Supply and Delivery of Office Stationery to Public Sector Bodies

Supply and Delivery of Office Stationery to Public Sector Bodies

London Universities Purchasing Consortium (LUPC) is a not-for-profit consortium owned by its Members, for its Members. Number of participants to the framework agreement envisaged: 7.Range: between 120 000 000 and 200 000 000 GBP.

United Kingdom-London: Office supplies

2015/S 013-018796

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

London Universities Purchasing Consortium
Shropshire House, 179 Tottenham Court Road
Contact point(s): https://lupc.bravosolution.co.uk
For the attention of: Whatley Darran
W1T 7NZ London
UNITED KINGDOM
Telephone: +44 2073072764
E-mail: d.whatley@lupc.ac.uk

Internet address(es):

General address of the contracting authority: http://www.lupc.ac.uk

Address of the buyer profile: http://www.lupc.ac.uk

Electronic access to information: https://lupc.bravosolution.co.uk

Electronic submission of tenders and requests to participate: https://lupc.bravosolution.co.uk

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Other: Public Sector Purchasing Consortium

I.3)Main activity

General public services
Recreation, culture and religion
Education

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

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

http://www.lupc.ac.uk/list-of-members.html

Section II: Object of the contract

II.1)Description

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

Provision of supply and delivery of office, library and computer supplies to UK Public Sector Organisations.

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: Multiple sites across 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 several operators
Number of participants to the framework agreement envisaged: 7

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 120 000 000 and 200 000 000 GBP

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

London Universities Purchasing Consortium (LUPC) is a not-for-profit consortium owned by its Members, for its Members. Its primary purpose is to maximise value from the collaborative procurement of goods and services for its Members, made up of universities, colleges, museum and other cultural or scientific establishments.
LUPC is managing this procurement process in accordance with the Public Contracts Regulations 2006 (the ‘Regulations’). This Framework Agreement is being procured under the Restricted Procedure.
This framework agreement for the supply of office, library and computer supplies will be managed by LUPC, acting as lead organisation for the National Working Party for Computer and Stationery Supplies and the following participating consortia:

Advanced Procurement for Universities and Colleges (APUC), a list of current Members may be found at: http://www.apuc-scot.ac.uk/#!/members

Higher Education Purchasing Consortium, Wales (HEPCW), a list of current Members may be found at:http://www.hepcw.ac.uk/files/2013/12/HEPCW-Members1.pdf

London Universities Purchasing Consortium (LUPC), a list of current Members may be found at: http://www.lupc.ac.uk/list-of-members.html

North Eastern Universities Purchasing Consortium (NEUPC), a list of current Members may be found at: http://www.neupc.ac.uk/our-members

Southern Universities Purchasing Consortium (SUPC), a list of current Members may be found at: http://www.supc.ac.uk/engage/our-members/our-members

The Framework Agreement will be made available to all current and future Members (including Associate Members) of LUPC, NEUPC, APUC, HEPCW and SUPC (hereinafter known as ‘Members’).

The agreement will also be open to Members of the North Western Universities Purchasing Consortium (NWUPC), the full list of Members can be found here: http://www.nwupc.ac.uk/our-members

This will also apply, with the express written permission of LUPC, to any third sector organisation, or any other public sector organisation in the United Kingdom in accordance with the following definition: http://www.legislation.gov.uk/uksi/2005/1515/regulation/3/made

If the organisation is not a Member of a participating consortium, the organisation will need to join one either as an Associate or Full Member.
Membership of participating consortia may be subject to change owing to strategic realignment or the inclusion of newly affiliated members and therefore the institutions involved in this agreement will be subject to change during the term of the Agreement.
Suppliers must be able to make delivery in accordance to the organisational requirements and to all sites, and be able to receive and process orders and payments using a number of different methods, including, but not limited to, purchasing cards and e-procurement.
3 suppliers will be selected for the framework agreement in each of lots 1 and 2, and one supplier for lot 3. Applicants should acknowledge that LUPC shall not be bound to accept the lowest-priced or any Tender and reserves the right not to conclude a Framework Agreement for some or all of the requirements for which Tenders are invited.
The duration of the Framework Agreement will be 3 years with 1 year extension option available.

