Construction Contract Leads

Section I: Contracting authority

I.1) Name and addresses

East Ayrshire Council

Corporate Procurement Team, London Road HQ

Kilmarnock

KA3 7BU

Email

david.shields [at] east-ayrshire.gov.uk

Telephone

+44 1563576000

Country

United Kingdom

NUTS code

UKM93 - East Ayrshire and North Ayrshire mainland

Internet address(es)

Main address

http://www.east-ayrshire.gov.uk

Buyer's address

https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00223

I.3) Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at

https://www.publictendersscotland.publiccontractsscotland.gov.uk

Additional information can be obtained from the above-mentioned address

Tenders or requests to participate must be submitted electronically via

https://www.publictendersscotland.publiccontractsscotland.gov.uk

I.4) Type of the contracting authority

Regional or local authority

I.5) Main activity

General public services

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

PS-25-08 - Mechanical Ventilation (Air Con - HVAC) Service & Maintenance MTC

II.1.2) Main CPV code

• 50710000 - Repair and maintenance services of electrical and mechanical building installations

II.1.3) Type of contract

Services

II.1.4) Short description

Name: Mechanical Ventilation Service & Maintenance Term Contract.

Nature: The nature of the works envisaged within this contract relates to both the planned inspection, servicing, testing & certification, and to emergency/reactive repairs of air conditioning/air handling/heat pump equipment. It is anticipated that the majority of work will be carried out during normal working hours (excluding the activities listed as Specialist Term Contracts as listed in Appendix 2 of the contract Appendices document).

Location: Properties listed in Appendix 5 – Premises List of the contract Appendices document.

Contract length: 2 years plus option of two 1 year extensions.

II.1.5) Estimated total value

Value excluding VAT: £640,000

II.1.6) Information about lots

This contract is divided into lots: No

II.2) Description

II.2.2) Additional CPV code(s)

• 42500000 - Cooling and ventilation equipment
• 42510000 - Heat-exchange units, air-conditioning and refrigerating equipment, and filtering machinery
• 42512000 - Air-conditioning installations
• 45331000 - Heating, ventilation and air-conditioning installation work
• 45331100 - Central-heating installation work
• 45331200 - Ventilation and air-conditioning installation work
• 45331210 - Ventilation installation work
• 45331220 - Air-conditioning installation work
• 45331221 - Partial air-conditioning installation work

II.2.3) Place of performance

NUTS codes

• UKM93 - East Ayrshire and North Ayrshire mainland

II.2.4) Description of the procurement

Name: Mechanical Ventilation Service & Maintenance Term Contract.

Nature: The nature of the works envisaged within this contract relates to both the planned inspection, servicing, testing & certification, and to emergency/reactive repairs of air conditioning/air handling/heat pump equipment. It is anticipated that the majority of work will be carried out during normal working hours (excluding the activities listed as Specialist Term Contracts as listed in Appendix 2 of the contract Appendices document).

Location: Properties listed in Appendix 5 – Premises List of the contract Appendices document.

Contract length: 2 years plus option of two 1 year extensions.

II.2.5) Award criteria

Quality criterion - Name: Quality / Weighting: 30

Price - Weighting: 70

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months

24

This contract is subject to renewal

Yes

Description of renewals

2No. Optional 1 year extensions.

II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: No

II.2.13) Information about European Union Funds

The procurement is related to a project and/or programme financed by European Union funds: No

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

List and brief description of conditions

For the purpose of this Contract, the Contractor (including any Sub-Contractors if appropriate) must be on the current F-Gas company certification register, as appointed by the Department for the Environment, Food and Rural Affairs (DEFRA) under the 2015 no310 UK Fluorinated Greenhouse Gases Regulations throughout the entire Contract period.

For the purpose of this Contract, all Contractors (including any Sub-Contractors if appropriate) must be a member of the Building Engineering Services Association (BESA) throughout the entire Contract period.

III.1.2) Economic and financial standing

List and brief description of selection criteria

Financial Standing

The Council shall commission an independent third party Risk Report from Experian using the Company Registration number supplied by the Tenderer. Any Tenderer who does not meet the minimum threshold of a Commercial Delphi Score of 25 out of 100 will have their submission regarded as a “Fail” and will not be considered further. Where a Tenderer receives a Commercial Delphi Score of between 25 - 50 out of 100, the Council reserves the right to request further financial information to determine the risk to the Council. In the event that such additional measures are requested, the Council shall, in its sole discretion, determine the terms of those measures that it deems as acceptable. If Tenderers cannot provide measures to the satisfaction of the Council then their submission may be rejected

Risk or Credit reports from other agencies will not be considered.

It is the Tenderers responsibility to ensure that all information held by Experian is current and accurate when submitting their Tender. The Council will not enter into discussions with Tenderers who fail to ensure that their Experian scores are accurate by the due submission date.

Insurances

It is a requirement of this Contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded Contract, the insurances indicated below.

Public & Products Liability Insurance = 5 million GBP in respect of each claim without limit to the number of claims.

Employers (Compulsory) Liability Insurance = 10 million GBP in respect of each claim without limit to the number of claims.

III.1.3) Technical and professional ability

Selection criteria as stated in the procurement documents

Section IV. Procedure

IV.1) Description

IV.1.1) Type of procedure

Open procedure

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.2.2) Time limit for receipt of tenders or requests to participate

Date

7 March 2025

Local time

12:00pm

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: 3 (from the date stated for receipt of tender)

IV.2.7) Conditions for opening of tenders

Date

7 March 2025

Local time

12:00pm

Section VI. Complementary information

VI.1) Information about recurrence

This is a recurrent procurement: Yes

Estimated timing for further notices to be published: 2 years

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 buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 28508. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343

Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/

A summary of the expected community benefits has been provided as follows:

It has become clear that there is scope within the EU legal framework which applies to public contracts, to use contracts to deliver wider social benefits such as:

- Targeted recruitment and training (providing employment and training opportunities / Apprenticeships)

- SME and social enterprise development

- Community engagement

As part of your response to the Quality criteria, Tenderers are requested to provide an outline of all community benefits you can offer for this contract.

(SC Ref:789495)

VI.4) Procedures for review

VI.4.1) Review body

Kilmarnock Sheriff Court

Sheriff Court House, St Marnock Street

Kilmarnock

KA1 1ED

Country

United Kingdom

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