Lift-maintenance services

Description

Approximately 110 lift installations requiring full annual servicing and maintenance, breakdown cover 24 hours a day, including all public holidays and the replacement and repair of components. Normal call-outs shall be attended on site within 2 hours and emergency call-outs within 1 hour. Safety Assessment Federation (SAFed) supplementary inspections/tests shall be carried out. Computer Aided Facilities Management (CAFM) system Planon will be used to close out all planned and reactive work. Strict deadlines will need to be met to ensure the system is kept up to date. Detailed reports required covering but not limited to; service dates achieved, call out statistics on causes of breakdowns, repairs, SAFed inspections completed and updates on Lifting Operating and Lifting Equipment Regulations (LOLER) report status. 2 machine rooms are considered to be restricted spaces. The maintenance of approximately 110 lift installations at the University of Southampton is in scope for this agreement. The contractor shall provide a maximum degree of service cover for the lift installations, based on full schedules of work which are designed to act in addition to the contractors’ set of procedures for having the best level of preventative service care. The contract requires full annual servicing and maintenance, breakdown cover 24 hours a day, including all public holidays and the replacement and repair of components. Calls will always be logged by the University’s help desk or an authorised representative. Approximately 250 call-outs were attended between 1.8.2017 and 31.7.2018. The contractor shall note that some Safety Assessment Federation (SAFed) supplementary inspections may need to be carried out and will need to be priced for separately as detailed within the tender documents. The contractor will be expected to keep up to date the University’s Computer Aided Facilities Management (CAFM) system Planon with regards to closing out all planned and reactive work such as maintenance, repairs and call outs. Strict deadlines will need to be met by the contractor to ensure the Planon system is kept up to date. The contractor will also be expected to provide detailed reports covering but not limited to; service dates achieved, call out statistics on causes of breakdowns, repairs carried out, SAFed inspections completed and updates on Lifting Operations and Lifting Equipment Regulations (LOLER) report status. All lifts irrespective of type or location, are to be covered by the same service procedures. Contractors are advised that the premises covered by this document are multi-tenanted and there may be strict security procedures in operation to gain access to the buildings in general and lift wells/machine rooms. All company representatives irrespective of title will be required to carry personal identification, and during their stay in the premises, all personnel must make themselves fully acquainted with safety procedures and University policies and procedures including Control of Contractors Health and Safety (CC3) as may apply. The whole of the works covered by the contract will be subject to quality audits at unannounced intervals. Formal minuted meetings will take place between the contractor, the University and the University's appointed lift consultant, agenda items will include but are not limited to; contract performance, any issues raised including health and safety. It is the responsibility of the contractor to ensure that they respond to and close down any actions raised for their attention by the deadlines set in the issued minutes. The contractor shall also note the Universities control of contractors policy which is detailed within this document which shall be fully complied with. The contractor shall not exclude any further items. Procurement process: This procurement process is being conducted as an open procedure consisting of a single stage. Contract period: The University proposes to enter into a contract for 7 years – this will be the maximum contract period, including any potential extensions with the successful tenderer(s). This will comprise of an initial contract period of 5 years with an option to extend by a further 2 years subject to satisfactory performance and at the discretion of the University. Contract value: The estimated value of the initial 5-year contract term is in the region of 700 000 GBP – 850 000 GBP (excluding VAT). The estimated value of the 2-year extension period is 280 000 GBP — 340 000 GBP (excluding VAT). It is estimated, therefore, that the total value of this contract will be between 980 000 GBP and 1 190 000 GBP (excluding VAT). TUPE: The University envisages that TUPE will apply to this procurement.