The procurement documents are available for unrestricted and full direct access, free of charge at:
II.1.1) Title
EEM0071 Vacant Property Services Framework
Reference number: EEM0071 (24/28)
II.1.2) Main CPV code
70331000
II.1.3) Type of contract
Services
II.1.4) Short description
Efficiency East Midlands Ltd (EEM) is a not for profit consortium which establishes and manages a range of Framework and DPS agreements. Our membership has now grown to 367 public sector organisations including housing associations and ALMO's, local authorities, NHS trusts, education providers, emergency services, government agencies and charities. EEM have also established a formal collaboration with 3 like-minded procurement consortia - Westworks, South East Consortium and Advantage South West.
EEM are conducting this tender exercise to procure a void property services framework. The framework will be tendered and awarded based on the following core service lots:
Lot 1: Clearing and Cleaning
Lot 2: Security Services and Call Handling,
Lot 3: Turn-key Vacant Property Management
Each lot described above has 2 geographical sub-lots as described within this notice.
II.1.5) Estimated total value
Value excluding VAT:
200 000 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
Yes
Tenders may be submitted for all lots
Lot No: 1
II.2.1) Title
Lot 1 - Clearing and Cleaning
II.2.2) Additional CPV code(s)
90500000
90911100
90911200
90921000
90922000
90923000
90924000
II.2.3) Place of performance
NUTS code:
UKC
UKD
UKE
UKF
UKG
UKH
UKI
UKJ
UKK
UKL
II.2.4) Description of the procurement
EEM are conducting this tender exercise to procure a Vacant Property Services Framework to replace our existing Framework which will expire on 29th November 2024. The Framework will provide EEM Members with a provision for all types of vacant property management services.
Services delivered via this framework will be to domestic and commercial properties. There may be occasions where a member requires contractors to enter occupied premises for requirements.
Domestic properties will typically be consisting of a mixture of domestic housing stock, bungalows, blocks of flats, and sheltered housing schemes as well as garages, and depots and any other building owned and/or managed by our membership.
Commercial properties will include but not be limited to business units, office buildings, hospitals and care facilities, academies, schools, colleges, universities, education centres, student accommodation, homes and care facilities for older people, children's homes and centres, community centres, leisure centres and gyms, libraries, pavilions, changing rooms and public toilets, outdoor leisure facilities, car parks, industrial units, depots, and garages.
The Framework will be split into the following workstream and geographical lots:
• Lot 1 - Vacant Property Clearing & Cleaning
• Lot 2 - Vacant Property Security Services
• Lot 3 - Turn-Key Vacant Property Management
Lot 1 - Vacant Property Clearing & Cleaning
• Light/sparkle property cleaning
• Deep/heavy property cleaning
• Environmental and specialist cleaning
• Priority property cleaning
• Additional cleaning services
• Internal property clearances
• Property garden clearances to include front, side and back garden including bin store areas and sheds
• Loft, cellar and garage clearances
• Clearing and disposal of general waste
• Clearing and disposal of hazardous and bio-hazardous waste
• Clearing and disposal of waste electrical and electronic equipment (WEEE Waste)
• Persistent Organic Pollutions (POPs) for waste upholstered domestic seating
• One off and adhoc clearing and disposal services including attendance to fly tipped waste
• Pest Control
• Additional waste clearance requirements
Up to eight contractors will be appointed to each of the geographical lots covered by Lot 1 Clearing and Cleaning. Each lot described above has 2 geographical sub-lots:
Sublot 1 Midlands and Sublot 2 National.
Contractors must be able to provide services in at least three of the sub regions (Counties) covered by the geographical sub-lot.
All of the services described above are mandatory elements covered by Lot 1 of the Framework. Bidders should not submit a bid unless they are able to deliver all elements of the works required under the lot they are applying for.
The Framework is being procured by Efficiency East Midlands Ltd (EEM) on behalf of their members and the other organisations described in Section VI.3) as being authorised users. The call-off contracts to be awarded pursuant to the Framework agreements to be entered at conclusion of the procurement exercise may extend for a duration of up to 5 years beyond expiry of the 4-year framework term. The estimated lot value as described in II.2.6) takes into account the full Framework term, the possibility that the EEM membership may grow over the framework lifetime and the geographical sub-lots.
II.2.5) Award criteria
Criteria below:
Quality criterion: Pass/ Fail Questions
/ Weighting: Pass / Fail
Quality criterion: Method Statement Assessment
/ Weighting: Pass / Fail
Quality criterion: Interview and Presentation
/ Weighting: 40%
Cost criterion: Cleaning
/ Weighting: 20%
Cost criterion: Property and Garden Clearance
/ Weighting: 20%
Cost criterion: Pest Control
/ Weighting: 15%
Cost criterion: Scenario
/ Weighting: 5%
Cost criterion: Uplifts and Discounts
/ Weighting: For information purposes only
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:
No
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
Lot 2 - Security Services and Call Handling
II.2.2) Additional CPV code(s)
35120000
44212329
79510000
79710000
II.2.3) Place of performance
NUTS code:
UKC
UKD
UKE
UKF
UKG
UKH
UKI
UKJ
UKK
UKL
II.2.4) Description of the procurement
Lot 2 of this framework covers vacant property security by means of installation, monitoring and responsive security services to prevent trespass, unauthorised access, vandalism, and theft.
Services included within Lot 2 are:
• Supply, installation, and removal of on hire de-mountable screens and doors
• Responsive out of hours service for security screens
• Supply and installation of de-mountable screens and doors on an outright purchase basis.
