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Notice Details

Title: Portable Fire Fighting Equipment (MTC) 2017
Published by: Dumfries and Galloway Council
Publication Date: 12/05/2017
Deadline Date: 23/06/2017
Deadline Time: 14:00
Notice Type: 02 Contract Notice (below OJEU threshold)
Has Documents: Yes
Abstract: Dumfries and Galloway Council currently owns/manages approximately 600 properties throughout the region. These properties vary in age, style, condition and use. We are inviting tenders for Planned Preventative Maintenance and Repairs of Portable Fire Fighting Equipment. This contract will operate 7 days a week, 365 days a year. This contract is let for the purpose of carrying out Repairs and Maintenance of Portable Fire Fighting Equipment throughout Dumfries and Galloway.
CPV: 35111000, 35111000, 35111300, 35111320, 35111500.

Contract Notice (below OJEU threshold)

Section I: Contracting authority

I.1) Name and addresses

Dumfries and Galloway Council

Procurement Team, Carruthers House

Dumfries

DG1 2HP

UK

Telephone: +44 1387260612

E-mail: tracey.cliffe@dumgal.gov.uk

NUTS: UKM32

Internet address(es)

Main address: http://www.dumgal.gov.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00219

I.3) Communication

The procurement documents are available for unrestricted and full direct access, free of charge at:

www.publiccontractsscotland.gov.uk


Additional information can be obtained from the abovementioned address


Tenders or requests to participate must be sent electronically to:

www.publiccontractsscotland.gov.uk


I.4) Type of the contracting authority

Regional or local authority

I.5) Main activity

General public services

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

Portable Fire Fighting Equipment (MTC) 2017

Reference number: DGT/TC/665/17

II.1.2) Main CPV code

35111000

 

II.1.3) Type of contract

Services

II.1.4) Short description

Dumfries and Galloway Council currently owns/manages approximately 600 properties throughout the region. These properties vary in age, style, condition and use. We are inviting tenders for Planned Preventative Maintenance and Repairs of Portable Fire Fighting Equipment. This contract will operate 7 days a week, 365 days a year. This contract is let for the purpose of carrying out Repairs and Maintenance of Portable Fire Fighting Equipment throughout Dumfries and Galloway.

II.1.5) Estimated total value

Value excluding VAT: 150 000.00 GBP

II.1.6) Information about lots

This contract is divided into lots: No

II.2) Description

II.2.2) Additional CPV code(s)

35111000

35111300

35111320

35111500

II.2.3) Place of performance

NUTS code:

UKM32


Main site or place of performance:

Throughout the Dumfries and Galloway region

II.2.4) Description of the procurement

Dumfries and Galloway Council currently owns/manages approximately 600 properties throughout the region. These properties vary in age, style, condition and use. We are inviting tenders for Planned Preventative Maintenance and Repairs of Portable Fire Fighting Equipment. This contract will operate 7 days a week, 365 days a year. This contract is let for the purpose of carrying out Repairs and Maintenance of Portable Fire Fighting Equipment throughout Dumfries and Galloway.

II.2.5) Award criteria

Criteria below:

Quality criterion: Quality / Weighting: 30

Price / Weighting:  70

II.2.6) Estimated value

Value excluding VAT: 150 000.00 GBP

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 36

This contract is subject to renewal: Yes

Description of renewals:

Two optional extension periods of 12 months. This option is of sole discretion of the Employer.

II.2.9) Information about the limits on the number of candidates to be invited

II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: No

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Section III: Legal, economic, financial and technical information

III.1) Conditions for participation

III.1.2) Economic and financial standing

List and brief description of selection criteria:

ESPD Question 4A.2 - Is it a requirement in the bidder’s country of establishment to hold a particular authorisation or membership of a particular organisation needed in order to be able to perform the service in question:

ESPD Question 4A.2.1 - If yes, please specify which authorisation or membership is required:

ESPD Question 4B.1.1 – The bidder should provide its yearly turnover for the number of financial years specified in this contract notice.

ESPD Question 4B.2 – In case the information concerning turnover is not available for the entire period required, please state the date on which the bidder was set up or started trading.

