Building Materials Tender Birmingham

Building Materials Tender Birmingham

Distribution and Supply of Building and Construction Materials for use in Planned and Responsive Maintenance and Development and Operation of a Managed Store Service.

UK-Birmingham: building materials

2012/S 80-131424

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Central Housing Investment Consortium Ltd (CHIC)
Unit 1, 14 Hylton Street
For the attention of: Neil Jones
B18 6HN Birmingham
UNITED KINGDOM
Telephone: +44 1942826788
E-mail: chiceemresponsive@valueworks.co.uk
Fax: +44 1942237968

Internet address(es):

Address of the buyer profile: https://tenders.e-marketplaces.co.uk

Electronic access to information: https://tenders.e-marketplaces.co.uk

Electronic submission of tenders and requests to participate: https://tenders.e-marketplaces.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: yes

Efficiency East Midlands
Icon Business Centre
NG15 0DT Nottingham
UNITED KINGDOM

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

Distribution and Supply of Building and Construction Materials for use in Planned and Responsive Maintenance and Development and Operation of a Managed Store Service.
II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Purchase
NUTS code UK

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
maximum number of participants to the framework agreement envisaged: 60
Duration of the framework agreement

Duration in years: 4
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 15 000 000 and 2 500 000 000 GBP

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

Central Housing Investment Consortium Limited (CHIC) and Efficiency East Midlands Limited (EEM) are consortia of local authorities, ALMOs (Arms Length Management Organisations) and Registered Provider housing organisations: the names and addresses of the current members of CHIC and of EEM are set out below at VI.3.
CHIC and EEM are acting in their own right and as central purchasing bodies for and on behalf of all the organisations, existing and future, described below at VI.3 and are advertising by this Contract Notice their requirement to procure frameworks for the management, supply and distribution of building materials and merchant services.
Materials will be used for asset management including responsive, cyclical and planned maintenance of and for new development of housing and community buildings and facilities, commercial and retail buildings, eductaional buildings, and other related assets and environmental and neighbourhood maintenance and improvements to all related infrastructure.
The CHIC and EEM consortia members have requirements predominantly within the East and West Midlands, Wales, the South West and South East of England but not exclusively so and may in the future have requirements in other parts of the United Kingdom. Authorised Users in other parts of the United Kingdom may also access and use the frameworks to be awarded at conclusion of the procurement exercise begun by publication of this Contract Notice. The successful economic operators may therefore expect frameworks to be awarded at conclusion of this procurement exercise to be operated and implemented throughout the United Kingdom by Authorised users.
The consortia are procuring framework agreements, consisting of two lots. The selection to the frameworks can be for a merchant service provider for Lot 1 or Lots 1 and 2, irrespective of their geographical operating area.
The lots include the following services:
Lot 1: Merchant Services.
This will involve the normal services of a builders merchant:
Supplying materials over the counter.
Supplying and delivering materials to site.
It will also include:
Holding and distributing materials provided under the consortia direct materials supply contracts.
Providing a van stock management service.
Providing the above services on a consignment stock basis.
Lot 2: Managed Stores.
This is additional to (not instead of) Lot 1, required where members may want Lot 1 services provided through stores, managed by the Merchant Service Provider, as described in the PQQ.
CHIC and EEM will each separately enter a framework agreement with the successful economic operators at conclusion of the procurement exercise begun by publication of this Contract Notice, which in each case will be able to be accessed and used in accordance with their terms by Authorised Users, being the organisations described below in VI.3.
II.1.6)Common procurement vocabulary (CPV)

44111000, 44100000

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: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Estimated value excluding VAT:
Range: between 15 000 000 and 250 000 000 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: Merchant Services

1)Short description

This will involve the normal services of a builders merchant:
— supplying materials over the counter,
— supplying and delivering materials to site,
— holding and distributing materials provided under the consortia direct materials supply contracts,
— providing a van stock management service,
— providing the above services on a consignment stock basis.
2)Common procurement vocabulary (CPV)

44111000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 13 500 000 and 2 250 000 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Shall be made available in the PQQ documentation.
Lot No: 2 Lot title: Managed Stores

