Published date: 8 June 2021
Awarded contract - This means that the contract has been awarded to a supplier.
Contract summary
Industry
Repair and maintenance services of electrical and mechanical building installations - 50710000
Location of contract
South East
Value of contract
£2,310,000 to £2,625,000
Procurement reference
2019UoS-0251
Published date
8 June 2021
Closing date
9 March 2020
Closing time
12pm
Contract start date
1 August 2020
Contract end date
31 July 2025
Contract type
Service contract
Procedure type
Restricted procedure (above threshold)
A two-stage procedure, where the first stage is used to select suppliers, who are then invited to bid in the second stage.
This procedure can be used for procurements above the relevant contract value threshold.
Contract is suitable for SMEs?
Yes
Contract is suitable for VCSEs?
No
Description
Provision of day to day reactive maintenance and planned servicing work carried out at the University of Southampton on its BEMS infrastructure, Highfield Campus and all Satellite Sites. This will include maintenance and upkeep of 3 x IQ Vision servers, 1 x 963 server and 1 x 963 lite for HVAC alarms, this could be subject to change. Throughout the BEMS infrastructure, there are approximately 850 Trend controllers ranging from IQ 1 - IQ 4 of varying size and capacity.
The BEMS contractor shall provide cover for all BEMS installations, based on the full schedules of work which are designed to act in addition to the BEMS contractors set of procedures for having the best level of preventative and optimal service care. The contract as set out also requires full breakdown cover throughout the full 24 hours of each and every day, including all public holidays. Calls will always be logged by the Universities help desk or an authorised representative.
The BEMS contractor will also be required to keep up to date the clients Planon management system with regards to closing out all planned and reactive works such as maintenance, repairs and call outs. Strict deadlines will need to be met by the BEMS Contractor to ensure the Planon system is kept up to date.
Potential Providers are advised that the premises covered by this document are multi-tenanted and there may be strict security procedures may be in operation to gain access to the buildings in general and plant rooms. All company representatives irrespective of title will be required to carry personal identification, and during their stay in the premises, all personnel must make themselves fully acquainted with safety procedures and University Rules as may apply.
The whole of the work covered by the contract will be subject to Quality Audits at unannounced intervals and it will be seen that the services to be provided include for formal meetings between the BEMS contractor and the Employer, during which all matters of business associated with the BEMS may be discussed. These meetings will be formally minuted and the BEMS Contractor will be required to address all matters raised for their attention.
The University requires the Contractor to execute the work in a safe and workmanlike manner, to University standards and always with total compliance with the CDM 2015 regulations (and any updates thereto).
The work undertaken by the Contractor shall cover:
(i) Reactive maintenance as directed by the Contract Administrator, to a maximum value of £5,000.00 per order (excluding VAT).
(ii) Planned Maintenance Servicing (including minor repairs and renewals) to a maximum value of £25,000 per order (excluding VAT).
(iii) Order of spare parts to a maximum value of £75,000 per order (excluding VAT).
(iv) 24 hour Call-out service.
(v) 24 hour Bureau service for fault finding and first response.
More information
Previous notice about this procurement
- Opportunity
- Published 6 February 2020, last edited 7 February 2020
Additional text
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In-Tend: https://in-tendhost.co.uk/universityofsouthampton
The University is utilising an electronic tendering tool (In-Tend: https://in-tendhost.co.uk/universityofsouthampton) to manage this procurement and to communicate with bidders. All documentation in relation to this tender can be downloaded from the In-Tend portal.
Bidders are advised that there will be no hard copy documents issued to organisations and all communications with the University including the submission of PQQ and/or Invitation to Tender Responses will be conducted via the In-Tend portal. Regular monitoring of the portal is the responsibility of the bidder.
If you are not already registered as a supplier with the University of Southampton, you will need to register in In-Tend in order to access the tender documentation.
Once you have logged in as a supplier: click on 'Tenders'; locate the relevant project; and click 'View Details'. Once you are in the project screen, you will be able to register your company against the project and access all documentation by clicking 'Express Interest'.
Bidders are advised that formal expressions of interest in the project must be by way of completion and return of the relevant Pre-Qualification (if applicable) or Invitation to Tender documents via the In-Tend portal.
Further instructions for the submission of Invitation to Tender responses are below.
To submit your return, please follow the instructions below:
1. Log In
2. Click 'Tenders'
3. Locate the relevant project
4. View Details
5. Click on the tab relating to the relevant project stage (e.g. 'Invitation to Tender')
6. Click on the 'Attach Documents' button and upload your return.
7. Check ALL your response documents are uploaded and displayed in the "My Tender Return" panel. The system will only permit your organisation to make one return.
8. Click the red "Submit Return" button.
Please note that, to preserve the integrity of the tendering procedure, all queries must made be via the correspondence function within the In-Tend portal.
In accordance with Regulation 50, paragraph (2) of the Public Contracts Regulations 2015 and subject to Article 5 and Annex 5, Part D (13) of Directive 2014/24/EU of the European Parliament and of the Council (if applicable), the University intends to publish the value of any resulting contract at the award stage, and reserves the right to do so. By submitting a tender response, bidders are consenting to publication of this information unless otherwise agreed in advance with the University.
Due to the nature of this project, it has been deemed unsuitable for division into lots. The risk of dividing the requirement would render the execution of the contract excessively technically difficult, not cost effective and would undermine the proper execution of the contract.
Award information
Awarded date
19 March 2021
Contract start date
1 August 2021
Contract end date
31 July 2026
Total value of contract
£2,625,000
This contract was awarded to 1 supplier.
Pillinger Controls Ltd
Address
15-17 West Street
Reigate
RH2 9BLReference
Companies House number: 04792106
Value of contract
£2,625,000
Supplier is SME?
Yes
Supplier is VCSE?
No
About the buyer
Contact name
Alex Oakley
Address
University Road
SOUTHAMPTON
SO171BJ
England
Website
https://in-tendhost.co.uk/universityofsouthampton/aspx/Tenders/Current
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Closing: 9 March 2020, 12pm
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