Contract notice
Section I: Contracting
authority
I.1) Name and addresses
EFFICIENCY EAST MIDLANDS LIMITED
07762614
Unit 3, Maises Way
Alfreton
DE55 2DS
UK
Contact person: Roger Martin
Telephone: +44 1246395610
E-mail: tenders@eem.org.uk
NUTS: UK
Internet address(es)
Main address: https://eem.org.uk/
I.2) Joint procurement
The contract is awarded by a central purchasing body
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://xantive.supplierselect.com
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://xantive.supplierselect.com
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Housing and community amenities
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Decorating Materials, Cyclical Decoration & Tenant Options Vouchers
Reference number: EEM0005
II.1.2) Main CPV code
45451000
II.1.3) Type of contract
Works
II.1.4) Short description
Efficiency East Midlands Ltd (EEM) is a not for profit consortium set up to drive cost and efficiency savings in the public sector.
Since 2010, EEM and its Members have worked together to deliver comprehensive yet simplified procurement solutions, which offer a wide range of compliant, competitive and high-quality products and services. EEM's vision is to develop a collaborative working approach, which delivers the fullest possible range of organisational, financial and social benefits.
EEM was formed in 2010 with five founding members, all housing providers determined to reap the benefits of collaborative procurement. Our membership has now grown to 299 public sector organisations including Housing Associations and ALMO's, Local Authorities, NHS Trusts, Education Providers, Emergency Services, Government Agencies and Charities.
EEM also work in collaboration with 3 like-minded procurement consortia - Westworks, South East Consortium and Advantage South West. This means that on behalf of our Members, the Consortiums can utilise each other's Frameworks. The aim is to work together to align processes and practices where possible and provide the best possible service to our combined membership.
This Framework will be available to all members from other consortia but managed by the EEM Team.
EEM are conducting this tender exercise to procure a Decorating Materials, Vouchers and Cyclical Decoration Works Framework to replace our existing Framework which will expire on Friday 23rd April 2022. The Framework will provide EEM Members with a provision for Decorating Materials on a delivery and counter collection basis, non-cash based Voucher or Card schemes and Cyclical Decoration Works to property Exterior and Interiors.
The Framework will be split into the following workstream Lots:
• Lot 1 - Delivery and Counter Collection
• Lot 2 - Cyclical Interior and Exterior Decoration
• Lot 3 - Tenant Options Voucher Scheme
Lot 1 is being created to support Members who have a requirement for a supplier of Decoration Materials either delivered or collected. Expected materials will include but not be limited to:
• Matt Paint, Satin Paint, Gloss Paint, Exterior grade paints for Stone, brick, Metal, Plastic and other finishes
• Primers and Undercoats
• Fire retardant paints, Mould resisting paints and other technical paints
• Wallpapers and wall coverings, adhesives for paper and tile, sealants, grouts and caulks.
• Decorating tools and sundries
Lot 2 is being created to support EEM Members who have a requirement for external or internal decoration work to residential or commercial properties. This will include but is not limited to:
• Removing all blistered or defective coatings
• Rubbing down & Washing down
• Priming surfaces of various material types
• Applying multiple coats of different types of paint
• Removing and replacing glazing putty
• Sealing & Caulking
• Applying Varnish systems
• Washing down with liquid soaps & Fungicidal washes
• Making Good open holes and defects
Lot 3 is being created to support Members who have a requirement for a non cash based, card or Voucher scheme. This will include an online management system for the distribution of specified decorating materials to Tenants
Further details and how to review the documentation please:
Go to the portal
https://xantive.supplierselect.com/
II.1.5) Estimated total value
Value excluding VAT:
40 000 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
Yes
Tenders may be submitted for all lots
II.2) Description
Lot No: 1
II.2.1) Title
Delivery & Counter Collection
II.2.2) Additional CPV code(s)
45451000
II.2.3) Place of performance
NUTS code:
UK
II.2.4) Description of the procurement
The core area of work for most EEM Members is classed as Repairs and Maintenance and many will employ their own operatives to undertake decoration works to properties. Requirements for this Lot will range from a single tin of mixed paint for a specific job through to bulk delivery of materials to restock a stores facility.
Lot 1 is being created to support Members who have a requirement for a supplier of Decoration Materials either delivered or collected. Expected materials will include but not be limited to:
• Matt Paint, Satin Paint, Gloss Paint, Exterior grade paints for Stone, brick, Metal, Plastic and other finishes
• Primers and Undercoats
• Fire retardant paints, Mould resisting paints and other technical paints
• Wallpapers and wall coverings, adhesives for paper and tile, sealants, grouts and caulks.
• Decorating tools and sundries
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality Assessment
/ Weighting: 40%
Cost criterion: Pricing
/ Weighting: 60%
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: No
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
Yes
Description of options:
Contracts may extend up to Five years beyond the life of the Framework.
