Description of the goods or services required
Date: 17/03/2025
Tender Information
This invitation to tender outlines the service and maintenance requirements for the Mechanical systems across the building. Please provide your cost and methodology based on the requirements listed within this document.
Tender Deadline: Friday 25th April 2025 @2pm
Scope of Services
Pump Checks
Regular maintenance to ensure all components are in working order.
Call outs
1.0 – Existing Information
Parkwood Leisure operates leisure facilities across England and Wales in partnership with local authorities.
The locations are:
Centre Name
Site Address
Cardiff International Pool & Gym
Olympian Drive, Grangetown, Cardiff CF11 0JS
We recommend you arrange site visits to gather precise information, including the number of system points. Where we already hold this information we will provide this.
Timetable:
Activity:
Date:
Site surveys
06th - 18th April, 2025
Tender submission
25th April, 2pm, 2025
Tender reviews
30th April, 2025
Contract award
09th May, 2025
Exp. start date
1st June, 2025
Exp. completion date
1-3 year options
If you wish to conduct site surveys please confirm your attendance dates and we will do our best to accommodate. Contact Details
1.1 Existing Supporting Information Provided by Client
Please see Appendix for the list of the systems needing covering.
2.0 – Planned Maintenance Details
The planned maintenance checks shall comprise of the following works where applicable. Record all findings and all defects found and address them in accordance with this document.
2.3 Pump Checks
Rotation
Correct supply voltage
Earth connections, neutral connection
Mechanical seal/s for leaks etc.
Bearing/s for noise and wear
Mounting bolts and pump fixings
Motor amps. being drawn during use
3.0 – Contract Specific KPI’s
3.1 KPI Compliance
KPI compliance will be assessed quarterly throughout the contract term. KPIs will be measured by a points based system, detailed below. The KPI score will accumulate throughout the contract term. The following benchmarks will be applicable to the cumulative score of the all the KPIs:
-157 – Notice of Improvement will be sent to the contractor
-393 – Contractor will not be invited to re-tender at the end of the contract term
-785 – Immediate Contract termination or contract termination with notice (at our discretion).
Grace Period for First Non-Compliance - We reserve the right and at our discretion to allow the first instance of non-compliance within the contract term to be treated as a performance incident, with no immediate points penalty applied. This grace period provides the opportunity to rectify the issue. In this instance, points would apply from the second instance of non-compliance.
3.2 Planned Preventative Maintenance
Service reports will be sent via email and also available on the customer portal following completion of every visit, within 2 working days or sooner.
All assets to be maintained will be labelled with asset tags (on their first service visit, or within 3 months if sooner) and the location, make, model and serial numbers updated.
The full PPM schedule will be provided at the start of the contract showing month due for each task and any statutory deadlines, e.g. annual gas boiler safety and F Gas leak checks.
All PPM visits will be completed by the end of the month due, with a two week grace period to allow for any unforeseen restrictions beyond our control. .
Emergency reactive calls will be attended the same day unless otherwise agreed with the site maintenance team, for example non-urgent matters may be 1-2 days.
At the end of every visit the engineer will report to the site maintenance team/supervisor advising of any issues found and a site signature obtained to confirm all work completed as per task schedule.
All documentation for service visits, completed repairs, compliance will be saved in a shared Google drive folder and access granted to the site maintenance team. .
Warranty on any repairs carried out (unless otherwise excluded) would be 12 months.
All equipment installed and then maintained by the Contractor is guaranteed for the manufacturer period.
All repairs would be first quoted with labour and materials broken down
We expect to issue quotations for repairs within 5 working days of the report (or sooner for business critical issues) pending availability of costs from suppliers.
We aim to complete extra works / repairs within 21 days of order, subject to availability of parts and specialist labour.
