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Air Conditioning & Air Handling (HVAC) Servicing & Maintenance Term Contract.

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

East Ayrshire Council
Corporate Procurement Team, London Road HQ
Contact point(s): Procurement
For the attention of: Alex Reid
KA3 7BU Kilmarnock
UNITED KINGDOM
Telephone: +44 1563576183
E-mail:

Internet address(es):

General address of the contracting authority: http://www.east-ayrshire.gov.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00223

Electronic access to information: www.publiccontractsscotland.gov.uk

Electronic submission of tenders and requests to participate: www.publiccontractsscotland.gov.uk

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority
Regional or local authority
I.3)Main activity
General public services
I.4)Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:
Air Conditioning & Air Handling (HVAC) Servicing & Maintenance Term Contract.
II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 1: Maintenance and repair services
Main site or location of works, place of delivery or of performance: Various Non-Housing Properties in East Ayrshire.

NUTS code UKM33

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)
Programmed & Reactive Maintenance & Minor Repairs (not exceeding GBP 30 000 per Repair Order) Term Contract to Air Conditioning, Air Handling and Dehimidifier Plant for Work Packages to Non-Housing Properties. The scope will include planned maintenance, inspection, servicing and cleaning and minor repairs. The anticipated total annual value shall be between GBP 70 000 and GBP 100 000 overall.

NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=299003

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
II.1.6)Common procurement vocabulary (CPV)

45331200, 50712000, 42113161

II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)Lots
This contract is divided into lots: no
II.1.9)Information about variants
Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
Anticipated annual value to be in the region of GBP 70 000 and GBP 100 000, strictly variable.
Estimated value excluding VAT:
Range: between 350 000 and 500 000 GBP
II.2.2)Information about options
Options: yes
Description of these options: The Contract term is 3 years, with an additional two 1-year extension options at the sole discretion of the Council.
Provisional timetable for recourse to these options:
in months: 36 (from the award of the contract)
II.2.3)Information about renewals
This contract is subject to renewal: yes
Number of possible renewals: 2
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 36 (from the award of the contract)
II.3)Duration of the contract or time limit for completion
Starting 1.11.2014. Completion 31.10.2017

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
To be stipulated in the invitation to tender documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Monthly in arrears, within 28 days of receipt of valid invoice.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
No specific legal form required. However the Council will contract with a single legal entity (the lead bidder) for each of the 2 separate lots, with all other partnering organisations (to the lead bidder) being regarded as sub-contractors.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The Conditions of Contract will be based upon the MTC/Scot - 2011 Edition Standard Form of Contract.
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.
(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established
(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.
III.2.2)Economic and financial ability
Minimum level(s) of standards possibly required: Only companies who score an Experian Risk rating score of 50 or above will be considered.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
(1) Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract;
(2) All candidates will be required to provide certification drawn up by an independent body attesting the compliance of the economic operator with quality assurance standards based on the relevant European standards.
(3) A statement of the principal goods sold or services provided by the supplier or the services provider in the past 3 years, detailing the dates on which the goods were sold or the services provided; the consideration received; the identity of the person to whom the goods were sold or the services were provided
(4) A check may be carried out by the contracting authority or by a competent official body of the State in which the candidate is established, to verify the technical capacity of the candidate; and if relevant, on the candidates study and research facilities and quality control measures;
Only companies who hold Approved Contractor status by one of the Safety Schemes In Procurement (SSIP)or National equivalent will be considered.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service
Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure
Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated below

1. Price. Weighting 65

2. (ii) Management of the Contract. Weighting 12

3. (iii) Emergencies and peaks in workload. Weighting 12

4. (iv) Quality Management and Added Value. Weighting 11

IV.2.2)Information about electronic auction
An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
PS/14/12
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Time limit for receipt of requests for documents or for accessing documents: 29.9.2014
IV.3.4)Time limit for receipt of tenders or requests to participate
29.9.2014 - 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up
English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
Duration in months: 3 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: yes
Estimated timing for further notices to be published: 3, 4, 5, years hense, depending upon extension options taken up.
VI.2)Information about European Union funds
VI.3)Additional information
The tender documents are available to download from the Public Contracts Scotland Portal until noon on 29.9.2014 and the completed bid must be uploaded into the portal by not later noon on 29.9.2014. No late submissions will be accepted.
The tender will be carried out as an electronic tender via the Public Contracts Scotland.
It should be noted that it is the incumbent's view that The Transfer of Undertakings (Protection of Employment) Regulations 2006 as amended by The Collective Redundancies and Transfer of Undertakings (Protection of Employment) (Amendment) Regulations 2014 will not apply.
(SC Ref:299003)
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Refer to VI.4.2)
UNITED KINGDOM

Body responsible for mediation procedures

UNITED KINGDOM

VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: An economic operator that suffers, or risks suffering, loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2006 (SSI 2006/1) (as amended) may bring proceedings in the Sherriff Court or the Court of Session.
VI.4.3)Service from which information about the lodging of appeals may be obtained

UNITED KINGDOM

VI.5)Date of dispatch of this notice:
15.8.2014