ESPD Questions 4B.3.1 and 4B.3.2 – The bidder confirms they already have or can obtain, prior to the commencement of the contract, the levels of insurance cover indicated in this contract notice.


Minimum level(s) of standards required:

ESPD Question 4A.2.1 – Bidders will be required to have membership to BAFE Qualification SP101 (Quality Specification to ISO 9001 relating to the Contract Maintenance of Portable fire extinguishers) ST104 (registered Service Technician Scheme for Contract Maintenance of Portable Fire Extinguishers) or equivalent.

ESPD Question 4B.1.1. – Bidders will be required to have a minimum yearly turnover of 300,000 GBP for the last 3 years except in duly justified cases.

ESPD Question 4B.2 - Where turnover information is not available for the time period requested, the bidder will be required to state the date which they were set up/started trading.

The authority will use n2check to obtain bidders company financial standing.

ESPD Question 4B.3.1 and 4B.3.2– It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:-

Employer’s (Compulsory) Liability Insurance = 5,000,000 GBP

Public Liability Insurance = 2,000,000 GBP

Professional Indemnity Insurance = 2,000,000 GBP

III.1.3) Technical and professional ability

List and brief description of selection criteria:

ESPD Question 4C.1.2 – Please provide relevant examples of supplies and/or services carried out during the last three years as specified in this contract notice.

ESPD Question 4C.7 – Please provide details of the proportion (ie percentage) of the contract that you intend to subcontract.

ESPD Question 4D.1 – Will the bidder be able to produce certificates drawn up by independent bodies attesting that the bidder complies with the required quality assurance standards.

ESPD Question 4D.1.1 – If not, please explain why and specify which other means of proof concerning the quality assurance scheme can be provided.

ESPD Question 4D.2 - Will the bidder be able to produce certificates drawn up by independent bodies attesting that the bidder complies with the required environmental management systems or standards.

ESPD Question 4D.2.1 – If not, please explain why and specify which other means of proof concerning the quality assurance scheme can be provided.


Minimum level(s) of standards required:

ESPD Question 4C.1.2 – Bidders will be required to provide examples that demonstrate that they have the relevant experience to deliver the services/supplies as described.

ESPD Question 4C.7 – Bidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract.

ESPD Question 4D.1 – The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent) or a valid EMAS (or equivalent) certificate.

ESPD Question 4D.1.1 – A documented policy regarding quality management. The policy must set out responsibilities for quality management demonstrating that the bidder has and continues to implement a quality management policy that is authorised by their Chief Executive, or equivalent, and is periodically reviewed at a senior management level. The policy must be relevant to the nature and scale of the work to be undertaken and set out responsibilities for quality management throughout the organisation.

ESPD Question 4D.2 - The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate.

ESPD Question 4D.2.1 – A documented policy for the management of environmental issues. The policy must set out responsibilities for environmental management demonstrating that the bidder has and continues to implement a environmental management policy that is authorised by their Chief Executive, or equivalent, and is periodically reviewed at a senior management level. The policy must be relevant to the nature and scale of the work to be undertaken and set out responsibilities for environmental management throughout the organisation.

III.2) Conditions related to the contract

III.2.1) Information about a particular profession

III.2.2) Contract performance conditions

The following are key performance indicators for this service. Achievement of these will be measured during the period of the contract.

Quality – Conformance to Specification

Quality – Response times to reactive maintenance

Delivery – Adherence to the programme of works

Cost – Accuracy of Claims

Section IV: Procedure

IV.1) Description

IV.1.1) Type of procedure

Open procedure

IV.1.8) Information about Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: Yes

IV.2) Administrative information

IV.2.2) Time limit for receipt of tenders or requests to participate

Date: 12/06/2017

Local time: 12:00

IV.2.4) Languages in which tenders or requests to participate may be submitted

EN

IV.2.7) Conditions for opening of tenders

Date: 12/06/2017

Local time: 12:00

Place:

Carruthers House, English Street, Dumfries DG1 2HP

Information about authorised persons and opening procedure:

