Item 2 - BMS, Bureau Service and Planned Preventative Maintenance (PPM)
Renfrewshire Council · 12 September 2024
Back to Finance, Resources and Customer Services Policy Board — 12 September 2024 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
Page 1
___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 12 September 2024 ___________________________________________________________________ Report by: The Director of Finance and Resources and the Director of Environment, Housing and Infrastructure ___________________________________________________________________ Heading: Contract Award: BMS, Bureau Service and Planned Preventative Maintenance (PPM) (RC-CPU-23-168) ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to seek approval of the Finance, Resources and Customer Services Policy Board to award a Services Contract for BMS, Bureau Service and Planned Preventative Maintenance (PPM) (RC-CPU-23-168) to Affiniti Response Limited. 1.2 The recommendation to award the Contract follows a procurement exercise conducted in accordance with the Public Contracts (Scotland) Regulations 2015 and the Council’s Standing Orders Relating to Contracts for an above Threshold Services Contract using the Open Procedure. 1.3 A Contract Strategy was approved by the Corporate Procurement Manager on 21 March 2024, the Head of Climate, Public Protection & Roads on 18 March 2024 and the Head of Facilities and Property Services on 20 March 2024. ___________________________________________________________________
Page 2
2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board: (a) Authorises the Head of Corporate Governance to award a Services Contract in the form of an NEC3 Term Service Short Contract April 2023 with Z Clauses, for the BMS, Bureau Service and Planned Preventative Maintenance (PPM) (RC-CPU-23- 168) to Affiniti Response Limited. (b) Authorises the approved contract value of up to £1,575,000 excluding VAT for the Service Period, including use of any extension periods, for all Task Orders made under this Contract. (c) Notes that the starting date is anticipated to be 1 November 2024, and the service period is 36 months from the starting date, with the option to extend, at the Council as Employer’s sole discretion, on 2 occasions for a period of up to 12 months on each occasion. The actual starting date will be confirmed in the Council’s Letter of Acceptance to Affiniti Response Limited. _________________________________________________________ 3. Background 3.1 The Council’s Climate, Public Protection & Roads Service are responsible for ensuring there are acceptable internal conditions for buildings that are occupied by Council staff, elected members, school children and members of the public. To support this requirement, this contract is for a contractor to manage the Council’s Building Management System (BMS), provide a bureau service and planned preventative maintenance of the system. The contract also includes the provision for commissioning BMS installations within any new sites identified by the Council. The Council currently has 90 sites with existing BMS which will be integrated on to a common platform accessed through the Council’s Corporate Network. 3.2 BMS are computer-based systems used to monitor and control building services such as heating. BMS help building managers understand how buildings are operating and allow them to control and adjust systems to optimise their performance, as well as collating data and allowing ease of control. BMS also help visualise data, automatically generate reports and create alarms and alerts when parameters are exceeded, and failures occur.
Page 3
3.3 To initiate this procurement process, a Contract Notice was published on the Find a Tender Service via the Public Contracts Scotland advertising portal on 22 March 2024 with the tender documentation available for downloading from the Public Contracts Scotland - Tender portal from this date. 3.4 During the live tender period, twelve organisations expressed an interest in the tender. By the closing date set for the return of electronic tender submissions, 12 noon on 25 April 2024, three organisations submitted responses, one declined to respond, and eight organisations did not respond. 3.5 In accordance with regulation 60 of the Public Contracts (Scotland) Regulations 2015, Tenderers were required to complete a Single Procurement Document (SPD) to be submitted along with their tender submission. All three tender submissions were evaluated against a pre- determined set of Criteria in the form of the SPD by representatives from the following Council services: Facilities Management, the Corporate Procurement Unit, Cyber Security, Corporate Risk and Corporate Health & Safety. 3.6 All three tender submissions received complied with the minimum selection criteria of the SPD. The three tender submissions were each evaluated against the Award Criteria of 30% Quality and 70% Price. 3.7 The scores relative to the Award Criteria for each of the three tender submissions are noted below: Tenderer Price (70%) Quality (30%) Total (100%) Affiniti Response Limited 70.00% 25.75% 95.75% Building Management Solutions Integrators Limited 19.05% 22.25% 41.30% E.on Control Solutions Limited 19.76% 16.00% 35.76% 3.8 The evaluation of tender submissions received identified that the tender submission by Affiniti Response Limited was the most economically advantageous tender. 3.9 The form of Contract is NEC3 Term Service Short Contract April 2023 with Z Clauses.
