Supply and Fitting of Floor Coverings to Sheffield City Council

Supply and Fitting of Floor Coverings to Sheffield City Council

Sheffield City Council wishes to appoint a contractor to supply and fit floor coverings to new and refurbished buildings where required.

United Kingdom-Sheffield: Installation services (except software)

2017/S 063-119226

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Sheffield City Council
Level 8, East Wing, Moorfoot Building
For the attention of: Mrs Sian Holmes
S1 4PL Sheffield
United Kingdom
Telephone: +44 1142057397
E-mail: sian.holmes@sheffield.gov.uk

Internet address(es):

General address of the contracting authority: https://www.sheffield.gov.uk/

Further information can be obtained from: Sheffield City Council
Level 8, East Wing, Moorfoot Building
Contact point(s): Mrs Sian Holmes
For the attention of: Mrs Sian Holmes
S1 4PL Sheffield
United Kingdom
Telephone: +44 1142057397
E-mail: sian.holmes@sheffield.gov.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Sheffield City Council
Level 8, East Wing, Moorfoot Building
Contact point(s): Mrs Sian Holmes
For the attention of: Mrs Sian Holmes
S1 4PL Sheffield
United Kingdom
Telephone: +44 1142057397
E-mail: sian.holmes@sheffield.gov.uk

Tenders or requests to participate must be sent to: Sheffield City Council
Level 8, East Wing, Moorfoot Building
Contact point(s): Mrs Sian Holmes
For the attention of: Mrs Sian Holmes
S1 4PL Sheffield
United Kingdom
Telephone: +44 1142057397
E-mail: sian.holmes@sheffield.gov.uk

I.2)Type of the contracting authority

Regional or local authority

I.3)Main activity

General public services

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:

Supply and Fitting of Floor Coverings to Sheffield City Council.

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

Services
Service category No 14: Building-cleaning services and property management services
NUTS code

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 a single operator

Duration of the framework agreement

Duration in years: 4
Justification for a framework agreement, the duration of which exceeds four years: As the work will be conducted on rolling programmes and as and when requirements, it does not make financial sense for Sheffield City Council to retain Suppliers on a permanent contract when the supplied service is not required.

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 100 000 and 950 000 GBP
Frequency and value of the contracts to be awarded: Not Known.

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

Sheffield City Council (SCC) wishes to appoint a contractor to supply and fit floor coverings to new and refurbished buildings where required and to replace floor coverings in existing buildings where required; as well as SCC Furnished Rental Accommodation, of which there are approximately 1 300 properties that could require floor covering. The contract will be made up of 3 individual Lots.

II.1.6)Common procurement vocabulary (CPV)

51000000, 70000000

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: yes
Tenders may be submitted for one or more lots

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:

Sheffield City Council (SCC) wishes to appoint a contractor to supply and fit floor coverings to new and refurbished buildings where required and to replace floor coverings in existing buildings where required; as well as SCC premises which includes Furnished Accommodation where there are approximately 1 300 properties that require floor covering.
Lot 1 — the supply and fitting of carpets and commercial floor coverings — SCC Business Estate.
Lot 2 — the supply and fit of floor coverings — Furnished Rental Accommodation. Approximately 1 300 furnished rental properties in scope with anticipated requirement for 500 per year.
Lot 3 — the supply of commercial floor coverings — Manor Lane site only.
Estimated value excluding VAT:
Range: between 100 000 and 950 000 GBP

II.2.2)Information about options

Options: no

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)

Information about lots

Lot No: 1 Lot title: Supply and fitting of commercial floorcoverings to scc business estate

1)Short description

BACKGROUND Sheffield City Council wishes to maintain a modern environment in all its offices and other buildings. With this in mind, the Council wishes to appoint a contractor to supply and fit floorcoverings to new and refurbished buildings where required and to replace floorcoverings in existing buildings where required. Although we are not able to mandate Sheffield schools to use the corporate contract, this contract is intended to be open to schools and will be recommended as the Council’s best value supplier.

