Section I: Contracting authority
High Street, West Yorkshire
Contact person: Paul Swiatyj
Telephone: +44 1484221000
NUTS code: UKE44
Main address: http://www.kirklees.gov.uk
Address of the buyer profile: https://www.yortender.co.uk
Section II: Object
Lift Maintenance, Repairs and Servicing
The Council is inviting Tenders from Suppliers who can comprehensively cover the provision of the most appropriately skilled labour to undertake the necessary maintenance and repairs to the council’s diverse portfolio of 168 elevators, platform lifts and stair lifts including requirements to undertake the comprehensive maintenance, inspection and testing for all Kirklees sites, provide a twenty four (24) hours a day, every day for the duration of the contract period emergency Call out service and emergency lift entrapment release service to all sites and undertake all additional works necessary to ensure continued safe operation of lifts.
This Contract covers all work involved in the maintenance, repair, emergency call out and emergency entrapment release service to various lifts and equipment in the Contract Area, to be executed in accordance with these Contract Documents, summarised as following:
(a) The Contractor will be required to closely manage the day to day servicing and repair requirements of the Council’s users, answering all the telephone calls directly and progress all calls and emergency responses;
(b) The Contractor will be required to have the ability to report all activity of the contract in real time live via an internet based secure portal enabling all activity and response times to be monitored remotely”). The Electronic Management Tool must operate and be viewable without the need for any specialist equipment other than a standard internet connection to the web. The Contractor will be required to ensure that the Electronic Management Tool is well maintained and managed to ensure that risks to the council are minimised from electronic intrusions and viruses when viewing the information. The Contractor will be required to provide the Electronic Management Tool and undertake all necessary programming and staffing required to provide the live information precise requirements of which is set out in this Specification;
(c) A twenty four (24) hours a day, every day for the duration of the contract period, emergency lift entrapment release service with a response time of no more than half an hour;
(d) A twenty four (24) hours a day, every day for the duration of the contract period, emergency call-out service in case of breakdown or vandal damage to carry out repairs or any necessary making safe; with a response time of no more than two (2) hours;
(e) Planned inspection, service, maintenance and testing as detailed within the Tender Document;
(f) Repairs up to the value of ten thousand Pounds Sterling (10 000.00 GBP) for any single breakdown to be executed within forty-eight (48) hours subject to parts availability;
(g) Rectification of vandal damage up to the value of three hundred and fifty Pounds Sterling (350.00 GBP) per lift per year;
(h) Undertake an initial condition surveys and risk assessments of all lifts needed for the preparation of the Maintenance Hand Book;
(i) Visual lift survey reports, including comprehensive detailed digital images of all component parts of the lift; all reports to be electronically accessible;
(j) Lift risk assessment for maintenance operations; all reports to be electronically accessible; and
(k) The Contractor will be required to complete their own quality checks on five (5 %) of all service and repair visits undertaken to the Specification.
Contract Period will run from 1.12.2018 until 30.11.2021, with the provision to extend for up to a further 2 years.
This exercise is an Open Procedure in accordance with the requirements under Regulation 27 of the Public Contracts Regulations 2015 (SI 2015/102) for the purpose of procuring the Service described in the "Specification Information". This specification is part of the procurement documentation that was published in relation to this Notice, and can be found at www.yortender.co.uk.
Section III: Legal, economic, financial and technical information
In accordance with:
(i) Article 57 to 60 of Directive 2014/24/EU of the European Parliament and of the European Council; and
(ii) Regulations 57 to 60 of the Public Contracts 2015 (SI 2015/102) (the 'Regulations'), which require or permit the contracting authority not to select or to treat as ineligible, economic operators, the contracting authority reserves the right to exclude any economic operator whom they deem to not satisfy any criteria outlined within the scoring matrices contained within the standard selection questionnaire (‘SQ’) within the Service Providers’ Submission Document (i.e. Appendix 1), which is available to download at: https://www.yortender.co.uk/procontract/supplier.nsf or is available at the address set out in Sections I.1) and I.3) of this Notice above.
See Section 4 of the SQ (available to download at: https://www.yortender.co.uk/procontract/supplier.nsf). Economic operators must submit either a copy of the audited accounts for the most recent two (2) years if requested. If it cannot, then it must provide either:
(a) a statement of the turnover, Profit and Loss Account/ Income Statement, Balance Sheet/ Statement of Financial Position and Statement of Cash Flow for the most recent year of trading for this organisation;
(b) a statement of the cash flow forecast for the current year and a bank letter outlining the current cash and credit position; or
(c) alternative means of demonstrating financial status if any of the above are not available (e.g. forecast of turnover for the current year and a statement of funding provided by the owners and/or the bank, charity accruals accounts or an alternative means of demonstrating financial status).
Economic operators must also confirm whether or not they are part of a wider group (e.g. a subsidiary of a holding/parent company), and if so must provide confirmation of:
(a) the name of the organisation;
(b) the relationship to the economic operator completing the SQ; the organisation’s company accounts (if available); and confirmation on whether or not this organisation would be willing to provide a guarantee if necessary, and if not would the economic operator be able to obtain a guarantee elsewhere (e.g. from a bank)
Insurance — see Section 8.1 of the SQ (available to download at: https://www.yortender.co.uk/procontract/supplier.nsf). Economic operators are asked to self-certify whether they already have, or can commit to obtain, prior to the commencement date of the Contract, the levels of insurance cover indicated below:
(a) Employer’s (Compulsory) Liability Insurance 10 000 000 GBP (in relation to any one claim or series of claims);
(b) Public Liability Insurance 10 000 000 GBP (in relation to any one claim or series of claims).
