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: Alex Oakley
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 Planned and Reactive Maintenance and On-Demand Technical Assistance for a Building Energy Management System (BEMS)
Reference number: 2019UoS-0251
II.1.2) Main CPV code
50710000
II.1.3) Type of contract
Services
II.1.4) Short description
Provision of day to day reactive maintenance and planned servicing work carried out at the University of Southampton on its BEMS infrastructure, Highfield Campus and all Satellite Sites. This will include maintenance and upkeep of 3 x IQ Vision servers, 1 x 963 server and 1 x 963 lite for HVAC alarms, this could be subject to change. Throughout the BEMS infrastructure, there are approximately 850 Trend controllers ranging from IQ 1 – IQ 4 of varying size and capacity.
The work undertaken by the contractor shall cover:
(i) reactive maintenance as directed by the Contract Administrator, to a maximum value of GBP 5 000.00 per order (excluding VAT);
(ii) planned maintenance servicing (including minor repairs and renewals) to a maximum value of GBP 25 000 per order (excluding VAT);
(iii) order of spare parts to a maximum value of GBP 75 000 per order (excluding VAT);
(iv) 24 hour Call-out service;
(v) 24 hour Bureau service for fault finding and first response.
II.1.6) Information about lots
This contract is divided into lots:
No
II.1.7) Total value of the procurement
Value excluding VAT:
2 625 000.00
EUR
II.2) Description
II.2.2) Additional CPV code(s)
50711000
50712000
II.2.3) Place of performance
NUTS code:
UKJ3
Main site or place of performance:
The University of Southampton, Highfield Campus, University Road, Southampton, SO17 1BJ and associated campuses and sites in Southampton and Winchester.
II.2.4) Description of the procurement
Provision of day to day reactive maintenance and planned servicing work carried out at the University of Southampton on its BEMS infrastructure, Highfield Campus and all Satellite Sites. This will include maintenance and upkeep of 3 x IQ Vision servers, 1 x 963 server and 1 x 963 lite for HVAC alarms, this could be subject to change. Throughout the BEMS infrastructure, there are approximately 850 Trend controllers ranging from IQ 1 – IQ 4 of varying size and capacity.
The BEMS contractor shall provide cover for all BEMS installations, based on the full schedules of work which are designed to act in addition to the BEMS contractors set of procedures for having the best level of preventative and optimal service care. The contract as set out also requires full breakdown cover throughout the full 24 hours of each and every day, including all public holidays. Calls will always be logged by the Universities help desk or an authorised representative.
The BEMS contractor will also be required to keep up to date the clients Planon management system with regards to closing out all planned and reactive works such as maintenance, repairs and call outs. Strict deadlines will need to be met by the BEMS Contractor to ensure the Planon system is kept up to date.
The BEMS contractor will also be required to provide detailed reports covering but not limited to service dates achieved, call out statistics and causes of breakdowns, repairs carried out, issues found from maintenance, performance issues and innovations and ideas to improve building energy performance and utility savings.
Potential Providers are advised that the premises covered by this document are multi-tenanted and there may be strict security procedures may be in operation to gain access to the buildings in general and plant rooms. All company representatives irrespective of title will be required to carry personal identification, and during their stay in the premises, all personnel must make themselves fully acquainted with safety procedures and University Rules as may apply.
The whole of the work covered by the contract will be subject to Quality Audits at unannounced intervals and it will be seen that the services to be provided include for formal meetings between the BEMS contractor and the Employer, during which all matters of business associated with the BEMS may be discussed. These meetings will be formally minuted and the BEMS Contractor will be required to address all matters raised for their attention.
The University requires the contractor to execute the work in a safe and workmanlike manner, to University standards and always with total compliance with the CDM 2015 regulations (and any updates thereto).
The work undertaken by the contractor shall cover:
(i) reactive maintenance as directed by the contract administrator, to a maximum value of GBP 5 000.00 per order (excluding VAT);
(ii) planned maintenance servicing (including minor repairs and renewals) to a maximum value of GBP 25 000 per order (excluding VAT);
(iii) order of spare parts to a maximum value of GBP 75 000 per order (excluding VAT);
(iv) 24 hour call-out service;
(v) 24 hour bureau service for fault finding and first response. The bureau service is expected to remotely log on to the University servers and diagnose any faults as a first line response and if applicable carry out remedial actions.
II.2.5) Award criteria
Quality criterion: Trend Technology Centre (TTC) status
/ Weighting: Pass/Fail
Quality criterion: Mobilisation and implementation
/ Weighting: 6 %
Quality criterion: Technical ability
/ Weighting: 9 %
Quality criterion: Contract administration management
/ Weighting: 9 %
Quality criterion: Service delivery approach
/ Weighting: 6 %
Quality criterion: Quality assurance
/ Weighting: 9 %
Quality criterion: Procuring and maintaining spares
/ Weighting: 6 %
Quality criterion: Case study: Scenario 1 – energy performance
/ Weighting: 15 %
Cost criterion: Schedule of Rates (SoR) – reactive maintenance
/ Weighting: 15 %
Cost criterion: Schedule of Rates (SoR) – estate wide planned maintenance
/ Weighting: 10 %
Cost criterion: Bureau/system maintenance
/ Weighting: 5 %
Cost criterion: Spares order discount
/ Weighting: 10 %
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
Lots: 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:
2020/S 029-068854
Section V: Award of contract
Contract No: 2019UoS-0251
Title: Provision of Planned and Reactive Maintenance and On-Demand Technical Assistance for a Building Energy Management System (BEMS)
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
19/03/2021
V.2.2) Information about tenders
Number of tenders received: 7
Number of tenders received from SMEs: 6
Number of tenders received by electronic means: 7
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Pillinger Controls Ltd
04792106
15-17 West Street
Reigate
RH2 9BL
UK
NUTS: UKJ26
Internet address(es)
URL: www.pillingercontrols.co.uk
The contractor is an SME:
Yes
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:
: 2 625 000.00
GBP
V.2.5) Information about subcontracting
Section VI: Complementary information
VI.3) Additional information
The University is utilising an electronic tendering tool (InTend: https://intendhost.co.uk/universityofsouthampton) to manage this procurement and to communicate with Potential Providers and/or Tenderers (as appropriate). All documentation in relation to this tender can be downloaded from the In-Tend portal. Potential Providers/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 vi the In-Tend portal.
Regular monitoring of the portal is the responsibility of the Potential Provider/Tenderer and it is your responsibility to access the system on a regular basis to ensure you have sight of all relevant information and updates.
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 tender 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 company against the project and access all documentation by clicking 'Express Interest'.
Potential Suppliers are advised that formal expressions of interest in the project must be by way of completion and return of the relevant documents via the In-Tend portal.
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 tendering procedure, all queries must be made via the correspondence function within the In-Tend portal.
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 Providers/Tenderers are consenting to publication of this information unless otherwise agreed in advance with the University.
Costs and expenses: potential suppliers 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 bidders 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.
Pre-qualification: potential suppliers are advised to read and observe the pre-qualification instructions and documentation mistakes cannot be later rectified.
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
08/06/2021