Contract award notice
Results of the procurement procedure
Section I: Contracting
entity
I.1) Name and addresses
University of Southampton
University Road
Southampton
SO17 1BJ
UK
Contact person: John Hesp
Telephone: +44 2380595000
E-mail: Procurement@soton.ac.uk
NUTS: UKJ3
Internet address(es)
Main address: http://www.southampton.ac.uk
Address of the buyer profile: https://in-tendhost.co.uk/universityofsouthampton
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
Provision of Reactive and Planned Maintenance Services for Residences
Reference number: 2019UoS-0039
II.1.2) Main CPV code
50000000
II.1.3) Type of contract
Services
II.1.4) Short description
The works comprise the day-to-day reactive maintenance of the Halls of Residences across the University’s Southampton and Winchester campuses including a programme of planned maintenance and servicing.
The works would include; concrete works, brickwork and blockwork, asphalt work and roofing, woodwork, metalwork, plumbing installations, floor finishing, wall finishing and ceiling finishing, glazing, drainage and external works, painting and decorating.
The work undertaken by the contractor shall cover; reactive maintenance as directed by the contract administrator, to a maximum value of 20 000,00 GBP per order, planned maintenance servicing (including minor repairs and renewals) to a maximum value of 20 000 GBP per order, 24-hour call-out service.
II.1.6) Information about lots
This contract is divided into lots:
No
II.1.7) Total value of the procurement
Value excluding VAT:
10 500 000.00
GBP
II.2) Description
II.2.2) Additional CPV code(s)
50700000
70331000
II.2.3) Place of performance
NUTS code:
UKJ3
Main site or place of performance:
The University Estate or other areas as determined by the University.
II.2.4) Description of the procurement
The works comprise the day-to-day reactive maintenance of the University’s Residential properties within the contract area together with a programme of planned maintenance and servicing. The maintenance of the mechanical and electrical installations is excluded from this contract with the exception of plumbing works and the annual servicing of the booster pump sets. The electrical maintenance term contractor are responsible for all electrical maintenance works within the contract area and the successful tenderer will be responsible for liaising with them as appropriate to complete all maintenance works.
The work undertaken by the contractor shall cover; reactive maintenance as directed by the contract administrator, to a maximum value of 20 000,00 GBP per order, planned maintenance servicing (including minor repairs and renewals) to a maximum value of 20 000 GBP per order, 24-hour call-out service.
The works comprise the day-to-day reactive maintenance of the Halls of Residencies across the University’s Southampton and Winchester campuses including a programme of planned maintenance and servicing.
The works would include; concrete works, brickwork and blockwork, asphalt work and roofing, woodwork, metalwork, plumbing installations, floor finishing, wall finishing and ceiling finishing, glazing, drainage and external works, painting and decorating.
The contractor will carry out the reactive maintenance works and to the reasonable satisfaction of the Contract Administrator (CA) for a contract period of 5 years commencing 15.7.2019 with an option to extend by a further 2 years subject to satisfactory performance and at the discretion of the University.
Monthly performance reviews will be carried out based upon a set of KPIs.
Procurement process:
This procurement process is being conducted as a restricted procedure; consisting of both selection and invitation to tender stages.
Stage 1: Selection Stage: an overall pass mark of 50 % shall apply to this stage. The intention is to arrive at a shortlist of a maximum of 5 qualified potential suppliers for formal invitation to tender. The maximum number of qualified potential suppliers will be based on the top 5 scores achieved. Where more than the maximum number of potential suppliers have achieved a top 5 score (i.e. a tie), all of those potential suppliers will be invited to the invitation to tender stage.
Stage 2: Invitation to Tender (ITT) stage — A maximum of 5 qualified tenderers will be invited to submit formal tenders at this stage
Contract period:
The University proposes to enter into a contract for 7 years - this will be the maximum contract period, including any potential extensions with the potential supplier.
This will comprise of an initial contract period of 5 years with an option to extend by a further 2 years subject to satisfactory performance and at the discretion of the University.
