Provision of Legionella management Services

1.2.1 A specialist contractor is required who can provide a direct work force at a reasonable cost and deliver a wide range of maintenance services and compliance inspections across a portfolio which includes Schools, Libraries, Leisure buildings, Youth & Community Centres, Children & Adult Services premises, Corporate Buildings, and buildings owned and managed by the council. There are 92 locations throughout Bracknell, with 192 buildings, each building requiring a component of or a full Provision of Legionella Management service.
1.2.2 This is to ensure that we provide a safe building for the occupants, we have an excellent understanding of the condition of the equipment serviced and each of the following –
• A commitment to monitor KPIs to ensure statutory compliance through planned preventative maintenance (PPM) and reactive repairs to ensure our occupants are safe in our properties
• An understanding that each property is unique and have different requirements. This requires a degree of sensitivity from the contractor when working in our properties and the ability to consider the occupants needs, issues and requirements
• To ensure that all water systems within premises operated by the authority meet the requirements as detailed within the approved code of practice L8 ‘Legionnaires Disease, The control of Legionella bacteria in water systems’. Produced by the health and safety commission and any amendments to the ACOP produced during the period of this contract.
• Inspection, Servicing and Testing required:
• Hot Water System
• Cold Water System
• Legionella Sampling
• TVC Sampling
• TMV Servicing
• The Contractor shall be required to carry out the monitoring and inspection of the hot and cold-water services to all sites listed in the Property Schedule. The Contractor shall be required to carry out the annual, quarterly and monthly task as laid out within the Approved Code of Practice and Guidance L8 and HSG274 “Legionnaires Disease” Part 2: The control of legionella bacteria in hot and cold water systems and provide adequate training to the site staff to carry out the weekly tasks
1.2.3 The above areas listed in 1.2.2 are an indication of the services required but are not totally inclusive of all works that may be required.
1.2.4 Individual order values will range from £1 up to £5,000
1.2.5 The appointed contractor will be required to provide a full Legionella service to all Bracknell Forest Council premises. All these premises are situated within the Borough of Bracknell Forest Council.
1.2.6 For clarity, and as set out in the Pricing Schedule, Item 12.1 of the JCT MTC 2016, the Schedule of Rates, will be the Council’s own Schedule of Rates. Item 12.4 of the JCT MTC 2016, the basis on which the Schedule of Rates is to be revised, will state as follows: prices will be fixed for the first three years of the contract, and then subject to CPI indexation applied on the third and fourth anniversaries, if the Council takes up the option to extend the Contract for a further one or two years as applicable
1.2.7 The contract duration will be for a maximum of 5 years, covering an initial period of 3 years plus 2 optional extensions, each of 1 years or 1 optional extension of 2 years (i.e. 3 + 1 + 1 = 5) or (3 + 2 = 5). Extension choice is at the council’s discretion.
This will be a restricted two-stage process. Stage 1 is the Selection Questionnaire for tenderer selection and, if successful, at stage 1, organisations will be invited to tender at stage 2.
Organisations must register their interest on this site in order to receive any changes or notifications issued by the Council during this tender process. The Council will not be held responsible for lack of communication to any organisation who does not register their interest. Clarification questions can also be sent through this site.
Economic and Financial Standing. The authority will seek more information from independent credit agencies as part of the evaluation and reserves the right to undertake credit checks at each stage of the procurement process and after contract award.

The council reserves the right not to award the contract in whole or in part, to cancel or amend the tender process and does not bind itself to accept any tender. The Council shall not be liable under any circumstances for any costs or expenses incurred by any bidder or prospective bidder in responding to this notice or in taking part in this procurement process.

Bidders are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems