Thank you for your information request of 4 June Aberdeen City Council (ACC) has completed the necessary search for the information requested.

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1 From: Foi Enquiries To: Subject: FOI Lift Equipment Tendering Date: 02 July :06:09 Attachments: Further Information - Right to Review & Appeal.pdf Stair Lifts eitt Document Cordia 2010.pdf Final ITT Document.pdf Dear, Thank you for your information request of 4 June Aberdeen City Council (ACC) has completed the necessary search for the information requested. In line with the Freedom of Information Act, under the guidelines of the European Directive, we request that the following information be provided regarding Aberdeen City Council tendering procedures regarding Lift, Escalator, Access & Mobility Equipment, HVAC and any Supply Chain/Logistics Lifting Equipment: Freedom of Information - Questions Please detail when the current contract for the service and maintenance of lift and access equipment is due for renewal. Aside from the exceptions detailed below all other lift maintenance is undertaken by Council staff. The Council has awarded several contracts for the initial supply, service and maintenance of the equipment. The majority of the Council s requirements fall within the Housing and Environment, Social Care and Wellbeing or Enterprise, Planning and Infrastructure Directorates and involve Council premises or public buildings. a) Passenger lifts (Housing) renewal/review date: 31 March 2015 b) Modular ramps renewal/review date: on-going. Ad-hoc procurement based on 4 quotes. c) Stair-Lifts renewal/review date: October 2014 d) Passenger Lifts (Non Housing/Public buildings) renewal/review date: 31st March 2015 e) Patient Handling Equipment: renewal/review date: 30th September 2017 Please advise on, or provide the following information: a) The date of when the next tender opportunity will be released. If the Council has continuing or new requirements in terms of above, as at the renewal dates specified, the Council will advertise those opportunities allowing sufficient time for transitional arrangements and the required commencement dates. The dates when further contractual opportunities will be advertised is not held by ACC. ACC is unable to provide you with information on The date of when the next tender opportunity will be released for further contractual opportunities as it is not held by ACC. In order to comply with its obligations under the terms of Section 17 of the FOISA, ACC hereby gives notice that this information is not held by it. b) If the contract will be awarded in lots by regions or a multiple contractor award. The ultimate structure of any future contractual arrangement is not held by ACC. ACC is unable to provide you with information on If the contract will be awarded in lots by regions or a multiple contractor award as it is not held by ACC. In order to comply with its obligations under the terms of Section 17 of the FOISA, ACC hereby gives notice that this information is not held by it. The duration of the aforementioned contract and any extension periods that may be incorporated following the initial term.

2 Please see our response above, where we have highlighted the renewal/review dates for the on-going contracts. Any potential extensions will be explored at the appropriate time. Details of the incumbent supplier. a) Passenger lifts (Housing) Schindler Limited b) Modular ramps May-Isle Company Limited and William P Whiland & Son Limited c) Stair-Lifts Atlas Lifts & Services Limited (under framework introduced by Cordia (Services) LLP d) Passenger Lifts (Non Housing/Public buildings) Orona Lifts Limited e) Patient Handling Equipment: Arjohuntleigh UK (part of Getinge Group) Detail the specification of the units involved within this contract, including the number of units and sites listed. a) Passenger lifts (Housing) Regensburg Court, Aberdeen (Sheltered Housing Complex) b) Modular ramps x4 and x14 c) Stair-Lifts Atlas Lifts & Services Limited (under framework introduced by Cordia (Services) LLP x7 units specification contained in attached ITT d) Passenger Lifts (Non Housing/Public buildings) Number of Units x78, Specification and locations contained in attached ITT. Please note that some locations specified in the original ITT might not have a continuing requirement for service and maintenance. e) Patient Handling Equipment: This information cannot be provided as it is not recorded in such a way as to be reportable. To provide the specification and sites/locations of all units involved within these five contracts would require ACC officers from multiple Directorates examining previous work in great detail to extract the required information. It may also incorporate said officers creating and collating the requested information from site visits, work orders, team meeting and committee minutes, etc. In order to comply with its obligations under the terms of Section 17 of the FOISA, ACC hereby gives notice that this information is not held by it. Under our duty to advise and assist, ACC have provided what information we do hold and are able to extract under the time and cost restraints of FOISA. A sample copy of the most recent tender advertised for the service of maintenance of lifting equipment, including a copy of the terms and conditions. Please see attached a sample copy for two of the contracts. A copy of the OJEU notice published as call of competition for the last lifting equipment, service and maintenance contract. No call off contracts in terms of a) to e) above (or in general) require an OJEU notice to be placed by the buyer. Where requirements are met via a national framework, it is responsibility of framework host to publish OJEU notices pertaining to award of contract (as opposed to call offs). Therefore, information is not held by Aberdeen City Council. ACC is unable to provide you with information on A copy of the OJEU notice published as call of competition for the last lifting equipment, service and maintenance contract as it is not held by ACC. In order to comply with its obligations under the terms of Section 17 of the FOISA, ACC hereby gives notice that this information is not held by it. A copy of the contract award notice for the most recent tendering opportunity for both new installation of products as detailed above along with the same for the maintenance for the same products. Information not held. Where a framework has been utilised, it is not ACC s responsibility to publish and ACC do not hold the data. ACC is unable to provide you with information on A copy of the contract award notice for the most recent tendering opportunity for both new installation of products as detailed above along with the same for the maintenance for the same products as it is not held by ACC. In order to comply with its obligations under

3 the terms of Section 17 of the FOISA, ACC hereby gives notice that this information is not held by it. Please advise where future tender opportunities will be advertised, either directly by (company name) or through a third party resource. If advertised through a third party, please detail the portal or resource used. Future tender opportunities will be advertised on the Public Contracts Scotland (Advertising) website, potentially Public Contracts Scotland (Tender) and the OJEU where the contract value exceeds EU threshold. Please advise if Pickerings Lifts: o Are currently on the current Approved Supplier Lift. If not, will accreditation to bodies including CHAS, Constructionline, SafeContractor, Achilles and Altius provide automatic approval? Aberdeen City Council do not hold a list of approved contractors. The various accreditations suggested would not lead to automatic qualification as policy currently stands if the Council elected to apply restricted procedure to any future tendering opportunity. ACC is unable to provide you with information on if Pickerings Lifts are currently on the current Approved Supplier Lift as it is not held by ACC. In order to comply with its obligations under the terms of Section 17 of the FOISA, ACC hereby gives notice that this information is not held by it. o Are required to complete a Pre-Qualification Questionnaire prior to tender submission. Possible strategy with regard to any future contractual opportunities is not held by ACC. ACC is unable to provide you with information on if Pickerings Lifts are required to complete a Pre- Qualification Questionnaire prior to tender submission as it is not held by ACC. In order to comply with its obligations under the terms of Section 17 of the FOISA, ACC hereby gives notice that this information is not held by it. Please advise on the following: o Is a third party facilities or property management group involved in the handling of (Company Name) tender processes. If so, please detail the group involved. o Please provide details of the individual or department responsible for procuring for (Company Name) services of a specialist nature or overseeing liaison with the third party. Tender processes are generally undertaken by Aberdeen City Council staff unless a national framework is available or becomes available to meet the Council s requirements. In the latter case, qualification, selection and award criteria/evaluation would primarily be dealt with by the framework host. Tender processes are undertaken by Commercial and Procurement Services, government/about us/tnd cpu.asp Or by Bon Accord Care (for care related issues); care health/social work/older people rehabilitation/bac home.asp We hope this helps with your request. Yours sincerely, Grant Webster Information Compliance Officer INFORMATION ABOUT THE HANDLING OF YOUR REQUEST ACC handled your request for information in accordance with the provisions of the Freedom of Information (Scotland) Act Please refer to the attached PDF for more information about your rights under FOISA.

4 Information Compliance Team Customer Service and Performance Corporate Governance Aberdeen City Council Lower Ground North (Hub 2) Marischal College Broad Street ABERDEEN AB10 1AQ /523430/522252/ Why not visit our Disclosure Log at: Tel

5 Cordia (Services) LLP INVITATION TO TENDER FOR SUPPLY, INSTALLATION, PROVISION OF ASSOCIATED SERVICES, AND PLANNED MAINTENANCE OF STAIR/THROUGH FLOOR/EXTERNAL STEP/ INCLINE PLATFORM LIFTS CONTRACT Ref: COR Cordia (Services) LLP Blair Court, 100 Borron Street Glasgow, G4 9XE Page 1 of 40 Invitation to Tender Contract Reference: COR002036

6 CONTENTS CONTENTS INTRODUCTION Glasgow City Council Overview Cordia (Services) LLP Overview equipu Overview Procurement Programme eprocurement Strategy Introduction to Tender Format of Tender INSTRUCTIONS TO TENDERERS Issue of Invitation to Tender Description of the Supply Rules relating to the Tendering Process Completion of the Tender Submission of Tender TERMS & CONDITIONS SCOPE OF REQUIREMENTS Introduction Background Scope of Goods / Services Technical Specification Health and Safety Legislation Forecast of Requirements Outputs and Milestones Additional Tender Processes Tender Timetable Performance Management Additional information EVALUATION CRITERIA Minimum Criteria Award Criteria EVALUATION QUESTIONS Minimum Criteria Questions General Un-scored Questions Tender Evaluation Questions PRICING SUBMISSION Page 2 of 40 Invitation to Tender Contract Reference: COR002036

7 8 CERTIFICATES TENDER RETURN CHECKLIST APPENDIX A FREEDOM OF INFORMATION APPENDIX B EPROCUREMENT B.1 eprocurement Strategy B.2 eprocurement Documentation APPENDIX C E-TENDER PORTAL TIPS Page 3 of 40 Invitation to Tender Contract Reference: COR002036

8 1 INTRODUCTION 1.1 Glasgow City Council Overview Glasgow, situated in the Central Belt of Scotland on the west coast and with a population of around 600,000, is Scotland's largest city and is the commercial capital of Scotland. It is one of Europe's top 20 financial centres and is home to many of Scotland's leading businesses. The city is administered by Glasgow City Council within the municipal headquarters, the City Chambers, situated in George Square, at the heart of the city. The City Council works with partner agencies including Scottish Enterprise, the Greater Glasgow and Clyde Valley Tourist Board, Greater Glasgow Health Board, public sector organisations, educational institutions and the private and voluntary sectors to raise the profile of the city and make it an attractive place to live in, study in, work in, or visit. Glasgow has of course also been announced as the host city for the 2014 Commonwealth Games. This fantastic achievement will showcase our great city and country to towns and cities throughout the world; bring exceptional economic benefits to this city; and strengthen our legacy of world-class sporting venues. In addition, in its pursuit of best value, the Council has set up some organisations to improve service delivery. In the last 3 years the following organisations have been set up. City Building (Glasgow) LLP was formed in 2006, evolving from the Building Services Department of the Council. Its new status, operating as an autonomous company and with its own Board and Managing Director, enables the organisation to deliver quality construction services across the public and private sectors. Culture and Sport Glasgow (CSG) and Culture and Sport Glasgow (Trading) CIC are the new companies established to deliver cultural, leisure and outdoor recreation services for the city of Glasgow. CSG is a company limited by guarantee and is registered as a charity. It reports to a Board of 11 Directors, which comprises six elected members, four independent Directors and the Chief Executive of CSG. CSG (Trading) CIC is the wholly owned trading subsidiary (Community Interest Company) of CSG and reports to a Board of seven Directors, three of whom also sit on the Board of CSG. City Parking (Glasgow) LLP was established in June 2007 to operate the City Council s 18 off-street parking facilities. This organisation is a limited liability partnership. Like City Building (Glasgow) LLP it is an autonomous company with its own Board. Cordia (Services) LLP was established in April Cordia (Services) LLP Overview Glasgow City Council took the decision to transfer all of its services previously provided by Direct and Care Services to a new organisation known as Cordia (Services) LLP which took effect on 1st April This new organisation is wholly owned by Glasgow City Council and all the services previously undertaken by Direct and Care Services have transferred across. Page 4 of 40 Invitation to Tender Contract Reference: COR002036

9 1.3 Equipu Overview What is Equipu? Equipu is a service developed in partnership between Glasgow City Council Social Work Services, East Dunbartonshire Council Social Work Services, West Dunbartonshire Council Social Work Services, South Lanarkshire Council Social Work Services, Renfrewshire Council Social Work Services, East Renfrewshire Council Social Work Services and NHS Greater Glasgow and Clyde Health Board as part of the Joint Futures Initiative What do Equipu do? It is a service responsible for providing, delivering, installing, maintaining and repairing a range of Community Equipment and Nursing equipment supplied in partnership with health and social work services to people living at home. The service is provided from a modern, purpose built distribution warehouse Who runs Equipu? Cordia (Services) LLP run the service for the seven partners involved. They are the newest Arms Length External Organisation set up by Glasgow City Council and are responsible for a whole range of services including Home Care (Glasgow City Council) and a range of technical and transport services General Equipu is recognised as being the largest store operation of its type in the UK. The service is a one stop shop that utilises new technology to ensure the highest levels of transparency, accountability and customer service excellence are delivered at all times. 1.4 Procurement Programme Glasgow City Council is driving forward new initiatives that will drastically alter and improve The Council s approach to procuring services and supplies for its departments. These initiatives will be implemented through a major project initiated by the Council, known as The Procurement Programme. The programme involves the implementation of eprocurement technology and better buying practices, which will enable a truly corporate approach to the purchase of goods and services for the Council. Procurement communities across Glasgow City Council are now working more collaboratively. The Programme will transform procurement within the Council by using new processes and technology. A new corporate team of procurement professionals will work with Departments, securing the best value for money by implementing a strategic approach to Procurement. An integrated and user-friendly common set of tools will be available to users across all Departments, allowing them to unlock the savings secured by the Procurement team. The transformation will result in greater efficiency and enable savings that will be redirected to front line services. 1.5 eprocurement Strategy Glasgow City Council is committed to an ambitious eprocurement programme that will transform Procurement within the Council and it s partner organisations by using new processes supported by technology. This tendering exercise is arranged by Cordia (Services) LLP on behalf of current member local authorities (Glasgow City Council, South Lanarkshire Council, Renfrewshire Council, East Page 5 of 40 Invitation to Tender Contract Reference: COR002036

10 Renfrewshire Council, West Dunbartonshire Council and East Dunbartonshire Council) however it is anticipated that other local authorities may wish to join equipu during the course of this agreement and participate in the service. In addition, other bodies, joint boards and establishments, collectively known as associate members, as authorised by Cordia (Services) LLP may wish to join equipu at any time during the duration of the contract. These authorities and associate members will be eligible to order from any contracts resulting from this tender and must be allowed to do so under the same Terms and Conditions as agreed with Cordia (Services) LLP. It is also anticipated that other local authorities may wish to purchase from this agreement without participating in any equipu service. Aberdeen City Council and Aberdeenshire Council have already agreed to procure from any contract resulting from this tender. For the purpose of all contract negotiations and amendments the contracting authority will be Cordia (Services) LLP. Full details of the strategy and options available to Suppliers are detailed in Appendix B. 1.6 Introduction to Tender Cordia (Services) invites Tender bids for the Supply, Installation of Stair Lifts, Through Floor Lifts, External Step Lifts, Incline Platform Lifts and Associated Services. The Tender is expected to run for 3 years, with the option of a further 1 year period, commencing October 2010 and the estimated annual value is between 3.5m and 12m Geographical Split For the purposes of this tendering exercise the collaborating local authorities are divided into 5 geographical groups as detailed below: Equipu Members: Area 1: South Lanarkshire Council Area 2: Glasgow City Council and East Dunbartonshire Council Area 3: Renfrewshire Council, East Renfrewshire Council and West Dunbartonshire Council. Partners: Area 4: Aberdeen City Council Area 5: Aberdeenshire Council Lots The Tender has been allocated into 10 separate Lots and they are as follows: Lot 1 - Area 1: Purchase and Installation of New Stair Lifts, Through Floor Lifts, External Step Lifts and Incline Platform Lifts. Removal and Refurbishment of Existing Products, Storage of Refurbished Products and Installation of Refurbished Products. Reactive Repair Service for all New and Existing Products (24 hour Service, 365 days per year). Page 6 of 40 Invitation to Tender Contract Reference: COR002036

11 Lot 2 - Area 1: Planned Maintenance and Inspection of all Stair Lifts, Through Floor Lifts, External Step Lifts and Incline Platform Lifts. Lot 3 - Area 2: Purchase and Installation of New Stair Lifts, Through Floor Lifts, External Step Lifts and Incline Platform Lifts. Removal and Refurbishment of Existing Products, Storage of Refurbished Products and Installation of Refurbished Products. Reactive Repair Service for all New and Existing Products (24 hour Service, 365 days per year). Lot 4 - Area 2: Planned Maintenance and Inspection of all Stair Lifts, Through Floor Lifts, External Step Lifts and Incline Platform Lifts. Lot 5 - Area 3: Purchase and Installation of New Stair Lifts, Through Floor Lifts, External Step Lifts and Incline Platform Lifts. Removal and Refurbishment of Existing Products, Storage of Refurbished Products and Installation of Refurbished Products. Reactive Repair Service for all New and Existing Products (24 hour Service, 365 days per year). Lot 6 - Area 3: Planned Maintenance and Inspection of all Stair Lifts, Through Floor Lifts, External Step Lifts and Incline Platform Lifts. Lot 7 - Area 4: Purchase and Installation of New Stair Lifts, Through Floor Lifts, External Step Lifts and Incline Platform Lifts. Removal and Refurbishment of Existing Products, Storage of Refurbished Products and Installation of Refurbished Products. Reactive Repair Service for all New and Existing Products (24 hour Service, 365 days per year). Lot 8 - Area 4: Planned Maintenance and Inspection of all Stair Lifts, Through Floor Lifts, External Step Lifts and Incline Platform Lifts. Lot 9 - Area 5: Purchase and Installation of New Stair Lifts, Through Floor Lifts, External Step Lifts and Incline Platform Lifts. Removal and Refurbishment of Existing Products, Storage of Refurbished Products and Installation of Refurbished Products. Reactive Repair Service for all New and Existing Products (24 hour Service, 365 days per year). Lot 10 - Area 5: Planned Maintenance and Inspection of all Stair Lifts, Through Floor Lifts, External Step Lifts and Incline Platform Lifts. Tenderers may bid for one Lot, all of the Lots or the most appropriate Lots that are within their capability. 1.7 Format of Tender Cordia (Services) LLP will be using the Glasgow City Council etendering portal ( to conduct the tendering activities for the duration of this initiative. The Glasgow City Council etendering portal is a secure, web-based channel for buyers and tenderers to conduct tendering initiatives in an auditable environment. This service is provided free of charge for tenderers. Page 7 of 40 Invitation to Tender Contract Reference: COR002036

12 Should any tenderers have any queries regarding the technical use of the Glasgow City Council etendering portal (eg: how to attach documents, use the messaging function et/c) then tenderers should contact the help team on: Telephone: All these contact details are available on Should any tenderers have any queries regarding the specific tender initiative (eg: what does clause 1 of the contract terms mean?), then tenderers should contact Cordia (Services) LLP direct via the messaging function within the Glasgow City Council etendering portal. In exceptional circumstances, tenderers may refer to the additional contact details in section Page 8 of 40 Invitation to Tender Contract Reference: COR002036

13 2 INSTRUCTIONS TO TENDERERS 2.1 Issue of Invitation to Tender Description of the Tender The following information is the official description of this procurement initiative and must be referenced in all documentation relating to this Invitation to Tender and on Tender documents. Tender for: Supply, Installation of Stair Lifts and Associated Services Contract Reference: COR The procurement initiative to which this Invitation to Tender relates was first advertised in the Supplement to the Official Journal of the European Union (OJEU) and on the Council s Buyer profile (web site) Range of the Tender This tender has been brought together to reflect the Stair Lift, Through Floor Lift, External Step Lift and Incline Platform Lifts requirements of several key partners, namely Glasgow City Council Social Work Services, East Dunbartonshire Council Social Work Services, West Dunbartonshire Social Work Services, South Lanarkshire Council Social Work Services, Renfrewshire Council Social Work Services, East Renfrewshire Council Social Work Services, Aberdeen City Council and Aberdeenshire Council. As Cordia (Services) LLP are acting on behalf of all partners, all references to Cordia (Services) LLP are representative of all partners involved in providing this service. Cordia (Services) LLP will be responsible for the negotiation and award of this contract and any relevant contract issues arising throughout the duration of the contract. Other public sector organisations may be interested in collaborating with Cordia (Services) LLP in the procurement of the products and services detailed within this contract. This may evolve within the lifespan of the contract. The co-operation of the successful tenderer(s) will be expected Contact Details All correspondence relating to this Invitation to Tender should, in the first instance, be directed to the buyer via the messaging function within the Glasgow City Council etendering portal. Any queries outwith this may be directed to: Ryan O Neill Purchasing Executive Cordia (Services) LLP Blair Court 100 Borran Street Glasgow G4 9XE Tel. No: Page 9 of 40 Invitation to Tender Contract Reference: COR002036

