Trend BEMS Comprehensive Maintenance, Replacement and Upgrade Works

The University of Edinburgh will very shortly be publishing an Invitation to Tender (ITT) via an Open Procedure to invite competitive tenders to establish contracting arrangements with a single supplier for a fully comprehensive planned and reactive maintenance service for the UoE Trend building energy management system (BEMS) and associated control equipment. Fully comprehensive includes for supply, replacement and commissioning of faulty items associated with the BEMS.

In addition, the Contract includes the provision for planned upgrade works. The purchase of replacement equipment and provision for planned upgrades shall remain optional, at the sole discretion of the University, throughout the Contract Term.

The Contract is across the entire University of Edinburgh estate, which includes approximately 47 sites, 1226 controllers, and 18952 hardware points. It is intended that the contract will in place for an initial term of 2 years with four options to extend for periods of 1-year each (2+1+1+1+1).

Estimated Total Contract Value (over 6 years): 2,500,000 GBP excluding VAT Maintenance Services Estimated Total Value (over 6 years): 1,000,000 GBP excluding VAT Planned Upgrade Works Estimated Total Value (over 6 years): 1,500,000 GBP excluding VAT It is important to note that these values are estimates only. The University will not guarantee these spend levels or any volume of business under this Contract.

There shall be no obligation on the part of The University of Edinburgh to issue orders in relation to replacement equipment and provision for planned upgrade works aspects of this Contract to the appointed Service Provider. Full requirements are detailed in the tender documents.

The University of Edinburgh has a requirement to establish contracting arrangements with a single supplier to provide fully comprehensive maintenance for Trend building energy management system (BEMS), including replacement works and planned upgrade works, throughout the University’s estate. This procurement will be conducted via the Public Contracts Scotland - Tender portal (PCS-T).

It is proposed this procurement will be conducted through the use of the Open Procedure. The evaluation will be contain three stages as follows.

Stage 1 - the SPD (Scotland) will include a series of Minimum Standards in relation to mandatory and discretionary criteria which govern the public sector and this specific requirement. These are pass/fail requirements and failure to provide adequate evidence on request of how these requirements shall be met will result in automatic exclusion from the Tendering process.

In addition, project specific technical minimum standards apply. Each Bidder passing the Minimum Standards will then be subject to a technical and commercial evaluation.

Stage 2 - Technical questions are allocated a total weighting of 80 percent. Scores shall be allocated based on the total percentage achieved by the response out of the maximum possible percentage.

This takes into account the score out of 4 and the weighting allocated to individual questions. For example if a question is weighted 10 percent and the submission scores 3 points out of 4 for that question then the score achieved will be 7.5 percent out of a possible 10 percent.

Each supplier achieving a score greater or equal to 50 percent will only then progress through to the commercial evaluation. Stage 3 - Commercial (Price) shall be allocated a total weighting of 20 percent.

The bidder who submits the lowest price will be awarded the maximum score for the associated cost area, and all other bids awarded a score pro rata, in relation to the lowest bid. Both Technical and Commercial scores will be added together at the end of the evaluation process to calculate the most economically advantageous tender, to be recommended as the winning bidder.