Tender for Installation of Windows and Doors in East Midlands

Tender for Installation of Windows and Doors in East Midlands

Lot 1: Installation of Windows and Doors; Lot 2: Adaptation Works.

United Kingdom-Nottingham: Installation of doors and windows and related components

2013/S 134-231374

Contract notice

Works

Directive 2004/18/EC

Section I: Contracting authority

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

Efficiency East Midlands Limited
Pure Offices Icon, Lake View Drive, Sherwood Park
For the attention of: Patricia Conway
NG15 0DT Nottingham
UNITED KINGDOM
Telephone: +44 1942826788
E-mail: eem_wdasourcing@valueworks.co.uk
Fax: +44 1942237968

Internet address(es):

General address of the contracting authority: http://www.efficiency-em.co.uk/

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

Regional or local authority
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

Acis Group comprising – Acis Group, Acis Group Limited, Acis Management Limited, Acis Properties Limitedand Acis Development Services Limited
Acis House, 57 Bridge Street
DN21 1GG Gainsborough
UNITED KINGDOM

Ashfield Homes Limited
Broadway, Brook Street
NG17 1AL Sutton in Ashfield
UNITED KINGDOM

Bolsover District Council
Sherwood Lodge, Bolsover
S44 6NF Chesterfield
UNITED KINGDOM

Charnwood Neighbourhood Housing Limited
Southfield Road, Loughborough
LE11 2TN Loughborough
UNITED KINGDOM

Chesterfield Borough Council
Rose Hill
S40 1LP Chesterfield
UNITED KINGDOM

Derby Homes Limited
Floor 2, South Point, Cardinal Square, 10 Nottingham Road
DE1 3QT Derby
UNITED KINGDOM

Derwent Housing Association Limited trading as Derwent Living
1 Centro Place
DE24 8RF Derby
UNITED KINGDOM

Gedling Homes Limited
Gedling House, Wood Lane
NG4 4AD Gedling
UNITED KINGDOM

Asra Housing Group is a trading name of: Leicester Housing Association Limited and Asra Housing Association Limited
3 Bede Island Road
LE2 7EA Leicester
UNITED KINGDOM

Mansfield District Council
Civic Centre, Chesterfield Road South
NG19 7BH Mansfield
UNITED KINGDOM

Newark and Sherwood Homes Limited
Kelham Hall, Kelsham
NG23 5QX Newark On Trent
UNITED KINGDOM

Nottinghamshire County Council
County Hall, Loughborough Road, West Bridgford
NG2 7QP Nottingham
UNITED KINGDOM

Nottingham City Homes Limited
14 Hounds Gate, City Centre
NG1 7BA Nottingham
UNITED KINGDOM

Nottingham Community Housing Association Limited
12-14 Pelham Road, Sherwood Rise
NG5 1AP Nottingham
UNITED KINGDOM

Rykneld Homes Limited
Pioneer House, Mill Lane
S42 6NG Chesterfield
UNITED KINGDOM

South Derbyshire County Council
Civic Offices, Civic Way
DE11 0AH Swadlincote
UNITED KINGDOM

Tuntum Housing Association Limited.
90 Beech Avenue, New Basford
NG7 7LW Nottingham
UNITED KINGDOM

Hinckley & Bosworth Borough Council
Council Offices, Argents Mead
LE10 1BZ Hinckley
UNITED KINGDOM

A1 Housing Bassetlaw Limited
Forrest Bungalow, Hundred Acre lane
S81 0TS Worksop
UNITED KINGDOM

Section II: Object of the contract

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

Efficiency East Midlands Installation Works – Windows and Doors AND Adaptation Works.
II.1.2)Type of contract and location of works, place of delivery or of performance

Works
Realisation, by whatever means of work, corresponding to the requirements specified by the contracting authorities
Main site or location of works, place of delivery or of performance: Efficiency East Midlands consortium members have requirements predominantly within the East Midlands, but not exclusively so, and may in the future have requirements in other parts of the United Kingdom.
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: 20
Duration of the framework agreement

Duration in months: 48
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 1 and 66 550 000 GBP

