Checking and testing apparatus

Tender description

The Animal and Plant Health Agency (APHA), an executive agency of DEFRA, requires the removal of existing equipment it uses to measure, monitor and provide alerts for the temperature of a variety of laboratory equipment including ovens, incubators, refrigerators and incubators and environments at 13 (thirteen) APHA laboratory locations and the supply, installation and maintenance of a replacement cloud-based system as well as provision of user training. APHA is seeking to replace the electronic system is currently uses to measure, monitor and provide alerts for the temperature of a variety of laboratory equipment and environments including ovens, incubators, freezers, ultra-freezers and walk in refrigerators at 13 laboratory sites across the UK. APHA requires the removal of old equipment and supply and installation of a new cloud-based system at all sites over an initial three month period. APHA also requires two types of maintenance: Corrective and Preventative. Corrective Maintenance means a visit conducted by the contractor to undertake repairs when required by, and as requested by, APHA. Corrective Maintenance will be required at all sites from the contract start date and for a period of four (4) years and three (3) months thereafter. As set out in the pricing mechanism in the contract conditions, for the first year and three (3) months (3/1/18 to 31/3/19), Corrective Maintenance will be provided at no additional cost to APHA. For the three (3) year period 1.4.2019 to 31.3.2022, Corrective Maintenance will be payable by APHA at a fixed hourly rate when required. Preventative Maintenance means a systematic visit for inspection, detection, correction and prevention of incipient failures, before they become actual failures. Preventative Maintenance will be required from completion of the installation period and for a period of four (4) years thereafter. As set out in the pricing mechanism in the contract conditions, for the first year (1/4/18 to 31/3/19), Preventative Maintenance will be provided at no additional cost to APHA. For the three (3) year period 1.4.2019 to 31.3.2022, Preventative Maintenance will take place twice a year and the contractor will charge APHA a fixed amount for each Preventative Maintenance visit, in advance, at six-monthly intervals. APHA is certificated to BS EN ISO 9001:2015 and accredited to ISO 17025 and ISO 17043, therefore any equipment supplied to it will be subject to servicing and testing regimes aligned or traceable to these quality standards. The equipment may also be used within GLP compliant facilities and be subject to the GLP Regulations 1999. Please note that the initial funding available for this Contract is a maximum of 295 000 GBP (ex. VAT) however Defra reserves the right to purchase further Equipment for APHA locations from the successful contractor under this Contract, up to the total value of 600 000 GBP (ex.VAT). (Please note the 600 000 GBP includes the initial funding of 295 000 GBP) This option may be exercised by Defra within the first twenty-four (24) months of the contract commencement date. However, it should be noted that there is no guarantee of this further business as it is dependent upon the successful contractor delivering the initial goods and services under the Contract to the satisfaction of the Authority, the availability of further capital funding and: i) the Authority reviewing the longevity of existing equipment and deciding that additional goods and/or services are necessary; and/or ii) the Authority considering that additional goods and/or services are needed to meet APHA's departmental requirements.