All engineers are either City and Guilds or CSCS qualified in their respective trades and all carry their skill cards
3.2.1. - (KPI 1) Service Frequency
Service visits must be evenly spaced throughout the year, with at least one visit scheduled during the autumn/winter period and one during the spring/summer period, depending on the number of agreed annual service visits. Each visit must allow sufficient time to investigate and resolve any issues identified during the visit.
If a reactive issue arises while your engineer is on-site, or if the team reports an issue, it must not conflict with the planned PPM (Planned Preventive Maintenance) visit or the scheduled tasks of that visit. If resolving the reactive issue requires more time than the reactive time allocation included in the PPM visit, a separate call-out will need to be raised by the site. PPM service visits will take precedence over reactive issues.
On the rare occasion that a critical reactive issue requires urgent investigation and resolution, the service visit may be replaced by a reactive investigation. However, this substitution must be approved by Parkwood’s ‘Energy Services Facilities Manager’ or ‘Energy and Sustainability Manager’. In such cases, the service visit must be rescheduled and completed within the same calendar month. Given the guaranteed next-working-day attendance for reactive issues outlined in section 3.4.3, and the fact that the reactive visit is carried out in place of the service visit, it is expected that the service visit could be completed the following day as a replacement for the reactive visit. As such, the KPI is still achievable.
Service visits should not be scheduled for the last working day of the month to allow adequate time for rearrangements, ensuring compliance with this requirement.
* KPI Measurement: -20 Applicable per instance of missed or late visit not completed within the scheduled month.
3.2.2. - (KPI 2) Report Completion
Service reports must include:
Details of all checks completed as per the schedule of maintenance for that visit. A breakdown of the parts that have been checked, and the status of each.
Details of engineer attendance, including time of arrival and departure, and signatures from the engineer and a Parkwood Manager. This must include Name, Position, and Signature.
The report must include all items due, and be completed in full
*KPI Measurement: -2 Applicable per item incomplete/missing from each Service Report
3.2.3. - (KPI 3) Report Deadline
Report must be provided to us within 2 working days of the visit
*KPI Measurement: -10 Applicable each day of late submission until received. +10 Applicable each day of early submission
3.2.4. - (KPI 4) Remedial Quotation:
Quotations for remedial work must be submitted within 5 working days after we receive the service report.
*KPI Measurement: -5 Applicable each day of late submission until received.
+5 Applicable each day of early submission
3.3 Reactive Maintenance
3.3.1. - (KPI 5) Initial Response Time:
In the event of an alarm or issue, Parkwood will notify your nominated contact via the provided phone number or email. This contact must be available between the hours of 6:00 AM and 10:00 PM, 365 days a year. You are required to respond by email within one hour of us logging the alarm or issue. The response must include a reference number and details of the steps required to achieve resolution. If it is determined at this stage that on-site attendance is necessary, it must be arranged and communicated, specifying when the visit will occur, in line with the terms outlined in section 3.3.3. Parkwood will provide contact details for each of our sites to facilitate this process.
*KPI Measurement: -5 Applicable per instance where the 1-hour response time is exceeded.
3.3.3. - (KPI 7) On-Site Attendance:
If the issue cannot be resolved remotely, a site visit must take place the following day during our opening hours, unless otherwise agreed. Repairs should be carried out during the visit, if possible. If a temporary fix is applied during the visit, this must be documented in the job report. You are responsible for ensuring that the temporary fix is tracked, and once a permanent resolution is achieved, the temporary fix must be removed.
*KPI Measurement: -20 Applicable each day overdue, this would be incurred at the start of the day after the original attendance date.
3.3.4. - (KPI 8) Report Deadline:
A report must be submitted to us within two working days. If the issue involves a site visit, the two-day timeframe begins from the date of the visit. All reports must include a detailed account of the issues identified, the investigation steps taken, the resolution achieved, and any further works required, if applicable.
*KPI Measurement: -10 Applicable each day of late submission until received.
