Contract notice
Section I: Contracting
authority
I.1) Name and addresses
University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Edinburgh
EH1 1HT
UK
E-mail: maria.dick@ed.ac.uk
NUTS: UKM75
Internet address(es)
Main address: https://www.ed.ac.uk
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00107
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:
https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html
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/esop/pts-host/public/pts/web/login.html
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Education
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Emergency Standby Diesel Generators - Service, Inspect, Test and Maintenance Services
Reference number: EC1002
II.1.2) Main CPV code
50000000
II.1.3) Type of contract
Services
II.1.4) Short description
Framework agreement for a Comprehensive Emergency Standby Diesel Generator Maintenance Service which will service, inspect, test and maintain in a good and safe working order the emergency standby generator plant and associated equipment on the various systems throughout the University of Edinburgh estate.
There are approximately 50 standby diesel generators that support essential services across all University sites. The contract shall include emergency call out cover with a maximum 4-hour response time. The contract will require an engineer to attend at black starts per building per annum. Although the majority of work will be within 08.00 – 17.00 hours, the contractor must also attend to out of hours and weekend work when required. The service will include responsibility for updating an existing equipment schedule covering all emergency standby generator plant and associated equipment, including age and assessment of condition of equipment.
The framework agreement is being tendered on behalf of the University of Edinburgh and all University of Edinburgh Subsidiary Companies. Any and all of the University of Edinburgh’s Subsidiary Companies may access and utilise this Contract at any time during the relevant Contract period.
The Contractor shall undertake service, testing and maintenance tasks in line with the requirements of the SFG 20 schedules listed below and the manufacturer’s recommendations. As part of the major service a full load bank test shall be conducted.
43 – 01 Introductory Procedures – Power Generators
43 – 02 Power Generation: Standby Generators
43 - 03 Lead Acid Batteries – Unsealed
43 – 04 Battery Charging Equipment
56 – 05 Storage Tanks – Oil or 56 – 06 Underground Oil Storage Tanks, whichever is applicable.
40 – 10 Oil Pipework
Items to be included but not limited to for Services:
Record: kVA, Voltage, Amps, Phase(s), Frequency
Record Run Hours
Engine oil level
Fuel system. Exhaust system
Drive belts/bearings - visual inspection
Turbo oil feeds/drains
Coupling
Alternator bearings
Security of guards
General tighten of all nuts etc
Air through canopy/room
Radiator
Water hoses & clips
Water level/anti-freeze protection level
Battery electrolyte levels & S.G of cells
Battery charger/voltage
Generator output breaker
Control panel wiring & components
Indicator lamps/lamp test
Low oil pressure shutdown protection
Over speed protection
High engine temp protection
Other protection
Alternator connections
Running check for fuel/oil/water/exhaust leaks
Instruments/meters
Governor response
Engine heaters
General room conditions/tidy/warm
Battery type & Quantity
Change oil filter elements. Change engine Oil. Change fuel filters. Change air filters
Oil sample taken
Fuel Delivery system; check fuel level indicators/gauges, safety alarm systems and overfill prevention systems. Calibrate as necessary.
During the Contract Term, the Contractor shall provide a Reactive Works call-out service to the University. Reactive Works refers to repairs that are done when equipment has already broken down, in order to restore the equipment to its normal operating condition. The Contractor shall respond to Emergency call outs within a period of 4 hours. All parts and components shall be sourced from the plant or equipment original manufacturer. As instructed by the University, the Contractor shall support the Estate’s Electrical Engineer in the undertaking of a ‘Black Start’ exercise, through the provision of attendance of engineer(s) to assist and monitor the exercise. The Contractor shall be able to supply temporary generators of various output capacities for delivery and connection on site within a period of 24 hours of notification. If instructed by the University to replace any equipment, the Contractor shall ensure and provide verification to the University that the replacement equipment meets the exact or better specification of the Equipment being removed. The purchase of replacement Equipment shall remain optional to the University throughout the Contract Term.
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
50000000
II.2.3) Place of performance
NUTS code:
UKM75
Main site or place of performance:
Edinburgh
II.2.4) Description of the procurement
This Procurement will be conducted through the use of the Open Procedure. The Invitation to tender (ITT) will evaluate both the quality and cost elements and is weighted 80 percent Quality and 20 percent Cost. A Quality threshold will apply, bidders are required to achieve a score of 48 or more out of 80 to progress to award.
