Office Supplies Tender

Office Supplies Tender

Procurement for Housing Limited (PfH) is putting in place a Framework Agreement for the provision of Office Supplies.

UK-Warrington: office supplies

2012/S 233-383197

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Procurement for Housing
2 Olympic Way, Woolston Grange Avenue, Birchwood
For the attention of: Wendy Griffiths
WA2 0YL Warrington
UNITED KINGDOM
Telephone: +44 8458645100
E-mail: wgriffiths@cel.co.uk
Fax: +44 8458645115

Internet address(es):

General address of the contracting authority: http://www.procurementforhousing.co.uk

Address of the buyer profile: http://www.mytenders.org/search/Search_AuthProfile.aspx?ID=AA26067

Further information can be obtained from: Procurement for Housing
2 Olympic Way, Woolston Grange Avenue, Birchwood
For the attention of: Wendy Griffiths
WA2 0YL Warrington
UNITED KINGDOM
Telephone: +44 8458645100
E-mail: wgriffiths@cel.co.uk
Fax: +44 8458645115
Internet address: http://www.procurementforhousing.co.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Procurement for Housing
2 Olympic Way, Woolston Grange Avenue, Birchwood
For the attention of: Wendy Griffiths
WA2 0YL Warrington
UNITED KINGDOM
Telephone: +44 8458645100
E-mail: wgriffiths@cel.co.uk
Fax: +44 8458645115
Internet address: http://www.procurementforhousing.co.uk

Tenders or requests to participate must be sent to: Procurement for Housing
2 Olympic Way, Woolston Grange Avenue, Birchwood
For the attention of: Wendy Griffiths
WA2 0YL Warrington
UNITED KINGDOM
Telephone: +44 8458645100
E-mail: wgriffiths@cel.co.uk
Fax: +44 8458645115
Internet address: http://www.procurementforhousing.co.uk

I.2)Type of the contracting authority
Other: Procurement Consortium
I.3)Main activity
General public services
Housing and community amenities
I.4)Contract award on behalf of other contracting authorities

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

http://www.procurementforhousing.co.uk/about_us/OJEUframework_permissible_users

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:
Office Supplies.
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: Throughout the United Kingdom.
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 a single operator
Duration of the framework agreement

Duration in years: 4
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 20 000 000 and 30 000 000 GBP

II.1.5)Short description of the contract or purchase(s)
Procurement for Housing Limited (PfH) is putting in place a Framework Agreement for the provision of Office Supplies.
The framework agreement is for use by, but not limited to,
(1) Housing Associations, Local Authorities, Councils, Registered Social Landlords, Arm’s Length Management Organisation and other public sector organisations such as defence or education.
(2) All 800 plus current members of Procurement for Housing (PfH) and any future members of PfH, details of which can be found in the following link: http://www.procurementforhousing.co.uk/about_us/OJEUframework_permissible_users

The Member organisations above are located throughout the UK, including England, Scotland, Wales and Northern Ireland.
The Framework is for the provision of Office Supplies which is to include Paper, Toner & Cartridges, General Office Supplies and Furniture.
Items covered in the framework will include but are not limited to:
— paper to include paper, envelopes & packaging, books & pads,
— toner & cartridges,
— general office supplies to include desk & accessories, writing & graphics, filing & storage, office environment, visual & training, office stationery, office equipment and ergonomic items,
— furniture to include desks, chairs, drawers, tables, cabinets, cupboards.
NOTE: To register your interest in this notice and obtain any additional information please visit the myTenders Web Site at http://www.myTenders.org/Search/Search_Switch.aspx?ID=95279.

The awarding authority has indicated that it will accept electronic responses to this notice via a ‘Tender Submission Postbox’ facility. Further details of this facility are available at http://www.myTenders.org/PostBox/Postbox_Explain.aspx?ID=95279.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems. The postbox closes precisely at the time stated.

II.1.6)Common procurement vocabulary (CPV)