14 Fax No: Ryan.O Invitation to Tender Information This Invitation to Tender comprises the following elements: 1) Invitation to Tender Document Sections (this document) a. Section 1 - Introduction b. Section 2 - Instructions to Tenderers (this section) c. Section 3 - Draft Terms & Conditions d. Section 4 Special Terms & Conditions (if appropriate) e. Section 5 - Scope of Requirements f. Section 6 - Evaluation Criteria g. Appendices Please check that all of these sections are present and contact Cordia (Services) LLP via the messaging function within the Glasgow City Council etendering portal should any be missing. To avoid delay in preparing your tender, you are advised to do this as soon as possible. 2) Online web-form questionnaire (Available at a. Tenderers responding to this tender initiative are required to answer the online web-form questionnaires. This is accessible once you have clicked the reply button within the actions area within this Invitation to Tender on b. Tenderers may partially complete their responses, save the work and return to complete and officially publish their responses, with any relevant uploaded attachments, to Cordia (Services) LLP prior to the Tender Closing Date Invitation to Tender Documents All Tender Documents, draft Contract Documents or other information issued by Cordia (Services) LLP remain the property of the Cordia (Services) LLP Clarification of the Invitation to Tender If any part of the Invitation to Tender is unclear, contradictory or contains provisions that mitigate against efficient and effective provision of the supply described in the Specification, then the Tenderer shall contact the Council to clarify or resolve any such issues no later than five (5) days before the Tender Closing date (as defined as the specific closing date for this tendering initiative within the Glasgow City Council etendering portal) via the messaging function within the Glasgow City Council etendering portal. Please include the title and reference of this Invitation to Tender in all correspondence. If resolution requires specific clarification re interpretation of, or modification to, the text of the Invitation to Tender, then the Council shall provide the same information to all Tenderers without disclosing the name of the Tenderer who initiated the query via the messaging function within the Glasgow City Council etendering portal. Page 10 of 40 Invitation to Tender Contract Reference: COR002036

15 Any unauthorised contact made directly with any other employee of the Council regarding this Invitation to Tender is a violation of its terms and may be cause for disqualifying a Tenderer at the Cordia (Services) LLP s sole discretion Modification by Cordia (Services) LLP Any modification to the Invitation to Tender by Cordia (Services) LLP will be notified to all Tenderers simultaneously via an automated message from the Glasgow City Council etendering portal to Tenderers verified addresses. If necessary, Cordia (Services) LLP shall revise the Tender Closing Date in order to accommodate this Disclaimer While information provided within, or at any time in connection with, this Invitation to Tender ( Information Provided ) has been prepared in good faith, it does not purport to be comprehensive or to have been verified independently. Neither the Council nor any of its agents or advisers accepts any liability or responsibility for the accuracy, adequacy or completeness of any of the Information Provided or any opinions contained in this Invitation to Tender or of any other information made available during the tender process. No representation or warranty, express or implied, is or will be given by The Council or any of its agents or advisers with respect to such Information Provided or opinion. Any liability is therefore hereby expressly disclaimed. Nothing in this Invitation to Tender, or Information Provided, is, or should be, relied upon as a promise or representation as to the Council s ultimate decisions in relation to the services required. Neither the Council nor its advisers have carried out verification of the Information Provided. Neither the Council nor its advisers shall be liable or responsible for negligence or failure to exercise any degree of skill or care in connection with the production of the Information Provided or for any action taken by you as a result of the Information Provided. Neither the Council nor its advisers shall be liable or responsible for any statement, opinion or conclusion contained in, or any omission from, the Information Provided or in respect of any other written or oral communication, transmitted or otherwise, made available to you, and no representation or warranty is made in respect of such statements, opinions or conclusions. Tenderers must rely on their own enquiries and on the terms and conditions contained in any agreement, when and if finally executed, subject to such limitations and restrictions as may be specified therein. The submission of a tender will imply acceptance of the foregoing provisions by the relevant Tenderer without qualification. Any attempt to qualify any of the foregoing provision in this Disclaimer section, either expressly or impliedly, may result in a Tenderer being disqualified. 2.2 Description of the Supply Scope of Supply The scope of supply is detailed fully in Section 4 of this document. Hereafter this supply shall be referred to as the Services. The detailed specification of the supply and details of estimated demand is provided in Section 4 of this Invitation to Tender pack. Page 11 of 40 Invitation to Tender Contract Reference: COR002036

16 2.2.2 Matters to be Considered by the Tenderer The Tenderer must read and evaluate the content of the draft Terms & Conditions in Section 3 to understand the specification, terms and conditions applicable to the supply. The Tenderer must also evaluate and consider together all the elements of this Invitation to Tender, including document attachments and online web-form questionnaires prior to drawing up its tender submission. 2.3 Rules relating to the Tendering Process The following rules relating to contracts and tendering are extracted from the Standing Orders, Miscellaneous Resolutions and Instructions of the Council. Tenderers are required to comply with these as a condition of taking part in the tender process; in the event of failure to comply, Cordia (Services) LLP may reject the Tenderer s tender at its sole discretion Confidentiality This Invitation to Tender is delivered to Tenderers for their sole use and for the sole purpose of assisting them in submitting their tenders. Tenderers shall treat this Invitation to Tender as private and confidential and restrict its circulation on a need to know basis. Tenderers shall not disclose their tender in whole or in part to any third party without the express permission of Cordia (Services) LLP until after Cordia (Services) LLP has made its final decision regarding award of the contract Use of Official Documents Tenders must be submitted using the official tender response format including completion of any online web-form questionnaires, or required uploaded documents / attachments Settlement Discount Contractors offering settlement discounts for prompt payment of invoices must state such terms in the response. The net prices quoted on the tender should be those before settlement discount is applied Firm Offer All tender prices and / or rates will be regarded as Firm Price Offers for the whole of the contract period unless the tender bears a clearly stated endorsement that indicates when and how prices and / or rates are subject to variance Tender Validity The tender shall remain open for acceptance for a period of one hundred and twenty (120) days from the Tender Closing Date. Any extensions to this period may be made after agreement in writing Certification All Tenderers must complete the Certification requirements information within the online webform questionnaires as requested, Successful tenderers will be required to provide copies of all certification prior to any formal contractual agreements. Information on the Freedom of Information Act is contained in Appendix A of this document. Page 12 of 40 Invitation to Tender Contract Reference: COR002036

17 2.3.7 Conflicts of Interest Tenderers should advise Cordia (Services) LLP as soon as practicable in the event of discovering a potential or actual conflict of interest arising in respect of their tender. In such circumstances, the Council may require further information from the Tenderer but reserves the right to disqualify the Tenderer from further involvement in the tender process. Examples of conflict of interest are when someone in the Council or a member of his or her immediate family either: stands to benefit from an award of contract as a result of this tender and that person is in a position to influence the decision about whether to make such an award; or has a controlling interest in your organisation as a shareholder, director or senior manager which might affect the delivery of goods and / or services provided under such a contract. 2.4 Completion of the Tender Areas to be Completed The ITT Document should be reviewed and the following areas within the etender portal should be completed: Qualification Responses; Technical Responses; Commercial Responses. Any requested files or additional information should also be uploaded to the website Language of Tender The tender and all accompanying documents are to be submitted in the English language Currency of Tender The currency in which all prices and rates shall be tendered, and which payments under the resulting contract will be paid, shall be pounds sterling. All prices and rates quoted should be exclusive of VAT Nett Prices The prices quoted on the Tender must be strictly nett prices. The Contractor will be deemed to have satisfied himself that the nett prices submitted on the Tender include an allowance for all matters in respect of safety, health and welfare and the conditions of employment of work people and all insurances or other matters necessary for the satisfactory execution of the contract Incurred Tender & Other Expenses Cordia (Services) LLP shall not be responsible for, or pay any costs and expenses which may be incurred by the Tenderer in connection with the preparation and submission of their tender, including the attendance at any pre or post tender meetings, site visits, negotiations etc Qualifications In the event that the Tenderer wishes to make its tender conditional upon any clause, condition, amendment to specification, or any other qualification then the Tenderer must list these within the Tenderer s Amendments area. Note that this area must be completed with the text none in the event that there are no such conditions. Cordia (Services) LLP will consider such conditions, but reserves the right to reject them and in the event that agreement cannot be reached to reject any tender that is conditional upon them. Page 13 of 40 Invitation to Tender Contract Reference: COR002036

18 2.4.7 Sufficiency & Accuracy of Tender Tenderers will be deemed to have examined all the elements of the Invitation to Tender, and by their own independent observations and enquiries will be held to have fully informed themselves as to the nature and extent of the requirements of the Invitation to Tender. Tenderers are cautioned to check the accuracy of their tender prior to submission. If a tender is found to contain clerical errors or omissions, Cordia (Services) LLP may, at its sole discretion, seek clarification of the relevant text from the Tenderer. Under no circumstances may the tender be amended after submission. Cordia (Services) reserves the right to disqualify incomplete tenders Pricing The Tenderer shall complete the Pricing in the format requested within the relevant area of this Invitation to Tender Variant Bids Variant bids are used to supplement the primary tender submission with additional prices that relate to different options in the supply to be provided. Cordia (Services) LLP is not requesting variant bids in relation to this Invitation to Tender. Cordia (Services) LLP shall disregard any unsolicited variant bids. 2.5 Submission of Tender The completed Invitation to Tender response must be officially published within the Glasgow City Council etendering portal at by the Tender Closing Date. Failure to publish the tender on time will result in the tender being rejected. Note that the Tenderer is responsible for allowing sufficient time to complete and publish the response to Cordia (Services) LLP, including the completion of any online web-form questionnaires, required attachments for upload or additional information. It is highly recommended that tenderers do NOT leave the official publishing until near the Tender Closing Date since late responses will not be accepted Withdrawal and Replacement of Tenders In the event that the Tenderer identifies an error in its tender after submission, but before the Tender Closing Date, the Tenderer may edit and re-publish with any appropriate amendments prior to the Tender Closing Date Acceptance of Tender Cordia (Services) LLP does not undertake to accept the lowest tender, or part, or all of any tender and the acknowledgement of receipt of any submitted tender shall not constitute any actual or implied agreement between Cordia (Services) LLP and the Tenderer. Cordia (Services) LLP reserves the right to accept any part, or all of any tender or tenders at its sole discretion. Page 14 of 40 Invitation to Tender Contract Reference: COR002036

19 2.5.4 Treatment of Tender An evaluation team will consider all correctly submitted tenders and may shortlist suppliers for presentations / interviews with a view to clarification of any outstanding matters only and not scored as part of the evaluation process. Cordia (Services) LLP shall award a contract on the basis of the most economically advantageous tender which will be identified through application of the evaluation criteria described in Section 5. When it has made a decision on whether or not to award a contract, Cordia (Services) LLP shall inform all Tenderers in writing as to whether or not they have been successful. Tenerer s may be required to provide samples of equipment to assist the evaluation process at no cost to Cordia (Services) LLP. Page 15 of 40 Invitation to Tender Contract Reference: COR002036

20 3 TERMS & CONDITIONS The successful tenderer will be required to enter the attached terms and conditions of contract with Cordia (Services) LLP. The successful tenderer(s) will also be required to enter into the attached terms and conditions with Aberdeen City Council and Aberdeenshire Council who will then manage the service of their own accord. Please open the embedded file below: T:\Customer Services\Purchasing\C Page 16 of 40 Invitation to Tender Contract Reference: COR002036

21 4 SCOPE OF REQUIREMENTS 4.1 Introduction Cordia (Services) LLP is inviting tender bids for the Supply, Installation of Stair Lifts, Through Floor Lifts, External Step Lifts, Incline Platform Lifts and Associated Services, namely planned servicing and re-active repairs for all equipment within the scope of the tender. It is the intention of Cordia (Services) LLP to invite suppliers to present their products at a date to be confirmed within the tendering process. The period of the contract will be for 3 years with the option to extend for 1 further year. 4.2 Background The purpose of this tender is to ensure that all participating local authorities are receiving industry leading goods and services while achieving competitive pricing. 4.3 Scope of Goods / Services Contract Administrator Currently the contract administrator is Equipu. Cordia (Services) LLP reserves the right to appoint any person or organisation at any time as Cordia (Services) LLP s Contract Administrator, notice of such appointment shall be given as soon as possible to the Contractor Equipment and Adaptations Equipment shall include all items of plant for that location, the electronics and wiring contained therein, all fixings and containment, all interconnections by wiring or other means. The scope of equipment, which comprises various manufacturers models and is listed in Section 4.4, is as follows: Stair Lifts Through Floor Lifts External Step Lifts Incline Platform Lifts Scope of Works The works comprise Servicing, Maintenance, Supply and Installation, Removal and Storage and any Ancillary Works as agreed in advance for the equipment, as defined above, all in accordance with the Manufacturers Recommendations, Insurers Guidelines for Inspections and Lifting Equipment Requlations 1998 No 2307 Health and Safety - The Lifting Operations and Lifting Equipment Regulations Page 17 of 40 Invitation to Tender Contract Reference: COR002036

22 Where relevant, products under this contract must be PAT tested in line with set guidelines. If a situation arises where the contractor cannot provide a service or item of equipment that meets the requirements of a Client and the Service within a reasonable period as agreed with Equipu, the contractor will be responsible for finding an alternative solution while adhering to previously agreed pricing. When equipment is purchased in this way it will be managed under the contract and the warranties shall be transferable Supply, Delivery, Demonstration and Set-up Supply and Installation shall be construed as either: a) The provision of new items of equipment, as defined above, completely installed including the installation of a fixed spur power supply or dedicated power supply as appropriate, the set up and demonstration and all works necessary for the complete and safe operation of the equipment, without any deleterious impact on the property, excepting any superficial redecoration in specific installations. b) The overhaul, including cleaning and reconditioning of items of existing equipment, as defined above, including the provision of any new components to replace those unsuitable for re-use, completely installed, including all works necessary for the complete and safe operation of the equipment, without any deleterious impact on the property, excepting any superficial redecoration in specific installations. Demonstration and Set up shall be construed as to complete all necessary paperwork, explain this to the end-user and provide demonstrations or setup of equipment to end user and/or Equipu staff either on site or in a demonstration area. This may be for individual needs or to provide training and awareness of products to customer and staff groups Reconditioning Reconditioning shall be construed as to bring something back into good condition especially by repairing it and replacing worn parts and cleaning of parts only where appropriate to do so taking full account of any relevant health, safety and hygiene legislation, regulations and codes of best practice Removal and Storage Removal and storage shall be construed as the compete dismantling of existing items of equipment, as defined above, including all works associated with the operation of the equipment, the transportation of the equipment to a safe depository and the storage of same where appropriate awaiting instructions for redeployment or otherwise. Maintaining an appropriate database, logging all stored items and adding a storage location. Page 18 of 40 Invitation to Tender Contract Reference: COR002036

23 4.3.7 Ancillary Works Ancillary works shall be construed as the execution of all building and/or service operations necessary in connection with installations or those of a reinstating nature in connection with removals, agreeing and providing the necessary support to the primary activities or operation of the organization, and the development of ancillary services to support its products. Any such works must be agreed in advance with the contract administrator and the client Exceptional Damage Exceptional damage to equipment shall only apply where the contractor has evidence that the damage caused was of malicious intent i.e. deliberate breakage of any part of the equipment or wiring thereto, any damage caused by fire or the ingress of water to any part of the equipment or its services. It shall not include any other damage caused to the equipment including that by legitimate wear and tear, or even accidental misuse of the equipment, neither shall it include damage caused to the equipment by leakage of lubrication fluids, power surges, lightning strikes or other electrical imbalance or electrical fault. The Contract Administrator and the Contractor agree these on an individual basis in advance of completion of the work. The Contract Administrator shall sanction in writing any works required to equipment which he consider to have been necessitated by exceptional damage Under no circumstances should the Contractor carry out works to equipment that he considers to have been damaged in such exceptional circumstances as would entitle him to payment, without first obtaining the written approval of the Contract Administrator. Once such approval has been granted, the Contractor shall carry out the Repairs Orders in accordance with the time scales shown in section Servicing Servicing shall be construed as the regular cyclical checking of equipment, as defined above, to ensure safety and reliability, in strict accordance with the defined service schedule. (Attached in Section 4.4) It is imperative that contractors have the capability to service ALL equipment currently in place within each local authority s estate Maintenance Maintenance shall be construed as a call out and the execution of any and all works necessary to repair or replace any items of plant or parts of the equipment, all in accordance with the timescales in Section 4.4. It is imperative that contractors have the capability to repair ALL equipment currently in place within each local authority s estate. Page 19 of 40 Invitation to Tender Contract Reference: COR002036

24 4.4 Technical Specification Please find the attached specifications for Lots 1, 3, 5, 7 and 9. T:\Customer Services\Purchasing\C Please find the attached specifications for Lots 2, 4, 6, 8 and 10. T:\Customer Services\Purchasing\C The Contractor shall at all times comply with all health and safety legislation, regulations and codes of practice applicable to the performance of this Agreement All necessary Health & Safety data sheets (Material Safety Data Sheets) must be provided as part of the tendering process. The specification of any product must not be changed without notification to and the written agreement of the appropriate Health and Safety Section of the Department/Company to which it pertains. 4.5 Health and Safety Legislation All tenderers must comply with all Health and Safety legislation, relevant Codes of Practice and complete the attached Health and Safety Policies and Procedures Questionnaire Please open the embedded file below: \\Dcs-ggilesfp1\ teams$\ggiles\jes M Page 20 of 40 Invitation to Tender Contract Reference: COR002036

25 4.6 Forecast of Requirements Indicative forecast of requirements has been put together based upon information relating to 2008/2009 requirements and is presented below. In providing this information, Cordia (Services) LLP does not offer any commitment that the Contract will realise similar volumes of requirement. Please note the volume of through floor lifts, external step and Incline Platform lifts purchased across the entire estate of each authority is minimal. For the purpose of servicing and reactive repairs the full list of current equipment manufacturers within the estate is listed within the technical specification. Please note that the successful bidder(s) MUST be in a position to maintain and service all equipment within the Lot(s) they have been awarded. Add in here detail of Options volumes and need to input Aberdeen volumes. 4.7 Outputs and Milestones It is the intention of Cordia (Services) LLP to implement this contract within the month of November 2010 for all participating local authorities. 4.8 Additional Tender Processes Upon completion of the tender process detailed in Section 4.9 below, Cordia (Services) LLP reserves the right to invite tenderer(s) to present their products and give demonstrations. Page 21 of 40 Invitation to Tender Contract Reference: COR002036

26 4.9 Tender Timetable The Council intends to follow the timetable below in performing the tender evaluation and contract award process: Invitation to Tender Issued 17 th Jun 2010 Tenders returned (by 12:00 noon) 27 th Jul 2010 Decision re successful tenders (target date) 30 th Sept 2010 Contract Start Date (target date) 22 nd Oct 2010 The dates above are subject to change at Cordia (Services) LLP s discretion Performance Management Cordia (Services) LLP and the Contractor shall, if required by the Council, meet on a regular basis to discuss the Contractor's performance in relation to the following items:- Reliability Availability Efficiency Complaints Claims Invoicing Compliance Any other factors affecting the Contractor's performance of the Agreement. Ongoing performance may determine whether the Contract is extended in accordance with the 1 year extension option. Page 22 of 40 Invitation to Tender Contract Reference: COR002036

27 4.11 Additional information Settlement and Retrospective Discounts Cordia (Services) LLP is prepared to accept settlement and retrospective discounts from suppliers Management Information The contractor shall maintain records of all orders received from Cordial (Services) LLP and provide management information upon the request of the Contract Administrators authorised officers providing details of the following for each individual local authority participating in the agreement: volume and value, per product, per four weekly accounting period and give a cumulative total. A statistical record of equipment installed must be continually updated and available when required. Cordia (Services) LLP may require flexibility in management information to meet specific needs Quality Cordia (Services) LLP representative shall have full power to reject any installed equipment which in their opinion do not conform to the specification or contract agreement. Any such rejected equipment must be immediately removed and replaced by the contractor at his own expense to the entire satisfaction of Cordia (Services) LLP Ordering Procedures Orders will be placed electronically using the Cordia (Services) LLP PECOS system. Please ensure you fully read and understand Appendix B Invoicing Procedures There may be a requirement to submit Invoices electronically and will be agreed depending on the solution adopted. Please ensure you fully read and understand Appendix B Purchase to Pay System (PECOS) Cordia (Services) LLP has implemented a purchase to pay electronic system (PECOS) which includes an on-line catalogue, ordering system and payment system. All successful contractors must comply with these requirements Product Development Cordia (Services) LLP requires to be kept informed of any product development becoming available within the term of the agreement. Page 23 of 40 Invitation to Tender Contract Reference: COR002036

