Fire Alarms & Associated Services - General and Reactive Maintenance, and Planned Works

Description

The University of Edinburgh will shortly be going out to tender via a Restricted Procedure to engage two suitably qualified, resourced and experienced organisations to provide general & reactive maintenance of fire alarms and associated services, and planned fire alarm works, which would ensure the University is meeting its obligations throughout the estate. This contract will likely be divided into 2 geographical lots described below. Lot 1 - Central & Accommodation Area Lot 2 - Science & Engineering, and Medical & Veterinary Areas Total Estimated Contract Value (Both Lots): 10,000,000 GBP excluding VAT over the full 5-year contract period (2,000,000 GBP per annum). Lot 1: 5,500,000 GBP excluding VAT over the full 5-year contract period (1,100,000 GBP per annum). Lot 2: 4,500,000 GBP excluding VAT over the full 5-year contract period (900,000 GBP per annum). Please note, these values are estimates only, and not guaranteed values. Fire Alarms and Associated Services include the Maintenance, Reactive Maintenance, upgrades and replacements to a maximum value of the following Associated Services: - a) Remote Monitoring Centre for Alarm Signalling. b) Automatic door closers – Motorised & Magnetic c) Fire Suppressant Systems and Room Integrity Inspections. d) Voice Evacuation System e) Fireman’s phone f) Alerter Systems g) Gas detection Systems h) EVC Systems i) VESDA Systems j) Cause & Effect testing verification k) Fire Curtains l) Fire Shutters m) Stair pressurisation/ Smoke vent Systems As Fire Alarm systems play a major part of building Health & Safety. The University has a responsibility to ensure all Fire alarm reactive works have an initial response time of one hour by competent personnel. Reactive work is often required for completion within 24 hours. In certain circumstances the reactive works or a temporary installation may be required to be installed within the day of reactive report. It is anticipated that the contract will in place for an initial term of 3 years with two options to extend for periods of 1-year each (3+1+1). Lot 1: Central & Accommodation Area It is proposed this procurement will be conducted through the use of the Restricted Procedure. The evaluation process shall be as follows. Stage 1 - Pre-Qualification via the submission of the completed SPD (Scotland). Bidders 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 & 1.3 and of the Contract Notice. Bidders 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. The responses to these statements will be scored as per the scoring methodology detailed within Section 3 below. SPD 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 percent and your submission scores 3 points out of 4 for that question then you will receive 7.5 percent out of a possible 10 percent. A 60% minimum threshold will apply, whereby only bidders achieving a total score greater or equal to 60% for their responses to the SPD scored questions will be considered for shortlisting. The top six (6) 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. Stage 2 - Invitation to Tender (ITT) The University will evaluate all shortlisted bidders’ ITT submissions via undertaking a Technical and Commercial evaluation. The ITT will be weighted at 80% Technical and 20% Commercial. The weightings of each technical question will be detailed within the ITT. Technical 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%. A 60% minimum technical threshold will apply (48% after technical weightings are applied). Each bidder achieving a score greater or equal to 60% will only then progress through to the commercial evaluation. For 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. The technical and commercial scores will then be combined to give each bidder an overall total score and to calculate the winning bidder. Bidders can choose to bid for either one or both Lots. Where a bidder opts to bid for both Lots, they will need to state their preference between Lot 1 and Lot 2. The top scoring Bidder will be appointed to each Lot, however, to mitigate risk to the University associated with delivery of the service across the entire estate with just one supplier, UoE will not appoint the same Bidder to both Lot 1 and Lot 2. Should the same Bidder top score for both Lot 1 and Lot 2, they will be appointed to their preferred Lot. For the other remaining Lot (the top scoring Bidder’s non-preferred Lot), the second-ranked Bidder will be appointed. Lot 2: Science & Engineering, and Meds & Vets Areas It is proposed this procurement will be conducted through the use of the Restricted Procedure. The evaluation process shall be as follows. Stage 1 - Pre-Qualification via the submission of the completed SPD (Scotland). Bidders 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 & 1.3 and of the Contract Notice. Bidders 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. The responses to these statements will be scored as per the scoring methodology detailed within Section 3 below. SPD 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 percent and your submission scores 3 points out of 4 for that question then you will receive 7.5 percent out of a possible 10 percent. A 60% minimum threshold will apply, whereby only bidders achieving a total score greater or equal to 60% for their responses to the SPD scored questions will be considered for shortlisting. The top six (6) 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. Stage 2 - Invitation to Tender (ITT) The University will evaluate all shortlisted bidders’ ITT submissions via undertaking a Technical and Commercial evaluation. The ITT will be weighted at 80% Technical and 20% Commercial. The weightings of each technical question will be detailed within the ITT. Technical 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%. A 60% minimum technical threshold will apply (48% after technical weightings are applied). Each bidder achieving a score greater or equal to 60% will only then progress through to the commercial evaluation. For 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. The technical and commercial scores will then be combined to give each bidder an overall total score and to calculate the winning bidder. Bidders can choose to bid for either one or both Lots. Where a bidder opts to bid for both Lots, they will need to state their preference between Lot 1 and Lot 2. The top scoring Bidder will be appointed to each Lot, however, to mitigate risk to the University associated with delivery of the service across the entire estate with just one supplier, UoE will not appoint the same Bidder to both Lot 1 and Lot 2. Should the same Bidder top score for both Lot 1 and Lot 2, they will be appointed to their preferred Lot. For the other remaining Lot (the top scoring Bidder’s non-preferred Lot), the second-ranked Bidder will be appointed.