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The work comprises the servicing and maintenance of South Lanarkshire Council (SLC) Building Energy Management System (BEMS) installations to ensure: - the optimum performance of the equipment controlled, - provision of thermal comfort levels to the ...

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
South Lanarkshire Council
Council Headquarters, Almada Street
Hamilton
ML3 0AA
United Kingdom
Telephone: +44 03031231015
E-mail:
NUTS code: UKM38

Internet address(es):

Main address: http://www.southlanarkshire.gov.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00410

I.2)Joint procurement
I.3)Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.publictendersscotland.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://www.publictendersscotland.publiccontractsscotland.gov.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:

Maintainance of Building Energy Management Systems (BEMS) within South Lanarkshire Properties.

Reference number: SLC/H&TR/16/353
II.1.2)Main CPV code
71314310
II.1.3)Type of contract
Services
II.1.4)Short description:

The work comprises the servicing and maintenance of South Lanarkshire Council (SLC) Building Energy Management System (BEMS) installations to ensure:

- the optimum performance of the equipment controlled,

- provision of thermal comfort levels to the working environment for the occupants of South Lanarkshire Council's properties, and effective control of energy consumption, for energy efficiency purposes.

II.1.5)Estimated total value
Value excluding VAT: 750 000.00 GBP
II.1.6)Information about lots
This contract is divided into lots: yes
Tenders may be submitted for all lots
II.2)Description
II.2.1)Title:

Maintainance of Building Energy Management Systems (BEMS) within South Lanarkshire Council Properties

Lot No: 1
II.2.2)Additional CPV code(s)
71314310
II.2.3)Place of performance
NUTS code: UKM38
Main site or place of performance:

South Lanarkshire.

II.2.4)Description of the procurement:

The work comprises the servicing and maintenance of South Lanarkshire Council (SLC) Building Energy Management System (BEMS) installations to ensure:

- the optimum performance of the equipment controlled,

- provision of thermal comfort levels to the working environment for the occupants of South Lanarkshire Council's properties, and effective control of energy consumption, for energy efficiency purposes.

II.2.5)Award criteria
Criteria below
Quality criterion - Name: Technical / Weighting: 30
Price - Weighting: 70
II.2.6)Estimated value
Value excluding VAT: 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 extension of 24 months.

II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.12)Information about electronic catalogues
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

ESPD Question 2A.18 Lots.

This tender is split into the following Lots.

The contract is split into three lots. Lot 1 are sites with Trend controls. Lot 2 are sites with Siemens controls. Lot 3 are sites with controls that are neither Trend nor Siemens.

Bidders may submit a tender for one, several or all lots.

II.2)Description
II.2.1)Title:

Maintainance of Building Energy Management Systems (BEMS) within South Lanarkshire Council Properties

Lot No: 2
II.2.2)Additional CPV code(s)
71314310
II.2.3)Place of performance
NUTS code: UKM38
Main site or place of performance:

South Lanarkshire.

II.2.4)Description of the procurement:

The work comprises the servicing and maintenance of South Lanarkshire Council (SLC) Building Energy Management System (BEMS) installations to ensure:

- the optimum performance of the equipment controlled,

- provision of thermal comfort levels to the working environment for the occupants of South Lanarkshire Council's properties, and effective control of energy consumption, for energy efficiency purposes.

II.2.5)Award criteria
Criteria below
Quality criterion - Name: Technical / Weighting: 30
Price - Weighting: 70
II.2.6)Estimated value
Value excluding VAT: 200 000.00 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 to extend for 24 months.

II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.12)Information about electronic catalogues
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

ESPD Question 2A.18 Lots.

This tender is split into the following Lots.

The contract is split into three lots. Lot 1 are sites with Trend controls. Lot 2 are sites with Siemens controls. Lot 3 are sites with controls that are neither Trend nor Siemens.

Bidders may submit a tender for one, several or all lots.

II.2)Description
II.2.1)Title:

Maintainance of Building Energy Management Systems (BEMS) within South Lanarkshire Council Properties

Lot No: 3
II.2.2)Additional CPV code(s)
71314310
II.2.3)Place of performance
NUTS code: UKM38
Main site or place of performance:

South Lanarkshire.

