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The University of Southampton is seeking to appoint a Contractor to deliver Primary Chilled Water System Remedial works which comprises of removal of all redundant plant and equipment. Installation as necessary of new plant and equipment and carrying ...

Contract notice

Supplies

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
University of Southampton
University Road
Southampton
SO17 1BJ
United Kingdom
Contact person: Catherine Goddard
Telephone: +44 2380595000
E-mail:
NUTS code: UKJ32

Internet address(es):

Main address: http://www.southampton.ac.uk

Address of the buyer profile: https://in-tendhost.co.uk/universityofsouthampton

I.2)Joint procurement
I.3)Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at: https://in-tendhost.co.uk/universityofsouthampton
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://in-tendhost.co.uk/universityofsouthampton
I.4)Type of the contracting authority
Body governed by public law
I.5)Main activity
Education

Section II: Object

II.1)Scope of the procurement
II.1.1)Title:

Mountbatten Building - Primary Chilled Water System Remedial Works (Plannon 5844).

Reference number: 17/ESM/13
II.1.2)Main CPV code
45331000
II.1.3)Type of contract
Supplies
II.1.4)Short description:

The University of Southampton is seeking to appoint a Contractor to deliver Primary Chilled Water System Remedial works which comprises of removal of all redundant plant and equipment. Installation as necessary of new plant and equipment and carrying out all necessary improvements to retained existing plant and equipment together with all associated builderswork to create a brand new primary chilled water system that delivers chilled water to the low loss header in compliance with the specification and a subsequent associated Service Level Agreement for five (5) year operation and maintenance. The Mountbatten Building is used continuously 24 hours per day and 7 days per week and has two planned shutdowns per year, this being the only times that plant, equipment etc. can be taken out of service to allow essential maintenance. For this reason the Contractors proposed availability to service the works in September 2017 and programme will be a key consideration of this requirement.

II.1.5)Estimated total value
Value excluding VAT: 675 000.00 GBP
II.1.6)Information about lots
This contract is divided into lots: no
II.2)Description
II.2.1)Title:
II.2.2)Additional CPV code(s)
45331100
45331230
45331200
51100000
42500000
II.2.3)Place of performance
NUTS code: UKJ32
II.2.4)Description of the procurement:

The University of Southampton is seeking to appoint a Contractor to deliver Primary Chilled Water System Remedial works which comprises of removal of all redundant plant and equipment. Installation as necessary of new plant and equipment and carrying out all necessary improvements to retained existing plant and equipment together with all associated builderswork to create a brand new primary chilled water system that delivers chilled water to the low loss header in compliance with the performance specification and a subsequent associated Service Level Agreement for five (5) year operation and maintenance. A performance specification and supporting drawings will be provided which outlines a suggested design only with key performance criteria, tenderers are encouraged to deviate from this proposal and offer alternative solutions. As the suggested design will be to an outline stage only, the appointed Contractor will be required to design/install/test/commission and set to work the mechanical, electrical systems and associated controls through RIBA Stages E to L in line BSRIA BG/06 2014 Edition ‘A Design Framework for Building Services’.

The Mountbatten Building is used continuously 24 hours per day and 7 days per week and has 2 planned shutdowns per year, this being the only times that plant, equipment etc. can be taken out of service to allow essential maintenance. For this reason the contractors proposed availability to service the works in September 2017 and programme will be a key consideration of this requirement.

It is important for Contractors to note that this tender is unusual inasmuch as it will result in 2 discrete contracts between the University of Southampton and a single Contractor: The first contract being for the design, build and commissioning of remedial works to an existing primary chilled water system to bring it up to the highest standards of reliability, efficacy and efficiency and; the second being a Service Level Agreement for the delivery of planned preventative and unplanned maintenance of the same system, with a commencement date coinciding with the practical completion of the first.

II.2.5)Award criteria
Criteria below
Quality criterion - Name: Construction methodology / Weighting: 15 %
Quality criterion - Name: Programme / Weighting: 10 %
Quality criterion - Name: Supply chain / Weighting: 5 %
Quality criterion - Name: Risks — key understanding and proposed measures / Weighting: 5 %
Quality criterion - Name: Project resources / Weighting: 15 %
Quality criterion - Name: Project experience / Weighting: 10 %
Quality criterion - Name: Construction Contract / Weighting: Pass/Fail
Quality criterion - Name: Contractors confirmation statement / Weighting: Pass/Fail
Quality criterion - Name: Employers requirements including SLA / Weighting: Pass/Fail
Quality criterion - Name: Client contractors / Weighting: Pass/Fail
Cost criterion - Name: Provide a fully compliant tender price including completed contract sum analysis with prices inserted and extended / Weighting: 40 %
II.2.6)Estimated value
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Start: 23/06/2017
End: 22/06/2022
This contract is subject to renewal: no
II.2.9)Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 6
Objective criteria for choosing the limited number of candidates:

The procurement process will be run as a Restricted Procedure, consisting of two stages - stage 1 PQQ and stage 2 ITT.

Stage 1 - Pre-Qualification Stage:

Supplier Information - For information

Grounds for Mandatory Exclusion - pass/fail

Grounds for Discretionary Exclusion P1 - pass/fail

Grounds for Discretionary Exclusion P2 - pass/fail

Economic & Financial Standing - pass/fail

Technical & Professional Ability - Relevant Experience - 15 %

Project Specific Questions - 70 %

References - 15 % [5 % for each reference returned by the state 1 - PQQ closing date and time

An overall pass mark of 50 % shall apply to this stage.

