Office Supplies and Solutions Framework for NHS Supply Chain

Office Supplies and Solutions Framework for NHS Supply Chain

Including but not limited to paper and card general stationery and associated office products electronic office supplies.

United Kingdom-Normanton: Various office equipment and supplies

2016/S 200-361563

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

NHS Supply Chain acting as agent for NHS Business Services Authority
Foxbridge Way
Contact point(s): NUTS Code UKE4
For the attention of: Ruth Jones
WF6 1TL Normanton
United Kingdom
Telephone: +44 7889201374
E-mail: Ruth.Jones@supplychain.nhs.uk
Fax: +44 1924328744

Internet address(es):

General address of the contracting authority: www.supplychain.nhs.uk

Further information can be obtained from: NHS Supply Chain acting as agent for NHS Business Services Authority

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from:NHS Supply Chain acting as agent for NHS Business Services Authority

Tenders or requests to participate must be sent to: NHS Supply Chain acting as agent for NHS Business Services Authority

I.2)Type of the contracting authority

National or federal agency/office

I.3)Main activity

Health

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

‘Office Supplies and Solutions’.

II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Purchase
Main site or location of works, place of delivery or of performance: ‘Various locations in UK
’.

NUTS code UK

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement

II.1.4)Information on framework agreement

Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 30

Duration of the framework agreement

Duration in months: 12

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 136 800 000 and 159 200 000 GBP

II.1.5)Short description of the contract or purchase(s)

This Framework Agreement is for the supply of Office Supplies and Solutions including but not limited to paper and card general stationery and associated office products electronic office supplies original equipment manufacturer and remanufactured inks toners and associated products envelopes labels and associated accessories and technology including audio visual and associated accessories.
This Framework Agreement is for 12 months with the option to extend in incremental stages for up to a total period of 48 months.

II.1.6)Common procurement vocabulary (CPV)

30190000, 30197643, 30199000, 30197642, 30197630, 22810000, 30195000, 22800000, 30191130, 30199000, 30237250, 30197221, 30199760, 30237251,30199712, 30170000, 30233100, 30199700, 30192800, 30141200, 30199711, 30213200, 30193200, 30232100, 32581210, 30199600, 30197630, 32351000,30232120, 30197210, 30232130, 30197330, 30197200, 32324100, 30199230, 30197321, 30237200, 22600000, 30197320, 30200000, 30197310, 30192700,72514000, 30197300, 30195910, 30237460, 22900000, 30195900, 30237410, 30197220, 30192113, 72700000, 35331500, 30231000, 30125100, 30237300,30192300, 30231100, 22610000, 30230000, 30125110, 72510000, 30199230, 30213300, 44113910, 92224000, 39700000, 30233152, 18930000, 32324600,30236000, 32331600, 30213000, 30213100, 30216110, 30213200, 32320000, 32324000, 32323300, 32232000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots
II.1.9)Information about variants
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

‘This is an estimate only as precise quantities of likely purchases are unknown. It is anticipated that in the first 12 months of the Framework Agreement the value of purchases will be in the region of 34 200 000 GBP to 39 800 000 GBP however this is approximate only. The figures below for the total estimated value are based on that initial expenditure and include a forecast for growth.
’.
Estimated value excluding VAT:
Range: between 136 800 000 and 159 200 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: ‘This Framework Agreement will have the option to extend incrementally for a further period of up to 48 months in addition to the initial 12 month period as set out in the Framework Agreement. ’.
II.2.3)Information about renewals

II.3)Duration of the contract or time limit for completion

Duration in months: 12 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Paper and Card

1)Short description

This Lot includes the following: a range of copier paper and card, including but not limited to, copier paper white (A3 and A4), coloured copier paper, recycled copier paper (A4) and card (A2 and A3). Please refer to Appendix 8a — Lot 1 Evaluated Product List for further details.

2)Common procurement vocabulary (CPV)

30197643, 30199000, 30197642

3)Quantity or scope

‘This is an estimate only as precise quantities of likely purchases are unknown. It is anticipated that in the first 12 months of the Framework Agreement the value of purchases for this lot will be in the region of 9 500 000 GBP to 10 500 000 GBP however this is approximate only. The figures below for the total estimated value are based on that initial expenditure.
NHS Supply Chain will run an eAuction in respect of this Lot. Following the eAuction NHS Supply Chain anticipates appointing the 5 Applicants with the highest ranking (i.e. the lowest price) who have met the minimum requirements which are set out in the Invitation to Tender to this Lot. In respect of the goods listed in the relevant basket for this Lot NHS Supply Chain will trade exclusively with the single Applicant with the highest ranking (i.e. lowest price following the eAuction) for the first 12 months of the Framework Agreement (or such longer period as NHS Supply Chain may at its discretion decide) and may trade exclusively with a single Applicant thereafter.
’.
Estimated value excluding VAT:
Range: between 38 000 000 and 42 000 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

‘NUTS Code: UK
’.

Lot No: 2 Lot title: General Stationery and Associated Office Products

1)Short description

This Lot includes the following: a range of general stationery products, including but not limited to, desktop accessories, filing and storage solutions, premises management, domestic appliances, diaries and calendars, display products such as notice boards and security and safety products. Please refer to Appendix 8b — Lot 2 Evaluated Product List for further details.

2)Common procurement vocabulary (CPV)

30190000, 30195000, 30191130, 30237250, 30237251, 30233100, 30141200, 30193200, 30199600, 30232120, 30197330, 30199230, 22600000, 30192113,30192300, 30197310, 30197300, 22900000, 30197220, 22810000, 22800000, 30199000, 30197221, 30199700, 30197630, 30197210, 30197200, 30197321,30197320, 30192700, 30195910, 30195900

3)Quantity or scope

‘This is an estimate only as precise quantities of likely purchases are unknown. It is anticipated that in the first 12 months of the Framework Agreement the value of purchases for this lot will be in the region of 8 000 000 GBP to 9 000 000 GBP however this is approximate only. The figures below for the total estimated value are based on that initial expenditure.
NNHS Supply Chain anticipates appointing the 5 Applicants with the highest ranking (i.e. the lowest price) who have met the minimum requirements which are set out in the Invitation to Tender to this Lot following award NHS Supply Chain anticipate running an eAuction in respect of the goods listed in the relevant basket for this Lot NHS Supply Chain will trade exclusively with the single Applicant with the highest ranking (i.e. lowest price following the eAuction) for the first 12 months of the Framework Agreement (or such longer period as NHS Supply Chain may at its discretion decide) and may trade exclusively with a single Applicant thereafter.
’.
Estimated value excluding VAT:
Range: between 32 000 000 and 36 000 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

‘NUTS Code: UK
’.

Lot No: 3 Lot title: Electronic Office Supplies — Original Equipment Manufacturer (OEM) — Inks, Toners and Associated Products

1)Short description

This Lot includes the following: a range of OEM branded ink and toner cartridges, drum and tapes and associated products, including but not limited to, fusers and maintenance kits. Please refer to Appendix 8c — Lot 3 Evaluated Product List for further details.

2)Common procurement vocabulary (CPV)

30192113, 35331500, 30125100, 30192300, 22610000, 30125110

3)Quantity or scope

‘This is an estimate only as precise quantities of likely purchases are unknown. It is anticipated that in the first 12 months of the Framework Agreement the value of purchases for this lot will be in the region of 9 500 000 GBP to 10 500 000 GBP however this is approximate only. The figures below for the total estimated value are based on that initial expenditure.
NHS Supply Chain anticipates appointing the 8 Applicants with the highest ranking (i.e. the lowest price) who have met the minimum requirements which are set out in the Invitation to Tender to this Lot following award NHS Supply Chain anticipate running an eAuction in respect of the goods listed in the relevant basket for this Lot NHS Supply Chain will trade exclusively with the single Applicant with the highest ranking (i.e. lowest price following the eAuction) for the first 12 months of the Framework Agreement (or such longer period as NHS Supply Chain may at its discretion decide) and may trade exclusively with a single Applicant thereafter.’.
Estimated value excluding VAT:
Range: between 38 000 000 and 42 000 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

‘NUTS Code: UK
’.

