Framework Agreement for Mechanical and Electrical Services

University College Dublin (UCD)

UCD wishes to set up single operator framework agreement for the following lots:
Lot 1: mechanical maintenance and operational services – single operator framework;
Lot 2: electrical maintenance and operational services – single operator framework.
UCD is issuing this pre-qualification questionnaire inviting expressions of interest as the first stage of a 2-stage process. The purpose of the first stage is to obtain information from the applicants to determine their suitability on the basis of financial capacity, technical capability and relevant experience to carry out the contract. Suitable applicants will be shortlisted and it is envisaged that a minimum of the top five scoring, suitably qualified applicants (with a maximum of 8 should there be equal scoring) per lot will be invited to tender for the appointment to the framework agreements as described in the attached document.

Deadline
The time limit for receipt of tenders was 2019-08-23. The procurement was published on 2019-07-24.

Suppliers
The following suppliers are mentioned in award decisions or other procurement documents:

• Burlington Engineering
• Eureka Electrical

Who?

• University College Dublin (UCD)

What?

Where?

• Éire/Ireland

Procurement history

Date	Document
2019-07-24	Contract notice
2020-02-19	Contract award notice

Contract notice (2019-07-24)
Contracting authority
Name and addresses
Name: University College Dublin (UCD)
National registration number: IE6517386K
Postal address: Procurement and Contracts Office, Roebuck Offices
Postal town: Belfield
Country: Ireland 🇮🇪
Contact person: Turlough Kieran
Phone: +353 7167618 📞
E-mail: turlough.kieran1@ucd.ie 📧
Region: Éire/Ireland 🏙️
URL: http://www.ucd.ie 🌏
Address of the buyer profile: https://irl.eu-supply.com/ctm/Company/CompanyInformation/Index/1222 🌏
Communication
Documents URL: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=151115&B=ETENDERS_SIMPLE 🌏
Participation URL: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=151115&B=ETENDERS_SIMPLE 🌏

Object
Scope of the procurement
Title: Framework Agreement for Mechanical and Electrical Services UCDOPP1027
Products/services: Repair and maintenance services of building installations 📦
Short description:
“UCD wishes to set up single operator framework agreement for the following lots: Lot 1: mechanical maintenance and operational services – single operator...”
Estimated value excluding VAT: EUR 6 000 000 💰
Information about lots
Tenders may be submitted for all lots

1️⃣
Scope of the procurement
Title: Framework Agreement for Mechanical Maintenance and Operational Services
Title
Lot Identification Number: 1
Description
Additional products/services: Electrical machinery, apparatus, equipment and consumables; lighting 📦
Additional products/services: Electric motors 📦
Additional products/services: Generators 📦
Additional products/services: Generator units 📦
Additional products/services: Emergency generator 📦
Additional products/services: Construction structures and materials; auxiliary products to construction (except electric apparatus) 📦
Additional products/services: Repair and maintenance services 📦
Additional products/services: Architectural, construction, engineering and inspection services 📦
Place of performance: Éire/Ireland 🏙️
Main site or place of performance: Dublin.
Description of the procurement:
“Pre-qualification questionnaire for Lot 1 — mechanical maintenance and operational services. It is envisaged that the following elements of works will be...”

Description of the procurement

Pre-qualification questionnaire for Lot 1 — mechanical maintenance and operational services. It is envisaged that the following elements of works will be undertaken under this lot, this list is neither exhaustive nor representative of the order of importance:
— HVAC and water services plant operation and maintenance,
— gas-fired (ranging from 30kW to 6mW) and wood pellet boiler (900kW) operation and maintenance,
— provision of all consumables, such as AHU filters, belts and boiler probes etc. and replacement plant items, such as pumps, air receivers and burners, etc.
— coordination of works on campus,
— planned preventive maintenance,
— reactive maintenance,
— emergency call-outs and emergency maintenance,
— rectification of defects and carrying out of repairs,
— weekly and monthly reporting to UCD technical services,
— site permit and induction system for specialist contractors,
— provide attendance during competent person examinations (statutory inspections) including the preparation of systems for such inspection,
— provide attendance to identify the services within the buildings for new projects and also at handover/validation stage of new buildings and project works on campus,
— condition surveys and the preparation of a forward maintenance plan and its annual update,
— production of a complete asset register list detailing all plant items, make, model, sizes, duties, location and area’s served,
— statutory examinations and competent person duties,
— identification of the maintenance needs, planning, controlling and managing the maintenance regime in compliance with best industry practice and statutory requirements. This includes the provision of all necessary technical, management and professional expertise, functions (such as competent persons, authorised persons and responsible persons for the management of risk of legionnaires’ disease, water hygiene management) and procedures to form a complete operation and maintenance regime,
— comprehensive annual report detailing works done, fully completed certificates and test sheets at the end of each year’s contract,
— PPM and reactive maintenance of specialised equipment including,
— laboratory fume-cupboards,
— laboratory and boiler house gas alarm systems,
— laboratory ventilation system heat recovery extract filters,
— water treatment and filtration systems,
— lake water circulation systems and ornamental fountains.

Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
Scope of the procurement
Estimated total value excluding VAT: EUR 4 000 000 💰
Duration of the contract, framework agreement or dynamic purchasing system
The time frame below is expressed in number of months.
Description
Duration: 48
Information about the limits on the number of candidates to be invited
Envisaged minimum number: 5
Maximum number: 8
Objective criteria for choosing the limited number of candidates: Refer to attached document.
Information about variants
Variants will be accepted ✅
Description
Additional information: Please refer to attached document.

2️⃣
Scope of the procurement
Title: Framework Agreement for Electrical Maintenance and Operational Services
Title
Lot Identification Number: 2
Description
Description of the procurement:
“Pre-qualification questionnaire for Lot 2 — electrical maintenance and operational services. It is envisaged that the following elements of works will be...”

Description of the procurement

Pre-qualification questionnaire for Lot 2 — electrical maintenance and operational services. It is envisaged that the following elements of works will be undertaken under this lot, this list is neither exhaustive nor representative of the order of importance:
— coordination of works on campus,
— provision of spare parts and consumables,
— all Low Voltage (LV) planned preventive maintenance,
— (estate services) ELV (Extra Low Voltage) copper cable and related fibre optic campus infrastructure maintenance, adds, moves and changes. The maintenance and support services related CAT5&6 cable infrastructure and related ITC fibre optic cabling infrastructure is not included in this tender competition,
— reactive maintenance,
— emergency call outs and emergency maintenance,
— rectification of defects and carrying out of repairs,
— monthly reporting to the UCD estate services,
— site permit and induction system for specialist contractors,
— provide attendance during competent person examinations (statutory inspections) including the preparation of systems for such inspection,
— provide attendance to identify the services within the buildings for new projects and also at handover/validation stage of new buildings and project works,
— condition surveys and the preparation of a forward maintenance plan and its annual update,
— production of a complete asset register list detailing all relevant plant items, make, model, sizes, duties, location and areas served,
— statutory examinations and competent person duties,
— identification of the maintenance needs, planning, controlling and managing the maintenance regime in compliance with best industry practice and statutory requirements. This includes the provision of all necessary technical, management and professional expertise, functions and procedures to form a complete operation and maintenance regime,
— comprehensive annual report detailing works done, fully completed certificates and test sheets at the end of each year’s contract,
— low and extra low voltage related maintenance including:
—— interface with BMS controls,
—— interface and resetting Environmentally Opening Vents (EOV’s).
— PPM and reactive maintenance of specialised electrical equipment including:
— emergency lighting,
— harmonic filter systems,
— PFC systems.

Scope of the procurement
Estimated total value excluding VAT: EUR 2 000 000 💰
Information about the limits on the number of candidates to be invited
Objective criteria for choosing the limited number of candidates: Please refer to attached document.

Legal, economic, financial and technical information
Conditions for participation
List and brief description of conditions: Please refer to attached document.
Economic and financial standing
Selection criteria as stated in the procurement documents
Technical and professional ability
Selection criteria as stated in the procurement documents
Conditions related to the contract
Contract performance conditions: Please refer to attached document.
Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Procedure
Type of procedure
Restricted procedure
Information about a framework agreement or a dynamic purchasing system
Framework agreement with a single operator
Administrative information
Time limit for receipt of tenders or requests to participate: 2019-08-23 12:00 📅
Estimated date of dispatch of invitations to tender or to participate to selected candidates: 2019-09-09 📅
Languages in which tenders or requests to participate may be submitted: English 🗣️
Tender must be valid until: 2020-02-10 📅

Complementary information
Information about electronic workflows
Electronic payment will be used
Additional information
Please refer to attached document
Review body
Name: Courts Service
Postal town: Dublin
Postal code: D1
Country: Ireland 🇮🇪
Source: OJS 2019/S 144-354778 (2019-07-24)

Contract award notice (2020-02-19)
Object
Scope of the procurement
Short description:
“UCD wishes to set up single operator framework agreement for the following lots: Lot 1: Mechanical Maintenance and Operational Services – Single Operator...”
Total value of the procurement (excluding VAT): EUR 6 000 000 💰
Information about lots
This contract is divided into lots ✅
Description
Description of the procurement:
“Pre-qualification questionnaire for Lot 1: Mechanical maintenance and operational services. It is envisaged that the following elements of works will be...”