28 Confidentiality The successful tenderer (and any person employed or engaged by the successful tenderer in connection with this contract) shall keep confidential all information of all participating parties obtained under or in connection with this contract and shall not divulge the same to any third party without written consent of Cordia (Services) LLP. Page 24 of 40 Invitation to Tender Contract Reference: COR002036

29 5 EVALUATION CRITERIA 5.1 Minimum Criteria Certain Minimum Criteria are expected from Bidders. These minimums are laid out below. Good written References- (2 references) Insurances o Employers Liability minimum 10 million, o Public Liability minimum 5 million, o Product Liability Insurance minimum 5 million. Health and Safety approval by GCC/Cordia (Services) LLP. Technical competency Previous Relevant Experience Business Probity Legally compliant 5.2 Award Criteria The Council will evaluate the most economically advantageous tender by scoring each tender against the award criteria as described below. The score for each criterion will be weighted by multiplying it by the weighting factor described below and the sum of the weighted scores used to calculate the overall economically advantageous score for each Tenderer bidding for the full Tender or Lot as appropriate. Price Score 40% Service Operation and Quality 10% Risk Management/Business Continuity 10% Timescales Proposed 10% Information Management/Reporting 5% Training 5% Warranty Provision 5% Environmental 5% Price Stability 5% eprocurement Readiness 5% Page 25 of 40 Invitation to Tender Contract Reference: COR002036

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31 6 EVALUATION QUESTIONS Tenderers should complete the Questions set out in the Technical Responses Section of the etender portal. 6.1 Minimum Criteria Questions The first set of questions are related to the Minimum Criteria stated in Section 5 above. For the Open Procedure, questions regarding Legal and Financial issues are included in this section. For the Restricted Procedure, this section is the full Pre Qualifying Questionnaire 6.2 General Un-scored Questions Within the Technical Responses section of the etender portal, tenderers will be required to provide general company information, which will not be evaluated. 6.3 Tender Evaluation Questions The questions listed after the General Un-scored Questions will be evaluated as per the process stated in Section 5 above. Page 27 of 40 Invitation to Tender Contract Reference: COR002036

32 7 PRICING SUBMISSION Pricing should be entered into the Pricing Schedule which is within the Section Commercial Responses in the etender portal. Any Retrospective Rebate and Additional Products should also be listed within the Commercial Responses section. Please provide a unit price for goods only and also a price for goods as a fully installed price. Please indicate for which duration your prices will be fixed, this should be at least 1 year from the start of the contract. Price changes will not be considered or charged during the contractual period without prior notification to and written agreement of the Cordia (Services) LLP Purchasing Executive. Please also provide details of any alternative financial model to that set out in the Pricing schedule on a separate file and upload this attachment to the portal. Please provide a unit price for the removal of each product (excluding any alteration works): Straight Stairlift, Curved Stairlift, External Step Lift, Through Floor Lift, Straight Incline Platform Lift and Curved Incline Platform Lift. Page 28 of 40 Invitation to Tender Contract Reference: COR002036

33 8 CERTIFICATES The Section Qualification Responses should be completed in the etender portal. Page 29 of 40 Invitation to Tender Contract Reference: COR002036

34 This Checklist is provided for your assistance. TENDER RETURN CHECKLIST ELEMENTS COMMERCIAL RESPONSES Pricing Schedule Retrospective Rebate / Settlement Discount Additional Products TECHNICAL RESPONSES Minimum Criteria Questions (incl eprocurement questionnaire) Evaluation Questions QUALIFICATION RESPONSES Tender Offer Non-collusion Certificate Freedom of Information Certificate Equal Opportunity in Employment Certificate Race Relations Certificate Tenderer s Amendments Sheet OTHER REQUIREMENTS Other Certificates - Other Financial Model Further Additional Products INSURANCES: EMPLOYERS LIABILITY INSURANCE (minimum 10,000,000) PUBLIC LIABILITY INSURANCE (minimum 5,000,000) PRODUCTS LIABILITY INSURANCE (minimum 5,000,000) Completed? Y/N Attached? Y/N Available? Y/N Page 30 of 40 Invitation to Tender Contract Reference: COR002036

35 APPENDIX A FREEDOM OF INFORMATION Tenderers should complete and return the Freedom of Information Certificate in the previous Section. The following data is information in support of this requirement. Freedom of Information (Scotland) Act 2002 Tenderers should note that as a Scottish Public Authority, the Council is bound by the provisions of the Freedom of Information (Scotland) Act All information submitted to the Council may therefore need to be disclosed and/or published by the Council in compliance with the Act (the decisions of the Council in the interpretation thereof shall be final and conclusive in any dispute, difference or question arising in respect of disclosure under its terms), any other law, or, as a consequence of judicial order, or order by any court, tribunal or body with the authority to order disclosure (including the Scottish Information Commissioner). Environmental information is subject to similar rules in terms of the Environmental Information (Scotland) Regulations Accordingly, if you consider that any of the information included in your Tender that should not be disclosed by the Council please identify it on the Freedom of Information Certificate and explain (in broad terms) why the information should not be disclosed. Please also indicate how long you think the information should be covered by a non-disclosure provision for. In terms of the Freedom of Information (Scotland) Act 2002, information may be exempt from disclosure if it is a trade secret information which is likely to substantially prejudice someone s commercial interests if disclosed (this could be the tenderer s interests or the Council s) personal data where disclosure cannot be justified in terms of the Data Protection Act subject to an enforceable obligation of confidentiality. (This means that the information should be recognisable as confidential in nature and must not be in the public domain already; it must have been received in circumstances which impose an obligation to maintain confidentiality on the person receiving it; and any unauthorised disclosure would cause harm to the confider.) Page 31 of 40 Invitation to Tender Contract Reference: COR002036

36 Tenderers should therefore seek to ensure that those parts of the Tender which they would prefer not to be disclosed fall into those broad categories. The Council is more likely to resist disclosure and be able to justify non-disclosure of information in response to an FOI request if the suggested nondisclosure items are restricted to these categories. Please note that the Council reserves the right to disclose even agreed Non-Disclosure Items if it is satisfied (acting reasonably) that it is in the public interest for the information to be disclosed (the decisions of the Council in the interpretation thereof shall be final and conclusive). It should be remembered though, that, even where you have indicated that you would prefer for certain information not to be disclosed, the Council reserves the right to disagree with this classification. Even when the Council agrees that the information has been correctly identified, it may nonetheless be required to disclose it or elect to do so in the public interest. Receipt by the Council of any material marked confidential or equivalent should not be taken to mean that the Council accept any duty of confidence by virtue of that marking. In all cases, the Council may publish (either proactively or in response to a request) the following information: The identity of all Tenderers; Overall value of the Contract awarded (or a general indication of the rates applicable under the Contract); The value of all Tenders received (not necessarily correlated to the identity of the Tenderers); General performance standards to be achieved under the Contract; Performance and progress monitoring arrangements; and Early completion incentives and penalties for failure to meet targets. Tenderers should therefore avoid flagging anything as a Non-disclosure Item material which falls into the above categories. Page 32 of 40 Invitation to Tender Contract Reference: COR002036

37 APPENDIX B EPROCUREMENT B.1 eprocurement Strategy B.1.1 Background As part of its efficiency initiative, the council has invested in eprocurement technology covering the purchase to pay process; ordering, receipting and invoicing. This is based on the PECOS system developed by the Scottish Executive; however, Glasgow City Council has developed a number of additional processes covering the whole Purchase to Pay life cycle. In February 2006, Glasgow City Council launched this new eprocurement technology. All GCC departments are now using the technology/processes and approximately 80% of all Council procurement activity will be channelled through their e-procurement technology. B.1.2 Purchase to Pay Process eprocurement enables orders and invoices to be transferred back and forth via the Internet rather than by traditional paper based methods. The authority has already seen significant savings in transaction costs, as have a number of key suppliers. SUPPLIER BENEFITS No telesales Reduce back office cost No paper invoices / Postage costs Contract compliance Accurate pricing Structured ordering patterns CORDIA BENEFITS Reduced transaction costs Financial commitment at the ordering stage 100% contract compliance Partnership working with supplier base To deliver shared benefits, the council would prefer to contract for goods and services with suppliers who are willing to integrate to PECOS. PECOS is an Internet based solution; at the lowest level of interaction, only a PC and Internet connection are needed. This can even be done from a home office. The service offers a level of benefit to all suppliers regardless of size, technical capability and location. There may be a cost associated with transacting with the council s eprocurement system. However the benefits by far outweigh the costs, which are dependent upon the type and extent of integration and your current online trading capability. Typically costs are between 0 and 3,000 per annum to trade electronically, although this may differ depending on selected options and number of transactions. Further information on costs and options are available at this stage if required, you can obtain this information from our website An implementation plan will be agreed at award of contract and whichever option is agreed the Council will work with individual suppliers to evaluate the most effective solution taking into account the cost / benefit values appropriate to the volume of business transacted. The option agreed will relate to the volume of invoice transactions associated with the commodity or service being procured by the Council. Page 33 of 40 Invitation to Tender Contract Reference: COR002036

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39 B.2 eprocurement Documentation B.2.1 VISION Glasgow City Council is committed to an ambitious eprocurement programme that will transform Procurement within the Council by using new processes supported by technology. A corporate team of purchasing officers is working with Council departments in order to secure the best value for money for the Council by implementing a strategic approach to procurement. A fully integrated and user friendly common set of tools is available to users across all departments (using a phased approach due for completion end of 2007/8) in order to unlock the savings opportunities secured by the Procurement Team. The utilisation of the toolset enables purchasing officers to track contractual compliance with mutual advantages to both the Council and suppliers. Process efficiencies for suppliers and the Council will be delivered through the electronic exchange of purchase orders and invoices. Unlocking savings allows the Council to redirect finances to front-line services in line with the Council s agenda and objectives. A user-friendly web based ordering and receipting tool (PECOS) enables end users to carry out ordering and receipting. Extensive use is being made of a range of eprocurement toolsets including electronic catalogues and technology has been developed to allow seamless interaction to the Council s back office system (SAP). Invoice processing takes place in SAP and this function is supported by a newly established Shared Service Centre. B.2.2 CONNECTIVITY OPTIONS The Council is committed to electronic interaction with the supplier base, delivering associated mutual benefits. A number of options are available including direct interaction between PECOS and the supplier s systems using cxml. The Council s experience is that very few suppliers have previously experience of direct cxml connectivity therefore, in the short to mid term, a pragmatic solution has been developed through the use of a 3 rd party provider (Kewill) who acts as an EDI broker between the Council s and supplier s systems. The Council fully realises that suppliers are at different stages of sophistication in relation to ecommerce. Consequently the Council are committed to providing a range of options which best reflects the capability of the supplier base at this point in time, whilst retaining the focus on the mutual advantages of electronic interaction. Options available are as follows: 1. Direct cxml purchase order, Kewill invoice 2. Fax/Post Purchase Order, Kewill invoice 3. Kewill order, Kewill invoice 4. Direct cxml purchase order and invoice The diagram below presents a high level overview of how the Council s Procure to Pay process works; note that all connectivity options are shown in practice the Council and the supplier would work together to determine which is the most appropriate for a particular supply relationship. Page 35 of 40 Invitation to Tender Contract Reference: COR002036

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41 7. Files are passed by Kewill back to the Council (again, probably using FTP). Alternately, cxml capable suppliers may prefer to directly pass cxml invoices to the Council s SAP system and not use the Kewill brokering service (this flow is not shown). Other suppliers may choose to send paper invoices to the Council for manual processing, though this will result in process delays of several days. 8. Electronic Invoices received from Kewill are uploaded into SAP on a scheduled basis where they are matched against PECOS purchase orders and supplier payment effected. B.2.3 THIRD PARTY PROVIDER (KEWILL) OPTIONS As stated previously, the Council s experience is that suppliers are keen to embrace the benefits offered by seamless electronic interaction, however very few are capable of developing cxml connectivity in the short term. Consequently the use of a 3 rd party provider has been the preferred option for many suppliers as part of a staged transition to full cxml connectivity. The Council, to date, have developed significant experience in dealing with Kewill Systems PLC as a 3 rd part provider of EDI brokering technology. The EDI brokering step is shown in the diagram of the previous section as process flow Ref (6). Kewill offer four options in relation to the utilisation of their EDI brokering services and a range of criteria can be used to identify the most appropriate one of these options for individual suppliers. The diagram below illustrates these options: The Council s experience is that high volume suppliers who are relatively experienced in ecommerce and are committed to benefits realisation choose either option 2 or 3. This is because Options 2 and 3 both require a level of development in suppliers back office systems, however they provide a higher payback in relation to process efficiency savings. Less technically sophisticated suppliers often choose option 1 which requires little or no development of back office systems however there is limited payback in relation to costs. The table below presents the typical cost associated with each EDI brokering option. Page 37 of 40 Invitation to Tender Contract Reference: COR002036

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43 APPENDIX C E-TENDER PORTAL TIPS The following Guidance Notes appear within the Qualification Responses section of the etender Portal. Bidders should review these and pay particular attention to the TIME OUT issue; the REPUBLISH issue and aim to publish the response in good time before the due date. READ ME FIRST - SUPPLIERS TIPS FOR COMPLETING YOUR RESPONSE USE THE ONLINE 'HELP' FUNCTION it provides support for both the screen you are in and for key processes, e.g. How to Express Interest (it also has a help function and glossary). As you progress through the questionnaire, click the 'Save' button regularly in order to make sure that your work is saved - failure to do so means you risk losing your work if you experience connection issues or security 'time-outs'. Do not leave your response until the last minutes/hours before the deadline (if you experience connection problems you will miss the deadline and your response may be deemed non-compliant and rejected by the buying team - always upload generic information early to avoid last minute time pressure). Please ensure that you read and digest all the required actions and appropriate deadlines If the Buyer makes any changes to the settings and Responses area of a live tender, suppliers MUST re-publish their response this is to ensure that changes are brought to your attention you will receive a message prompt from the Buyer generally this will not mean re-entering information. Keep attachments to a maximum of 2mb & only attach documents that the Buyer has requested and make sure that you attach them in the correct area (typically: Technical Responses for non-price responses and Commercial Responses for price quotations). Use the secure messaging function to communicate with the Buyer and seek clarifications this will give you an audit trail of all discussions/clarifications. Check the Message Inbox when you first Log in to see any previous Messages issued by the Buyer If you have any software queries refer to online help in the first instance, if you still have an issue or phone the BravoSolution helpdesk with a tender reference, a clear description of the problem and your contact details (ensure that you leave plenty of time for issues to be resolved prior to any deadlines), Please Note: for security reasons your access to the portal will 'time out' if inactive for c15 minutes - this is part of strict government requirements to maintain security and tender integrity and cannot be changed. Use the Legend to understand icons, note text responses are deliberately capped at 512 characters if the Buyer requires a larger response they will add an additional text box. Also note that Numeric fields will not accept text, spaces, symbols etc. Note the red asterisk indicates a mandatory field - this must be completed in order to submit your response to the buyer. Supplier sub-users can be set up on the system to allow colleagues to be involved with various stages of the tender see the online help function for details. Page 39 of 40 Invitation to Tender Contract Reference: COR002036

44 If you are delegating your response please ensure that your colleagues are aware of this information and are relatively PC literate (MS Office/Explorer). Mac users should use a Firefox browser (available free of charge at: as the Safari browser does not support certain Java scripts, if you still experience problems with Firefox please call the BravoSolution Helpdesk. Please treat your etendering portal logins securely - if you believe that you have lost your password - please navigate to the etendering portal website and click onto "Forgotten your password?" and follow the instructions. Glasgow City Council may require an official signature from successful tenderers for some or all of the acceptance / certification confirmations provided electronically within this tender. Page 40 of 40 Invitation to Tender Contract Reference: COR002036

45 LIFT MAINTENANCE SERVICES FRAMEWORK APUC REF: MAI003 LOT 2 GRAMPIAN, TAYSIDE, FIFE & STIRLINGSHIRE INVITATION TO QUOTE

46 1. INTRODUCTION The University of Aberdeen, acting for itself and on behalf of NHS Grampian, Aberdeen City Council, and Grampian Police (the participating organisations ) has agreed to conduct a mini competition for their joint requirements for the provision of Lift Maintenance Services against the APUC Lift Maintenance Framework Agreement Ref: MAI003 Lot 2 (Grampian, Tayside, Fife and Stirlingshire). For this mini-tender exercise we will utilise esourcing (University of Aberdeen e-tendering toolkit). Please ensure that your tender submission is uploaded in plenty time prior to 12:00 noon on Thursday 24 February Any submissions received after this deadline will be automatically rejected. The participating organisations wish to appoint a Lift Service supplier for a period of three years with option to extend for a period of twelve months subject to satisfactory service provider performance. You should note that not all organisations will be joining this Agreement at the same time. For example, Aberdeen City Council has an existing Contract in place until April 2011 and some lifts in their properties are covered by arrangements beyond this date. Throughout the term of the contract, particpating organisations will have regular progress meetings with the service provider. A start up meeting will be arranged which in turn will ensure that all parties agree on the service levels to apply and any other matters, for example invoice layout etc. For ease within this mini competition documentation, the requirements for each participating organisation has been sub divided into four lots. Participating Organisations and their lot numbers: Lot 1 NHS Grampian ( - provide health services to the half-million people spread over 3,000 square miles of city, town and rural communities in the Aberdeen City, Aberdeenshire and Moray Council areas. The current Lift Maintenance Service provider is Kone. Lot 2 Aberdeen City Council ( - is responsible for providing a wide range of services to the population of Aberdeen. The Aberdeen City Council currently employs over 11,000 staff and is responsible for an annual revenue budget of around 350 million. The current Lift Maintenance Service providers are Thyssenkrupp and Stannah Lift Services Lot 3 - University of Aberdeen ( - the University of Aberdeen is one of the largest employers in the North East of Scotland with a workforce of approximately 4,000, including 1600 academics. In the last decade the University's turnover has more than doubled from less than 100 million to over 200 million per annum. The current Lift Maintenance Service provider is Thyssenkrupp. Lot 4 - Grampian Police ( - employs around 2,300 staff in its Aberdeen Headquarters and the forty-four other Police Offices to provide a modern, professional policing service to the communities of North-east Scotland. The current Lift Maintenance Service provider is Thyssenkrupp. All suppliers are advised that the web pages given for each of the above contains a large amount of relevant information including location maps. 2. DEFINITIONS For the avoidance of doubt, the following definitions are detailed below: NHSG NHS Grampian ACC Aberdeen City Council UoA University of Aberdeen GP Grampian Police APUC Limited Advanced Procurement for Universities and Colleges The Owner NHSG, ACC, UoA or GP

47 The Employer (see Appendix 9 only) - Aberdeen City Council Contractor can mean tenderer, supplier and/or appointed service provider Contract can also mean Agreement or Framework 3. STANDARDS AND LEGISLATION The following Standards and legislation shall apply to any services undertaken through any contract let against the Framework: SAFed Guidance for Thorough Inspection of Lifts, LG1, as issued by SAFed (the Safety Assessment Federation) and such amendments or revisions thereto as issued from time to time. BS5655(or equivalent) All relevant parts of the Standard as issued by The British Standards Institute and such revisions thereto as may be issued from time to time. EN8180 All relevant parts of the European Harmonised Standard and such revisions thereto as may be issued from time to time. BS7255(or equivalent) All relevant parts of the Standard as issued by the British Standards Institute and such revisions thereto as may be issued from time to time. EN13015 All relevant parts of the European Harmonised Standard and such revisions thereto as may be issued from time to time. EN115 All relevant parts of the European Harmonised Standard and such revisions thereto as may be issued from time to time. EN1050 All relevant parts of the European Harmonised Standard and such revisions thereto as may be issued from time to time. EN14122 All relevant parts of the European Harmonised Standard and such revisions thereto as may be issued from time to time. ISO3864 All relevant parts of the Harmonised Standard and such revisions thereto as may be issued from time to time. PUWER The Provisions and Use of Work Equipment Regulations 1992 and such revisions thereto as may be issued from time to time. LOLER The Lifting Operations and Lifting Equipment Regulations 1998 and such revisions thereto as may be issued from time to time. All goods and services supplied by contractors should comply with all relevant regulations including but not restricted to the following: WEEE Regulations 2006 The Electrical Equipment (Safety) Regulation 1994

48 Packaging (Essential Requirements) Regulations 2003 (SI 2003 No 1941) 4. SCOPE OF REQUIREMENTS THE SERVICES The Contractor shall carry out and complete the regular, systematic execution of the Services detailed or referred to here and as defined elsewhere in this document. Complete Maintenance: The Contractor will regularly and systematically examine, clean, lubricate and adjust as necessary all parts of the Equipment for not less than the minimum number of hours specified in Appendix 1 and to ensure maintenance of all parts of the Equipment in accordance with the manufacturer's instructions and to provide the call-out service set out in this document. It should be noted that the Contractor is responsible for supplying all shaft, car and pit lighting on lifts. As duty holders, the Owners have an obligation to prove that the emergency lighting is tested on a monthly basis. The Contractor will perform an emergency light test during each service visit and leave certification on site to prove this. The Contractor shall also ensure that full discharge tests are undertaken at appropriate intervals on all emergency lighting units as required by relevant legislation. As conditions warrant, the Contractor shall promptly repair or replace (as is necessary) all portions of the Equipment included under this Agreement plus any alarm/intercom systems, remote monitoring systems/consoles and lift management systems incorporated with the Equipment except the following: A. Repairs and replacements required resulting directly from: (i) Negligence, vandalism or misuse of the Equipment by anyone other than the Contractor, his employees or servants or agents, or (ii) Other causes beyond the Contractor's reasonable control except ordinary wear and usage (iii) Failure or fluctuations of electric power, air conditioning or humidity control (iv) Ingress by water or other material (v) Modifications and or adjustments made by those other than the Contractor (vi) Overloading (vii) Shrinkages, settlement or movement of buildings B. Repair or replacement of structural or building items and finishes, such as shaft or machine room walls and floors, car enclosure finishes, car floor material, shaft entrance frames, door finishes and sills, signal fixture face plates, lift decorative finishes, smoke detectors and communication equipment not originally incorporated at the date of the execution of this Agreement or specifically excluded herein together with the cleaning of car interiors and exposed portions of sills. C. Mains power prior to Lift Isolator/Ellison and auxiliary disconnect switches, fuses and feeders to control panels. D. Machine room illumination. It should be noted that the Contractor is responsible for supplying all car, shaft and pit lighting on lifts. None of the above exclusions shall apply to the extent that they arise out of or are caused by the negligence, breach of contract or breach of statutory duty of the Contractor, its employees, agents, subcontractors or others for whom he is responsible.

