Planned Preventative Maintenance and Repairs

HIE are seeking a suitably qualified and experienced supplier to provide planned preventative maintenance and repairs services for buildings at Inverness Campus, Enterprise Park Forres and certain services at our Lochgilphead office.

It is expected that these services will be required from 1st April 2024 for an initial period of 2 years, with HIE having the option to extend for a period or periods together not exceeding 2 years following the Initial Term (extensions expected to be taken up on a yearly basis i.e. a 2+1+1 year contract).

HIE requires a professionally managed, high quality mechanical, electrical and plumbing (MEP) maintenance service which, through a regular and organised scheme, ensures the maintenance and operation of all items of plant and equipment.

These services are currently required in An Lochran, the Life Sciences Innovation Centre, Aurora House, Solasta House, the Inverness Campus, The Apex and Horizon Scotland buildings at Enterprise Park Forres as well as at The Enterprise Centre in Lochgilphead.

The estimated maximum Year 1 budget currently available to deliver the PPM services (Pricing Schedule Part A) is GBP 130,000 (exclusive of VAT). Bidders are required to provide pricing for Year 1 only, with Years 2, 3 and 4 subject to a price increase mechanism.

The total estimated contract value for the maximum contract period (including all optional extension periods) is GBP 720,000 (exclusive of VAT). This includes an estimated allowance for annual price increases, as well as allowances for potential costs relating to reactive repairs and asset replacement. Allowances for potential costs relating to reactive repairs and asset replacement made are not a guarantee of work.

Refer to the Scope of Requirements and Tender Guidance for further details regarding budget and the price increase mechanism.

See Tender documentation for full details regarding the services required.. Economic operators may be excluded from this competition if they are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015.

To support the process, an accompanied Site Visit will be available on Monday 18 December 2023. If bidders would like to attend the site visits they are required to confirm by email to ([email protected]) by 17:00hrs on Thursday 14 December 20203. Attendance is not required in order to participate in the tendering process. Following the site visit, any questions and answers raised will be made available to all bidders via PCS. See Scope of Requirements and Tender Guidance document for further detail.

Our offices are closed between 18 December 2023 and 2 January 2024. During this period we will not be able to respond to queries.

It is estimated that the total value of the services over the maximum duration of 4 years will be GBP 720k (excluding VAT). This is the figure which has been used in II.1.5 & II.2.6. This includes an estimated allowance for price increases, as well as allowance for costs relating to reactive repairs or asset replacement over the lifetime of the contract incl. any extensions.

SPD 2A.3 (not scored) Where relevant, bidders are required to insert details of their Companies House (or equivalent) registration number.

SPD 3D.12 Bidders should refer to the "Conflict of Interest" Section within the Scope of Requirements when completing this question.

Due to character limits, please see the tender documents for the evaluation of the Award Criteria.

In order to participate, bidders should register, for free, on the Public Contracts Scotland (PCS) website, and record their interest in this contract and download and complete all relevant documentation.

Tenders must be submitted via the PCS Postbox and must be received by the published deadline. Late tenders will not be accepted and HIE will reject any submissions received after the deadline. Email or hard copy responses will not be accepted.

PCS also gives suppliers access to an on-line Question & Answer facility which allows queries to be submitted (anonymously), and answers published and shared with all potential bidders.