1)Short description

This is additional to (not instead of) Lot 1, required where members may want Lot 1 services provided through stores, managed by the Merchant Service Provider, as described in the PQQ.
2)Common procurement vocabulary (CPV)

44111000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 1 500 000 and 250 000 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Shall be made available in the PQQ documentation.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

Performance bonds, warranties, deposits and/or parent company guarantees may be required.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Details of the financing conditions and payment arrangements will be set out in the framework documents and the Invitation to Tender Document.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

In the event of a group of organisations submitting an acceptable offer, it will be necessary for them to provide an undertaking that each company shall be jointly and severally responsible for the due performance of any frameworks and call off contracts entered into with CHIC, EEM and other consortia, their partners, members, customers, suppliers and contractors and any such organisations.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Applicants who satisfy any of the criteria for rejection as set out in Regulation 23(1), Public Contracts Regulations 2006 (as amended) shall be treated as ineligible. Applicants may be requested to provide such evidence as is reasonably necessary to allow CHIC and EEM to establish that the afore mentioned criteria do not apply to them.
The successful operators will be required to actively participate in working collaboratively to promote continuous improvement and in the achievement of social, employment and environmental policy objectives. Accordingly, contract performance conditions may be included in the framework or call off contract documents.
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: The information and formalities set-out in Articles 45 to 50 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contracts Regulations 2006 (as amended), and as set out in PQQ.
The PQQ must be completed and returned in accordance with the instructions, by the deadline listed in Section IV.3.4 of this contract notice.
III.2.2)Economic and financial ability
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
The information and formalities set-out in Articles 45 to 50 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contracts Regulations 2006 (as amended), and as set out in PQQ.
The PQQ must be completed and returned in accordance with the instructions, by the deadline listed in Section IV.3.4 of this contract notice.
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

Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Objective criteria for choosing the limited number of candidates: In accordance with the Pre Qualification Criteria.
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:

VWCML002
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

31.5.2012
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
IV.3.8)Conditions for opening tenders

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: 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

