Purpose

During the tender submission period and in
accordance with the clarification report procedures, all tenderers
were notified of responses to all queries raised, via the secure
messaging service within the CHIC e-Sourcing platform.

All 58 suppliers on the relevant category of the DPS were invited
to tender, four suppliers submitted compliant tenders, with 21
opting out citing capacity issues, location issues or only
manufacturing timber frames rather than UPVC, while the remaining
suppliers did not provide any reasons for non-submission. The
deadline for submissions was the 17 of May 2024 at 3.00 pm.

A completeness and compliance check were carried out on the tender
package by CHIC Procurement & Commercial, completed on the 10
April 2024 to verify that all required information had been
submitted. A similar check on the Price submission was carried out
by Katie Carey – Head of Commercial Services CHIC. Including
the verification of the minimum turnover of requirement of circa
£1.8Million pounds by all suppliers.

All four tenderers satisfied the requirements for the tender
submission and therefore proceeded to the next stage of evaluation,
no clarifications were requested at evaluation stage through CHIC
E-sourcing, and all tenderers provided all required
information.

The following panel members were involved in the evaluation process
prior to commencement of any assessments:
- Moderator: Sarah Degg – Head of Member Services (West)
CHIC
- Moderator: Michael Ivory – Senior Procurement Manager
CHIC
- Panel Member: John Hall – Sandwell Metropolitan Borough
Council
- Panel Member: Isabel Cole - Sandwell Metropolitan Borough
Council
- Panel Member: Ian Sorrell – Sandwell Metropolitan Borough
Council
- Panel Member: Steve Bull – Sandwell Metropolitan Borough
Council

Responses to questions in the TR-QS were evaluated in accordance
with the scoring guidance associated with each question and
weighted in accordance with the matrix set out.

Individual assessments were carried out prior to meeting of panel
members to agree consensus scores. Sarah Degg and Michael Ivory
from CHIC attended the consensus meeting on the 4 of June with the
above panel members to provide support. The moderator assigned the
agreed weighted scores. The moderated assessments were signed off
on the 5 of June.

For the four suppliers who submitted a response, the Price
Submission (TR-PS) was evaluated by Steve Bull – Sandwell
Metropolitan Borough Council.

Each score was calculated using the price scoring mechanism –
Price Scoring Mechanism of the Instructions to Tenderers document.
The completed Tender Cost Analysis, including all the Tender Total
Prices.

No abnormally low tenders have been identified.

As indicated in Table A of the Instructions to Tenderers document,
the Quality / Price ratio for this competition is:
- Quality & Social Value 40%
- Price 60%

Prior to potential award of this contract, CHIC required the
submission of all (or part) of the evidence declared
(self-declaration) in place at the selection stage of this DPS.
Upon request the Tenderer provided the documentary evidence. On
examination by CHIC, the successful Tenderer assessed as the most
economically advantageous was confirmed as having the appropriate
Health and Safety, Insurance certification and appropriate
accreditations on 31 January 2025.

Content

(1) To appoint Lutley Windows as sole provider
of UPVC Window and Door Replacement & Associated Component
Repairs for the duration of one year with an optional one year
extension for the period 01 September 2024 to 31 August 2025 with
an estimated value, excluding VAT, of £900k per
annum;

(2) That the Executive Director of Place be authorised to award the
contract, as referred to in (1) above, to the successful
contractor;

(3) That the Director – Law and Governance and Monitoring
Officer be authorised to enter into or execute under seal any
documentation in relation to the award of the contract.