Contract notice
Section I: Contracting
authority
I.1) Name and addresses
East Ayrshire Council
Corporate Procurement Team, London Road HQ
Kilmarnock
KA3 7BU
UK
Telephone: +44 1563576000
E-mail: david.shields@east-ayrshire.gov.uk
NUTS: UKM93
Internet address(es)
Main address: http://www.east-ayrshire.gov.uk
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00223
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://www.publictendersscotland.publiccontractsscotland.gov.uk
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
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
PS-25-08 - Mechanical Ventilation (Air Con - HVAC) Service & Maintenance MTC
II.1.2) Main CPV code
50710000
II.1.3) Type of contract
Services
II.1.4) Short description
Name: Mechanical Ventilation Service & Maintenance Term Contract.
Nature: The nature of the works envisaged within this contract relates to both the planned inspection, servicing, testing & certification, and to emergency/reactive repairs of air conditioning/air handling/heat pump equipment. It is anticipated that the majority of work will be carried out during normal working hours (excluding the activities listed as Specialist Term Contracts as listed in Appendix 2 of the contract Appendices document).
Location: Properties listed in Appendix 5 – Premises List of the contract Appendices document.
Contract length: 2 years plus option of two 1 year extensions.
II.1.5) Estimated total value
Value excluding VAT:
640 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
42500000
42510000
42512000
45331000
45331100
45331200
45331210
45331220
45331221
II.2.3) Place of performance
NUTS code:
UKM93
II.2.4) Description of the procurement
Name: Mechanical Ventilation Service & Maintenance Term Contract.
Nature: The nature of the works envisaged within this contract relates to both the planned inspection, servicing, testing & certification, and to emergency/reactive repairs of air conditioning/air handling/heat pump equipment. It is anticipated that the majority of work will be carried out during normal working hours (excluding the activities listed as Specialist Term Contracts as listed in Appendix 2 of the contract Appendices document).
Location: Properties listed in Appendix 5 – Premises List of the contract Appendices document.
Contract length: 2 years plus option of two 1 year extensions.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality
/ Weighting: 30
Price
/ Weighting:
70
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:
2No. Optional 1 year extensions.
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
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:
For the purpose of this Contract, the Contractor (including any Sub-Contractors if appropriate) must be on the current F-Gas company certification register, as appointed by the Department for the Environment, Food and Rural Affairs (DEFRA) under the 2015 no310 UK Fluorinated Greenhouse Gases Regulations throughout the entire Contract period.
For the purpose of this Contract, all Contractors (including any Sub-Contractors if appropriate) must be a member of the Building Engineering Services Association (BESA) throughout the entire Contract period.
III.1.2) Economic and financial standing
List and brief description of selection criteria:
Financial Standing
The Council shall commission an independent third party Risk Report from Experian using the Company Registration number supplied by the Tenderer. Any Tenderer who does not meet the minimum threshold of a Commercial Delphi Score of 25 out of 100 will have their submission regarded as a “Fail” and will not be considered further. Where a Tenderer receives a Commercial Delphi Score of between 25 - 50 out of 100, the Council reserves the right to request further financial information to determine the risk to the Council. In the event that such additional measures are requested, the Council shall, in its sole discretion, determine the terms of those measures that it deems as acceptable. If Tenderers cannot provide measures to the satisfaction of the Council then their submission may be rejected
Risk or Credit reports from other agencies will not be considered.
It is the Tenderers responsibility to ensure that all information held by Experian is current and accurate when submitting their Tender. The Council will not enter into discussions with Tenderers who fail to ensure that their Experian scores are accurate by the due submission date.
Insurances
It is a requirement of this Contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded Contract, the insurances indicated below.
Public & Products Liability Insurance = 5 million GBP in respect of each claim without limit to the number of claims.
Employers (Compulsory) Liability Insurance = 10 million GBP in respect of each claim without limit to the number of claims.
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
III.2) Conditions related to 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.2.2) Time limit for receipt of tenders or requests to participate
Date:
07/03/2025
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:
07/03/2025
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:
2 years
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
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 28508. 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:
It has become clear that there is scope within the EU legal framework which applies to public contracts, to use contracts to deliver wider social benefits such as:
- Targeted recruitment and training (providing employment and training opportunities / Apprenticeships)
- SME and social enterprise development
- Community engagement
As part of your response to the Quality criteria, Tenderers are requested to provide an outline of all community benefits you can offer for this contract.
(SC Ref:789495)
VI.4) Procedures for review
VI.4.1) Review body
Kilmarnock Sheriff Court
Sheriff Court House, St Marnock Street
Kilmarnock
KA1 1ED
UK
VI.5) Date of dispatch of this notice
03/02/2025