The CHIC and EEM consortia members have requirements predominantly within the East and West Midlands, Wales, the South West and South East of England but not exclusively so and may in the future have requirements in other parts of the United Kingdom. Authorised Users in other parts of the United Kingdom may also access and use the frameworks to be awarded at conclusion of the procurement exercise begun by publication of this Contract Notice. The successful economic operators may therefore expect the frameworks to be awarded at conclusion of this procurement exercise to be operated and implemented throughout the United Kingdom by Authorised Users.
The individual consortia procuring to this framework agreement are themselves made up of member organisations. These are:
Housing Associations.
Local Authorities.
Arms Length Management Organisations.
But membership may also extend to other asset owning organisations in, for example, housing, health and education sectors. The common theme amongst all members of all consortia is ownership and/or management of property assets, generally housing but including a range of potentially commercial, retail and public buildings.
Consortia members provide full asset management services to all of their assets, either through in-house contractors or external contractors, or a combination of both. Assets are generally geographically concentrated for individual members but the range varies significantly to include:
Organisations with large stock concentrations in relatively small areas.
Organisations with concentrations of stock in urban areas, but with more sparsely spread stock across neighbouring rural areas.
Organisations with regional reach, with a variety of stock concentrations in both urban and/or rural areas.
Organisations with a national reach (across England and/or across Wales), with stock in a variety of urban and rural locations.
For regional and national member organisations, the nature of asset management services can vary across different geographical operating areas between in-house and external contractor led services. Irrespective of the nature of the member organisation, the type of stock and geographical operating area, members agree to purchase materials direct, through the consortia Commercial Integrator. The contractors (whether internal or external) therefore provide labour only services, handling and working with materials procured via consortia and generally paid for directly by the member client (though for some members payment may be routed through the contractor).
The consortia have previously procured (through an EU compliant procurement process) the services of a Commercial Integrator, Valueworks Ltd. Their contract provides and ecommerce platform service whereby they manage materials catalogues with a range of suppliers, to ensure price compliance and accuracy of invoicing resulting in simplification of the administrative burden imposed by a large volume of transactions. They also provide a supply chain management service, where they work on a constant basis with suppliers, ensuring quality of products and services is maintained and improved.
The consortia have already procured a range of contracts for the direct supply of materials from manufacturers for big ticket materials. These are 5 year + 5 year contracts, which commenced on 1.4.2011. Members are now purchasing materials through these contracts, with catalogues/transactions controlled through the ecommerce platform.
Materials purchased through these arrangements will be required to be stored and handled under the framework agreements now being procured.
The consortia are now procuring these frameworks, hence the publication of this Notice.
As stated above, service delivery options vary quite widely between members and their inhouse/external contractors and therefore some flexibility is required for individual members to operate a service according to their particular local systems and circumstances. The consortia recognise that there is a range of merchant service providers who operate from a relatively small local level to those with national coverage. Different solutions will suit different members, so the consortia are keen that all relevant service providers have an equal opportunity to participate in providing services to consortia members, irrespective of size or location.
This Notice therefore seeks to select merchants interested in tendering for the frameworks who can provide the services in any area of.
England and/or Wales, either locally, regionally or nationally. The selection process for tender (via the PQQ) and the tender process itself will be undertaken on a lot by lot basis and although information on geographical coverage is requested, this is strictly for information only. The consortia expect to award framework status to a range of merchant service providers, irrespective of their individual geographical coverage.
Individual merchant service contracts will be awarded by members as call off contracts under the framework agreement. Although generally each member would expect to source through a single call off contract to fulfill its individual needs, under some circumstances multiple contracts may be required in order to provide the service range and geographical coverage required. All contracts will be managed and transactions controlled through the ecommerce platform.
Call off contracts will be for a period of up to 6 years, if called off at framework commencement. The contract term will reduce if called off later in the framework term, for example, if the call off happens at the beginning of year 3 the maximum contract period will then be 4 years.
The procurement exercise begun by publication of this Contract Notice relates to the award of framework agreements by each of CHIC and EEM acting in their own right and as central purchasing bodies for and on behalf of Authorised Users falling into the following categories:
1. any Current CHIC Member or EEM Member an organisation which is a member of CHIC or EEM at the date of this Contract Notice and being one of the following organisations.
CHICs current members are listed below:
Aldwyck Housing Group comprising:
Aldwyck Housing Charity.
CAMCAT Housing Association.
Lea Valley Homes.
Lea Valley Developments Limited.
Connect Property Services Limited.
Festival Housing Limited and Property Care Partnership.
Friendship Care & Housing Limited.
Herefordshire Housing Limited.
Longhurst and Havelok Homes.
Pennaf Housing Group comprising:
Pennaf Limited.
Clwyd Alyn Housing Association Limited.
Offa Limited.
Ty Glas Housing Society Limited.
Tir Tai Limited.
Shropshire Housing Group comprising:
Meres and Mosses Housing Association Limited.
Shropshire Housing Limited.
South Shropshire Housing Association.
Total Response Ltd.
Solihull Community Housing Limited.
Somer Community Housing Trust.
Spire Homes (LG) Limited.
Two Rivers Housing.
Worcester Community Housing Limited.
Westworks Consortium comprising:
Alliance Homes Registered as a charitable social landlord under the.
Industrial and Provident Societies Acts, No: 29804 R.
Aster Group comprising:
Aster Group Limited.
Aster Communities.
Aster Homes Limited.
Aster Living Limited.
Aster Property Limited.
Bournemouth Borough Council Local Authority.
Elim Housing Limited.
Knightstone Housing Association Limited Part of Arcadia Housing Group Limited-.
Merlin Housing Society Limited Industrial & Provident Society.
Solon South West Housing Association Limited -.
Somer Housing Group comprising:
Somer Community Housing Trust Ltd.
Redland Housing Association Limited.
Shape Housing Association Limited.
Sovereign Housing Association Ltd.
Cyntra Consortium comprising:
Hounslow Homes Ltd.
Kensington and Chelsea TMO.
Ascham Homes Ltd.
The Barnet Group comprising:
Barnet Homes.
Your Choice Barnet.
Sutton Housing Partnership Limited.
EEMs current members are listed below:
A1 Housing.
Acis Group comprising:
Acis Development Services Limited.
Acis Management Limited.
Acis Properties Limited.
Ashfield Homes Limited.
Charnwood Neighbourhood Housing Limited.
Chesterfield Borough Council.
Derby Homes.
Derwent Housing Association trading as Derwent Living.
Gedling Homes.
LHA-ASRA Group Ltd.
Mansfield District Council.
Newark and Sherwood Homes Limited.
Nottingham City Homes Limited.
Nottingham Community Housing Association Limited.
Rykneld Homes.
South Derbyshire County Council.
Tuntum Housing Association Limited.
Details of the current members of CHIC may also be obtained at www.chicltd.co.uk and of the current members of EEM may be obtained at www.efficiencyem.co.uk;

