FRAMEWORK AGREEMENT GUIDE

Transcription

1 FRAMEWORK AGREEMENT GUIDE For timber window and door products Trusted procurement for better buildings and homes

2 03 WHY WORK WITH LHC? About this framework agreement These are the key reasons to work with LHC whether you re a public sector organisation looking for procurement solutions or a supplier with products or services to provide. Knowledge and experience of procurement Our organisation began half a century ago and over five decades we ve developed and shaped our service to meet the evolving needs of our clients. Recognised technical expertise Our technical expertise is built on continuous research by our team of technical specialists who consult with clients on the outcomes they need and suppliers on the range of available solutions. Commitment to better buildings and homes Our ultimate goal is helping our clients deliver better environments for the communities they serve, a goal we support through our frameworks, that address every aspect of quality, and our selection of the most appropriate suppliers. Fast and efficient procurement Once LHC Appointed Companies are established for a framework, the process of calling off projects and commissioning work is very efficient. Terms and rates have been agreed and even when a mini competition is required, the majority of contractual arrangements have already been finalised. Project work can start quickly. Financial gains Working with LHC frameworks gives suppliers access to construction, refurbishment and maintenance projects of over 200m each financial year. Clients who spend more than 200,000 on two or more frameworks in a year will benefit from a share in the LHC operating surplus we return to Members. Please read this guide in conjunction with the LHC guide to understanding and using pre-tendered frameworks, available on our website. The LHC Framework Agreement for timber window and door products is available to public sector organisations in England, Wales and Scotland. Fully OJEU compliant, it provides local authorities, housing associations and other social landlords with easy access to timber window and door products for use in refurbishment or new-build projects. The products specified by the framework offer a number of benefits: -- Compliant and consistent product quality products and services conforming to latest UK and European Standards -- Assurance that timber is legally sourced from sustainably managed forests compliance with EU Timber Regulation No. 995/2010:2013 EUTR -- Minimising heat loss to keep energy costs down high efficiency energy ratings available -- Help to protect property enhanced security features available -- Harmonised performance characteristics all products CE marked to BS EN Peace of mind that problems will be rectified 10 year product and installation guarantee This framework agreement has been established in strict compliance with UK Public Sector procurement rules for use by public sector bodies in the UK as detailed in the LHC buyer profile ( and as specified in the Contract Notices: /S England and Wales /S London /S Scotland These were published in OJEU in January 2013 with 7 successful tenderers appointed in November

3 05 About the tender Interested companies were invited to complete a Pre-Qualification Questionnaire (PQQ), which sought detailed information on several criteria, prepared and formatted in accordance with PAS 91:2013 Construction pre-qualification questionnaires, before inviting selected companies to complete an ITT and Offer Document. PAS 91:2013 was published by the British Standards Institution and sponsored by the Department for Business, Innovation and Skills (BIS) to provide a consistent set of pre-qualification questions to be used throughout construction procurement. LHC Appointed Companies are selected based on price, essential requirements, a range of qualitative assessments and a structured interview Stage 1: Selection criteria -- Economic and financial standing -- Employment practices -- Health and safety management -- Sustainable and environmental management -- Technical capacity including quality management -- Experience of working in public sector properties -- Managerial capability, product range and support -- Technical support provided to the client -- Compliance with EU/UK legislation -- Quality management and procedures -- Equal opportunities and diversity Stage 2: Invitation to tender The companies that scored sufficient marks in the PQQ were invited to complete an offer document (invitation to tender). The offer document provided detailed service and product specifications and sought a response from companies on their conformity to these requirements.