49 E. The Contractor agrees that he has suitably surveyed all equipment (including lighting of wells and pits) prior to signature of this agreement and accepts no additional charges shall be levied to the Owner should any equipment be non-functional at the commencement of this Agreement. The Contractor will provide a 24 hour, 365 days per annum, call-out service for the Equipment covered by this Agreement in the event of any failure or defective operation of the Equipment. Attendance to ALL call-outs shall be included in the Contract Price. The Contractor shall only be entitled to make an additional charge for a call-out in the event that he can clearly demonstrate to the Owner that the cause of the call-out is as a result of misuse/abuse and a signed or electronic instruction is obtained from the Owners Representative. The Contractor shall use all reasonable endeavours to respond to all call-outs during Contractors normal working hours, within 45 minutes of notification in the event of a passenger entrapment, within 1:00 hour of notification for malfunctions other than entrapments and within 2:00 hours of notification outside of Contractors normal working hours. When, as a result of an examination by the Owners Representative, corrective action is found to be the responsibility of the Contractor, the Contractor shall proceed with all possible expedition to make (or cause to be made) all replacements, repairs, and/or corrections. Where defects have no specific time constraint requirements for completion, the Contractor agrees to correct all defects and deficiencies reported within 5 days of such report being issued to the Contractor. When such work is determined, by the Owner s Representative, not to be the Contractor's responsibility, a written report signed by the Contractor shall be immediately delivered to the Owner for further action, unless a safety or potential safety problem exists, in which case the Contractor shall, with all due diligence, make safe or correct the problem at the Owner s fair and reasonable expense. In performing the Services, the Contractor will provide (at its cost) parts used by the manufacturers of the Equipment for replacement or repair, and shall use lubricants obtained from and/or recommended by the manufacturer of the Equipment. Equivalent and available, parts, lubricants or replacement equipment may only be used with the approval of the Owner or the Owner s Representative. Parts requiring repair shall be rebuilt to "as new" condition. No parts of the Equipment except those previously replaced may be permanently removed from the Premises without the prior approval of the Owner, including renewal parts stocked on the Premises by the Contractor, which shall at all times remain its sole property until installed for use on the Equipment unless otherwise indicated in this Agreement. Such removal shall not take place until the Contractor is ready to install equipment to replace it. Upon being informed of the replacement of non-identical equipment the Owner shall have the right to require that the Contractor removes the non-identical equipment or any part of parts thereof and either the Contractor puts the removed equipment back in the identical position or the Contractor installs other equipment identical to removed equipment and the Contractor shall comply with such requirement within 30 days of written notification of the Owner. The replacement Equipment shall become the property of the Owner. The removed equipment shall become the property of the Contractor provided always that the Owner shall be the Owner of the replacement Equipment. Where a stock of spare parts for the Equipment has been provided on the Premises by the Owner for use by the Contractor these shall remain at all times the property of the Owner and it shall be the responsibility of the Contractor to provide a detailed inventory of such parts at the commencement of this Agreement, as well as monitoring and reporting on stock levels quarterly. Where such Equipment is installed and subsequently replaced it shall remain the property of the Owner and the Contractor shall give credit to the Owner upon any resale, swap or salvage of the Removed Equipment by the Contractor. The Owner may conduct audits in conjunction with the Contractor to ensure compliance in this regard. The Contractor shall be liable for the cost of any such stock used by it during the Term and upon termination. Temporary removal of any of the Equipment from service for maintenance and repair works at any time shall be co-ordinated with and approved by the Owner's Representative. Upon receiving such approval the Contractor shall only remove such units from service for such reasonable time as is necessary in order to perform maintenance thereon.

50 The Contractor shall agree with the Owner's representative a mutually acceptable date and time (outside normal building opening hours) when each shaft covered by this Agreement will be thoroughly cleaned down on an annual basis. All Supplementary Testing as a result of a test or tests deemed necessary by the Competent Person(s) shall be included in the Agreement by the Contractor; no additional costs shall be accepted for these tests by the Owner, even when resulting in failure of said tests or equipment thereof. The Contractor acknowledges that the owner places particular reliance upon the provisions of this Agreement and in addition to any other remedy available to the Owner irrevocably and unconditionally agrees to indemnify the Owner in full and on demand and keep the Owner so indemnified from and against all claims, demands, actions, proceedings and all damages, losses, costs, and expenses (including legal and other professional advisers` fees) and all damages, which are made or brought against or incurred or suffered by the Owner, its officers, employees, representatives, agents or sub-contractors and were wholly or in part resulting from any breach whatsoever nature of any of the Contractors obligations in this Agreement or any other act or omission including negligence of the Contractor, provided that the Contractor shall not be liable under this indemnity to the extent that any such claim or breach was caused by any negligence of the Owner or the Owner s employees. Under no circumstances shall the Contractor be responsible to the Owner or Client for special, indirect or consequential damages. Special Conditions - The Contractor shall make due allowance for and include within the stated Contract Price for the following requirements: (a) Attendance at all third party inspections if necessary and the provision of all necessary assistance required during such inspections. (b) The carrying out of all servicing and repair works outside normal [building opening] hours at times agreed with the Owner's Representative. (c) All call-outs as stated in this Agreement including so-called incidents of "running on arrival." Only when wilful, deliberate and visible acts of vandalism occur requiring the Owners Representative's instructions to repair will a charge be allowable (and agreed between the parties) and, in such instances, a copy of the Owners Representative's written and signed or electronic instructions and reference must be submitted with the invoice. 5. HOURS AND MANNER OF WORK OUTSIDE NORMAL WORKING HOURS The Contractor shall arrange to carry out all scheduled maintenance during Owner s normal working hours. If the Contractor is specifically requested by the Owner to carry out scheduled maintenance outside the Contractor s normal working hours this must be included within the Contractors costs as tendered. For any works required by the Owner outside the scope of this Agreement the labour rates noted in Appendix 2 will apply. Where bought-in equipment is required out with the scope of this Agreement, a quotation will be offered for acceptance by the Owner, prior to being purchased, where the rates and mark-ups applied shall conform to those given in Appendix 2.

51 6. OWNER'S RIGHT TO APPOINT A REPRESENTATIVE AND TO INSPECT WORK The Owner may appoint the Representative specified in the preamble to the Schedules (the Owner s Representative ) for the duration of this Agreement save that the Owner may from time to time appoint some other person as the Owner's Representative in place of the person previously appointed and shall give notice to the Contractor as soon as reasonably practicable of such change. The Owner's Representative shall represent and act for the Owner at all times during this Agreement with the exception of written notice of termination pursuant as detailed in the original Framework Agreement and any other acts which the Owner may reserve expressly for itself by notice in writing to the Contractor. The Owner's Representative may act for the Owner whether the term "Owner" or "Owner's Representative" is used in this Agreement. The Owner reserves the right to make such inspections and tests whenever desired to ascertain that the Contractor s obligations under this Agreement are being fulfilled. Such inspections may be conducted by the Owner's Representative or a third party nominated by the Owner. Any deficiencies noted shall be corrected, subject to Clause 4, within 5 days of receiving written or electronic notification or, exceptionally, to an agreed programme of works having regard to availability of spares, at the Contractor's expense and if not corrected within that time the Owner, if he so elects, shall be entitled to serve 30 days written notice of termination as detailed in the original Framework Agreement and deduct the appropriate Incentive portion of the contract price for the period in question. The Contractor shall have the right to appeal to the Owner regarding the alleged deficiencies. If the Contractor and Owner are not able to reach an amicable agreement regarding such deficiencies, the matter will be resolved in accordance with the dispute resolution provisions set forth in Clause 17 hereto. 7. CONTRACTOR TO COMPLY WITH LAWS All work shall be carried out with proper regard to safety and the Contractor agrees to abide by all laws, codes, rules and regulations from time to time in force set forth by the Owner and all appropriate authorities having jurisdiction at the Premises where the Services are to be carried out. The cost of supplying and/or doing all things required by laws, codes, rules and regulations shall be deemed to be included in the Contract Price. The Contract Price shall include the cost of performing all Examination and Safety tests as recommended by local code regulations at the appropriate intervals and issue of relevant certificates. Where it is a requirement that any such documents are to be registered with the local authority, this will be the responsibility of the Owner or the Owner s Representative, along with the payment of any associated fees or costs involved. The Contractor shall conduct such tests and issue the relevant certificates within 30 days of their due date. Without prejudice to the generality of the foregoing the Contractor shall at all times comply with its obligations arising in connection with any local environmental protection legislation or by-laws and any statutory amendment and with all statutory requirements or regulations, where applicable. For the avoidance of doubt, the Contractor will not be held responsible for the cost of any requirements on or to the Equipment where such costs are incurred through changes made to the laws, codes rules and regulations from the date of this Agreement. The Contractor shall install new Equipment and perform tests, in addition to those specified herein, as may be recommended or directed by inspecting entities, insurance companies or municipal governmental authorities during the Term. 8. EMPLOYEES OF THE CONTRACTOR TO BE SATISFACTORY TO THE OWNER The Contractor agrees that all work shall be carried out under the supervision of skilled, experienced service and repair persons employed directly by the Contractor. Any and all employees of the Contractor or his agents performing work under this Agreement shall at all times be satisfactory to the Owner. The Owner, after consultation with the Contractor, and in compliance with local laws, retains

52 the right to require the Contractor to remove any employee, agent or sub contractor from the Premises. The Contractor undertakes that all persons working at the Premises on behalf of the Contractor will comply with all the requirements of the Premises in relation to security and safety notified to the Contractor from time to time. 9. PERFORMANCE REQUIREMENTS. The Contractor shall measure the actual parameters and complete Appendix 3 within three months from the date of this Agreement and maintain those levels of performance. A. Floor-to-floor times are measured from the time the doors start to close, including a typical one-floor travel and until the lift is stopped level with the next successive floor, either up or down, and the doors 3/4 open (per schedule). B. Door opening times are measured from the start of the car doors opening until the doors are in the fully open position (per schedule). C. Door closing times are measured from the start of the car doors closing until doors are in the fully closed position (per schedule). D. Stopping accuracy shall be measured under all load conditions. E. Variance from rated speed, regardless of load, shall not exceed ±3% for electric traction lifts and ±5% for electric hydraulic lifts. F. Motion and Vibration Control: Lift ride quality shall be maintained and adjusted to meet the performance requirements of the following parameters where these values are set out in Appendix 3. (a) Horizontal acceleration measured in the centre of the lift car floor in the side to side and front to back directions during all riding conditions shall not exceed specified amounts. (b) Vertical acceleration and deceleration shall be constant and not exceed the specified amount. (c) Sustained jerk shall not exceed 2.0 m/sec³. It shall be the Contractors responsibility to ensure continued lift guide rail alignment and that all parts relative to ride quality are maintained and adjusted to take account of normal building movement. G. Noise Control. Lifts: Measured noise levels at the centre of the car caused by the lifts operation, 1m above the car floor, in a moving car outside the levelling zone shall not exceed the amount stated in Appendix 3 under any condition including ventilation blower on highest speed. Noise levels during door operation shall not exceed the amount stated in Appendix 3.

53 H. Testing of Safety Gear In accomplishing the above requirements, the Contractor shall ensure the Equipment maintains a comfortable ride with smooth acceleration, retardation and a soft stop. Door operation shall be quiet and positive with smooth checking at the extremes of travel. Performance requirements indicated are minimum standards and are not the sole criteria for judging the Contractor's performance. Failure to meet any of the above performance criteria shall lead to notification of an equipment defect. 10. MAINTENANCE LOG The Contractor shall maintain and display his own preventive maintenance schedule and a work log card for each piece of equipment. The log shall include all entries for routine maintenance as well as call-outs and repairs, including supervisor's surveys. Entries shall include the date work is completed, engineers or supervisor's name and a brief description of the work completed. The log and maintenance schedule shall be maintained in each machine room. The Owner may inspect and copy the log and maintenance schedule at any time. In addition, every visit to the Premises, by the Contractor or any other third party, for whatever purpose shall be logged either in the Owner's 'Attendance Log' in the format described therein or by means of the site terminals where installed in which case the Contractor s personnel shall at all times log in and log out through the site terminals when arriving and departing from the site. Please note that more detailed requirements in relation to the maintenance log may be contained within the individual Owners Lots. In addition, the contractor will be responsible for maintaining a tidily organised and easily accessed document store at all times in the Lift Motor Room which will include, as a minimum, the following items: 1. The maintenance log 2. Copies of all Safety Test certificates 3. Copies of LOLER Reports 4. Emergency Lighting test certificates 5. Any relevant drawings, write-ups and electrical schematics 6. Any other relevant information as agreed with, or instructed by, the Owner 11. DRAWINGS & WRITE-UPS If provided by the Owner, the Contractor shall maintain the Owner's complete set of straight-line, controller wiring diagrams and write-ups showing "as built" conditions with any changes or modifications to circuits resulting from control modifications, parts replacement or Equipment upgrades. The Owner may reproduce these "as built" drawings and retains sole possession of, and any other rights pertaining to these drawings in the event this Agreement is terminated. 12. PERFORMANCE REVIEW Quarterly in arrears, from the date of this Agreement the Contractor shall provide an individual unit performance report in the format given in Appendix 4 for our quarterly meetings to be held at the Owner s Office. Such report must be issued within 7 days of the quarter end. The Contractor may also make recommendations to the Owner for any works not covered by this Agreement together with his reasons as to why such work needs to be carried out. The Contractor may also include quotations for such work at his discretion. In addition, the Contractor shall provide the following reports:

54 a) Call out report, including response times. b) Safety Tests, in accordance with appendix 6, last completed and due dates. c) Maintenance visit schedule. d) Outstanding quotation schedule. e) Outstanding jobs schedule. f) Repair work details. g) Insurance Report completion/progress. 13. SITE CLEANLINESS At all times the Contractor shall clear away and remove from the Premises all surplus materials, equipment and rubbish for which it is responsible and leave all Equipment areas in a clean and tidy condition to the reasonable satisfaction of the Owner. Regular thorough cleaning of all shafts, car equipment, car tops, entrances, pits, machine rooms and machine room equipment is included in the Agreement. The Contractor agrees to protect all building finishes, flooring and furnishings in and adjacent to his work areas from soiling and damage due to his actions. The Contractor will clean all work areas and make good any damage due to his work. The Contractor shall not be responsible for the costs associated with the clearing of non-elevator debris. 14. WAIVER OF REMEDIES No forbearance, delay or indulgence by either party in enforcing the provisions of this Agreement shall prejudice or restrict the rights of that party nor shall any waiver of the rights operate as a waiver of any subsequent breach and no right, power or remedy herein conferred upon or reserved for either party is exclusive of any other right, power or remedy available to that party and each such right, power or remedy shall be cumulative. 15. SUB-CONTRACTS The Contractor shall not, without the prior written consent of the Owner (which shall not be unreasonably withheld), enter into any sub-contract with any person for the performance of any part of this Agreement provided that this provision shall not apply to the purchase by the Contractor of equipment and materials. 16. NOTICES All notices which are required to be given hereunder shall be in writing and shall be sent to the address of the recipient set out in the Framework Agreement or such other address as the recipient may designate by notice given in accordance with the provisions of this clause. Any such notice may be delivered personally or by first-class pre-paid letter, e -mail or facsimile transmission and shall be deemed to have been served on the day of receipt, where any hand delivered letter, e mail or facsimile is received on a business day (Monday to Friday other than a bank holiday) before or during working hours or on the following business day where any hand delivered letter, or facsimile is received after working hours (9.00am to 5.00pm) or if by first class post the second business day following the day of posting. If notice is sent via e mail or facsimile a confirming copy shall be sent by first class pre paid post to the other party at the address specified above within 24 hours after transmission.

55 17. SERVICEABILITY OF EQUIPMENT In view of the Term of this Agreement for repair or replacement of all or part of the Equipment for which the Contractor is responsible under this Agreement, due to improper maintenance or installation by any previous contractor, or defective manufacture of any equipment, no additional charges shall be levied on the Owner at any such time as it shall be accepted that prior to this Agreement the Contractor has suitably surveyed all equipment and no ambiguity of reliability or serviceability shall so exist. 18. NOTIFICATION OF ACCIDENTS Each party will notify the other as soon as is practicable after they become aware of the death or injury to any person or damage to property arising from the use of the Equipment. 19. WEB-BASED CONTRACT MANAGEMENT Where it is the Owners intention to utilise any Web Based Management Systems, the relevant regional office of the Contractor shall work with the Owner or the Owner s Representative in the use of this equipment and to train their operatives in their use and provide appropriate administration to facilitate this requirement at their cost. The information derived from this real time data collection will be tabled at quarterly review meetings and compared with the reports submitted by the Contractor and used as the basis to determine any penalties, which may be considered due. 20. RISK ASSESSMENT At the date of this Agreement the Contractor shall provide to the Client their risk assessment and lone working methods. A risk assessment should be carried out before any work commences. The Contractor's competent person will take account of the design, condition and usage of the Equipment and relevant component manufacturer s recommendations in preparing the risk assessment. The risk assessment shall be produced in an electronic format. 21. ASSET REGISTER An asset register must be completed by the Contractor within the first six months of the date of this Agreement (see Appendix 5), for each unit at the various premises. 22. DEVIATIONS FROM CONTRACT BY LOT Lot 1: NHS Grampian The Contractor shall adhere to requirements as detailed in the attached Contractors Guide to the Control of Healthcare Associated Infections (HAI) and should sign off and return the Endorsement Certificate included in the Guide. See Appendix 8

56 Lot 2: Aberdeen City Council i) The Contractor shall use all reasonable endeavours to respond to all callouts within 1:00 hour of notification of a passenger entrapment and within a minimum of 4:00 hours for other emergencies at all times, i.e. 24 hour, 365 days per annum. ii) The Contractor shall comply with the Aberdeen City Council Employer s Requirements (see Appendix 9) iii) The Contractor should note that in relation to the Construction Industry Scheme (CIS) Aberdeen City Council at the commencement of the Contract Period is a deemed Contractor for the purposes of the Act and Regulations only, but NOT a Contractor within the terms of this Invitation to Quote or any subsequent agreement. Lot 3: University of Aberdeen There are no Deviations from Contract for this Lot Lot 4: Grampian Police i) Vetting is undertaken to allow the Chief Constable to fulfil a statutory obligation to run an efficient and effective Force. To provide for the safety of Grampian Police staff it is essential that persons, who in the course of their employment require unsupervised access to Grampian Police premises, undergo a non-negotiable vetting process to assess their reliability and integrity and suitability for clearance. Vetting documentation will be issued by Grampian Police for the relevant company employees to complete and the employer will be notified by Grampian Police of staff who have been granted vetting clearance and those who have not been granted such clearance. Only employees granted vetting clearance may be employed on contracts on Grampian Police premises. Those granted vetting clearance shall notify the Force immediately of any changes to their personal circumstances where these involve or might reasonably be perceived to involve matters relating to their probity or reliability. It should be noted that these vetting processes only relate to employees requiring unsupervised access to Grampian Police premises. Other organisations in the partnership will be required to develop and implement their own security measures which are proportionate to the access required. Without prejudice to the foregoing, the Force reserves the right to exclude any person from access to police premises at any time without explanation. ii) The successful Contractor MUST complete and PASS Grampian Police's Approved Contractor Questionnaire (see Appendix 10) and complete and sign the "Health, Safety and Environmental Guide for Contractors" Acknowledgement Form (see Appendix 11 and Appendix 12) prior to conducting any work on Grampian Police Premises which will be assessed by Grampian Police's Health and Safety Department. Please note that for information that has already been provided, there is NO requirement to provide this again and the Contractor should state on the Approved Contractor Questionnaire at the relevant Section "Already provided" if they have provided this information. For information that has NOT been provided, then the Successful Contractor must complete the relevant Sections in full of the Approved Contractor Questionnaire. 23. THE MINI COMPETITION 23.1 The object of this mini-competition is to achieve best value for money in meeting the needs of the participating organisations as detailed within this documentation Any clarification required on the information contained within this document and attachments should be communicated to the Owner via esourcing (UoA e-tendering toolkit) Bulletin Board in good time before the tender closing/return date. All generic clarifications will be distributed to all bidding suppliers.

