Procurement of an operating partner for the National Outdoor Centre at Plas Menai, Gwynedd

Date: 17/03/2025Tender InformationThis invitation to tender outlines the service and maintenance requirements for the Mechanical systems across the building. Please provide your cost and methodology based on the requirements listed within this document.Tender Deadline: Friday 25th April 2025 @2pmScope of ServicesPump ChecksRegular maintenance to ensure all components are in working order.Call outs1.0 – Existing InformationParkwood Leisure operates leisure facilities across England and Wales in partnership with local authorities.The locations are:Centre NameSite AddressCardiff International Pool & GymOlympian Drive, Grangetown, Cardiff CF11 0JSWe recommend you arrange site visits to gather precise information, including the number of system points. Where we already hold this information we will provide this.Timetable:Activity:Date:Site surveys06th - 18th April, 2025Tender submission25th April, 2pm, 2025Tender reviews30th April, 2025Contract award09th May, 2025Exp. start date1st June, 2025Exp. completion date1-3 year optionsIf you wish to conduct site surveys please confirm your attendance dates and we will do our best to accommodate. Contact Details1.1 Existing Supporting Information Provided by ClientPlease see Appendix for the list of the systems needing covering.2.0 – Planned Maintenance DetailsThe planned maintenance checks shall comprise of the following works where applicable. Record all findings and all defects found and address them in accordance with this document.2.3 Pump ChecksRotationCorrect supply voltageEarth connections, neutral connectionMechanical seal/s for leaks etc.Bearing/s for noise and wearMounting bolts and pump fixingsMotor amps. being drawn during use3.0 – Contract Specific KPI’s3.1 KPI ComplianceKPI compliance will be assessed quarterly throughout the contract term. KPIs will be measured by a points based system, detailed below. The KPI score will accumulate throughout the contract term. The following benchmarks will be applicable to the cumulative score of the all the KPIs:-157 – Notice of Improvement will be sent to the contractor-393 – Contractor will not be invited to re-tender at the end of the contract term-785 – Immediate Contract termination or contract termination with notice (at our discretion).Grace Period for First Non-Compliance - We reserve the right and at our discretion to allow the first instance of non-compliance within the contract term to be treated as a performance incident, with no immediate points penalty applied. This grace period provides the opportunity to rectify the issue. In this instance, points would apply from the second instance of non-compliance.3.2 Planned Preventative MaintenanceService reports will be sent via email and also available on the customer portal following completion of every visit, within 2 working days or sooner.All assets to be maintained will be labelled with asset tags (on their first service visit, or within 3 months if sooner) and the location, make, model and serial numbers updated.The full PPM schedule will be provided at the start of the contract showing month due for each task and any statutory deadlines, e.g. annual gas boiler safety and F Gas leak checks.All PPM visits will be completed by the end of the month due, with a two week grace period to allow for any unforeseen restrictions beyond our control. .Emergency reactive calls will be attended the same day unless otherwise agreed with the site maintenance team, for example non-urgent matters may be 1-2 days.At the end of every visit the engineer will report to the site maintenance team/supervisor advising of any issues found and a site signature obtained to confirm all work completed as per task schedule.All documentation for service visits, completed repairs, compliance will be saved in a shared Google drive folder and access granted to the site maintenance team. .Warranty on any repairs carried out (unless otherwise excluded) would be 12 months.All equipment installed and then maintained by the Contractor is guaranteed for the manufacturer period.All repairs would be first quoted with labour and materials broken downWe expect to issue quotations for repairs within 5 working days of the report (or sooner for business critical issues) pending availability of costs from suppliers.We aim to complete extra works / repairs within 21 days of order, subject to availability of parts and specialist labour.All engineers are either City and Guilds or CSCS qualified in their respective trades and all carry their skill cards3.2.1. - (KPI 1) Service FrequencyService visits must be evenly spaced throughout the year, with at least one visit scheduled during the autumn/winter period and one during the spring/summer period, depending on the number of agreed annual service visits. Each visit must allow sufficient time to investigate and resolve any issues identified during the visit.If a reactive issue arises while your engineer is on-site, or if the team reports an issue, it must not conflict with the planned PPM (Planned Preventive Maintenance) visit