II.2.4)Description of the procurement:

The work comprises the servicing and maintenance of South Lanarkshire Council (SLC) Building Energy Management System (BEMS) installations to ensure:

- the optimum performance of the equipment controlled,

- provision of thermal comfort levels to the working environment for the occupants of South Lanarkshire Council's properties, and effective control of energy consumption, for energy efficiency purposes.

II.2.5)Award criteria
Criteria below
Quality criterion - Name: Technical / Weighting: 30
Price - Weighting: 70
II.2.6)Estimated value
Value excluding VAT: 200 000.00 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 to extend for 24 months.

II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.12)Information about electronic catalogues
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

ESPD Question 2A.18 Lots.

This tender is split into the following Lots.

The contract is split into three lots. Lot 1 are sites with Trend controls. Lot 2 are sites with Siemens controls. Lot 3 are sites with controls that are neither Trend nor Siemens.

Bidders may submit a tender for one, several or all lots.

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:

ESPD Question 4A.1 Trade Registers

It is a requirement of this tender that if the bidder is UK based they must hold a valid registration with Companies House. Where the bidder is UK based but not registered at Companies House they must be able to verify to the Councils satisfaction that they are trading from the address provided in the tender and under the company name given.

If the bidder is based out-with the UK they must be enrolled in the relevant professional or trade register appropriate to their country as described in Schedule 5 of the Public Contracts (Scotland) Regulations 2015.

III.1.2)Economic and financial standing
List and brief description of selection criteria:

ESPD Question 4B.4 Economic and Financial Standing.

The Council will use the following ratios to evaluate a bidders financial status. Bidders must confirm within their response to the relevant question within the Qualification Envelope that as a minimum, 2 out of the 3 ratios can be met and what the value of each ratio is.

The 3 ratios to be evaluated are:

Profitability - this is taken as profit after tax but before dividends and minority interests. If a company makes a profit then it is a pass for this ratio.

Liquidity - this is calculated as current assets less stock and work in progress, divided by current liabilities. If the answer is greater than or equal to one then it is a pass for this ratio.

Gearing - this is calculated as the total external secured borrowing (short term and long term) divided by shareholder funds expressed as a percentage. If the answer is less than or equal to 100 % it is considered a pass for this ratio.

ESPD Question 4B.6 Other Economic or Financial Requirements.

Where 2 out of the 3 ratios cannot be met, the Council may take the undernoted into consideration when assessing financial viability and the risk to the Council, providing that the Bidder can supply evidence to substantiate any of the mitigating criteria when requested to do so. The following list is not exhaustive and other criteria may be considered where proposed by a bidder as mitigating factors:

Would the bidder have passed the checks if prior year accounts had been used?

Were any of the poor appraisal outcomes ‘marginal’?

Does the bidder operate in a market which, traditionally, requires lower liquidity or higher debt finance?

Does the bidder have sufficient reserves to sustain losses for a number of years?

Does the bidder have a healthy cashflow?

Is the bidder profitable enough to finance the interest on its debt?

Is most of the bidder's debt owed to group companies?

Is the bidder's debt due to be repaid over a number of years, and affordable?

Have the bidder's results been adversely affected by ‘one off costs’ and / or ‘one off accounting treatments’?

Do the bidder's auditors (where applicable) consider it to be a ‘going concern’?

Do Keynote (where applicable) consider the bidder to be a ‘going concern’?

Will the bidder provide a Parent Company Guarantee?

Is the bidder the single supplier/source of the Goods/Works/Services in the marketplace?

The Council will request submission of and assess the bidders financial accounts, and may use Keynote or similar financial verification systems to validate the information provided.

ESPD Question 4B.5 Insurance.

The bidder must confirm that they have or will commit to obtain prior to the commencement of the contract, the following levels of Insurance Cover:

Employer's Liability Insurance covering the death of or bodily injuries to employees of the bidder arising out of and in the course of their employment in connection with this contract to the level of 10 000 000 GBP in respect of each claim, without limit to the number of claims.

