Award

Planned Preventative Maintenance and Repairs

HIGHLANDS AND ISLANDS ENTERPRISE

This public procurement record has 2 releases in its history.

Award

25 Mar 2024 at 00:00

Tender

06 Dec 2023 at 00:00

Summary of the contracting process

The Highlands and Islands Enterprise, based in Inverness, UK, has successfully awarded a contract for Planned Preventative Maintenance and Repairs services. The procurement process has been completed, with the contract lasting from 1st April 2024 to 31st March 2026, and potentially extendable up to 31st March 2028. The procurement method used was an open procedure for services in the economic affairs industry category.

This tender for Planned Preventative Maintenance and Repairs services presents an opportunity for businesses specialising in mechanical, electrical, and plumbing maintenance. Companies with experience in building maintenance within Inverness Campus, Enterprise Park Forres, and Lochgilphead are well-suited to compete. The contract offers the potential for business growth and partnership opportunities with Highlands and Islands Enterprise in the UK.

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Notice Title

Planned Preventative Maintenance and Repairs

Notice Description

THIS IS A CONTRACT AWARD NOTICE AND AS SUCH THE PROCUREMENT PROCESS IS COMPLETE. HIE requires a suitably qualified and experienced supplier to provide planned preventative maintenance and repairs services for buildings at Inverness Campus, Enterprise Park Forres and certain services at our Lochgilphead office. These services will be required between 1st April 2024 and 31 March 2026, with HIE having the option to extend for a period or periods together not exceeding 2 years following the Initial Term (extensions expected to be taken up on a yearly basis i.e. a 2+1+1 year contract, potentially until 31 March 2028).

Lot Information

Lot 1

HIE requires a professionally managed, high quality mechanical, electrical and plumbing (MEP) maintenance service which, through a regular and organised scheme, ensures the maintenance and operation of all items of plant and equipment. These services are currently required in An Lochran, the Life Sciences Innovation Centre, Aurora House, Solasta House, the Inverness Campus, The Apex and Horizon Scotland buildings at Enterprise Park Forres as well as at The Enterprise Centre in Lochgilphead.. 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.

Options: HIE reserves the right, on giving reasonable written notice from time to time, to require changes to the Services (whether by way of the removal of Services, the addition of new Services, or increasing or decreasing the Services or specifying the order in which the Services are to be performed or the locations where the Services are to be provided). HIE shall not require any such change other than where it is permitted by Regulation 72 of the Public Contracts (Scotland) Regulations 2015. In accordance with Regulation 72(1)(a) of the Public Contracts (Scotland) Regulations 2015, HIE reserves the right to make changes to the volume, scope or location of the Services to be supplied under the Contract following a review of the Services by HIE, particularly with regard to demand and budgetary availability or where HIE's strategic focus changes as a result of changes in Scottish Government policy or as a result of a direction given to them by the Scottish Government. This may result in amendments to existing requirements under the Contracts. Contract modifications may include (but are not limited to), regardless of monetary value: -Changes to mechanical, electrical and plumbing equipment asset registers (such as number of assets increased/reduced; type of assets changed; asset replaced; new assets acquired). -The number of hours for reactive tasks changed from the estimated hours in the Pricing Schedule (increase and decrease). -Legislative changes require more or less frequent maintenance of certain assets. -Addition or removal of buildings within the Inverness Campus, Forres Enterprise Park or HIE Lochgilphead, likely due to lease, ownership or occupancy changes. -Changes in HIE's approach to preventative vs reactive maintenance of buildings and individual assets (increase or decrease in scope of requirements). -Changes to the available budget for Year 2,3 and 4. -CPI and Real Living Wage increases higher/lower than estimated. -Cost of potential replacement assets if procured via the supplier.

Renewal: It is expected that these services will be required from 1st April 2024 for an initial period of 2 years, with HIE having the option to extend for a period or periods together not exceeding 2 years following the Initial Term (extensions expected to be taken up on a yearly basis i.e. a 2+1+1 year contract).

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000745387
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=MAR501632
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

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

Common Procurement Vocabulary (CPV)

CPV Divisions

45 - Construction work

50 - Repair and maintenance services

79 - Business services: law, marketing, consulting, recruitment, printing and security


CPV Codes

45259000 - Repair and maintenance of plant

45259300 - Heating-plant repair and maintenance work

50000000 - Repair and maintenance services

50324200 - Preventive maintenance services

50531100 - Repair and maintenance services of boilers

50710000 - Repair and maintenance services of electrical and mechanical building installations

79993000 - Building and facilities management services

79993100 - Facilities management services

Notice Value(s)

Tender Value
£720,000 £500K-£1M
Lots Value
£720,000 £500K-£1M
Awards Value
Not specified
Contracts Value
£690,530 £500K-£1M

Notice Dates

Publication Date
25 Mar 20241 years ago
Submission Deadline
22 Jan 2024Expired
Future Notice Date
Not specified
Award Date
25 Mar 20241 years ago
Contract Period
Not specified - Not specified
Recurrence
HIE reserves the right to re-tender for these services upon termination of the contract or at the end of the contract period, including any extension period.

