EC0841 Fire and Smoke Dampers - Maintenance & Reactive Works

{
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    "id": "ocds-r6ebe6-0000565974-2018-11-29T00:00:00Z",
    "date": "2018-11-29T00:00:00Z",
    "ocid": "ocds-r6ebe6-0000565974",
    "initiationType": "tender",
    "parties": [
        {
            "id": "org-36",
            "name": "University Of Edinburgh",
            "identifier": {
                "legalName": "University Of Edinburgh"
            },
            "address": {
                "streetAddress": "Charles Stewart House, 9-16 Chambers Street",
                "locality": "Edinburgh",
                "region": "UKM75",
                "postalCode": "EH1 1HT"
            },
            "contactPoint": {
                "name": "Andrew Helmn",
                "email": "andrew.helmn@ed.ac.uk",
                "telephone": "+44 1316509158",
                "url": "https://www.publictendersscotland.publiccontractsscotland.gov.uk/"
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    "buyer": {
        "name": "University Of Edinburgh",
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    "tender": {
        "id": "EC0841",
        "title": "EC0841 Fire and Smoke Dampers - Maintenance & Reactive Works",
        "description": "The University of Edinburgh wishes to appoint of up to four suppliers to provide a comprehensive testing, maintenance and reactive works service to the University covering the numerous fire and smoke dampers, fire curtains and shutters and mechanical and natural smoke control ventilators located across the various campuses' buildings throughout the University's Estate. This project will be divided into four 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 ESPD's, we will receive tenders from shortlisted bidders.",
        "status": "active",
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                "deliveryLocation": {
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        ],
        "value": {
            "amount": 2998750,
            "currency": "GBP"
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        "procurementMethod": "selective",
        "procurementMethodDetails": "Restricted procedure",
        "mainProcurementCategory": "services",
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        "submissionMethodDetails": "https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html",
        "tenderPeriod": {
            "endDate": "2019-01-18T12:00:00Z"
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        "documents": [
            {
                "id": "DEC338670",
                "documentType": "contractNotice",
                "title": "EC0841 Fire and Smoke Dampers - Maintenance & Reactive Works",
                "description": "The University of Edinburgh wishes to appoint of up to four suppliers to provide a comprehensive testing, maintenance and reactive works service to the University covering the numerous fire and smoke dampers, fire curtains and shutters and mechanical and natural smoke control ventilators located across the various campuses' buildings throughout the University's Estate. This project will be divided into four 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 ESPD's, we will receive tenders from shortlisted bidders.",
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            {
                "id": "1",
                "title": "Accommodation",
                "description": "The University of Edinburgh wishes to appoint of up to four suppliers to provide a comprehensive testing, maintenance and reactive works service to the University covering the numerous fire and smoke dampers, fire curtains and shutters and mechanical and natural smoke control ventilators located across the various campuses' buildings throughout the University's Estate. This work was previously undertaken by three contractors and direct operatives, however, the University is now seeking to contract out all Fire and Smoke Dampers maintenance works to comply with statutory requirements. It is the intention of the University of Edinburgh to award the contract for a period of three years with the option to extend for a further year (3+1). The Regulatory Reform (Fire Safety) Order 2005 which places a duty of care on the University of Edinburgh to take such general fire precautions as will ensure, so far as reasonably practical, the safety of the building and safety of the people within it shall apply. The supplier with the Most Economically Advantageous Tender (MEAT) will be awarded to each Lot however to mitigate any risk to University, any one organisation should be limited to winning a maximum of two Lots, subject to satisfying the University of their capacity/capability to successfully deliver the Service. Building lists with areas noted, and whether they have smoke vent / shutter etc. in addition to fire / smoke dampers will be provided at ITT stage.. 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",
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                "id": "2",
                "title": "Kings Buildings",
                "description": "The University of Edinburgh wishes to appoint of up to four suppliers to provide a comprehensive testing, maintenance and reactive works service to the University covering the numerous fire and smoke dampers, fire curtains and shutters and mechanical and natural smoke control ventilators located across the various campuses' buildings throughout the University's Estate. This work was previously undertaken by three contractors and direct operatives, however, the University is now seeking to contract out all Fire and Smoke Dampers maintenance works to comply with statutory requirements. It is the intention of the University of Edinburgh to award the contract for a period of three years with the option to extend for a further year (3+1). The Regulatory Reform (Fire Safety) Order 2005 which places a duty of care on the University of Edinburgh to take such general fire precautions as will ensure, so far as reasonably practical, the safety of the building and safety of the people within it shall apply.II2. The supplier with the Most Economically Advantageous Tender (MEAT) will be awarded to each Lot however to mitigate any risk to University, any one organisation should be limited to winning a maximum of two Lots, subject to satisfying the University of their capacity/capability to successfully deliver the Service. Building lists with areas noted, and whether they have smoke vent / shutter etc. in addition to fire / smoke dampers will be provided at ITT stage.. 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.",