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

Efficiency East Midlands Limited (EEM) is consortium of local authorities, ALMOs (Arms Length Management Organisations) and Registered Provider housing organisations who manage approximately 140 000 units. The names of the current members of EEM are set out below at VI.3).
EEM is acting in its’ own right and as a central purchasing body for and on behalf of all the organisations, existing and future, described below at VI.3) and are advertising by this Contract Notice their intention to establish a four year non-binding Framework Agreement for the provision of installation works divided into two lots as follows:
Lot 1: Installation of Windows and Doors;
Lot 2: Adaptation Works.
The resultant Framework Agreement will be used for asset management works including responsive, cyclical and planned maintenance of and for new development of housing and community buildings and facilities, commercial and retail buildings, educational buildings, and other related assets.
Contractors may apply for one or more lots, but must be able to carry out all of the works within the lot(s) applied for. It is the intention of EEM to split the available work into packages, defined by both work type and geographical area, with the aim of encouraging participation from a wide spectrum of companies, with a range of capacity levels. It is currently envisaged the maximum number of contractors to be appointed per lot will be ten. However the number of contractors appointed per lot will be dependent upon a number of factors including but not limited to turnover of the organisations, size of contract Contractors wish to undertake and geographical coverage.
Members of EEM have requirements predominantly within the East Midlands 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 Framework Agreement to be awarded at conclusion of the procurement exercise begun by publication of this Contract Notice. The successful economic operators may therefore expect contracts to be awarded at conclusion of this procurement exercise to be operated and implemented throughout the United Kingdom by Authorised Users.
Applicants should note that, under the Framework Agreement, none of the contracting authorities that are entitled to use the Framework Agreement shall be under any obligation to do so.
Expressions of interest are sought from suitably experienced companies who would like to enter into the Framework Agreement. Please note that the award of the Framework Agreement will not constitute any guarantee of work. The Frameworks entered into will be managed by EEM and all members and partners, either current or future, will be entitled to call off individual contracts pursuant to the Framework Agreement. Any such contract will be held, managed and supervised by the individual member organisation making the call-off.
To register your interest in this project please e-mail us at: eem_wdasourcing@valueworks.co.uk

II.1.6)Common procurement vocabulary (CPV)

45421100, 45421110, 45421112, 45421130, 45421132, 45421131, 45330000, 45332400, 45421151, 45340000

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:

The contract value below includes the spend associated with labour and materials. Efficiency East Midlands currently have contracts in place for core materials including windows, doors, canopies, accessible showering, bathroom, kitchen and daily living products. The successful Contractors will be required to purchase materials from the Efficiency East Midlands Materials Contracts and will invoice the member using a directed supply and fit rate which includes all materials and labour costs.
Estimated value excluding VAT:
Range: between 1 and 66 550 000 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: Installation of Windows and Doors.

1)Short description

Windows and Doors installation works, which may include lintel replacement, guttering, fascia works, alarm contacts and removal of and/or installation of canopies. There may be an element of building and electrical fan works, in addition to security and fire door installation.
2)Common procurement vocabulary (CPV)

45300000, 45421100, 45421110, 45421112, 45421130, 45421132, 45421131

3)Quantity or scope

Estimated value excluding VAT:
Range: between 1 and 38 550 000 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)
5)Additional information about lots
Lot No: 2 Lot title: Adaptation Works.

1)Short description

Installation of adaptive support equipment; this may include the installation of grab rails, ramps and adapted bathrooms. In addition installation of adapted kitchens, fencing and hard standings may also be required during the life of the Framework.
2)Common procurement vocabulary (CPV)

45300000, 45330000, 45332400, 45421151, 45340000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 1 and 28 000 000 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)
5)Additional information about lots

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/contract documentation and the Invitation to Tender.
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 Efficiency East Midlands and their members.
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 Efficiency East Midlands to establish that the aforementioned criteria do not apply to them.
The successful operators will be required to actively participate in working collaboratively with each other to promote continuous improvement and in the achievement of social, employment and environmental policy objectives. Accordingly, contract performance conditions may be included in the 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 the minimum standards questionnaire and invitation to tender documentation.
The tender 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

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 the minimum standards questionnaire and invitation to tender documentation.
The tender must be completed and returned in accordance with the instructions, by the deadline listed in Section IV.3.4) of this contract notice.
III.2.3)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 the minimum standards questionnaire and invitation to tender documentation.
The tender 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
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:

