EC1048 Air Conditioners Maintenance & Reactive Work

{
  "buyer": {
    "id": "GB-FTS-2023",
    "name": "University Of Edinburgh"
  },
  "date": "2025-04-09T12:50:41+01:00",
  "description": "The buyer is using PCS-Tender to conduct this PQQ exercise. The Project code is 6609. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343\nA sub-contract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363\nCommunity benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/\nA summary of the expected community benefits has been provided as follows:\nCommunity Benefits will apply. Further information will be detailed within our ITT documentation.\n(SC Ref:795787)",
  "id": "013942-2025",
  "initiationType": "tender",
  "language": "en",
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  "parties": [
    {
      "address": {
        "countryName": "United Kingdom",
        "locality": "Edinburgh",
        "postalCode": "EH1 1HT",
        "region": "UKM75",
        "streetAddress": "Charles Stewart House, 9-16 Chambers Street"
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      "contactPoint": {
        "email": "jclarke5@ed.ac.uk",
        "name": "James Clarke",
        "url": "https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html"
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            "id": "09",
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        "url": "http://www.ed.ac.uk"
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      "id": "GB-FTS-2023",
      "identifier": {
        "legalName": "University Of Edinburgh"
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      "name": "University Of Edinburgh",
      "roles": [
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    {
      "address": {
        "countryName": "United Kingdom",
        "locality": "Edinburgh",
        "postalCode": "EH1 1LB",
        "streetAddress": "Edinburgh Sheriff Court, 27 Chambers Street"
      },
      "id": "GB-FTS-131026",
      "identifier": {
        "legalName": "Edinburgh Sheriff Court \u0026 Justice of the Peace Court"
      },
      "name": "Edinburgh Sheriff Court \u0026 Justice of the Peace Court",
      "roles": [
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  "tag": [
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  "tender": {
    "classification": {
      "description": "Repair and maintenance services",
      "id": "50000000",
      "scheme": "CPV"
    },
    "communication": {
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    "contractTerms": {
      "electronicInvoicingPolicy": "allowed",
      "hasElectronicPayment": true,
      "performanceTerms": "As detailed within the ITT documentation."
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    "coveredBy": [
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    "description": "The University of Edinburgh will shortly be going out to tender via a Restricted Procedure to engage a suitably qualified, resourced, and experienced single supplier to provide maintenance services and reactive work for Air Conditioning Units and systems that are spread throughout the University\u2019s Estate. It is anticipated that the contract will be in place for an initial period of 3 years, with two options to extend for periods of 1-year each (3+1+1).",
    "hasRecurrence": true,
    "id": "EC1048",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Cooling and ventilation equipment",
            "id": "42500000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "region": "UKM75"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "32014L0024",
      "scheme": "CELEX"
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    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "70",
              "name": "Technical",
              "type": "quality"
            },
            {
              "description": "30",
              "type": "price"
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        },
        "contractPeriod": {
          "durationInDays": 1800
        },
        "description": "The University of Edinburgh has a requirement to establish contracting arrangements for a single supplier to provide maintenance services and reactive work for Air Conditioning Units and systems that are spread throughout the University\u2019s Estate.\nThe contract covers approximately 1892 No. Air Conditioners located in buildings across the five University campuses.\nTransfer of Undertakings (Protection of Employment) Regulations 2006 (\u201cTUPE\u201d) may apply to this contract. Details will be provided at ITT stage.\nIt is proposed this procurement will be conducted through the use of the Restricted Procedure. The evaluation process shall be as follows.\nStage 1 - Pre-Qualification via the submission of the completed SPD (Scotland).\nBidders must pass the minimum standards (pass/fail) sections of the SPD (Scotland). These can be found within the qualification envelope of PCS-T. Statements detailing the specific requirements can be found within Section III 1.1, 1.2 \u0026 1.3 of the Contract Notice.\nBidders must complete the technical envelope in PCS-T. Specific statements detailing the requirement can be found within Section III 1.3 of the Contract Notice.\nSPD Technical Envelope Scores shall be allocated based on the total percentage achieved by the response out of the maximum possible percentage. This takes into account the score out of 4 and the weighting allocated to individual questions. For example, if a question is weighted 10% and your submission scores 3 points out of 4 for that question then you will receive 7.5% out of a possible 10%.