• Non demountable pre-demolition security screens on an outright purchase basis
• Supply, Installation, and removal of net curtains on a hire basis
• Supply and Installation of net curtain on an outright purchase basis
• Supply and installation of concrete barriers, bollards, perimeter fencing & prickle strips
• Static guarding and mobile patrol services including full safety checks to ensure the property is secure.
• Boarding up services including emergency boarding and glazing
• Supply and installation of temporary wireless intruder alarms with multiple detectors (on hire)
• Temporary alarm system monitoring and response service from alarm response centre (ARC).
• Temporary steel security keyed or keyless doors (on hire or purchase)
• End of tenancy door lock changes
• Keyholding services
• Access control solutions
• Temporary CCTV (solar or mains)
• Mobile CCTV towers
• Call Handling Services
• Additional security service such as vacant property guardian, Bluetooth key safes and doors, meter box covers, letter box seals, CCTV solutions.
• Any other security services as required by our Members.
The described lot above has 2 geographical sub-lots:
Sublot 1 Midlands and Sublot 2 National.
II.2.5) Award criteria
Criteria below:
Quality criterion: Pass/ Fail Questions
/ Weighting: Pass / Fail
Quality criterion: Method Statement Assessment
/ Weighting: Pass / Fail
Quality criterion: Interview and Presentation
/ Weighting: 40%
Cost criterion: Security Services
/ Weighting: 40%
Cost criterion: Scenario
/ Weighting: 20%
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:
No
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
Lot 3 - Turn-key Vacant Property Management
II.2.2) Additional CPV code(s)
35120000
44212329
45442100
45442110
45451000
50600000
50700000
51100000
65500000
70331000
71315400
79510000
79710000
90700000
90900000
II.2.3) Place of performance
NUTS code:
UKC
UKD
UKE
UKF
UKG
UKH
UKI
UKJ
UKK
UKL
II.2.4) Description of the procurement
The purpose of Lot 3 is to encapsulate work streams from Lot 1 and Lot 2, into a total vacant property services management solution to bring properties up to a lettable standard, including but not limited to the below additional services.
Through this Lot EEM are trying to provide Members a full turnkey approach to their vacant property management ensuring a smooth and efficient service to meet their individual turnaround times. Whilst this is the intention, there may be occasions when a Member wishes to call off one single service that is only covered by Lot 3. Contractors may be provided a "Letting Standard Policy" by members that they must adhere to.
Lot 3 will include all Lot 1 and Lot 2 services along with the following additional services:
• Initial Property Assessments
• Vacant Property Inspections, Inventory and Condition Reporting
• Whole House Decoration
• Repairs and Maintenance
• Upgrades and Improvements
• Utility Readings
• Water System Drain Down
• Utility Turn Off and Reinstatement
The described lot above has 2 geographical sub-lots:
Sublot 1 Midlands and Sublot 2 National.
II.2.5) Award criteria
Criteria below:
Quality criterion: Pass / Fail Questions
/ Weighting: Pass / Fail
Quality criterion: Method Statement Assessment
/ Weighting: Pass / Fail
Quality criterion: Interview and Presentation
/ Weighting: 40%
Cost criterion: Cleaning
/ Weighting: 5%
Cost criterion: Property and Garden Clearance
/ Weighting: 5%
Cost criterion: Pest Control
/ Weighting: 5%
Cost criterion: Security Services
/ Weighting: 5%
Cost criterion: Out of Hours Call Handling
/ Weighting: 5%
Cost criterion: Utility Services
/ Weighting: 5%
Cost criterion: Lettable Standard Costs
/ Weighting: 15%
Cost criterion: Vacant Property Labour Rates
/ Weighting: 10%
Cost criterion: Scenario
/ Weighting: 5%
Cost criterion: Uplifts and Discounts
/ Weighting: Information purposes only
Cost criterion: M3NHF Schedule of Rates Version 8
/ Weighting: Information purposes only
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:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
The call-off contract's to be awarded pursuant to the Framework Agreements to be entered at conclusion of the procurement exercise begun by publication of the Contract Notice may extend for a duration of up to five years beyond expiry of the four-year term of the Framework Agreement.
Please note that the total potential framework value stated within this notice is in relation to the full 4-year framework and takes into consideration the lot structure, length of call off contracts and that the EEM membership may grow over the framework lifetime.
Where the contract notice states a maximum of suppliers to be appointed to the Framework, EEM reserves the right to appoint less than the numbers stated. The framework is being procured by Efficiency East Midlands (EEM) on behalf of their members and the other organisations described below as being authorised users. The following contracting authorities will be entitled to agree and award contracts under this framework agreement as Authorised Users:
1) any Member of EEM which for the avoidance of doubt currently includes 3 partner consortia -
Advantage South West (https://advantagesouthwest.co.uk) and South East Consortium (https://southeastconsortium.org.uk)
2) any future member of EEM or our partner consortia and in all cases being an organisation which has applied to join EEM or our partner consortia in accordance with the applicable constitutional documents;
3) An EEM participant being an organisation which is neither a current or EEM members (as defined at 1 above) nor a future member of EEM (as defined at 2 above). Further details regarding authorised users of this framework can be found in the ITT documents.
For further information please visit https://www.delta-esourcing.com/ and complete the standard questionnaire and to view the tender documents via Tenderbox access code HNQ7CZCT2C.