Award

EC0700 Fire Alarms & Associated Services - General and Reactive Maintenance

UNIVERSITY OF EDINBURGH

This public procurement record has 2 releases in its history.

Award

09 Apr 2019 at 00:00

Tender

06 Jun 2018 at 00:00

Summary of the contracting process

The University of Edinburgh is currently undertaking a procurement process for the tender titled "EC0700 Fire Alarms & Associated Services - General and Reactive Maintenance". This project, falling under the education industry category, has been advertised in the region of Edinburgh (postal code EH1 1HT). The procurement stage is at the Award phase, with contracts signed on 8th April 2019. The procurement method employed is selective, using a restricted procedure that aims to secure competitive tenders across two distinct lots with specific criteria for each. Bidders were required to demonstrate adherence to selection criteria through the ESPD (Scotland).

This tender presents significant opportunities for businesses specialising in fire alarm systems and maintenance services, especially larger firms and SMEs with proven experience in similar contracts. The University has made a commitment to meet stringent health and safety regulations, making this an attractive project for companies that excel in reactive maintenance services, compliance reporting, and have the ability to respond quickly to urgent needs. Suppliers that can demonstrate relevant experience in servicing large estates and managing complex stakeholder interactions would be particularly well-positioned to compete successfully.

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Notice Title

EC0700 Fire Alarms & Associated Services - General and Reactive Maintenance

Notice Description

The University of Edinburgh Building Services invites competitive tenders for a general and reactive maintenance of fire alarms and associated services contract, which would ensure the University are meeting our obligations throughout the estate. This project will be divided into 2 lots. We will apply a two-stage Restricted Procedure. For each lot, bidders must self-certify adherence to selection criteria via the ESPD (Scotland) on PCS-T. Suppliers may be required to submit Means of Proof at a later stage. Specific selection requirements are detailed in Section III of this Notice are the same for each lot unless otherwise indicated. When completing the ESPD, bidders must have regard for the specific requirements in this Notice. Following assessment of submitted ESPDs, we will receive tenders from shortlisted bidders.

Lot Information

Central Zone Buildings & Accommodation Zone Buildings

Lot 1 Central Zone Buildings & Accommodation Zone Buildings The University is seeking the appointment of suppliers to carry out Fire Alarm Testing across the Estate, to meet its legal obligations together with complying with Master Plan. Suppliers will be required to provide reports and certification of testing. It is intended that the contract is in place for an initial 3 years with the option to extend for a further 2 years in total. Fire Alarms and Associated Services include the Maintenance and Reactive Maintenance of the following Associated Services: - Disabled Person Refuge Communication Systems. - Remote monitoring telephone line systems (e.g. Redcare or equivalent). - Remote Monitoring Centre for Alarm Signalling. - Automatic Fire Curtains - Automatic door closers - Gas Suppressant Systems and Room Integrity Inspections. - Voice evacuation System - Firemans phone As Fire Alarm systems play a major part of building Health & Safety, the University has a responsibility to ensure all Fire alarm reactive works have an initial response time of one hour by competent personnel. Reactive work is often required for completion within 24 hours. In certain circumstances the reactive works or a temporary installation may be required to be installed within the day of reactive report. Due to the size of the estate and number of buildings included in the testing, this tender has been split into two Lots to reduce any risk associated with delivery of the service with 1 supplier The supplier with the Most Economically Advantageous Tender (MEAT) will be awarded to each Lot however to mitigate any risk to University, UoE will not appoint the same supplier to both Lot 1 & Lot 2. In the event the same supplier wins both Lot 1 & 2, they will be awarded the geographical zone area which has the highest value attached to it (Lot 1). The second highest scoring supplier within Lot 2 will be awarded Lot 2.. Economic operators may be excluded from this competition if there are any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015

Renewal: 3 years with the option to extend for a further 2 in total (3+1+1)

