Construction Contract Leads

Section I: Contracting authority

I.1) Name and addresses

Buckinghamshire Council

Walton Street Offices

Aylesbury

HP20 1UA

Contact

Mr Adrian Ratcliff

Email

adrian.ratcliff [at] buckinghamshire.gov.uk

Telephone

+44 1296383337

Country

United Kingdom

NUTS code

UKJ13 - Buckinghamshire CC

Internet address(es)

Main address

https://www.buckinghamshire.gov.uk/

Buyer's address

https://www.buckinghamshire.gov.uk/

I.3) Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at

https://www.supplybucksbusiness.org.uk

Additional information can be obtained from the above-mentioned address

Tenders or requests to participate must be submitted electronically via

https://www.supplybucksbusiness.org.uk

I.4) Type of the contracting authority

Regional or local authority

I.5) Main activity

General public services

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

Biomass Boiler Service and Maintenance

Reference number

DN743859

II.1.2) Main CPV code

• 50000000 - Repair and maintenance services

II.1.3) Type of contract

Services

II.1.4) Short description

The Biomass Boiler Service and Maintenance contract for Buckinghamshire Council spans three years from February 1, 2025, with two possible one-year extensions, totalling up to five years. Covering nine sites across Buckinghamshire, the service provider will deliver high-quality, proactive maintenance, including planned preventative maintenance (PPM) and reactive maintenance, ensuring statutory and regulatory compliance, and maintaining HETAS Certification standards.

Key tasks include annual services, interim services, bi-weekly visits, and monthly checks. These PPM visits will involve various configurations for inspecting and maintaining boilers, fuel stores, and associated equipment to ensure optimal performance and compliance. Reactive maintenance requires 24/7 assistance for urgent faults and normal working hours assistance for other faults, categorized by priority with specific rectification periods. The service provider will report on both aspects, detailing performance statistics, compliance rates, and any issues encountered. Additionally, the provider must maintain a single point of contact to manage the contract, logs of servicing requests, tasks, and communication.

Performance monitoring ensures continuous improvement and adherence to service standards. The service provider will produce regular performance reports, maintain accurate asset registers, and ensure all statutory and regulatory tests are conducted and documented. This approach supports Buckinghamshire Council’s operational needs, fostering a collaborative environment for efficient and reliable maintenance of their biomass boiler systems.

Due to the lack of certainty as to the demand for the Services under this Contract, the Council has estimated the amount that it will spend under this Contract during the Contract Period, (including any possible extension periods) at £470,000. This is only an estimate and the actual spend maybe higher or lower than this figure.

The Council is of the opinion that TUPE will not apply.

II.1.5) Estimated total value

Value excluding VAT: £470,000

II.1.6) Information about lots

This contract is divided into lots: No

II.2) Description

II.2.2) Additional CPV code(s)

• 50000000 - Repair and maintenance services

II.2.3) Place of performance

NUTS codes

• UKJ13 - Buckinghamshire CC

II.2.4) Description of the procurement

The Biomass Boiler Service and Maintenance contract for Buckinghamshire Council spans three years from February 1, 2025, with two possible one-year extensions, totalling up to five years. Covering nine sites across Buckinghamshire, the service provider will deliver high-quality, proactive maintenance, including planned preventative maintenance (PPM) and reactive maintenance, ensuring statutory and regulatory compliance, and maintaining HETAS Certification standards.

Key tasks include annual services, interim services, bi-weekly visits, and monthly checks. These PPM visits will involve various configurations for inspecting and maintaining boilers, fuel stores, and associated equipment to ensure optimal performance and compliance. Reactive maintenance requires 24/7 assistance for urgent faults and normal working hours assistance for other faults, categorized by priority with specific rectification periods. The service provider will report on both aspects, detailing performance statistics, compliance rates, and any issues encountered. Additionally, the provider must maintain a single point of contact to manage the contract, logs of servicing requests, tasks, and communication.

Performance monitoring ensures continuous improvement and adherence to service standards. The service provider will produce regular performance reports, maintain accurate asset registers, and ensure all statutory and regulatory tests are conducted and documented. This approach supports Buckinghamshire Council’s operational needs, fostering a collaborative environment for efficient and reliable maintenance of their biomass boiler systems.

Due to the lack of certainty as to the demand for the Services under this Contract, the Council has estimated the amount that it will spend under this Contract during the Contract Period, (including any possible extension periods) at £470,000. This is only an estimate and the actual spend maybe higher or lower than this figure.

The Council is of the opinion that TUPE will not apply.

II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Start date

1 February 2025

This contract is subject to renewal

Yes

Description of renewals

The contract commencement date will be 1st February 2025 to 31st January 2028. There are two optional extensions 1st February 2028 to 31st January 2029 and 1st February 2029 to 31st January 2030. Making a potential five year total contract term

II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: Yes

Description of options

The contract commencement date will be 1st February 2025 to 31st January 2028. There are two optional extensions 1st February 2028 to 31st January 2029 and 1st February 2029 to 31st January 2030. Making a potential five year total contract term

II.2.13) Information about European Union Funds

The procurement is related to a project and/or programme financed by European Union funds: No

Section IV. Procedure

IV.1) Description

IV.1.1) Type of procedure

Open procedure

IV.1.8) Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: Yes

IV.2) Administrative information

IV.2.2) Time limit for receipt of tenders or requests to participate

Date

23 October 2024

Local time

12:00pm

IV.2.4) Languages in which tenders or requests to participate may be submitted

English

IV.2.6) Minimum time frame during which the tenderer must maintain the tender

Duration in months: 4 (from the date stated for receipt of tender)

IV.2.7) Conditions for opening of tenders

Date

23 October 2024

Local time

12:00pm

Section VI. Complementary information

VI.1) Information about recurrence

This is a recurrent procurement: Yes

VI.4) Procedures for review

VI.4.1) Review body

The High Court

The Royal Courts of Justice, The Strand

London

WC2A 2LL

Country

United Kingdom

VI.4.3) Review procedure

Precise information on deadline(s) for review procedures

The Council will incorporate a standstill period at the point when information on the award of

the contract is communicated to tenderers. The standstill period will be for a minimum of 10

calendar days and provides time for unsuccessful tenderers to challenge the award decision

before the contract is entered into. The Public Contracts Regulations 2015 provide for the

aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to

take action in the High Court (England, Wales and Northern Ireland)

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