Provision of Planned & Reactive Maintenance and On-Demand Technical Assistance for a Building Energy Management System (BEMS)

Tender description

Provision of day to day reactive maintenance and planned servicing work carried out at the University of Southampton on its BEMS infrastructure, Highfield Campus and all Satellite Sites. This will include maintenance and upkeep of 3 x IQ Vision servers, 1 x 963 server and 1 x 963 lite for HVAC alarms, this could be subject to change. Throughout the BEMS infrastructure, there are approximately 850 Trend controllers ranging from IQ 1 - IQ 4 of varying size and capacity. The BEMS contractor shall provide cover for all BEMS installations, based on the full schedules of work which are designed to act in addition to the BEMS contractors set of procedures for having the best level of preventative and optimal service care. The contract as set out also requires full breakdown cover throughout the full 24 hours of each and every day, including all public holidays. Calls will always be logged by the Universities help desk or an authorised representative. The BEMS contractor will also be required to keep up to date the clients Planon management system with regards to closing out all planned and reactive works such as maintenance, repairs and call outs. Strict deadlines will need to be met by the BEMS Contractor to ensure the Planon system is kept up to date. Potential Providers are advised that the premises covered by this document are multi-tenanted and there may be strict security procedures may be in operation to gain access to the buildings in general and plant rooms. All company representatives irrespective of title will be required to carry personal identification, and during their stay in the premises, all personnel must make themselves fully acquainted with safety procedures and University Rules as may apply. The whole of the work covered by the contract will be subject to Quality Audits at unannounced intervals and it will be seen that the services to be provided include for formal meetings between the BEMS contractor and the Employer, during which all matters of business associated with the BEMS may be discussed. These meetings will be formally minuted and the BEMS Contractor will be required to address all matters raised for their attention. The University requires the Contractor to execute the work in a safe and workmanlike manner, to University standards and always with total compliance with the CDM 2015 regulations (and any updates thereto). The work undertaken by the Contractor shall cover: (i) Reactive maintenance as directed by the Contract Administrator, to a maximum value of £5,000.00 per order (excluding VAT). (ii) Planned Maintenance Servicing (including minor repairs and renewals) to a maximum value of £25,000 per order (excluding VAT). (iii) Order of spare parts to a maximum value of £75,000 per order (excluding VAT). (iv) 24 hour Call-out service. (v) 24 hour Bureau service for fault finding and first response.