57 23.3 Information supplied to the Supplier by the Owner or representative of, is supplied only for general guidance in the preparation of your tender submission. Suppliers must satisfy themselves by their own investigation as to the accuracy of any information supplied. It is suggested that the Supplier carry out site surveys to ensure accuracy of information. If the Supplier wishes to arrange site surveys then this must be communicated back to the Owner via the esourcing Bulletin Board and arrangements will be made Further information relating to the procedural arrangements for this tender may be obtained from: Ms Helane Duncan, Contracts Manager 23.5 All tenderers must complete the attached appendices where applicable and must not amend the layout or format As detailed in the Terms & Conditions of the Framework, Contractors are reminded that TUPE Regulations (i.e. the Transfer of Undertakings (Protection of Employment Regulations 2006) may apply All tenders are subject to the Freedom of Information Act 2002 and all Tenderers must state any part of their tender which may be regarded as confidential and exempt from this Act For the purpose of evaluation, it is essential that ALL the information requirements are fully addressed in the proposal. Failure to provide this information may disqualify the supplier from further consideration Tenders must be uploaded via the esourcing tool no later than 12 noon on Thursday 24 February Evaluation 24.1 The submissions will be awarded to the most economically advantageous offer evaluated against the following criteria: Price 55% Service 15% Account Management 10% Resources 15% Sustainability 5% 25. FURTHER INFORMATION 25.1 Whilst every endeavour has been made to give suppliers an accurate description of the requirements, suppliers should form their own conclusions about the method and resources needed to meet those requirements. The Owner cannot accept responsibility for the supplier s assessment of the instruments The Contractor is required to confirm it will be able to supply and fit spare parts for ALL lifts (as detailed in Appendix 1) within a 24 hour time period from time of advice The Contractor will state, within the submission, details of the number of operatives it intends to utilise for all participating Owners sites. They should provide full CVs, qualifications and relevant experience of the personnel who will be responsible for the delivery of the contract and where they will be located. This in turn will ensure that all examinations and tests detailed in Appendix 6 and 7 are completed as per the timescales provided The Contractor is required to detail how it will cover appointed operatives annual leave entitlement, sickness cover and other absenteeism (e.g. Jury Duty) The Contractor will provide details of the personnel who will be the nominated Account Manager responsible for the Management of the Contract for each of the participating Owners.

58 25.6 The Contractor shall remove all packaging waste relating to the Service and shall leave a tidy work space. The Owner shall not be liable for any carriage and/or handling costs for the disposal of packaging. 26. SCHEDULES TO THE AGREEMENT SCHEDULE 1: TERM The term of this Agreement subject to the conditions herein shall be as follows: Start of Agreement Period of Agreement Date of Expiry To be agreed Three Years To be agreed The actual Start and Expiry date will be agreed when the contract is going to be awarded.

59 SCHEDULE 2: CONTRACT - KEY PERFORMANCE INDICATORS As an incentive and to encourage superior levels of maintenance, fixed penalties will be deducted from the annual maintenance premium, and will be linked to meeting the following requirements. 2.1 AVAILABILITY For every three monthly period, commencing at the date to be agreed, the Contractor agrees to ensure that the total time "out of service" (downtime) for whatever purpose including planned maintenance, tests, breakdowns and contractual repairs, for every single unit of Equipment for each property covered by this Agreement, does not exceed 2.0 percent of the number of building operational hours for availability (the operational hours per building will be provided to the Contractor by the Owner). It is the intention to encourage the Contractor to carry out proactive repairs and it is appreciated that for some major repairs, it may be necessary to exceed the downtime hours. In such cases the Contactor must inform the Owner or the Owner s Representative of this additional downtime requirement, electronically or signed in writing, giving at least 30 days notice. Such activities may by agreement be removed from the availability calculation. Penalty for not meeting any of the above criteria is a 100 fixed penalty, for each relevant unit for the three monthly period under review, to a maximum of 2.5% of the annual billing per quarter (i.e. to a maximum of 10% of the annual premium). 2.2 PLANNED PREVENTATIVE MAINTENANCE HOURS AND SAFETY Maintenance Hours The Contractor shall provide personnel on site to maintain each item of Equipment for at least the hours stated in Appendix 1. Where the maintenance has not been conducted in the frequency specified on any single item of Equipment then a penalty will be applied Maintenance Defects Where notification of maintenance defects are issued by the Owner s Representative to the Contractor then the defect shall be rectified to the Owner s satisfaction within 5 days. Penalties will be applied for each defect not rectified within this time Examination and Tests Examinations and Tests detailed in Appendix 6 shall be completed by date agreed between the Contractor and the Owner including issue of relevant test certificates. Penalty for not meeting any of the above criteria is 100 fixed penalty, for each relevant unit for the quarter under review, to a maximum of 2.5% of the annual billing per quarter (i.e. to a maximum of 10% of the annual premium).

60 APPENDIX 1 COSTS Please provide pricing for Annual Lift Maintenance Cost as specified. Not all lifts will require the full Maintenance Services specified so please provide alternative pricing for both Intermediate and Basic Maintenance as defined in the original Framework Agreement and confirm the level of cover those provide:- LOT 1 NHS GRAMPIAN Area Unit type Design Visits Hrs Specified Aberdeen Royal Infirm. Forest Hill No3 Pass/Goods Traction Service per annum ext VAT Intermediate Service per annum ext VAT Basic Service per annum ext VAT Aberdeen Royal Infirm. Forest Hill No1 Aberdeen Royal Infirm. Forest Hill No2 Aberdeen Royal Infirm. Forest Hill No16 Aberdeen Royal Infirm. Forest Hill No17 Aberdeen Royal Infirm. Forest Hill No18 Aberdeen Royal Infirm. Forest Hill No19 Aberdeen Royal Infirm. Forest Hill No20 Aberdeen Royal Infirm. Forest Hill No21 Aberdeen Royal Infirm. Forest Hill No23 Aberdeen Royal Infirm. Forest Hill No29 Aberdeen Royal Infirm. Forest Hill No11 Aberdeen Royal Infirm. Forest Hill No12 Aberdeen Royal Infirm. Forest Hill No13 Pass/Goods Pass/Goods Pass/Goods Pass/Goods Pass/Goods Pass/Goods Pass/Goods Pass/Goods Pass/Goods Pass/Goods Pass/Goods Pass/Goods Pass/Goods Traction Traction Traction Traction Traction Traction Traction Traction Traction Traction Traction Traction Traction

61 Aberdeen Royal Infirm. Forest Hill No14 Aberdeen Royal Infirm. Forest Hill No5 Aberdeen Royal Infirm. Forest Hill No15 Aberdeen Royal Infirm. Forest Hill No6 Aberdeen Royal Infirm. Forest Hill No7 Aberdeen Royal Infirm. Forest Hill No8 Aberdeen Royal Infirm. Forest Hill No46 Aberdeen Royal Infirm. Forest Hill No44 Aberdeen Royal Infirm. Forest Hill No22 Aberdeen Royal Infirm. Forest Hill No45 Aberdeen Royal Infirm. Forest Hill No24 Aberdeen Royal Infirm. Forest Hill No26 Aberdeen Royal Infirm. Forest Hill No27 Aberdeen Royal Infirm. Forest Hill No47 Aberdeen Maternity Hospital No35 Aberdeen Maternity Hospital No36 Aberdeen Maternity Hospital No37 Aberdeen Maternity Hospital No38 Aberdeen Maternity Hospital No39 Pass Pass Pass Pass Pass Pass Pass Pass Pass/Goods Pass/Goods Pass/Goods Pass/Goods Pass/Goods Pass/Goods Pass/Goods Pass/Goods Pass/Goods Pass/Goods Pass/Goods MRL Traction 12 1 MRL Traction Traction Traction Traction Traction Traction Traction Traction Traction Traction Traction Traction Traction Traction Traction Traction Aberdeen Maternity Pass/Goods Traction

62 Hospital No50 Aberdeen Royal Infirm. Forest Hill No28 Aberdeen Royal Infirm. Forest Hill No10 Aberdeen Royal Infirm. Forest Hill No49 Aberdeen Royal Infirm Forest Hill No48 Aberdeen Royal Infirm. Forest Hill No4 Aberdeen Royal Infirm. Forest Hill No25 Aberdeen Royal Infirm. Forest Hill No9 Pass/Goods Pass/Goods Pass/Goods Pass/Goods Pass/Goods Pass/Goods Pass/Goods Traction Traction Traction Traction Traction Traction Traction Pluscardon Road No1 Pass/Goods Traction Pluscarden Road No2 Pass/Goods Traction Pluscarden Road No3 Pass/Goods Traction Pluscarden Road No4 Pass/Goods Traction Pluscarden Road No5 Pass/Goods Traction Pluscarden Road No6 Pass/Goods Traction Pluscarden Road No7 Pass/Goods Traction Pluscarden Road No8 Pass/Goods Traction Pluscarden Road No9 Pass/Goods Traction David Anderson Bldg Pass Traction Eday Road Pass/Goods Traction Mile End Pass/Goods Traction Mile End Pass/Goods Traction Midstocket Road Pass/Goods Traction Woodend Hospital Nurses Home Woodend Hospital Sth Blk Ward 15/22 Pass/Goods Pass/Goods Traction Traction Woodend Hospital Pass/Goods Traction

63 Ward 5/6 Woodend Hospital Wards7/8 Woodend Hospital Wards 1 & 2 Woodend Hospital Sth Blk Main Woodend Hospital No7 Wards 3&4 Woodend Hospital Theatre HSDU Woodend Hospital Wards 9/10 Pass/Goods Pass/Goods Pass/Goods Pass/Goods Pass/Goods Pass/Goods Traction Traction Traction Traction Traction Traction Woolmanhill No30 Pass/Goods Traction Woolmanhill No31 Pass Traction Woolmanhill No32 Pass/Goods Traction Royal Cornhill Hospital Phase 1 Blk Pass/Goods Royal Cornhill Hospital Phase 1 Blk R/H Pass/Goods Royal Cornhill Hospital Phase 1 Blk L/H Pass/Goods Royal Cornhill Hospital Phase 2 D Blk No1 Pass/Goods Royal Cornhill Hospital Phase 2 D Blk No2 Pass/Goods Royal Cornhill Hospital - Phase 2 C Blk No1 Pass/Goods Royal Cornhill Hospital - Phase 2 C Blk No2 Pass/Goods Royal Cornhill Hospital Phase 2 A Blk Pass/Goods Royal Cornhill Hospital Phase 2 Fulton Cli Pass/Goods Royal Cornhill Hospital Garden Villa Pass/Goods Royal Cornhill Hospital Bennachie Villa Pass/Goods Traction Traction Traction Traction Traction Traction Traction Traction Traction Traction Traction

64 Royal Cornhill Hospital New Rox Hse Pass/Goods Traction Westburn Centre Aberdeen S/L No1 Westburn Centre Aberdeen S/L No2 RACH New Building, Westburn Dv Lift 105 RACH New Building, Westburn Dv Lift 106 RACH New Building, Westburn Dv Lift 107 RACH New Building, Westburn Dv Lift 108 Chalmers Hospital, Clunie Street- Banff - Mat Chalmers Hospital, Clunie Street- Banff - Main Chalmers Hospital, Clunie Street- Banff - Kitchen City Hospital, Urquhart Rd Aberd New Links Pass/Goods Pass/Goods Pass Pass Pass/Goods Pass/Goods Passenger Passenger Service Traction Traction Traction Traction Traction Traction Traction Traction Traction 4 1 Traction Denburn Health Centre, Rosemount Viaduct Fraserburgh Hospital, Lochpots Road Jubilee Hospital, Bleachfield Road, HUNTLEY Kittybrewster Central Processing Old Aberdeen Uni Medical,Sunnybank Rd Passenger Traction Passenger Traction Passenger Traction Goods Traction Traction Peterhead Hospital, Links Road - Main Peterhead Hospital, Links Terrace - Evans Peterhead Hospital, Links Terrace Passenger Passenger Service Traction Traction Traction 4 1 Saulton Surgery, Lochpots Rd, Fraserburgh Passenger Hydraulic

65 Stephen Hospital, Stephen Avenue, KEITH Torry Neighbourhood Trust, Oscar Road Turner Memorial Hospital, Turner Street Service Traction 4 1 Passenger Traction Passenger Traction Dental Hospital Passenger MRL Dental Hospital Passenger MRL Rotunda Link Passenger MRL Rotunda Link Passenger MRL Win hill HC, Aberdeen Passenger MRL Banff HC, Banff Passenger MRL Turner Memorial Hospital, Turner Street, Goods Traction TOTAL

66 LOT 2 ABERDEEN CITY COUNCIL Area Unit type Design Visits Hrs Specified Aberdeen Art Gallery Passenger/Goods Electric Arts Reserve Collection (Two) Passenger/Goods Electric Beach Ballroom Service? 12 1 Beach Ballroom Wheelchair Electric 12 1 Service per annum ext VAT Intermediate Service per annum ext VAT B Se an ex Bon Accord Indoor Bowling Centre Bon Accord Indoor Bowling Centre Bon Accord Indoor Bowling Centre Passenger Hydraulic Passenger Hydraulic Service? 12 1 Central Library Passenger Electric Central Library Passenger Hydraulic Central Library Service/Book? 12 1 City Moves (Dance Space) Passenger Hydraulic Cowdray Hall Disabled Mono? 12 1 Maritime Museum Passenger Hydraulic Chapel Street Multi-Storey Car Park Equal Opportunity Unit and Creche Passenger? Passenger Hydraulic Offices, Spring Garden Passenger Hydraulic Aberdeen Grammar School Passenger Hydraulic Aberdeen School for the Deaf (Woodlands) Platform? 12 1 Bridge of Don Academy Passenger Electric Bridge of Don Academy Wheelchair Electric 12 1 Culter Primary School Wheelchair? 12 1 Dyce Academy Passenger Hydraulic

67 Dyce Academy Wheelchair Electric 12 1 Hanover Street Primary School Passenger Hydraulic Harlaw Academy Passenger/Goods Electric Harlaw Academy Service Electric 12 1 Hazlehead Academy Passenger Electric Hazlehead Academy Service? Kincorth Academy Passenger Electric Kincorth Academy Passenger Electric Kingswells Primary School Passenger? Linksfield Academy Passenger Electric Linksfield Academy Passenger Electric Linksfield Academy Passenger Hydraulic Linksfield Academy Service Electric 12 1 Newhills Primary School Wheelchair Hydraulic 12 1 Northfield Academy Passenger/Goods Electric Oldmachar Academy Passenger Hydraulic Quarryhill Primary School Wheelchair Electric 12 1 Riverbank Primary School Stair? 12 1 Riverbank Primary School Stair? 12 1 St Machar Academy Passenger? St Machar Academy Platform? 12 1 St Machar Academy Stair? 12 1 St Machar Academy Stair? 12 1 St Machar Academy Stair? 12 1 St Machar Academy Stair? 12 1 St Machar Academy Stair? 12 1 Torry Academy Passenger Hydraulic Walker Road Primary School Platform? 12 1 Walker Road Primary School Stair? 12 1

68 Walker Road Primary School Stair? 12 1 Westpark Primary School Stair? 12 1 Crematorium (Jessiefield) Wheelchair? 12 1 Crown House Passenger Electric Summerhill Education Centre Passenger Electric Summerhill Education Centre Stair? 12 1 Town House Passenger Electric Town House Service? 12 1 Town House Extension Passenger Electric Town House Extension Passenger Electric Town House Extension Passenger Electric Town House Extension Service Electric 12 1 Town House Extension Goods Electric 12 1 House, 12 Devanha Gardens W Passenger Hydraulic Balnagask House Passenger Hydraulic Balnagask House Passenger Hydraulic Children s Home, The Willows Passenger? Fergus House Passenger Hydraulic Kingswood Court Day Care Centre Kingswood Court Day Care Centre Passenger? Passenger/Goods? Kirkgate House Passenger Electric Rosehill House Passenger Hydraulic Rosewell House Passenger Hydraulic Rosewell House Passenger Hydraulic AECC, Balgownie 1 Passenger Hydraulic AECC, Balgownie 1 Passenger Hydraulic AECC, Balgownie 1 Stair? 12 1 TOTAL

69 LOT 3 UNIVERSITY OF ABERDEEN Area Unit type Design Visits Hrs Specified Butchart Building, Games Hall Entrance Wheelchair Hydraulic 4 1 Butchart Building, Games Hall Goods Hydraulic 6 1 Butchart Building, Games Hall Outdoor Platform Hydraulic 4 1 Cruickshank Building Passenger MRL Ocean Laboratory Passenger No.1 MRL Ocean Laboratory Passenger No.2 MRL Edward Wright Building, South Passenger Hydraulic Edward Wright Building, North Passenger Hydraulic Elphinstone Hall Service Traction 4 1 Service per annum ext VAT Intermediate Service per annum ext VAT B Se an ex Foresterhill IMS Building, Phase 1, South Centre Passenger Hydraulic Foresterhill IMS Building, Phase 2, South Passenger Hydraulic Foresterhill IMS Building, Phase 1, North Passenger Hydraulic Fraser Noble (162) W Block, No 2 Passenger Hydraulic Fraser Noble, E Block, No 1 Passenger Hydraulic Hillhead Adam Smith House Service Traction 4 1 Hillhead Fyfe House Service Traction 4 1 Hillhead Snack Bar Service Traction 4 1 Hillhead Wavell House Service Traction 4 1 HSB Building Passenger MRL Johnston Building Service Traction 4 1 King's College Conference Centre Passenger Hydraulic King's College Conference Centre Goods Traction 6 1.5

70 King's Pavilion Wheelchair Platform Hydraulic 4 1 Liberty Safeworks Passenger Traction Mac Robert Building (piano lift) Passenger/Goods MRL Mac Robert Building - L/H Passenger Traction Mac Robert Building - R/H Passenger Traction Mac Robert Building - Centre Passenger Traction Mac Robert Building - Staff Passenger Traction Marischal Building, Anatomy Department Goods Traction Meston Building, Central Passenger/Goods Traction Meston Building, Extension Passenger Traction Meston Building, Main Entrance Passenger Traction New King's Building Passenger Hydraulic Polworth, Entrance Foyer Passenger Traction Polworth, Stair Lobby Passenger/Goods Traction 6 1 Queen Mother Library NW Lift Passenger Traction Queen Mother Library SW Lift Passenger Traction Queen Mother Library Wheelchair Platform Hydraulic 4 1 Rocking Horse Nursery Service Traction 4 1 Special Collections, Book Lift (main) Special Collections, Book Lift (stack) Service Traction 4 1 Service Traction 4 1 Taylor Building, Library Lift Passenger Hydraulic Taylor Building, Main Entrance Passenger Hydraulic The Hub, Central Refectory Passenger Hydraulic The Hub, Central Refectory Passenger Hydraulic The Hub, Entrance Lift Passenger MRL University Office, Scissor Lift Platform Scissor Hydraulic 4 1 University Office, Central Core Passenger Traction

71 William Guild Building, North Wing Passenger Traction Zoology Building Passenger Traction Zoology Building Passenger Traction TOTAL

72 LOT 4 GRAMPIAN POLICE Area Unit type Design Visits Hrs Specified Bucksburn Wheelchair Platform Electric Bucksburn Wheelchair Platform Electric Fraserburgh Passenger Hydraulic Inverurie Passenger Hydraulic King St Passenger Electric Nelson St Passenger Hydraulic Nigg Passenger Hydraulic OHU Passenger/Wheelchair Electric Queen St Passenger Electric Queen St Passenger Electric Queen St Passenger Electric Queen St Passenger Electric Queen St Goods Kitchen Electric Queen St Goods Court Electric TOTAL Service per annum ext VAT Intermediate Service per annum ext VAT B Se an ex Please note that the defined site hours for each of the above Lots are actual onsite hours and any travel time should be accounted/included as part of this bid. No further charges for time shall be accepted by the Owners.