2)Common procurement vocabulary (CPV)

51000000, 70000000

3)Quantity or scope

Floorcoverings are to be used in commercial conditions and must comply with the relevant British standards or equivalent European legislation.
As a minimum standard all carpets/vinyl/other floor covering must be:-

Stain resistant

Flame resistant

Comply with British Standard or E.U. equivalent

Available in a variety of widths

Available in a variety of colours

Anti-slip

For commercial use
Other requirements to be provided under this contract are:

‘Tapiflex’ floor tiles (vinyl) or equivalent

Flame retardant carpet protector

Floor protector film

‘Polysafe’ lino or equivalent
SAMPLES — Short listed tenderers may be asked to provide samples of all products offered. If so, the Council will request the samples at the tender evaluation stage. Tenderers are asked not to provide samples at the tender return stage.
When floorcoverings are initially fitted in an empty room the contractor will be required to: –

Sweep all rooms to remove any debris prior to fitting

Prepare surfaces, including any necessary screeding or boarding

Fit the appropriate door plates between rooms

All surplus floorcovering and packaging to be removed by the contractor

Inform the appropriate Council Officer of any problems affecting installation
When replacement floorcoverings are required to an occupied room the contractor will be required to: –

Move the furniture in situ

Lift the current floorcovering

Sweep the floor to remove any debris prior to fitting

Prepare surfaces, including any necessary screeding or boarding

Replace the furniture

Remove the old floorcovering and any surplus new floorcovering and packaging

Fit the appropriate door plates between rooms

Inform the appropriate Council Officer of any problems affecting installation
The contractor will be required to strictly adhere to their Health and Safety Policy whilst carrying out any work under this contract.

Minimum standards

Preparation of premises prior to fitting the floorcovering

Fitting of floorcovering

Making good of premises prior to completion.
Estimated value excluding VAT:
Range: between 80 000 and 320 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Requirement for service provision will be called-off from this main Framework Agreement.

Lot No: 2 Lot title: Supply and fitting of floorcovering to furnished rental accommodation

1)Short description

Sheffield Housing Services currently manage 42 000 homes, including 33 sheltered housing schemes and 2 000 leaseholder properties. We provide a furnished rental accommodation service to around 1 300 properties within the city. It is anticipated that the service will be requirement in approximately 500 properties per year.

2)Common procurement vocabulary (CPV)

51000000, 70000000

3)Quantity or scope

Sheffield Housing Services requires the fitting of carpets and / or vinyl to domestic properties within the Furnished Accommodation portfolio. Sheffield Housing Services will advise if whole house carpets are required or individual rooms need carpeting. Carpets are to be fixed to the floor with adhesive. Vinyl to be loose laid or fixed with double sided tape where appropriate.
As a minimum standard the carpets must be:

Twist pile

New and stain resistant

Colour: London Brown, London Grey and London Black or similar by agreement if colour is an issue

Woven polypropylene felt backed

British Standard BS4970 — Anti Static

650 Gram per meter

Heavy domestic use
As a minimum standard the vinyl must be:

R10 anti slip rated cushion floor vinyl with 0.25mm wear layer

Colour: Dark Oak, Beech and Grey slate effect or similar by agreement if colour is an issue
When carpets or vinyl are initially fitted in an empty property the contractor will be required to:

Sweep all rooms to remove any debris prior to fitting

Fit the appropriate chrome coloured doorplates between rooms.

All surplus material and packaging to be removed by the contractor

Inform Furnished Accommodation of any problems affecting installation.
When Replacement carpets or vinyl are required to a property with existing flooring in situ the contractor will be required to:

Move the furniture in situ

Lift the current carpet / vinyl and dispose of appropriately

Sweep the floor to remove any debris prior to fitting

Replace moved furniture

Remove old carpets and any packaging or fitting wastes

Fit the appropriate chrome coloured doorplates between rooms
All tasks are to be completed within 3 working days, which includes day of notification if before 12:00 noon. Furnished Accommodation will advising that keys are available for collection from various sites around Sheffield.
The contractor will carry out the work & return the keys to various sites around Sheffield.
Estimated value excluding VAT:
Range: between 150 000 and 600 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Requirement for service provision will be called-off from this main Framework Agreement.

