request for participation for the replacement and maintenance of … · 2018. 7. 2. · advanced...

CENTRAL PROCUREMENT & SUPPLIES UNIT

MINISTRY FOR HEALTH

UB002, Industrial Estate, San Gwann – SGN3000 Tel: (+356) 2592 4000 E-mail: [email protected]

Ministry for Health

Our Ref: CPSU 0960/18/18

RFP Publication Ref: RFP 009-60029/18

Publication Date: 3rd July 2018

Request for Participation

for the Replacement and Maintenance of the Fire Detection System at Mater Dei Hospital and Maintenance of the Fire Detection System

at the Sir Anthony Mamo Oncology Centre

1. Purpose and scope of this request

The Central Procurement and Supplies Unit within the Ministry For Health Malta needs to identify parties capable of carrying out the Replacement and Maintenance of the Fire Detection System at Mater Dei Hospital and Maintenance of the Fire Detection System at the Sir Anthony Mamo Oncology Centre

2. Works required

The proposed scope of works shall involve:

A. The provision of the maintenance service for the Fire Detection System at Mater Dei Hospital and Sir Anthony Mamo Oncology Centre. Maintenance Service to cover all related servers, software and licenses, all canalisation, cabling, controls, sensors, interfaces, filters, accessories, ancillary equipment, etc.

I. Planned Preventative Maintenance shall include the planned and scheduled

maintenance, systematic testing, lubrication, specific plant and equipment cleaning, checking and monitoring for defects of the Site’s Equipment in accordance with the periodic requirements that the Contracting Authority considers as being both appropriate, necessary and required under the Contract.

II. Reactive Maintenance Urgent shall include all incidents of reactive maintenance necessary to facilitate repair and/or replacement of the Equipment that are not operational and are stopping critical operations that may create a hazard to patients, staff and visitors which may impact directly on their safety or the environment and where there is no work-around.

III. Reactive Maintenance Normal shall include all incidents of reactive maintenance necessary to facilitate repair and/or replacement of the Equipment that are degraded and yet still operational but such degradation does not directly or indirectly impact on the safety of patients, staff and visitors.

Ministry for Health 2

IV. Emergency Call-Out Services shall include incidents of emergency rapid reactive response that is necessary to facilitate immediate situation intervention in order to make safe, repair and or replacement of the Equipment that are not operational and that are stopping high-profile mission critical operations and/or is creating a serious hazard to patients, staff and visitors which may impact directly on their safety or the environment and there is no work-around.

B. The supply and installation of new fire detectors in replacement of existing one.

C. The supply and installation of new batteries in replacement of the existing ones when suggested by the equipment’s manufacturer. Brand and model are to be specified by the equipment’s manufacturer and are not to be installed later than 3 months from battery manufacturing date. The capacity is not to be less than the existing ones. Old batteries are to be properly disposed of by the contractor. Contractor is to have all new batteries with date of installation engraved on them and must come with a 2 year warranty.

D. Replacement of the Fire Detection System (for which spare parts are out of production):

I. The study of the existing system and design a system that matches or supersedes the

existing one and have it integrated with the already installed detection system from Advance Electronics

II. Supply, installation and commissioning of the designed new system in replacement of the existing one. All drawings and details of the installed system will be provided during the Request for Participation submission period by appointment only.

E. Minor works that may be required by the Contracting Authority. All modifications or new

installations are to be certified by the contractor’s fire consultant. 3. Technical Specifications

The fire detection at Mater Dei Hospital is from Kidde (which is to be replaced with a system from Advanced Electronics) and that at the Sir Anthony Mamo Oncology Centre is from Advanced Electronics. Details of manufacturers for the different type of fire detection system components are listed below

System Mother Company

Fire Detection & Alarm Kidde, Prescient, Apollo, Vesda, Advanced Electronics, Vimpex

Cause & Effect Matrix including interfacing with Building Management System (BMS)

Advanced Electronics

Beam Detection Apollo, Westminster International

Interested Economic Operators must be willing to provide the service for a period of TEN (10) years. The place of acceptance of the supplies shall be as and where directed by the Department of Health,

and the INCOTERM2010 applicable shall be Delivery Duty Paid (DDP).