Lot No: 4 Lot title: Electronic Office Supplies — Remanufactured — Inks, Toners and Associated Products

1)Short description

This Lot includes the following: a range of re-manufactured ink and toner cartridges and associated products, including but not limited to, fusers and maintenance kits. Please refer to Appendix 8d — Lot 4 Evaluated Product List for further details.

2)Common procurement vocabulary (CPV)

30192113, 35331500, 30125100, 30192300, 22610000, 30125110

3)Quantity or scope

‘This is an estimate only as precise quantities of likely purchases are unknown. It is anticipated that in the first 12 months of the Framework Agreement the value of purchases for this lot will be in the region of 3 500 000 GBP to 4 500 000 GBP however this is approximate only. The figures below for the total estimated value are based on that initial expenditure.
NHS Supply Chain anticipates appointing the top scoring 10 Applicants who have met the minimum requirements which are set out in the Invitation to Tender to this Lot.
’.
Estimated value excluding VAT:
Range: between 14 000 000 and 18 000 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

‘NUTS Code: UK
’.

Lot No: 5 Lot title: Envelopes

1)Short description

This Lot includes the following: a range of envelopes, including but not limited to, wallets, pockets, internal, gusseted, board-backed, polythene mailers, padded and wage envelopes. Please refer to Appendix 8e — Lot 5 Evaluated Product List for further details.

2)Common procurement vocabulary (CPV)

30199230, 30199712, 30199711

3)Quantity or scope

‘This is an estimate only as precise quantities of likely purchases are unknown. It is anticipated that in the first 12 months of the Framework Agreement the value of purchases for this lot will be in the region of 2 500 000 GBP to 3 500 000 GBP however this is approximate only. The figures below for the total estimated value are based on that initial expenditure.
NHS Supply Chain anticipates appointing the 6 Applicants with the highest ranking (i.e. the lowest price) who have met the minimum requirements which are set out in the Invitation to Tender to this Lot following award NHS Supply Chain anticipate running an eAuction in respect of the goods listed in the relevant basket for this Lot NHS Supply Chain will trade exclusively with the single Applicant with the highest ranking (i.e. lowest price following the eAuction) for the first 12 months of the Framework Agreement (or such longer period as NHS Supply Chain may at its discretion decide) and may trade exclusively with a single Applicant thereafter.
’.
Estimated value excluding VAT:
Range: between 10 000 000 and 14 000 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

‘NUTS Code: UK
’.

Lot No: 6 Lot title: Labels and Associated Accessories

1)Short description

This Lot includes the following: a range of labels, including but not limited to, laser, self-adhesive, thermal, inkjet, index, pathology and cold storage labels. Please refer to Appendix 8f — Lot 6 Evaluated Product List for further details.

2)Common procurement vocabulary (CPV)

30199760, 30170000, 30192800

3)Quantity or scope

‘This is an estimate only as precise quantities of likely purchases are unknown. It is anticipated that in the first 12 months of the Framework Agreement the value of purchases for this lot will be in the region of 1 000 000 GBP to 1 500 000 GBP however this is approximate only. The figures below for the total estimated value are based on that initial expenditure.
NHS Supply Chain anticipates appointing the 10 Applicants with the highest ranking (i.e. the lowest price) who have met the minimum requirements which are set out in the Invitation to Tender to this Lot following award NHS Supply Chain anticipate running an eAuction in respect of the goods listed in the relevant basket for this Lot NHS Supply Chain will trade exclusively with the single Applicant with the highest ranking (i.e. lowest price following the eAuction) for the first 12 months of the Framework Agreement (or such longer period as NHS Supply Chain may at its discretion decide) and may trade exclusively with a single Applicant thereafter.’.
Estimated value excluding VAT:
Range: between 4 000 000 and 6 000 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

‘NUTS Code: UK
’.

