Official UK procurement notice
Steam Traps and Ancillary Equipment Servicing & Maintenance
Authority: University Of Edinburgh (Education)
What is being bought
Published requirement descriptionThe University of Edinburgh is wishing to procure the services of a single Contractor to provide a comprehensive servicing, maintenance and reactive works service covering the steam system traps and ancillary equipment, located across the various campuses’ buildings; including laboratory and restricted areas. All work in laboratories must be carried out following the Guidance for University’s Maintenance Staff and Contractors working in Laboratories. The Contractor shall take due account of the need to work without disruption to the operation of the buildings and their users. Out of normal hours working may be applicable for some teaching, staff and research areas.
The Contractor shall undertake the service, testing and maintenance of the steam and condensate systems through undertaking the tasks in line with the University’s requirements and the manufacturer’s recommendations (Spirax Sarco, ARI, Bailey and Nabic. The majority of equipment models fall under Spirax Sarco).
Any repair, remedial or replacement works shall include, as is necessary, all associated works such as electrical isolation, supplies and protection, and any plumbing or ancillary mechanical services work and undertake all testing and commissioning of the equipment / system and issue all relevant documentation (O&M Manuals, H&S File etc.).
All parts and components shall be sourced from the plant or equipment original manufacturer.
The Contractor during the first 6 months of the contract, shall identify spares required to be kept on site to minimise equipment downtime, these spares are to be agreed with the contract manager and maintained at the required stock level.
The Contractor shall provide a Reactive Works call-out service to the University. The Contractor shall minimise the time that equipment is out of service following a breakdown or damage by ensuring the availability of trained and competent personnel who are able to respond promptly in the event of breakdown within the contracted time periods.
All activities which install, remove, refurbish, maintain, mothball, put in service or remove assets from service will be required to undertake Asset Data Management duties. Through this service contract appointment the Contractor shall maintain an accurate database of their own and record asset information from maintenance visits. This database shall be aligned to the UoE Asset Management Guideline (AMG).
To comply with the University’s Pressure Systems Safety Regulations (PSSR) 2000 Written Scheme of Examination, in programming the major annual services, the Contractor shall liaise with the University Estates and the Insurers so as to allow all necessary inspections to take place in unison with the service.
The Contractor shall at all times keep engaged a competent person in charge who shall also act as the Contractor’s Representative/Supervisor and shall provide along with his tender submission the name, contact details and experience of the person (minimum of 5 years relevant experience working on steam and other pressurised systems) who will provide the single point of contact for the duration of the Contract. This individual should have appropriate experience both managerially and technically on similar sized contracts.
This contract is being 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.
This procurement will be conducted via the Public Contracts Scotland - Tender portal (PCS-T). We will apply a one stage Open procedure. Bidders must self-certify their adherence to the conditions of participation via the SPD (Scotland) in PSC-T, and may be required to submit Means of Proof before contract award. Bidders must refer to the specific requirements listed in the Section III in this Contract Notice when completing the SPD in PCS-T.
- Recurrence: 12 months prior to contract expiry
CPV: Repair and maintenance services
The lotProcurement structure
single lot · no lot value publishedLot #1The Contractor shall provide a comprehensive servicing, maintenance and reactive works…AwardedRenewal
The Contractor shall provide a comprehensive servicing, maintenance and reactive works service to the University covering the steam system traps and ancillary equipment, located across the various campuses’ buildings, consisting of laboratory (restricted access) facilities and non- laboratory facilities.
The Contractor shall be responsible for carrying out planned service and maintenance in accordance with statutory compliance and the relevant SFG20 task schedules and manufacturer’s recommendations. The Contractor shall provide a written scheme of examination (WSE) for each system, certified by a competent person.
The Contractor shall provide a detailed programme of works to the University Estates 2 weeks after appointment setting out the order of work to be undertaken, the type of PPM visit and the duration in each building.
The Contractor shall take due account of the need to work without disruption to the operation of the buildings and their users. Out of normal hours working may be applicable for some teaching, staff and research areas.
To comply with the University’s Pressure Systems Safety Regulations (PSSR) 2000 Written Scheme of Examination, in programming the major annual services, the Contractor shall liaise with the University Estates and the Insurers so as to allow all necessary inspections to take place in unison with the service.
On an annual basis, the Contractor shall carry out a major servicing for Metering Systems.
For Steam Traps, Pipeline Ancillaries and Mechanical Pressure Powered Pumps, minor service tasks shall be undertaken on a six monthly basis and major service tasks on an annual basis.
The Contractor shall undertake an annual survey of all the steam system traps for review with the University Estates.
All activities which install, remove, refurbish, maintain, mothball, put in service or remove assets from service will require the Contractor to undertake Asset Data Management duties; maintaining an accurate database of their own and record asset information from maintenance visits. This database shall be aligned to the UoE Asset Management Guideline (AMG).
All parts and components shall be sourced from the plant or equipment original manufacturer.
The Contractor shall provide a list of critical spares they recommend are held by the University within 4 weeks of appointment and include numbers and all relevant costs.
The Contractor shall remove and suitably dispose of all redundant plant, equipment and materials.
During the Contract Term, the Contractor shall provide a Reactive Works call-out service to the University during out of hours and weekends as well as normal weekday hours. Reactive Works refers to repairs that are done when equipment has already broken down, in order to restore the equipment to its normal operating condition.