4. Terms under which this information is being provided

The information and any accompanying documentation is provided for the guidance of interested parties. Whilst the information contained has been prepared in good faith, it is not comprehensive. Accordingly, no representation, warranty or undertaking, express or implied, is or will be made in relation to the accuracy, adequacy or completeness of this document. The Government of Malta reserves the right to change without notice the basis of, or procedures for the provision of this service and can withdraw from or cease discussions or negotiations with any interested party at any time and without ascribing any reason therefore. The Government will not be liable for any resulting actual, direct or consequential damages, losses or liabilities incurred by any person.

5. Submission of interest

Requests to participate are to be submitted only through email: [email protected] The following information must be included in the submission: A. Registered office address, telephone number, facsimile number and contact name and e-mail address for

correspondence purposes;

B. Provide evidence including copies of applicable original documentation that the following key experts will be engaged on these works/services if selected:

i. Provide one such key expert with at least 5 (five) years experience, who is either a Maltese warranted

engineer or a foreign licensed/authorised person who was awarded the warrant to act as a Warranted Engineer in Malta according to Maltese Law, in either Electrical Engineering OR Building Services;

ii. Provide one such key expert specifically trained and underwent specialised training on the use and maintenance for each of these systems:

Fire Detection and Alarm System

Cause & Effect Matrix including interfacing with Building Management System (BMS);

iii. Provide one such key expert specifically certified to work on the equipment by the mother company for the equipment installed at Mater Dei Hospital and Sir Anthony Mamo Oncology Centre (SAMOC) for the following systems:


Cause & Effect Matrix including interfacing with Building Management System (BMS);

iv. Provide one such key expert with at least 5 (five) years experience as a fire consultant who is either a Maltese warranted engineer or architect or a foreign licensed/authorised person who was awarded the warrant to act as a Warranted Engineer or architect in Malta according to Maltese Law;

C. Provide evidence that all personnel to be used for the execution of this contract are specifically trained

and underwent specialised training on the use and maintenance of the systems. D. Provide evidence of relevant experience in carrying out services of a similar nature over the past 5 years

including the nature and value, as well as contracts in hand and contractually committed. Similar nature is defined by the technology used and size of installation

Provide evidence that it is either an authorised representative (covering the Maltese region) or have arrangements in place with authorised representatives or distributors for the supply of vital materials and spare parts for each of the systems installed at Mater Dei Hospital and Sir Anthony Mamo Oncology Centre (SAMOC) included within the scope of this dossier. Supplies need to be original with original certification from the Manufacturer.


System Mother Company

Fire Detection & Alarm Kidde, Prescient, Apollo, Vesda, Advanced Electronics, Vimpex


Advanced Electronics

Beam Detection Apollo, Westminster International

E. Provide evidence that for at least 3 years over the past 5 years the tenderer has managed works in similar

contracts in a hospital OR in a number of projects that altogether can be considered equivalent and incorporate installation and maintenance of ALL the following systems:



F. Provide copy of the certification from the Loss Prevention Certification Board (LPCB) or equivalent in requirements for engaging in the design, installation and commissioning and servicing of fire detection and alarm systems.

G. Provide copy of a valid ISO 9001:2008 certificate.

Eligibility and Award Process

The Economic Operator will be considered to be technically compliant if it meets all the requirements and certifications as requested in the Submission of Interest and the Technical proposal. The Contracting Authority will evaluate the technical offer/s submitted. In case that more than one submission is found to be technically compliant, the RFP process will be cancelled and a competitive process through an open tender will be initiated. If only one submission is received or only one is found to be technically compliant, the Contracting Authority will enter into negotiations with the economic operator.


Special Conditions These conditions amplify and supplement, if necessary, the General Conditions

governing the contract. Unless the Special Conditions provide otherwise, those

General Conditions remain fully applicable. The numbering of the Articles of the

Special Conditions is not consecutive but follows the numbering of the Articles of

the General Conditions. Other Special Conditions should be indicated afterwards.

Article 2: Notices and Written Communications

2.4 All communications following the award of the contract are to be addressed to CEO CPSU (MfH), Central Procurement & Supplies Unit, UB002, Industrial Estate, San Gwann, SGN 3000.

Article 5: Supply of Information

5.1 Further to the provisions of the General Conditions, Any supporting documents that may be

required by the Contracting Authority are to be provided.