Two (2) Council Officers will open tenders as soon as reasonable practical aster the tender deadline

Section VI: Complementary information

VI.1) Information about recurrence

This is a recurrent procurement: Yes

Estimated timing for further notices to be published:

This will be retendered in April 2020 or April 2022 if the two optional extension periods of 12 months are used

VI.2) Information about electronic workflows

Electronic ordering will be used

Electronic invoicing will be accepted

Electronic payment will be used

VI.3) Additional information

NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=495375.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361

A summary of the expected community benefits has been provided as follows:

Community benefit clauses provide a means of achieving sustainability in public contracts. They include targeted recruitment and training, small business and social enterprise development and community engagement.

GUIDANCE

You should demonstrate a commitment to providing work placement or training opportunities to those in education; recruitment of long-term unemployed, disadvantaged or young people; providing opportunities for involving local community organisations/social enterprises/SMEs in the delivery of the contract; proposals to provide outreach/educational events or programmes with the communities (e.g. schools, community groups) closely associated with or impacted by the types of service provided under this contract.

(SC Ref:495375)

Download the ESPD document here: http://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=495375

VI.4) Procedures for review

VI.4.1) Review body

Dumfries and Galloway Council

Procurement Team, Carruthers House

Dumfries

DG1 2HP

UK

Telephone: +44 1387260612

E-mail: tracey.cliffe@dumgal.gov.uk

Internet address(es)

URL: http://www.dumgal.gov.uk

VI.4.3) Review procedure

Precise information on deadline(s) for review procedures:

The Authority will notify economic operators who submitted a tender, of its decision to award the contract which notification will contain among other information, a summary of the reasons why the economic operator was unsuccessful. The notification will incorporate a 'standstill period' of a minimum of 10 clear calendar days (or a minimum of 15 if the communication method used is not electronic) between the date on which the Authority dispatches the notice and the date on which the Authority proposes to make an award pursuant to this procurement. The bringing of court proceedings against the Authority during the standstill period will automatically continue the prohibition on entering into the contract until the court proceedings are determined, discontinued or disposed of, or the court, by interim order, brings to an end the prohibition. The remedies that may be awarded by the courts before the contract has been entered into include the setting aside of the decision to award the contract to the winning tenderer. The bringing of court proceedings against the Authority after the contract has been entered into will not affect the contract unless grounds for the imposition of special penalties under the Public Contracts (Scotland) Regulations 2015 can be established. Otherwise the remedies that may be awarded by the courts where the contract has been entered into are limited to the award of damages. Economic operators are entitled to write to the Authority after receipt of the notification should they

require further clarification. The Authority will respond within 15 clays of such a written request, but it should be noted that receipt by the Authority of such request during the standstill period may not prevent the Authority from awarding the contract following the expiry of the standstill period. Where an economic operator is dissatisfied with the Authority's response

to its request for clarification, or considers that the contract has been concluded in breach of The Public Contracts (Scotland) Regulations 2015, such economic operator is advised to promptly seek independent legal advice.

VI.5) Date of dispatch of this notice

12/05/2017


Information added to the notice since publication.

Additional information added to the notice since it's publication.
DateDetails
09/06/2017 14:20Notice date(s) changed

The Deadline date was changed from 12/06/2017 12:00 to 14/06/2017 12:00.

To consider clarification request.
13/06/2017 16:53Notice date(s) changed

The Deadline date was changed from 14/06/2017 12:00 to 16/06/2017 17:00.

Further clarification required. This should be updated tomorrow.
15/06/2017 16:17Notice date(s) changed

The Deadline date was changed from 16/06/2017 17:00 to 23/06/2017 14:00.

Late clarification issued.
15/06/2017 16:20Pricing Schedule Clarification

New Appendix A Pricing Schedule added to documents. If you have already submitted your bid, you can re-submit an amended Appendix A to this portal, or Dumfries & Galloway Council Corporate Procurement Team who complete the Pricing Evaluation will add the 5 year and 10 year servicing to Page 7 - Total to Form of Tender from the Summary Total sheet. And, remove any values on the Pricing Schedule v.1 Work Schedule and Cost Summary Rows 211 and 213.
15/06/2017 16:22ADDED FILE: Amended Pricing Schedule

AMENDED Appendix A Pricing Schedule
15/06/2017 16:30Contract Duration

The Council can confirm the contract duration will be 3 years with the Council following with time the Council have the option at their sole discretion to extend on annual basis for an additional 2 years.