\nA 50% minimum threshold will apply, whereby only bidders achieving a total score greater or equal to 50% for their responses to the SPD scored questions will be considered for shortlisting. The top five Bidders based on the scored questions will be invited to submit a bid in response to the subsequent Invitation to Tender (ITT). Where the number of bidders meeting the selection criteria is below the minimum number, the University may continue the procedure by inviting the candidates with the required capabilities. In any event, the number of candidates invited shall be sufficient to ensure genuine competition at ITT stage.\nStage 2 - Invitation to Tender (ITT).\nThe University will evaluate all shortlisted bidders\u2019 ITT submissions via undertaking a Technical and Commercial evaluation.\nThe ITT will be weighted at 70% Technical and 30% Commercial. The weightings of each technical question will be detailed within the ITT.\nTechnical Scores shall be allocated based on the total percentage achieved by the response out of the maximum possible percentage. This takes into account the score out of 4 and the weighting allocated to individual questions.  For example, if a question is weighted 10% and your submission scores 3 points out of 4 for that question then you will receive 7.5% out of a possible 10%.\nFor the Commercial evaluation, the Bidder who submits the lowest-cost bid will be awarded the maximum score and others will be awarded a pro rata score in relation to the lowest bid.\nThe technical and commercial scores will then be combined to give each bidder an overall total score and to calculate the winning bidder.",
        "hasOptions": false,
        "hasRenewal": true,
        "id": "1",
        "renewal": {
          "description": "Initial contract period of 3 years with the option to extend for up to a further 2 years in total (3+1+1)."
        },
        "secondStage": {
          "maximumCandidates": 5,
          "minimumCandidates": 5
        },
        "selectionCriteria": {
          "description": "As detailed within this notice and our SPD documentation."
        },
        "status": "active",
        "submissionTerms": {
          "variantPolicy": "notAllowed"
        },
        "value": {
          "amount": 2750000.0,
          "currency": "GBP"
        }
      }
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    "mainProcurementCategory": "services",
    "otherRequirements": {
      "requiresStaffNamesAndQualifications": true
    },
    "participationFees": [
      {
        "id": "1",
        "type": [
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    ],
    "procurementMethod": "selective",
    "procurementMethodDetails": "Restricted procedure",
    "recurrence": {
      "description": "Tendering process for renewal of this contract is likely to be approx. 6 to 9 months prior to the expiry of the contract."
    },
    "secondStage": {
      "invitationDate": "2025-05-29T00:00:00+01:00"
    },
    "selectionCriteria": {
      "criteria": [
        {
          "appliesTo": [
            "supplier"
          ],
          "description": "SPD 4A.2 Statement\nThe following accreditations will be mandatory for the successful Supplier to currently hold:\n- All on site staff are accredited under a Health and Safety competence scheme CITB or equivalent.\n- All engineers working on this contract must hold the relevant F-Gas qualification and only work within the applicable category:\n- category 1 certificate - carry out all activities\n- category 2 certificate - install, maintain, service and recover refrigerant from systems containing less than 5 tonnes of CO2 equivalent (CO2e)\n- category 3 certificate - recover refrigerant from systems that contain less than 3 kg of F gas\n- category 4 certificate -check equipment for leaks but not breaking into the refrigeration circuit.\n- Member of B \u0026 ES (Building and Engineering Services Association/HVAC) or equivalent.\n- Member of REFCOM or equivalent.\nBidders will need to provide relevant, in date order, certification as part of their SPD response to demonstrate they meet this.",
          "type": "suitability"
        },
        {
          "minimum": "SPD Statement 4B.1.1\nBidders will be required to have a \u201cgeneral\u201d yearly turnover threshold value of 2,750,000 GBP for the last three years prior to the date of proposed contract award.\nSPD Statement 4B.3\nWhere turnover information is not available for the time period requested, the bidder will be required to state the date which they were setup/started trading.\nSPD Statement 4B.5.1\nIt 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:\nEmployer\u2019s (Compulsory) Liability Insurance = 5 million GBP\nPublic Liability Insurance = 10 million GBP\nProfessional Indemnity Insurance = 1 million GBP\nSPD 4B.6 Statement 1\nWhere 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.\nSPD 4B.6 Statement 2\nBidders will be required to provide adequate assurance of financial strength to successfully complete their contractual obligations.\nBidders 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:\n- Current Ratio\n- Quick Ratio\n- Debtors Turnover Ratio\n- Return on Assets\n- Working Capital\n- Debt to Equity Ratio\n- Gross Profit Ratio\nA 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.\nThis information may be used to assess financial sustainability."
