.3) Place of performance
NUTS code:
UKH12
II.2.4) Description of the procurement
Cambridgeshire County Council (CCC) (The Authority) is a rural county council with a portfolio of approximately 160 corporate buildings spread across the region. CCC is publishing a re-procurement exercise to supply services and works in respect of the Building, Mechanical and Electrical Services maintenance requirements, which will include the need for preventative maintenance, reactive maintenance and small minor project works.
The Authority wishes to appoint a single Provider to provide planned and reactive repairs, servicing and testing of all equipment as detailed within the specification to the organisation across a variety of properties within the geographical boundaries of Cambridgeshire.
An example of the requirements of this contract are:
• Servicing and planned preventative maintenance (PPM) services of Mechanical and Electrical plant and equipment. Statutory inspections & testing.
• Reactive maintenance to buildings in a timely and efficient manner, in line with timescales as detailed in the specification.
• Having the support staff in the form of a 24/7 helpdesk facility which can be viewed by the Client for progress monitoring and can link to the Client's helpdesk system.
• Invoice management procedures to deliver a managed and timely turnaround of Purchase Orders into accurate Invoices with the correct documentation as detailed within the specification document.
• Contract management capable of directing day to day issues and offering effective and cost-efficient solutions.
• Contract Management capable of reviewing throughput of work to ensure regular reporting of recommendations and follow-on work.
• Capable of evaluating the work required resulting from reactive calls and any uplift requirements. Supplying progress reports to the helpdesk as required
• Able to carry out a full regime of statutory testing, monitoring and reporting including updating the Council’s asset management system in a timely manner as set out in the KPIs.
• Able to complete annual lifecycle reports to assist the Council in budget-planning and understanding the state of our assets in a 5-year look ahead, and this meet the LCM standards set by the Council.
• Able to update our asset management system with any asset changes and O&M manuals for new installations and add to PPM schedules as appropriate.
It is expected that an initial contract will last for a period of 3 years with 2 options to extend for 1 further year each time (3+1+1). It is difficult to predict the exact value of this contract as the Authority’s property portfolio is likely to vary over the contract term, but it is estimated that the total value will not be less £10,000,000 or greater than £20,000,000.
Potential Providers should be aware that The Authority’s property portfolio is regularly changing. At the time of writing of this specification, the property lists provided are accurate and will be used for a service provision and costs comparison analysis when scoring tender submissions from Potential Providers (at ITT stage). However, before mobilisation of this contract, the portfolio may have altered – reduced or increased – and it may also fluctuate through the duration of the contract. The Authority’s contract manager will keep Service Provider’s management aware, via monthly contract meetings, of any upcoming changes where buildings are to be added or removed.
This Contract is open to Cambridgeshire County Council. The contract may include some work in schools in Cambridgeshire. The Authority may ask the provider to complete works on other CCC owned assets at an additional and agreed rate (such as Educational properties). This will be managed by The authority.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality
/ Weighting: 60
Quality criterion: Social Value
/ Weighting: 10
Price
/ Weighting:
30
II.2.6) Estimated value
Value excluding VAT:
20 000 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start:
01/11/2024
End:
31/10/2027
This contract is subject to renewal: No
II.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 5
Objective criteria for choosing the limited number of candidates:
During the SQ stage, the intention is to arrive at a shortlist of approximately 5 - 7 qualified Candidates for formal Invitation To Tender against the requirement as advertised in the Find a Tender notice.
The Authority intends to invite not less than five and not more than seven Potential Providers to the Invitation to Tender stage.
The Authority will only invite the sixth highest scoring qualified Potential provider where its score is within 5% of the fifth highest scoring qualified Potential provider’s score.
The Authority will only invite the seventh highest scoring qualified Potential provider where its score is within 5% of the fifth highest scoring qualified Potential provider’s score.
The Authority will not take more than seven qualified Potential providers through to the Invitation to Tender, except in the following circumstances: in the event that there are equal scores between Potential providers finishing seventh and eight (or beyond) then preference will be given to the Potential Providers scoring the highest score in totality (50% in total) on the three case study questions.
If in the unlikely event that Potential Providers in this scenario are exactly tied with the same score on this question from 7th downwards then in this extraordinary circumstance all bidders with these scores shall proceed to the Invitation to Tender.
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
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
n/a