This is a ranked framework agreement with the highest ranked supplier appointed to provide the comprehensive service in full. A second and third ranked supplier will make up a reserve list of two suppliers. Should the successfully appointed first ranked supplier subsequently become unable to perform their services in accordance with the expectations of the Framework, the University has the right to appoint the supplier, ranked 2nd during the original ITT evaluation to replace the supplier unable to perform services under this Framework Agreement. Should the 2nd ranked supplier be unable to provide the services under this Framework for any reason, the University will approach the 3rd ranked supplier.
Bidders will be required to complete the following sections within PCS-T:
ITT Qualification Section (Pass/Fail):
Bidders will be required to complete the Single Procurement Document (Scotland) requesting general information concerning the bidder, exclusion criteria and selection criteria (including suitability, economic and financial standing, technical and professional ability, quality assurance schemes etc.).
Bidders will be required to provide three examples of works and associated services that demonstrate the range of project types and contracts undertaken by your Practice and carried out during the past five years that demonstrate that they have the relevant experience in delivering services of a comparative nature and of a similar scale and complexity.
The Services to be carried out under the Framework Agreement are described in the SFG 20 schedules. See Section II.1.4 of this contract notice and Schedule 3 of the ITT for full details of scope of supplies and services required.
ITT Award l Section (80 percent Quality and 20 percent Cost)
Bidders must confirm compliance with mandatory service requirements.
Quality - Bidders will be required to answer weighted award criteria questions such as on Service Delivery, Approach to working with the University and Problem Solving, Quality Workmanship, Contract Management, The Team, Health & Safety and Fair Work and Sustainability practices. Technical Scores shall be allocated based on the total percentage achieved by the response out of the maximum possible percentage. This takes into account the score out of 4 and the weighting allocated to individual questions.
Objective Scoring Criteria:
0 Unacceptable - Nil or inadequate response. Fails to demonstrate an ability to meet the requirement.
1 Poor - Response is partially relevant but generally poor. The response addresses some elements of the requirement but contains insufficient/limited detail or explanation to demonstrate how the requirement will be fulfilled.
2 Acceptable - Response is relevant and acceptable. The response addresses a broad understanding of the requirement but may lack details on how the requirement will be fulfilled in certain areas.
3 Good Response is relevant and good. The response is sufficiently detailed to demonstrate a good understanding and provides details on how the requirements will be fulfilled.
4 Excellent - Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates a thorough understanding of the requirement and provides details of how the requirement will be met in full.
Cost – The bidder will be required to complete a Pricing Schedule. The bidder who submits the lowest cost will be awarded the maximum score and others awarded a score pro rata, in relation to the lowest bid.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality
/ Weighting: 80
Price
/ Weighting:
20
II.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:
24 months in total
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:
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
he term of the Framework Agreement is 24 months with an option to extend a further 24 months in total.
Economic operators may be excluded from this competition if there 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.1.2) Economic and financial standing
Minimum level(s) of standards required:
SPD 4D.1 Statement 1: Quality Management
The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO
9001 (or equivalent),
SPD 4D.1 Statement 2: Health & Safety
The bidder must hold a UKAS (or equivalent), accredited independent third party certificate of compliance in accordance with ISO 45001
(or equivalent) or have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in
registered membership of the Safety Schemes in Procurement (SSIP) forum.
SPD 4D.2 Statement: Environmental Management
The Bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance with BS EN ISO 14001 (or
equivalent) or a valid EMAS (or equivalent) certificate
If the Bidder does not hold the ISO accreditation noted above, Bidders must refer to the ITT for full description of details.
III.1.3) Technical and professional ability
Minimum level(s) of standards required:
SPD ref. 4B Economic and Financial Standing
Bidders will be required to have a minimum “general” yearly turnover of 220,000 GBP for the last 3 years (excluding VAT).
It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commence of any subsequently awarded contract,
the types and levels of insurance indicated below:
Employer’s (Compulsory) Liability Insurance - 5 million GBP
Public/ Product Liability Insurance - 5 million GBP
Professional Indemnity Insurance - 2 million GBP
4B.6 Statement 1:
Where the bidder is providing a submission on behalf of a subsidiary company, upon request, the bidder must obtain a Parent Company
Guarantee prior to commencement of any subsequently awarded contract.
4B.6 Statement 2:
Bidders will be required to provide adequate assurance of financial strength to successfully complete their contractual obligations.
Bidders must be able to provide upon request, their 3 most recent sets of annual audited accounts, including profit and loss information, and
the following ratios:
- Current Ratio
- Quick Ratio
- Debtors Turnover Ratio
- Return on Assets
- Working Capital
- Debt to Equity Ratio
- Gross Profit Ratio
A review of your ratios and audited accounts may be undertaken. In some cases this review may lead to an additional request for further financial information to help clarify any potential issues raised.This information may be used to assess financial sustainability.