73 APPENDIX 2A - LABOUR RATES Schedule of charges for all works outside planned maintenance/service visits. Fees supplied below to be expressed as hourly rates and are deemed to be inclusive of all expenses including travelling time costs and parking charges: Level of Personnel Supervisor Lift Engineer Mate/Labourer *Weekday - Normal Hours Monday- Friday ( hours) (In ex vat) *Weekday - Out of hours Monday Friday (17.01 to hours) (In ex vat) Weekend - Saturday ( hours) (In ex vat) Weekend - Sunday ( hours) (In ex vat) Public Holidays / Bank Holidays ( ) (In ex vat) Charges to be fixed for a period of twelve months from the date of contract award thereafter charges to be mutually agreed, if applicable, once per year for subsequent years. Out-sourced parts and equipment on-costs State the on-cost ( mark-up ) to be applied, as a percentage, additions to be added to outsourced manufacturers materials and plant hire costs. Materials / Equipment Contractor - Electrical materials / Spares Contractor - Mechanical Materials / Spares Plant Hire On-cost to be applied (as %) Note: the percentage uplift will be applied to net invoiced cost, i.e. the suppliers cost exclusive of VAT. *The hours of work for maintenance work under this contract shall generally be to hours Monday to Friday unless agreed otherwise with any individual Owner.

74 APPENDIX 2B - ADDITIONAL COSTS FOR LIFTS a) The Contractor shall present information on his fixed costs for lift equipment parts considered damaged or otherwise for example: Equipment Detail Requirement Fixed Cost Pushbutton Misuse Dupar (Replace) b) The Contractor shall present information on his fixed costs for reimbursement of missed service visits/unit for example: Unit Value/Annum Reimbursement/visit missed Goods Lift

75 APPENDIX 2C THE OWNER, OR OWNER S REPSRESENTATIVES, CONTACT REQUIREMENTS AND INVOICING INSTRUCTIONS The terms of payment are Quarterly in arrears. The Contractor to provide one invoice each quarter, for each site, listing the site name and address together with a list of the lifts covered with the unit prices, total sum and the property reference. Each invoice should be addressed with the Site Representative s name and subsequently sent to the appropriate address as provided by the Owner. Once the invoices have been authorised they will be sent to the relevant Account/Estate Managers to be signed for payment. Any invoice for additional works instructed by the Owner which fall out with this agreement shall be issued within 14 days of works being completed (a single invoice per order is required).

76 APPENDIX 3 - LIFT PERFORMANCE The Contractor shall measure the actual parameters and complete the table below within three months from the date of this Agreement and maintain those levels of performance. EQUIPMENT PERFORMANCE REQUIREMENTS A B C D F G H UNITS REFERENCE NUMBER FLOOR TO FLOOR T ME (SECS) DOOR OPENING TIME (SECS) DOOR CLOS NG TIME (SECS) FLOOR ACCURACY (MM) HORIZONTAL ACCELERATION (mille-g) VERTICAL ACCELERATION (M/SEC²) NOISE LEVEL DUR NG OPERATION (dba) NOISE LEVEL DUR NG DOOR OPERATION (dba) TESTING OF SAFETY GEAR ±

77 APPENDIX 4 - QUARTERLY PERFORMANCE STATISTICS Contractor Owner Period Equipment I.D. Building Name Location Operational hrs/quarter Planned Maintenance hrs/quarter Annual Contract Price Number of Calls Call Downtime Total Contractual repair time Actual maintenance hrs/quarter This table to be presented at quarterly meetings and information collated and updated on a daily basis for review by the Owner weekly.

78 APPENDIX 5 - ASSET REGISTER LIFTS An Asset Register of the Owner s Lift Equipment for each Lot shall be completed by the Contractor within six months from commencement of the Contract.

79 APPENDIX 6 - EXAMINATIONS AND SAFETY TESTS A copy of the results should be kept in the lift motor room. A list of Examination and Safety Tests are shown below. They represent the minimum requirements that are required to reinforce good working practices. Subject to the installed equipment additional tests may be required. The tests are NOT intended to replace any maintenance requirements. A competent person should conduct all examinations and tests. The results of the tests should be collated on the forms indicated.

80 APPENDIX 6 - EXAMINATIONS AND TESTS CONTINUED Item Detail Period (years) Forms 1. Earth Continuity The earthing of all metal work enclosing electrical conductors should be continuous and an earth fault should not create an unsafe condition 10 E10 H10 2. Electrical Safety Devices A functional test of each electrical safety device should be conducted to ensure it is in working order. This should include all terminal stopping switches. 1 E1 H1 3. Terminal Speed Reduction System Where this is used in conjunction with reduced stroke buffering a functional test should ensure it functions correctly. This is normally associated with high speed installations. 10 E10 4. Landing Door Interlocks A functional test of each landing door interlock device should be conducted to ensure it is in working order. 1 E1 H1 5. Main Drive System Components A Geared machines

81 If excessive or unusual wear is evident the working parts should be exposed to allow further in depth examination. Regardless of wear an in depth examination should be conducted at least every 10 years. It may be necessary to involve the original manufacturers to determine the characteristics of particular parameters. The report results should include the method and extent of examination 10 E10 B Shafts and Plain Bearings Areas of high stress e.g. shoulder, and alignment should be checked using non-destructive test methods. 10 E10 H10 C Roller ball and needle bearings When there is evidence that an in depth examination is required these should be exposed and checked. 10 E10 H10 D Sheaves Sheaves that carry the main suspension means should be examined in conjunction with the main gearbox. 10 E10 H10 E Gearless machines As part of the annual maintenance regime the sheaves and brake components should be checked to ensure security and no excess wear. Any signs of overheating or vibration from bearings should be further investigated. 1

82 APPENDIX 6 - EXAMINATIONS AND TESTS CONTINUED 6 Over speed Limitation Devices A Over speed governors These should be examined and tested to ensure correct electrical and mechanical operation at the appropriate speeds. These tests should also be conducted whenever the governor or governor rope is replaced. 5 E5 H5 B Safety Gear As part of the annual maintenance regime all linkages and moving parts should be checked for effective operation and for any evidence of deterioration or wear. The car safety gear together with any over speed governor or torpedo release device should be subject to a reduced speed, empty car test. 5 E5 H5 In addition lifts up to and including a rated speed of 1.6m/s should be subjected to a rated load, rated speed test. 10 E10 H10 Lifts with a rated speed greater than 1.6m/s should be tested at rated load and at a speed of not less than 1.6m/s 10 E10 H10 Where a counterweight safety device is fitted it should be subjected to a reduced speed, empty car test. 5 E5 Similarly where a counterweight safety gear is fitted it should be subjected to a reduced speed, empty car test. 5 E5 Lifts up to and including 1.6m/s and fitted with a counterweight safety device should have the device subjected to an empty car, rated speed test. 10 E10 Lifts with a rated speed above 1.6m/s and fitted with a counterweight safety device should have the device subjected to a empty car test, with a speed of not less than 1.6m/s. 10 E10

83 C Over speed of Ascending Car Where devices have been installed to prevent an over speed of an ascending car they should be checked as part of the annual maintenance regime and unless specified in a shorter interval be tested every 10 years. 10 E10 D Energy Dissipation Buffers If these have NOT been fitted with a buffer return switch they should be checked annually to ensure that they return to the fully extended position after it has been fully compressed. 1 E1 All energy dissipation buffers installed for lifts up to and including a rated speed of 1.6m/s should be subjected to a rated load, rated speed test. 10 E10 All energy dissipation buffers installed for lifts above a rated speed of 1.6m/s should be subjected to a rated load, at a speed of not less than 1.6m/s test. 10 E10 All energy dissipation buffers installed for counterweights up to and including a rated speed of 1.6m/s should be subjected to an empty car, rated speed test. All energy dissipation buffers installed for counterweights above a rated speed of 1.6m/s should be subjected to an empty car, at a speed of not less than 1.6m/s test E10 E10 7 Suspension ropes and chains These should be examined for wear as part of the annual maintenance regime. 8 Car overload detection Where the car floor area is excessive in relation to the rated load car overload detection devices should have been fitted. A rated load calibration test should be conducted 1 E1 H1

84 APPENDIX 6 - EXAMINATIONS AND TESTS CONTINUED 9 Hydraulic System The integrity of the hydraulic system should be ascertained by a pressure test of 5 minutes duration at 200% of the rated load static pressure. 5 H5 10 Hydraulic Rupture / Restrictor valves An empty car test should be performed to confirm correct operation. It should, as far as possible, replicate the rupture of a hydraulic pipe. 5 H5 11 Hydraulic Cylinders As part of the annual maintenance regime the integrity of the cylinder should be ascertained by a static pressure test. This should take into account the following 1 A) The age of the cylinder B) The standard to which the cylinder was manufactured. C) Any relevant manufacturers instructions applicable to the in - service testing. D) The commissioning standard of the installation. If any of the above cannot be ascertained the cylinder should be subjected to a pressure test of 15 minutes duration at 200% of the rated working pressure. There should be no sustained loss of pressure for the full 15 minutes. 1 H1 If the cylinder fails the pressure test and the cause is not evident it should be subjected to a thorough examination. If following a Risk Assessment it is ascertained that the cylinder is installed in a hostile environment and should failure occur, the cylinder should be removed from its environment for examination. 10 H10

85 APPENDIX 6 - EXAMINATIONS AND TESTS CONTINUED 12 Anti Creep A Electrical Anti creep These should be tested for satisfactory operation. 1 H1 B Mechanical Anti creep (Pawl or clamping device) All linkages and moving parts should be checked for any evidence of deterioration or wear and correct operation as part of the annual maintenance regime. 1 A rated load test should be conducted. 10 H10 13 Low Pressure Detection Any low-pressure switch should be checked for satisfactory operation as part of the annual maintenance regime. 1 Any low-pressure valve should be tested for satisfactory operation as part of the annual maintenance regime. 1 H1 14 Traction, Brake and levelling As part of the annual maintenance regime the traction should be determined to be adequate, the brake functions correctly and the floor levelling is satisfactory. If the brake components cannot be examined by visual examination they should be exposed and examined. 1 E1 A load test should be conducted to confirm that the car / counterweight balance, traction, brake and levelling accuracy are within acceptable limits. 10 E10 H10

86 APPENDIX 7 PERIODIC INSPECTION ELECTRIC LIFTS/PLATFORMS Lift Areas Description of Examination Frequency General Pit area Anti-rebound device and switch (where fitted) Buffers Drive Motor/Generator Gear box Check all components are clean and kept free from dust and corrosion. Check for excess oil/grease at bottom of guides. Check the pit area is clean, dry and free from debris. Check for oil leaks on gears and machines. Check for free movement and operation. Check for equal tension of ropes. Check switch where fitted. Check lubrication. Check oil level. Check lubrication. Check switch where fitted. Check fixings. Check bearings for wear. Check lubrication. Check condition of brushes and commutator. Check gear for wear. Check lubrication. Monthly Bi-Monthly Monthly Monthly Monthly Monthly Traction Sheave Check condition and grooves for wear. Quarterly Brake Controller/VVVF Drive Check braking system. Check parts for wear. Check stopping accuracy. Check cabinet is clean, dry and free from dust. Check and tighten connections. Check all contacts, relays, contactors, timers, electronic components. Monthly Monthly

87 Over speed governor and tension pulley Main rope diverter pulley(s) Car/Counterweight guides Car/Counterweight guide shoes Check moving parts for free movement and wear. Check operation. Check switches. Check condition and grooves for wear. Check bearings for abnormal noise and/or vibrations. Check guarding. Check lubrication. Check for film of oil where required on all guide surfaces. Check fixings. Check guide shoes/rollers for wear. Check fixings. Check lubrication where necessary. Monthly Quarterly Monthly Monthly Monthly Monthly Quarterly Quarterly Quarterly Quarterly Electric wiring Check insulation. Annually Lift car Safety gear(s)/ascending car over speed protection means Suspension ropes/chains Check lighting, emergency lighting, car buttons, alarm and key switches. Check fixings of panels, flooring and ceiling. Check for correct operation of lift top car control unit, Check moving parts for free movement and wear. Check lubrication. Check fixings. Check operation. Check switch. Check for wear, elongation and tension. Check lubrication only where intended. Monthly Quarterly Monthly Quarterly Quarterly Quarterly Monthly Monthly Monthly Bi-annually Rope/chains terminations Check for deterioration and wear. Check fixings. Monthly Quarterly Landing entrances Check operation of landing locks. Check doors for free running. Check door guiding. Monthly Monthly Monthly

88 Car door and operator Check door gaps. Check wire rope, chain or belt when used, for integrity. Check emergency unlocking device. Check lubrication. Check door closed contact or lock. Check doors for free running and speeds. Check door guiding and operator. Check door gaps. Check wire rope or chain when used for integrity. Check passenger door protective device. Check lubrication. Monthly Monthly Monthly Bi-monthly Monthly Monthly Monthly Monthly Monthly Monthly Bi-monthly Floor level Check stopping accuracy at landing. Monthly Final limit switches Check operation. Bi-monthly Motor timers Check operation Bi-monthly Electric safety devices Check operation. Check electric safety chain. Check correct fuses are fitted. Monthly Monthly Monthly Emergency alarm device Check operation. Monthly Landing controls and indicators Check operation Monthly Well lighting Check operation Quarterly Push buttons and indicators (car and floors) Check all lamps functioning correctly Monthly

89 APPENDIX 7 PERIODIC INSPECTION HYDRAULIC LIFTS/PLATFORMS, CONTINUED Lift Areas Description of Examination Frequency General Pit area Buffers Check all components are clean and kept free from dust and corrosion. Check for excess oil/grease at bottom of guides. Check the pit area is clean, dry and free from debris. Check oil level. Check lubrication. Check switch where fitted. Check fixings. Monthly Bi-Monthly Monthly Jack Check for oil leakage. Bi-Monthly Telescopic Jack Check for synchronisation Bi-Monthly Controller/Electronic Valve Cards etc Over speed governor and tension pulley Main ropes and pulley(s) Car/Jack guides Car/Jack guide shoes Check cabinet is clean, dry and free from dust. Check and tighten connections. Check all contacts, relays, contactors, timers, electronic components. Check moving parts for free movement and wear. Check operation. Check switches. Check condition and grooves for wear. Check bearings for abnormal noise and/or vibrations. Check guarding. Check lubrication. Check for film of oil where required on all guide surfaces. Check fixings. Check guide shoes/rollers for wear. Check fixings. Check lubrication where necessary. Monthly Monthly Quarterly Monthly Monthly Monthly Monthly Quarterly Quarterly Quarterly Quarterly Monthly

90 Electric wiring Check insulation. Annually Lift car Safety gear protection means Suspension ropes/chains Rope/chains terminations Landing entrances Car door and operator Check lighting, emergency lighting, car buttons, alarm and key switches. Check fixings of panels, flooring and ceiling. Check for correct operation of lift top car control unit Check moving parts for free movement and wear. Check lubrication. Check fixings. Check operation. Check switch. Check for wear, elongation and tension. Check lubrication only where intended. Check for deterioration and wear. Check fixings. Check operation of landing locks. Check doors for free running. Check door guiding. Check door gaps. Check wire rope, chain or belt when used, for integrity. Check emergency unlocking device. Check lubrication. Check door closed contact or lock. Check doors for free running and speeds. Check door guiding and operator. Check door gaps. Check wire rope or chain when used for integrity. Check passenger door protective device. Check lubrication. Monthly Quarterly Monthly Quarterly Quarterly Quarterly Monthly Monthly Monthly Bi-annually Monthly Quarterly Monthly Monthly Monthly Monthly Monthly Monthly Bi-monthly Monthly Monthly Monthly Monthly Monthly Monthly Bi-monthly Floor level Check stopping accuracy at landing. Monthly Final limit switches Check operation. Bi-monthly Motor timers Check operation Bi-monthly

91 Electric safety devices Check operation. Check electric safety chain. Check correct fuses are fitted. Monthly Monthly Monthly Emergency alarm device Check operation. Monthly Landing controls and indicators Check operation. Monthly Anti-creep device Check operation. Bi-monthly Rupture Valve/One way restrictor Check operation. Quarterly Pressure relief valve Check operation. Quarterly Manual Lowering Valve Check operation. Monthly Hand Pump Check operation. Monthly Hose/Pipe work Check for damage leakage. Quarterly Well lighting Check operation. Quarterly Push buttons and indicators (car and floors) Check all lamps functioning correctly Monthly Check means: To check, inspect, test, lubricate, top up, adjust, reset, realign, replace, repair as necessary to return the component, equipment or system to correct operation, excluding major repairs and works outside the extent of the contract, e.g. misuse, which should be reported to the Client,

92 APPENDIX 8 CONTRACTORS GUIDE TO THE CONTROL OF HEALTHCARE ASSOCIATED INFECTIONS

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100 APPENDIX 9 - ABERDEEN CITY COUNCIL EMPLOYER S REQUIREMENTS SUPPLEMENTARY CONDITIONS Examination of Site(s) The Contractor shall examine the site(s) and shall satisfy himself as to the exact nature and extent of the works including local conditions, means of access, confines of the site, restrictions in respect of loading and unloading vehicles, factors affecting the order execution of the work and the time required for the execution of the works and the supply of and general conditions affecting labour, materials and plant required for the execution of the work. Definitions The Service Desk shall mean the computer system in Aberdeen City Council for the notification of repairs by the premises and the issue of Orders to Contractors for the works. The works item will be recorded in the Log-in Book at time of notification by the premises and the Contractor will log-in against the item and complete the other sections. The Log-in Book is a document on each property used to log the request and to be completed by the Contractors detailing the times when they are on site, the number of workpersons, an accurate description of the work undertaken and a certification by the Contractors that the work has been completed and a quality check undertaken by them. The document is in triplicate, one copy remaining on the premises, one copy retained by the Contractor and one copy being submitted along with the Contractor's account submitted to the Contract Administrator for certification. The Premises shall mean the individual properties listed in Appendix 1. Occupied Premises The properties will be occupied during the progress of the Works. The Contractor must at all times allow the occupants access to these properties and shall arrange to carry out all works in a suitable manner to minimise disturbance to occupants and maintain the continuity of service of the Installation as far as possible. This factor is an important part of the Contract. Access

101 The Contractor must report to the reception desk in each building on arrival and again on completion of each and every visit and comply with the log book procedures defined earlier. The Employer shall afford to the authorised personnel of the Contractor at all reasonable times and with prior agreement, such access to the premises (but not necessarily sole access) necessary for the execution of the Works, provided always that the Employer shall have the right to refuse to admit to, or to order the removal from, the premises of any person employed by or acting on behalf of the Contractor who in the reasonable opinion of the Employer is not a fit and proper person to be on the premises. Action taken under this clause shall forthwith be confirmed in writing to the Contractor by the Employer and shall not relieve the Contractor of his obligations under the Contract. If the Contractor is unable to gain access into any property he must inform the Contract Administrator of this matter as soon as possible by telephone and confirm this with a written statement within 3 days after the telephone conversation. The Contractor shall ensure that in the execution of the works he does not interfere with the operations of the premises, employees or any other Contractor employed on the premises whether or not the Contractor is provided with sole access to the premises. Employment of Labour The Contractor shall issue identification badges to all operatives, which shall be worn on site at all times. The identification will include company name and address, operative name and position in firm and shall include a passport photograph of the operative. Operatives must be signed in and out daily at the property reception. For the purposes of a security audit the Contractor shall provide, within 2 weeks of acceptance, a list detailing the national insurance number, date and place of birth of each site operative to the Contract Administrator. The Contract Administrator reserves the right to refuse entry to the premises to any operative. Contract Works - Response Time by Contractor Allow for complying in all respects with the following Priority Coding for Orders: In case of entrapment (telephone) request - 1 hour from receipt of telephone Emergency call out (telephone) request - 4 hours from receipt of telephone

