Spring -...
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Eastern Procurement Ltd, The Old Granary, Grange Farm, Ashwellthorpe, Norfolk, NR16 1ET T. 01508 488244 | E. [email protected] | W. www.eastern-procurement.co.uk Company Registration Number 08351985 EP UPDATE · Eastern Procurement & COVID-19 · New Framework Releases · Customer Satisfaction Results · Working with our Residents · Ask Leigh-Anne · Monitoring Performance · Case Study - GYN Canopy Replacement IN THIS ISSUE Eastern Procurement launched its new £19M, combined Roofing and Roofing Repairs Framework for public procurement clients in March 2020. This Framework provides a solution for both Roofing Installations (either roof replacement or new build) and Roofing Repairs. With a significant focus upon quality, performance and service, the chosen contractors each offer their own solutions to achieve quality and cost. We have an impressive range of options available to our selective clients. Clients will enjoy improved flexibility in this Framework with new facilities to undertake planned and responsive work through one simple solution, should they so wish. Better still we have secured improvements in price over our previous Framework of nearly 12%, and secured more Contractors, improving competition, to provide options for EP Members. The Framework is available to public sector organisations in England, Wales and Scotland. The Successful Contractors: Eastern Procurement launched its new £65M, combined Property Improvements, Repairs and Maintenance Framework for public procurement clients in December 2019. This Framework provides a one stop shop for kitchen and bathroom upgrades, rewires, repointing, fire prevention works, major projects, void improvement and responsive repairs. With a significant focus upon quality, performance and service, the chosen contractors each offer their own solutions to achieve quality and cost. We have an impressive range of options available to our selective clients. Clients will enjoy improved flexibility in this Framework with new facilities to undertake planned and responsive work through one simple solution, should they so wish. Better still we have secured improvements in price over our previous Frameworks, including significant savings in bathroom installations and rewires, as well as quality and performance improvements in a number of areas including an improved electrical specification, for example. The Framework is better for contractors and clients alike. A secure pipeline from key members means this is a meaningful opportunity for the chosen contractors and our commitment to client led specifications, transparent pricing and supply and fit solutions, means easier management for our customers. The Framework is available to public sector organisations in England, Wales and Scotland. New for 2020 In addition to our more attractive large-single-client programmes, we have included the ability to bring together a multi-client programme of improvement works for our smaller members. The aim of this multi-client opportunity is to commit a long-term pipeline of secure and continuous work. It is hoped that this will become our new modus-operandi for smaller client improvement works, providing security of tenure for contractors and their employees, a sound basis for training and investment, leading to further improved quality and performance for clients and residents. If this multi-organisation mini competition sounds like it could be the solution you have been looking for then please get in contact, expressions of interest are welcomed from member and non-member organisations. The Successful Contractors: New EP Frameworks! Thank you to those who completed our annual satisfaction survey, we are proud of our results and know that we could not achieve these without your continued support and valued feedback. This has not gone unnoticed, with two CPD events already in the diaries and an exciting EP Housing Event on the horizon! Customer Satisfaction Results In order to drive performance and encourage continuous improvement in performance within our Contracts and Frameworks, Eastern Procurement implemented a new Performance Management Procedure in January 2020. The procedure uses a range of tools including key performance indicators & targets, methods for obtaining customer/member feedback, yellow and red card systems as well as traditional contractual remedies. The purpose of this procedure is to ensure we are thorough and consistent in our approach and use of the performance tools and systems we have, in order that we maximize performance through being recognised for our focus in this area. Any single or multiple event of failure to meet a minimum standard, provide performance data or up to date certification is considered Non-Performance and termed unacceptable in any case. Non-performance includes each area of performance below minimum standards or requiring issue of a yellow or red card, or requiring consideration or use of contractual remedies. All instances of non-performance, whether relating to KPI’s or customer/member feedback will be recorded in a single database, the Non-Performance Register, which will monitor tasks and timescales relating to the implementation of improvement measures/remedies, Contractors improvement plans and record actions/ outcomes. Monitoring Performance Spring 2020 We will need our supply chain soon….. Given the current circumstances, it would be very easy and quite normal to pull back and hesitate from placing orders right now. This very natural hesitation could give rise to prolonging of supply chain issues and a slower than ideal recovery. Perhaps at worst it could deliver a self-fulfilling prophecy. Hesitation is natural, already many are thinking; “Will we have rental income?” “Will contractors be permitted access?” “Will materials be available?”