4 07 From pre-qualification to call-off contract Award weighting criteria The diagram below shows the process a supplier completes to become an LHC Appointed Company and to be awarded a contract (or call-off ). It also highlights the support LHC provides once a project is live. Award weighting criteria are established on each individual framework and can be flexed to a buyer s individual needs. Public sector officers can obtain a copy of the full LHC evaluation report on request. Pre-qualification questionnaire Offer Pre-qualification documents and questionnaire evaluation Appointing companies Awarding contracts Call-offs Works commence/complete Suppliers complete a pre-qualification questionnaire accessing: -- Company standing -- Financial standing employment practises environmental awareness capacity and geographical range -- Installation capability -- Technical capability -- Quality systems management capability -- Experience of supply to the public sector -- Sustainability and social value Selected suppliers submit offer documents covering: -- Specification for products and services -- Testing and certification -- Service capability -- Pricing Scores are then awarded to each supplier in respect of each evaluation criteria. A detailed evaluation report is prepared which shows for each tenderer a: -- Weighted score under each heading -- Value for money index -- Company or companies recommended for appointment Our aim is giving LHC clients and Members a choice of Appointed Companies to work with. Numbers vary per framework in line with anticipated demand and subject to the number of qualifying suppliers. -- All suppliers are notified of the results and the unsuccessful tenderers can choose to have a debriefing to help improve future offers -- Contract Award Notices are published in the Official Journal of the European Union (QJEU) and on the LHC website When buyers are ready to choose a supplier for an individual project they should start the process by talking to LHC. LHC will coordinate either a direct award, if there is a single supplier on a framework, or a mini-competition if there are several. -- A mini-competition involves all capable LHC Appointed Companies -- A direct award is made to a single company, with justifiable reasoning, without reopening competition LHC provides support and technical assistance throughout the life of a project, as required: -- To ensure high quality standards are maintained -- Service levels are fulfilled -- Delivery periods are met LHC also welcomes discussion and feedback on completion of projects 25% Essential requirements Items considered to be essential to the delivery of this arrangement are: -- The range of product types offered -- Conformity to the LHC specification -- Quality of delivery and expertise -- Provision of guarantees 25% Qualitative Assessment Administrative and management services were assessed using responses included in Offer Documents and through in-depth interviews with each company. Activities covered by the assessment included: -- Project registration, tracking and programming -- Client and contractor liaison -- Manufacturing processes and factory control Plus, for Workstream 2: -- Site management including project supervision -- Compliance with survey and installation codes of practice -- Resident and client liaison -- Final inspection and signing-off procedures 50% Pricing Prices were tendered using two methods of analysis: -- A built up matrix of 21 selected commonly specified window and door types -- A contract scenario for the refurbishment of 100 dwellings to be fully priced and submitted as detailed quotations Both methods were priced to present analyses for workstream 1 and workstream 2. Technical support and design services offered to the client were scored, including: -- Assistance in the choice of fenestration design -- Advice on solutions for compliance with statutory regulations -- Assistance on the choice of hardware for security, safety in use and ease of operation Sample products were assessed on the quality of construction, finish and operation including: -- Quality of appearance and finish -- Robustness and durability of construction -- Fixing and operation of hardware -- Installation and effectiveness of gaskets and weather seals -- Quality and installation of glazing units An example contract scenario was also developed for part of the pricing exercise in which the quality including accuracy of interpretation, technical options and clarity of presented information

5 09 The framework in action Details of each workstream As well as providing compliance, quality and best value to clients, LHC Framework for timber window and door products supports a streamlined process from the award of a contract (call-off) to completion of a project. Confirmed competitive market prices Prices in place at call-off stage maintaining best value as established in the PQQ stage. There are two workstreams in the LHC Framework for timber window and door products. Workstream 1 addresses product range and options, while workstream 2 covers survey, installation and site management services. Any products used in workstream 2 must be consistent with workstream 1. Quick and efficient procurement Speedy access to LHC Appointed Companies and the options of a mini-competition or direct award to enable the final selection of a supplier or supplier(s) for a project. Instant access to project data Continuous access to information throughout the procurement process through the suppliers on-line portal. High quality standards Standards of quality maintained throughout project through monitoring in accordance with ISO 9001 Quality Management System. Service levels guarantee Guaranteed service levels from inquiry to supply providing peace of mind that services and works will be conducted effectively. Quick project starts Enabled by pre-tendered procurement that reduces the cost and time input by public sector organisations and speeds up their access to companies. Advice on design and regulatory compliance Guidance on interpretation and conformity to statutory regulations and planning requirements. Delivery periods guarantee Guaranteed delivery periods that ensure services and works are delivered to meet work schedules. Workstream 1: Product range and options (also applicable to products used in workstream 2) All timber windows and doors offered through this framework are available in a standard white high performance painted finish and any RAL colour option or translucent finish. The windows and doors are compliant to BS 644, BS EN and PAS 24. Specification requirements laid down by the Wood Window Alliance have also been incorporated. The product range includes enhanced security options that conform to BS 7950, PAS 24 and Secured by Design, which comprises: -- Fixed lights -- Side hung and top hung projecting casement -- Tilt-before-turn -- Top hung, fully reversible -- Horizontal pivot -- Vertical sliding sash -- Single leaf residential doors inward or outward opening -- French doors The products have all been designed to meet the requirements of the latest editions of The Building Regulations and Building (Scotland) Regulations including the energy saving requirements and conservation of fuel and power. These include: -- Fire safety egress windows and doors -- Ventilation (including heat producing appliances) compliant air management products -- Conservation of fuel and power energy efficient window and door products to meet and exceed the Window Energy Ratings (WER) band C and U-value requirements for both replacement and new-build projects (WER bands A and B are available) -- Access to and use of buildings for example, special needs hardware and low door thresholds -- Enhanced security windows and doors -- Safety in use including child safety -- High performance glazing including safety (laminated and toughened), self-cleaning and energy efficient glass. LHC Appointed Companies will offer design advice and support on the interpretation and conformity to Statutory Regulation requirements including planning assistance. All timber used in products available through this framework is legally sourced from sustainably managed forests, supported by certified due diligence and risk assessment requirements regarding the chain of custody and compliance with the EU Timber Regulation No. 995/2010:2013. The products are all CE Marked to the harmonised standard relating to performance characteristics for windows and doors BS EN A 10-year product and installation guarantee will be provided for LHC projects.