+10 Applicable each day of early submission
3.3.5. - (KPI 9) Further Works Quotation:
Quotations for further work must be submitted within 2 working days after we receive the job report. In the case of further works being substantial enough, to require Project Management this KPI shall be exempt. You must be able to justify the requirement for project management.
*KPI Measurement: -5 Applicable each day of late submission until received.
+5 Applicable each day of early submission
3.3.6. - (KPI 10) Fulfillment of Orders:
All orders must, as standard, be fulfilled within 21 days. We acknowledge that this may not always be achievable; therefore, the lead time may be extended on an order-by-order basis. If the 21-day lead time cannot be met for a particular order, this must be communicated to us within two working days of the purchase order being issued. The KPI will then apply to the newly agreed date.
This KPI shall not apply to purchase orders raised for the scheduled PPM visits for the year, as these will be completed in accordance with the schedule to be agreed upon, as outlined in section 3.2.1.
*KPI Measurement: -10 Applicable each day over the 21 days or the agreed timeframe, until delivered.
3.4 Engineer and Management Qualifications
All engineers and management must be suitably qualified for their roles. Evidence of professional qualifications and training must be provided before attending site. Failure to provide these qualifications will result in refusal of site access, any associated delays and costs will be your responsibility
3.5 Compliance with Company Policies and Conduct
Your company must remain fully compliant with the terms outlined in our company documents (a copy will be provided). Any instances of non-compliance must be remedied as soon as possible. We reserve the right to terminate the contract without notice if compliance is not promptly restored.
*Penalty: For serious or unresolved cases of non-compliance, immediate contract termination and withholding of payments may apply. Any actions taken by Parkwood against your engineers or staff for breaches of conduct will not affect your company’s obligations under this contract. Your company will remain fully liable to meet all service and contractual requirements.
4.0 – Tender Return Requirements
The Contractor must provide as part of their formal tender return. Failure to provide any of the required information may result in the Contractor's tender submission being disregarded.
Call out charge & service available - The contractor must cover the provision of a 24 Hour emergency call out service with a maximum lead time for an engineer the next day.
Time Allowance in full Days / half Days
Planned Maintenance Schedule - The contract will cover all maintenance visits.
The contract will cover the supply of all cleaning chemicals, filters and belts as specified by the manufacturer.
The contract will cover the removal of all waste from routine maintenance
Payment Plan
Mobilisation Period
Benefits for a 1 year contract
5.0 – Form of Contract
The Planned Maintenance will be a competitive bidding process for a fixed period of time and cost. Payments will be made inline with the Payment Plan when the work has been approved and signed off. Any additional works that are required during the contract will need to be quoted and require separate order numbers.
6.0 – Payment and Contract Terms
Payments will be made in accordance with our standard Terms and Conditions.
The total cost will be a fixed sum, and must include all associated expenses chargeable such as labour, travel, and material costs incurred. An allowance of 500 GBP per visit to replace parts if required on the day. Separate orders will be issued for additional works outside the contract. All quotes must be broken down into parts and labour.Separate orders will be issued for additional works outside the contract. All costs must be inclusive of labour, travel, and material expenses. All quotes must be broken down into parts and labour.
7.0 – Reporting
On completion of maintenance visits the relevant report will be issued, any minor repair should be reported & quoted whilst the engineer is still on site so the repair may be carried out immediately. Any major repair will be quoted on completion of the maintenance visit.
8.0 – Log Book
A log book will need to be managed that as a minimum will contain the following sections, see appendix for an example:
Site attendance register
Engineers Worksheets
52 Week planner and asset details
Asset service schedules
Certification
Reports / Audits
9.0 Qualifications.
All engineers and management are suitably qualified for the roles in which they shall be undertaking. This is monitored through our contract
10.0 Appendix.
Appendix 1: Schedule of Planned Maintenance / Equipment Schedule / Asset Register
Appendix 2: Example Log Books
Mechanical Services Schematic.
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=149033.
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