Page 4
3.10 The costs for the BMS, Bureau Service and Planned Preventative Maintenance (PPM) will be met through the Energy Revenue and Energy Investment Fund Budget. 3.11 Community Benefits were requested as part of the procurement process and Affiniti Response Limited confirmed that the following Community Benefit would be made available to the Council for this Contract. Community Benefit Outcome Description No of People / Activities Industry Skill Transfer to Schools 3 Financial Support for a Community Project 4 Non-financial support for a Community Project 2 ___________________________________________________________________ Implications of the Report 1. Financial - The cost for this Contract will be £1,575,000 excluding VAT over the 3-year initial contract period, plus two 12-month extension periods, will be met by the Energy Revenue and Energy Investment Fund revenue budget. The anticipated starting date is 1 November 2024. 2. HR & Organisational Development- None directly arising from this report. 3. Community/Council Planning – Place- Working with partners to ensure our neighbourhoods are safe, vibrant and attractive places to live. Economy - Supporting our citizens, particularly those furthest from the jobs market, into fair work - well paid, fulfilling employment through Community Benefits Fair- Protecting the most vulnerable members of our communities, including children and young people who are at risk. Green- Working across partners and communities to deliver the priority areas highlighted in our Plan for Net Zero, working towards a net zero Renfrewshire by 2030. Living our Values- Ensuring Renfrewshire Council delivers Best Value for our citizens and customers, that we are a well governed, effective organisation.
Page 5
Ensuring our journey to net zero is a just transition with climate justice and fairness at the heart, finding opportunities to challenge inequalities in new green ways as we tackle the climate crisis. 4. Legal- The procurement of this Services Contract has been conducted as an above Threshold Open Procedure in accordance with the Public Contracts (Scotland) Regulations 2015 and Renfrewshire Council’s Standing Orders Relating to Contracts. 5. Property/Assets- The contract will resolve the problems experienced with internal temperatures within the Councils properties. The contract will ensure that both the BMS and plant are working correctly and delivering acceptable internal conditions to all spaces of the buildings that are occupied. The contract will also reduce energy consumption and the associated carbon emissions. 6. Information Technology- The technologies involved in the solution are hosted on-premise within the Council’s network boundary and as such are subject to the Council’s ICT standards and security controls. The technologies have been assessed and are deemed low risk. There are no further ICT implications. 7. Equality & Human Rights -None directly arising from this report. 8. Health & Safety- Affiniti Response Limited’s health and safety credentials were evaluated by Corporate Health and Safety and met the Council’s minimum requirements regarding health and safety. 9. Procurement- The procurement procedure outlined within this report ensures that the Council meets its statutory requirements in respect of procurement procedures, efficiency, and modern Government. 10. Risk- Affiniti Response Limited’s insurances have been assessed and evaluated to confirm that they meet the minimum requirement regarding insurance risk. 11. Privacy Impact- None directly arising from this report. 12. Climate Risk - The level of impact associated with provision of these works has been assessed using the Scottish Government Sustainability Test and is considered low risk. Carbon Energy Consumption – The contractor will be required to consider energy saving measures where possible. The aim of the BMS system is to reduce consumption and carbon emissions.
Page 6
Carbon – Vehicle Emissions – Vehicles will be routinely used for the delivery of supplies and resources to the sites. The Contractor will consider the pollution from their vehicles when working on site and to switch off the engine when not using to prevent unnecessary emissions. 13. Children’s Rights – None directly arising from this report. 14. Cosla Policy Position- None directly arising from this report. _________________________________________________________ List of Background Papers (a) None ___________________________________________________________________ Author: KerriAnne Ben Ammar, Senior Procurement Specialist, Corporate Procurement Unit