Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Lothian NHS Board
2-4 Waverley Gate
Edinburgh
EH1 3EG
UK
Contact person: Adrian Teather
Telephone: +44 7989761669
E-mail: adrian.teather@nhslothian.scot.nhs.uk
NUTS: UKM7
Internet address(es)
Main address: http://www.nhslothian.scot.nhs.uk/
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00326
I.3) Communication
Access to the procurement documents is restricted. Further information can be obtained 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
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Health
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Ductwork & Fire Dampers Inspection & Maintenance
Reference number: LOTL346-23
II.1.2) Main CPV code
50700000
II.1.3) Type of contract
Services
II.1.4) Short description
NHS Lothian require to appoint a suitably qualified and experienced contractor to undertake all inspections to ensure the satisfactory operation of the ductwork and fire dampers for all system types within all locations throughout NHS Lothian.
II.1.5) Estimated total value
Value excluding VAT:
725 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
Yes
Tenders may be submitted for all lots
II.2) Description
Lot No: 1
II.2.1) Title
Ductwork Annual Inspection & Maintenance
II.2.2) Additional CPV code(s)
50712000
II.2.3) Place of performance
NUTS code:
UKM73
UKM75
UKM78
II.2.4) Description of the procurement
NHS Lothian require to appoint a suitably qualified and experienced contractor to undertake annual inspections to ensure the satisfactory operation of ductwork plus any maintenance within all locations throughout NHS Lothian.
The Contractor shall ensure full compliance with all current and relevant legislation and guidance including, without limitation, all relevant SHTM/HTM/British Standards, Codes of Practice as required in Scotland, and that Services are performed by Skilled Persons.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality
/ Weighting: 60
Price
/ Weighting:
40
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
The contract includes the option to extend by 2 periods of 12 months.
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
Lot No: 2
II.2.1) Title
Fire Damper Annual Inspection & Maintenance
II.2.2) Additional CPV code(s)
50712000
II.2.3) Place of performance
NUTS code:
UKM73
UKM75
UKM78
II.2.4) Description of the procurement
NHS Lothian require to appoint a suitably qualified and experienced contractor to undertake annual inspections to ensure the satisfactory operation of fire dampers within all locations throughout NHS Lothian.
The Contractor shall ensure full compliance with all current and relevant legislation and guidance including, without limitation, all relevant SHTM/HTM/British Standards, Codes of Practice as required in Scotland, and that Services are performed by Skilled Persons.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality
/ Weighting: 60
Price
/ Weighting:
40
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
The contract includes the option to extend by 2 periods of 12 months.
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.1.2) Economic and financial standing
List and brief description of selection criteria:
[4B1b] Bidders are required to provide their average yearly turnover for the last 3 years.
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 types and levels of insurance indicated below:
[4B5b] - Employer's (Compulsory) Liability Insurance of 5 million GBP
[4B5c] - Public Liability Insurance of 10 million GBP
Professional indemnity insurance 5 million GBP
[4B6] 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.
Minimum level(s) of standards required:
[4B1b] Bidders will be required to have an average yearly turnover of a minimum of 290,000 GBP for the last 3 years.
Bidders should be able to provide financial accounts when requested. Should these not be available, or should this show financial instability of the organisation, this may result in a fail.
III.1.3) Technical and professional ability
List and brief description of selection criteria:
[4C1.1/4C1.2] Bidders must provide two examples for each Lot of services carried out during the past three years that demonstrate experience to deliver the services described in part II.2.4 of the Contract Notice and the ITT, and in particular:
- a similarly complex estate; &
- with a similar volume of assets, and value of contract.
Examples must demonstrate experience in non-reactive maintenance.
Bidders’ examples should include the following details:
- Detailed description and location of the service.
- Value of the contract/service
- Contract period
- Complexity of estate managed
- Details of multi/complex stakeholder engagement
- Contact details of a reference (this may be used for information purposes only)
This is a pass/fail question, if relevant previous experience and correct level of service is not demonstrated this will result in your tender being rejected.
[4C6] Bidders must demonstrate that they have the relevant qualifications, continued professional development and competence within their team, to deliver contracts similar in size and complexity to this contract. Your response should include information the number of Engineers and Account Managers are developed and supported in their role.
This is a pass/fail question, if demonstrable and clear evidence is not provided your tender will be rejected.
[4C10] Bidders are required to confirm whether they intend to subcontract and, if so, for what proportion of the contract. If the bidder has decided to subcontract a part of the contract and relies on the subcontractor’s capacities and capabilities to perform that part then a separate SPD (Scotland) for such subcontractors must be completed.
[4D1]
1. Quality Management. The Bidder must have the following:
The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent).
2. Health and Safety Procedures. The Bidder must have the following:
A regularly reviewed and documented policy for Health and Safety (H&S) management, endorsed by the Chief Executive Officer, or equivalent. The policy must be relevant to the nature and scale relevant to the nature and scale of your operations and set out responsibilities for H&S management at all levels within the organisation. The policy must be relevant operations and set out your company’s responsibilities of H&S management and compliance with legislation.
NOTE: Organisations with fewer than five employees are not required by law to have a documented policy statement.
[4D2] Environmental Management Systems. The Bidder must have the following:
Documented arrangements for ensuring that the bidder’s environmental management procedures are effective in reducing / preventing significant impacts on the environment. This should evidence that the bidder’s organisation’s environmental policy implementation plan provides information as to how the organisation aims to discharge relevant legal responsibilities and provides clear indication of how these arrangements are communicated to the workforce in relation to environmental matters including: sustainable materials procurement; waste management; energy management. This should include the arrangements for responding to, monitoring and recording environmental incidents and emergencies and complaints.
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:
13/10/2023
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:
13/10/2023
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:
2025/26
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
Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58 of the Public
Contracts (Scotland) Regulations 2015.
Objective criteria for ensuring the selection of suitably qualified candidates:
This procedure will be conducted via the Public Contracts Scotland-Tender (PCS-T) Portal. All queries must be made via the PCS-T messaging system. For further instructions, please refer to the SPD Guidance document attached to this project in PCS-T.
We will apply a single stage process:
Pre-Qualification via the SPD. The SPD asks bidders general questions; when completing, bidders must have regard for the statements in this Notice that detail specific requirements. Bidders must:
a) Pass the Minimum Standards in SPD Sections 4A, 4B, and 4D in the PCS-T Qualification envelope. Statements for these questions can be found in Sections III.1.1, III.1.2, and III.1.3 of this Notice.
TUPE will not apply.
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 23981. 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:
Voluntary Community Benefits as described within the procurement documents.
(SC Ref:708959)
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 23981. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
(SC Ref:729211)
VI.4) Procedures for review
VI.4.1) Review body
Edinburgh Sheriff Court and Justice of the Peace Court
Edinburgh
UK
VI.5) Date of dispatch of this notice
13/09/2023