Official UK procurement notice
Security Systems Maintenance and Associated Services
Authority: The University of Edinburgh (Education)
What is being bought
Published requirement descriptionThis procurement was conducted via the Public Contracts Scotland - Tender portal (PCS-T) and closed 1st December 2021.
This contract is to provide Service & Maintenance, Breakdowns and Emergency Call-outs for the Security Systems & Associated Services Contract to the University of Edinburgh (UoE). This may include major/minor replacements and ad-hoc services for all existing and proposed new security systems including all relevant associated services.
This contract is awarded on behalf of the UoE and all UoE Subsidiary Companies. Any and all of the UoE Subsidiary Companies may access and utilise this Contract at any time during the relevant Contract period.
The University of Edinburgh Standard Terms and Conditions relating to the Purchase of Goods and Services shall apply.
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The UoE at present, have significant security assets, some of which are known and others which have yet to be identified. The contractor shall develop and maintain an accurate asset list; including the omission of redundant services/equipment and addition of newly installed equipment under both development and operational projects. The contractor shall be responsible for surveying all buildings across the UoE Estate to ascertain existing and unidentified assets
This Contract covers an initial contract period of 3 years with the option to extend for a period of two 1 year periods in total.
Description of options: Any remedial repairs, system modifications or major/minor upgrades/replacements shall be the subject of separate itemised quotations when requested by the University Estates Department as the need arises inclusive of all plant, tools and access equipment and at the rates submitted as part of the tender. The University Estates Department reserves the right to seek quotes from alternative suppliers, if it is felt a more competitive quote should be sought. In all instances, there is no contractual obligation on the part of the University of Edinburgh to provide the Contractor with a purchase order for any System Modifications or Major/Minor Upgrades/Replacements quoted for, if it is
deemed not to provide best value for money by the University of Edinburgh.
- Recurrence: Within 12 months of contract expiry
CPV: Repair and maintenance services of security equipment · Security cameras · Security equipment · Surveillance and security systems and devices
The lotProcurement structure
single lot · no lot value publishedLot #1This procurement was conducted via the Public Contracts Scotland - Tender portal…AwardedRenewal
This procurement was conducted via the Public Contracts Scotland - Tender portal (PCS-T) using a one stage Open procedure. The tender closed 1st December 2021 and the following evaluation process was adhered to:-
Bidders must self-certify their adherence to the conditions of participation via the SPD (Scotland) in PSC-T. Bidders must refer to the specific requirements listed in the Section III in this Contract Notice when completing the SPD in PCS-T. Bidders should note that these are mandatory pass/fail requirements and that failure to provide adequate evidence on request of how these requirements shall be met will result in automatic exclusion from the Tendering process.
Each Bidder passing the Minimum Standards will then be subject to a technical and commercial evaluation.
Bidders will be required to confirm they can meet the required maximum response times on site. Failure to confirm and demonstrate this in their responses to the technical questions will result in the Bidder being automatically excluded.
Economic operators may be excluded from this competition if there are in any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015.
UoE reserve the right to apply their own judgement based on experience from similar contracts to determine if response is feasible. If bidders knowingly cannot fulfil this, they should discontinue this application.
A technical threshold will apply - bids will be required to achieve a minimum score of 30 percent or more of the overall technical score of 60 percent in order to progress to the commercial stage of evaluation.
Commercial scores shall be allocated on a comparative basis with the lowest overall price receiving full marks and others a percentage of that mark according to the difference between their bid and the lowest offer. Where we consider any of the total price(s) you have submitted to be abnormally low we will ask you to explain the price(s) you have submitted (as required in regulation 69 of the Public Contracts Regulations 2015).
The quality and commercial score will be combined to give each bidder, who has passed the technical threshold, an overall total score.
The supplier with the highest total score will be deemed to have provided the most economical advantageous tender (MEAT).
What it takes to wini
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 morei
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).
Published award criteria (2)
- Quality: 60
- Price: 40
- Suitability
Where it is required within a bidder’s country of establishment they must confirm which authorisation or memberships of the relevant organisation(s) are required in order to perform this service.
Bidders must confirm if they hold the particular authorisation or memberships.
SPD ref. 4A Suitability
Bidders must confirm and provide evidence, that they hold NSI NACOSS Gold Scheme, NSI EMS Gold Scheme, UKAS Product Certification 0142 and UKAS Management System 0142 accreditations (or equivalent) at time of tender.