The rationale applied will be economic operators being able to demonstrate an annual turnover of at least twice the estimated contract value. Therefore, economic operators must demonstrate a minimum annual turnover of at least 1 240 000 GBP (one million, two hundred and forty thousand GBP).
Failure by an economic operator to supply either a copy of the audited accounts for the most recent two (2) years or any one of the document listed in (a) – (c) in Section 4.1 of the SQ may also result in exclusion. Further, any answers which leads the contracting authority, acting reasonably, to conclude (considering the risk that the relevant answer suggests about the economic operator’s ability to properly perform the Contract) that it would be inappropriate to select the economic operator on this occasion may result in exclusion. In addition, if an economic operator indicates in Section 5 of the SQ that its parent or holding company is prepared to guarantee the performance of the economic operator’s company, the information provided in response to Sections 5.1 to 5.3 will be used in the financial assessment of the economic operator.
Insurance — see 8.1 of the SQ (available to download at: https://www.yortender.co.uk/procontract/supplier.nsf).
Failure to indicate ‘Yes’ to any of the required insurances stated in Section 8.1 will result in exclusion.
See Section 6 of the SQ (available to download at: https://www.yortender.co.uk/procontract/supplier.nsf).
Pass — The Candidate has provided EITHER:
(a) at least one example of a previous contract that meets the minimum requirements set out in Section 6, and demonstrates to the reasonable satisfaction of the contracting authority that the economic operator possesses the relevant general technical expertise and professional experience to be entrusted with the contracting authority's Contract;
(b) a satisfactory reason as to why the economic operator is unable to provide any examples of previous contracts that are relevant to the contracting authority’s requirements under the Contract, and that meets the minimum requirements set out in Section 6.3 of the SQ.
HOWEVER, economic operators are asked to note that:
(c) If economic operators need to use more than one example to demonstrate that they possess the relevant general technical expertise and professional experience, they may do so up to a maximum of three (3) examples.
(d) The contracting authority reserves the right to confirm the accuracy of any information provided inresponse to Section 6 of the SQ with any named customer contact(s). Any replies from any named customercontact(s)which lead the contracting authority, acting reasonably, to doubt any significant representations madein the economic operator’s responses to Section 6 may result in exclusion.
Fail — The economic operator:
(a) has failed to provide any examples of any previous contracts in response to Section 6 of the SQ;
(b) has failed to provide a satisfactory reason as to why they were unable to provide any examples;
(c) the examples given in response to Section 6 of the SQ do not demonstrate to the reasonable satisfaction of the contracting authority that the economic operator possesses the relevant general technical expertise and professional experience to be entrusted with the contracting authority's Contract.
Section IV: Procedure
The Council of the Borough of Kirklees, Civic Centre III, Market Street, Huddersfield HD1 2EY
At least one (1) representative from Finance Management, Risk Performance and IT and one (1) Corporate Procurement Officer will open and record the electronic (and where applicable, written) quotations received by the appointed time at the same time.
Section VI: Complementary information
Provided that the Tender is submitted fully in accordance with the requirements set out within the “Council’s Specification Information” and the remaining sections of the Tender Documents, the Contract will be awarded on the basis of the most economically advantageous tender based on 40 % Price and 60 % Quality.
The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (‘SMEs’). However, any selection of economic operators will be based solely on the criteria set out for the procurement, and the framework agreement will be awarded to the most economically advantageous tenders.
Further specifics on the above Award Criteria can be found in the Tender Document published with this Notice.
Please note that Tenders will only be evaluated substantively once suitability of economic operators has been assessed in accordance with the SQ, which will be marked on a pass or fail basis as detailed in the Supplier Submission Document. Economic operators who fail to pass the minimum Selection Criteria within the SQ will be excluded from the process at this stage and their Tender Submission will NOT be subject to further evaluation. Economic operators found to be suitable by the Council will proceed to have their submissions evaluated using the Award Criteria set out in the Tender Documentation.
The Tender Documents are available to download at www.yortender.co.uk.
In accordance with Regulation 86 (Notices of decisions to award a contract or conclude a framework), Regulation 87 (Standstill periods) and Chapter 6 (Applications to Court) of the Public Contracts Regulations 2015 (SI 2015/102), the contracting authority will incorporate a minimum ten (10) calendar day standstill period at the point that information on the award of the Contract is communicated to economic operators. This period allows any unsuccessful economic operator(s) to seek further debriefing from the contracting authority before the award of the Contract to the successful economic operators. Such additional information should be requested from the address at Sections I.1 and I.3 of this Notice above. If an appeal regarding the award of the Contract has not been successfully resolved, then the Public Contracts Regulations 2015 (SI 2015/102) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be started within thirty (30) days beginning with the date when the aggrieved party first knew or sought to have grounds for starting the proceedings had arisen. The Court may extend the time limited for starting proceedings where the Court considers that there is a good reason for doing so, but not so as to permit proceedings to be started more than three (3) months after that date. Where the Contract has not been awarded, the Court may order the setting aside of the award decision or order the contracting authority to amend any document and may award damages. If however the Contract has been awarded, the Court may only award damages or, where the contract award procedures have not been followed correctly, declare the Contract to be ineffective.
|Award Criteria||The most economic tender|
|Date Published||14th Sep 2018|
|Main Activities||General public services|
|Common Procurement Vocabulary||Lift-maintenance services|
escalators and moving walkways
Lifting and handling equipment and parts
Lifting and handling equipment