        },
        {
          "appliesTo": [
            "supplier"
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          "description": "SPD 4C.1.2 - Statement 1\nBidders will be required to provide three examples of contracts/projects carried out during the past three years that demonstrate that you have experience to deliver the services described in the PCS Contract Notice which are similar in value and complexity of estate.\nBidder\u2019s examples should include but are not limited to the following details in their service provision examples:\n- Detailed description of the service (including detail of whether the service was planned or reactive);\n- Value of the contract/service;\n- Contract period;\n- Complexity of estate managed;\n- Description of any reactive / replacement installation service provided; and\n- Details of multi/complex stakeholder engagement.\nNOTE: If you are unable to provide any examples, please explain why you cannot provide examples.\nWeighting: 45% overall (Each example provided in response to question 4C.1.2 is worth 15%).\nSPD 4C.1.2 - Statement 2\nA proven ability to manage the various elements of service delivery of this contract should be evidenced. Based on the examples described in Statement 1, Bidders are required to describe what their practical methods were for managing the following aspects of their contract:\n- Accuracy of recording of work undertaken;\n- Quality of finished work presented for inspection by the customer, including management of any sub-contractors\u2019 work packages;\n- Communication with all stakeholders, including customers\u2019 staff and all interested third parties;\n- Management and rectification of any defects identified by the customers\u2019 contract management staff.\nWeighting: 15%.\nSPD 4C.1.2 - Statement 3\nA 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 \u0026 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.\nWeighting: 10%.\nSPD 4C.4 Statement\nBidders are required to provide details of how they manage reporting with other customers including details of any digital portal. Your response should include a flow chart.  The flow chart should illustrate the procedure that has been adopted and the personnel/organisation involved together with the role they undertook. Please provide detail of what measures are in place to ensure reporting is completed on time and to a high standard.\nWeighting: 10%.\nSPD 4C.6 Statement\nBidders are required to demonstrate that they have the relevant qualifications as listed within ref 4A.2, 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 your contract managers are developed and supported in their role.\nWeighting: 10%.\nSPD 4C.7 Statement\nThe 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.\nWeighting: 10%\nSPD 4C.10 Statement\nBidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract.\nPlease also state in detail the principal business activities of your organisation, highlighting the portion which is directly related to the scope of this Contract.  Please note should your organisation propose to sub-contract any part of this Contract, then please provide further information on the scope and spilt which will be applicable to all parties.\nNot Scored \u2013 For Information Only",
          "minimum": "SPD 4D.1 1st Statement\nQuality Management and Health and Safety Procedures. The bidder must hold a UKAS (or equivalent) accredited independent third-party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent).\nIf 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:\nA documented policy and procedures 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.\nSPD 4D.1 2nd Statement\nQuality Management and Health and Safety Procedures. 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, within 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.\nIf the bidder does not hold UKAS (or equivalent), accredited independent third-party certificate of compliance in accordance with BS OHSAS 18001 (or equivalent) or have, within 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 have the following:\nA regularly reviewed and documented policy and procedures for Health and Safety (H\u0026S) management, endorsed by the Chief Executive Officer, or equivalent. The policy must be relevant to the nature and scale of the work and set out responsibilities for H\u0026S management at all levels within the organisation. The policy must be relevant to the nature and scale of your operations and set out your company\u2019s responsibilities of health and safety management and compliance with legislation.\nNote - Organisations with fewer than five employees are not required by law to have a documented policy statement.\nSPD 4D.2 Statement\nThe 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.\nIf 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:\nEquivalent, regularly reviewed documented policy and procedures regarding environmental management, authorised by the Chief Executive, or equivalent.\nThese must include the following documented processes and arrangements relevant to the nature and scale of the work to be carried out, which are equivalent to the standards listed above \u2013 ensuring effectiveness of measures and reducing impacts, workforce training and skills, checking and reviewing, dealing with waste, and ensuring any suppliers the bidder engages apply appropriate environmental protection measures.",
          "type": "technical"
        }
      ]
    },
    "status": "active",
    "submissionMethod": [
      "electronicSubmission"
    ],
    "submissionMethodDetails": "https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html",
    "submissionTerms": {
      "bidValidityPeriod": {
        "durationInDays": 120
      },
      "languages": [
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    },
    "tenderPeriod": {
      "endDate": "2025-05-08T12:00:00+01:00"
    },
    "title": "EC1048 Air Conditioners Maintenance \u0026 Reactive Work",
    "value": {
      "amount": 2750000.0,
      "currency": "GBP"
    }
  }
}