- Economic & financial standing
SPD ref. 4B Economic and Financial Standing
Bidders will be required to have a minimum “general” yearly turnover of 1,000,000 GBP for the last 3 years (excluding VAT).
It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commence of any subsequently awarded contract, the types and levels of insurance indicated below:
Employer’s (Compulsory) Liability Insurance 5 million GBP
Public /Product Liability Insurance 5 million GBP
Professional Indemnity Insurance 5 million GBP
Contract Works Insurance 700 thousand GBP
Excess Liability Insurance 5 million GBP
SPD 4B.3 Statement
Where turnover information is not available for the time period requested, the bidder will be required to state the date which they were set up/started trading.
4B.6 Statement 1:
Where 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.
4B.6 Statement 2:
Bidders will be required to provide adequate assurance of financial strength to successfully complete their contractual obligations.
Bidders 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:
- Current Ratio
- Quick Ratio
- Debtors Turnover Ratio
- Return on Assets
- Working Capital
- Debt to Equity Ratio
- Gross Profit Ratio
A review of your ratios and audited accounts may b…
- Technical & professional ability
SPD ref. 4C.1.2 Question
Bidders will be required to provide three examples of works carried out during the past three years that demonstrate that you have experience to deliver the works described in the Contract Notice which are similar in value and complexity of estate.
SPD 4C.10 Statement
Bidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract.
Minimum: SPD 4D.1 Statement 1: Quality Management The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent), SPD 4D.1 Statement 2: Health & Safety The bidder must hold a UKAS (or equivalent),…
- Staff
- Names and qualifications of delivery staff must be submitted
- Price carries 40 of 100 points: a 10% discount moves about 4 points. The method statement decides this lot, not 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 · Within 12 months of contract expiry
- First published
- 24 Jun 2021, 16:34 BST
- Last source update
- 24 Jan 2022, 16:25 GMT
- Award evaluation window
- 1 Dec 2021 – …
- Authority reference
EC0961- FTS notice number
2022/S 000-002059- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-02bfd8Find a Tender
- Electronic trading
- e-invoicing allowed · electronic ordering · electronic payment
Publisher note: The contract was awarded to one supplier deemed to have provided the most economical advantageous tender (MEAT). The proposed length of the agreement is 3 years with the option to extend for a further 2 years (3 + 1 + 1). The estimated 5 year contract value is based on annual PPM costs tendered and a forecast annual cost for any remedial repairs, systems modifications or major/minor upgrades/replacements procured. (SC Ref:680682)
How it was run
Official noticeTender documents are also served through a separate tool: https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html ↗
- Submission deadline
- 1 Dec 2021, 12:00 GMT
- Submission channel
- {"electronicSubmission"}
- Accepted languages
- en
- Bid validity
- 120 days from the deadline
- Bids opened
- 1 Dec 2021, 12:00 GMT
Timeline
31 Aug 2021 → 24 Jan 2022 · 4 dates- Next notice expected31 Aug 2021, 00:00 BST
- Submission deadline1 Dec 2021, 12:00 GMT
- Bids opened1 Dec 2021, 12:00 GMT
- Notice published24 Jan 2022, 16:25 GMT
Notice history
4 events · 3 releases on Find a Tender · since 28 Oct 2021- Status changed to active28 Oct 2021, 16:55 BST
- Procurement method changed28 Oct 2021, 16:55 BST
- Deadline published: 1 Dec 2021, 12:00 GMT28 Oct 2021, 16:55 BST
- Status changed to complete24 Jan 2022, 16:25 GMT
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| FMS Fire and Security LtdSME | £960,000 † | — | Awarded |
Contracts
Contract 002059-2022-EC0961-1 · FMS Fire and Security LtdSME
- Signed
- 14 Jan 2022
- Value
- £960,000
- Status
- active
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 8bids · 8 electronic | 7 | — | — |
Contracting authority & participating public bodies
Dispute resolution & review bodies
- Edinburgh Sheriff CourtReview body
Bidders & participating suppliers
1 commercial party on the notice- FMS Fire and SecurityAwarded supplier
Official documents & specifications
Official links; attachments are not copiedNo document links were published on the notice.