Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Buckinghamshire Council
Walton Street Offices
Aylesbury
HP20 1UA
UK
Contact person: Mrs Ann Spence
E-mail: ann.spence@buckinghamshire.gov.uk
NUTS: UKJ13
Internet address(es)
Main address: https://www.buckinghamshire.gov.uk/
Address of the buyer profile: https://www.supplybucksbusiness.org.uk
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://www.supplybucksbusiness.org.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://www.supplybucksbusiness.org.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
The Provision of a Planned & Reactive Maintenance Service for Mechanical Services (including ventilation and air conditioning)
Reference number: DN685615
II.1.2) Main CPV code
50712000
II.1.3) Type of contract
Services
II.1.4) Short description
Buckinghamshire Council is seeking an experienced supplier to deliver its Planned and Reactive Maintenance Service for Mechanical Services, including ventilation and air conditioning systems.
This service includes the provision and management of the following elements:
o Planned and preventative maintenance (PPM) to all of its scheduled serviceable assets (as listed in the individual site schedules).
o Reactive maintenance to its estate’s scheduled serviceable assets.
o Statutory compliance of all its scheduled serviceable assets.
o Potential additional ad-hoc requests to carry out minor capital project works up to a value of circa £20,000. NB: These works are not guaranteed to the Service Provider.
o Single Point of Contact and Emergency 24/7 Call Out Facility
Maintenance is defined as: ‘the combination of all technical and associated administrative actions intended to retain an item in, or restore to, a state in which it can perform its required function’
The Service Providers will also need to effectively manage the environmental impact of their repairs and maintenance service to support the Council’s sustainable philosophy for building management.
The services will be delivered at the following property types: Corporate Estate, Maintained and Non- BC Schools, External (non- BC) Clients, Agricultural Estate, County Parks Estate.
The Council requires a supplier that appreciates that the expectation and priorities of the service are unique to each type of property and thus will adopt an approach that is property specific.
II.1.5) Estimated total value
Value excluding VAT:
8 350 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
45259300
50510000
50720000
50730000
II.2.3) Place of performance
NUTS code:
UKJ13
Main site or place of performance:
Buckinghamshire
II.2.4) Description of the procurement
Buckinghamshire Council is seeking an experienced supplier to deliver its Planned and Reactive Maintenance Service for Mechanical Services, including ventilation and air conditioning systems.
This service includes the provision and management of the following elements:
o Planned and preventative maintenance (PPM) to all of its scheduled serviceable assets (as listed in the individual site schedules).
o Reactive maintenance to its estate’s scheduled serviceable assets.
o Statutory compliance of all its scheduled serviceable assets.
o Potential additional ad-hoc requests to carry out minor capital project works up to a value of circa £20,000. NB: These works are not guaranteed to the Service Provider.
o Single Point of Contact and Emergency 24/7 Call Out Facility
Maintenance is defined as: ‘the combination of all technical and associated administrative actions intended to retain an item in, or restore to, a state in which it can perform its required function’
The Service Providers will also need to effectively manage the environmental impact of their repairs and maintenance service to support the Council’s sustainable philosophy for building management.
The services will be delivered at the following property types: Corporate Estate, Maintained and Non- BC Schools, External (non- BC) Clients, Agricultural Estate, County Parks Estate.
The Council requires a supplier that appreciates that the expectation and priorities of the service are unique to each type of property and thus will adopt an approach that is property specific.
Buckinghamshire Council has a large and diverse estate and ongoing changes will invariably occur to a number of properties during the contract term. The successful supplier will therefore be able to provide flexible and transparently delivered services, which will enable these changes to occur during the contract term.
All Service Providers must be registered with the appropriate confederation or association related to the respective trades involved. In addition, suppliers must hold valid and current certification with an SSIP member scheme or have an OHSAS 18001 certificate from a UKAS accredited certification body and have been assessed for working with electrical services.
The contract start date is anticipated to be 1st April 2024. The term will be for three years with the option for up to 2 further extensions of up to 12 months each.
TUPE may apply to this contract.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6) Estimated value
Value excluding VAT:
8 350 000.00
GBP
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:
Option for up to 2 further extensions of up to 12 months each
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:
Yes
Description of options:
Option for up to 2 further extensions of up to 12 months each after the initial 36 month contract term.
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
The contract value covers the initial 36 month contract term and an additional 24 months.
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:
All Service Providers must be registered with the appropriate confederation or association related to the respective trades involved.
In addition, suppliers must hold valid and current certification with an SSIP member scheme or have an OHSAS 18001 certificate from a UKAS accredited certification body and have been assessed for working with electrical services.
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
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:
27/10/2023
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: 4 (from the date stated for receipt of tender)
IV.2.7) Conditions for opening of tenders
Date:
27/10/2023
Local time: 12:00
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.4) Procedures for review
VI.4.1) Review body
The High Court
The Royal Courts of Justice
London
WC2A 2LL
UK
VI.4.3) Review procedure
Precise information on deadline(s) for review procedures:
The Council will incorporate a standstill period at the point when information on the award of
the contract is communicated to tenderers. The standstill period will be for a minimum of 10
calendar days and provides time for unsuccessful tenderers to challenge the award decision
before the contract is entered into. The Public Contracts Regulations 2015 provide for the
aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to
take action in the High Court (England, Wales and Northern Ireland)
VI.5) Date of dispatch of this notice
18/09/2023