Lot No: 7 Lot title: Technology including Audio Visual and Associated Accessories

1)Short description

This Lot includes the following: a range of technology products, including but not limited to, tablets, projectors, printers, storage devices, scanner, keyboards, mouse, display monitors, TV’s, docking stations, headsets, speakers, audio equipment, camera’s and webcams. Please refer to Appendix 8g — Lot 7 Evaluated Product List for further details.

2)Common procurement vocabulary (CPV)

30213200, 32581210, 32351000, 30232130, 32324100, 30237200, 30237250, 30200000, 72514000, 30237460, 30237410, 72700000, 30231000, 30237300,30231100, 30230000, 72510000, 30213300, 92224000, 30233152, 32324600, 30236000, 32331600, 30213000, 30213100, 30216110, 30213200, 32320000,32324000, 32323300, 32232000, 30232100

3)Quantity or scope

‘This is an estimate only as precise quantities of likely purchases are unknown. It is anticipated that in the first 12 months of the Framework Agreement the value of purchases for this lot will be in the region of 200 000 GBP to 300 000 GBP however this is approximate only. The figures below for the total estimated value are based on that initial expenditure.
NHS Supply Chain anticipates appointing the top scoring 10 Applicants who have met the minimum requirements which are set out in the Invitation to Tender to this Lot.
’.
Estimated value excluding VAT:
Range: between 800 000 and 1 200 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

‘NUTS Code: UK
’.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

‘Parent company or other guarantees may be required in certain circumstances. Further details will be in the tender documents.
’.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

‘Please see tender documents.
’.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

‘The Contracting Authority reserves the right to require groupings of entities to take a particular form or to require one party to undertake primary legal liability or to require that each party undertakes joint and several liability.
’.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: ‘The Framework Agreement includes obligations with respect to environmental issues and a requirement for successful Suppliers to comply with the NHS Supply Chain Code of Conduct
’.
III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: ‘submission of expression of interest and procurement specific information:

This procurement exercise will be conducted on the NHS Supply Chain eTendering portal at http://procurement.supplychain.nhs.uk/ISS/

Candidates wishing to be considered for this contract must register their expression of interest and provide additional procurement-specific information (if required) through the NHS Supply Chain eTendering portal as follows:
REGISTRATION
1.

Use URL http://procurement.supplychain.nhs.uk/ISS/ to access the NHS Supply Chain Procurement portal.

2.
If not yet registered:
— Click on the “Not Registered Yet” link to access the registration page.
— Complete the registration pages as guided by the mini guide found on the landing page.
Portal access
If registration has been completed:

— Login with URL http://procurement.supplychain.nhs.uk/ISS/ .

— Click on the “Supplier Dashboard” icon to open the list of new procurement events.
Expression of interest
— View Contract Notice content by clicking on the “view notice” button for the procurement event. This opens a PDF document.
— Express an interest by clicking on the “express interest” button.
— To start the response process after the expression of interest has been done select the “My Active Opportunities” option and click on the “Apply” button.
— Select the procurement event from the list by clicking on the description
— In the detail view click on the orange coloured “Framework Agreement” button to start responding to the tender.
Tender response
Header level requirements: Applicants are required to read all Framework Header Documents which can be accessed using the “NHS SC header documents” button which is located in the “select framework” tab.
— Applicants are required to upload the documents detailed in the Invitation to Tender (Please see Section 6 for further details) using the “supplier header documents” button which is located in the “select framework” tab.
— The “framework questionnaire” tab has no requirement for completion in this tender.
Lot level requirements:
— A preview of the Lot line details can be viewed using the “Lot header” tab by selecting the Lot and using the “Lot line information” button. In order to respond to a Lot Applicants must select the relevant Lot and then use the “express intent” button. This expression of intent does not place any obligation on the Applicant to respond the action unlocks the ability to respond.
— There are no documents in the “NHS SC Lot documents” tab in the “Lot header” tab.
— Complete price offers per Line for the Lot by completing the required fields for all Lines contained in the relevant Appendix 8 — Evaluated Product List once this is completed a total basket value will be generated this total basket value must then be input into the “Lot line detail” tab. There are a number of mandatory fields to complete on a Line basis please follow the instructions that are contained in the relevant Appendix 8 document.
— Applicants are required to answer all Lot specific questions found in the “Lot evaluation criteria” tab.
— The “Lot questionnaire” tab has no requirement for completion in this tender.
— Applicants are then required to click on the “terms and conditions” button in the “submit individual lot response(s)” tab to view and accept the ISS Terms and Conditions.
— Finally Applicants are required to click on the “submit response to selected LOT” button in the “submit individual Lot response(s)” tab to submit their response for the Lot.
— Applicants are able to view their submission using the “supplier submission report” button found in the “submit individual lot response(s)” tab.
’.