Description of the procurement

Pre-qualification questionnaire for Lot 1: Mechanical maintenance and operational services. It is envisaged that the following elements of works will be undertaken under this lot, this list is neither exhaustive nor representative of the order of importance:
— HVAC and water services plant operation and maintenance,
— gas-fired (ranging from 30 kW to 6 mW) and wood pellet boiler (900 kW) operation and maintenance,
— provision of all consumables, such as AHU filters, belts and boiler probes, etc. and replacement plant items, such as pumps, air receivers and burners, etc.,
— co-ordination of works on campus,
— planned preventive maintenance,
— reactive maintenance,
— emergency call-outs and emergency maintenance,
— rectification of defects and carrying out of repairs,
— weekly and monthly reporting to UCD technical services,
— site permit and induction system for specialist contractors,
— provide attendance during competent person examinations (statutory inspections) including the preparation of systems for such inspection,
— provide attendance to identify the services within the buildings for new projects and also at handover/validation stage of new buildings and project works on campus,
— condition surveys and the preparation of a forward maintenance plan and its annual update,
— production of a complete asset register list detailing all plant items, make, model, sizes, duties, location and area’s served,
— statutory examinations and competent person duties,
— identification of the maintenance needs, planning, controlling and managing the maintenance regime in compliance with best industry practice and statutory requirements. This includes the provision of all necessary technical, management and professional expertise, functions (such as competent persons, authorised persons and responsible persons for the management of risk of legionnaires’ disease, water hygiene management) and procedures to form a complete operation and maintenance regime,
— comprehensive annual report detailing works done, fully completed certificates and test sheets at the end of each year’s contract,
— PPM and reactive maintenance of specialised equipment including:
—— laboratory fume-cupboards,
—— laboratory and boiler house gas alarm systems,
—— laboratory ventilation system heat recovery extract filters,
—— water treatment and filtration systems,
—— lake water circulation systems and ornamental fountains.

Award criteria
Quality criterion (name): Operation of contract
Quality criterion (weighting): 15
Quality criterion (name):
“Proposed methodology for completion of preventative and periodical mechanical maintenance”
Quality criterion (weighting): 10
Quality criterion (name):
“Proposed methodology and methods for investigating and resolving ad-hoc mechanical issues”
Quality criterion (weighting): 45
Price (weighting): 30
Description
Description of the procurement:
“Pre-qualification questionnaire for Lot 2: Electrical maintenance and operational services. It is envisaged that the following elements of works will be...”

Description of the procurement

Pre-qualification questionnaire for Lot 2: Electrical maintenance and operational services. It is envisaged that the following elements of works will be undertaken under this lot, this list is neither exhaustive nor representative of the order of importance:
— co-ordination of works on campus,
— provision of spare parts and consumables,
— all low voltage (LV) planned preventive maintenance,
— (estate services) ELV (extra low voltage) copper cable and related fibre optic campus infrastructure maintenance, adds, moves and changes. The maintenance and support services related CAT5&6 cable infrastructure and related ITC fibre optic cabling infrastructure is not included in this tender competition,
— reactive maintenance,
— emergency call-outs and emergency maintenance,
— rectification of defects and carrying out of repairs,
— monthly reporting to the UCD estate services,
— site permit and induction system for specialist contractors,
— provide attendance during competent person examinations (statutory inspections) including the preparation of systems for such inspection,
— provide attendance to identify the services within the buildings for new projects and also at handover/validation stage of new buildings and project works,
— condition surveys and the preparation of a forward maintenance plan and its annual update,
— production of a complete asset register list detailing all relevant plant items, make, model, sizes, duties, location and areas served,
— statutory examinations and competent person duties,
— identification of the maintenance needs, planning, controlling and managing the maintenance regime in compliance with best industry practice and statutory requirements. This includes the provision of all necessary technical, management and professional expertise, functions and procedures to form a complete operation and maintenance regime,
— comprehensive annual report detailing works done, fully completed certificates and test sheets at the end of each year’s contract,
— low and extra low voltage related maintenance including:
—— interface with BMS controls;
—— interface and resetting environmentally opening vents (EOV’s).
— PPM and reactive maintenance of specialised electrical equipment including:
—— emergency lighting;
—— harmonic filter systems;
—— PFC systems.

Award criteria
Quality criterion (name):
“Proposed methodology for completion of planned preventative electrical maintenance”
Quality criterion (name):
“Proposed methodology and methods for investigating and resolving ad-hoc lighting and electrical issues”

Procedure
Information about framework agreement
The procurement involves the establishment of a framework agreement
Administrative information
Previous publication concerning this procedure: 2019/S 144-354778

Award of contract

1️⃣
Contract Number: 1
Title: Framework Agreement for Mechanical Maintenance and Operational Services
Date of conclusion of the contract: 2020-01-27 📅
Information about tenders
Number of tenders received: 2
Number of tenders received from SMEs: 2
Number of tenders received from tenderers from other EU Member States: 0
Number of tenders received from tenderers from non-EU Member States: 0
Number of tenders received by electronic means: 0
Name and address of the contractor
Name: Burlington Engineering
Postal address: 15 Weston Road
Postal town: Dublin
Country: Ireland 🇮🇪
Region: Éire/Ireland 🏙️
The contractor is an SME ✅
Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot: EUR 4 700 000 💰

2️⃣
Contract Number: 2
Title: Framework Agreement for Electrical Maintenance and Operational Services
Information about tenders
Number of tenders received: 4
Number of tenders received from SMEs: 4
Number of tenders received from tenderers from other EU Member States: 1
Number of tenders received by electronic means: 4
Name and address of the contractor
Name: Eureka Electrical
Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot: EUR 3 134 796 💰

Complementary information
Review body
Postal town: Dublin 1
Source: OJS 2020/S 037-087938 (2020-02-19)

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