Science and Engineering Zone Buildings & Medical & Veterinary Zone Buildings

Lot 2 Science and Engineering Zone Buildings & Medical & Veterinary Zone Buildings The University is seeking the appointment of suppliers to carry out Fire Alarm Testing across the Estate, to meet its legal obligations together with complying with Master Plan. Suppliers will be required to provide reports and certification of testing. It is intended that the contract is in place for an initial 3 years with the option to extend for a further 2 years in total. Fire Alarms and Associated Services include the Maintenance and Reactive Maintenance of the following Associated Services: - Disabled Person Refuge Communication Systems. - Remote monitoring telephone line systems (e.g. Redcare or equivalent). - Remote Monitoring Centre for Alarm Signalling. - Automatic Fire Curtains - Automatic door closers - Gas Suppressant Systems and Room Integrity Inspections. - Voice evacuation System - Firemans phone As Fire Alarm systems play a major part of building Health & Safety, the University has a responsibility to ensure all Fire alarm reactive works have an initial response time of one hour by competent personnel. Reactive work is often required for completion within 24 hours. In certain circumstances the reactive works or a temporary installation may be required to be installed within the day of reactive report. Due to the size of the estate and number of buildings included in the testing, this tender has been split into two Lots to reduce any risk associated with delivery of the service with 1 supplier The supplier with the Most Economically Advantageous Tender (MEAT) will be awarded to each Lot however to mitigate any risk to University, UoE will not appoint the same supplier to both Lot 1 & Lot 2. In the event the same supplier wins both Lot 1 & 2, they will be awarded the geographical zone area which has the highest value attached to it (Lot 1). The second highest scoring supplier within Lot 2 will be awarded Lot 2.. Economic operators may be excluded from this competition if there are any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015

Renewal: 3 years with the option to extend for a further 2 in total (3 + 1 + 1)

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000519039
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=APR351232
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
OJEU - F3 - Contract Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Selective
Procurement Method Details
Restricted procedure
Tender Suitability
Not specified
Awardee Scale
Large, SME

Common Procurement Vocabulary (CPV)

CPV Divisions

31 - Electrical machinery, apparatus, equipment and consumables; lighting

50 - Repair and maintenance services


CPV Codes

31625200 - Fire-alarm systems

50000000 - Repair and maintenance services

Notice Value(s)

Tender Value
£2,966,365 £1M-£10M
Lots Value
£2,965,000 £1M-£10M
Awards Value
Not specified
Contracts Value
£597,905 £500K-£1M

Notice Dates

Publication Date
9 Apr 20196 years ago
Submission Deadline
11 Jul 2018Expired
Future Notice Date
Not specified
Award Date
8 Apr 20196 years ago
Contract Period
Not specified - Not specified
Recurrence
Tendering process for renewal of this contract is likely to be approx. 12 months prior to the expiry of the contract

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Not Specified
Contracts Status
Active

Contracting Authority (Buyer)

Main Buyer
UNIVERSITY OF EDINBURGH
Contact Name
Fred Davidson, Maria Dick
Contact Email
fred.davidson@ed.ac.uk, maria.dick@ed.ac.uk
Contact Phone
+44 1316502508, +44 1316517135

Buyer Location

Locality
EDINBURGH
Postcode
EH1 1HT
Post Town
Edinburgh
Country
Scotland

Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM1 East Central Scotland
Small Region (ITL 3)
TLM13 City of Edinburgh
Delivery Location
TLM75 City of Edinburgh

Local Authority
City of Edinburgh
Electoral Ward
City Centre
Westminster Constituency
Edinburgh East and Musselburgh

Supplier Information

Number of Suppliers
2
Supplier Names

FMS FIRE AND SECURITY

SERVEST ARTHUR MCKAY

Further Information

Notice Documents

  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JUN321528
    EC0700 Fire Alarms & Associated Services - General and Reactive Maintenance - The University of Edinburgh Building Services invites competitive tenders for a general and reactive maintenance of fire alarms and associated services contract, which would ensure the University are meeting our obligations throughout the estate. This project will be divided into 2 lots. We will apply a two-stage Restricted Procedure. For each lot, bidders must self-certify adherence to selection criteria via the ESPD (Scotland) on PCS-T. Suppliers may be required to submit Means of Proof at a later stage. Specific selection requirements are detailed in Section III of this Notice are the same for each lot unless otherwise indicated. When completing the ESPD, bidders must have regard for the specific requirements in this Notice. Following assessment of submitted ESPDs, we will receive tenders from shortlisted bidders.
  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=APR351232
    EC0700 Fire Alarms & Associated Services - General and Reactive Maintenance - The University of Edinburgh Building Services invites competitive tenders for a general and reactive maintenance of fire alarms and associated services contract, which would ensure the University are meeting our obligations throughout the estate. This project will be divided into 2 lots. We will apply a two-stage Restricted Procedure. For each lot, bidders must self-certify adherence to selection criteria via the ESPD (Scotland) on PCS-T. Suppliers may be required to submit Means of Proof at a later stage. Specific selection requirements are detailed in Section III of this Notice are the same for each lot unless otherwise indicated. When completing the ESPD, bidders must have regard for the specific requirements in this Notice. Following assessment of submitted ESPDs, we will receive tenders from shortlisted bidders.