102 Urgent call out (telephone) request - 48 hours from receipt of telephone Standard call out (written) - 7 working days from receipt of order Non-Urgent call out (written) - 30 working days from receipt of order The call out category will be notified to the Contractor with the order. Carrying Out Works The Contractor will be required to carry out the repair etc as described on the order. Should the Contractor discover that the work instructed is incorrect or insufficient, then a) if minor deviation, he should carry out necessary work and request confirmation of deviation from order afterwards. b) if major deviation, he should request confirmation of instruction from the Contract Administrator prior to carrying out the work and complete repair or amended repair within original time priority stated from date of reissue of order. Minor Repairs Minor repairs or replacements found to be necessary at regular servicing or call out and which are payable as defined may be undertaken up to an estimated cost of 100. Work having an estimated cost in excess of 100 should not be undertaken without the approval (by telephone) of the Contract Administrator. Such verbal approval will be confirmed by written order. Major Repairs Major repairs, which shall be repairs having an estimated cost in excess of 100, found to be necessary at regular servicing, call outs or inspections, under Safety Legislation or Factories Acts, shall be reported immediately to the Contract Administrator. The report will be accompanied by a written estimate of cost. This estimate may be accepted or otherwise at the discretion of the Aberdeen City Council who reserve the right to advertise for and seek competitive offers for the work. Inspection of the Works Where the Contract Administrator has notified the Contractor that the work is to be inspected before being covered or hidden, the Contractor shall give due notice to the Contract Administrator and if any such work is covered or hidden

103 without written authority from the Contract Administrator, it shall be uncovered if required at the Contractors expense. Work Appraisal The Contractor shall provide for the post inspection of a minimum of 5% of work carried out within the scope of this contract to ensure that all materials and workmanship are of good quality and in accordance with the requirements of the contract. The Contractor s supervisor shall submit to the Contract Administrator a list of the jobs inspected together with the date the inspection took place. This list to be submitted to the Contract Administrator at the quarterly review meeting. Where the Contract Administrator has indicated by means of telephone call or letter that work has not been carried out satisfactorily, regardless of priority, the Contractor shall inspect the work within twenty four hours from receipt of an instruction from the Contract Administrator, and shall make it good to the satisfaction of the Contract Administrator within a forty eight hour period from receipt of instruction, at the Contractor s own expense. Dayworks No work will be allowed as Daywork unless previously authorised by the Contract Administrator and confirmed in writing. All vouchers specifying the time daily spent upon the work (and, if required by the Contract Administrator, the workmen s names) and the materials used properly priced and extended, shall be signed by the Contract Administrator. Where Daywork is authorised, the Contract Administrator shall be notified of the commencement and completion of the work, and the items of plant and workpeople concerned are to be solely engaged thereon and not employed upon any other work during progress of the Daywork. Samples and Standards of Materials The Contractor shall allow for obtaining samples of materials as required by the Contract Administrator. Such samples shall be approved by the Contract Administrator before use and application in the works. All material subsequently used in the works is to be of equal quality in all respects to the approved sample. CDM Regulations The Construction (Design and Management) Regulations 2007 do not apply to this contract. However the Contractor is expected to comply with the provisions of Regulation 7 and 13 of the CDM Regulations Asbestos Awareness

104 The Contractor should be informed by the Contract Administrator at the Pre- Start Meeting of the results of any asbestos surveys conducted in the properties. If any of the Contractor s work may involve the disturbance of asbestos materials a written system of work should be agreed by all parties before such work begins. If the building materials used in the construction of the site are not fully and confidently documented the Contractor should proceed with appropriate caution. If materials typically containing asbestos are encountered in the work, these materials should be left undisturbed and the Contract Administrator contacted immediately. Power tools All power tools are to operate at no more than 110 volts or be of a rechargeable battery type. Power or battery operated screwdrivers are not permitted for use on electrical works. Reports Separate reports will be submitted for each duty for each property, in the format detailed. The operative must notify the person-in-charge of the property on arrival and departure and must obtain the signature of the person-in-charge on the report of that visit. The signature will not be proof of hours worked but merely of presence at the property. The operative must also sign the forms and produce identification. The absence of the report, or signature on the report, will result in the accounts being returned to the Contractor for completion and re-submission prior to any payment being issued. Fire precautions The Contractor shall take all necessary precautions to prevent personal injury, death and damage to the Works or other property from fire. Smoking will not be permitted on the works. Where it is necessary to use any naked flame or welding equipment in executing the work and where combustible materials are in use, adequate protection must be given to other adjacent materials and personnel. Suitable fire extinguishers shall be provided and readily available at the position where such work is proceeding. The Contractor shall maintain the designated

105 escape routes and exit doors within any building clear of all materials and plant at all times. Permit to Work Before commencing any portion of work the Contractor must establish the need for and if necessary obtain a Permit to Work. The Contractor s tendered rates shall be deemed to include allowances for time spent in obtaining permits for each portion of the work and claims made by the Contractor shall not be entertained by the Employer in respect of time lost in connection with the issue of permits. However the nett cost of fees and charges by local authorities is reimbursable to the Contractor by the Employer. Permits to Work will be required for, but not limited to:- a) Excavation work b) Hot Work/ welding c) Confined space entry d) Cutting through or disconnecting e0 Access to roofs Nuisance Take all necessary precautions to prevent nuisance from smoke, dust, rubbish, vermin and other causes. The use of radios, cassette and CD players and tape recorders, excessive shouting, abusive language or the like will not be permitted. Protection, drying and cleaning The Contractor must protect the areas adjacent to the works from dust and debris during the course of the contract. It is essential that all rubbish is removed and the property left tidy at the end of each working day. Any damage caused to the building, its services, finishes or any associated works by the Contractor in the execution of the works will be advised by the Contract Administrator in writing not later than seven days after completion of the works and all costs incurred, in rectifying any such damage, will be chargeable in total to the Contractor.

106 The Contractor shall not obstruct any public way or otherwise permit to be done anything which may amount to a nuisance or annoyance, and shall not interfere with any right of way or light to adjoining property. All traffic and police regulations particularly relating to unloading and loading of vehicles must be complied with and all permits properly obtained in due time for the works. The cost of making good required as a result of failure by the Contractor to maintain the property in a secure and weather tight condition, shall be borne by the Contractor. The contractor shall undertake the following, the cost of which shall be deemed included in the rates for measured work. 1. Protect all work and materials on site, including that of Sub Contractors, during frosty or inclement weather. 2. Protect all parts of existing buildings that may be affected by the works using polythene/ dustsheets and make good any damage caused. 3. Prevent damage to existing furniture, fittings and equipment left in the property. Cover and protect as necessary. 4. Protect the adjoining properties by screens, hoardings or any other means to prevent damage or nuisance caused by the works. 5. Dry out the works as necessary to facilitate the progress and satisfactory completion of the works. The permanent heating installation may be used for drying out the works and controlling temperature and humidity levels, but: a) the Employer does not undertake it will be available b) the Contractor must take all responsibility for operation, maintenance and remedial work, and arrange supervision by and indemnification of the appropriate sub-contractors and pay all costs arising. 6. Protect and preserve all trees and shrubs except those to be removed. 7. Treat or replace any tress or shrubs damaged or removed without approval 8. Clean the works thoroughly removing all splashes, deposits, rubbish and surplus materials. a) the Employer does not undertake it will be available b) the Contractor must take all responsibility for operation, maintenance and remedial work, and arrange supervision by and indemnification of the appropriate sub-contractors and pay all costs arising. 6. Protect and preserve all trees and shrubs except those to be removed.

107 7. Treat or replace any tress or shrubs damaged or removed without approval 8. Clean the works thoroughly removing all splashes, deposits, and rubbish and surplus materials. Maintenance of Public Roads The contractor shall make good all damage to public roads, kerbs and footpaths, lawns etc occasioned by exceptional traffic, delivery of materials and building operations generally to the satisfaction of the Contract Administrator and the local authority. Existing mains and services The Contractor shall maintain during the progress of the works, the existing drainage system, water, gas, sewers, electric and other services and is to make arrangements for their continuance and take all necessary steps to protect and prevent damage to them. Should any mains, services ducts or lines be found to be in the way of new works, or require any attention, the Contractor is to seek instructions from the Contract Administrator. Where it is necessary to interrupt any mains or services for the purpose of making either temporary or permanent connections or disconnections, prior written permission shall be obtained from the Contract Administrator and where appropriate from the local authority or public undertaking and duration of any interruption kept to a minimum. The Contractor shall be liable for and shall indemnify the City Council against any claim for damage caused to such underground services by his own operations on the site, whether the Contractors property or not, resulting from the said damage. The Contractor shall not interfere with or interrupt in any way the operation of the existing services, without the prior permission of the contract Administrator, Statutory Authority, Public or Private Owner concerned. Control of Noise Ensure that all measures are taken to control noise levels in accordance with the Noise at Work Regulations 1989, the control of Pollution Act 1974, the control of Noise (Code of Practice for Construction Sites) Order 1975 and BS 5228 including complying with DOE advisory leaflet 72 noise control on building sites. Compressors, percussion tools and vehicles shall be fitted with effective silencers of a type recommended by the manufacturers of the compressors, tools of vehicles. The use of pneumatic drills and other noisy appliance must have the Contract Administrator' consent. The use of radio or other audio equipment will not be permitted.

108 The Contractor should note that all noisy operations such as cutting, drilling and hammering must be carried out outwith normal office hours. All offloading of materials must also be outwith normal office hours. Pollution Take all reasonable precautions to prevent pollution of the works and the general environment. If pollution occurs, inform the appropriate Authorities and the Contract Administrator without delay and provide them with all relevant information. Tipping The Contractor shall ensure that non-hazardous material is disposed of at a tip approved by the Waste Regulation Authority. Pay all charges incurred including Landfill Tax. Remove all surplus hazardous materials and their containers regularly for disposal off site in a safe and competent manner as approved by a Waste Regulation Authority and in accordance with relevant regulations. Retain waste transfer documentation on site. No allowance for tipping charges and Landfill tax charges in connection with materials obtained from site including those arising from demolition or alteration works has been included in the schedule of rates and costs should be included in the Contractors tendered percentage A. Notices and Fees to Local Authorities and Public Undertaking Such fees, charges, rates and taxes paid by the Contractor shall be reimbursed nett to him by the Employer. (See also Works By Public Bodies and Permit to Work) Programme of Works The Contractor shall provide and submit to the Contract Administrator, prior to date of commencement, an annual programme of visits to premises to execute the planned maintenance for the agreement of the Employer. This programme to detail the month in which the Contractor intends to carry out the planned maintenance for each property. The Contractor shall provide and submit to the Contract Administrator, prior to the 10 th of each month, a programme for the subsequent month s visits to premises to execute the planned maintenance and follow up repair work previously identified for the agreement of the Employer. This programme to detail the precise date/time at which the Contractor intends to carry out the work in each property. This programme, when agreed between the Employer and the Contractor, shall be strictly adhered to unless varied in writing by the Employer.

109 The monthly programme will be used to monitor the Contractor s performance against the contract programme. Notification of Visit The Contractor must contact the Head of Establishment of all properties, to confirm date and time of visit, a minimum of 48 hours prior to the day on which the inspection and testing is to be carried out. Review of Contractor s Performance The Contractor will be required to attend a Service Monitoring on a three monthly basis with the Contract Administrator, which shall be held in one of the Employer s offices. The Contractor shall provide and submit to the Contract Administrator at each meeting a written report detailing the Contractor s performance to that date. This report shall detail the following: Progress with the service. Areas of difficulty. Remedial action to be taken if required. The Contractor shall also illustrate the measures adopted to carry out the works in compliance with Health & Safety Legislation and shall provide sample details of method statements or risk assessments for sample work orders. In addition, the Contractor shall provide and submit to the Contract Administrator on a monthly basis, a progress report which shall detail in a suitable format the following information: Order reference number. Date order issued/received. Priority coding of order. Date Contractor attended to order/commenced work. Date work completed. Date invoice submitted. Comments - e.g. reasons for delay For each three monthly meeting the Contract Administrator will review the Contractor s performance against the headings of: Number of instructions issued. Works outstanding. Invoices received. Invoices certified. Invoices outstanding.

110 Complaints received. Overview of service provided/progress against contract programme. Throughout the contract duration any failure to meet the required standards in any of these categories will result in the issue of a default notice, stating the default identified and a reminder of the performance expected. Communications The Contractor shall be responsible for providing immediately upon commencement of the contract all necessary facilities for communication of emergency call outs. The ongoing costs for the communication facilities equipment, callout or service charges and maintenance throughout the contract period shall be borne by the Contractor all excepting call charges incurred by the Employer. The Contractor must have sufficient telephone lines and staff to deal speedily with call outs orders placed by telephone. The Contractor shall also have a suitable fax machine which may be used for transmission or receipt of work orders and other related documentation or information. The Contractor will be expected to have a reliable and speedy line of communication between the operational office base and the tradesmen. Methods acceptable to the Employer are radio paging together with radio control or cellular telephone. Any other methods must be approved in writing by the Employer. The Contractor shall, when requested make available to the Contract Administrator for inspection all wages books and timesheets pertaining to this contract, including those of Sub-Contractors. Facilities The Contractor shall provide everything necessary for the execution of the Works except that the Employer shall make available to the Contractor a supply of electricity and such other services as are reasonably required and available. The Contractor shall be permitted to use these services at its own risk and shall at its own expense provide any apparatus necessary for utilising such services. The Contractor shall be responsible for providing immediately upon commencement of the contract all necessary facilities for communication of emergency call outs. The ongoing costs for the communication facilities equipment, callout or service charges and maintenance throughout the contract period shall be borne by the Contractor all excepting call charges incurred by the Employer. Working Platforms

111 Are to be provided to enable the work to be safely and effectively carried out. The Contractor s attention is drawn to the Health and Safety at Work Act The Contractor s prices in the Schedule of Rates are to include for:- i) temporary staging to provide a working platform up to a height of 3 metres Scaffolding or Towers or Mobile Towers Working platforms greater than 3 metres in height will be dealt with on Daywork by the use of the rates for scaffolding contained in the Schedule of Basic Plant Charges, Fourth Revision 1990 as published by the RICS or by agreement between the Contract Administrator and Contractor. Scaffolding to comply with:- i) BS 5973: 1981 Access and Working Scaffold and Special Scaffold Structure in Steel ii) BS 5974: 1982 Code of Practice for Temporary Installed Scaffold and Access Equipment Sanitary Accommodation The Contractor is to provide adequate suitable and proper sanitary accommodation which must be water-borne and washing facilities for workmen to the standard required by the current Working Rule Agreement. Such facilities shall be kept in a clean and sanitary condition. Building Operations in Winter The contractor must be conversant with the measures and operations described in the booklet Winter Building published on behalf of the DOE and obtainable from HMSO for ensuring the continuity of work and productivity during inclement weather. The operations and measures described in the booklet shall be taken whenever practicable and having regard to nature, scope and programme of the works. Shoring, Screens, Fencing and Hoardings The contractor shall obtain no less than 3 quotes from specialist firms, tendering in competition otherwise, if the Contract Administrator instructs, this shall be re-imbursed by Daywork. Provision of Skips

112 Application must be made to the appropriate local authority department for the siting of any skips required for the collection and removal of contractors waste and rubbish. Charges in connection with the use of skips shall be deemed included in the tendered rates. The cost of removal of rubbish on site not arising from the contract works such as fly tipping or spoil from occupants or other contractors is reimbursable. The Contractor is to ensure that his tendered rates provide for removing rubbish from the site both as it accumulates from time to time and at the completion of the works. Water for the Works The Contractor shall provide all water required for use in the works, by him or by his Sub-Contractors, together with any temporary plumbing, standpipes, storage tanks and the like, and remove on completion. He shall pay all fees and charges in connection therewith and make good all work disturbed. Lighting and Power for the Works The contractor shall provide all artificial lighting and power (electricity and/or gas) for the works, including that required by sub-contractors, together with any temporary wiring, switchboards, distribution boards, poles, brackets, etc. and remove same on completion, and pay all fees and charges in connection therewith and make good all work disturbed. Meter Readings Where charges for service supplies need to be apportioned ensure that meter readings are taken by relevant authority at possession and/or completion as appropriate. Ensure that copies of readings are supplied to interested parties. Operation / Maintenance of Finished Works Where appropriate the Contractor will provide the Contract Administrator with a free copy of the manufacturer s maintenance/ operation manuals for installed equipment.

113 APPENDIX 10 GRAMPIAN POLICE S T R I C T L Y C O N F I D E N T I A L APPLICATION FOR INCLUSION ON GRAMPIAN POLICE S LIST OF APPROVED CONTRACTORS HEALTH, SAFETY AND ENVIRONMENTAL QUESTIONNAIRE Submitted on behalf of: (Contractor) (Date)

114 1. COMPANY INFORMATION Name of Company: Address of Head Operating Office: Tel: Fax: Address of Local Office: Tel: Fax:

115 2. INSURANCE Employer s Liability Insurance held: Insurer: Policy No: Extent Cover: of Expiry Date: Public Liability (Third Party) Insurance held: Insurer: Policy No: Extent Cover: of Expiry Date: Motor Vehicle Insurance held: Insurer: Policy No: Extent Cover: of Expiry Date:

116 3. HEALTH AND SAFETY INFORMATION Person with overall responsibility for health and safety: Designation: Do they have executive authority & clearly defined duties? YES NO If NO, who does? Designation: Does your company employ a competent person(s) to provide Health & Safety assistance? YES NO If yes, please provide: Name: Base: Tel No: Qualifications and Experience: Prescribed Functions for overseeing contract work/personnel: Does your Company employ, or have the services of, a Medical Adviser and / or Occupational Health Nurse? YES NO If YES, please advise: Name:

117 Base: Tel No: Qualifications and Experience: 4. HEALTH AND SAFETY POLICY How many persons does your company employ? If more than five, then please enclose a copy of your Health and Safety policy 5. CONSTRUCTION DESIGN & MANAGEMENT REGULATIONS 2007 In relation to any maintenance carried out at Grampian Police work sites, the Contractor MUST acknowledge that he is aware of and undertakes to the other that in relation to each Order and Site he will duly comply to the CDM Regulations 2007 for the duration of the Contract. Acceptance to comply with CDM Regulations 2007 for the duration of the contract YES NO N/A Does your company have policies and procedures in place to show compliance with the above regulations with regard to the following duty holders as applicable to your undertakings? CDM Co-ordinator Designer Principal Contractor YES NO N/A

118 Sub Contractor Please provide evidence to support the above. 6. ACCIDENT INVESTIGATION AND RECORDS Does your company have an internal Accident Reporting Procedure? If YES, please enclose a copy of your Company s Accident report Form. Does your Company have a formal procedure for investigating and reporting accidents? YES YES NO NO If YES, who investigates? Designation: When applicable, who notifies the Health and Safety Executive? Designation: How many reportable injuries, diseases and dangerous occurrences did your Company report over the past 5 years? (number) If YES, Describe:

119 7. HEALTH AND SAFETY ENFORCEMENT (HSE AND/OR LOCAL AUTHORITIES) Has your company in the last 5 years been served with any enforcement notices? YES NO If YES, give details: Has your Company been prosecuted? If YES, give details: YES NO Are there any prosecutions etc outstanding? YES NO If YES, give details: 8. RISK ASSESSMENT AND SAFE SYSTEMS OF WORK Has your Company developed formalised health and safety procedures to effect the above? YES NO If YES, please enclose details of the appropriate systems and means of enforcement used.

120 What arrangements are made to ensure that these are made known to your Company s employees and that they receive adequate health and safety training? (Please enclose details) Is Personal Protective Equipment provided? YES NO Are there suitable systems for equipment testing and maintenance? YES NO 9. SAFETY AUDITS AND INSPECTIONS OF SITES / PREMISES Are these carried out? YES NO If YES, by whom? Designation: How frequently? Are they recorded? YES NO If YES, please forward copies of the last 5 reports.