III.2) Conditions related to the contract
III.2.1) Information about a particular profession
Participation is reserved to a particular profession: Yes
Reference to the relevant law, regulation or administrative provision:
SPD ref. 4C1.2 Question .
Bidders will be required to provide three examples of works and associated services that demonstrate the range of project types and contracts undertaken by your Practice and carried out during the past five years that demonstrate that they have the relevant experience in delivering services of a comparative nature and of a similar scale and complexity, as described in part II.2.4 of the Contract Notice or the relevant section of the Site Notice.
Bidder’s examples should include but are not limited to the following details in their service provision examples:
- Detailed description of the service (including detail of whether the service was planned or reactive)
- Value of the contract/service
- Contract period
- Complexity of estate managed
- Description of any reactive / replacement installation service provided.
- Location, including name and address of the client contact to provide a reference to the University
In order to ensure that newer or start-up companies have a chance to demonstrate any experience relevant to the current requirement, examples may be provided from within their organisation; bidders may rely on the experience of personnel that they intend to use to carry out the current requirement, even if that experience was gained whilst working for a different organisation.
III.2.2) Contract performance conditions
Please refer to the ITT tender documents for full details
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.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement with several operators.
Envisaged maximum number of participants to the framework agreement: 3
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 000-022793
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
27/02/2024
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: 4 (from the date stated for receipt of tender)
IV.2.7) Conditions for opening of tenders
Date:
27/02/2024
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:
12 months prior to framework expiry date
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
2A.17 If the bidder is participating in the procurement procedure together with others as part of a group, consortium, joint venture or
similar arrangement, the bidder must answer "yes" and complete the supplier response form attached to section 2A.17.4
2C.1 If the bidder is to rely on the capacities of other suppliers in order to meet the selection criteria set out under Part 4 and the criteria and
rules set out under Part 5 the bidders should answer ‘yes’ and the suppliers must complete the first three sections of the SPD supplier
response form to section 2C.1.1. Any selection criteria response from SPD section 4 that they fulfil on behalf of the main bidder should be
clearly labelled with the suppliers name and submitted as part of the main submission.
2D.1 If the bidder expects to subcontract to parties which they will not rely on to meet the selection criteria, they should answer ‘yes’ and,
as far as known, list these entities. You will not need to submit the supplier response form on their behalf at this stage, but must submit it
with the first three sections completed at any stage upon request.
Modern Slavery, Blacklisting Equalities Act-Bidders and subcontractors engaged in the delivery of this contract may be excluded if they
have not met applicable social, environmental and labour obligations under national, EU, and international law (as indicated in SPD section
3D). Without prejudice to any additional relevant duties, suppliers should note that this includes obligations for certain organisations under:
-the Modern Slavery Act 2015 (available at http://www.legislation.gov.uk/ukpga/2015/30/contents/enacted),
-the ILO conventions and other measures listed in Annex X of Directive 2014/24/EU (available at
http://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:32014L0024&from=EN)
-the Equality Act 2010 (available at https://www.legislation.gov.uk/ukpga/2010/15/contents)
-the Employment Relations Act 1999 (Blacklists) Regulations 2010 (http://www.legislation.gov.uk/uksi/2010/493/contents/made) - this is
grounds for mandatory exclusion or termination at any procurement or contract stage.
At any stage, bidders and/or relevant subcontractors may be required to provide statements and means of proof demonstrating their
compliance with these obligations or the reliability of their self-cleansing measures, including the annual statement as provided for by
section 54 of the Modern Slavery Act for organisations with a turnover of 36,000,000 GBP or over
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 25990. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
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:
Please provide a method statement describing how you expect to provide additional social value within our local communities through this framework. This method statement must follow the structure set out in the tender documents section 2.3 of the Community Benefits and Partnership Working Plan. Please detail how these will be measured and reported to the University, including the frequency of these reports.
Agreed social value proposals made by the successful bidder at award stage are embedded into the project success measures.
The contractor will be required to provide a dedicated Community Benefits Officer to work with the UoE, project sponsors and key local
stakeholders to create an effective Community Benefits Action Plan (CBAP) and manage social value in project delivery.
(SC Ref:756027)
VI.4) Procedures for review
VI.4.1) Review body
Edinburgh Sheriff Court
Edinburgh
UK
VI.5) Date of dispatch of this notice
23/01/2024