For the purposes of the price evaluation of tenders, rates given within the S1 Fire Fighting Equipment tab for Annual Maintenance Costs will be multiplied by 5 to represent the maximum potential duration. This is not representative of a commitment from the Council for the optional extension periods.
15/06/2017 16:31Service and Test Dates

Where a service and / or test date is identified as earlier than contract commencement date, within the S1 Fire Fighting Equipment document provided within the Tender, the service and / or test shall be deemed to be due for service within 1 year of the contract commencement.
Main Contact: tracey.cliffe@dumgal.gov.uk
Admin Contact: N/a
Technical Contact: N/a
Other Contact: N/a

Commodity Categories

Commodity Categories
IDTitleParent Category
324Equipment - Fire and RescueFire and Rescue

Delivery Locations

Delivery Locations
IDDescription
170Scotland South

Document Family

Hide related notices
MAY282768: Portable Fire Fighting Equipment (MTC) 2017
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Deadline: 23/06/2017
Notice Type: 02 Contract Notice (below OJEU threshold)
Authority name: Dumfries and Galloway Council
DEC303331: Portable Fire Fighting Equipment (MTC) 2017
Publication Date: 07/12/2017
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Further Instructions

The Buyer has attached further instructions with this notice. Please read these carefully and take the necessary action(s).

Record your interest in this notice and you will be automatically sent clarifications and deadline date changes etc. Please note that recording your interest does not automatically enter you into the tender process for this notice, you still have to submit your response by the deadline stated. To record an interest in this notice and add it to your interests list please click the Record your interest now button at the top of the page.

The awarding buyer has indicated that it will accept electronic responses to this notice via the Tender Submission Postbox facility.

Submit your tender response electronically in a secure environment.

To create an electronic response please click the Record your interest now button at the top of the page.

For more information on the Postbox Facility please refer to the user guide:

Ask the buyer any questions you may have relating to this notice. To ask the buyer a question or questions please click the Record your interest now button at the top of the page.

The following additional documents have been attached to this notice. To obtain these documents please select the individual file names below.

Alternatively, you can download all current documents (Zip File)

Current Documents

CreatedNameDescriptionSizeDownloads
12/05/2017 Appendix B Declaration Page Declaration Page48.50 KB33
12/05/2017 Appendix C Certificate Of Bona Fide Tender Bone Fide Certificate32.50 KB25
12/05/2017 Appendix D Form Of Tender Form of Tender16.56 KB29
12/05/2017 Appendix E No Collusion Certificate No Collusion Certificate37.00 KB24
12/05/2017 Appendix F Tender Compliance Certificate Tender Compliance34.00 KB24
12/05/2017 Appendix G Equalities Declaration Equalities Declaration35.50 KB25
12/05/2017 Appendix H Equalities Questionnaire Equalities Questionnaire41.00 KB28
12/05/2017 Appendix I List of Proposed Sub-Contractors Sub-Contractors List43.00 KB33
12/05/2017 Appendix J Prompt Payment Certificate Prompt Payment Certificate37.50 KB23
12/05/2017 Portable Fire Fighting Equipment Prelims 2017 Portable Fire Fighting Equipment Prelims239.01 KB32
12/05/2017 ITT Portable Fire Fighting Equipment Invitation to Tender94.85 KB35
12/05/2017 Appendix A Pricing Schedule Fire Fighting Equipment. Pricing Schedule1.25 MB44
12/05/2017 ESPD (Scotland) Portable Fire Fighting Equipment (MTC) 2017 ESPD Scotland124.59 KB28
15/06/2017 AMENDED Appendix A Pricing Schedule PFFE AMENDED Appendix A Pricing Schedule1.25 MB19

Replaced Documents

There are no previous versions of these documents

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