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Published 19 Sept 2023, 16:23 BST

Official UK procurement notice

Planned Preventative Maintenance and Repairs

Official notice

Authority: Highlands and Islands Enterprise

ServicesOpen procedureSME suitable
Sectors: Construction & Civil Engineering (45)Repair & Maintenance (50)Business Services & Consultancy (79) Delivery: Scotland (UKM6)
Published estimate£720,000exc. VAT · 1 value update4.1% below published estimate
Submissions closed 22 Jan 2024awarded 25 Mar 2024
Awarded to Emtec Facility Services Limited

What is being bought

Published requirement 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).

  • 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.

CPV: Building and facilities management services · Facilities management services · Heating-plant repair and maintenance work · Preventive maintenance services · Repair and maintenance of plant · Repair and maintenance services · Repair and maintenance services of boilers · Repair and maintenance services of electrical and mechanical building installations

The lotProcurement structure

single lot · value published
Lot #1HIE requires a professionally managed, high quality mechanical, electrical and…AwardedRenewalPublished value£720,000

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. Additional information: 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.

Delivery: Scotland · Inverness Campus, Enterprise Park Forres and Lochgilphead
Extensions: 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. · 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).Variant bids: not allowed
45259000 Repair and maintenance of plant45259300 Heating-plant repair and maintenance work50324200 Preventive maintenance services50531100 Repair and maintenance services of boilers50710000 Repair and maintenance services of electrical and mechanical building installations79993000 Building and facilities management services

What it takes to win
i

How this buyer will score bids.

The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more
How bids were scored
Quality: 50%Price: 45%Environmental: 5%
Published sub-criteria (7)
  • Community Benefits and Wealthbuilding - Management & Reporting: 5%
  • Fair Work Practices: 5%
  • Management & Delivery Methodology: 15%
  • Management & Delivery Team: 15%
  • Quality Management & Reporting: 10%
  • price: 45%
  • Sustainability & Net Zero: 5%
Published award criteria (10)
  • Cyber Security: pass/fail
  • Prompt Payment Standard Clause: pass/fail
  • Payment of the Real Living Wage: pass/fail
  • Community Benefits and Wealthbuilding - Management & Reporting: 5%
  • Fair Work Practices: 5%
  • Sustainability & Net Zero: 5%
  • Management & Delivery Methodology: 15%
  • Management & Delivery Team: 15%
  • Quality Management & Reporting: 10%
  • Price: 45%
Conditions of participation2
  • Suitability

    4A2 Bidders must have an up-to-date Basic Disclosure Scotland Certificate for all personnel used to deliver all routine maintenance and repairs (including sub-contractors) or commit to obtain the required certificates prior to contract start.

  • Condition of participation
    no text published
    Minimum: 4B.5 It is a requirement of this Contract that bidders hold, or can commit to obtain prior to the commence of the contract, the types and levels of insurance indicated below: Professional Risk Indemnity Insurance = GBP 1M in aggregate Employer’s (Compulsory) Liability Insurance =…
Staff
Names and qualifications of delivery staff must be submitted
What this means for your bid
  • Price carries 45 of 100 points: a 10% discount moves about 4.5 points. Quality carries 50 of 100: the paper moves it further than the discount.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record · publisher note attached
Procedure method
Open procedure
Legal basis
CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
Procurement category
Services
Notice status
Awarded
Procurement threshold
Unspecified in notice
Regulatory regime
Standard
Commercial structure
Stand-alone contract (no framework)
Competition type
Competitive procedure
GPA / WTO covered
Yes (GPA)
Recurring procurement

Yes · 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.

First published
19 Sept 2023, 16:23 BST
Last source update
25 Mar 2024, 09:12 GMT
Award evaluation window
22 Jan 2024 – …
Authority reference
FTS 033
FTS notice number
2024/S 000-009524
Classification (CPV)
Building and facilities management servicesFacilities management servicesHeating-plant repair and maintenance workPreventive maintenance servicesRepair and maintenance of plantRepair and maintenance servicesRepair and maintenance services of boilersRepair and maintenance services of electrical and mechanical building installations
Delivery area
Scotland (UKM6)
Official registry OCID
ocds-h6vhtk-040216 Find a Tender
Contract terms
Electronic trading
e-invoicing allowed · electronic ordering · electronic payment
Performance terms

The Contract will include Key Performance Indicators (KPI's) and Service Levels.

Review and risk notes
Review procedure

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.

Publisher note: 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)

How it was run

Official notice
Run through: Public Contracts Scotland · Who buys & how to bid on PCS
Supplier login requiredLanguage: EN
Access & registration note: Free single registration for Scotland; PCS-Tender (Jaggaer) for full bidding

Tender documents are also served through a separate tool: http://www.publiccontractsscotland.gov.uk/ ↗

Submission deadline
22 Jan 2024, 12:00 GMT
Submission channel
{"electronicSubmission"}
Accepted languages
en
Bid validity
90 days from the deadline
Bids opened
22 Jan 2024, 12:00 GMT
Detailed submission instructions & authority contactsFrom official release

www.publiccontractsscotland.gov.uk ↗

Timeline

6 Nov 2023 → 25 Mar 2024 · 4 dates
  1. Next notice expected
    6 Nov 2023
  2. Submission deadline
    22 Jan 2024, 12:00 GMT
  3. Bids opened
    22 Jan 2024, 12:00 GMT
  4. Notice published
    25 Mar 2024, 09:12 GMT

Notice history

5 events · 3 releases on Find a Tender · since 6 Dec 2023
  1. Published value published: £720,000
    6 Dec 2023, 11:09 GMT
  2. Status changed to active
    6 Dec 2023, 11:09 GMT
  3. Procurement method changed
    6 Dec 2023, 11:09 GMT
  4. Deadline published: 22 Jan 2024, 12:00 GMT
    6 Dec 2023, 11:09 GMT
  5. Status changed to complete
    25 Mar 2024, 09:12 GMT

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 1
Awarded value £690,5301 contract exc. VAT
Bids received 41 from SMEs
Contracts signed 1latest 25 Mar 2024
Awarded toValueDateStatus
Emtec Facility Services LimitedSubcontracting: 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.£690,530 †—Awarded

Contracts

Bid statistics published by the authority

BidsSMEVCSEValid bid range
4bids · 4 electronic · 4 from abroad1——

Contracting authority & participating public bodies

Highlands and Islands Enterprise

Contracting authorityRegional or local agency/officeEconomic affairs An Lòchran, 10 Inverness Campus, Inverness, Scotland, IV2 5NAContact email, phone Published organisation website ↗

Dispute resolution & review bodies

  • Inverness Sheriff Court and Justice of the Peace CourtReview body InvernessContact email, phone

Bidders & participating suppliers

1 commercial party on the notice

Official documents & specifications

Official links; attachments are not copied

No document links were published on the notice.