. In turn contractors are already making tough decisions as to whether they should lay-off or furlough staff. Such decisions are more easily made when there is little or no demand for their services. Contractor supply chains will also respond to the reduced demand of their customer contractors. None of us wish to contribute to the spread or continuance of the virus and we would encourage all customers and contractors to take head of the Government’s advice in this regard. We do however recommend having an eye on the consequences of our actions. Without commitment all supply chains will close down, lay off or furlough those very people we will need as soon as the virus problem has reduced sufficiently. EP & COVID-19 – Maintaining Demand for the Supply Chain The decision to furlough in preference to redundancy is a simple one, it rests on the promises of the future. Orders are a necessity to this. It is essential that as much certainty as possible is maintained for all supply chains. Placing orders now for works to be completed later this year will help secure employment, enable contractors to obtain furlough allowances and ensure our vibrant supply chain rides the storm and returns in full force. This approach will put money in the pockets of those furloughed, reducing the risk of lost income for HAs and stock holding Local Authorities. We are already actively working with Members and Contractors to facilitate security of supply and employment. Our most recent example being the Gasway Services Limited – NCC arrangement to deliver £3.4m of Kitchens and Bathrooms this year. This arrangement alone has helped secure 15 jobs. If you have schemes to progress please contact us urgently and we will move this along as quickly as possible. Most importantly of all, we hope you are keeping safe and well during these unprecedented and uncertain times due to the Coronavirus. Following the success of our previous Resident’s Evaluations we reached out again for our new Heating Framework, to be launched in May this year. We were lucky enough to be joined by four residents, as photographed above, whose feedback, insight and involvement added value in ensuring that all Residents were heard. We asked our Residents three questions to understand why they take part and what value they feel it adds, please read their responses below. Why do you take part in the sessions? Keith – Insight into process of contract award. Mary – Like to feel I am making contribution for tenants, enjoy meeting other. Tenants/representatives for other housing associations to compare ideas and thoughts. What are the benefits of including residents in these evaluations? Peter – We all work for the good of residents, which gives us a good insight into how costs are achieved and what could be done to improve conditions when works are carried out. Chris – It is a resident’s view. The chance to express how it feels to be on the receiving end of services deriving from own experience. How do you think your involvement helps ensure residents receive an efficient and quality service when the contracts undertake the works? Keith – Our input helps to make sure that the views of residents are incorporated into contracts. Mary – By putting as many heads together as possible we can collectively improve services for everyone. Working with our Residents – Q&A Project: Installation of GRP Canopies to replace unsupported concrete canopies Location: Various properties in postcode areas: NR29, NR30, NR31 – approximately 515 properties in total requiring a single or double canopy depending on property type. Client: Great Yarmouth Norse on behalf of Great Yarmouth Borough Council Successful Contractor: Norse Commercial Services Limited EP Framework: Property Improvments, Repairs and Maintenance Our member GYN approached us in October 2019 with a project that they wished to have on site by early February 2020 and completed by 31st May 2020 with 50% of the programme delivered by 31st March 2020. Due to the nature of the work required, it was decided that our Property Improvements, Repairs & Maintenance Framework – Major Works, was the best solution to cover all the work elements that would be required to successfully complete the work and would be procured by Mini- Competition using a ‘Price Only’ evaluation, with all Contractors on the Framework being invited to tender. (Example of a new single GRP canopy installation to the left-hand property with an example of an existing canopy to be removed and replaced with a double GRP canopy on the right-hand property. NOTE: photo is for illustrative purposes only and not taken from this existing contract) Four tender returns were received and Norse Commercial Services Limited submitted the most favourable bid and were awarded the Contract by GYN. Whilst running this Mini-Competition, EP also took the opportunity to use this process to establish Framework rates for this particular workstream which will allow other Members to use these rates for Canopy Replacement Works should they have a requirement to do so during the lifetime of the Property Improvements Framework. The Contract was signed by both parties under a Schedule 4 Order and a mobilisation meeting was held in mid-January 2020 with all parties present. Norse Commercial Services Limited immediately commenced surveys of the properties enabling them to place orders for the new GRP Canopies from the manufacturer in early February 2020. The Client was happy with the outcome of the Mini-Competition run by EP from start to finish and the timely mobilisation of the work. EP were happy to have been involved with procuring and mobilisation of this contract under their current Property Improvements Framework, proving value for money and quality for our Member. Unfortunately, at the time of issue of this Newsletter, all works have been suspended until such time that COVID-19 restrictions are lifted. Case Study – GYN Canopy Replacement Our Procurement and Business Assurance Manager provides us with an insight into Contracts Finder! What is Contracts Finder? Contracts Finder can be used to post contract opportunities, can be used to search for opportunities and to notify the market of and award. What should be posted on Contracts Finder? All in-scope bodies must, as a minimum, follow the legal requirements to publish advertised opportunities and awards on Contracts Finder covered by the Public Contracts Regulations 2015. The Regulations require in-scope bodies to publish all advertised UK public sector procurement opportunities and contract awards above certain thresholds on Contracts Finder. What are the thresholds for Contracts Finder? The thresholds are: • £10,000 for central government bodies and • £25,000 for wider public sector bodies What Contracts Finder notices do Eastern Procurement post? Eastern Procurement posts the award notice for the Framework. Ask Leigh-Anne Roofing Improvements and Repairs 86.80% Member Satisfaction! 83.30% Contractor Satisfaction! (Chris Gould, Peter Warren-Ward, Keith Fairweather & Mary Agar)
Transcript of Spring -...
Eastern Procurement Ltd, The Old Granary, Grange Farm, Ashwellthorpe, Norfolk, NR16 1ETT. 01508 488244 | E. [email protected] | W. www.eastern-procurement.co.ukCompany Registration Number 08351985
EPUPDATE
· Eastern Procurement & COVID-19· New Framework Releases· Customer Satisfaction Results· Working with our Residents
· Ask Leigh-Anne · Monitoring Performance · Case Study - GYN Canopy Replacement
IN THIS ISSUE
Eastern Procurement launched its new £19M, combined Roofing and Roofing Repairs Framework for public procurement clients in March 2020. This Framework provides a solution for both Roofing Installations (either roof replacement or new build) and Roofing Repairs. With a significant focus upon quality, performance and service, the chosen contractors each offer their own solutions to achieve quality and cost. We have an impressive range of options available to our selective clients.
Clients will enjoy improved flexibility in this Framework with new facilities to undertake planned and responsive work through one simple solution, should they so wish.
Better still we have secured improvements in price over our previous Framework of nearly 12%, and secured more Contractors, improving competition, to provide options for EP Members.
The Framework is available to public sector organisations in England, Wales and Scotland.
The Successful Contractors:
Eastern Procurement launched its new £65M, combined Property Improvements, Repairs and Maintenance Framework for public procurement clients in December 2019. This Framework provides a one stop shop for kitchen and bathroom upgrades, rewires, repointing, fire prevention works, major projects, void improvement and responsive repairs. With a significant focus upon quality, performance and service, the chosen contractors each offer their own solutions to achieve quality and cost. We have an impressive range of options available to our selective clients. Clients will enjoy improved flexibility in this Framework with new facilities to undertake planned and responsive work through one simple solution, should they so wish.
Better still we have secured improvements in price over our previous Frameworks, including significant savings in bathroom installations and rewires, as well as quality and performance improvements in a number of areas including an improved electrical specification, for example.
The Framework is better for contractors and clients alike. A secure pipeline from key members means this is a meaningful opportunity for the chosen contractors and our commitment to client led specifications, transparent pricing and supply and fit solutions, means easier management for our customers.
The Framework is available to public sector organisations in England, Wales and Scotland.
New for 2020In addition to our more attractive large-single-client programmes, we have included the ability to bring together a multi-client programme of improvement works for our smaller members. The aim of this multi-client opportunity is to commit a long-term pipeline of secure and continuous work. It is hoped that this will become our new modus-operandi for smaller client improvement works, providing security of tenure for contractors and their employees, a sound basis for training and investment, leading to further improved quality and performance for clients and residents.
If this multi-organisation mini competition sounds like it could be the solution you have been looking for then please get in contact, expressions of interest are welcomed from member and non-member organisations.
The Successful Contractors:
New EP Frameworks!
Thank you to those who completed our annual satisfaction survey, we are proud of our results and know that we could not achieve these without your continued
support and valued feedback. This has not gone unnoticed, with two CPD events already in the diaries and an exciting EP Housing Event on the horizon!
Customer Satisfaction Results
In order to drive performance and encourage continuous improvement in performance within our Contracts and Frameworks, Eastern Procurement implemented a new Performance Management Procedure in January 2020.
The procedure uses a range of tools including key performance indicators & targets, methods for obtaining customer/member feedback, yellow and red card systems as well as traditional contractual remedies. The purpose of this procedure is to ensure we are thorough and consistent in our approach and use of the performance tools and systems we have, in order that we maximize performance through being recognised for our focus in this area. Any single or multiple event of failure to meet a minimum standard, provide performance data or up to date certification is considered Non-Performance and termed unacceptable in any case. Non-performance includes each area of performance below minimum standards or requiring issue of a yellow or red card, or requiring consideration or use of contractual remedies. All instances of non-performance, whether relating to KPI’s or customer/member feedback will be recorded in a single database, the Non-Performance Register, which will monitor tasks and timescales relating to the implementation of improvement measures/remedies, Contractors improvement plans and record actions/outcomes.
Monitoring Performance
Spring2020
We will need our supply chain soon….. Given the current circumstances, it would be very easy and quite normal to pull back and hesitate from placing orders right now. This very natural hesitation could give rise to prolonging of supply chain issues and a slower than ideal recovery. Perhaps at worst it could deliver a self-fulfilling prophecy.
Hesitation is natural, already many are thinking; “Will we have rental income?” “Will contractors be permitted access?” “Will materials be available?”.
In turn contractors are already making tough decisions as to whether they should lay-off or furlough staff. Such decisions are more easily made when there is little or no demand for their services. Contractor supply chains will also respond to the reduced demand of their customer contractors.
None of us wish to contribute to the spread or continuance of the virus and we would encourage all customers and contractors to take head of the Government’s advice in this regard. We do however recommend having an eye on the consequences of our actions. Without commitment all supply chains will close down, lay off or furlough those very people we will need as soon as the virus problem has reduced sufficiently.
EP & COVID-19 – Maintaining Demandfor the Supply Chain
The decision to furlough in preference to redundancy is a simple one, it rests on the promises of the future. Orders are a necessity to this.
It is essential that as much certainty as possible is maintained for all supply chains. Placing orders now for works to be completed later this year will help secure employment, enable contractors to obtain furlough allowances and ensure our vibrant supply chain rides the storm and returns in full force. This approach will put money in the pockets of those furloughed, reducing the risk of lost income for HAs and stock holding Local Authorities.
We are already actively working with Members and Contractors to facilitate security of supply and employment. Our most recent example being the Gasway Services Limited – NCC arrangement to deliver £3.4m of Kitchens and Bathrooms this year. This arrangement alone has helped secure 15 jobs.
If you have schemes to progress please contact us urgently and we will move this along as quickly as possible.
Most importantly of all, we hope you are keeping safe and well during these unprecedented and uncertain times due to the Coronavirus.
Following the success of our previous Resident’s Evaluations we reached out again for our new Heating Framework, to be launched in May this year. We were lucky enough to be joined by fourresidents, as photographed above, whose feedback, insight and involvement added value in ensuring that all Residents were heard. We asked our Residents three questions to understand why they take part and what value they feel it adds, please read their responses below.
Why do you take part in the sessions?
Keith – Insight into process of contract award.
Mary – Like to feel I am making contribution for tenants, enjoy meeting other. Tenants/representatives for other housing associations to compare ideas and thoughts.
What are the benefits of including residents in these evaluations?
Peter – We all work for the good of residents, which gives us a good insight into how costs are achieved and what could be done to improve conditions when works are carried out.
Chris – It is a resident’s view. The chance to express how it feels to be on the receiving end of services deriving from own experience.
How do you think your involvement helps ensure residents receive an efficient and quality servicewhen the contracts undertake the works?
Keith – Our input helps to make sure that the views of residents are incorporated into contracts.
Mary – By putting as many heads together as possible we can collectively improve services for everyone.
Working with our Residents – Q&A
Project: Installation of GRP Canopies to replace unsupported concrete canopies
Location: Various properties in postcode areas: NR29, NR30, NR31 – approximately 515 properties in total requiring a single or double canopy depending on property type.
Client: Great Yarmouth Norse on behalf of Great Yarmouth Borough Council
Successful Contractor: Norse Commercial Services Limited
EP Framework: Property Improvments, Repairs and Maintenance
Our member GYN approached us in October 2019 with a project that they wished to have on site by early February 2020 and completed by 31st May 2020 with 50% of the programme delivered by 31st March 2020.
Due to the nature of the work required, it was decided that our Property Improvements, Repairs & Maintenance Framework – Major Works, was the best solution to cover all the work elements that would be required to successfully complete the work and would be procured by Mini- Competition using a ‘Price Only’ evaluation, with all Contractors on the Framework being invited to tender.
(Example of a new single GRP canopy installation to the left-hand property with an example of an existing canopy to be removed and replaced with a double GRP canopy on the right-hand property. NOTE: photo is for illustrative purposes only and not taken from this existing contract)
Four tender returns were received and Norse Commercial Services Limited submitted the most favourable bid and were awarded the Contract by GYN.
Whilst running this Mini-Competition, EP also took the opportunity to use this process to establish Framework rates for this particular workstream which will allow other Members to use these rates for Canopy Replacement Works should they have a requirement to do so during the lifetime of the Property Improvements Framework.
The Contract was signed by both parties under a Schedule 4 Order and a mobilisation meeting was held in mid-January 2020 with all parties present.
Norse Commercial Services Limited immediately commenced surveys of the properties enabling them to place orders for the new GRP Canopies from the manufacturer in early February 2020.
The Client was happy with the outcome of the Mini-Competition run by EP from start to finish and the timely mobilisation of the work.
EP were happy to have been involved with procuring and mobilisation of this contract under their current Property Improvements Framework, proving value for money and quality for our Member.
Unfortunately, at the time of issue of this Newsletter, all works have been suspended until such time that COVID-19 restrictions are lifted.
Case Study – GYN Canopy Replacement
Our Procurement and Business Assurance Manager provides us with an insight into Contracts Finder!
What is Contracts Finder? Contracts Finder can be used to post contract opportunities, can be used to search for opportunities and to notify the market of and award. What should be posted on Contracts Finder? All in-scope bodies must, as a minimum, follow the legal requirements to publish advertised opportunities and awards on Contracts Finder covered by the Public Contracts Regulations 2015. The Regulations require in-scope bodies to publish all advertised UK public sector procurement opportunities and contract awards above certain thresholds on Contracts Finder.
What are the thresholds for Contracts Finder? The thresholds are: • £10,000 for central government bodies and • £25,000 for wider public sector bodies
What Contracts Finder notices do Eastern Procurement post? Eastern Procurement posts the award notice for the Framework.
Ask Leigh-Anne
Roofing
Improvements and Repairs
86.80% MemberSatisfaction!
83.30% ContractorSatisfaction!
(Chris Gould, Peter Warren-Ward, Keith Fairweather & Mary Agar)
