Evacuation Chairs: Supply, Installation, Maintenance, Servicing, Repairs and Training

The University of Edinburgh (UoE) is looking to establish a single‐supplier framework agreement for comprehensive, integrated Evacuation Chairs management across its Estate to support our compliance with PUWER regulations and other related legislation. This contract will cover the supply, installation, maintenance, servicing and repair of the University’s portfolio of Evacuation Chairs, as well as appropriate staff training throughout the lifetime of the contract. It is expected that the agreement will include the renewal of the University’s Evacuation Chairs inventory as well as any future purchases, to ensure consistent management across the various locations.

The key focus of this procurement is to provide a unique, clear, consolidated evacuation solution that can be managed effectively across a variety of locations.

The contract will be structured around the following elements:

1. Supply and Installation of Evacuation Chairs as per specification
2. Annual Maintenance, Repair (including reactive) and Re-certification of the UoE Evacuation Chairs portfolio
3. Training

For the supply, a manual, i.e. not battery powered solution is sought, covering: downward evacuation (suitable for the majority of UoE buildings) and upward evacuation/all‐terrain (as dictated by specific building access & configuration). It is estimated about 175 - 190 chairs will fall within the first category and approximately 5 - 10 should cover the more complex requirements included in the second category. The initial purchase and installation will be phased over a period of approximately 3 months, to allow safe delivery and implementation.

In addition to supply & installation, the appointed supplier will be expected to ensure full management of the Evacuation Chairs, providing a comprehensive package including annual inspection, asset management, maintenance, servicing, stair testing, repairs and re-certification in accordance with manufacturer standards and full, continuous compliance to the legislation applicable to Class One Medical Equipment. All the chairs are to be maintained with new, original manufacturer supplied and approved spare parts, to the highest standard by readily available, trained, authorised, competent personnel.

Suitable, certified ‘Train the Trainer’ and Refresher on‐site courses for up to 10 no. University staff at one time will also be required as part of the agreement, with the first session delivered at the start of the contract.

It is anticipated that a total portfolio of about 200 chairs will be handled throughout the duration of this contract.

The proposed overall contractual period is 5 years (an initial period of two years with an option to grant an extension for a further 2 and respectively 1 year periods, 2+2+1).

This contract has been tendered on behalf of the University of Edinburgh and all University of Edinburgh Subsidiary Companies. Any and all of the University of Edinburgh’s Subsidiary Companies may access and utilise this Contract at any time during the relevant Contract period. Additional information: The tender evaluation has consisted of 3 parts (qualification, technical and commercial) and has also included a sample assessment & virtual demonstration. Details of the evaluation process have been included in the ITT document on PCS-T & updates circulated to bidders via the PCS-T message board.

The total contract value is an estimate calculated using the scenarios detailed in the ITT.