Contract value:
The estimated value of the initial 5-year contract term is in the region of 7 500 000 GBP – 10 000 000 GBP (excluding VAT).
The estimated value of the 2-year extension period is 3 000 000 GBP — 4 000 000 GBP (excluding VAT).
It is estimated, therefore, that the total value of this contract will be between 10 500 000 GBP and 14 000 000 GBP (excluding VAT).
TUPE:
The University envisages that TUPE will apply to this procurement.
II.2.5) Award criteria
Quality criterion: Mobilisation and implementation plan
/ Weighting: 8 %
Quality criterion: Proposed team
/ Weighting: 8 %
Quality criterion: Management/administrative structure
/ Weighting: 8 %
Quality criterion: CDM 2015 Regulations
/ Weighting: 8 %
Quality criterion: Service delivery
/ Weighting: 8 %
Quality criterion: Cost management procedures
/ Weighting: 8 %
Quality criterion: Scenario 1
/ Weighting: 6 %
Quality criterion: Scenario 2
/ Weighting: 6 %
Cost criterion: Reactive maintenance
/ Weighting: 25 %
Cost criterion: Volume discounts
/ Weighting: 10 %
Cost criterion: Planned maintenance
/ Weighting: 5 %
II.2.11) Information about options
Options:
Yes
Description of options:
The option to extend the contract after the initial contract of 5 years by a further 2 years (5+2) subject to satisfactory performance and at the discretion of the University.
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
This contract is not suitable for splitting into lots. 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 IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Restricted 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:
2018/S 245-561359
Section V: Award of contract
Contract No: 2019UoS-0039
Title: Provision of Reactive and Planned Maintenance Services for Residences
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
24/04/2019
V.2.2) Information about tenders
Number of tenders received: 3
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Mountjoy Ltd
06009150
Linea House, Harvest Crescent
Fleet
GU51 2UZ
UK
NUTS: UKJ37
The contractor is an SME:
No
V.2.4) Information on value of the contract/lot (excluding VAT)
Initial estimated total value of the contract/lot:
Total value of the contract/lot:
: 10 500 000.00
GBP
V.2.5) Information about subcontracting
Section VI: Complementary information
VI.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 potential suppliers and/or tenderers (as appropriate).
All documentation in relation to this tender can be downloaded from In-Tend.
Potential suppliers/tenderers are advised that there will be no hard copy documents issued and all communications with the University, including the submission of selection stage and/or invitation to tender responses will be conducted via In-Tend.
Regular monitoring of the portal is the responsibility of the potential supplier/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'.
Potential suppliers/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.
Due diligence:
Prior to any contract award, following ITT evaluation, the Contracting Authority reserves the right to undertake a due diligence process on the potentially successful tenderer. The purpose of the due diligence process is to enable the Contracting Authority to satisfy itself that the tenderer has the capacity and ability to deliver as per their quality submission.
Where this process identifies that a tenderer is unable to substantiate commitments made in their quality submission, the tender may be rescored accordingly. Should the new score result in the tender no longer being the most economically advantageous, the tenderer will be notified and a new potentially successful tenderer identified who will then undergo the same due diligence process. This process will not provide an opportunity for any tenderer to improve their original score.
Publication of award details: In accordance with Regulation 50, paragraph (2) of the Public Contracts Regulations 2015 and subject to Article 5 and Annex 5, Part D (13) of Directive 2014/24/EU of the European Parliament and of the Council (if applicable), the University intends to publish the value of any resulting contract at the award stage, and reserves the right to do so. By submitting a response, potential suppliers/tenderers are consenting to publication of this information unless otherwise agreed in advance with the University.
Costs and expenses: potential suppliers/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 potential suppliers/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.
VI.4) Procedures for review
VI.4.1) Review body
University of Southampton
Southampton
SO17 1BJ
UK
VI.5) Date of dispatch of this notice
27/06/2019