or the scheduled tasks of that visit. If resolving the reactive issue requires more time than the reactive time allocation included in the PPM visit, a separate call-out will need to be raised by the site. PPM service visits will take precedence over reactive issues.On the rare occasion that a critical reactive issue requires urgent investigation and resolution, the service visit may be replaced by a reactive investigation. However, this substitution must be approved by Parkwood’s ‘Energy Services Facilities Manager’ or ‘Energy and Sustainability Manager’. In such cases, the service visit must be rescheduled and completed within the same calendar month. Given the guaranteed next-working-day attendance for reactive issues outlined in section 3.4.3, and the fact that the reactive visit is carried out in place of the service visit, it is expected that the service visit could be completed the following day as a replacement for the reactive visit. As such, the KPI is still achievable.Service visits should not be scheduled for the last working day of the month to allow adequate time for rearrangements, ensuring compliance with this requirement.* KPI Measurement: -20 Applicable per instance of missed or late visit not completed within the scheduled month.3.2.2. - (KPI 2) Report CompletionService reports must include:Details of all checks completed as per the schedule of maintenance for that visit. A breakdown of the parts that have been checked, and the status of each.Details of engineer attendance, including time of arrival and departure, and signatures from the engineer and a Parkwood Manager. This must include Name, Position, and Signature.The report must include all items due, and be completed in full*KPI Measurement: -2 Applicable per item incomplete/missing from each Service Report3.2.3. - (KPI 3) Report DeadlineReport must be provided to us within 2 working days of the visit*KPI Measurement: -10 Applicable each day of late submission until received. +10 Applicable each day of early submission3.2.4. - (KPI 4) Remedial Quotation:Quotations for remedial work must be submitted within 5 working days after we receive the service report.*KPI Measurement: -5 Applicable each day of late submission until received.+5 Applicable each day of early submission3.3 Reactive Maintenance3.3.1. - (KPI 5) Initial Response Time:In the event of an alarm or issue, Parkwood will notify your nominated contact via the provided phone number or email. This contact must be available between the hours of 6:00 AM and 10:00 PM, 365 days a year. You are required to respond by email within one hour of us logging the alarm or issue. The response must include a reference number and details of the steps required to achieve resolution. If it is determined at this stage that on-site attendance is necessary, it must be arranged and communicated, specifying when the visit will occur, in line with the terms outlined in section 3.3.3. Parkwood will provide contact details for each of our sites to facilitate this process.*KPI Measurement: -5 Applicable per instance where the 1-hour response time is exceeded.3.3.3. - (KPI 7) On-Site Attendance:If the issue cannot be resolved remotely, a site visit must take place the following day during our opening hours, unless otherwise agreed. Repairs should be carried out during the visit, if possible. If a temporary fix is applied during the visit, this must be documented in the job report. You are responsible for ensuring that the temporary fix is tracked, and once a permanent resolution is achieved, the temporary fix must be removed.*KPI Measurement: -20 Applicable each day overdue, this would be incurred at the start of the day after the original attendance date.3.3.4. - (KPI 8) Report Deadline:A report must be submitted to us within two working days. If the issue involves a site visit, the two-day timeframe begins from the date of the visit. All reports must include a detailed account of the issues identified, the investigation steps taken, the resolution achieved, and any further works required, if applicable.*KPI Measurement: -10 Applicable each day of late submission until received.+10 Applicable each day of early submission3.3.5. - (KPI 9) Further Works Quotation:Quotations for further work must be submitted within 2 working days after we receive the job report. In the case of further works being substantial enough, to require Project Management this KPI shall be exempt. You must be able to justify the requirement for project management.*KPI Measurement: -5 Applicable each day of late submission until received.+5 Applicable each day of early submission3.3.6. - (KPI 10) Fulfillment of Orders:All orders must, as standard, be fulfilled within 21 days. We acknowledge that this may not always be achievable; therefore, the lead time may be extended on an order-by-order basis. If the 21-day lead time cannot be met for a particular order, this mus

Tender Documents

• Appendix Pumps & Motors →

Buyer contact

Buyer website

http://www.torfaen.gov.uk

Published by the buyer on this notice. Check the original notice — details change and are not updated here.