II.1.6)Common procurement vocabulary (CPV)

30192000, 30199200, 39222000, 30234000, 30192113, 33141623, 30192152, 30233140, 30199600, 30192800, 30125100, 30125120, 30190000,30237200, 30199500, 35121600, 30197000, 30199761, 39155100, 30199230, 42991000, 30233180, 30197642, 30197600, 30237300, 30197643,30199000, 30192300, 30125110, 30192700, 30192150, 30125130, 39155000, 30170000

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

The contract is covered by the Government Procurement Agreement (GPA): no

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

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

LUPC is putting in place this multi supplier framework for the provision of various office supplies, which will include, but is not limited to, general office stationery and associated office supplies, office paper, small office machines, printer toner and inks, computer external storage, storage media, library supplies and electronic office supplies. A mix of branded and non-branded products is envisaged.
While the LUPC cannot guarantee volumes, it is estimated that the total value of Framework Agreement for the entire duration of the framework agreement (including extension periods) is between 120 000 000 and 200 000 000 GBP excluding VAT. This an estimation based on historical spend in this area. It may vary considerably up or down.
No business whatsoever is guaranteed under any resulting framework agreement or contract and, indeed, there is no guarantee that any framework agreement or contract will be put in place in relation to this notice. No compensation/etc. will be paid if a tender or resulting framework agreement is withdrawn for any reason. Providers should take part in the process only on the basis that they fully understand and accept this position. Any resulting contracts will be subject to the laws of England and Wales. Initial terms, 3 years, plus 1 year extension.
Estimated value excluding VAT:
Range: between 120 000 000 and 200 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: It is envisaged that these arrangements will commence from August 2015 and continue for a period of 36 months with the facility to extend for a further 12 months, subject to satisfactory performance and at LUPC’s sole discretion.
Provisional timetable for recourse to these options:
in months: 36 (from the award of the contract)

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 1

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

Duration in months: 48 (from the award of the contract)

Information about lots

Lot No: 1Lot title: Office, Computer and Library Supplies

1)Short description

Office Supplies (including general stationery, paper and minor equipment), Computer Supplies (printer toner and ink, external storage and Peripherals) and Library Supplies (Book care, Book trolleys, Display, Library security, and Referencing).

2)Common procurement vocabulary (CPV)

30192000, 39222000, 30234000, 30192113, 33141623, 30192152, 30233140, 30199600, 30192800, 30125100, 30125120, 30190000, 30237200,30199500, 35121600, 30197000, 30199761, 39155100, 30199230, 42991000, 30233180, 30197642, 30197600, 30199000, 30197643, 30237300,30192300, 30125110, 30192700, 30192150, 30125130, 39155000, 30170000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 76 000 000 and 112 000 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

LUPC intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.

Lot No: 2Lot title: Computer Supplies

1)Short description

Computer Supplies (printer toner and ink, external storage and Peripherals).

2)Common procurement vocabulary (CPV)

30237300, 30125110, 30125100, 30125120, 30237200, 30192113, 30234000, 30233180, 30125130, 30233140, 30192300

3)Quantity or scope

Estimated value excluding VAT:
Range: between 40 000 000 and 80 000 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

LUPC intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.

Lot No: 3Lot title: Library Supplies

1)Short description

Library Supplies (Book care, Book trolleys, Display, Library security, and Referencing).

2)Common procurement vocabulary (CPV)

39155100, 30199761, 30199500, 30192150, 30192152, 35121600, 39155000, 30170000, 30192800

3)Quantity or scope

Estimated value excluding VAT:
Range: between 4 000 000 and 8 000 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

LUPC intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Pre-Qualification Questionnaire, available by application via the contact point in section I.1.

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

Pre-Qualification Questionnaire, available by application via the contact point in section I.1.