121 Who ensures remedial action is taken if required? Designation: 10. SUB-CONTRACTORS Do you question the Health, Safety and Environmental procedures and assess the competence of companies when you place contracts? YES NO If YES, please enclose details of the procedures used for the above If NO, is it your intention to do so? YES NO Please explain your answer: Does your company engage sub-contractors or self employed persons? If YES please attach brief details YES NO 11. COMPETENCE Will you permit a representative of Grampian Police to examine your Company s Health and Safety arrangements and accident records over the last 5 years? YES NO

122 How does your company dispose of waste materials, substances etc? Do you provide health and safety training for managers? YES NO If YES, please give example. Do you provide health and safety training for staff? YES NO If YES, give examples. Are there adequate procedures for recording health and safety training? YES NO

123 DECLARATION I, (Name in Block Capitals). (Title) hereby certify and affirm that the information provided in pursuance of all the foregoing questions contained within this application (and including all additional pages/documents provided in pursuance thereof) is, to the best of my knowledge and belief, true. I further affirm that all material changes will be brought to the attention of Grampian Police. I understand that the answers provided form the basis of the application to be considered for work within Grampian Police. I have the complete authority to sign such application on behalf of; Company Name: Signed: Date: NB: Any contractor who provides inadequate, inaccurate or false information is liable to be excluded from the Approved Contractors List. For Grampian Police s use only Have all the questions been satisfactory answered? YES NO Have all additional documents, papers etc as required been attached? YES NO Has the Contractor been approved? YES NO Additional Comments: Assessing Officer: Designation: Location: Review Date:

124 APPENDIX 11 GRAMPIAN POLICE CONTRACTORS HEALTH AND SAFETY GUIDANCE Contractors Health & Safety Guidance

125 Health, Safety and Environmental Guide for Contractors Index 1. Introduction 2. Legal Guidance 3. Specific Requirements 4. General Requirements 5. Power Supplies 6. Accidents, Dangerous Occurrences Etc 7. Asbestos 8. Welfare and First Aid 9. Fire Precautions 10. Emergency Procedures 11. Insurance

126 Health, Safety and Environmental Guide for Contractors 1. INTRODUCTION The following guidance has been prepared to ensure the safety of Grampian Police's personnel, contractors, sub-contractors and their employees and all other persons having access to Grampian Police premises being affected by conditions thereon. It is the responsibility of each contractor to communicate this guidance to his/her employees, subcontractors etc. and to satisfy themselves that they are conversant with the guidance so that it is strictly followed. Nothing in this booklet in any way relieves the contractor of their legal and contractual obligations.. Note 1: Note 2: All references in this guidance to the terms contractor and their employees shall where applicable, be deemed to include all contractors, sub-contractors, their employees and other persons under their control or direction. Any contractor who fails to strictly comply with their Health & Safety responsibilities is liable to have the contract terminated and the contractor be removed from the Approved List. DEFINITIONS: Facilities Manager Authorised Person CDM Co-ordinator Principal Contractor Appointed person responsible for the overall management & control of contractors working on Grampian Police premises. Person delegated to oversee the day to day running of the contract, or have other executive authority. e.g. Permit to Works etc The appointed persons or company responsible for the preparation of the Safety Plan per contract as required by The Construction (Design and Management) Regulations 2007 The contractor appointed in writing by the client with the responsibilities for the development of the Safety Plan in coordination with the CDM Co-ordinator and for the control of the appointed sub-contractors 2. LEGAL GUIDANCE 1. The contractor must at all times comply with the provisions of the Health and Safety at Work etc. Act 1974, as amended, and all subordinate legislation, and such additional health and safety requirements as may be deemed necessary by Grampian Police's Facilities Manager, or Authorised person(s). Accordingly the contractor must take all necessary precautions at his own cost to ensure the health and safety of their fellow employees, custodies, visitors, the general public and all persons, whether authorised or otherwise, who may be affected by their activities. 2. The Construction Design & Management Regulations 2007 are aimed at improving the overall management and co-ordination of health, safety and welfare throughout all stages of a 'construction' project. The contractor, shall at all times whilst engaged on the contract comply with the Regulations

127 Notifiable projects Grampian Police will appoint a CDM coordinator and Principal Contractor as required by the Regulations. For non-notifiable projects, where there is no CDM Coordinator or Principal Contractor, Grampian Police will ensure sufficient processes are in place to manage health and safety. The level of involvement will be commensurate with the complexity of the work. 3. Where a contractor is likely to endanger or to be endangered by others on Grampian Police premises the Facilities Manager must immediately be notified of such action and circumstances. 4. The contractor, shall at all times whilst engaged on the contract, ensure that his operations are executed under the control and supervision of a competent individual acceptable to Grampian Police's Facilities Manager, and who has received safety training relevant to the works to be executed. 5. The contractor shall, prior to the commencement of the contract works, advise Grampian Police of the name and title of the person responsible for health and safety, the name, qualifications and contact number of any Health and Safety Adviser (internal or external), Adviser and/or Safety Supervisor as appropriate to the contract, and the name of his Line Supervisor and written evidence of his/her relevant health and safety training and competence. 6. The contractor shall ensure that his employees are instructed as to any hazards which exist at their place of work, whether on or off the site of the works, and that they are given such training and supervision as necessary for them to carry out their job safely and satisfactorily in compliance with the Health and Safety at Work etc. Act 1974, Regulations and Codes of Practice thereunder and Grampian Police's Health and Safety Policies and Procedures. 7. The contractor, when requested to, must release their employees to attend Grampian Police's health and safety sessions except where it is prior agreed with the Facilities Manager or that any individual employee has been adequately trained in the subject to which the training session relates or unless the subject of the training course is not relevant to his work. This does not relieve a contractor of his duty to ensure that all his employees are adequately trained in matters of health and safety. 8. The contractor shall deposit with the Grampian Police a copy of his own Company Health and Safety Policy and provide details of the practical arrangements for the enforcing the same. All contractors will be expected to provide like details and information in respect of their sub-contractors. 9. The Facilities Manager or his representative will have the authority to inspect the contractor s work site at any time and if necessary, in their opinion, to halt without recompense any operation in which the contractor is involved which is considered to be in breach of any health and safety legislation, Grampian Police's health and safety policies or safe working practices. The contractor will be liable for any cost or penalties incurred in order to rectify the situation.

128 3. SPECIFIC REQUIREMENTS 1. Permit-to-Work System Grampian Police manage and control Permit-to-Work systems for certain operations, which are considered to pose specific high risk and therefore require more formalised arrangements for health and safety. Meantime a written safe working procedure is required for the contractor for the following operations works on or within: Biohazards, preparation works, laboratories etc. Confined spaces, i.e. sewage works, tank rooms etc. Specific Electrical work, i.e. high / low voltage. Hot work, i.e. welding, burning, brazing roof felting etc. Certain hazardous work on machinery or plant Work in a location where the accidental or unauthorised starting of plant or machinery could cause harm Work where the existence of a known hazard such as flammable or toxic fumes, lack of oxygen or the presence of corrosives might cause injury to that person Work on remotely controlled plant Work on remote sites e.g. hill sites etc. Routine or emergency maintenance Working at height Use of suspended access/cradles (including such items as bosun's chair and abseiling) Work on pressure systems Work on hot water systems Work with asbestos Excavation work Work on lifts 2. Contractors engaged in demolition, steel erection, roofing and cladding or works involving the use of pesticides/wood treatments or asbestos must submit a written Method Statement which clearly defines a safe system of work in respect of the operation being carried out. NOTE : The written procedures for 1 and 2 above must be submitted prior to the commencement of work and must be vetted and approved by Grampian Police's Facilities Manager or his representative. No deviation from these procedures is permitted without gaining the consent of the Facilities Manager or his representative. 3. It is recommended that contractors working in areas such as laboratories and post mortem rooms etc. where there is a risk from human pathogens, seek advice from Grampian Police's Occupational Health Department. 4. Gas appliances or systems may only be worked on by persons registered with the Confederation for the Registration of Gas Installers (CORGI) and competent to work in accordance with the Gas Safety (Installation and Use) Regulations Construction plant operators must hold a current and valid Certificate of Training Achievement (CTA) for the appropriate plant they will operate e.g. cranes,(mobile, crawler etc.), hoists, excavators etc. These certificates must have been issued by the Construction Industry Training Board (CITB) who are the administrating body.

129 6. Scaffolding must only be erected, altered or dismantled by competent persons, holding the appropriate certificate of training i.e. CITB Basic, Advanced Scaffolder s Card. 7. Under the Control of Substances Hazardous to Health Regulations 2004 (COSHH), contractors must submit, for approval, risk assessments to the Facilities Manager for substances covered by these Regulations in order that he may be assured that no third party will be endangered by their use. 8. It is the responsibility of the Contractor to dispose of any waste materials, substances etc. arising from their undertakings in a manner which will conform with the Environmental Protection Act 1990, the Control of Pollution Act 1974 and regulations made thereunder. Contractors therefore must not dispose of any waste material within the Grampian Police premises without the prior consent of the Contract. Any skips brought on site will be lockable type and securely closed unattended. 4. GENERAL REQUIREMENTS 1. Contractors may be required to attend pre-contract meetings. 2. All work areas must be kept clear of extraneous material and at the end of an operation the work area must be cleared of all material and left in a non-hazardous condition. Additionally, in areas containing psychiatric patients, or children, tools, equipment etc. must never be left unattended. 3. Work outwith normal hours (7.30am 17.00pm, Monday Friday), may only be undertaken with the express consent of the Facilities Manager. 4. Contractors are not permitted to use Grampian Police tools, equipment or plant inclusive of scaffold or ladders 5. Contractors must issue their employees with suitable personal protective equipment, as circumstances may require, and diligently enforce their use. Particular attention should be given to eye, head, foot, respiratory and skin protection. 6. Before commencing any work the contractor must report to the relevant head of department etc. timeously and inform them of their undertaking so that the head of department may ensure that the contractor is aware of any hazardous situations, local safe systems of work, policies etc. that may effect them and of the precautions to be taken. 7. Contractors must control the speed of their vehicles in all premises and grounds occupied by Grampian Police to ensure the safety of all persons. Local traffic management systems such as one way routes, no parking areas etc, must be obeyed at all times. Vehicles must operate in accordance with local traffic rules and procedures.

130 8. Contractors may be required to undertake particular precautions to ensure that no undue noise is created. (Noise at Work Regulations 2005) Unauthorised radios/cd players etc. must not be used within Grampian Police premises. 9. Restriction of all means of access and egress to works including corridors. Such restrictions will require prior notice and permission from the Facilities Manager. 10. Local security arrangements must never be breached i.e. doors, windows etc. that are normally locked must not be left unlocked. 11. Grampian Police operates a No Smoking policy and contractors must therefore ensure that their employees do not smoke within Police premises. 12. Contractors must not be under the influence of alcohol or other substances nor bring them into the Grampian Police grounds or premises. 13. Under no circumstances should services (i.e. water, gas, electricity, medical gas lines etc) be isolated or disrupted without prior agreement of the Facilities Manager. 14. Where practicable the Contractor should take special care to prevent unauthorised persons from entering the site. 15. All Contractors personnel must display ID badges bearing the name of the company and a photograph of the wearer. 16. Contractors must ensure that their employees do not trespass onto other areas of Grampian Police premises which do not form part of their site. 5. POWER SUPPLIES 1. Contractors must not use any of Grampian Police s power supplies unless it is stated in the condition of contract or within the Facilities Managers permission. 2. All electrical work must conform to the Electricity at Work Regulations 1989 and current edition of the IEE Regulations. 3. Portable or semi-portable tools must be 110 volts, centre tapped, 55 volts to earth, or be powered by rechargeable batteries. 4. Particular care must be exercised in potentially flammable or explosive atmosphere and/or wet conditions. Work under/over or adjacent to electricity supply cables must not be started until safe system of work has been prepared and agreed with the Facilities Manager.

131 5. Liquefied petroleum gas installations must use solid or flexible armoured pipes and all fittings must comply with current British Standards. 6. Portable liquid petroleum gas appliances must have a minimum hose length of 5 metres (16feet). Storage of gas cylinders must be kept to a minimum and in accordance with current requirement. 6. ACCIDENTS, DANGEROUS OCCURRENCES ETC. 1. All accidents and dangerous occurrences arising from a work activity must be reported to the Facilities Manager. Accidents involving visitors, or staff must be notified immediately. A form 2508 must be completed for each incident. 2. It is the duty of the contractor to inform the Health and Safety Executive and submit an F2508 (Rev 1/96) or F2508A (1/96) in the event of a reportable accident, dangerous occurrence or disease. A copy of the F2508/F2508A must be submitted to the Facilities Manager. If a specified major injury or dangerous occurrence happens, the Health and Safety Executive and the Facilities Manager must be informed immediately by telephone as required by The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR). 7. ASBESTOS Contractors shall make themselves aware of the requirements of the Grampian Police Asbestos Policy and Standard Operating procedure which applies to all Grampian Police owned and leased premises where asbestos is or maybe present. The principles also apply to properties occupied or worked on by Grampian Police staff and representatives in conjunction with the building owner s responsibilities. It has been established that there is no risk to human health from the presence of asbestos in buildings where it is in good condition, undamaged and left undisturbed. It is only when there is a release of asbestos fibres from asbestos products that there is a risk to human health. Asbestos Registers are in place at all Grampian Police locations and must be consulted prior to the commencement of any works. Unplanned release of Asbestos Fibres In the event of an accidental release of asbestos fibres occurring within Grampian Police premises it is essential that danger to the health of persons in the care of Grampian Police is kept to the absolute minimum and that damage to premises and equipment is restricted as far as is reasonably practicable, and to guarantee that essential services are maintained. Any event where it could be considered that asbestos has been released should be treated as an emergency situation and reference should be made to the Asbestos Contingency Plan (as attached). The Facilities Department should be contacted immediately, who will then oversee the identification of the cause of the uncontrolled release and co-ordinate the measures necessary to regain control of the building.

132 8. WELFARE AND FIRST AID 1. Unless otherwise stated within the contract the contractor will be responsible for providing his staff and those of his sub-contractors with adequate welfare facilities, a first aid kit and, where appropriate, a trained first aider or appointed person. 2. All such facilities must be well maintained and kept in good and clean condition. 9. FIRE PRECAUTIONS The contractor is required to comply with the following instructions in addition to any other conditions of contract relating to fire precautions and shall ensure compliance by his subcontractors. These precautions are additional to any which the contractor may be responsible for by statute, and may be amended or added to at the discretion of the Facilities Manager. Fire Action 1. On discovering a fire no matter how small a) Raise the alarm, e.g. break glass of a fire alarm point b) Telephone the Force Control Room, giving location and type of fire (Ext 66422) c) Evacuate the immediate danger area d) Close all doors and windows where possible 2. On hearing the alarm a) Ascertain the area affected b) Act according to local departmental fire procedures 3. Assemble at designated area a) Account for all persons b) Report situation to fire brigade on arrival General Site Precautions 1. To prevent rapid spread of fire, temporary buildings and combustible storage shall be sited as far apart as space will allow. A distance of 6m should be regarded as a minimum fire break. 2. Access to the site shall be at least 3m wide and shall be kept clear for fire service use.

133 3. Fire hydrants shall be kept clear and unobstructed. Indicators must not be removed or obscured. 4. Combustible refuse which cannot be safely disposed of on site shall not be allowed to accumulate but shall be removed from site. Refuse should not be disposed of by burning. Highly Flammable Liquids and Compressed Gas Cylinders. 1. All relevant requirements of the DSEAR Regulations 2002 be complied with. 2. Whether or not the gas is flammable, cylinders shall be kept away from sources of heat and / or potential fire risk. 3. Full and empty cylinders not in use shall be kept in a safe position under cover in the open air or in a store which contractors shall provide external to the building and constructed of non-combustible materials. The store should be well ventilated and free from risk of outbreak of fire. Flame or Spark Producing Apparatus (See also Work in Occupied Premises ) 1. A Hot Work Permit must be obtained for all work involving flame, hot air or arc welding, cutting equipment, brazing and soldering equipment, blow lamps, bitumen boilers and other equipment providing heat or having naked flames 2. All welding, cutting, brazing, plumbers furnaces and other flame or spark producing apparatus shall be inspected and checked by a competent person prior to the issue of a Hot Work permit. The apparatus shall only be operated by skilled tradesmen, each of whom shall be made aware of the following precautions; All litter, rubbish and combustible materials shall be removed from the vicinity of the works. Where combustible material is fixed and immovable, it shall be protected with non-combustible material such as sheet metal or fire a fire blanket. Floors which might be damaged shall be protected from the heat of flames and hot slag. Special care shall be taken to prevent flame, sparks or molten metal reaching combustible material along or down ducts, channels, chases or open-ended pipes, or through holes in walls and floors. Non-combustible material shall be used for temporary plugging of holes. The possibility of damage by heat, which may be conducted by metal work, e.g. through partitions, shall be investigated and combustible material in contact with such metal, removed.

134 Flame or spark producing apparatus shall not be used on or near containers of inflammable liquids or compressed gases. Apparatus shall not be left alight while unattended. An adequate number of appropriate fire-fighting appliances shall be placed readily to hand until all possibility of an outbreak of fire has passed. Jobs involving the use of flame or spark producing apparatus shall not take place within one hour of ceasing work unless the Authorised Person gives written permission. Immediately after completion of work the Danger Area shall be examined closely to ensure that there is no smouldering or incipient fire. N.B. The Danger Area may extend to cavities, voids, rooms, cupboards, ducts or other concealed spaces where despite precautions, lame, hot sparks or where conducted heat may have penetrated. Tar Boilers 1. Boilers for tar or any bituminous material shall be sited in a safe place, at least 6m clear of combustible material. 2. Boilers shall not be left unattended when alight. Breaching Compartment Walls or Fire Barriers 1. The contractor is required, wherever possible, to avoid the need to breach compartment walls or fire barriers. 2. When breaching is required, the contractor must inform the Authorised officer in advance of making any breaches. 3. The responsibility for making good the integrity of firewalls or barriers must be approved by the Authorised Person. 4. The Authorised Person or his deputy must be afforded the opportunity to examine the works before the closing up of areas where the integrity of firewalls or barriers has been breached. 5. If work on passing cables cannot be completed during the working shift the contractor must make temporary reinstatement of the integrity of firewall or barriers before

135 leaving site. The materials used and methods of making temporary reinstatement of the integrity of firewalls or barriers must be approved by the Authorised Person. 6. The contractor must inform the Authorised Person of all temporary reinstatements before leaving the site. NB The Authorised Person has the right to inspect such temporary reinstatements, and if not satisfied with work, require the contractor to carry out any necessary rectification work. Work in Occupied Premises 1. The contractor shall ensure, in conjunction with the person in charge of the premises, that reasonable means of escape remain available and that the occupiers are aware of any hazardous operations. 2. Where flame or spark producing apparatus is to be used in an occupied building, the contractor shall: a. Notify the person in charge of the building where and during what period the apparatus will be used. b. Inspect the areas where the apparatus is being used at meal breaks and at the cessation of work to ensure that no condition exists which might lead to an outbreak of fire. 3. Contractors should not have stores or workshops in any building with custody accommodation Fire Extinguishers Appropriate means of fighting fire shall be provided and maintained readily available to the work in hand. The workmen should know the purpose of and how to use the fire appliance. In Case of Fire 1. In case of fire, the fire service shall be called immediately. 2. The contractor must ensure that all his employees are conversant with the local fire procedures for each location in which they are liable to be working. 3. All fires involving construction sites must be reported to the Contract & Partnerships Manager.

136 10. EMERGENCY PROCEDURES It is the contractor s responsibility to ensure that all of his employees and those of his subcontractors are conversant with any local emergency procedures that may be pertinent to any location where they may be required to work. This information will be made available by relevant heads of department s etc. or their deputies. Equally, contractors must have written emergency procedures in case of any mishap arising from their work i.e. spillage procedures etc. 11. INSURANCE General It is essential that all contractors have insurance protection and minimum standards will be prescribed where contract is not otherwise specific. Contractor s Minimum Requirements 1. Employer s Liability A policy of insurance indemnifying the contractor for claims made against him by his employees for death or injury which arises out of and in the course of their employment. The policy must comply with the Employer s Liability (Compulsory Insurance) Act 1969 and any such amendments and the contractor shall, at the commencement of the contract and thereafter upon request, produce to the Facilities Manager evidence that the required insurance are properly maintained. 2. Public Liability A policy of insurance which will indemnify the contractor and Grampian Police as his principals for claims made against him as a result of the death or injury to persons (other than where the Employer s Liability policy applies) or loss or damage to property (other than his own or his contract works prior to completion) which arise out of or in connection with the contract. The limit of indemnity shall not be less than 2,000,000 for any one occurrence and the cover must remain operative until at least the end of any defects liability period. 3. Motor Vehicle Insurance A policy of insurance which will indemnifies the contractor and the driver and user of any motor vehicle owned, leased or hired by the contractor against claim for the

137 death of or injury to persons or loss or damage to property not owned or in the custody of the contractor. Sub-Contractors The contractor shall not employ any sub-contractor in connection with work unless the subcontractor has also effected similar insurance cover and that the requirements in relation to Assignation and Subletting have been met prior to sub-contractor s employment. Warning: Grampian Police will accept no liability for any loss or damage to contract works, site material or plant or equipment or any consequential loss or expenses or provide any insurance unless specified in the contract. Contractors are therefore strongly recommended to arrange Contractor s All Risks insurance upon such property. 12. HEALTH & SAFETY ORGANISATION Upon request to the Facilities Manager, the contractor will be supplied with the details of the Health and Safety organisation pertinent to the work place(s) that they will be engaged in.

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