Lot No: 3 Lot title: Supply of commercial floorcoverings to scc manor lane site

1)Short description

Sheffield City Council wishes to maintain a modern environment in all its offices and other buildings. With this in mind, the Council wishes to appoint a contractor to supply floorcoverings to its Manor Lane site.

2)Common procurement vocabulary (CPV)

51000000, 70000000

3)Quantity or scope

Floorcoverings are to be used in commercial conditions and must comply with the relevant British standards or equivalent European legislation.
As a minimum standard all carpets/vinyl/other floor covering must be:-

Stain resistant

Flame resistant

Comply with British Standard or E.U. equivalent

Available in a variety of widths

Available in a variety of colours

Anti-slip

For commercial use

Other requirements to be provided under this contract are:

‘Tapiflex’ floor tiles (vinyl) or equivalent

Flame retardant carpet protector

Floor protector film

‘Polysafe’ lino or equivalent
SAMPLES — Short listed tenderers may be asked to provide samples of all products offered. If so the Council will request the samples at the tender evaluation stage. Tenderers are asked not to provide samples at the tender return stage.
Items are to be delivered direct to Manor Lane site at direction of Facilities Management Team.
Estimated value excluding VAT:
Range: between 20 000 and 80 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Requirement for service provision will be called-off from this main Framework Agreement.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Not Applicable.

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

Will be agreed upon call-off arrangements being put in place.

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

Not Applicable.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
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: Part 1 — General Information
Background info about organisation: Section 7a Contractor Questionnaire — Part 1
Not scored
Grounds for Mandatory Exclusion: Section 7a Contractor Questionnaire — Part 2
Pass/fail
Grounds for Mandatory Exclusion: Section 7a Contractor Questionnaire — Part 3
Pass/fail
Economic/Financial Standing: Section 7a Contractor Questionnaire — Part 5
Pass/fail
Technical/Professional Ability: Section 7a Contractor Questionnaire — Part 6
Pass/fail
Statutory Compliance: Section 7a Contractor Questionnaire — Part 7
Pass/fail
Failure to pass the suitability assessment will result in immediate elimination from the tender process.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Part 3 — Price Award Criteria — Financial proposals Weighting 60 % 3A -–Pricing Schedule 60 %.
Minimum level(s) of standards possibly required: Suppliers meeting the minimum standards of Quality will be eligible for evaluation on Price. The lowest Price will be the winning bid.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Part 2 — Quality Award Criteria — Method Statement Weighting 40 % 2A — Service and proposals for delivery (including technical requirements). Ability to provide the full range of requirements needed for this contract to include but not limited to the full range of floor coverings required in the correct colour & to the correct standard. Ability to provide the service to a large number and range of establishments in a timely fashion. 20 % 2B — Proposals around the management of the contract (including Account management, vendor management, service levels, performance indicators. Propose ideas & suggestions for achieving additional cashable and efficiency savings 10 % 2C — Skills experience and competency of staff who will be working on the contract 10 %.
Minimum level(s) of standards possibly required:
Failure to achieve 50 % of the available points for any one criterion, in any gateway, may bar a tender from further consideration. Additionally, tenders must achieve an aggregate quality point score of 67 % to be considered for advancement to the Part 3 Price evaluation.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

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

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
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:

DN250314
IV.3.2)Previous publication(s) concerning the same contract

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: 21.4.2017 – 15:00
Payable documents: no

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

25.4.2017 – 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

until: 25.4.2017

IV.3.8)Conditions for opening of tenders

Date: 25.4.2017 – 12:00
Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 4 years.

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
VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Sheffield City Council
Commercial Services, Floor 8 East Wing, Moorfoot Building
S1 4PL Sheffield
United Kingdom
E-mail: sian.holmes@sheffield.gov.uk
Telephone: +44 1142057397
Internet address: www.sheffield.gov.uk

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: 10 day Standstill period will be in effect 8 — 18 May 2017.

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

Sheffield City Council
Commercial Services, Floor 8 East Wing, Moorfoot Building
S1 4PL Sheffield
United Kingdom
E-mail: sian.holmes@sheffield.gov.uk
Telephone: +44 1142057397
Internet address: www.sheffield.gov.uk

VI.5)Date of dispatch of this notice:

28.3.2017

 

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