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: UKJ32
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
Regional or local authority
I.5) Main activity
Education
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Provision of Service Level Agreement for the Operation and Maintenance Services of Existing Combined Heat and Power Plant and Associated Ancillary Systems
Reference number: 17/PROF/83
II.1.2) Main CPV code
50000000
II.1.3) Type of contract
Services
II.1.4) Short description
The University of Southampton Estates and Infrastructure Department has awarded a contract to maintain to a high performance standard its existing combined heat and power (CHP) system and electrical outputs located at University Road, Highfield, Southampton SO17 1BJ, (Highfield Campus).
This contract is for the provision of a comprehensive maintenance service including remote monitoring, regular performance reporting and a CHP performance guarantee.
II.1.6) Information about lots
This contract is divided into lots:
No
II.1.7) Total value of the procurement
Value excluding VAT:
1 200 000.00
GBP
II.2) Description
II.2.2) Additional CPV code(s)
65410000
50532300
II.2.3) Place of performance
NUTS code:
UKJ32
Main site or place of performance:
University of Southampton, University Road, Southampton, SO17 1BJ.
II.2.4) Description of the procurement
The combined heating and power (CHP) installation comprises of 2 No 1 400 kW[e] natural gas fired CHP engines type JMS420GSN as manufactured by Jenbacher and were installed in 2005 and have been fully operational since that time. The CHP plant has been maintained in accordance with the manufacturers requirements with the correct level of service/overhaul being carried out at the key milestone (hours run) stages. All records are available for review including past performance reports.
(It should be noted that during the major overhaul at 60 000 hours, the crankshafts for both engines were inspected and were deemed to be of a condition that did not require them to be replaced at that time).
Servicing
The maintenance service provider shall maintain the plant in accordance with the CHP generator unit manufacturer’s requirements and recommendations, as set out in the following document (including any amendments or variations thereto or substitutions thereof):
Jenbacher Technical Instruction 1100-0111; general conditions – operating and maintenance and all referenced technical instructions therein.
The maintenance service provider shall include carrying out oil sampling and such oil changes that are necessary as the results of the oil sampling dictate.
Operational/functional information
The maintenance service provider shall carry out an annual performance test that demonstrates that the continuous output rating and the continuous fuel consumption are within specification as defined in DIN -ISO 3046.
The guaranteed natural gas input is based on the rated input plus 5 % ISO 3046 tolerance.
Performance requirements
The guaranteed electrical performance for each CHP generator unit is 8 060 hours per supply year operation at no less than the minimum performance specified below:
— natural gas input LHV 9,5 kW/Nm3 — 3 501 kW per machine (rated input 3 334 kW),
— electrical output 1 413 kW per machine.
Essential requirements
The maintenance service provider shall:
(a) facilitate the client’s ability to start up, operate and stop operating the plant in accordance with the CHP generator units’ manufacturer’s instructions in a safe and efficient manner via a control signal,
(b) use its reasonable endeavours to minimise the incidence, severity and duration of outages;
(c) carry out any generation, system or other tests as reasonably required by the client;
(d) maintain records of plant operating performance data and supply to the client on a timely basis or on reasonable demand such pertinent operating information as may reasonably be required;
(e) undertake all maintenance and repair on the equipment covered under the contract;
(f) continuously monitor and record all plant operating conditions;
(g) supply to the client three-monthly performance and plant condition reports; and perform any remedial work required;
(h) carry out a full validation and condition survey of the existing CHP plant installation including all associated ancillary elements (e.g. Heat rejection radiators) and provide a report of their findings within the first 3 months of the commencement of the contract;
(i) provide details of their current labour rates and indicative services charges as part of their invitation to tender submissions;
(j) comply with the following minimum response times to CHP generator unit trips:
— 2 hours in the case of investigating a trip remotely, and
— 12 hours in the case of a trip requiring a call out.
(k) repair any defect, deterioration or malfunction of the plant providing free of charge all spares, replacement parts and other consuma.
II.2.5) Award criteria
Quality criterion: Approach and methodology
/ Weighting: 8 %
Quality criterion: Implementation
/ Weighting: 7 %
Quality criterion: Similar work
/ Weighting: 12 %
Quality criterion: Information required
/ Weighting: 5 %
Quality criterion: Business continuity
/ Weighting: 4 %
Quality criterion: Client relationship
/ Weighting: 7 %
Quality criterion: Performance monitoring
/ Weighting: 5 %
Quality criterion: Administration systems
/ Weighting: 5 %
Quality criterion: Additional information
/ Weighting: 7 %
Cost criterion: Priced schedule
/ Weighting: 20 %
Cost criterion: Schedule of hourly rates
/ Weighting: 12 %
Cost criterion: Additional works
/ Weighting: 8 %
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 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.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2019/S 038-085744
Section V: Award of contract
Contract No: 17/PROF/83
Title: Provision of Service Level Agreement for the Operation and Maintenance Services of existing Combined Heat and Power Plant and Associated Ancillary Systems
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
16/09/2019
V.2.2) Information about tenders
Number of tenders received: 1
Number of tenders received by electronic means: 1
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Clarke Energy Ltd
1341453
Senator Point, South Boundary Road, Knowsley Industrial Park
Liverpool
L33 7RR
UK
NUTS: UKD72
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:
: 1 200 000.00
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.
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.
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 re-scored 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.
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
11/10/2019