30192000, 30193000, 30197000, 39130000, 30123000

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: no
II.1.9)Information about variants
Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
The Framework is for the provision of Office Supplies which is to include Paper, Toner & Cartridges, General Office Supplies and Furniture.
Approximate 36 months historical monetary values are:
— paper based products including but not limited to paper, envelopes & packaging, books & pads 4 400 000,00 GBP,
— toner & cartridges 3 300 000,00 GBP,
— general office supplies including but not limited to desk & accessories, writing & graphics, filing & storage 7 000 000,000 GBP,
— furniture including but not limited to desks, chairs, tables, drawers, cabinets and cupboards 1 800 000,00 GBP.
The above figures are based on approximately 330 members’ spend over 36 months from 1.11.2009 to 31.10.2012. For information PfH’s current membership stands at 820, figures stated above are representive of 40 percent of the membership.
The successful supplier will be required to demonstrate a proven track record on delivering similar type contracts. The successful supplier will be required to provide sustainable competitive pricing throughout the term of the framework, a vast range of product items including a green offering, a robust logistic infrastructure covering the whole of the UK, an easy to use reliable on-line ordering suite and the capability to provide relevant detailed Management Information.
Estimated value excluding VAT:
Range: between 20 000 000 and 30 000 000 GBP
II.2.2)Information about options
Options: no
II.2.3)Information about renewals
This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion
Duration in months: 48 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Payment will be made through the CEL Procurement Central Billing Services, further information can be found in the tender documentation.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide a reference from their bank.
(2) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice.
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
Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Envisaged number of operators: 5
Objective criteria for choosing the limited number of candidates: Minimum prequalification standards.
The minimum standards PfH requires of an Organisation for it to be eligible to be selected to be invited to tender for the Framework Agreement are:
Eligibility criteria:
— that no circumstances exist requiring the mandatory exclusion of the Organisation (Part B, Question 7.1); and,
— that no discretionary grounds for exclusion exist, unless PfH considers that the exclusion of the Organisation for those grounds is not a proportionate response to them (Part B, Question 7.2).
Economic and financial criteria:
— minimum average turnover of 25mGBP overall over the last 3 complete accounting periods (Part C, Question 8.3),
— minimum average turnover of 10mGBP from similar contracts over last 3 complete accounting periods (Part C, Question 8.3),
— minimum levels of:
— professional indemnity insurance of 1 000 000 GBP (one million pounds),
— employer’s liability insurance of 5 000 000 GBP (five million pounds),
— public liability insurance of 5 000 000 GBP (five million pounds); or evidence that the Organisation can secure such insurances (Part C, Question 8.6), and
— that nothing is disclosed by any of the financial information required to be supplied by the Organisation or discovered from PfH’s other checks about the Organisation (including bank and credit references) that gives rise to concerns that the Organisation may not complete all contracts let under the Framework Agreement because of financial difficulties (Part C, Question 8 generally).
Technical and professional ability criteria:
— evidence that the Organisation has the capability to meet any minimum requirements for the works/services/supplies to be provided under the Framework Agreement as set out in paragraph 1.2 of this PQQ (Part C, Question 9.1),
— evidence that there have been no disputes or terminations of the Organisation’s contracts in the previous 3 years or that where there have been such disputes or terminations they are not due to the default of the Organisation (Part D, Questions 9.7 to 9.11 inclusive),
— evidence that over the previous 3 years the Organisation has undertaken at least 2 (two) other contracts that are similar to those covered by the Framework Agreement, for clients with similar requirements (including the client being subject to an external regulatory regime) as PfH members (Part D, Questions 9.12 and 9.13),
— that no concerns are disclosed by any of the references or the information provided in response to this PQQ relating to the Organisation’s skills, efficiency, exercise or reliability that give rise to concerns that the Organisation will not deliver all contracts called off under the Framework Agreement, the works/services/supplies to the standards PfH members will require (Part D, Question 9 generally and Question 9.12 in particular),
— evidence either that there have been no prosecutions of, or notices served on, the Organisation for breaches of either health and safety laws or environmental laws or that, where there have been, adequate steps have been taken to prevent a recurrence, (Part D, Questions 9.16 and 9.17),
— evidence that it is the Organisation’s stated policy to comply with equality and diversity legislation and either that there have been no findings of unlawful discrimination against the Organisation under equality and diversity legislation or that, where there have been, adequate steps have been taken to prevent a recurrence (Part D, Question 9.19), and
— evidence that the Organisation has an anti-bribery policy (Part D, Question 9.22).
PfH reserves the right to disqualify any tenderer if it finds out at any time during the procurement that the Organisation either did not meet or no longer meets the minimum prequalification standards set out above.
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: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
WG/Office/2013
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Time limit for receipt of requests for documents or for accessing documents: 4.1.2013
Payable documents: yes
Price: 120,00 GBP
Terms and method of payment: Suppliers wishing to participate in this procurement exercise must submit a non-refundable cheque for 100GBP plus VAT (120 GBP total) FAO: Wendy Griffiths at CEL Procurement Ltd, 2 Olympic Park, Birchwood, Warrington, WA2 0YL to cover the costs of evaluating the PQQ. Cheques should be made payable to Collective Enterprises Limited. Please note submissions received without an administration fee will NOT be evaluated.
IV.3.4)Time limit for receipt of tenders or requests to participate
11.1.2013 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
18.1.2013
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
IV.3.8)Conditions for opening tenders

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: yes
Estimated timing for further notices to be published: Prior to framework expiring – framework duration is 48 months.
VI.2)Information about European Union funds
VI.3)Additional information
The value provided in this Notice is only an estimate. We cannot guarantee to Suppliers any business through this contract agreement. Figures stated in the Notice do represent spend that has gone through the previous framework. Value ranges stated are based on an estimated value over a four year period.
Please note Procurement for Housing Limited offices will be closed over the Christmas period from 12 noon on the 24.12.2012 until 9am on the 2.1.2013. Any questions submitted during this period will not be responded to until after the 2.1.2013.
(MT Ref:95279).
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Procurement for Housing
2 Olympic Way Birchwood
WA2 0YL Warrington
UNITED KINGDOM
E-mail: info@procurementforhousing.co.uk
Telephone: +44 8458645100
Internet address: www.procurementforhousing.co.uk
Fax: +44 8458645115

Body responsible for mediation procedures

HouseMark
8 Riley Court, Millburn Hill Road, University of Warwick Science Park
CV4 7HP Coventry
UNITED KINGDOM
E-mail: enquiries@housemark.co.uk
Telephone: +44 2476460500
Internet address: www.housemark.co.uk

VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: The authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. Applicants have 2 working days from notification of the award decision to request additional debriefing and that information has to be provided a minimum of 3 working days before expiry of the standstill period. Such additional information should be requested from the address of the contracting authority of this contract notice. If an appeal regarding the award of a contract has not been successfully resolved the public contract regulations 2006 (SI 2006 No 5) provide aggrieved parties who have been harmed or at risk of harm by a breach of the rules to action in the high court (England, Wales and Northern Ireland). Any such action must be brought promptly. Where a contract has been entered into the court may order the setting aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into the court may only award damages.
VI.4.3)Service from which information about the lodging of appeals may be obtained

Procurement for Housing
2 Olympic Way Birchwood
WA2 0YL Warrington
UNITED KINGDOM
E-mail: info@procurementforhousing.co.uk
Telephone: +44 8458645100
Internet address: www.procurementforhousing.co.uk
Fax: +44 8458645115

VI.5)Date of dispatch of this notice:29.11.2012

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