VWCL1058
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2013/S 124-211894 of 28.6.2013

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: 19.8.2013 – 17:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

20.8.2013 – 16:00
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: 12 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of 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

EEM consortium members have requirements predominantly within the East Midlands, 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 Framework Agreements to be awarded at conclusion of the procurement exercise begun by publication of this Contract Notice. The successful economic operators may therefore expect the Framework Agreement to be awarded at conclusion of this procurement exercise to be operated and implemented throughout the United Kingdom by Authorised Users.
The consortium procuring to this Framework Agreement are themselves made up of member organisations. These are:
— Housing Associations;
— Local Authorities;
— Arms Length Management Organisations.
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 consortium is ownership and/or management of property assets, generally housing but including a range of potentially commercial, retail and public buildings.
Consortium 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.
The consortium have previously procured (through an EU compliant procurement process) the services of a Commercial Integrator, Valueworks Ltd. Their contract provides an ecommerce platform service whereby they manage material and labour catalogues with a range of organisations, 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 and contractors, ensuring quality of products and services is maintained and improved.
The procurement exercise begun by publication of this Contract Notice relates to the award of a Framework Agreement by 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 EEM Member an organisation which is a member of EEM at the date of this Contract Notice and being one of the following organisations.
EEM’S current members are listed below:
— A1 Housing Bassetlaw Limited;
— Acis Group comprising:
1. Acis Group;
2. Acis Group Limited;
3. Acis Management Limited;
4. Acis Properties Limited;
5. Acis Development Services Limited:
— Ashfield Homes Limited;
— Bolsover District Council;
— Charnwood Neighbourhood Housing Limited;
— Chesterfield Borough Council;
— Derby Homes Limited;
— Derwent Housing Association Limited trading as Derwent Living;
— Gedling Homes Limited;
— Asra Housing Group comprising:
1. Leicester Housing Association Limited.
2. Asra Housing Association Limited:
— Mansfield District Council;
— Newark and Sherwood Homes Limited;
— Nottinghamshire County Council;
— Nottingham City Homes Limited;
— Nottingham Community Housing Association Limited;
— Rykneld Homes Limited;
— South Derbyshire District Council;
— Tuntum Housing Association Limited;
— Hinckley & Bosworth Borough Council.
Details of the current members of EEM may be obtained at: www.efficiencyem.co.uk; details are also contained in Annex A.

2. Any Future Member 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 EEM as a member in accordance with the constitutional documents of EEM and in respect of which organisation notice has been given by EEM to the successful economic operators that such organisation is an Authorised User as a member of EEM. Future EEM Members may include consortium made up of organisations which would themselves individually be entitled to be a Future EEM Member and may include any special purpose vehicle (of whatever nature) wholly owned and controlled by the consortium members and would include in those circumstances the consortium members that own and control the special purpose vehicle;
3. An EEM Participant – an organisation which is neither a Current EEM Member (as defined at 1 above) nor a Future Member of EEM (as defined at 2 above) will be entitled to use the Framework Agreement 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) in 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 (as amended) and in respect of which organisation notice has been given by EEM to the economic operators that such organisation is an Authorised User as an EEM Participant. EEM Participants will include consortium made up of organisations which would themselves individually be entitled to be an EEM Participant (as the case may be) and may include any special purpose vehicle (of whatever nature) wholly owned and controlled by the consortium members and would include in those circumstances the consortium members that own and control the special purpose vehicle.
4. In addition to above the resulting Framework Agreements can also be accessed by any UK Based Consortium under the HCA Procurement Efficiency Initiative. There are 13 active Procurement Efficiency Initiative consortia operating throughout England that were established with grant support from the now closed Social Housing Efficiency Programme. They have a combined core membership of 161 social landlords which include housing associations, stock retaining local authorities and arm’s length management organisations.
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
HM Courts and Tribunal Services, The Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Efficiency East Midlands will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into The Public Contracts Regulations 2006 (SI 2006 No 5) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).
VI.4.3)Service from which information about the lodging of appeals may be obtained

The Cabinet Office
Correspondence Team, Cabinet Office, 70 Whitehall
SW1A 2AS London
UNITED KINGDOM
Telephone: +44 2072761234
Fax: +44 2072760514

VI.5)Date of dispatch of this notice:10.7.2013