III.2.2)Economic and financial ability
III.2.3)Technical capacity
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: yes
Additional information about electronic auction: ‘An Electronic auction (eAuction) will be used to award all or part of the requirements of the Framework Agreement. The use of eAuctions may be an option as part of any contracts awarded under the Framework Agreement
’.
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2015/S 174-316134 of 9.9.2015

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

IV.3.4)Time limit for receipt of tenders or requests to participate

7.11.2016 – 15:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

in days: 200 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Date: 8.11.2016 – 9:00

Place:

As in above mentioned I.1

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: ‘Only the NHS Supply Chain contract owner or delegate
’.

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds

VI.3)Additional information

‘NHS Supply Chain reserves the right to appoint more suppliers to the Framework Agreement in the event that more than 30 reach the minimum score for appointment which is set out in the Invitation to Tender.
Applicants should refer to Annex B of this Contract Notice for further details in respect of appointment to the individual lots across the Framework Agreement. Applicants may bid for one more than one or all of the Lots and Applicants should refer to the Invitation to Tender for more information in respect of this.
The term of contracts formed under the Framework Agreement may continue beyond the end of the term of the Framework Agreement itself. NHS Supply Chain expects to provide successful Suppliers with the opportunity to offer additional savings to customers through the provision of discounted pricing value added offerings and bulk buy initiatives.
NHS Supply Chain will share savings information in order to assist its customers with making informed procurement decisions.
NHS Supply Chain intends to enter into arrangements under which it will be entitled to purchase supplies and/or services which it will make available for purchase by
1) any NHS Trust;
2) any other NHS entity;
3) any government department agency or other statutory body (for the avoidance of doubt including local authorities) and/or 4) any private sector entity active in the UK healthcare sector. Only NHS Supply Chain can order from the Framework Agreement and enter into contracts under it.
The Supplier will be required to report to and pay a direct contract management fee in relation to Lot 7 Technology to NHS Supply Chain as detailed in the tender documents.
Electronic ordering will be used and electronic invoicing will be accepted and electronic payment will be used. For the avoidance of doubt and notwithstanding the estimate indicated at II.2.1 NHS Supply Chain does not guarantee any level of purchase through the framework and advises Applicants that the framework shall be established on a non-exclusive basis.
Tenders and all supporting documentation for the contract must be priced in sterling and written in English. Any agreement entered into will be considered a contract made in England according to English law and will be subject to the exclusive jurisdiction of the English Courts. NHS Supply Chain is not liable for any costs (including any third party costs fees or expenses incurred by those expressing an interest participating or tendering for this contract opportunity. NHS Supply Chain reserves the right to terminate the procurement process (or part of it) to change the basis of and the procedures for the procurement process at any time or to procure the subject matter of the contract by alternative means if it appears that it can be more advantageously procured by alternative means. The most economically advantageous or any tender will not automatically be accepted.

All communications must be made through NHS Supply Chain’s eTendering portal at http://procurement.supplychain.nhs.uk/ISS/ using the Message Centre facility linked to this particular contract notice.

’.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Not applicable

Body responsible for mediation procedures

Not applicable

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: ‘Appeals to be lodged in accordance with the Public Contracts Regulations 2015 (as amended)
’.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

7.10.2016

 

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