II.2.3) Place of performance
NUTS code:
UKH12
II.2.4) Description of the procurement
Cambridgeshire County Council (CCC) (The Authority) is a rural county council with a
portfolio of approximately 160 corporate buildings spread across the region. CCC is
publishing a re-procurement exercise to supply services and works in respect of the Building,
Mechanical and Electrical Services maintenance requirements, which will include the need
for preventative maintenance, reactive maintenance and small minor project works.
The Authority wishes to appoint a single Provider to provide planned and reactive repairs,
servicing and testing of all equipment as detailed within the specification to the organisation
across a variety of properties within the geographical boundaries of Cambridgeshire.
An example of the requirements of this contract are:
• Servicing and planned preventative maintenance (PPM) services of Mechanical and
Electrical plant and equipment. Statutory inspections & testing.
• Reactive maintenance to buildings in a timely and efficient manner, in line with timescales
as detailed in the specification.
• Having the support staff in the form of a 24/7 helpdesk facility which can be viewed by the
Client for progress monitoring and can link to the Client's helpdesk system.
• Invoice management procedures to deliver a managed and timely turnaround of Purchase
Orders into accurate Invoices with the correct documentation as detailed within the
specification document.
• Contract management capable of directing day to day issues and offering effective and
cost-efficient solutions.
• Contract Management capable of reviewing throughput of work to ensure regular reporting
of recommendations and follow-on work.
• Capable of evaluating the work required resulting from reactive calls and any uplift
requirements. Supplying progress reports to the helpdesk as required
• Able to carry out a full regime of statutory testing, monitoring and reporting including
updating the Council’s asset management system in a timely manner as set out in the KPIs.
• Able to complete annual lifecycle reports to assist the Council in budget-planning and
understanding the state of our assets in a 5-year look ahead, and this meet the LCM
standards set by the Council.
• Able to update our asset management system with any asset changes and O&M manuals
for new installations and add to PPM schedules as appropriate.
It is expected that an initial contract will last for a period of 3 years with 2 options to extend
for 1 further year each time (3+1+1). It is difficult to predict the exact value of this contract as
the Authority’s property portfolio is likely to vary over the contract term, but it is estimated
that the total value will not be less £10,000,000 or greater than £20,000,000.
Potential Providers should be aware that The Authority’s property portfolio is regularly
changing. At the time of writing of this specification, the property lists provided are accurate
and will be used for a service provision and costs comparison analysis when scoring tender
submissions from Potential Providers (at ITT stage). However, before mobilisation of this
contract, the portfolio may have altered – reduced or increased – and it may also fluctuate
through the duration of the contract. The Authority’s contract manager will keep Service
Provider’s management aware, via monthly contract meetings, of any upcoming changes
where buildings are to be added or removed.
This Contract is open to Cambridgeshire County Council. The contract may include some
work in schools in Cambridgeshire. The Authority may ask the provider to complete works on
other CCC owned assets at an additional and agreed rate (such as Educational properties).
This will be managed by The authority.
II.2.5) Award criteria
Quality criterion: Quality
/ Weighting: 60
Quality criterion: Social Value
/ Weighting: 10
Cost criterion: Price
/ Weighting: 30
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No