Open Contracting Data Standard (OCDS)

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                    "description": "For all Lots: ESPD 4C.1.2 Statement 1 Bidders will be required to provide three examples of services carried out during the past three years that demonstrate that you have experience to deliver the services described in part II.2.4 of the OJEU Contract Notice which are similar in value and complexity of estate. Examples should demonstrate experience of both reactive and non-reactive maintenance. Bidders examples should include the following details in their service provision examples: - Detailed description of the service (including detail of whether the service was reactive or non-reactive) - 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) ESPD 4C.1.2 Statement 2 For information only - Community benefits requirements will be included in this contract. Please indicate your experience in delivering additional social, economic, or environmental community benefits in the performance of similar previous contracts, including information about how you achieved these commitments. Please also indicate any of the following University priority areas that your organisation would be interested in or have the capacity to pursue as community benefits in addition to the main purpose of your contract. ESPD 4C.2 Statement 1 Bidders are required to 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 about how Fire Alarm Engineers and Account Managers are developed and supported in their role. ESPD 4C.2 Statement 2 Describe your experience of your recent health and safety performance over the last 3 years, including numbers of accidents, near misses, cases of ill health and any action the HSE has taken against you. Please also detail what provisions were put in place as a result of any incidents. If you have had no accidents/near misses etc. in the last 3 years, please detail what provisions you have in place to ensure this. ESPD 4C.3 Statement 1 Please provide an example Service Level Agreement (SLA) which your organisation commits to with other customers which includes the following as a minimum (this list is not exhaustive); response times to breakdowns, handling of complaints, issuing quotes. Please describe how you ensure you meet those levels through training, recruitment, communication etc. Bidders will be evaluated on the practices they have in place to ensure they meet the SLA example provided. ESPD 4C.7 Statement 1 Bidders are required to provide details of their current environmental management measures with regards to the disposal of waste including any hazardous materials, when performing a contract. ESPD 4C.7 Statement 2 Bidders are required to provide details of their current environmental management measures with regards to reducing their carbon impact. ESPD 4C.9 Statement 1 Bidders are required to provide details of how they manage reporting with other customers including details of any digital portal. Your response should include a reporting tree. Please provide detail of what measures are in place to ensure reporting is completed on time and to a high standard.",
                    "minimum": "For all lots: ESPD 4D.1 1st Statement Quality Management. The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent). ESPD 4D.1 2nd Statement Health and Safety. The bidder must hold a UKAS (or equivalent), accredited independent third party certificate of compliance in accordance with BS OHSAS 18001 (or equivalent) or have, in the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum. ESPD 4D1.1 1st Statement Quality Management. If the bidder does not hold UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent), then the bidder must have the following: A documented policy regarding quality management. The policy must set out responsibilities for quality management demonstrating that the bidder has and continues to implement a quality management policy that is authorised by their Chief Executive, or equivalent, and is periodically reviewed at a senior management level. The policy must be relevant to the nature and scale of the work to be undertaken and set out responsibilities for quality management throughout the organisation. ESPD 4D1.1 2nd Statement Health and Safety. If the bidder does not hold a UKAS (or equivalent), accredited independent third party certificate of compliance in accordance with BS OHSAS 18001 (or equivalent) or have, in the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum, then 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. ESPD 4D.2 Statement The Bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate ESPD 4D.2.1 Statement If the bidder does not hold UKAS (or equivalent) accredited independent third party certificate of compliance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate, then the bidder must have the following: A regularly reviewed documented policy regarding environmental management, authorised by the Chief Executive, or equivalent. This policy must include and describe the bidder's environmental emergency response procedures including the preparedness and response procedures for potential accidents and emergency response situations that give rise to significant environmental impacts (for example hazardous substances spill control)."
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    "description": "The value of the award is based on planned maintenance work only as it is difficult to know how much of the contract will be reactive work. NOTE: Bidders and subcontractors engaged in the delivery of this contract may be excluded if they have not met applicable social, environmental and labour obligations under national, EU, and international law (as indicated in ESPD section 3D). Without prejudice to any relevant obligations, suppliers should note that this includes obligations for certain organisations under: -the Modern Slavery Act 2015 (available at http://www.legislation.gov.uk/ukpga/2015/30/contents/enacted), -the ILO conventions and other measures listed in Annex X of Directive 2014/24/EU (available at http://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:32014L0024&from=EN) - the Equality Act 2010, in regards to the protected characteristics of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation (available at https://www.legislation.gov.uk/ukpga/2010/15/contents) -the Employment Relations Act 1999 (Blacklists) Regulations 2010 (http://www.legislation.gov.uk/uksi/2010/493/contents/made) - this is grounds for mandatory exclusion or termination at any procurement or contract stage At any stage, bidders and/or relevant subcontractors may be required to provide statements and means of proof demonstrating their compliance with these obligations or the reliability of their self-cleansing measures, including the annual statement as provided for by section 54 of the Modern Slavery Act for organisations with a turnover of 36,000,000 GBP or over. (SC Ref:580334)",
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