Article 6: Assistance with Local Regulations

6.1 As per General Conditions.

Article 7: Obligations of the Contractor

7.12 The Contractor shall, within 15 calendar days of receipt of the contract, sign and date

the contract and return it together with a copy of the Performance Guarantee. The

Contractor is further obliged to forward the original performance guarantee to the

Contracting Authority. The Contract will not be endorsed by the Contracting

Authority/Central Government Authority until the performance guarantee is submitted.

The amount of the guarantee shall not exceed 4% where the amount of the total contract

value is between €10,000 and €500,000 ex VAT, and 10% where the amount of the total

contract value is €500,000 or above.

7.15 The performance Guarantee shall be released two months after contract expires

Article 13: Medical, Insurance and Security Arrangements

13.3 As per General Conditions.


Article 15: Scope of the Services

15.1 The scope of the services is defined in Clause 1 under “Purpose and scope of this request”

A. The provision of the maintenance service for the Fire Detection System at Mater Dei and Sir Anthony Mamo Oncology Centre. Maintenance Service to cover all related servers, software and licenses, all canalisation, cabling, controls, sensors, interfaces, filters, accessories, ancillary equipment

B. The supply and installation of new fire detectors in replacement of existing one.

C. The supply and installation of new batteries in replacement of the existing ones when

suggested by the equipment’s manufacturer

D. Replacement of the Fire Detection System (for which spare parts are out of

production):

F. Minor works that may be required by the Contracting Authority. All modifications or new installations are to be certified by the contractor’s fire consultant.

Article 16: Personnel and Equipment

16.4 Contractor is to provide the qualifications and certificate for all the Key Personnel as required

by the Contracting Authority.

Article 18: Execution of the Contract

18.1 Contract commences from the last signature of signing of the contract and will be valid for a

period of Ten (10) years.

Article 19: Delays in Execution

19.2 The service is to be monitored through KPI and penalties for non conformities are accordingly

applied.

Article 20: Amendment of the Contract

20.5 For repetition of services and additional services modification of contract should not exceed


50%. This may be used in special circumstances and only upon approval of DG

Article 24: Interim and Final Progress Reports

24.1 To be provided accordingly

Article 26: Payments and Interest on Late Payment

26.2

As per General Conditions.

Article 27: Pre-Financing Guarantee

27.2 Not applicable.

30.1

Article 30: Revision of Prices

In respect of hourly or daily rates, will be revised in line with any increases determined by

Government in respect of its policies. Such revision of prices shall be applicable between the

closing date of the call for tenders and the conclusion of the contract (as applicable).


Extracts from the Public Procurement Regulations

Part IX of the Public Procurement Regulations

Appeals from decisions taken after the closing date for the submissions of an offer 270. Where the estimated value of the public contract meets or exceeds five thousand euro (€5,000) any tenderer or candidate concerned, or any person, having or having had an interest or who has been harmed or risks being harmed by an alleged infringement or by any decision taken including a proposed award in obtaining a contract, a rejection of a tender or a cancellation of a call for tender after the lapse of the publication period, may file an appeal by means of an objection before the Public Contracts Review Board, which shall contain in a very clear manner the reasons for their complaints. 271. The objection shall be filed within ten calendar days following the date on which the contracting authority or the authority responsible for the tendering process has by fax or other electronic means sent its proposed award decision or the rejection of a tender or the cancellation of the call for tenders after the lapse of the publication period. 272. The communication to each tenderer or candidate concerned of the proposed award or of the cancellation of the call for tenders shall be accompanied by a summary of the relevant reasons relating to the rejection of the tender as set out in regulation 242 or the reasons why the call for tenders is being cancelled after the lapse of the publication period, and by a precise statement of the exact standstill period. 273. The objection shall only be valid if accompanied by a deposit equivalent to 0.50 per cent of the estimated value set by the contracting authority of the whole tender or if the tender is divided into lots according to the estimated value of the tender set by the contracting authority for each lot submitted by the tenderer, provided that in no case shall the deposit be less than four hundred euro (€400) or more than fifty thousand euro (€50,000) which may be refunded as the Public Contracts Review Board may decide in its decision. 274. The Secretary of the Public Contracts Review Board shall immediately notify the Director, the Ministerial Procurement Unit and, or the contracting authority, as the case may be, that an objection had been filed with his authority thereby immediately suspending the award procedure. 275. The Department of Contracts, the Ministerial Procurement Unit or the contracting authority involved, as the case may be, shall be precluded from concluding the contract during the period of ten calendar days allowed for the submission of appeals. The award process shall be completely suspended if an appeal is eventually submitted. 276. The procedure to be followed in submitting and determining appeals as well as the conditions under which such appeals may be filed shall be the following:

(a) any decision by the General Contracts Committee, the Ministerial Procurement Unit or the Special Contracts Committee or by the contracting authority, shall be made public by affixing it to the notice-board of the Department of Contracts, the Ministerial Procurement Unit or of the office of the contracting authority, as the case may be, or by uploading it on government’s e-procurement platform prior to the award of the contract if the call for tenders is administered by the Department of Contracts;

(b) the appeal of the complainant shall also be affixed to the notice-board of the Public Contracts Review Board and shall be communicated by fax or by other electronic means to all participating tenderers;

(c) the contracting authority and any interested party may, within ten calendar days from the day on which the appeal is affixed to the notice board of the Review Board and uploaded where applicable on the government’s e-procurement platform, file a written reply to the appeal. These replies shall also be affixed to the notice board of the Review Board and where applicable they shall also be uploaded on the government’s eProcurement platform;

(d) the authority responsible for the tendering process shall within ten days forward to the chairman of the Public Contracts Review Board all documentation pertaining to the call for tenders in question including files and tenders submitted;


(e) the secretary of the Review Board shall inform all the participants of the call for tenders, the Department of Contracts, the Ministerial Procurement Unit and the contracting authority of the date or dates, as the case may be, when the appeal will be heard;

(f) when the oral hearing is concluded, the Public Contracts Review Board, if it does not deliver the decision on the same day, shall reserve decision for the earliest possible date to be fixed for the purpose, but not later than six weeks from the day of the oral hearing:

Provided that for serious and justified reasons expressed in writing by means of an order notified to all the parties, the Public Contracts Review Board may postpone the judgment for a later period;

(g) the secretary of the Review Board shall keep a record of the grounds of each adjournment and of everything done in each sitting;

(h) after evaluating all the evidence and after considering all submissions put forward by the parties, the Public Contracts

Review Board shall decide whether to accede or reject the appeal or even cancel the call if it appears to it that this is best in

the circumstances of the case.


Documents required to be submitted for Participation

Interested Economic Operators are to submit a technical proposal for the services

being requested.

Clause 5 Submission of interest as above

No financial offer should be submitted at this stage.

Each Economic Operator is responsible to provide all the services being mentioned above for the duration

of the contract. Interests that do not cover all the services mentioned above will not be considered.


Instructions to Interested parties

Clarification Period: Economic Operators may submit any clarifications or request additional information from the Contracting Authority by not later than 21st July 18 at 12.00pm. Any requests for clarifications are to be submitted by email on [email protected]

The last date on which additional information can be issued by the Contracting Authority is 31st July 2018 at 12.00pm. Any clarifications and additional information will be uploaded on the CPSU website in the section ‘Request for Negotiation Procedure’.

Clarification notes will constitute an integral part of the original published procurement documentation, and it is the responsibility of the Economic Operators to visit the website and be aware of the latest information published online prior to submitting their Request for Participation.

Submission of Request to Participate: Requests to participate are to be submitted through [email protected] by not later than 10:00 hrs on Thur 2nd August 2018 and shall, at least include the following information:

Full name of Service Provider;

Address of Service Provider;

Full name of contact person;

Contact Telephone Number / Mobile Number & Fax Number;

E-mail Address;

VAT number.

All the information, technical documentation and Certification requested in the previous section of this call.

Technical Questionnaire form is to be filled completely and referred.

All documents are to be submitted as per Literature List provided with this RFP. Submissions must be provided in Word, Excel, pdf or jpg formats. No links are to be provided for Technical Specifications. These should be attached with the offer. Other formats will NOT be considered. Please note that ALL submissions/documentation must include the Reference number. In cases, where this information is not included, the Contracting Authority reserves the right NOT to consider the offer. Offers submitted that do not conform to specifications and conditions will not be considered. Please note that it is entirely the Economic Operator’s responsibility to ascertain that the submission is received BEFORE the deadline for submission of Request for Participation.

mailto:[email protected]


All Requests for Participation should be sent only by email on [email protected] by 10:00 am on Thur 2nd August 2018 clearly indicating the reference number of this call in the subject of the email.

ANY SUBMISSIONS AFTER THIS DATE AND TIME WILL BE AUTOMATICALLY REJECTED.