Provision of Planned and Reactive Maintenance and On-Demand Technical Assistance for a Building Energy Management System (BEMS)

Concepts

• bems
• southampton
• mechanical and electrical
• reactive maintenance
• building installations
• bems infrastructure
• bems contractor
• building energy management system
• bems contractors
• clients planon management system

Location

The University of Southampton, Highfield Campus, University Road, Southampton, SO17 1BJ and associated campuses and sites in Southampton and Winchester

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 work undertaken by the contractor shall cover: (i) reactive maintenance as directed by the Contract Administrator, to a maximum value of GBP 5 000.00 per order (excluding VAT); (ii) planned maintenance servicing (including minor repairs and renewals) to a maximum value of GBP 25 000 per order (excluding VAT); (iii) order of spare parts to a maximum value of GBP 75 000 per order (excluding VAT); (iv) 24 hour Call-out service; (v) 24 hour Bureau service for fault finding and first response.

Total Quantity or Scope

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. The BEMS contractor will also be required to provide detailed reports covering but not limited to service dates achieved, call out statistics and causes of breakdowns, repairs carried out, issues found from maintenance, performance issues and innovations and ideas to improve building energy performance and utility savings. 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). … (i) reactive maintenance as directed by the contract administrator, to a maximum value of GBP 5 000.00 per order (excluding VAT); … (iv) 24 hour call-out service; (v) 24 hour bureau service for fault finding and first response. The bureau service is expected to remotely log on to the University servers and diagnose any faults as a first line response and if applicable carry out remedial actions.

Award Detail

Award Criteria

CPV Codes

• 50710000 - Repair and maintenance services of electrical and mechanical building installations
• 50711000 - Repair and maintenance services of electrical building installations
• 50712000 - Repair and maintenance services of mechanical building installations

Indicators

• Award on basis of price and quality.

Other Information

Lots: this contract is not suitable for splitting into lots. The risk of dividing the requirement into lots would render the execution of the contract excessively technically difficult, not cost effective and would undermine proper execution of the contract. The University is utilising an electronic tendering tool (InTend: https://intendhost.co.uk/universityofsouthampton) to manage this procurement and to communicate with Potential Providers and/or Tenderers (as appropriate). All documentation in relation to this tender can be downloaded from the In-Tend portal. Potential Providers/Tenderers are advised that there will be no hard copy documents issued and all communications with the University, including the submission of Selection Stage and/or Invitation to Tender responses will be conducted vi the In-Tend portal. Regular monitoring of the portal is the responsibility of the Potential Provider/Tenderer and it is your responsibility to access the system on a regular basis to ensure you have sight of all relevant information and updates. 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'. Potential Suppliers are advised that formal expressions of interest in the project must be by way of completion and return of the relevant documents via the In-Tend portal. Further instructions for the submission of responses are below: To submit your return: 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, to preserve the integrity of the tendering procedure, all queries must be made via the correspondence function within the In-Tend portal. Publication of Award Details: 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 response, Potential Providers/Tenderers are consenting to publication of this information unless otherwise agreed in advance with the University. Costs and expenses: potential suppliers are solely responsible for their costs and expenses incurred in connection with the preparation and submission of responses and participation in this and all future stages of this procurement. Under no circumstances will the University be liable for any costs or expenses borne by bidders or any of their supply chain, partners or advisers in this procurement process. The University is not liable for any costs in the event of the cancellation of this procurement process. Pre-qualification: potential suppliers are advised to read and observe the pre-qualification instructions and documentation mistakes cannot be later rectified.