Public Liability Insurance covering the death of or bodily injury to a person (not an employee of the bidder) or loss of or damage to property resulting from an action or failure to take action by the bidder to the level of 5 000 000 GBP in respect of each claim, without limit to the number of claims.

Professional Indemnity Insurance covering the failure of the bidder to use the skill and care normally used by professionals providing the services described in this tender to the level of 500000 GBP in respect of each claim, without limit to the number of claims.

III.1.3)Technical and professional ability
List and brief description of selection criteria:

ESPD Question 4C.1.2 Technical and Professional Ability.

With reference to the nature and details of the services that are the subject matter of this tender, relevant examples are to be provided of the services undertaken by the bidder in the last 3 years.

Bidders must demonstrate that for:

Lot 1 They are a Trend Technology Centre or if not how they would ensure that the contractor carrying out the service visits will be qualified and/or certified to do so;

Lot 2 They are a Siemens Distribution Partner or if not how they would ensure that the contractor carrying out the service visits will be qualified and/or certified to do so;

Lot 3 Explain how you are qualified and/or certified to carry out the service visits on the relevant systems of the Lot you are tendering for.

For all Lots a description of the Maintenance Teams capability's, by submission of individual CV's of team and staff.

Examples should be given of similar work carried out for each Lot and be of similar value to those detailed in the tender documents.

ESPD Question 4C.10 Technical and Professional Ability (Sub-Contracting).

Bidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract.

III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description
IV.1.1)Type of procedure
Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction
IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure
IV.2.2)Time limit for receipt of tenders or requests to participate
Date: 07/04/2017
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
IV.2.4)Languages in which tenders or requests to participate may be submitted:
English
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: 07/04/2017
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:

5 years.

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:

ESPD Questions 3A - 3C have been identified as mandatory exclusion grounds and ESPD Questions 3D have been identified as discretionary exclusion grounds. All the exclusion grounds will be assessed on a PASS/FAIL basis. For the mandatory exclusion grounds a bid will be excluded where the bidder fails to provide either a positive response or to provide details to the satisfaction of the Council of the self cleansing measures undertaken. For the discretionary exclusion grounds a bid may be excluded where the bidder fails to provide either a positive response or if the Council is not satisfied as to the self cleansing measures undertaken.

Declarations and Certificates.

In an open tendering procedure prior to any award being made the successful bidder will provide the undernoted certificates, declarations and/or completed questionnaires to evidence their compliance with the relevant questions within the Qualification Envelope.

All certificates, declarations and questionnaires can be found within the Attachment area of PCS-T.

ESPD Question 2D.1 Prompt Payment Certificate.

ESPD Question 3D.3 Human Rights Act Declaration.

Declaration Section Form of Tender.

ESPD Question 3D.11 Non-Collusion Certificate.

ESPD Question 4B.5.1 Insurance Certificates.

ESPD Questions 3A.1 to 3A.8 Serious and Organised Crime Declaration.

ESPD Question 3A.6 Modern Slavery Act 2015 Declaration.

ESPD Question 4D.1 Health and Safety Questionnaire.

In the case of an open tender this information will not be required to be uploaded and submitted with the bid, but will instead be requested by the Council following the conclusion of the evaluation of the Qualification, Technical and Commercial Envelopes and prior to the award of the tender.

Failure to provide this information or in the event that the information provided does not support or evidence the statements made within the ESPD will invalidate the bid. In this scenario the Council will seek to obtain the relevant information and evidence from the second highest scoring bidder and so on until a fully compliant bidder is identified.

The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 7656. 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 Council is committed to securing Community Benefits through its contracts. Bidders will be asked to detail any community benefits they wish to offer the Council as part of their bid.

(SC Ref:484533).

VI.4)Procedures for review
VI.4.1)Review body
South Lanarkshire Council
Council Headquarters, Almada Street
Hamilton
ML3 0AA
United Kingdom
Telephone: +44 03031231015

Internet address:http://www.southlanarkshire.gov.uk

VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained
VI.5)Date of dispatch of this notice:
01/03/2017