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

LUPC may require grouped or consortia bidders to form a single corporate vehicle upon award of the contract and/or assume 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: Any required certificates, statutory declarations or criteria are notified within the Pre-Qualification Questionnaire, available by application via the contact point in section I.1.
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: Suppliers Instructions How to Express Interest in this Tender: 1. Register your company on the eSourcing portal (this is only required once) — Browse to the eSourcing Portal: https://lupc.bravosolution.co.uk and click the link to register — Accept the terms and conditions and click ‘continue’ — Enter your correct business and user details — Note the user-name you chose and click ‘Save’ when complete — You will shortly receive an email with your unique password (please keep this secure) 2. Express an Interest in the tender — Login to the portal with the user-name/password — Click the ‘PQQs / ITTs Open To All Suppliers’ link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) — Click on the relevant PQQ/ ITT to access the content. — Click the ‘Express Interest’ button at the top of the page. — This will move the PQQ /ITT into your ‘My PQQs/ My ITTs’ page. (This is a secure area reserved for your projects only) — You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ ITT Details’ box 3. Responding to the tender — Click ‘My Response’ under ‘PQQ/ ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining) — You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification — Note the deadline for completion, then follow the on-screen instructions to complete the PQQ/ ITT — There may be a mixture of on-line and off-line actions for you to perform (there is detailed on-line help available) You must then submit your reply using the ‘Submit Response’ button at the top of the page. If you require any further assistance please consult the on-line help, or contact the eTendering help desk.

III.2.2)Economic and financial ability

Minimum level(s) of standards possibly required: Economic and financial capacity requirements are notified within the Pre-Qualification Questionnaire, available by application via the contact point in Powered by BravoSolution eSourcing Technology section I.1.

III.2.3)Technical capacity

Minimum level(s) of standards possibly required:
Technical capacity requirements are notified within the Pre-Qualification Questionnaire, available by application via the contact point in section I.1.
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 minimum number 14: and maximum number 17
Objective criteria for choosing the limited number of candidates: A maximum of 17 operators will be invited to tender across the 3 lots. Potential Providers will need to meet the minimum criteria within the Pre-Qualification Questionnaire, available via the contact point at I.1. Potential Providers will be scored and ranked based on their response to: Supplier Acceptability, i.e. status of Potential Provider in relation to Regulation 23 of the Public Contracts Regulations 2006 (SI 2006 No 5) (Pass or fail); Economic and Financial Standing, i.e.
the Potential Provider must be in a sound financial position as measured by an acid test ratio applied to the most recent audited accounts and have insurances to participate in a procurement of this size as set out in Regulation 24 of the Public Contracts Regulations 2006 (SI 2006 No 5). This may entail certain pass/fail criteria as covered within the PQQ documentation. The Potential Provider must be able to demonstrate a successful track record of providing similar Supply and Delivery service to those listed in the PQQ, as set out in Regulation 25 of the Public Contracts Regulations 2006 (SI 2006 No. 5).

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
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:

OFF5021 LU

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

no

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: 18.2.2015 – 08:00
Payable documents: no

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

19.2.2015 – 08:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

20.3.2015

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

Duration in months: 6 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Date: 30.4.2015 – 10:00

Place:

https://lupc.bravosolution.co.uk/

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: January 2019.

VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no

VI.3)Additional information

The award criteria and full scoring methodology will be set out in the Invitation to Tender (ITT) documents to be issued to pre-qualified bidders, and will be derived from the following principles:
1. Compliance with a Statement of Requirements, Framework Terms and Conditions, Model Terms and Conditions, which will be set out in the Invitation To Tender (ITT). These criteria will be subject to a pass/fail test only and bidders who fail this test will be excluded from the procurement process.
2. Quality requirements carrying a total weighting equivalent to 40 % of the total score, derived from the requirement to demonstrate:
a. Implementation and transition strategy.
b. Agreement Management and Account Management.
c. Customer services and Technical support.
d. Sustainability across the supply chain.
3. Prices will be evaluated by means of an assumed model, comprised of:
a. A basket of branded/original equipment manufacturer (OEM) products, with estimated annual quantities, for which Bidders will be required to price each item separately;
b. A list of ‘equivalent’ products and all other products to be supplied under the framework agreement, with estimated annual quantities, for which Bidders will be required both to offer a product and a price against each item;
c. Adding the total price for (a) and (b) above, thus giving a total gross annual value for the model, based on prices tendered and estimated annual quantities.
Bidders will also be asked to tender a percentage discount applicable to each of a small number of cost-reduction measures, that may be adopted by individual Members under a ‘Managed Procurement Partnership’ (MPP). Pre-determined assumptions as to the level of take-up of these measures by Members, to be set out in the ITT, will enable the calculation of a value to be deducted from the total gross annual value to produce a tender sum for the model, which will then be scored with a weighting of 60 %.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Tenderers have the right to challenge provided for within regulation 47 of the Public Contracts Regulations 2006 (as amended). Any such proceedings must be brought in the High Court of England and Wales.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

14.1.2015

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