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Lot No: 2
II.2.1) Title
Cyclical Interior & Exterior Decoration
II.2.2) Additional CPV code(s)
39191100
45451000
45452000
II.2.3) Place of performance
NUTS code:
UKC
UKD
UKE
UKF
UKG
UKH
UKI
UKJ
UKK
UKL
Main site or place of performance:
This Lot will be subdivided into two Geographical regions.
Lot2 (Sublot1) Midlands
Lot2 (Sublot2) National
The defined geographical regions stated above for Lot Two represent the needs of our core membership. For clarity the definition for each Sub-Lot type is provided below:
• Sub Lot 1 (Midlands) - this Sub-Lot will cover the specific regions (and Counties) stated and will be used as and when Members have a requirement within a single or multiple regions. Where the requirement covers multiple regions, it would need to be within one of the defined areas i.e. multiple regions within the Midlands.
• Sub Lot 2 (National coverage) - this lot will be used where a Member owns, manages and maintains properties across multiple regions. i.e. they have properties in West Wales, London and Merseyside for example. It will also be used for any current or new Members that sit outside of Sub-Lot One (Midlands) i.e. a new Member based in South Yorkshire.
II.2.4) Description of the procurement
Internal Cyclical Decoration
Shifting position of furniture
Sheeting up
Removal of cracked or blistered failed surface decoration
Washing and rubbing down of surfaces prior to commencing decoration
Removal of wallpapers
Priming surfaces
Applying various types of paint, such as Matt or Satin Emulsion, Gloss, Fire Retardant
Hanging wallpapers
Making good holes and gaps with fillers, caulk or silicone
Minor repair work such as replacing lengths of skirting or architrave following decoration
Minor plastering work for areas to large to fill
Refitting loose floor covering following decoration works
External Cyclical Decoration
Cleaning out guttering prior to decoration
Priming and decoration of guttering
Preparatory work on masonry or render
Application of primers or stabilisers
Application of various types of external paint system.
Preparatory work on timber
Application of varnishes
Removing and replacing putty or beading
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality Assessment
/ Weighting: 40%
Cost criterion: External Decoration
/ Weighting: 25%
Cost criterion: Internal Decoration
/ Weighting: 25%
Cost criterion: Scenario
/ Weighting: 10%
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: No
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
Yes
Description of options:
This Framework may extend for a duration of up to five years beyond expiry of the four year term.
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Lot No: 3
II.2.1) Title
Tenant Options Voucher Scheme
II.2.2) Additional CPV code(s)
45451000
II.2.3) Place of performance
NUTS code:
UKC
UKD
UKE
UKF
UKG
UKH
UKI
UKJ
UKK
UKL
Main site or place of performance:
This Lot is being offered on a National basis
II.2.4) Description of the procurement
In order to ensure the best possible result for Members it is not the aim of this specification to limit the scope of Tenant Options Voucher Schemes and this document is intended to serve as an indicator of the desired outcomes.
There are several ways which these requirements could be fulfilled, and Suppliers appointed to this Lot are encouraged to show flexibility in their approach to Members requirements.
Options for Suppliers to consider which Members have made use of in the past include:
Allocation of Product on a Points System. This includes the creation of catalogue of materials that will be available to Tenants. Each item will be allocated a points value based on the monetary cost. Following works at their property a Tenant will be allocated a points total relevant to the level of compensation required. The points allocation will be decided by the Member and notified to the Supplier and tenant.
Room/Property Packs. This has included the creation of standardised "Packs". The packs will be devised by the Member in conjunction with the Supplier.
As an example: In the case of decoration, following works to a tenant's bathroom they will be provided with a voucher which entitles them to a complete pack of materials deemed suitable for the decoration of a bathroom. Tenants will be able to choose the colour of paints included but the quantity and types of materials will be set by the pack type.
Monetary Vouchers. This option will include the creation of vouchers and/or pre-paid cards to a specific monetary value that can be spent on any decorating materials required by the tenant at specific retailers.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: No
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
Yes
Description of options:
This Framework may extend for a duration of up to five years beyond the expiry of the four year term of the Framework.
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
III.2) Conditions related to the contract
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement with several operators.
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2022/S 000-034292
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
24/03/2023
Local time: 14:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 12 (from the date stated for receipt of tender)
IV.2.7) Conditions for opening of tenders
Date:
27/03/2023
Local time: 08:00
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.4) Procedures for review
VI.4.1) Review body
The Royal Court of Justice
The Strand
London
WC2A 2LL
UK
VI.4.2) Body responsible for mediation procedures
Royal Courts of Justice
The Strand
London
WC2A 2LL
UK
VI.4.4) Service from which information about the review procedure may be obtained
The Cabinet Office
Correspondence Team , Whitehall
London
SW1A 2AS
UK
VI.5) Date of dispatch of this notice
10/02/2023