Planned Preventative Maintenance and Repairs

Concepts

• repair and maintenance
• inverness
• preventive maintenance
• reactive repairs
• planned preventative maintenance and repairs services
• repairs
• maintenance
• preventative
• facilities management
• buildings management

Location

Inverness Campus, Enterprise Park Forres and Lochgilphead

Description

HIE are seeking a suitably qualified and experienced supplier to provide planned preventative maintenance and repairs services for buildings at Inverness Campus, Enterprise Park Forres and certain services at our Lochgilphead office. It is expected that these services will be required from 1st April 2024 for an initial period of 2 years, with HIE having the option to extend for a period or periods together not exceeding 2 years following the Initial Term (extensions expected to be taken up on a yearly basis i.e. a 2+1+1 year contract).

Total Quantity or Scope

HIE requires a professionally managed, high quality mechanical, electrical and plumbing (MEP) maintenance service which, through a regular and organised scheme, ensures the maintenance and operation of all items of plant and equipment. These services are currently required in An Lochran, the Life Sciences Innovation Centre, Aurora House, Solasta House, the Inverness Campus, The Apex and Horizon Scotland buildings at Enterprise Park Forres as well as at The Enterprise Centre in Lochgilphead. The estimated maximum Year 1 budget currently available to deliver the PPM services (Pricing Schedule Part A) is GBP 130,000 (exclusive of VAT). Bidders are required to provide pricing for Year 1 only, with Years 2, 3 and 4 subject to a price increase mechanism. The total estimated contract value for the maximum contract period (including all optional extension periods) is GBP 720,000 (exclusive of VAT). This includes an estimated allowance for annual price increases, as well as allowances for potential costs relating to reactive repairs and asset replacement. Allowances for potential costs relating to reactive repairs and asset replacement made are not a guarantee of work. Refer to the Scope of Requirements and Tender Guidance for further details regarding budget and the price increase mechanism. See Tender documentation for full details regarding the services required.

Renewal Options

It is expected that these services will be required from 1st April 2024 for an initial period of 2 years, with HIE having the option to extend for a period or periods together not exceeding 2 years following the Initial Term (extensions expected to be taken up on a yearly basis i.e. a 2+1+1 year contract). HIE reserves the right, on giving reasonable written notice from time to time, to require changes to the Services (whether by way of the removal of Services, the addition of new Services, or increasing or decreasing the Services or specifying the order in which the Services are to be performed or the locations where the Services are to be provided). HIE shall not require any such change other than where it is permitted by Regulation 72 of the Public Contracts (Scotland) Regulations 2015. In accordance with Regulation 72(1)(a) of the Public Contracts (Scotland) Regulations 2015, HIE reserves the right to make changes to the volume, scope or location of the Services to be supplied under the Contract following a review of the Services by HIE, particularly with regard to demand and budgetary availability or where HIE’s strategic focus changes as a result of changes in Scottish Government policy or as a result of a direction given to them by the Scottish Government. This may result in amendments to existing requirements under the Contracts. Contract modifications may include (but are not limited to), regardless of monetary value: -Changes to mechanical, electrical and plumbing equipment asset registers (such as number of assets increased/reduced; type of assets changed; asset replaced; new assets acquired). -The number of hours for reactive tasks changed from the estimated hours in the Pricing Schedule (increase and decrease). -Legislative changes require more or less frequent maintenance of certain assets. -Addition or removal of buildings within the Inverness Campus, Forres Enterprise Park or HIE Lochgilphead, likely due to lease, ownership or occupancy changes. -Changes in HIE’s approach to preventative vs reactive maintenance of buildings and individual assets (increase or decrease in scope of requirements). -Changes to the available budget for Year 2,3 and 4. -CPI and Real Living Wage increases higher/lower than estimated. -Cost of potential replacement assets if procured via the supplier.

Award Criteria

CPV Codes

• 50000000 - Repair and maintenance services
• 79993000 - Building and facilities management services
• 79993100 - Facilities management services
• 50324200 - Preventive maintenance services
• 50710000 - Repair and maintenance services of electrical and mechanical building installations
• 45259000 - Repair and maintenance of plant
• 45259300 - Heating-plant repair and maintenance work
• 50531100 - Repair and maintenance services of boilers

Indicators

• Bids should cover the whole contract.
• This is a recurring contract.
• Options are available.
• Renewals are available.
• Financial restrictions apply.
• Performance considerations apply.
• Professional qualifications are sought.
• Staff qualifications are relevant.
• Award on basis of price.

Other Information

Economic operators may be excluded from this competition if they are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015. To support the process, an accompanied Site Visit will be available on Monday 18 December 2023. If bidders would like to attend the site visits they are required to confirm by email to (hieprocurement@hient.co.uk) by 17:00hrs on Thursday 14 December 20203. Attendance is not required in order to participate in the tendering process. Following the site visit, any questions and answers raised will be made available to all bidders via PCS. See Scope of Requirements and Tender Guidance document for further detail. Our offices are closed between 18 December 2023 and 2 January 2024. During this period we will not be able to respond to queries. It is estimated that the total value of the services over the maximum duration of 4 years will be GBP 720k (excluding VAT). This is the figure which has been used in II.1.5 & II.2.6. This includes an estimated allowance for price increases, as well as allowance for costs relating to reactive repairs or asset replacement over the lifetime of the contract incl. any extensions. SPD 2A.3 (not scored) Where relevant, bidders are required to insert details of their Companies House (or equivalent) registration number. SPD 3D.12 Bidders should refer to the "Conflict of Interest" Section within the Scope of Requirements when completing this question. Due to character limits, please see the tender documents for the evaluation of the Award Criteria. In order to participate, bidders should register, for free, on the Public Contracts Scotland (PCS) website, and record their interest in this contract and download and complete all relevant documentation. Tenders must be submitted via the PCS Postbox and must be received by the published deadline. Late tenders will not be accepted and HIE will reject any submissions received after the deadline. Email or hard copy responses will not be accepted. PCS also gives suppliers access to an on-line Question & Answer facility which allows queries to be submitted (anonymously), and answers published and shared with all potential bidders. NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=745387. The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://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: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-pr... A summary of the expected community benefits has been provided as follows: Bidders will be expected to support the delivery of community benefits which take into account HIEs role as a local economic development agency. See tender documentation for full details. (SC Ref:745387) Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=745387