Notice Status

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

Contracting Authority (Buyer)

Main Buyer
HIGHLANDS AND ISLANDS ENTERPRISE
Contact Name
Not specified
Contact Email
hieprocurement@hient.co.uk
Contact Phone
+44 1463245245

Buyer Location

Locality
INVERNESS
Postcode
IV2 5NA
Post Town
Inverness
Country
Scotland

Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM2 Highlands and Islands
Small Region (ITL 3)
TLM20 Highlands and Islands
Delivery Location
TLM62 Inverness and Nairn, Moray, and Badenoch and Strathspey, TLM63 Lochaber, Skye and Lochalsh, Arran and Cumbrae, and Argyll and Bute

Local Authority
Highland
Electoral Ward
Inverness South
Westminster Constituency
Inverness, Skye and West Ross-shire

Supplier Information

Number of Suppliers
1
Supplier Name

EMTEC FACILITY SERVICES

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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                    "minimum": "4C4 If bidders intend to use a supply chain to deliver the requirements detailed in the Contract Notice, they should confirm they have (or have access to) the relevant supply chain management and tracking systems to ensure a resilient and sustainable supply chain. Pleaser refer to SPD for full requirements. If bidders do not pay at least 95% of valid invoices on time and are unable to provide a proportionate and timely improvement plan, their organisation will not be selected to participate further in this procurement. 4C10 Bidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract."
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            ]
        },
        "submissionTerms": {
            "languages": [
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            ],
            "bidValidityPeriod": {
                "durationInDays": 90
            }
        },
        "classification": {
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            "scheme": "CPV"
        },
        "reviewDetails": "An economic operator that suffers, or is at risk of suffering, loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2015 or the Procurement Reform (Scotland) Act 2014 , may bring proceedings in the Sheriff Court or the Court of Session.",
        "hasRecurrence": true,
        "recurrence": {
            "description": "HIE reserves the right to re-tender for these services upon termination of the contract or at the end of the contract period, including any extension period."
        },
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            "id": "32014L0024",
            "scheme": "CELEX"
        }
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    "relatedProcesses": [
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            "relationship": [
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            ],
            "scheme": "EU-OJ",
            "identifier": "2023/S 000-035904"
        }
    ],
    "description": "The total value of the services over the maximum duration of 4 years (excluding VAT) has been used in II.1.5 & II.2.6 and it is an estimate: it includes an estimated allowance for CPI increases from Year 2, as well as an allowance for costs relating to reactive repairs or asset replacement over the lifetime of the contract (incl. any extensions.) (SC Ref:760744)",
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            "href": "https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000745387"
        },
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            "rel": "canonical",
            "href": "https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000745387"
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    ],
    "noticetype": "OJEU - F3 - Contract Award Notice",
    "awards": [
        {
            "id": "FTS 33",
            "suppliers": [
                {
                    "id": "org-197",
                    "name": "Emtec Facility Services Ltd"
                }
            ],
            "relatedLots": [
                "1"
            ],
            "hasSubcontracting": true,
            "subcontracting": {
                "description": "Various specialist services expected to be subcontracted. Value is an estimate only: the total contract value includes an allowance for reactive repairs which cannot be undertaken by the site-based engineer. 30% of the total contract value is used for the calculations in this section.",
                "maximumPercentage": 0.3,
                "minimumPercentage": 0.3,
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            }
        }
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        {
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            "awardID": "FTS 33",
            "status": "active",
            "value": {
                "amount": 690530,
                "currency": "GBP"
            },
            "dateSigned": "2024-03-25T00:00:00Z"
        }
    ],
    "bids": {
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                "value": 4,
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            },
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                "id": "492",
                "measure": "smeBids",
                "value": 1,
                "relatedLot": "1"
            },
            {
                "id": "493",
                "measure": "foreignBidsFromEU",
                "value": 0,
                "relatedLot": "1"
            },
            {
                "id": "494",
                "measure": "foreignBidsFromNonEU",
                "value": 4,
                "relatedLot": "1"
            },
            {
                "id": "495",
                "measure": "electronicBids",
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                "relatedLot": "1"
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        ]
    }
}