Sales and Marketing Tender

Sales and Marketing Tender

Family Mosaic Show and Marketing Suite Homes framework.

United Kingdom-London: Architectural and related services

2014/S 091-158461

Contract notice

Works

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Family Mosaic Housing
Albion House, 20 Queen Elizabeth Street
For the attention of: Michael Harrington
SE1 2RJ London
UNITED KINGDOM
Telephone: +44 2070891246
E-mail: procurement@familymosaic.co.uk

Internet address(es):

General address of the contracting authority: http://www.familymosaic.co.uk

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Body governed by public law

I.3)Main activity

Housing and community amenities

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

Family Mosaic Show and Marketing Suite Homes framework.

II.1.2)Type of contract and location of works, place of delivery or of performance

Works
Design and execution
Main site or location of works, place of delivery or of performance: These sites will vary from new development to new development, dependant on location.
NUTS code UKJ,UKI

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement

II.1.4)Information on framework agreement

Framework agreement with several operators
Number of participants to the framework agreement envisaged: 5

Duration of the framework agreement

Duration in years: 4

II.1.5)Short description of the contract or purchase(s)

Below are the key objectives that we are looking to achieve under the new contract:
Show Home:
— Produce a plan for the Sales and Marketing team to meet all requirements and showcase the property and development in the most positive way within agreed budget and timescale.
— Designing of the whole of the show home apartment, taking account of each development’s niche requirements and Unique Selling Point (USP).
— Liaising with the Sales and Marketing department on the choice of fixtures and fittings available before fit-out for all rooms, reporting on reasons behind recommendations including such as space management or furniture durability.
— Along with proposals for dressing show home, to produce a written explanation as to why choices were made, how the space was used, durability of furniture chosen etc for use on Family Mosaic website, marketing material and social media channels.
— Supplying all furniture, fittings and decorative items as agreed in the strategy for each development.
— On supply of furniture, to produce a break down of costs to be included in reservation forms when show home is sold ‘fully furnished’.
— As well as costs, ensuring availability of furniture and fittings, so they can then be offered to buyers allowing them to mimic some aspects of the show home. With fully or part furnished options available.
— Decorating of the show home or confirmation that other decorative works such as any wallpapering/painting that is not to be obtained from site contractors is included in any quotes.
— Installation services, that should include the removal of all packaging and waste such that the show home are to be left clean and ready to view immediately after installation.
— Possible inclusion of bespoke built in furniture, that make a feature of the room, that can be offered exclusively to buyers allowing us a competitive advantage over other developments in the area.
— Offering design tips to first time buyers that can be passed on directly or used on our website, both specific to the unit layouts available on the development they are buying at and more generic.
— To be available for comment and recommendations when we are producing floor plans of properties in regards to potential furniture layout, electrical points, kitchen and bathroom layouts and any other relevant advice.
— Assistance with the selection of internal specification at build contract stage, advising on fixtures and fittings that are sympathetic with overall architectural design of the building. e.g. selecting; flooring, tiling, kitchen worktops, kitchen cabinetry.
— Appropriate project management; all individual projects are to be overseen by a named contact from inception to installation.
— Reporting and feeding back Key Performance Indicators (KPIs) and other reports regularly as required, and
Marketing Suite:
— Produce a project plan with the Sales and Marketing team including key target dates to meet all requirements and attract potential buyers for each development within agreed budget and timescale.
— Designing of the whole of the necessary marketing suites and/or offices where required, taking account of each development’s niche requirements and Unique Selling Point (USP).
— Surveying each marketing suite site before fitting (such as electrical wiring) and reporting back for Family Mosaic who will organise relevant works to be carried out by the contractor on site.
— Strong branding for the marketing suite office such that both the estate agency and Family Mosaic branding are not compromised.
— Decorating of the marketing suite or confirmation that other decorative works such as any wallpapering/painting that is not to be obtained from site contractors is included in any quotes.
— Supplying all furniture, fittings and decorative items as agreed in the strategy for each development.
— Installation services, that should include the removal of all packaging and waste such that the marketing suite are to be left clean and ready to view immediately after installation.
— An entry for the marketing suite office which greets visitors with impact, giving the impression that they have entered a high class development in general, as well as providing appropriate branded livery for the sales consultants to add to the effect.
— Artwork for signage will be supplied by the design agency but the marketing suite designer will be expected to propose the style of display and suggestions for the flow of information.
— Monitoring trends in the local residential property market, as well as competitor offerings for both Private Sale and Shared Ownership ventures to ensure marketing suites and show homes are continually innovative.
— Areas where visitors can wait and browse information about the site and properties, possibly through the use of iPad’s or other electronic devices.