2. Any Future Member of CHIC or EEM, a local authority, ALMO or Registered Provider housing landlord organisation (of the type described in the third paragraph of this section VI.3) entitled to join and which has applied to and has joined CHIC or EEM (as the case may be) as a member in accordance with the constitutional documents of CHIC or EEM (as the case may be) and in respect of which organisation notice has been given by CHIC or EEM (as the case may be) to the successful economic operators that such organisation is an Authorised User as a member of CHIC or EEM (as the case may be). Future CHIC or EEM Members may include consortia made up entirely of organisations which would themselves individually be a Future CHIC or EEM Member (as the case may be) and may include any special purpose vehicle (of whatever nature) wholly owned and controlled by the consortia members and would include in those circumstances the consortia membersthat own and control the special purpose vehicle;
3. A CHIC or EEM Participant – an organisation which is neither a Current CHIC Member or Current EEM Member (as defined at 1 above) nor a Future Member of CHIC or EEM (as defined at 2 above) will be entitled to use the framework agreements advertised by this Contract Notice if it owns and/or maintains/manages housing stock or other property of the type described in section II.1.5 one or more geographical area in the United Kingdom in which it operates and is a local authority i.e. a County, Metropolitan (City), District or Borough Council or a Unitary Authority in England or Wales or is an Arms Length Management Organisation (or any statutory replacement or successor organisation) managed by such local authority under a management agreement under section 27 of the Housing Act 1985 (or subsequent legislation) or is a Registered Provider under the Housing and Regeneration Act 2008 (or subsequent legislation) and is itself a Contracting Authority for the purpose of the Public Contract Regulations 2006 and in respect of which organisation notice has been given by CHIC or EEM (as the case may be) to the economic operators that such organisation is an Authorised User as a CHIC Participant or an EEM Participant (as the case may be). CHIC and EEM Participants will include consortia made up entirely of organisations which would themselves individually be CHIC or EEM Participants (as the case may be) and may include any special purpose vehicle (of whatever nature) wholly owned and controlled by the consortia members and would include in those circumstances the consortia members that own and control the special purpose vehicle.
For the purpose of this Notice, the geographical area local authorities are identifiable by reference to the Direct Gov website at www.direct.gov.uk/en/D11/Directories/Localcouncils/index.htm and a full list of all current Registered Providers can be found at www.tenantservicesauthority.org/server/show/nav.490. Reference to legislation in this Contract Notice includes successor and/or replacement legislation.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

High Court of Justice

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Both CHIC and EEM will incorporate a minimum ten calendar day standstill period at the point at which information, on the award of the frameworks being advertised in this Contract Notice, is communicated to tenderers.
The Public Contracts (Amendment) Regulations 2009 provide for aggrieved parties who have been harmed or at risk of harm by breach of those regulations to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought within 30 days of knowledge of the alleged breach or otherwise in accordance with the Public Procurement (Miscellaneous Amendments) Regulations 2011.
Where a framework has not been entered into, the High Court may order the setting aside or suspension of the Award decision or order either or both of CHIC or EEM to amend any document and may award damages. If the framework has been entered into the High Court may generally only award damages.
VI.4.3)Service from which information about the lodging of appeals may be obtained

The Cabinet Office

VI.5)Date of dispatch of this notice:

23.4.2012