Mechanical Plant Servicing, Maintenance, Repair & Associated Works & Services - Term Service Contract

Internet address(es):

Main address: https://www.portsmouth.gov.uk/ext/business/business.aspx

Address of the buyer profile: https://www.portsmouth.gov.uk/ext/business/business.aspx

Mechanical Plant Servicing, Maintenance, Repair & Associated Works & Services - Term Service Contract

Portsmouth City Council - "the Council" - is inviting expressions of interest for the delivery of responsive repairs, routine servicing and planned preventative maintenance of mechanical and electrical equipment across the Council's portfolio of approx. 380 education, commercial, recreational, cultural, community and larger multiple dwelling residential buildings.

The target award date for the contract is 28.11.2017 with service commencement following on 2.4.2018. The contract will run for an initial base term of 5 years extendable in increments to be agreed to a maximum total term of 10 years. Variant bids may be submitted which require a longer base term where significant financial and operational improvements can be demonstrated. The estimated value of the contract - exclusive of additional works & services and additional potential contracting authority demand referred to within Section II.2.11) - is approximately 400 000 - 500 000 GBP per annum.

The Council cannot provide any guarantees or indication of demand in respect of the additional Contracting Authorities who may access the arrangements as detailed within Section II.2.11).

Portsmouth City Council - "the Council" - is inviting expressions of interest for the delivery of responsive repairs, routine servicing and planned preventative maintenance of mechanical and electrical equipment across the Council's portfolio of approx. 380 education, commercial, recreational, cultural, community and larger multiple dwelling residential buildings.

The contract will be let on an open book cost reimbursable basis utilising the NEC3 Term Service Contract - Option E and is to be delivered and managed in line with Systems Thinking principles. The Council is looking for a contractor who can provide a comprehensive, responsive service, who is innovative in their approach and can adopt a partnering approach as set out in the NEC form of contract.

The target award date for the contract is 28.11.2017 with service commencement following on 2.4.2018. The contract will run for an initial base term of 5 years extendable in increments to be agreed to a maximum total term of 10 years. Variant bids may be submitted which require a longer base term where significant financial and operational improvements can be demonstrated.

The estimated value of the contract - exclusive of additional works & services and additional potential contracting authority demand referred to within Section II.2.11) - is approximately £400k - 500k per annum. A wide range of work types will be covered under the contract to provide for ongoing flexibility over the duration of the term.

Whilst the Council is seeking to ideally achieve future flexibility options in respect of additional services, work types and additional contracting authority access the selection and award criteria applied for this procurement process will be focused upon the Council's requirements for delivery of responsive repairs, routine servicing and planned preventative maintenance of mechanical and electrical equipment only.

Further information on the work types and services and covered by the contract together with types of buildings is provided within Section VI.3). Further detailed information together draft specification and NEC3 contract documentation is available via the Council's e-sourcing system.

Interested contractors are required to complete and return a Supplier Status Questionnaire (SSQ) accessible via InTend by 21.7.2017 14:00. A bidders information session is scheduled for 28th June 2017 11:00 - 13:30 at which key officers will present an overview of the service requirements and bidding process and be on hand to answer any questions. The full procurement timetable for letting the contract is as follows:

Bidder information session - 28.6.2017 11:00 - 13:30

SSQ submission deadline - 21.7.2017 14:00

Results of evaluation of SSQs issued - 14.8.2017

Invitation to tender issued - 4.9.2017

Bidders briefing - 12.9.2017

Tender return deadline - 27.10.2017 14:00

Clarifications and interviews/site visits (if required) W/C - 13.11.2017

Notification of preferred bidder - 4.12.2017

Standstill period start - 5.12.2017

Standstill period end - 14.12.2017

Contract award - 15.12.2017

Contract Commencement - 2.4.2018

The contract will run for an initial base term of 5 years extendable in increments to be agreed to a maximum total term of 10 years. Variant bids may be submitted which require a longer base term where significant financial and operational improvements can be demonstrated.

As detailed within the SSQ documentation accessible via https://in-tendhost.co.uk/portsmouthcc/aspx/home

An option for letting individual project work contracts - major refurbishments, replacements, new installations, etc. - will also be included however the use of this option will be at the Council's sole discretion and no guarantees of work will be provided in any way. It is likely that the Council will continue to individually tender project works and as such the project work option would only be used where time is of the essence. In the event that project works are let to the successful contractor this could equate to approximately an additional £1M per annum.

The Council will also reserve the right to utilise the contract to deliver electrical servicing and repairs requirements. Should this option be taken up the value of the contract may increase by a further 150 000 GBP - 250 000 GBP per annum. Again this will be at the sole discretion of the Council and currently there are no plans to divert from the current strategy of letting an individual contract focused upon these service requirements.

In letting the contract the Council will also establish a multi-supplier framework agreement made up of the top 4 ranked tenderers. The framework agreement will be open for a period of 4 years during which time the Council and the additional contracting authorities listed below may let call off contracts. Call off contracts may take the form of term partnership agreements or individual projects and may be let using the full suite of NEC3 options in both short form and long form versions.