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                "description": "The University of Edinburgh wishes to appoint of up to four suppliers to provide a comprehensive testing, maintenance and reactive works service to the University covering the numerous fire and smoke dampers, fire curtains and shutters and mechanical and natural smoke control ventilators located across the various campuses' buildings throughout the University's Estate. This work was previously undertaken by three contractors and direct operatives, however, the University is now seeking to contract out all Fire and Smoke Dampers maintenance works to comply with statutory requirements. It is the intention of the University of Edinburgh to award the contract for a period of three years with the option to extend for a further year (3+1). The Regulatory Reform (Fire Safety) Order 2005 which places a duty of care on the University of Edinburgh to take such general fire precautions as will ensure, so far as reasonably practical, the safety of the building and safety of the people within it shall apply.II2. The supplier with the Most Economically Advantageous Tender (MEAT) will be awarded to each Lot however to mitigate any risk to University, any one organisation should be limited to winning a maximum of two Lots, subject to satisfying the University of their capacity/capability to successfully deliver the Service. Building lists with areas noted, and whether they have smoke vent / shutter etc. in addition to fire / smoke dampers will be provided at ITT stage.. 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.",
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                "value": {
                    "amount": 1353775,
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                },
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                            "type": "quality",
                            "name": "Quality",
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                "id": "4",
                "title": "Central & Holyrood Buildings",
                "description": "The University of Edinburgh wishes to appoint of up to four suppliers to provide a comprehensive testing, maintenance and reactive works service to the University covering the numerous fire and smoke dampers, fire curtains and shutters and mechanical and natural smoke control ventilators located across the various campuses' buildings throughout the University's Estate. This work was previously undertaken by three contractors and direct operatives, however, the University is now seeking to contract out all Fire and Smoke Dampers maintenance works to comply with statutory requirements. It is the intention of the University of Edinburgh to award the contract for a period of three years with the option to extend for a further year (3+1). The Regulatory Reform (Fire Safety) Order 2005 which places a duty of care on the University of Edinburgh to take such general fire precautions as will ensure, so far as reasonably practical, the safety of the building and safety of the people within it shall apply.II2. The supplier with the Most Economically Advantageous Tender (MEAT) will be awarded to each Lot however to mitigate any risk to University, any one organisation should be limited to winning a maximum of two Lots, subject to satisfying the University of their capacity/capability to successfully deliver the Service. Building lists with areas noted, and whether they have smoke vent / shutter etc. in addition to fire / smoke dampers will be provided at ITT stage.. 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.",
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                "value": {
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                },
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            "invitationDate": "2019-02-20T00:00:00Z"
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                    "type": "economic",
                    "description": "Bidders will be required to have the following minimum \"general\" yearly turnover for the last [3] years: Lot 1 Accommodation: 267925.00 Lot 2 Kings Buildings 639775.00 Lot 3 Med & Vets Buildings 1353775.00 Lot 4 Central & Holyrood Buildings 758275.00 ESPD 4B.3 Statement Where turnover information is not available for the time period requested, the bidder will be required to state the date which they were set up/started trading. ESPD 4B.5.1 Statement For all lots, 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: Employer's (Compulsory) Liability Insurance = 5000000 GBP Public Liability Insurance = 10000000 GBP Professional Indemnity insurance = 1000000 GBP http://www.hse.gov.uk/pubns/hse40.pdf ESPD 4B.6 Statement 1 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. ESPD 4B.6 Statement 2 Bidders will be required to provide adequate assurance of financial strength to successfully complete their contractual obligations. Bidders must be able to provide upon request, their 3 most recent sets of annual audited accounts, including profit and loss information, and the following ratios: - Current Ratio - Quick Ratio - Debtors Turnover Ratio - Return on Assets - Working Capital - Debt to Equity Ratio - Gross Profit Ratio A review of your ratios and audited accounts may be undertaken. In some cases this review may lead to an additional request for further financial information to help clarify any potential issues raised. This information may be used to assess financial sustainability."