6 11 Details of each workstream Workstream 2: Survey installation and site management service All companies appointed by LHC to workstream 2 offer a full survey and installation service including programming and resident liaison. Surveying and installation will be undertaken to the guidance set out in BS and include all finishing off and making good. For refurbishment projects, existing windows and doors will be removed and responsibly disposed of for recycling. -- Design advice and support on the interpretation and conformity to Statutory Regulation requirements including planning assistance -- A full survey and installation service including programming -- Residents choice exercises and ongoing liaison -- All installation works and management undertaken to the guidance set out in BS The provision of insurance warranties, collateral warranties, bond or parent company guarantee and guarantees for workmanship and materials LHC Framework Agreements provide compliance, quality and best value to clients, with a streamlined process for engaging with supplier companies

7 13 Timber window and door systems offered Appointed companies The follow table provides details of products included within this framework and confirmation of which specifications each of them meet. Workstream 1 Supply and Delivery Arden Windows Ltd Heron Bros Ltd Janex Ltd The New West Port Corporation Ltd J2 J3 Arden Sliding projecting casements Sliding projecting bay Tilt-before-turn Fully reversible Horizontal pivot Verticle sliding sash Single leaf door French door Workstream 1 Workstream 2 lhc.gov.uk/arden ardenwindows.net CCG (Scotland) Ltd lhc.gov.uk/heron heronjoinery.com lhc.gov.uk/janex janex.co.uk lhc.gov.uk/westport west-port.co.uk CCG M1 M2 Heron lhc.gov.uk/ccg c-c-g.co.uk Regional lots M2 Janex Sidey Stali Stali Doleta Doleta A B C D London South East England South West England East of England M1 H I E F East Midlands West Midlands G Sovereign G H I Yorkshire & Humber North West England North East England J3 J2 F E D J1 South Wales J1 J2 J3 Mid Wales North Wales C B A M1 South Scotland M2 North Scotland

8 Workstream 2 Supply and Installation Arden Windows Ltd Heron Bros Ltd Sidey Ltd Sovereign Group Ltd J2 J3 lhc.gov.uk/arden lhc.gov.uk/heron lhc.gov.uk/sidey lhc.gov.uk/sovereign ardenwindows.net CCG (Scotland) Ltd M1 M2 lhc.gov.uk/ccg c-c-g.co.uk heronjoinery.com idey.co.uk sov-group.co.uk We ve worked in procurement for five decades, developing and shaping our service to meet the evolving needs of our clients

9 Framework agreement for timber window and door products Product range and options (workstream 1) Survey, installation and site management service (workstream 2) The timber windows and doors product framework agreement for England, Wales and Scotland is effective from 1st December 2013 until 30th November 2015 with possible extension to 30th November England and Wales enquiries: Scotland enquiries: