Section one: Contracting entity
one.1) Name and addresses
ABELLIO EAST MIDLANDS LIMITED
2nd Floor St Andrew's House,18-20 St Andrew Street
LONDON
EC4A3AG
Contact
Sarah Garner
sarah.garner@eastmidlandsrailway.co.uk
Telephone
+44 7990422842
Country
United Kingdom
Region code
UKF11 - Derby
Companies House
09860485
Internet address(es)
Main address
https://www.abellio.com/our-businesses/east-midlands-railway
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
http://redirect.transaxions.com/events/4tFE8
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
http://redirect.transaxions.com/events/4tFE8
one.6) Main activity
Railway services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
EMR/JE/003 Train Soft Furnishing Framework
Reference number
EMR/JE/003 Train Soft Furnishing Framework
two.1.2) Main CPV code
- 50220000 - Repair, maintenance and associated services related to railways and other equipment
two.1.3) Type of contract
Services
two.1.4) Short description
EMR lease a range of vehicles from ROSCOs in which a condition of the contract is that soft furnishing on trains are maintained and returned after the lease in a good condition. EMR is also monitored via a quality system (SQR) on the standard of our trains which includes the soft furnishing of trains, carpets, seats and vinyl.
The current fleet consists of...
27 Class 222s
3 Class 180s
21 Class 360s
8 Class 156s
26 Class 158s
27 Class 170s
two.1.5) Estimated total value
Value excluding VAT: £28,000,000
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
two.2) Description
two.2.1) Title
LOT1 - Seat Cover Material Supply
Lot No
1
two.2.2) Additional CPV code(s)
- 34631300 - Rolling-stock seats
two.2.3) Place of performance
NUTS codes
- UKF - East Midlands (England)
two.2.4) Description of the procurement
Delivery Lot 1 - Seat Cover Material Supply
The supply of upholstery covers for a range of Fleets.
The supplier shall manufacture the upholstery covers specified and forecast ongoing provision of supplies until agreed date. Any minimum order requirements for OEM materials shall be provided for clarity.
The supplier shall provide details for the periodic cleaning of the materials, if these differ from the current EMR cleaning manual requirements.
The supplier shall provide a 12 month warranty which shall be transferable and advise EMR on the requirements to adhere to the warranty.
The supplier shall provide a suitable pool stock of material to EMR for ongoing maintenance requirements for the duration of contract
The supplier shall satisfy themselves of the specification to ensure a like for like replacement in both design and compliance.
The supplier must be able to provide the following:
Fire Retardancy - Materials and assemblies provided must comply with GMRT2130 Issue 5 which references EN45545 and BS EN 16989. Note: this standard is a more modern standard to when the original material was supplied. Any issues with supplying to this standard should be communicated to EMR as a TQ.
Upholstery Product Specification - Refer to Appendix 01
Exploratory options to be reviewed/provided:
Equivalent alternatives to the specified standard class upholstery product specification
Anti-stain fabric protector for the standard class upholstery
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
Yes
Description of renewals
4 + 2 + 2
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2) Description
two.2.1) Title
LOT2 - Seat Cover Removal, Replacement and Seat Foam Fitment
Lot No
2
two.2.2) Additional CPV code(s)
- 34631300 - Rolling-stock seats
two.2.3) Place of performance
NUTS codes
- UKF - East Midlands (England)
two.2.4) Description of the procurement
Delivery Lot 2 - Seat Cover Removal, Replacement and Seat Foam Fitment
The seat cover Removal, replacement and foam fitment across a range of Fleets.
The supplier will fit material provided by EMR at agreed location at the point of call off.
The supplier will be responsible for the removal and safe disposal of all existing seat covers and foams in accordance with current environmental standards.
The supplier must be able to provide a clear explanation of the fitment and delivery approach, including but not limited to; unit access requirements/restrictions and any specific requirements associated with a safe method of work.
The supplier must be fully flexible in their delivery approach, with the ability to deliver works outside of normal working hours (including nights and weekends).
The supplier will be responsible for checking the quality of material prior to material fitment and will report any defects to EMR through agreed escalation process, which will be agreed at point of call off.
The supplier will be responsible for adhering to EMR's PPE requirements if attending EMR sites. At a minimum, the supplier will be required to wear safety boots, orange high vis vest and will have completed EMR's site induction. All requirements will be agreed at point of call off.
The supplier will be responsible for the ongoing maintenance of seat cover removal, replacement and fitment, abiding to a schedule agreed at point of call off.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
Yes
Description of renewals
4 + 2+ 2
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2) Description
two.2.1) Title
LOT3 - Floor Covering Supply
Lot No
3
two.2.2) Additional CPV code(s)
- 34600000 - Railway and tramway locomotives and rolling stock and associated parts
two.2.3) Place of performance
NUTS codes
- UKF - East Midlands (England)
two.2.4) Description of the procurement
Delivery Lot 3 - Floor Covering Supply
The supply of floor coverings for a range of Fleets.
The supplier shall manufacture the floor coverings specified and forecast ongoing provision of supplies until agreed date. Any minimum order requirements for OEM materials shall be provided for clarity.
The supplier shall provide details for the periodic cleaning of the materials, if these differ from the current EMR cleaning manual requirements.
The supplier shall provide a 12-month warranty which shall be transferable and advise EMR on the requirements to adhere to the warranty.
The supplier shall provide a suitable pool stock of material to EMR for ongoing maintenance requirements for the duration of the contract.
The supplier shall satisfy themselves of the specification to ensure a like for like replacement in both design and compliance.
The supplier must be able to provide the following:
Fire Retardancy - Materials and assemblies provided must comply with GMRT2130 Issue 5 which references EN45545 and BS EN 16989. Note: this standard is a more modern standard to when the original material was supplied. Any issues with supplying to this standard should be communicated to EMR as a TQ.
Floor Covering Product Specification- Refer to Appendix 02
Exploratory options to be reviewed/provided:
Equivalent alternatives to the specified floor covering product specifications
Anti-stain fabric protector for the floor covering
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
Yes
Description of renewals
4 + 2 + 2
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2) Description
two.2.1) Title
LOT4 - Floor Covering Removal, Replacement and Fitment
Lot No
4
two.2.2) Additional CPV code(s)
- 34620000 - Rolling stock
two.2.3) Place of performance
NUTS codes
- UKF - East Midlands (England)
two.2.4) Description of the procurement
Delivery Lot 4 - Floor Covering Removal, Replacement and Fitment
The removal and replacement of floor coverings across a range of Fleets.
The supplier will fit material provided by EMR at agreed location on the EMR network at the point of call off.
The supplier will be responsible for the removal and safe disposal of all existing materials in accordance with current environmental standards.
The supplier must be fully flexible in their delivery approach, with the ability to deliver works outside of normal working hours (including nights and weekends).
The supplier must be able to provide a clear explanation of the fitment and delivery approach, including but not limited to; unit access requirements/restrictions and any specific requirements associated with a safe method of work.
The supplier will be responsible for checking the quality of material prior to material fitment and will report any defects to EMR through agreed escalation process, which will be agreed at point of call off.
The supplier will be responsible for adhering to EMR's PPE requirements if attending EMR sites. At a minimum, the supplier will be required to wear safety boots, orange high vis vest and will have completed EMR's site induction. All requirements will be agreed at point of call off.
The supplier will be responsible for the ongoing maintenance of flooring removal, replacement and fitment, abiding to a schedule agreed at point of call off.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
Yes
Description of renewals
4 + 2 +2
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement
Framework agreement with several operators
In the case of framework agreements, provide justification for any duration exceeding 8 years:
duration is 4 years plus two 2 year extensions
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Originally published as:
Date
20 March 2023
Local time
10:00am
Changed to:
Date
3 April 2023
Local time
11:00am
See the change notice.
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
20 March 2023
Local time
11:00am
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
Part 1 - Aims
To enable EMR to meet lease requirements in place with the ROSCOs
To provide improvements to the vehicles soft furnishings to enhance customer satisfaction and provide a positive customer experience.
To improve EMR's Service Quality Regime (SQR) scoring and reduce financial penalties to the business.
six.4) Procedures for review
six.4.1) Review body
Abellio East Midlands Railway
Derby
Country
United Kingdom