Any repair, remedial or replacement works shall include, as is necessary, all associated works such as electrical isolation, supplies and protection, and any plumbing or ancillary mechanical services work and undertake all testing and commissioning of the equipment / system and issue all relevant documentation (O&M Manuals, H&S File etc.). Any works to the Building Energy Management System (BEMS) installation shall be carried out through one of the two BEMS Controls Specialists. These Specialists shall liaise with the University’s Estates BEMS team. All works shall be managed by the Contractor.
During the course of the Contract, the Contractor shall submit quarterly progress reports to the University Building Services Group. During the course of the contract, performance review meetings shall be held with senior members of the Contractor and University Estates Building Services Engineer. The meetings shall be held monthly for the first three months and quarterly thereafter.
For full details of service contract requirement the bidder is instructed to read Schedule 3 Statement of Requirement- Brief v6 contained within the tender. Additional information: Economic operators may be excluded from this competition if there are in any of the situations referred to in regulation 58 of the Public
Contracts (Scotland) Regulations 2015
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Published award criteria (2)
- Quality: 70
- Price: 30
- Suitability
Where it is required within a bidder’s country of establishment they must confirm which authorisation or memberships of the relevant organisation(s) are required in order to perform this service.
Bidders must confirm if they hold the particular authorisation or memberships.
- Economic & financial standing
Bidders will be required to have a minimum general yearly turnover of 102,000 GBP for the last 3 years (excluding VAT).
It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commence of any subsequently awarded contract, the
types and levels of insurance indicated below:
Employer’s (Compulsory) Liability Insurance 5 million GBP
Public Liability Insurance 5 million GBP
Professional Indemnity Insurance 2 million GBP
Minimum: 4B.6 Statement 1: Where the bidder is providing a submission on behalf of a subsidiary company, upon request, the bidder must obtain a Parent Company Guarantee prior to commencement of any subsequently awarded contract. 4B.6 Statement 2: Bidders will be required to provide adequa… - Technical & professional ability
SPD 4C.1.2 Statement
Bidders will be required to provide three examples that demonstrate that they have the relevant experience to deliver the services/supplies as
described in part II.2.4 of the Contract Notice.
SPD 4C.2.1 Statement Bidders will be required to confirm details of the technicians or technical bodies who they can call upon, especially those responsible for quality
control.
SPD 4C.10 Statement
Bidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract.
Minimum: SPD 4D.1 Statement 1: Quality Management The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent). SPD 4D.1.1 Statement 1: Quality Management If the bidder does not hold a UKAS (or e…
- Staff
- Names and qualifications of delivery staff must be submitted
- Price carries 30 of 100 points: a 10% discount moves about 3 points. The method statement decides this lot, not the discount.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record · publisher note attached- Procedure method
- Open procedure
- Legal basis
- CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
- Procurement category
- Services
- Notice status
- Awarded
- Procurement threshold
- Unspecified in notice
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Yes · 12 months prior to contract expiry
- First published
- 11 Mar 2021, 09:16 GMT
- Last source update
- 17 Sept 2021, 11:25 BST
- Award evaluation window
- 7 May 2021 – …
- Authority reference
EC0949- FTS notice number
2021/S 000-023161- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-029aa0Find a Tender
- Electronic trading
- e-invoicing allowed · electronic ordering · electronic payment
- Performance terms
The bidder is instructed to refer to Service Level Performance Requirements are detailed in Schedule 3, Statement of Requirements - Brief and Schedule 9 of the tender documents.
Publisher note: The proposed contract period is an initial 2 year contract with an option to extend for a further 1 plus 1 year up to 2025. The published contact value includes PPM and estimated cost for remedial and emergency services over a four year period. (SC Ref:667614)
How it was run
Official noticeTender documents are also served through a separate tool: https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html ↗
- Submission deadline
- 7 May 2021, 12:00 BST
- Submission channel
- {"electronicSubmission"}
- Accepted languages
- en
- Bids opened
- 7 May 2021, 12:00 BST
Timeline
26 Mar 2021 → 17 Sept 2021 · 4 dates- Next notice expected26 Mar 2021
- Submission deadline7 May 2021, 12:00 BST
- Bids opened7 May 2021, 12:00 BST
- Notice published17 Sept 2021, 11:25 BST
Notice history
4 events · 3 releases on Find a Tender · since 1 Apr 2021- Status changed to active1 Apr 2021, 10:16 BST
- Procurement method changed1 Apr 2021, 10:16 BST
- Deadline published: 7 May 2021, 12:00 BST1 Apr 2021, 10:16 BST
- Status changed to complete17 Sept 2021, 11:25 BST
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Spirax-Sarco Limited | £210,000 † | — | Awarded |
Contracts
Contract 023161-2021-EC0949-1 · Spirax-Sarco Limited
- Signed
- 8 Sept 2021
- Value
- £210,000
- Status
- active
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 1bids · 1 electronic | 1 | — | — |
Contracting authority & participating public bodies
Dispute resolution & review bodies
- Edinburgh Sheriff CourtReview body
Bidders & participating suppliers
1 commercial party on the notice- Spirax Sarco LtdAwarded supplier
Official documents & specifications
Official links; attachments are not copiedNo document links were published on the notice.