Time limit for receipt of tenders or requests to participate

Date: 14/08/2020

Local time: 12:00

Crawley Borough Council (CBC) is seeking to appoint a suitably qualified contractor to carry out the operation and maintenance of a district heat network in Crawley (DHN) and provide metering and billing services to the end users. CBC proposes to award a single contract for 10 years with potential options to capture subsequent phases of the DHN (subject to value for money considerations and confirmation of timings for such phases).

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United Kingdom-Crawley: Public utilities

2020/S 140-345714

Contract notice – utilities

Services

Legal Basis:

Directive 2014/25/EU

Section I: Contracting entity

I.1)Name and addresses

Official name: Crawley Borough Council
Postal address: Town Hall, The Boulevard
Town: Crawley
NUTS code: UKJ28 West Sussex (North East)
Postal code: RH10 1UZ
Country: United Kingdom
Contact person: Jo Newton-Smith (Procurement Manager)
E-mail:
Telephone: +44 1403215299

Internet address(es):

Main address: http://www.crawley.gov.uk

Address of the buyer profile: http://www.sesharedservices.org.uk/esourcing

I.2)Information about joint procurement

I.3)Communication

Access to the procurement documents is restricted. Further information can be obtained at: http://www.sesharedservices.org.uk/esourcing

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be submitted electronically via: http://www.sesharedservices.org.uk/esourcing

Tenders or requests to participate must be submitted to the abovementioned address

I.6)Main activity

Production, transport and distribution of gas and heat

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Crawley Borough Council — District Heat Network: Operation, Maintenance, Metering and Billing Services

Reference number: CRBC – 031151

II.1.2)Main CPV code

65000000 Public utilities

II.1.3)Type of contract

Services

II.1.4)Short description:

Crawley Borough Council (CBC) is seeking to appoint a suitably qualified contractor to carry out the operation and maintenance of a district heat network in Crawley (DHN) and provide metering and billing services to the end users. CBC proposes to award a single contract for 10 years with potential options to capture subsequent phases of the DHN (subject to value for money considerations and confirmation of timings for such phases).

II.1.5)Estimated total value

Value excluding VAT: 2 200 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2)Description

II.2.1)Title:

II.2.2)Additional CPV code(s)

09300000 Electricity, heating, solar and nuclear energy

71314310 Heating engineering services for buildings

44115200 Plumbing and heating materials

42515000 District heating boiler

38412000 Thermometers

39715210 Central-heating equipment

09323000 District heating

45259300 Heating-plant repair and maintenance work

44163120 Distance-heating pipes

50720000 Repair and maintenance services of central heating

48444100 Billing system

45232141 Heating works

44115220 Heating materials

44163121 Heating pipes

38410000 Metering instruments

II.2.3)Place of performance

NUTS code: UKJ28 West Sussex (North East)

Main site or place of performance:

West Sussex.

II.2.4)Description of the procurement:

CBC is in the process of constructing a multi-phased town centre district heat network (DHN) which is being delivered via a phased approach over an estimated 5-year period. The first phase includes the design and build of the energy centre on the re-developed Town Hall site, along with the DHN which will service the re-developed Town Hall site, a combination of civic and commercial offices along with residential apartments located adjacent to the Town Hall and at the nearby Kilnmead Residential Development site. In all, Phase 1 will supply approximately 310 residential units and 10 887 m2 of civic/commercial space. Following completion of Phase 1, the Council intends to construct the second phase of the DHN to serve the nearby Police station, residential development on Crawley College Car Park, Crawley College, Library and other connections around the town, encompassing at full potential build-out in excess of 60 000 m2commercial space and over 700 residential units. The design and installation of the DHN is being delivered by the CBC’s development partner Westrock as part of the wider town centre development works. Following completion, CBC will adopt the DHN and take responsibility for the supply of heat to the various customers. CBC will be the heat supplier and, to deliver this function, CBC wishes to appoint a suitably qualified contractor to carry out the operation and maintenance of the DHN and provide metering and billing services to the end users. The contractor will be required to:

  • carry out a full O&M service, including providing all services required to operate, maintain, test, inspect, repair and replace the relevant components of the DHN;
  • undertake all scheduled and reactive repair works as part of the services;
  • provide a full billing and metering service including: managing and collecting charges under the Council’s Heat Supply Agreements with the end-users; processing and taking meter readings; and setting up and operating individual customer accounts. Prior to commencing the formal procurement process, CBC engaged with potential suppliers via a soft market testing exercise to discuss this opportunity (see PIN reference 2019/S 042-095375). A pre-market engagement event took place on 21 March 2019 in which organisations were given the opportunity to attend a 1-to-1 meeting with CBC and its representatives to discuss the optimum contracting approach. CBC is now inviting suitably qualified organisations to submit a response to the pre-qualification questionnaire (PQQ) for this contract opportunity. Details of where to obtain the PQQ can be found in section I of this contract notice.

II.2.5)Award criteria

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

II.2.6)Estimated value

Value excluding VAT: 2 200 000.00 GBP

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

Duration in months: 120

This contract is subject to renewal: no

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 3

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes

Description of options:

CBC intend for the DHN to be expanded throughout Crawley town centre and be connected to new customers including Crawley College and further council-owned housing. In the event that CBC extends the DHN within the term of the contract, CBC will have the right to instruct the contractor to provide the services to the extended network. At present the full technical detail of any extensions and the customer requirements have not been finalised and it will not be possible for bidders to submit a fixed price to provide services to any future extensions. The contract will, however, include a clear and transparent methodology to calculate the price uplift, if an extension to the services is instructed.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

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

II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents

III.1.4)Objective rules and criteria for participation

III.1.5)Information about reserved contracts

III.1.6)Deposits and guarantees required:

III.1.7)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

III.1.8)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

III.2)Conditions related to the contract

III.2.1)Information about a particular profession

III.2.2)Contract performance conditions:

III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Negotiated procedure with prior call for competition

IV.1.3)Information about a framework agreement or a dynamic purchasing system

IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue

IV.1.6)Information about electronic auction

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

The procurement is covered by the Government Procurement Agreement: no

IV.2)Administrative information

IV.2.1)Previous publication concerning this procedure

Notice number in the OJ S: 2019/S 042-095375

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

Date: 14/08/2020

Local time: 12:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

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

IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

VI.3)Additional information:

The value provided in Section II.1.5) represents CBC’s estimate of the total value of the contract opportunity, including the value of all potential options as explained in Section II.2.11) above. The value of the contract opportunity for the full 10 years without any expansion of the DHN is estimated to be in the region of GBP 875 000. If the DHN is expanded, this could increase the overall contract value by GBP 1 750 000 to GBP 2 200 000 over the 10-year duration. CBC is following the negotiated procedure with prior call for competition under Regulation 47 of the Utilities Contracts Regulations 2016. The PQQ contains the mandatory selection criteria which must be met by the potential candidates. If all criteria are met, CBC will then evaluate the project specific questions which are scored and weighted. This will determine a shortlist of bidders to invite to the next stages of the competition. The deadline for completion and return of the PQQ is 12.00 noon on 14 August 2020. All PQQ responses must be submitted through the Council’s In-tend portal, details of which can be found at http://www.sesharedservices.org.uk/esourcing. CBC expressly reserves the right:

(i) not to award any contract as a result of the procurement process commenced by publication of this notice;

(ii) to make whatever changes it may see fit to the content and structure of the tendering competition; and in no circumstances will CBC be liable for any costs incurred by the candidates. Further information about the contract opportunity can be found in the draft ISIT which will be made available via the portal to bidders registering their interest in this procurement.

VI.4)Procedures for review

VI.4.1)Review body

Official name: Royal Courts of Justice
Postal address: Strand, Holborn
Town: London
Postal code: WC2A 2LL
Country: United Kingdom

VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

Review procedures are as set out in the Utilities Contracts Regulations 2016. Proceedings under the Utilities Contracts Regulations 2016 are time limited, and any such proceedings must be brought in the High Court of England and Wales.

VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

17/07/2020