The intention is to arrive at a shortlist of a maximum of 6 qualified Contractors for formal invitation to tender based on the top 6 scores. In the event of a tied score applicant Contractors are given their relative rankings e.g. 1st and 1st equal; third; fourth up to the envisaged number of 6 candidates.

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

This contract is not suitable for splitting into lots. The risk of dividing the requirement into Lots would render the execution of the contract excessively technically difficult, not cost effective and would undermine proper execution of the contract.

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

The selection criteria is stated in the pre-qualification documentation.

To support the financial assessment, the University will obtain a financial appraisal report from CreditSafe. This report provides the University with an overall Risk Score, which will be used to assess the Contractor's financial standing. The University reserves the right to exclude or request provision of further assurances, such as parent company/bank guarantee or performance bonds where bidders financial scoring is classed as ‘Satisfactory-Below Expectations’ (49-30) or ‘Poor’ (29 or below).

Minimum level(s) of standards possibly required:

Contractors are advised that a requirement of this tender is to have, or can commit to obtain, prior to the commencement of the contract, the levels of insurance cover indicated below:

Employer's Liability Insurance = 10 000 000 GBP per occurrence

Public Liability Insurance = 10 000 000 GBP per occurrence

Professional Indemnity Insurance = 10 000 000 GBP per occurrence; expiry of required period of 12 years

Cover for Pollution and Contamination claims = 1 000 000 GBP per occurrence

All value are stated in GBP.

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

The selection criteria is stated in the pre-qualification documentation.

Contractors attention is drawn to the mandatory requirements of the selection criteria:

> Grounds for mandatory exclusion,

> Grounds for discretionary exclusion,

> Economic and Financial Standing,

> Insurance,

> Health and Safety,

> University Control of Contractors Health and Safety requirements (Form CC3) - completion and being assessed as meeting the standard of the University Health and Safety Assessment,

> Project specific questions.

An overall pass mark of 50 % shall apply at Stage 1 Prequalification.

Additionally, tenderers attention is drawn to the mandatory requirements of the award criteria. Full information is provided in section II.2.5 of the notice and the Invitation to Tender documentation which is made available with the Pre-Qualification documentation. In addition:

General Instructions - ITT File 2 section 3.1,

Contract Term - ITT File 2 section 1.2.3,

The Employers Requirements - ITT File 4,

Preliminaries - ITT File 4,

Performance Specification - ITT File 4,

Service Level Agreement - ITT File 4,

Pre-construction information - ITT File 4,

Logistics plan - ITT File 4,

Legal elements ITT File 6.

III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
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
Restricted 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: 14/04/2017
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date: 24/04/2017
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

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
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:

The University is utilising an electronic tendering tool (InTend: https://intendhost.co.uk/universityofsouthampton) to manage this procurement and to communicate with all applicant Contractors. All documentation in relation to this tender can be downloaded from the In-Tend portal.

Applicant Contractors are advised that there will be no hard copy documents issued to organisations and all communications with the University including the PQQ and ITT response will be conducted via the In-Tend portal. Regular monitoring of the portal is the responsibility of the applicant Contractor.

If you are not already registered as a supplier with the University of Southampton, you will need to register in In-Tend in order to access the tender documentation.

Once you have logged in as a supplier: click on ‘Tenders’; locate the relevant project; and click ‘View Details’. Once you are in the project screen, you will be able to register your company against the project and access all documentation by clicking ‘Express Interest’.

Applicant Contractors are advised that formal expressions of interest in the project must be by way of completion and return of the relevant documents via the In-Tend portal.

Further instructions for the submission of responses are below:

To submit your return:

1. Log in.

2. Click ‘Tenders’.

3. Locate the relevant project.

4. View details.

5. Click on the tab relating to the relevant project stage (e.g. ‘Invitation to Tender’).

6. Click on the ‘Attach Documents’ button and upload your return.

7. Check all your response documents are uploaded and displayed in the ‘My Tender Return’ panel. The system will only permit your organisation to make one return.

8. Click the red ‘Submit Return’ button.

Please note, to preserve the integrity of the tendering procedure, all queries must be made via the correspondence function within the In-Tend portal.

In accordance with Regulation 50, paragraph (2) of the Public Contracts Regulations 2015 and subject to Article 5 and Annex 5, Part D (13) of Directive 2014/24/EU of the European Parliament and of the Council (if applicable), the University intends to publish the value of any resulting contract at the award stage, and reserves the right to do so. By submitting a tender response, bidders are consenting to publication of this information unless otherwise agreed in advance with the University.

Applicant Contractors are solely responsible for their costs and expenses incurred in connection with the preparation and submission of responses and participation in this and all future stages of this procurement. Under no circumstances will the University be liable for any costs or expenses borne by bidders or any of their supply chain, partners or advisers in this procurement process. The University is not liable for any costs in the event of the cancellation of this procurement process.

VI.4)Procedures for review
VI.4.1)Review body
University of Southampton
Southampton
SO17 1BJ
United Kingdom
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:
10/03/2017