EC1047 Air Cooled Chillers and Close Control Units Maintenance & Reactive Work

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 maintenance services and reactive works for Air Cooled Chillers and Close Control Units (CCUs) that are spread throughout the University’s Estate. This contract shall be split into two lots as follows: Lot 1: Air Cooled Chillers; and Lot 2: Close Control Units (CCUs). 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, 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. It is anticipated that the contract will be in place for an initial period of 3 years, with two options to extend for periods of 1-year each (3+1+1). Lot 1: Air Cooled Chillers The University of Edinburgh has a requirement to establish contracting arrangements for a single supplier to provide maintenance services and reactive work for Air Cooled Chillers that are spread throughout the University's estate. The contract covers approximately 56 air cooled chillers (water and refrigerant based systems), located in buildings across the five University campuses. Transfer of Undertakings (Protection of Employment) Regulations 2006 (“TUPE”) may apply to this contract. Details will be provided at ITT stage. 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 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% and your submission scores 3 points out of 4 for that question then you will receive 7.5% out of a possible 10%. A 50% minimum threshold will apply, whereby only bidders achieving a total score greater or equal to 50% for their responses to the SPD scored questions will be considered for shortlisting. The top five (5) Bidders in each Lot 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 70% Technical and 30% 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%. 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 for each Lot will then be combined to give each bidder an overall total score and to calculate the top scoring 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, 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: Close Control Units (CCUs) The University of Edinburgh has a requirement to establish contracting arrangements for a single supplier to provide maintenance services and reactive work for Close Control Units (CCUs) that are spread throughout the University’s estate. The contract covers approximately 80 Close Control Units (water and refrigerant based systems), located in buildings across the five University campuses. Transfer of Undertakings (Protection of Employment) Regulations 2006 (“TUPE”) may apply to this contract. Details will be provided at ITT stage. 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 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% and your submission scores 3 points out of 4 for that question then you will receive 7.5% out of a possible 10%. A 50% minimum threshold will apply, whereby only bidders achieving a total score greater or equal to 50% for their responses to the SPD scored questions will be considered for shortlisting. The top five (5) Bidders in each Lot 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 70% Technical and 30% 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%. 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 for each Lot will then be combined to give each bidder an overall total score and to calculate the top scoring 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, 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.