Introduction This document is for guidance only. It is not a contractual document and does not form part of the framework agreement nor any resulting call-off contracts. From December 2015, if you are considering running a further competition or e-Auction, please contact: Laundry Category Manager Tel: 0151 672 2309 E-mail: This guide is designed for customers wishing to use the Laundry and Linen Services agreement (RM1031). It outlines the background to the agreement, the services available and the steps involved in undertaking further competition. This guide to the Laundry and Linen Services agreement contains commercially confidential information It will help you: Identify and work with suitable suppliers Access and make the most of the benefits and savings available Know who to contact for help and clarification The guide contains commercially confidential information that must be used only for the purpose of official business and may be shared only with eligible parties. Contract ref: RM1031 Period of Contract: 19/11/2015 – 18/11/2017 + 2 x 12 month options to extend If you currently have a contract for any of the services covered by this framework, you should ascertain whether better for Money could be obtained by using this framework agreement. An investment analysis and business case may be required in order to support a decision to switch suppliers. The guide will also help advise potential customers on how to work with suppliers through the framework.
Additional Services Service enhancements/variations, such as a 48 hour turnaround and a 6 or 7 day service, have been included where possible, as indicated in the table below. Some of these options incur a cost which will be advised by the category team. Service Supplier Saturday service Sunday service Bank Holiday Service 48 hours turnaround Top up Service Management of on-site bulk Linen storeroom Management of uniforms Scrub suit / theatre garment locker service Pack to ward: onsite Pack to ward: offsite Barcoding / RFID Finishing / Presentation on hangers Repair / Alteration service Berendsen UK Ltd.              Central Laundry Ltd.              East Lancashire Hospitals NHS Trust (ELHT)        East Sussex Healthcare NHS Trust          Express Services Ltd.       Grosvenor Contracts (London) Ltd. Maidstone and Tunbridge Wells NHS Trust          Devon and Exeter NHS Foundation Trust       Salisbury Trading Ltd.              Synergy Health Managed Services Ltd.              The Pennine Acute Hospitals NHS Trust         
Benefits of using the agreement Saves time and money Simplifies the process and removes the cost to customers in procuring the services and providers EU compliant agreement Consistent terms and conditions of contract Standardises KPIs Simplifies the process and removes the cost of procuring the services Robust and flexible solution Ability for customer to devise evaluation sub-criteria in line with specific requirements Range of regional and national suppliers Compliant service for the NHS to HTM01-04 (CFPP0104) Opportunities for further savings through further competition Fixed pricing mechanism for first two years of agreement
Further Competition process PLEASE NOTE THAT DIRECT AWARD IS NOT PERMITTED UNDER THIS FRAMEWORK. Contracting Authority 's Obligations Any Contracting Authority awarding a Call Off Agreement this Framework Agreement through a Further Competition Procedure shall: develop a Statement of Requirements for the Services and identify the Framework Suppliers capable of supplying the Services amend or refine the Template Call Off Form and Template Call Off Terms to reflect its Services Requirements; invite tenders by conducting a Further Competition Procedure for its Services Requirements and in particular: if an Electronic Reverse Auction is to be held, the Contracting Authority shall notify the Framework Suppliers identified and shall conduct the Further Competition Procedure in accordance with the framework rules. if an Electronic Reverse Auction is not used, the Contracting Authority shall: invite all the Framework Suppliers identified in accordance with the framework to submit a tender in writing for each proposed Call Off Agreement to be awarded by giving written notice by email to the relevant Supplier Representative of each Framework Supplier; and keep each tender confidential until the time limit set out for the return of tenders has expired. apply the Further Competition Award Criteria to the Framework Suppliers' compliant tenders submitted through the Further Competition Procedure as the basis of its decision to award a Call Off Agreement for its Services Requirements; on the basis set out above, award its Call Off Agreement to the successful Framework Supplier which Call Off Agreement shall: state the Services Requirements; state the tender submitted by the successful Framework Supplier; the charges payable for the Services Requirements in accordance with the tender submitted by the successful Framework Supplier; and incorporate the Template Call Off Form and Template Call Off Terms (as may be amended or refined by the Contracting Authority in accordance with the framework rules) applicable to the Services 6) provide unsuccessful framework Suppliers with written feedback in relation to the reasons why their tenders were unsuccessful.
Award Criteria Call-off contracts must be awarded on the basis of the top level award criteria contained in the framework agreement itself. Please refer to the main Framework Agreement document, p.88-89 for full details. Contracting Authorities seeking to a Call Off Agreement must do so on the basis of reopening competition under a Further Competition Procedure in accordance with the Call Off Procedure. A Call Off Agreement be awarded on the basis of most economically advantageous tender ("MEAT") from the point of view of the Contracting Authority. Framework Schedule 6 includes details of the evaluation criteria and any weightings that will be applied to that criteria. Headline Criteria The following criteria shall be applied to the Services set out in the Suppliers' compliant tenders submitted through the Further Competition Procedure: E-Auctions Please refer to the main Framework Document (Call off Procedure) p85. The Contracting Authority shall be entitled to formulate its Statement of Requirements in accordance with the Further Competition process (summarised above) and invite the Supplier to a Further Competition Procedure including a reverse auction in accordance with the rules of the framework. The Supplier acknowledges that Contracting Authorities may wish to undertake an electronic reverse auction, Framework Suppliers compete in real time by bidding as the auction unfolds ("Electronic Reverse Auction"). Before undertaking an Electronic Reverse Auction, the relevant Contracting Authority will make an initial full evaluation of all tenders received in response to its Statement of Requirements. The Contracting Authority will then invite to the Electronic Reverse Auction only those tenders that are admissible in accordance with the Regulations. The invitation shall be accompanied by the outcome of the full initial evaluation of the relevant tenders. Sub-Criteria Please refer to p89 of the main Framework Agreement (Award Criteria) Part B. Customers may refine sub-criteria (including weightings) in line with the overall headline criteria above in their Further Competition exercises.
General Advice General advice on undertaking a Further Competition Use of Further competition allows you to re-open competition between the framework suppliers in a flexible, compliant way, allowing you to draw up a detailed specification which more precisely covers your requirements. For example, your specific requirements can include delivery and collection points, additional items not included in the core items, staffing and management arrangements for a total linen management requirement, transportation arrangements and costs where such opportunities are not provided for specifically in the framework itself. Terms and Evaluation Criteria Any new terms and evaluation sub-criteria should be in line with the overall terms and criteria laid down in the framework agreement. Pricing of Mandatory Services Suppliers’ prices for mandatory services are fixed for the first two years of the framework. This applies to the 113 core items as a maximum price, which may be improved upon (but not exceeded) at further competition (listed above in Section 4). These price schedules are available from Crown Commercial Service. Drawing up your specification The framework agreement utilises an output-based specification. Customer specifications should be drawn up on the same basis. Running the Competition There are a number of There are a number of options available to you when issuing further competition documents. You can use the or alternatively your own departmental standard tender process. This may be in hard format (involving the submission of paper tender documentation and receipt of paper bids) or electronic format (involving the use of an eTendering system or email process). Documentation As a minimum, customer documentation should include a brief, including: the information requested from the suppliers in response to the further competition; an explanation of the way in bids will be marked details of the evaluation criteria that will be used to assess the bids details of the tender procedure and return date service information outlining the services that are to be included within the contract on a site by site confirmation and clarification for suppliers regarding operational and quality issues