Electrical Maintenance Services - Halls and Academic

Concepts

• electrical installations
• southampton
• university of southampton
• estates & facilities
• electrical maintenance services - halls
• range of essential services
• electrical work
• repair and maintenance
• halls of residencies
• electrical distribution equipment

Location

Hampshire and Isle of Wight:

Description

The University of Southampton is a multi-campus educational and research organisation. Properties on the Estate range from highly serviced clean room complexes, through laboratories, sports complexes, teaching facilities, halls of residencies to residential houses. The Estates & Facilities (E&F) Department at the University are responsible for managing and maintaining the University's estate, developing and improving the environment we work, live and study in. The University has five campuses in Southampton and one in Winchester and Estates & Facilities provide a range of essential services to staff, students and visitors.

Lot Division

Renewal Options

The University proposes to enter into a Contract until 14th July 2028 with the Potential Supplier. This will comprise of an initial contract period until 14th July 2026 with an option to extend by a further 2 years subject to satisfactory performance and at the discretion of the University. The initial contract period of 2 years and 7 months has been decided as part of the University's strategy for Estates & Facilities. Its end date will align with the end date of the Critical Maintenance contract for Halls of Residence allowing these to be reviewed together.

CPV Codes

• 50711000 - Repair and maintenance services of electrical building installations
• 31212200 - Circuit testers
• 45310000 - Electrical installation work
• 50532400 - Repair and maintenance services of electrical distribution equipment
• 51110000 - Installation services of electrical equipment
• 71334000 - Mechanical and electrical engineering services
• 71631000 - Technical inspection services
• 71632000 - Technical testing services

Indicators

• Restrictions apply to the lot award allocation.
• This is a recurring contract.
• Renewals are available.
• Financial restrictions apply.
• Professional qualifications are sought.
• Technical restrictions apply.

Other Information

To ensure reliability of services across the Estate the University is seeking to appoint two separate suppliers who are wholly unrelated and independent of each other. The successful supplier for Halls of Residence will be providing tests, services and maintenance for all electrical systems and associated equipment within its Estate (in Southampton and in Winchester) in accordance with its specification and the standards referred to in it. The successful supplier for Academic sites will carry out small scale electrical installation works, measured against an agreed Schedule of Rates, within its Estate (in Southampton and in Winchester) in accordance with its specification and the standards referred to in it. The potential suppliers may submit an application for lot 1 or lot 2 or for both lots. A successful supplier will be limited to the award of a maximum of one lot. ** PREVIEW NOTICE, please check Find a Tender for full details. ** In order to review a full range of available options and identify the most suitable solution(s) for the University, in terms of both meeting the University's specification requirements and obtaining best value for money, this procurement has been divided into 2 lots: Electrical Maintenance Services - Lot 1 - Halls of Residence Electrical Maintenance Services - Lot 2 - Academic Potential suppliers may submit a response in relation to any of the two lots or may submit a response to both lots. Please note that potential suppliers are required to submit a separate Selection Stage response for each lot that they are applying for. For clarity, potential suppliers who wish to be considered for both lots will need to submit a separate Selection Stage response for each of those two lots. It is anticipated that the University will award either Lots 1 & 2. Potential suppliers are advised, however, that the University reserves the right to award all, some, or none of the two lots - in any combination - as a result of this procurement process. E-Tendering Portal: The University is utilising an electronic tendering tool, In-Tend (https://in-tendhost.co.uk/universityofsouthampton/aspx/Home) to manage this procurement and to communicate with potential suppliers and/or tenderers (as appropriate). All documentation in relation to this tender can be downloaded from In-Tend. Potential suppliers/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 Invitation to Tender responses will be conducted via In-Tend. Regular monitoring of the portal is the responsibility of the potential supplier/tenderer. 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 procurement 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 organisation against the project and access all documentation by clicking 'Express Interest'. Potential suppliers/tenderers are advised that formal expressions of interest in the project must be by way of completion and return of the relevant documents via In-Tend. 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 procurement, all communications with the University must be made via the correspondence function within In-Tend. 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 suppliers/tenderers are consenting to publication of this information unless otherwise agreed in advance with the University. Costs and Expenses: Potential suppliers/tenderers 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 potential suppliers/tenderers 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.