II.1.6)Common procurement vocabulary (CPV)

712000007150000070110000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

II.1.8)Lots

This contract is divided into lots: no

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The existing Family Mosaic brand has been synonymous with affordable homes and housing services in London and Essex. However, in order to maximise purchase prices and widen sales for Family Mosaic’s Private Sales, hence services that shall be required as part of this framework vary, Family Mosaic still require marketing the various developments across the south east. There are some instances that shall only a show home whereas some private sale developments will need both a marketing suite and show home.
Requirements include, but are not limited to:
General:
— A strategy for the Sales and Marketing team to meet all requirements for each development and within budget, timescales and attracting potential buyers.
— Sharing expertise to first time buyers that can be passed on directly or used on our website, specific to the unit layouts available on site.
— Reporting on reasons behind recommendations including such as space management or furniture durability.
— Dedicated project management for each development with contact, who sticks to the timeframes Family Mosaic have set.
— Monitoring trends in the local residential property market, as well as competitor offerings for both Private Sale and Shared Ownership ventures to ensure continual innovation.
— Installation services which includes the removal of all packaging and waste prior to their opening.
— Reporting and feeding back Key Performance Indicators (KPIs) and other reports regularly as required.
Marketing Suite:
— Designing the marketing suites and show home apartments, taking into account each development’s niche requirements and Unique Selling Point (USP).
— Supplying all furniture, fittings and decorative items to match the target audience for each development.
— Availability of furniture, which can also be offered to buyers allowing them to mimic some aspects of the show home. With fully part furnished options available.
— Liaising with the sales and marketing department on the choice of fixtures and fittings available before fit-out for all rooms.
— A decorated marketing suite office suitable for each development, as well as providing branding livery for the sales consultants.
— A work space for two sales consultants with room for desks and filing, waiting area for visitors with Family Mosaic approved literature and private meetings areas for buyers and sales consultants discuss options openly.
— Surveying each marketing suite site and reporting back for Family Mosaic who will organise relevant works to be carried out by the contractor on site.
— Decorating of the project.
— Liaise directly with the design agency for each development to ensure the marketing suite continue to fit within Family Mosaic’s ideology.
— Installation services which includes the removal of all packaging and waste prior to their opening.
Show Homes:
— Supplying all furniture, fittings and decorative items to match the target audience for each development.
— Availability of furniture, which can also be offered to buyers allowing them to mimic some aspects of the show home. With fully part furnished options available.
— Liaising with the sales and marketing department on the choice of fixtures and fittings available before fit-out for all rooms.
— Decorating of the project.
— Liaise directly with the design agency for each development to ensure the show homes continue to fit within Family Mosaic’s ideology.
— Offer advice and recommendations when deciding on floor plans for furniture layout, electrical points, kitchen and bathroom layouts and any other points.
Estimated value excluding VAT:
Range: between 1 500 000 and 2 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: A fully managed design a build service to provide our new developments with Show homes and marketing suites.

II.2.3)Information about renewals

This contract is subject to renewal: no

II.3)Duration of the contract or time limit for completion

Duration in months: 48 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

The contracting authority reserves the right to require deposits, guarantees, bonds or other forms of appropriate security. Details will be set out in the contract documents.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Delivery payment. This is payment for services supplied in arrears and paid within 30 days of invoices receipt. Details will be sent out in the contract documents.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

The contracting authority reserves the right to require groupings of services providers to take particularly perform or to require a single service provider to take primary liability or require that each party undertakes joint and several liability.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Service Level Agreements and Key Performance Indicators. As well as all UK construction standards and regulations.
III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: All applicants will be asked to confirm in a pre-qualification questionnaire the status of the applicant in relation to regulation 23 of the Public Contracts Regulations 2006 SI 2006/5 as amended.

You will need to request by email a request for a copy of the contract documents to procurement@familymosaic.co.uk

You will then be required to follow the instructions as per the contractual documents for submission.
PQQs will be evaluated before deciding which tender documents to priogress to ITT stage.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Applicants will need to comply with Regulation 24 of the Public Contracts Regulations 2006 SI 2006/5.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
The service providers will need to comply with Regulation 25 of the Public Contracts Regulations 2006 SI 2006/5.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

IV.3.2)Previous publication(s) concerning the same contract

no

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 19.6.2014 – 12:00
Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

19.6.2014 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 9 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Date: 19.6.2014 – 12:00

Place:

Albion House, 20 Queen Elizabeth Street, London SE1 2RJ.

 

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no

VI.3)Additional information

Family Mosaic reserves the right to stop the procurement for any reason at any time and will clearly notify all parties interested with their reason.
VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Royal Courts of Justice
Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 207947600

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Family Mosaic shall comply with the requirements of Regulation 29A and 32 of the Public Contracts Regulations 2006 (which incorporates Directive 2004/12/EC into English law) as amended to incorporate the requirements of the Remedies Directive (2007/66/EC) when notifying economic operators of the outcome of this procurement.

VI.4.3)Service from which information about the lodging of appeals may be obtained

Cabinet Offices details
SW1A 2AS London
UNITED KINGDOM

VI.5)Date of dispatch of this notice:

9.5.2014

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