                },
                {
                    "type": "technical",
                    "description": "For all Lots: ESPD 4C.1.2 Statement 1 4C.1.2 For public supply and public service contracts only, please provide relevant examples of supplies and/or services carried out during the last three years as specified in the Contract Notice: (Examples from both public and/or private sector customers and clients may be provided): ESPD 4C.1.2 Statement 1 Bidders will be required to provide three examples of works carried out during the past three years that demonstrate that you have experience to deliver the works described in the OJEU Contract Notice which are similar in value and complexity of estate. Bidder's examples should include but are not limited to the following details in their service provision examples: Detailed description of the service (including detail of whether the service was planned or reactive); Value of the contract/service; Contract period; Complexity of estate worked on; Description of any reactive / replacement installation service provided; and Details of multi/complex stakeholder engagement. Your response should be limited to no more than 3 pages (1 page per example). ESPD ref. 4C1.2 Statement 2. A proven ability to manage the various elements of service delivery of this contract should be evidenced. Based on the examples described in Question 1 above, Bidders are required to describe what their practical methods were for managing the following aspects of their contract: Accuracy of recording of work undertaken; quality of finished work presented for inspection by the customer, including management of Any sub-contractors' work packages; communication with all stakeholders, including customers' staff and all interested third parties; and Management and rectification of any defects identified by the customers' contract management staff. Your response should be limited to no more than 2 pages. ESPD ref. 4C.1.2 Statement 3. A positive health and safety culture is of paramount importance to the University. Bidders are required to describe in detail how they have pro-actively managed the Health & Safety issues of current and past contracts, with particular emphasis on the safety of employees and all third parties affected by their works. Responses should identify any examples of work within sensitive or hazardous environments, e.g., laboratories, animal houses and areas where asbestos may be present, etc. and deal with issues of: Working at height, Working in confined spaces (e.g. ceiling voids) and Working around live building services. Your response should be limited to no more than 2 pages. 4C.4 Please provide a statement of the relevant supply chain management and/or tracking systems used: Bidders are required to provide details of how they manage reporting with other customers including details of monitoring the work through KPIs. Your response should include a flow chart highlighting the adopted procedure. Please provide detail of what measures are in place to ensure reporting is completed on time and to a high standard. Your response should be limited to no more than 2 pages. 4C.6 The following educational and professional qualifications are held by: Your response should include information about how your contract / maintenance managers are developed and supported in their role. 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. 4C.7 Please provide details of the environmental management measures which the bidder will be able to use when performing the contract: The University is committed to understand, explain and deliver on its ambition to be a leading socially responsible and sustainable University. Bidders are required to provide details of their current environmental management measures with regard to the disposal of waste (including any hazardous materials) and any innovative measures they have employed to reduce / offset their carbon footprint.",
                    "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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        "hasRecurrence": true,
        "recurrence": {
            "description": "Tendering process for renewal of this contract is likely to be approx. 12 months prior to the expiry of the contract."
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            "id": "32014L0024",
            "scheme": "CELEX"
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    "language": "EN",
    "description": "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. The buyer is using PCS-Tender to conduct this PQQ exercise. The Project code is 8335. 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: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361 A summary of the expected community benefits has been provided as follows: The University intends to work in partnership with the Qualified Bidder(s) to identify robust, relevant and proportionate community benefits, which are intended to improve the economic, social or environmental wellbeing of Edinburgh city, the region and beyond. Such community benefits will need to support the vision and mission of the University of Edinburgh. The vision and mission of the University of Edinburgh can be found under the following link: http://www.ed.ac.uk/governance-strategic-planning/strategic-planning/strategic-plan/vision-and-mission. Details will be included within the ITT documentation and bidders will be asked at ESPD stage (for information only) of previous examples. The buyer is using PCS-Tender to conduct this PQQ exercise. The Project code is 12481. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343 (SC Ref:565974)",
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