Contracting Authorities:

— Portsmouth City Council

— Southampton City Council

— East Hants District Council

— Havant Borough Council

— Gosport Borough Council

— Fareham Borough Council

The Council cannot provide any guarantees or indication on whether or not the additional contracting authorities will utilise the framework agreement and at this point none of the contracting authorities named have expressed interest in utilising the framework agreement and will have their own service delivery arrangements in place.

However, should all of the additional contracting authorities utilise the framework agreements to the full scope of work types available this could equate to a further spend of £4M per annum in addition to the Council's spend.

In summary the total per annum value of work that may be included for is as follows:

— PCC - mechanical term servicing and repairs - 500 000 GBP (contractual exclusivity)

— PCC - mechanical project works - 1 000 000 GBP (contractual option)

— PCC - electrical term servicing and repairs - 250 000 GBP (contractual option)

— Other Contracting Authorities - All requirements - 4 000 000 GBP (contractual option)

— TOTAL - 5 750 000 GBP

As detailed within the SSQ documentation accessible via https://in-tendhost.co.uk/portsmouthcc/aspx/home

As detailed within the SSQ documentation accessible via https://in-tendhost.co.uk/portsmouthcc/aspx/home

Summer 2022.

The contract concerns delivery of responsive repairs, routine servicing and planned preventative maintenance of mechanical and electrical equipment across the Council's portfolio of approx. 380 properties comprising the following building types:

— Schools, Nurseries and other educational facilities

— Libraries

— Museums

— Swimming Pools and Sports Facilities

— Antiquities

— Community Centres and other Community Buildings

— Care Homes

— Elderly Sheltered Schemes

— Adventure Playgrounds and Youth Clubs

— Residential Buildings including blocks of flats low, medium and high rise

— Offices

The contract will be used to deliver services at both schools directly maintained by the Council and those which have independent academy status but purchase services from the Council via a service level agreement.

The core service requirements to be delivered via the contract are as follows:

— Reactive repair response to be available 24 hours a day 365 days a year

— Emergency call out response time within 1 hour

— Work to timed appointments

— Routine servicing of M&E equipment as per statutory legislation and British standards

— Planned preventative maintenance to M&E equipment

— Minor installations and replacements of M&E equipment

— Provision of servicing paperwork in electronic format

— Inputting of servicing and repair information into the Council's web-based database

A wide range of work types will be covered under the contract to provide for on-going flexibility over the duration of the term. The work types are split into those which are:

— Core (no sub-contract option) - These work types must be directly delivered by the contractor. The work will be allocated to the contractor on an exclusivity basis throughout the term of the agreement. Generally the work types covered are high value / high volume non-specialist works.

— Core (sub-contract option) - These work types may be directly delivered by the contractor or may be sub-contracted. The work will be allocated to the contractor on an exclusivity basis throughout the term of the agreement. Generally the work types covered are low value / low volume specialist works.

— Optional (sub-contract option) - These work types may be directly delivered by the contractor or may be sub-contracted. The work types will be allocated to the contractor at the sole discretion of the Council and may be allocate on a transactional or term basis. Generally the work types covered are higher value / low volume specialist works.

Heating And Hot Water Systems - Wet Systems - Gas And Oil

— Commercial heating installations - typically >70kW both gas and oil - Core

— Pressurisation vessels - Core

— Hot water installations - Core

— Feed and expansion tanks - Core

— Oil storage equipment - Core SC

— Under floor heating - wet system - Core

— CHP Engines and associated installations - Core SC

— BMS systems - Core SC

— Ground and Air Source Heating - Core SC

Heating And Hot Water Systems - Electric

— Fan Convectors - Core

— Underfloor Heating - Core

— Immersion heaters - Core

Cold Water Systems

— Pumps - Drainage, Sewage and Cold Water Booster - Core

— Cold water systems including CWSTs, incoming water mains, private water mains - Core

Ventilation And Cooling

— Humidifier systems - Core SC

— Ventilation equipment - Core

— Roof Fans - Core

— Toilet extraction - Core

— Chilling equipment - Core SC

— Kitchen and Laundry Ventilation Duct cleaning and degreasing - Optional

— Air Conditioning - Core SC

Swimming Pool Equipment

— Dosing systems - Core SC

— Swimming pool pumps - Core SC

— Ventilation - Core SC

— Filtration Systems - Core SC

FIRE SAFETY EQUIPMENT

— Dry Risers - Optional

— Sprinklers - Optional

— Fire Hoses - Optional

— Dampers - Optional

Electrical Equipment

— Distribution Boards - Core SC

— Electrical switchgear - Core SC

— Electrical installations and distribution boards - Core SC

— Lightning Conductors - Optional

— Powered Doors - Optional

— Materials Hoists - Core SC

— Roller Shutters - Optional

Internet address:https://www.justice.gov.uk/